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GL - City of Kansas City_ Missouri

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					                                                                                                                                        City of Kansas City, MO
                                                                                                                   Government ERP System Request for Proposal

                                                       City of Kansas City Budget Preparation Requirements

                                                                                                               One Response Per
                                                                                                                 Requirement
Line #                                                                                                         Y   N   C   3      F        Comments
  0      Budget Planning
  1      The system shall distinguish which funds use the modified accrual basis of accounting and which               X
         use accrual basis of accounting for encumbrance processing and for providing prior years cost
         information
  2      The system shall support online decentralized entry and submission of budget worksheets by            X
         department, organizational unit, or other user defined category for subsequent review, revisions
         and posting/rollover
  3      The system shall provide expenditure analysis and online budget worksheets at a monthly,
         quarterly and annual basis, including but not limited to the following :
  4        Any level within the City, department, or organization                                              X
  5        Account number                                                                                      X
  6        Account description                                                                                 X
  7        Prior year actual expenditures and revenue                                                          X
  8        Prior year budget                                                                                   X
  9        Encumbrances                                                                                        X
 10        Current YTD actual expenditures and revenue with percentages                                        X
 11        Budgeted revenue and expenditures                                                                   X
 12        Proposed budget amount - adopted and adjusted                                                       X
 13        Supplemental budget                                                                                 X
 14      Budget Document
 15      The system shall provide the ability to maintain budget narrative with the ability to download into   X
         word processing tools
 16      The system shall provide the ability to produce the budget document and all reports in a web-based    X
         format
 17      The system shall provide the ability to include and carry forward from year-to-year in the budget
         document departmental/organizational unit data including, but not limited to:
 18        Mission statement                                                                                           X
 19        Objectives (multiple)                                                                                       X
 20        Accomplishments (multiple)                                                                                  X


                                                                                                                                                   RFP-001-02-RB
                                                                                                                                       City of Kansas City, Missouri
                                                                                                                                             24 May 2002-Page 144
                                                                                                                                               City of Kansas City, MO
                                                                                                                          Government ERP System Request for Proposal

                                                          City of Kansas City Budget Preparation Requirements

                                                                                                                      One Response Per
                                                                                                                        Requirement
Line #                                                                                                                Y   N   C   3      F        Comments
 21        Performance or Statistical Measurements (e.g., outputs, outcomes, satisfaction, surveys, etc.)                     X

 22        Graphics                                                                                                           X
 23        Text                                                                                                               X
 24        Organization charts                                                                                                X
 25        Table and/or spreadsheet views                                                                             X
 26      The system shall provide annotation of changes and revisions                                                 X
 27      The system shall provide methods for redlining and strikeout capability for budget revisions                         X
 28      The system shall provide the option to print redlining and strikeout modifications                                   X
 29      Budget Development
 30      The system shall provide the option to begin the budget development process with the prior year's            X
         adopted budget
 31      The system shall provide the ability to generate statements showing multiple stages including, but           X
         not limited to, requested, recommended and approved budget with automatic rollover from one
         stage to the next
 32      The system shall prohibit changes to data in one stage after the budget is rolled forward to the next        X
         stage.
 33      The system shall provide the ability to generate statements of budgeted expenditures and                     X
         expenses in comparison with prior years actual and budgeted expenditures
 34      The system shall provide the ability to generate statements of                                               X
         expenses/expenditures/encumbrances by user defined categories such as fund, department,
         organizational unit, project, activity, etc. with a specified period of history in addition to the current
         year
 35      The system shall provide the ability for each departmental/organizational unit to develop and                X
         modify the budget online at line-item level with totals by user defined categories (e.g., by fund,
         department, organization, project, activity)
 36      The system shall provide the ability to provide budgetary control at any level within the organization       X
         hierarchy
 37      The system shall provide the ability to maintain comments from year-to-year at the budget line item          X
         level
                                                                                                                                                          RFP-001-02-RB
                                                                                                                                              City of Kansas City, Missouri
                                                                                                                                                    24 May 2002-Page 145
                                                                                                                                        City of Kansas City, MO
                                                                                                                   Government ERP System Request for Proposal

                                                       City of Kansas City Budget Preparation Requirements

                                                                                                               One Response Per
                                                                                                                 Requirement
Line #                                                                                                         Y   N   C   3      F                Comments
 38      The system shall provide for budget adjustments and transfers to the approved budget during the       X
         fiscal year and ability to distinguish amounts from the original budget
 39      The system shall provide the ability to track base and modified amount                                X
 40      The system shall allow for adjustments throughout the budget approval process with the                X
         appropriate security
 41      The system shall provide the ability for revisions across budget categories (including by employee,   X
         position classification, bargaining unit) based on percentage increases, decreases or actual dollar
         amounts
 42      The system shall identify the following for prior, current, and future budget periods:
 43         Multiple performance indicators                                                                    X
 44         Multiple position classifications and associated number of authorized positions                    X
 45         Number of Full-time Employees (FTEs), part-time and seasonal and allocate to multiple user-        X
            defined categories (e.g., funds, department, organization, grants, projects, activity, etc.)

 46      The system shall provide the ability to consolidate organizational unit budgets (expenditures and     X
         revenues) at various levels within the organizational structure
 47      The system shall provide the ability to establish budget revenues, expenditures, and allocations at   X
         the line item level
 48      The system shall provide the ability to perform revenue and expenditure inquiry at any level or       X
         grouping of line items
 49      The system shall provide the ability to load current salary, current position and salary projection   X
         from position control from payroll/human resources system to initialize the budget process

 50      The system shall provide the ability to reconcile position control with personnel records             X
 51      The system shall be integrated with position control so that new or changed positions update          X                      Budgeting passes position
         personnel records when the budget is posted                                                                                  information to the HR application
                                                                                                                                      staging tables.
 52      The system shall provide the ability to project budget based upon percentage, dollar amount for       X
         each pay, benefit and any other user defined criteria


                                                                                                                                                          RFP-001-02-RB
                                                                                                                                              City of Kansas City, Missouri
                                                                                                                                                    24 May 2002-Page 146
                                                                                                                                          City of Kansas City, MO
                                                                                                                     Government ERP System Request for Proposal

                                                        City of Kansas City Budget Preparation Requirements

                                                                                                                 One Response Per
                                                                                                                   Requirement
Line #                                                                                                           Y   N   C   3      F               Comments
 53      The system shall provide a user-defined structure within the City organization (i.e., fund,             X
         department, organization, district, shift, etc.)
 54      The system shall provide the ability to group employees by organizational unit in any manner            X
         without having to set up multiple employee records for each organizational unit
 55      The system shall provide the ability to assign an employee to a primary organizational unit or fund     X
         (e.g., GL home account)
 56      The system shall provide the ability to accommodate various pay statuses (e.g., biweekly, hourly,       X                      Done in HR application. Summary
         fee, salaried, uncompensated, etc).                                                                                            information is passed to Budgeting.

 57      The system shall provide the ability for step and range intervals to be automatically calculated        X
         based on percentage or flat amounts
 58      The system shall provide the ability to accommodate variable pay ranges with minimum and                X
         maximum rate, with no steps
 59      The system shall provide the ability to update salary ranges by percentage or flat dollar amounts       X
         for any specified class or bargaining unit
 60      The system shall provide the ability to enter steps and ranges that may be fixed or variable as         X
         specified for each class
 61      The system shall provide the ability to "lock out" organizational units for certain objects             X
 62      The system shall provide the option to adjust budgets with audit trail annotating date of adjustment,   X
         user ID, description, etc.
 63      The system shall provide the ability to "lock out" organizational units and users during budget         X
         process
 64      The system shall provide the ability to clearly identify adjustments to the budget with associated      X
         annotations                                                                                                                    Row notes
 65      The system shall provide the ability for user-defined control parameters employed in generating
         objects including, but not limited to, the following:
 66        Zero for selected accounts                                                                            X
 67        Previous year(s) budget amount (i.e., 8 years historical data)                                        X
 68        A factor applied to the previous year(s) budget                                                       X
 69        Actual amount spent                                                                                   X
                                                                                                                                                            RFP-001-02-RB
                                                                                                                                                City of Kansas City, Missouri
                                                                                                                                                      24 May 2002-Page 147
                                                                                                                                          City of Kansas City, MO
                                                                                                                     Government ERP System Request for Proposal

                                                         City of Kansas City Budget Preparation Requirements

                                                                                                                 One Response Per
                                                                                                                   Requirement
Line #                                                                                                           Y   N   C   3      F               Comments
 70      The system shall provide for multiple year budgeting capability for a minimum of five years             X
 71      The system shall provide for multiple fund budgeting capability for a minimum of five years             X
 72      The system shall support activity-based budgeting                                                       X
 73      The system shall provide data-entry integrity checking and alert (e.g., system will inhibit entry of    X                      The number field can be defined as
         negative amounts where only positive amounts are allowed)                                                                      an unsigned number, prohibiting the
                                                                                                                                        user from entering a negative
                                                                                                                                        amount.
 74      Budget Forecasting
 75      The system shall provide the ability to select data for budget projection                               X
 76      The system shall provide a fully featured modeling function to perform "What If" alternative analysis   X
         (i.e., regression) for initial budget preparation and subsequent revisions at all levels including
         individual employee, etc.
 77      The system shall provide the ability to change revenue and expenditure projections at any time          X
         during the year
 78      The system shall provide the ability to produce multi-year, long range forecasts, for a minimum of      X
         five years
 79      The system shall provide for multiple factors for "What If" budgeting modeling and analysis             X
         including, but not limited to, percent, classification and bargaining unit
 80      Budget Preparation Reporting
 81      The system shall provide the ability to print budget by any level, including but not limited to the
         following information:
 82         Prior years actual revenue and expenditures and percentage                                           X
 83         Any named version of the budget                                                                      X
 84         Current YTD actual revenue and expenditures                                                          X
 85         Encumbrances                                                                                         X
 86         Estimated actual                                                                                     X
 87         Proposed budget                                                                                      X
 88         Straight line extrapolation                                                                                  X
 89         Position control and changes                                                                         X


                                                                                                                                                           RFP-001-02-RB
                                                                                                                                               City of Kansas City, Missouri
                                                                                                                                                     24 May 2002-Page 148
                                                                                                                                        City of Kansas City, MO
                                                                                                                   Government ERP System Request for Proposal

                                                       City of Kansas City Budget Preparation Requirements

                                                                                                               One Response Per
                                                                                                                 Requirement
Line #                                                                                                         Y   N   C   3      F               Comments
 90      The system shall provide the ability to print budget by user-defined parameters (e.g., sub-account            X
         number and account categories) with or without the inclusion of department, organization, and
         funds
 91      The system shall print online comments entered at the budget line item level regarding purpose of                     X
         budget request by any level within the organizational structure
 92      The system shall provide the ability to print projected revenue, expenditures, and changes in fund            X
         balance by user-defined parameters
 93      The system shall provide a Summary Expenditure Report by any level within the department or                   X
         organization
 94      The system shall provide a Budget Revenue Forecast, including but not limited to the following:

 95        Straight line extrapolation based on YTD                                                                    X
 96        Comparative reporting on prior year history                                                         X
 97      The system shall provide the ability to export data and merge text for the production of the CIP      X
         document
 98      The system shall provide the ability to export data and merge text for the production of the Budget   X
         Document                                                                                                                     PeopleSoft supports the export of
                                                                                                                                      data. Other tools, such as a word
                                                                                                                                      processing application can be used
                                                                                                                                      in conjunction with the export to
                                                                                                                                      produce a customized Budget
                                                                                                                                      Document
 99      The system shall provide the ability to export data and merge text for the production of the Budget   X
         Book
                                                                                                                                      PeopleSoft supports the export of
                                                                                                                                      data. Other tools, such as a word
                                                                                                                                      processing application can be used
                                                                                                                                      in conjunction with the export to
                                                                                                                                      produce a customized Budget
                                                                                                                                      Document and Budget Book.

                                                                                                                                                         RFP-001-02-RB
                                                                                                                                             City of Kansas City, Missouri
                                                                                                                                                   24 May 2002-Page 149
                                                                                                                                         City of Kansas City, MO
                                                                                                                    Government ERP System Request for Proposal

                                                        City of Kansas City Budget Preparation Requirements

                                                                                                                One Response Per
                                                                                                                  Requirement
Line #                                                                                                          Y   N   C   3      F              Comments
 100     The system shall provide a Budget Reconciliation Report                                                        X
 101     The system shall produce a Budget Forecast Report                                                              X
 102     The system shall produce all schedules in the Budget Document necessary to apply for Certificate               X
         of Excellence.
 103     The system shall provide a Projection Report based on user-defined periods (e.g., Mid-year,            X
         quarterly, etc.)
 104     The system shall provide an adjustment report that reconciles all adjustments to the budget from               X
         initial department entry through final adopted budget.
 105     The system shall provide the ability to download current and prior year budget data                    X
 106     The system shall provide the ability to upload budget data                                             X
 107     Budget Posting
 108     The system shall provide the ability for the user to specify which prior year unspent appropriations   X
         roll forward to the next fiscal year (e. g., multi-year grants and projects)                                                  General Ledger
 109     The system shall provide the ability to roll forward unspent appropriations in the same character      X
         and net amount as existed at the end of the preceding fiscal year                                                             General Ledger




                                                                                                                                                          RFP-001-02-RB
                                                                                                                                              City of Kansas City, Missouri
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                                                                                                                                           City of Kansas City, MO
                                                                                                                      Government ERP System Request for Proposal

                                                          City of Kansas City General Ledger Requirements

                                                                                                                        One Response Per
                                                                                                                          Requirement

Line #                                                                                                                 Y   N   C   3   F         Comments
  0      Budget Control
  1      The system shall provide the ability to establish user-defined budgetary and cash controls that include,
         but are not limited to, the following levels:
  2        Fund                                                                                                        X
  3        Department                                                                                                  X
  4        Activity                                                                                                    X
  5        Object                                                                                                      X
  6        Project                                                                                                     X
  7        Sub-Project                                                                                                 X
  8      The system shall provide the ability to track appropriation levels including, but not limited to, account,    X
         account grouping and organization.
  9      The system shall automatically update fund and cash balances based on revenue and expenditures on             X
         real-time
 10      The system shall track assets, liabilities and fund balances at the organizational unit and program levels    X

 11      The system shall provide the ability to maintain and report on identity of current and prior year(s)          X
         encumbrances (e.g., 10-Year Projects), including month end
 12      The system shall prevent negative cash balances at the fund level unless negative cash balances are                   X
         properly authorized
 13      The system shall provide the ability to track transactions including:
 14        Original budgeted revenues and expenditures                                                                 X
 15        Adjustments to budgeted revenues and expenditures by the detailed level as shown in the requested           X
           transaction codes as shown elsewhere
 16        Original budget, augmentations for prior year encumbrances, other encumbrances, transfers and               X
           grants and final adjusted budget
 17      The system shall provide ability to query on accounts, history and related transactions, and other            X
         pertinent information (e.g., journal and payment vouchers)
 18      The system shall provide the ability to support multi-year appropriations and other user-defined              X
         parameters.
 19      The system shall provide the ability to handle multiple entities with different closing requirements          X
                                                                                                                                                          RFP-001-02-RB
                                                                                                                                              City of Kansas City, Missouri
                                                                                                                                                    24 May 2002-Page 151
                                                                                                                                          City of Kansas City, MO
                                                                                                                     Government ERP System Request for Proposal

                                                         City of Kansas City General Ledger Requirements

                                                                                                                       One Response Per
                                                                                                                         Requirement

Line #                                                                                                                Y   N   C   3   F         Comments
 20      The system shall provide the ability to override budget controls during processing in the adjustment                 X
         period and during this period only.
 21      The system shall provide real time access to uncommitted balance of appropriations and unrealized            X
         revenues
 22      The system shall provide the ability to classify and track budgets as:
 23        Period budgets (annual vs. project-length)                                                                 X
 24        Character of budget (operating vs. capital)                                                                X
 25        Legal authority budgets (appropriated vs. financial-planning)                                              X
 26        Variability budgets (flexible vs. fixed)                                                                   X
 27      The system shall provide the ability to select alternative approaches to the disposition of encumbrances     X
         outstanding at the end of the budget period (i.e., reappropriate and re-establish prior-period
         encumbrances or extend the budget for encumbrances).
 28      General Ledger (GL)
 29      The system shall provide the ability to enter data through user defined document templates (e.g.,            X
         entering a quick code, or alias, that will pull the desired chart of accounts into the document)
 30      The system shall allow entries, with proper authorization, for periods other than current (e.g., the last    X
         period of prior year for closing purposes, thirteenth/fourteenth period, etc.)
 31      The system shall provide all governmental, proprietary and fiduciary funds, account groups and financial     X
         reporting in accordance with Generally Accepted Accounting Principles (GAAP) as established by the
         Governmental Accounting Standards Board (GASB)
 32      The system shall provide the ability to categorize funds by classification (3) and type (11) as follows:

 33        1. Governmental Funds:
 34            1. General Fund                                                                                        X
 35            2. Special Revenue Fund                                                                                X
 36            3. Debt Service Fund                                                                                   X
 37            4. Capital Project Fund                                                                                X
 38            5. Permanent Fund                                                                                      X
 39        2. Proprietary Funds:
 40            6. Enterprise Fund                                                                                     X
                                                                                                                                                         RFP-001-02-RB
                                                                                                                                             City of Kansas City, Missouri
                                                                                                                                                   24 May 2002-Page 152
                                                                                                                                       City of Kansas City, MO
                                                                                                                  Government ERP System Request for Proposal

                                                          City of Kansas City General Ledger Requirements

                                                                                                                    One Response Per
                                                                                                                      Requirement

Line #                                                                                                             Y   N   C   3   F         Comments
 41              7. Internal Service Fund                                                                          X
 42         3. Fiduciary Funds:
 43              8. Pension (and other employee benefit) trust fund                                                X
 44              9. Investment trust fund                                                                          X
 45             10. Private-purpose trust fund                                                                     X
 46             11. Agency fund                                                                                    X
 47      The system shall provide the ability to design a preferred sequence to make data-entry columns and        X
         fields match the order of information in City source documents
 48      The system shall provide the ability to identify and describe the types of transactions and events by:

 49        Measurement focus (economic resources vs. current financial resources)                                  X
 50        Basis of accounting (cash vs. modified accrual vs. full accrual)                                        X
 51      The system shall provide the ability to identify and describe the types of transactions and events by:

 52        Financial reporting entity (primary government vs. component unit)                                      X
 53        Type of financial reporting (blended vs. discrete)                                                      X
 54      The system shall provide the ability to have two fiscal years open at the same time                       X
 55      The system shall provide inquiry access to prior fiscal year data in summary and detail                   X
 56      The system shall provide the ability to define accounting periods or other user-defined time periods,     X
         including multi-year capture of cost accounting data for capital projects, grants, and cost centers

 57      The system shall provide the ability to select a specific account or range of accounts (contiguous and    X
         noncontiguous) and report account activity by user-defined categories and parameters
 58      The system shall provide the ability to add account numbers, employees, vendors, key organizations,               X
         etc., on-the-fly, during data entry
 59      The system shall provide the ability to demonstrate the variance between actual and budgeted salaries     X

 60      The system shall provide the ability to close accounts via automatic closing entries at the end of the    X
         normal accounting periods


                                                                                                                                                      RFP-001-02-RB
                                                                                                                                          City of Kansas City, Missouri
                                                                                                                                                24 May 2002-Page 153
                                                                                                                                            City of Kansas City, MO
                                                                                                                       Government ERP System Request for Proposal

                                                           City of Kansas City General Ledger Requirements

                                                                                                                         One Response Per
                                                                                                                           Requirement

Line #                                                                                                                  Y   N   C   3   F           Comments
 61      The system shall provide the ability to close on any day following the end of a period based on user-          X
         defined parameters
 62      The system shall provide the ability to perform multiple pre-closing trial balances prior to actual closing    X

 63      The system shall provide the ability to use AutoFill features per transaction by entering the first few        X                   Speed types can be used to
         letters in any field for reversing entries, recurring entries and percentage allocations                                            populate journal lines with
                                                                                                                                                 predefined values
 64      The system shall provide the ability to make temporary journal entries to convert cash based funds to          X
         modified accrual basis to full without having to maintain three sets of files for the same fund.

 65      The system shall provide the ability to store 10 years of history for general ledger balances and              X
         transactions in active status
 66      The system shall provide the ability to provide AutoFill features per transaction in any field                 X
 67      The system shall provide the ability to drill down from the general ledger to view the respective source       X
         documents processed in the other modules (e.g. Accounts Payable, Purchasing, Accounts Receivable,
         etc.)
 68      The system shall provide the ability to establish system validation rules which will provide verification      X
         and validation of accounting segment values.
 69      The system shall provide the ability to track the costs associated with performing user defined activities     X
         (i.e., Activity-Based-Costing).
 70      Chart of Accounts
 71      The system shall provide the ability to define a GL account number structure and rules with a minimum
         of the following types of fields (segments). All should have a roll-up feature that allows unlimited levels
         of hierarchy:
 72         4-digit fiscal year                                                                                         X
 73         fund                                                                                                        X
 74         fund type                                                                                                   X
 75         function                                                                                                    X
 76         department                                                                                                  X
 77         section                                                                                                     X

                                                                                                                                                             RFP-001-02-RB
                                                                                                                                                 City of Kansas City, Missouri
                                                                                                                                                       24 May 2002-Page 154
                                                                                                                                          City of Kansas City, MO
                                                                                                                     Government ERP System Request for Proposal

                                                         City of Kansas City General Ledger Requirements

                                                                                                                       One Response Per
                                                                                                                         Requirement

Line #                                                                                                                Y   N   C   3   F          Comments
 78        group                                                                                                      X
 79        object                                                                                                     X
 80        project                                                                                                    X
 81        grant                                                                                                      X
 82        activity                                                                                                   X
 83        facility                                                                                                   X
 84        revenue source                                                                                             X
 85        balance sheet accounts                                                                                     X
 86        sub-balance sheet accounts                                                                                 X
 87      The system shall provide sub-ledger accounts with at least 5 levels of hierarchy                             X                   PeopleSoft trees provides
                                                                                                                                          unlimited levels of rollups.
 88      The system shall provide a flexible approach to adding, deleting and changing categories in the Chart of     X
         Accounts
 89      The system shall provide the ability for accounts to roll up into subtotals in sub-account levels            X
 90      The system shall provide the ability to block any entries into sub-accounts (roll up accounts), and only     X
         show totals of other accounts
 91      The system shall provide the ability to define alphanumeric account numbers                                  X
 92      The system shall provide the ability to define account summarization across non-standard hierarchy           X

 93      The system shall provide the ability to define account types                                                 X
 94      The system shall provide the ability to make Chart of Account codes active or inactive as of specified or    X
         effective dates
 95      The system shall provide the ability to make Chart of Account name changes                                   X
 96      The system shall provide the ability to reserve blocks of coding fields for specified uses                   X
 97      The system shall provide the ability to define and view organization relationships online in a graphical     X
         tree structure
 98      The system shall provide the ability to support multiple tree structures for the same Chart of Accounts      X
         values
 99      The system shall provide the ability to consolidate different organization values                            X
 100     The system shall provide the ability to allow for customization of organization segments                     X
                                                                                                                                                          RFP-001-02-RB
                                                                                                                                              City of Kansas City, Missouri
                                                                                                                                                    24 May 2002-Page 155
                                                                                                                                            City of Kansas City, MO
                                                                                                                       Government ERP System Request for Proposal

                                                           City of Kansas City General Ledger Requirements

                                                                                                                         One Response Per
                                                                                                                           Requirement

Line #                                                                                                                  Y   N   C   3   F            Comments
 101     The system shall provide the ability to change organization structures                                         X
 102     The system shall provide the ability to support “What If” analysis for proposed changes to the                 X
         organizational structure
 103     The system shall provide the ability to perform “What If” analysis with changes to both historical and         X
         proposed future organizational structures
 104     The system shall provide the ability to perform summary and "drill down" capability for a specified period     X
         of archived data
 105     The system shall provide the ability to group and consolidate account activity by fund, revenue, expense       X
         and expenditure type for CAFR reporting
 106     The system shall provide the ability to perform sub-system transactions with automatic postings to the         X
         GL detail and control accounts by organizational unit
 107     The system shall provide the ability to re-open an inactive account                                            X
 108     The system shall provide the ability to identify all subsystem entries posted to the GL                        X
 109     The system shall provide ability to validate accounts and account combinations.                                X
 110     The system shall provide ability to copy/re-create accounts                                                    X                    Multiple business units can
                                                                                                                                            point to the same "set Id" for
                                                                                                                                                  the same account.
 111     Journal Posting
 112     The system shall provide the ability to perform sub-system transactions with automatic postings to the         X                     Journal Generator can be
         GL detail and control accounts by organizational unit                                                                              scheduled to run continuously.

 113     The system shall provide the ability for online interfund transfers and produce an audit trail detailing       X
         transfers
 114     The system shall provide the ability for online "due to," "due from," and “interfund transfer” transactions    X

 115     The system shall provide the ability to perform online journal preparation, including unlimited text           X
         descriptions
 116     The system shall provide the ability to perform a GL pre and post review, validation, edit and balancing       X
         of journal entries


                                                                                                                                                              RFP-001-02-RB
                                                                                                                                                  City of Kansas City, Missouri
                                                                                                                                                        24 May 2002-Page 156
                                                                                                                                             City of Kansas City, MO
                                                                                                                        Government ERP System Request for Proposal

                                                          City of Kansas City General Ledger Requirements

                                                                                                                          One Response Per
                                                                                                                            Requirement

Line #                                                                                                                   Y   N   C   3   F         Comments
 117     The system shall provide the ability to automatically post recurring journal entries, reversing and             X
         offsetting entries
 118     The system shall provide the ability to edit recurring journal entries prior to posting                         X
 119     The system shall provide the ability to accept journal entries and offsetting entries from external             X
         applications
 120     The system shall provide the ability to provide for "on demand" journal entries posting                         X
 121     The system shall provide the ability to post to past, current and future periods and years                      X
 122     The system shall provide the ability to keep prior month or fiscal year open while posting new                  X
         transactions to the current month or fiscal year
 123     The system shall provide the ability to perform automatic closing entries (e.g., revenues and                   X
         expenditures closed to fund balance at the end of the accounting period and at year-end)
 124     The system shall provide the ability to perform unlimited debit and credit transactions for each journal        X
         entry
 125     The system shall provide the ability save incomplete journal entries without posting                            X
 126     The system shall provide the ability to define a journal entry with full algebraic equations (e.g., interest    X
         allocation, energy costs, etc.)
 127     The system shall provide the ability to summarize transactions for any account number and organization          X
         level
 128     The system shall provide the ability to perform updates and adjustments between pre-closing trial               X
         balance and final post closing account balances at accounting period end
 129     The system shall provide the ability to provide online inquiry to GL account data and activity                  X
 130     The system shall provide the ability to record date, time, device address and user identity for all             X
         transactions
 131     The system shall provide the ability to perform an online archive process                                       X
 132     The system shall provide the ability to post journal entries to more than one budget fiscal year and to         X
         detail and control accounts simultaneously
 133     The system shall provide the ability to provide out-of-balance error messages on journals prior to posting      X

 134     The system shall provide ability to capture user-defined journal descriptions and/or comments                   X
 135     The system shall be able to track transaction sources                                                           X
                                                                                                                                                            RFP-001-02-RB
                                                                                                                                                City of Kansas City, Missouri
                                                                                                                                                      24 May 2002-Page 157
                                                                                                                                        City of Kansas City, MO
                                                                                                                   Government ERP System Request for Proposal

                                                         City of Kansas City General Ledger Requirements

                                                                                                                     One Response Per
                                                                                                                       Requirement

Line #                                                                                                              Y   N   C   3   F             Comments
 136     The system shall be able to accept statistical journal entries                                             X
 137     Budget Control Reporting
 138     The system shall produce fiscal year end budget reports including, but not limited to:
 139        Budgeted Expenditures                                                                                   X
 140        Budgeted Revenues                                                                                       X
 141     The system shall produce a Combined Statement of Revenues, Expenditures and Changes in Fund
         Balances – (Budget and Actual) Non-GAAP Budgetary Basis (for select funds)                                         X           Available with reporting tools
 142     The system shall provide a Statement of Revenues, Expenditures, and Changes in Fund Balance –
         Budget and Actual (at Budgetary Reporting Level)                                                                   X           Available with reporting tools
 143     The system shall provide Expenditure/Expense Summary - by user-defined levels including, but not
         limited to, original budget, revised budget, percentage of revised budget used and actual expenses for
         PTD (project-to-date), GTD (grant-to-date), M-T-D and Y-T-D, and encumbrances.                                     X           Available with reporting tools
 144     The system shall provide Revenue Recap Summary by user-defined levels including, but not limited to,
         totals M-T-D and Y-T-D, original budget, revised budget and percent of annual budget realized, and
         encumbrances.                                                                                                      X           Available with reporting tools
 145     The system shall provide Revenue Accounts Transaction Report by user-defined periods                               X           Available with reporting tools
 146     The system shall report revenue and expenditure actuals and budgeted for all funds by preset
         parameter or user command                                                                                          X           Available with reporting tools
 147     The system shall allow budget reports with a way to define and view original budgets, prior year
         augmentations, other augmentations, grants and transfers for any period. The reports need to have a
         subtotal column that equals the original budget plus the prior year obligation augmentation amount (for
         GASB No. 34 purposes) by at least fund, department, division and key organization                          X
 148     The system shall provide ability to generate multi-year reports for comparison of YTD's for more than
         one fiscal year.                                                                                           X
 149     The system shall provide the ability to print/detail including, but not limited to the entire budget
         adjustment, by the various levels                                                                          X
 150     The system shall report revenue and expenditures/expenses from the highest fund level to the lowest
         key organization and account level                                                                                 X           Available with reporting tools
 151     The system shall provide a subtotal column (that equals the original budget plus augmentations) for
         GASB No. 34 in revenue and expenditure reports                                                             X

                                                                                                                                                          RFP-001-02-RB
                                                                                                                                              City of Kansas City, Missouri
                                                                                                                                                    24 May 2002-Page 158
                                                                                                                                    City of Kansas City, MO
                                                                                                               Government ERP System Request for Proposal

                                                       City of Kansas City General Ledger Requirements

                                                                                                                 One Response Per
                                                                                                                   Requirement

Line #                                                                                                          Y   N   C   3   F             Comments
 152     The system shall provide the subtotal column for GASB No. 34 with final budget, actual, variance of
         actual to budget, and prior year or other period actual                                                X
 153     General Ledger (GL) Reporting
 154     The system shall produce cyclical and demand reports including, but not limited to:
 155       Organizational Structure Consistency report                                                                  X           Available with reporting tools
 156       Document 'SUSF" table/'Document Catalog' audit report                                                        X           Available with reporting tools
 157       Weekly 'SUSF'/'Document Catalog' file aging report                                                           X           Available with reporting tools
 158       Detail listing of revenues vs. budget                                                                        X           Available with reporting tools
 159       Revenue source summary of revenues                                                                   X
 160       Summary trial balance by fiscal year                                                                 X
 161       Summary trial balance by accounting distribution/fund                                                X
 162       Agency obligations vs. expense budget                                                                X
 163       Trial balance by accounting distribution                                                             X
 164       Detailed transaction listing                                                                         X
 165       Appropriation status report                                                                          X
 166       Prior year encumbrance status                                                                        X
 167       Expenditures by object code - current fiscal year                                                    X
 168       Expenditures by object code - previous fiscal year                                                   X
 169       YTD interfund transfers                                                                              X
 170       Monthly statement of budget activity and balances                                                    X
 171       YTD revenue transactions                                                                             X
 172       Balance sheet (by fund)                                                                              X
 173       YTD encumbrance activity                                                                             X
 174       Outstanding warrants                                                                                 X
 175       Expired appropriation report                                                                                 X           Available with reporting tools
 176       Summary trial balance by accounting distribution within fund and organization                        X
 177     The system shall provide for full Comprehensive Annual Financial Reports (CAFR) in compliance with
         GASB's new reporting model, including the following:
 178       Introductory Section:
 179            Report Cover                                                                                                X       Word Processing application

                                                                                                                                                      RFP-001-02-RB
                                                                                                                                          City of Kansas City, Missouri
                                                                                                                                                24 May 2002-Page 159
                                                                                                                           City of Kansas City, MO
                                                                                                      Government ERP System Request for Proposal

                                                         City of Kansas City General Ledger Requirements

                                                                                                           One Response Per
                                                                                                             Requirement

Line #                                                                                                     Y   N   C   3   F           Comments
 180         Title Page                                                                                                X       Word Processing application
 181         Table of Contents                                                                                         X       Word Processing application
 182         Comptroller‟s Letter of Transmittal (Director of Finance):
 183              Formal transmittal of the CAFR                                                                       X       Word Processing application
 184              Profile of the government                                                                            X       Word Processing application
 185              Information useful in assessing the financial position                                               X       Word Processing application
 186              Awards and acknowledgments                                                                           X       Word Processing application
 187              Authorship                                                                                           X       Word Processing application
 188              Dating and format                                                                                    X       Word Processing application
 189              Practical considerations                                                                             X       Word Processing application
 190         City Council                                                                                              X       Word Processing application
 191         Listing of City Officials                                                                                 X       Word Processing application
 192         Organization Chart                                                                                        X       Word Processing application
 193     Financial Section:
 194         Management Discussion and Analysis                                                                                Provide data which can be
                                                                                                                               used to create the
                                                                                                                               Management Discussion and
                                                                                                                       X       Analysis.
 195         Basic Financial Statements:                                                                                       GASB Templates are
                                                                                                                               provided and used as a basis
                                                                                                                               to create organization specific
                                                                                                                               reports.
 196           Government-Wide Financial Statements:
 197            Statement of Net Assets                                                                                        GASB Templates are
                                                                                                                               provided and used as a basis
                                                                                                                               to create organization specific
                                                                                                                   X           reports.




                                                                                                                                                 RFP-001-02-RB
                                                                                                                                     City of Kansas City, Missouri
                                                                                                                                           24 May 2002-Page 160
                                                                                                                        City of Kansas City, MO
                                                                                                   Government ERP System Request for Proposal

                                             City of Kansas City General Ledger Requirements

                                                                                                     One Response Per
                                                                                                       Requirement

Line #                                                                                              Y   N   C   3   F             Comments
 198     Statement of Activities                                                                                        GASB Templates are
                                                                                                                        provided and used as a basis
                                                                                                                        to create organization specific
                                                                                                            X           reports.
 199     Governmental Funds Financial Statements (Subject to Major Fund Reporting Requirements):

 200         Balance Sheet - Governmental Funds                                                                         GASB Templates are
                                                                                                                        provided and used as a basis
                                                                                                                        to create organization specific
                                                                                                            X           reports.
 201         Statement of Revenues, Expenditures, and Changes in Fund Balances - Governmental                           GASB Templates are
             Funds                                                                                                      provided and used as a basis
                                                                                                                        to create organization specific
                                                                                                            X           reports.
 202         Reconciliation of the Statement of Revenues, Expenditures, and Changes in Fund                             GASB Templates are
             Balances of Governmental Funds to the Statement of Activities                                              provided and used as a basis
                                                                                                                        to create organization specific
                                                                                                            X           reports.
 203         General Fund - Statement of Revenues, Expenditures and Changes in Fund Balances -                          GASB Templates are
             Budget and Actual                                                                                          provided and used as a basis
                                                                                                                        to create organization specific
                                                                                                            X           reports.
 204         (Major individual special revenue fund) - Statement of Revenues, Expenditures and                          GASB Templates are
             Changes in Fund Balances - Budget and Actual                                                               provided and used as a basis
                                                                                                                        to create organization specific
                                                                                                            X           reports.
 205         Combining Balance Sheet - Non-major Governmental Funds                                                     GASB Templates are
                                                                                                                        provided and used as a basis
                                                                                                                        to create organization specific
                                                                                                            X           reports.

                                                                                                                                          RFP-001-02-RB
                                                                                                                              City of Kansas City, Missouri
                                                                                                                                    24 May 2002-Page 161
                                                                                                                            City of Kansas City, MO
                                                                                                       Government ERP System Request for Proposal

                                             City of Kansas City General Ledger Requirements

                                                                                                         One Response Per
                                                                                                           Requirement

Line #                                                                                                  Y   N   C   3   F             Comments
 206        Combining Statement of Revenues, Expenditures and Changes in Fund Balances - Non-                               GASB Templates are
            major Governmental Funds                                                                                        provided and used as a basis
                                                                                                                            to create organization specific
                                                                                                                X           reports.
 207        Subcombining FS                                                                                                 GASB Templates are
                                                                                                                            provided and used as a basis
                                                                                                                            to create organization specific
                                                                                                                X           reports.
 208        Individual Fund FS                                                                                              GASB Templates are
                                                                                                                            provided and used as a basis
                                                                                                                            to create organization specific
                                                                                                                X           reports.
 209        Budgetary comparisons for general fund, major individual special revenue funds, non-                            GASB Templates are
            major special revenue funds with annual appropriated budgets, capital project funds with                        provided and used as a basis
            annual appropriated budgets and permanent funds with annual appropriated budgets                                to create organization specific
                                                                                                                X           reports.
 210        Other individual fund statements as needed                                                                      GASB Templates are
                                                                                                                            provided and used as a basis
                                                                                                                            to create organization specific
                                                                                                                X           reports.
 211        Supplementary Information (as needed, e.g., schedule of cash receipts and                                       GASB Templates are
            disbursements for the general fund)                                                                             provided and used as a basis
                                                                                                                            to create organization specific
                                                                                                                X           reports.
 212     Proprietary Fund Financial Statements:
 213        Statement of Net Assets - Proprietary Fund                                                                      GASB Templates are
                                                                                                                            provided and used as a basis
                                                                                                                            to create organization specific
                                                                                                                X           reports.


                                                                                                                                              RFP-001-02-RB
                                                                                                                                  City of Kansas City, Missouri
                                                                                                                                        24 May 2002-Page 162
                                                                                                                      City of Kansas City, MO
                                                                                                 Government ERP System Request for Proposal

                                              City of Kansas City General Ledger Requirements

                                                                                                   One Response Per
                                                                                                     Requirement

Line #                                                                                            Y   N   C   3   F             Comments
 214        Statement of Revenues, Expenses and Changes in Fund Net Assets - Proprietary Funds                        GASB Templates are
                                                                                                                      provided and used as a basis
                                                                                                                      to create organization specific
                                                                                                          X           reports.
 215        Statement of Cash Flows - Proprietary Funds                                                               GASB Templates are
                                                                                                                      provided and used as a basis
                                                                                                                      to create organization specific
                                                                                                          X           reports.
 216        Combining FS - Individual non-major enterprise funds                                                      GASB Templates are
                                                                                                                      provided and used as a basis
                                                                                                                      to create organization specific
                                                                                                          X           reports.
 217        Individual Fund FS - as needed                                                                            GASB Templates are
                                                                                                                      provided and used as a basis
                                                                                                                      to create organization specific
                                                                                                          X           reports.
 218        Supplementary Information - as needed                                                                     GASB Templates are
                                                                                                                      provided and used as a basis
                                                                                                                      to create organization specific
                                                                                                          X           reports.
 219     Fiduciary Funds:
 220         Statement of Fiduciary Net Assets - Fiduciary Funds                                                      GASB Templates are
                                                                                                                      provided and used as a basis
                                                                                                                      to create organization specific
                                                                                                          X           reports.
 221        Statement of Changes in Fiduciary Net Assets - Fiduciary Funds                                            GASB Templates are
                                                                                                                      provided and used as a basis
                                                                                                                      to create organization specific
                                                                                                          X           reports.


                                                                                                                                        RFP-001-02-RB
                                                                                                                            City of Kansas City, Missouri
                                                                                                                                  24 May 2002-Page 163
                                                                                                                                         City of Kansas City, MO
                                                                                                                    Government ERP System Request for Proposal

                                                       City of Kansas City General Ledger Requirements

                                                                                                                      One Response Per
                                                                                                                        Requirement

Line #                                                                                                               Y   N   C   3   F             Comments
 222                 Combining FS - All individual private-purpose trust funds, pension trust funds, investment                          GASB Templates are
                     trust funds, and agency funds                                                                                       provided and used as a basis
                                                                                                                                         to create organization specific
                                                                                                                             X           reports.
 223                 Individual Fund FS - as needed                                                                                      GASB Templates are
                                                                                                                                         provided and used as a basis
                                                                                                                                         to create organization specific
                                                                                                                             X           reports.
 224                 Supplementary Information - Combining statement of changes in assets and liabilities, all                           GASB Templates are
                     agency funds                                                                                                        provided and used as a basis
                                                                                                                                         to create organization specific
                                                                                                                             X           reports.
 225             Component Units:
 226                Combining Financial Statements - All non-major discretely presented component units                                  GASB Templates are
                                                                                                                                         provided and used as a basis
                                                                                                                                         to create organization specific
                                                                                                                             X           reports.
 227                 Individual Component Unit Fund Presentations - All discretely presented component units                             GASB Templates are
                     that use multiple funds and that do not issue separate, publicly available financial reports                        provided and used as a basis
                     with fund information.                                                                                              to create organization specific
                                                                                                                             X           reports.
 228         Required Supplementary Information other than MD&A:
 229              Budgetary Comparisons (for the general fund and major individual special revenue funds, if
                  not presented elsewhere)                                                                                   X           Available with reporting tools
 230              Infrastructure condition and maintenance data                                                              X           Available with reporting tools
 231              Pension trend data                                                                                         X           Available with reporting tools
 232              Revenue and claims development trend data                                                                  X           Available with reporting tools
 233     Statistical Section:
 234         General Governmental Expenditures by Function - Last 10 Fiscal Years                                            X           Available with reporting tools
 235         General Governmental Revenues by Source - Last 10 Fiscal Years                                                  X           Available with reporting tools

                                                                                                                                                           RFP-001-02-RB
                                                                                                                                               City of Kansas City, Missouri
                                                                                                                                                     24 May 2002-Page 164
                                                                                                                                      City of Kansas City, MO
                                                                                                                 Government ERP System Request for Proposal

                                                        City of Kansas City General Ledger Requirements

                                                                                                                   One Response Per
                                                                                                                     Requirement

Line #                                                                                                            Y   N   C   3   F             Comments
 236          Property Tax Levies and Collections - Last 10 Fiscal Years                                                  X           Available with reporting tools
 237          Assessed and Estimated Actual Value of Taxable Property - Last 10 Fiscal Years                              X           Available with reporting tools
 238          Property Tax Rates-All Overlapping Governments - Last 10 Fiscal Years
                                                                                                                                      Assuming these rates are not
                                                                                                                      X               stored in the financial system.
 239          Principal Taxpayers                                                                                     X
 240          Special Assessment Billings and Collections - Last 10 Fiscal Years                                          X           Available with reporting tools
 241          Computation of the Legal Debt Margin                                                                        X           Available with reporting tools
 242          Ratio of Net General Bonded Debt to Assessed Value and Net Bonded Debt per Capital - Last 10
              Fiscal Years                                                                                                X           Available with reporting tools
 243          Ratio of Annual Debt Service for General Bonded Debt to Total General Expenditures - Last 10
              Fiscal Years                                                                                                X           Available with reporting tools
 244          Computation of Overlapping Debt                                                                             X           Available with reporting tools
 245          Revenue Bond Coverage - Last 10 Fiscal Years                                                                X           Available with reporting tools
 246          Demographic Statistics                                                                                                  Assuming this data is stored
                                                                                                                                      in General ledger as statistical
                                                                                                                          X           data
 247           Property Value, Construction, and Bank Deposits - Last 10 Fiscal Years                                     X           Available with reporting tools
 248           Miscellaneous Statistics                                                                                   X           Available with reporting tools
 249        Additional Sections of a CAFR:
 250           Investment section                                                                                         X           Available with reporting tools
 251           Actuarial section                                                                                          X           Available with reporting tools
 252           Single audit section                                                                                       X           Available with reporting tools
 253     The system shall produce an annual report of financial transactions for external audit purposes          X
 254     The system shall produce a report of “due to” and “due from” transactions summarized by fund for
         financial statement notes                                                                                X
 255     The system shall produce financial reporting of the funds and account groups in accordance with State                        Reporting tools may be
         and federal requirements                                                                                                     required for specific reporting
                                                                                                                  X                   requirements.


                                                                                                                                                         RFP-001-02-RB
                                                                                                                                             City of Kansas City, Missouri
                                                                                                                                                   24 May 2002-Page 165
                                                                                                                                            City of Kansas City, MO
                                                                                                                       Government ERP System Request for Proposal

                                                          City of Kansas City General Ledger Requirements

                                                                                                                         One Response Per
                                                                                                                           Requirement

Line #                                                                                                                  Y    N   C   3   F             Comments
 256     The system shall produce archive of all financial transactions in a detail transaction file for financial
         reporting, including but not limited to:
 257        Transaction entry date                                                                                      X
 258        Archive effective posting date                                                                              X
 259        Archive transaction type                                                                                    X
 260        Archive transaction number                                                                                  X
 261        Archive amount                                                                                              X
 262        Archive account                                                                                             X
 263        Archive description                                                                                         X
 264        Archive originating employee                                                                                X
 265        Archive audit trail                                                                                         X
 266     The system shall provide the ability to report historical financial data                                       X
 267     The system shall provide the ability to report management information                                          X
 268     The system shall provide the ability to report account balances                                                X
 269     The system shall provide the ability to produce interim financial statements                                   X
 270     The system shall provide a report of revenue and expenditure financial transactions by lowest
         organizational unit to be used for the U.S. Census Bureau                                                               X           Available with reporting tools
 271     The system shall support reporting by fund, department, division, organizational unit, object, project,
         and activity or by any user-defined data field and parameters. The system shall provide detail or
         summary reports for any level of organization number                                                           X
 272     The system shall provide the ability to set user-defined budgetary control periods, including but not
         limited to, turning on and turning off periods for adjustments                                                 X
 273     The system shall produce the following reports on user request, including but not limited to the following:

 274       Chart of Accounts and Definitions by Fund, Key Org, or Accounts Range                                        x
 275       Balance Sheet                                                                                                X
 276       Detail Expenditure/Expense Transaction List (including beginning balance and expenditures for each
           expense account for M-T-D and Y-T-D)                                                                         X
 277       GL transaction detail report including beginning balance, debit amount by date, date of credits and
           amount, relevant references, and ending balance as of a specified date                                        x

                                                                                                                                                               RFP-001-02-RB
                                                                                                                                                   City of Kansas City, Missouri
                                                                                                                                                         24 May 2002-Page 166
                                                                                                                                              City of Kansas City, MO
                                                                                                                         Government ERP System Request for Proposal

                                                           City of Kansas City General Ledger Requirements

                                                                                                                           One Response Per
                                                                                                                             Requirement

Line #                                                                                                                    Y   N   C   3   F            Comments
 278        Monthly GL which includes transaction summary                                                                 X
 279     The system shall provide full documentation, control reports and audit trails for the GL                         X
 280     The system shall have the ability to print detail GL transaction report of debits/ credits and ending
         balance                                                                                                          X
 281     The system shall produce journal entry listing by specific parameters (e.g., date, organization unit,
         accounting period, account, sub system, etc.)                                                                    X
 282     The system shall provide balancing reports to prove that all systems are in balance such as all assets =
         liabilities and equity accounts for all funds combined and for individual funds.                                 X
 283     The system shall provide edit reports for all batch entries including (but not limited to) journal entries,
         receipts, payroll, payables, checks and budget entries                                                           X
 284     The system shall provide reports of daily transactions entered.                                                  X
 285     The system shall provide audit trail reports with the ability to drill down to the individual transactions or                        Certain user defined
         print activity totals by user-defined parameters, including but not limited to, entry date, invoice date,                            parameters are delivered. If
         transaction type, department, etc.                                                                                                   they are not, you can use
                                                                                                                                  X           reporting tools
 286     The system will print (on the same report) revenues and expenditures/expenses and excess or
         deficiency of revenues over (under) expenditures/expenses by fund, department, division, key
         organization, etc.                                                                                               X
 287     The system will print comparative revenue and expenditure/expense statements using different periods
         (i.e., current year nine month period to entire prior year, or to same (or different) nine month period in
         the prior year)                                                                                                  X
 288     The system shall allow for user-defined reports including, but not limited to:
 289        The ability to produce reports that include columns that include individual funds, combining totals of
            the individual funds and combining totals of the individual funds for prior periods                           X
 290        The ability to produce individual lines that equal individual accounts, combined accounts (contiguous
            or non-contiguous), etc.                                                                                      X
 291        The ability to produce various subtotal and total lines throughout the reports, as needed                     X
 292        The ability to format reports (e.g., headings, fonts, bolding, underlines, dollar signs, etc.)                X
 293        The ability to include headers, footers, pagination, etc.                                                     X
 294        The ability to produce reports that can be edited in Word, Excel or in the report writer itself               X

                                                                                                                                                                RFP-001-02-RB
                                                                                                                                                    City of Kansas City, Missouri
                                                                                                                                                          24 May 2002-Page 167
                                                                                                                                          City of Kansas City, MO
                                                                                                                     Government ERP System Request for Proposal

                                                        City of Kansas City General Ledger Requirements

                                                                                                                       One Response Per
                                                                                                                         Requirement

Line #                                                                                                                Y   N   C   3   F         Comments
 295     The ability to load the reports into City Web site                                                           X
 296     The ability to produce combining balance sheets, statements of revenue, expenditures and changes
         in fund balances for special revenue funds, debt service funds, capital projects funds, trust and
         agency funds and expendable trust funds                                                                      X
 297     The ability to produce combining balance sheets, statements of revenue, expenses and changes in
         fund balances, and statements of cash flows for enterprise funds, and internal service funds
                                                                                                                      X
 298       The ability to produce combined balance sheet and statement of revenues, expenditures and
           changes in fund balances for all governmental fund types and expendable trust funds, including
           separate columns for the general fund, special revenue funds (totals for all), debt service funds
           (totals for all), capital projects funds (totals for all), expendable trust funds (totals for all), and
           combined totals (current fiscal year) and combined totals (prior fiscal year)                              X
 299     The ability to produce combined statement of revenues, expenditures and changes in fund balances -
         budget and actual for all budgeted governmental fund types and expendable trust funds, including
         separate columns for the general fund, special revenue fund                                                  X
 300     The ability to produce combined statement of revenues, expenditures and changes in fund balances -
         budget and actual for all budgeted governmental fund types and expendable trust funds, including
         separate columns for the general fund, special revenue funds (totals for all), debt service funds (totals
         for all), capital projects funds (totals for all) and expendable trust funds (totals for all)
                                                                                                                      X
 301     The ability to produce combined balance sheet and statement of revenues, expenses and changes in
         retained earnings for all proprietary fund types, including separate columns for the enterprise funds
         (totals for all), internal service funds (totals for all) and combined totals (current fiscal year) and
         combined totals (prior fiscal year)                                                                          X
 302     The ability to have an option to compare current year key organizations information to different prior
         year key organizations for financial reporting purposes (i.e., link)                                         X
 303     The ability to link specific accounts, totals of accounts, and other information on the general ledger to
         notes to financial statements                                                                                    X
 304     The ability to link specific accounts, totals of accounts, and other information on the general ledger to
         statistical schedules included in the statistical section of the CAFR                                            X
                                                                                                                                                         RFP-001-02-RB
                                                                                                                                             City of Kansas City, Missouri
                                                                                                                                                   24 May 2002-Page 168
                                                                                                                                             City of Kansas City, MO
                                                                                                                        Government ERP System Request for Proposal

                                                           City of Kansas City General Ledger Requirements

                                                                                                                          One Response Per
                                                                                                                            Requirement

Line #                                                                                                                   Y   N   C   3   F            Comments
 305        The ability to link specific accounts, totals of accounts, and other information on the general ledger to
            the transmittal letter included in the introductory section of the CAFR                                          X
 306        The ability to produce a table of contents from the reports produced by the report writer                        X
 307        The ability to print combining balance sheets and statements of revenues, expenditures (expenses)
            and changes in fund balance (retained earnings) that show selected individual fund amounts and
            combined totals (current fiscal year) and combined totals                                                    X
 308     The system shall provide the ability to copy and modify existing financial statements already set up for
         easy copying and use with new funds                                                                             X
 309     The system shall provide the ability to set up an unlimited number of customized report profiles that
         include all of the report, statements, and charts that the City runs for each fund, etc.                        X
 310     The system shall provide the ability to choose collation sequences and quantities for standard reports,                             Yes for Standard Reports and
         financial statements and transmittal letters                                                                    X                   Financial Statements
 311     The system shall provide the ability to design financial statements and reports with an easy to use row
         and column matrix similar to Windows-based spreadsheet tools                                                    X
 312     The system shall provide the ability to select from a variety of printing options to customize documents
         for each of the funds and financial statements                                                                  X
 313     The system shall provide the ability to produce comparative reports, including comparing a wide variety
         of current periods and prior periods                                                                            X
 314     The system shall provide the ability to do multi-level comparative reporting, with the option to print each
         job, key organization, division, department, fund and other levels side-by-side on the same report
                                                                                                                         X
 315     The system shall provide the ability to format transmittal letters, cover sheets and tables of contents that
         can be copied and modified, from one fund to another fund and to add financial notes and comments
                                                                                                                                     X       Word Processor application.
 316     The system shall provide the ability to communicate financial information by illustrating trends and
         fluctuations through the use of graphs and other visual information                                             X
 317     Vendor Question




                                                                                                                                                               RFP-001-02-RB
                                                                                                                                                   City of Kansas City, Missouri
                                                                                                                                                         24 May 2002-Page 169
                                                                                                                                City of Kansas City, MO
                                                                                                           Government ERP System Request for Proposal

                                                       City of Kansas City General Ledger Requirements

                                                                                                             One Response Per
                                                                                                               Requirement

Line #                                                                                                      Y   N   C   3   F             Comments
 318


                                                                                                                                The Chart of Accounts is
                                                                                                                                comprised of segments called
                                                                                                                                ChartFields. A process called
                                                                                                                                ChartField Configurator allows
                                                                                                                                you to chose the fields, field
                                                                                                                                length field names and field
                                                                                                                                order. All pages and reports
                                                                                                                                are updated with the
                                                                                                                                configuration criteria. The
                                                                                                                                delivered ChartFields include:
                                                                                                                                Account, Alternate Account,
                                                                                                                                Operating Unit, Fund,
                                                                                                                                Department, Program, Class,
                                                                                                                                Budget Reference,
                                                                                                                                Project/Grant, Product and 3
                                                                                                                                user-definable fields. An
                                                                                                                                additional feature within the
                                                                                                                                PeopleSoft applications is the
                                                                                                                                ability to create a hierarchical
         Please provide an overview of the systems Chart of Accounts structure and how modifications are                        roll-up of any field within the
         handled. Further explain how the Chart of Accounts described in lines 72 through 90 would be                           application. (Please see
         implemented.                                                                                                           attached Tree document).
 319




                                                                                                                                                   RFP-001-02-RB
                                                                                                                                       City of Kansas City, Missouri
                                                                                                                                             24 May 2002-Page 170
                                                                           City of Kansas City, MO
                                                      Government ERP System Request for Proposal

         City of Kansas City General Ledger Requirements

                                                           One Response Per
                                                             Requirement

Line #                                                     Y   N   C   3   F      Comments




                                                                                           RFP-001-02-RB
                                                                               City of Kansas City, Missouri
                                                                                     24 May 2002-Page 171
                                                                                                                                        City of Kansas City, MO
                                                                                                                   Government ERP System Request for Proposal

                                                        City of Kansas City Accounts Receivable Requirements

                                                                                                               One Response Per
                                                                                                                 Requirement
Line #                                                                                                         Y   N   C   3      F              Comments
   0     Accounts Receivable (AR)
  1      The system shall provide the ability to generate routine invoices                                     X
  2      The system shall provide the ability to generate manual invoices                                      X
  3      The system shall provide the ability to select whether an invoice needs to be printed or suppressed   X

  4      The system shall provide the ability to post AR revenue to multiple fund, revenue, expenditure        X
         accounts, program activity, facility, task and option codes
  5      The system shall keep a call log of customer contacts                                                 X
  6      The system shall provide capability to establish user defined dates, including but not limited to:
  7        Late Payment Date                                                                                   X
  8        Delinquent Billing Date                                                                             X
  9      The system shall provide the ability to adjust late fees                                              X
 10      The system shall provide the ability to print collection notices                                      X
 11      The system shall provide capability to write-off uncollectable invoices                               X
 12      The system shall provide the ability to accommodate alphanumeric customer account numbers             X
 13      The system shall provide the ability to facilitate one-time entry of recurring invoices               X
 14      The system shall provide the ability to process electronic, web-enabled or telephone touch-tone                   X          Touch tone processing would be a
         payment processing (IVR)                                                                                                     3rd party. Peoplesoft can handle
                                                                                                                                        web and electronic processing
 15      The system shall provide the ability to process and track all aspects of a "bad check" or NSF check   X
         payment
 16      The system shall provide the ability to produce cash deposit entry based on user-defined periods      X
         (e.g., daily, etc.)
 17      The system shall provide the ability to process and track developer deposits                          X
 18      The system shall provide the ability to track deposits and refunds from all sources.                  X
 19      The system shall provide the ability to access AR reports through Internet or Intranet                X
 20      The system shall provide the ability to use bar-coding                                                        X              Peoplesoft is an open solution and
                                                                                                                                      can interface with standard formats
 21      The system shall provide support Group One - Code One Software for bar coding                                 X              Peoplesoft is an open solution and


                                                                                                                                                       RFP-001-02-RB
                                                                                                                                           City of Kansas City, Missouri
                                                                                                                                                 24 May 2002-Page 172
                                                                                                                                         City of Kansas City, MO
                                                                                                                    Government ERP System Request for Proposal

                                                        City of Kansas City Accounts Receivable Requirements

                                                                                                                One Response Per
                                                                                                                  Requirement
Line #                                                                                                          Y   N   C   3      F               Comments
  22     The system shall provide the ability to consolidate certain types of monthly invoices                  X

 23      The system shall be able to provide the ability to use various payment terms, grace periods and late   X
         fee rates
 24      The system shall be able to create standard duning letters on a progressive sequence                   X

 25      The system shall provide the ability to allow each department to determine when and if monthly         X
         statements are created for customer accounts
 26      The system provides the ability to view deposit information online with the bank                               X              Peoplesoft can view the data that is
 27      The system shall provide the ability to consolidate certain types of monthly Invoices.                 X                       downloaded or the bank website
 28      The system shall be able to provide the ability to use various payment terms, grace periods and late   X
 29      fee rates. shall be able to create standard duning letters on a progressive sequence.
         The system                                                                                             X
 30      The system shall provide the ability allow each department the ability to determine when and if        X
 31      The system shall provide the ability to view accounts.
         monthly statement are created for customerdeposit information online with the bank.                    X
 32      The system shall have the ability for electronic posting of customer receipt from bank information     X

 33      Cash Receipting
 34      The system shall provide the ability to post cash receipts to multiple fund, revenue and expenditure                           Peoplesoft AR can interface with
         accounts                                                                                               X                          most Point of Sale systems
 35      The system shall support and be able to process up to 160 registers                                    X                      With Third Party
 36      The system shall provide the ability to utilize an electronic cash register or computer with cash
         drawer                                                                                                 X                      With Third Party
 37      The system shall provide the ability to download (by batch) automated cash receipts and collections                           Third Party and PeopleSoft
         data from remote sites                                                                                 X                      integration.
 38      The system shall generate a unique identifier for each cash receipt                                    X
 39      The system shall provide the ability to reprint any receipt                                            X                      With Third Party
 40      The system shall provide the ability to automatically update both the appropriate customer master
         file and the GL posting file with a single cash receipt or batch                                       X
 41      The system shall provide Optical Character Reader (OCR) capability for payment processing              X
                                                                                                                                                         RFP-001-02-RB
                                                                                                                                             City of Kansas City, Missouri
                                                                                                                                                   24 May 2002-Page 173
                                                                                                                                           City of Kansas City, MO
                                                                                                                      Government ERP System Request for Proposal

                                                        City of Kansas City Accounts Receivable Requirements

                                                                                                                  One Response Per
                                                                                                                    Requirement
Line #                                                                                                            Y   N   C   3      F               Comments
  42     The system shall provide the ability to record information for payment processing, including but not
         limited to the following:
 43         Reference ID or number                                                                                X
 44         Transaction type's)                                                                                   X
 45         Date                                                                                                  X
 46         Payor                                                                                                 X
 47         Description                                                                                           X                      With Third Party
 48         Invoice number                                                                                        X
 49         Amount detailed by cash, cashier's check, money order, credit card, debit card, electronic transfer
            or check                                                                                              X
 50         Credit card number or debit card number, if applicable                                                X
 51         GL organization's)                                                                                    X
 52         Credit account's) and amount's) including project and sub-project accounts                            X
 53         Debit account's) and amount's)                                                                        X
 54         Batch ID                                                                                              X
 55         Accounts where billing occurred                                                                       X
 56      The system shall receive the following payment types:
 57         Cash                                                                                                  X
 58         Checks                                                                                                X
 59         Money orders                                                                                          X
 60         Cashier‟s checks                                                                                      X
 61         Electronic transfers, indicating destination                                                          X
 62         Credit card                                                                                           X
 63         Debit card                                                                                            X
 64      The system shall provide the ability to inquire against pending transactions                             X
 65      The system shall provide ability to record operator and/or location of cash registers                                           Peoplesoft AR in conjunction with a
                                                                                                                  X                      3rd party.
 66      Accounts Receivable Reporting
 67      The system shall provide a daily cash deposit entry and report, including but not limited to the
         following information:

                                                                                                                                                           RFP-001-02-RB
                                                                                                                                               City of Kansas City, Missouri
                                                                                                                                                     24 May 2002-Page 174
                                                                                                                                        City of Kansas City, MO
                                                                                                                   Government ERP System Request for Proposal

                                                       City of Kansas City Accounts Receivable Requirements

                                                                                                               One Response Per
                                                                                                                 Requirement
Line #                                                                                                         Y   N   C   3      F                 Comments
  68       G/L account number                                                                                          X
 69        Total amount for G/L account                                                                        X                      Third Party
 70        Total amount for fund                                                                               X                      Third Party
 71        Automatic deposits (i.e., insurance payments, drafts, etc.)                                                 X
 72        Over (short) amount                                                                                         X
 73        Total deposit                                                                                       X
 74        Payor                                                                                               X
 75        Description                                                                                         X
 76        Deposit date                                                                                        X
 77        Deposit number                                                                                      X
 78        Bank name                                                                                           X
 79        Bank account                                                                                        X
 80      The system shall provide a Revenue Collections/Cash Receipts Report, including but not limited to
         the following information:
 81        Detail by department                                                                                        X
 82        Detail by fund                                                                                              X              Peopletools reporting-low difficulty
 83        Detail by account number                                                                                    X              Peopletools reporting-low difficulty
 84        Total by account                                                                                            X              Peopletools reporting-low difficulty
 85        Total by department                                                                                         X              Peopletools reporting-low difficulty
 86        Totals by fund                                                                                              X              Peopletools reporting-low difficulty
 87        Daily all fund total                                                                                        X              Peopletools reporting-low difficulty
 88        Month-to-date, quarterly, yearly for all cash and fund total                                                X              Peopletools reporting-low difficulty
 89        By fund for current and prior years                                                                         X              Peopletools reporting-low difficulty
 90      The system shall generate a Detailed Aged Accounts Receivable report, including but not limited to,
         the following information:
 91        Account number                                                                                      X
 92        Invoice number                                                                                      X
 93        Date of invoice                                                                                     X
 94        Invoice description                                                                                         X              Peopletools reporting-low difficulty
 95        Days outstanding                                                                                    X

                                                                                                                                                         RFP-001-02-RB
                                                                                                                                             City of Kansas City, Missouri
                                                                                                                                                   24 May 2002-Page 175
                                                                                                                                         City of Kansas City, MO
                                                                                                                    Government ERP System Request for Proposal

                                                       City of Kansas City Accounts Receivable Requirements

                                                                                                                One Response Per
                                                                                                                  Requirement
Line #                                                                                                          Y   N   C   3      F                Comments
  96       By department/org. unit                                                                              X
 97        Invoice amount                                                                                       X
 98        Accounts status                                                                                              X              Peopletools reporting-low difficulty
 99      The system shall provide the ability to query and report on paid or not paid AR status                 X
 100     The system shall provide the ability to generate Miscellaneous Receipts                                X                      Using Third Party
 101     The system shall provide the ability to generate consolidated warrant list                             X                      Using AP
 102     Cash Receipting Reporting
 103     The system shall allow for cash basis reporting which details receipts and disbursements (e.g.,
         accounts receivable, accounts payable receipts, and disbursements)                                     X
 104     The system shall allow for cash basis reporting by revenue and expense with summary information
         at the any organizational level                                                                        X
 105     The system shall provide detail or summary by type of transaction reports for cash or any account or
         organization                                                                                                                  PeopleSoft provides many delivered
                                                                                                                                       reports. Reporting tools may be
                                                                                                                X                      required for additional requirements.
 106     The system shall provide a cash receipt reconciliation report, including but not limited to, the
         following information:
 107       Source department or organizational unit by batch                                                            X              Peopletools reporting-low difficulty
 108       Date                                                                                                         X              Peopletools reporting-low difficulty
 109       Revenue account number                                                                                       X              Peopletools reporting-low difficulty
 110       Description                                                                                                  X              Peopletools reporting-low difficulty
 111       Network device ID/User ID                                                                                    X              Peopletools reporting-low difficulty
 112       Amount detailed by cash, check, or credit card                                                               X              Peopletools reporting-low difficulty
 113       Deposit number                                                                                               X              Peopletools reporting-low difficulty
 114     The system shall provide a Daily Cash Receipt/Deposit Listing by batch revenue code, including but
         not limited to, the following information:
 115       Receipt or reference number                                                                                  X              Peopletools reporting-low difficulty
 116       Date                                                                                                         X              Peopletools reporting-low difficulty
 117       Description                                                                                                  X              Peopletools reporting-low difficulty
 118       Amount detailed by cash, credit card, debit card or check                                                    X              Peopletools reporting-low difficulty

                                                                                                                                                          RFP-001-02-RB
                                                                                                                                              City of Kansas City, Missouri
                                                                                                                                                    24 May 2002-Page 176
                                                                                                                                         City of Kansas City, MO
                                                                                                                    Government ERP System Request for Proposal

                                                       City of Kansas City Accounts Receivable Requirements

                                                                                                                One Response Per
                                                                                                                  Requirement
Line #                                                                                                          Y   N   C   3      F                Comments
 119       Discount taken and/or amount changed                                                                         X              Peopletools reporting-low difficulty
 120       Account number                                                                                               X              Peopletools reporting-low difficulty
 121       Deposit number                                                                                               X              Peopletools reporting-low difficulty
 122     The system shall generate a daily bank deposit listing                                                         X              Peopletools reporting-low difficulty
 123     The system shall provide the ability to report on daily credit card receipts                                   X              Peopletools reporting-low difficulty
 124     Interface Requirements
 125     The system shall provide the ability to interface the following existing systems:
 126       KIVA system (operating in the following, but not limited to, Real Estate Tax, Special Assessments,
           Land, etc.)                                                                                                  X
 127       Water Billing System (SCT's Banner Software)                                                                 X
 128       Interface with Code 1 addressing software (USPS)                                                             X
 129       PIMS (Property Management Information System)                                                                X
 130       Aviation Department's billing system                                                                         X
 131     The system shall interface with multiple banks and provide ACH capabilities                            X




                                                                                                                                                          RFP-001-02-RB
                                                                                                                                              City of Kansas City, Missouri
                                                                                                                                                    24 May 2002-Page 177
                                                                                                                                    City of Kansas City, MO
                                                                                                               Government ERP System Request for Proposal

                                           City of Kansas City Purchasing and Accounts Payable Requirements

                                                                                                           One Response Per
                                                                                                             Requirement
0    Taxpayer Clearance
1    The system shall provide a field for tracking vendor compliance with the City's tax ordinances                X
2    The system shall provide the ability to verify that a vendor is in compliance with the City's tax             X          Compliance indicator and valid
3    The system provide the ability to report on vendors who are either in or out of compliance with the           X
     tax ordinances

4    The system shall provide the ability to default vendors into a non-compliance mode one year after             X
     the initial compliance date
5    The system shall produce a report of vendors who will default into non-compliance based on a user             X
     defined number of days prior to the one year expiration date
6    MBE/WBE Requirements

7    The system shall provide the ability to generate DMWBE renewal notifications such as letters,                 X
     forms, emails etc. a user defined number of days prior to expiration date of DMWBE certification                         System tracks information. Custom
     date                                                                                                                     report is required.
8    Affirmative Action Compliance
9    The system shall track vendor entries by name and number                                              X
10   The system shall track vendor entries by date the requisition was generated.                          X
11   The system shall automatically assign a vendor number once all information is inputted.               X
12                                                                                                                            Vendors can be classified and this
     The system shall provide the ability generate an affirmative action letters and emails with user      X
                                                                                                                              information can be used to generate
     defined contents
                                                                                                                              letters and reports.
13   The system shall provide the ability to generate Affirmative Action Compliance Reports                X                  Vendors can be classified and this
                                                                                                                              information can be used to generate
                                                                                                                              reports.
14   The system shall generate affirmative action renewal notifications such as letters, forms, emails             X
     etc. based on user-defined number of days prior to expiration date of compliance status                                  System tracks information. Custom
                                                                                                                                      report is required.
15   Accounts Payable (AP) and AP Reporting

                                                                                                                                                 RFP-001-02-RB
                                                                                                                                     City of Kansas City, Missouri
                                                                                                                                           24 May 2002-Page 178
                                                                                                                                     City of Kansas City, MO
                                                                                                                Government ERP System Request for Proposal

                                           City of Kansas City Purchasing and Accounts Payable Requirements

                                                                                                            One Response Per
                                                                                                              Requirement
0    Taxpayer Clearance
16   The system shall provide the ability to process an unlimited amount of documents annually              X
17   The system shall provide the ability to temporarily postpone processing of pending payments by         X
     fund, organization or other criteria
18   The system shall provide the ability to view and print paid warrants                                   X
19   The system shall provide the ability to produce daily, monthly and semi-annual registers recording     X
     paid, canceled, rejected, voided, over-aged and adjusted transactions
20   The system shall provide the ability to handle multiple checking accounts                              X
21   The system shall provide the ability to handle multiple account types (e.g., workers compensation,     X
     dental, recreation refunds, etc.)
22   The system shall provide the ability to print warrants on demand                                       X
23   The system shall provide the ability to account for and print dollar amounts up to a specified limit   X
     with authorization on approval not to exceed $999,999,999.99 on warrants
24   The system shall provide data for online check reconciliation Positive Pay                             X
25   The system shall provide the ability to void and reissue warrants without re-entering data             X
26   The system shall provide the ability to process multiple invoices against the same purchase order      X
     (PO) in the same batch
27   The system shall provide the ability to distribute one invoice to multiple GL accounts                 X
28   The system shall provide the ability to combine or split payments for warrant production including     X
     partial payments
29   The system shall provide the ability to perform Electronic Fund Transfer (EFT), computer to            X
     computer transactions and deposits to vendor bank accounts
30   The system shall provide the ability to perform positive pay electronically                            X
31   The system shall provide the ability to support laser warrant printing (e.g., MICR encoding)           X
32   The system shall provide the ability to flag vendors to prevent future payments                        X
33   The system shall provide the ability to generate a list of outstanding warrants                        X
34   The system shall provide the ability to handle recurring invoices and payments                         X
35   The system shall provide the ability to transfer purchase order information into sub-orders and        X
     invoices


                                                                                                                                                RFP-001-02-RB
                                                                                                                                    City of Kansas City, Missouri
                                                                                                                                          24 May 2002-Page 179
                                                                                                                                       City of Kansas City, MO
                                                                                                                  Government ERP System Request for Proposal

                                            City of Kansas City Purchasing and Accounts Payable Requirements

                                                                                                              One Response Per
                                                                                                                Requirement
0    Taxpayer Clearance
36   The system shall provide the ability to transfer purchase order information to receiving document        X
     for sub orders and invoices and modify information, add comments as necessary and update
     inventory module and report on modifications
37   The system shall provide the ability to track multiple partial receivers                                 X
38   The system shall provide the ability to void or cancel warrants with corresponding GL, vendor            X
     history and PO transactions
39   The system shall provide the ability to prevent duplicate payments by matching, at a minimum,            X
     vendor and invoice number
40   The system shall provide the ability to close a purchase order and disencumber the remaining             X
     balance with the final payment
41   The system shall provide the ability to maintain a sub-ledger and historical data by retention           X
     withheld by contract or account
42   The system shall provide the ability to view payment made to a contractor excluding the retention        X
     withheld
43   The system shall provide the ability to process invoice payments for different charges or different      X
     PO amount
44   The system shall provide the ability to select payments based on due date and discount date              X
45   The system shall provide the ability to maintain online vendor history by account number,                X
     encumbrances, invoices, vendor status, payments and other related information
46   The system shall provide the ability to list invoices by date range                                      X
47   The system shall provide the ability to identify sub vendors with master vendors                         X
48   The system shall provide the ability to distinguish between “1099” vendors and “non-1099” vendors        X

49   The system shall provide the ability to produce a single claim register at year end for both the prior   X
     and new year
50   The system shall provide the ability to support account distribution changes                             X
51   The system shall provide the ability to change the status of an invoice prior to warrant processing      X



                                                                                                                                                  RFP-001-02-RB
                                                                                                                                      City of Kansas City, Missouri
                                                                                                                                            24 May 2002-Page 180
                                                                                                                                     City of Kansas City, MO
                                                                                                                Government ERP System Request for Proposal

                                           City of Kansas City Purchasing and Accounts Payable Requirements

                                                                                                            One Response Per
                                                                                                              Requirement
0    Taxpayer Clearance
52   The system shall provide the ability to code transactions to identify, but not be limited to, the
     following:
53     Warrant status                                                                                       X
54     Warrant history                                                                                      X
55     Paid warrants                                                                                        X
56     Warning                                                                                              X
57     Charge back                                                                                          X
58     Forgery                                                                                              X
59     Duplicates                                                                                           X
60     Over-aged                                                                                            X
61     Stop payment (lost)                                                                                  X
62     Stop payment (not received)                                                                          X
63     Stop payment (stolen)                                                                                X
64     Stop payment (wrong payee)                                                                           X
65     Stop payment (wrong amount)                                                                          X
66   The system shall provide the ability to track discounts and identify when warrants are to be printed   X
     for taking discounts
67   The system shall provide the ability to accrue invoices paid in June for July services (e.g. rents,    X
     etc.)
68   The system shall provide the ability to put invoices on hold and release for later payment             X
69   The system shall provide the ability to annotate transactions with unlimited comments by line item     X
     and print on remittance
70   The system shall provide the ability to flag year end accrual(s)                                       X
71   The system shall provide the ability to pay multiple blanket purchase orders on one claim              X
72   The system shall provide the ability to deduct credit memos, tax levies and withholding from           X
     payments
73   The system shall provide the ability to perform 1099 reporting and B Notice generation                 X
74   The system shall provide the ability to extract 1099 reportable payments from payment history and      X
     make 1099 reportable payment adjustments

                                                                                                                                                RFP-001-02-RB
                                                                                                                                    City of Kansas City, Missouri
                                                                                                                                          24 May 2002-Page 181
                                                                                                                                     City of Kansas City, MO
                                                                                                                Government ERP System Request for Proposal

                                           City of Kansas City Purchasing and Accounts Payable Requirements

                                                                                                            One Response Per
                                                                                                              Requirement
0    Taxpayer Clearance
75   The system shall provide the ability to track the total amount of disencumbrances by organizational    X
     unit and fund
76   The system shall provide the ability to meet changing IRS 1099 regulations                             X
77   The system shall provide the ability to provide internal matching of purchase order, bill of lading    X
     and invoice
78   The system shall provide the ability to perform multiple warrant routing                               X
79   The system shall provide the ability to perform duplicate payment editing                              X
80   The system shall provide the ability to perform default accounting distribution                        X
81   The system shall provide the ability to print multiple lines of payment information on warrant stub    X

82   The system shall provide the ability to perform online transaction editing                             X
83   The system shall provide the ability to perform calculation of sales tax                               X
84   The system shall provide the ability to account for voided warrants                                    X
85   The system shall provide the ability to perform internal verification of appropriation, pre-           X                  Note - Cash availablity can check
     encumbrance, encumbrance and cash availability                                                                            GL account
86   The system shall provide the ability to perform partial payment                                        X
87   The system shall provide the ability to combine multiple payments to the same vendor                   X
88   The system shall provide the ability to prorate utility and recurring payments to the appropriate GL   X
     accounts based on usage, percentage or other criteria
89   The system shall provide the ability to post invoice payments to both prior and current year in a      X
     single invoice process
90   The system shall provide the ability to perform automated contract certification                                          Require more information to respond.
91   The system shall provide the ability to generate amortization and payment schedules for bonds and      X                          Treasury Application
     leases
92   The system shall provide the ability to post an item to the fixed asset system on payment of the       X
     invoice
93   The system shall provide the ability to perform multi-level approvals for payments                     X
94   The system shall provide the ability to perform electronic submittal of invoices                       X
95   The system shall allow for the ability to overpay a purchase order with restrictions                   X

                                                                                                                                                   RFP-001-02-RB
                                                                                                                                       City of Kansas City, Missouri
                                                                                                                                             24 May 2002-Page 182
                                                                                                                                      City of Kansas City, MO
                                                                                                                 Government ERP System Request for Proposal

                                            City of Kansas City Purchasing and Accounts Payable Requirements

                                                                                                             One Response Per
                                                                                                               Requirement
0     Taxpayer Clearance
96    The system shall provide the ability to check receiving documents against orders                       X
97    The system shall allow for the ability to enforce that only authorized individuals receive delivered   X
      goods
98    The system shall provide the ability to perform contract payment history                               X
99    The system shall provide the ability to process partial receipt of goods and services by computer      X
      transaction or credit card purchases
100   The system shall automatically produce Form 1099 reporting on calendar basis in accordance with        X
      IRS requirements
101   The system shall provide Warrants, including but not limited to the following information:
102     Warrant date                                                                                         X
103     Warrant number (10 character alphanumeric)                                                           X
104     Payee name and address                                                                               X
105     Invoice number/description                                                                           X
106     Invoice amount                                                                                       X
107     Discount                                                                                             X
108     Net amount (numeric and written)                                                                     X
109     Purchase order number                                                                                X
110     Vendor number                                                                                        X
111     GL account number (multiple lines)                                                                   X
112     Authority                                                                                            X
113   The system shall provide notice for backup withholdings                                                X
114   The system shall provide a daily PO Recap by any level within the GL Chart of Accounts and by          X                  May require custom report
      any user-defined criteria                                                                                                 depending on how recap is desired.

115   Preliminary Warrant Register by any level within the GL Chart of Accounts and by any user-defined
      criteria, including but not limited to the following information:
116     Vendor number                                                                                        X
117     Vendor name and address                                                                              X
118     Warrant amount                                                                                       X

                                                                                                                                                   RFP-001-02-RB
                                                                                                                                       City of Kansas City, Missouri
                                                                                                                                             24 May 2002-Page 183
                                                                                                                                       City of Kansas City, MO
                                                                                                                  Government ERP System Request for Proposal

                                             City of Kansas City Purchasing and Accounts Payable Requirements

                                                                                                              One Response Per
                                                                                                                Requirement
0     Taxpayer Clearance
119     Voucher number recap by fund                                                                          X
120     Grand total of claims                                                                                 X
121     GL account number (multiple lines)                                                                    X
122     Invoice description (for all line items)                                                              X
123     Invoice number                                                                                        X
124   The system shall provide a warrant register by any level within the GL Chart of Accounts and by
      any user-defined criteria (Summary & Detail), including but not limited to the following information:

125     Voucher number                                                                                        X
126     Vendor number                                                                                         X
127     Vendor name and address                                                                               X
128     Warrant number                                                                                        X
129     Warrant amount                                                                                        X
130     Grand totals of vouchers (accounts payable)                                                           X
131     GL account number (multiple lines)                                                                    X
132   The system shall provide a Cash Requirements Report, including but not limited to the following
      information:
133     Ability to estimate expenditures not yet invoiced and flag all potential negative checks              X
134     Ability to estimate pending claims that are scheduled for a future payment dates                      X
135   The system shall provide A/P History Reports, including but not limited to the following information:

136     All payments by user-defined criteria, including but not limited to: account number, invoice          X
        number, vendor number and PO number, specific project description
137   The system shall provide ability to report aging based on a specified dates (i.e. invoice date,         X
      invoice date)
138   The system shall provide 1099 Reporting in accordance with IRS Requirements                             X
139   The system shall generate ACH electronic transfer to the bank                                           X
140   The system shall provide a Retention's Payable Balance Report by customer account (as of a                      X          Custom Report
      specified date) and by purchase order number

                                                                                                                                                   RFP-001-02-RB
                                                                                                                                       City of Kansas City, Missouri
                                                                                                                                             24 May 2002-Page 184
                                                                                                                                    City of Kansas City, MO
                                                                                                               Government ERP System Request for Proposal

                                              City of Kansas City Purchasing and Accounts Payable Requirements

                                                                                                           One Response Per
                                                                                                             Requirement
0     Taxpayer Clearance
141   The system shall provide a Retention's Payable Transaction History report including beginning                X          Custom Report
      balance, increases and decreases by transaction and ending balance
142   The system shall provide an Accounts Payable Payment Report by any user-defined criteria,
      including but not limited to:
143     Budget report with controls at defined levels of compliance.                                               X          Requires modifcation of deliverd
                                                                                                                              budget report
144     Total payments                                                                                     X
145   The system shall produce output balancing and reconciliation reports                                 X
146   The system shall provide exception reports                                                           X
147   The system shall provide EDI between mainframe and desktop applications                              X
148   The system shall provide Ad hoc reports                                                              X
149   The system shall provide extensive accounts payable management information reports                   X
150   The system shall produce purchase order info from description field and encumbrance field and        X                  We believe delivered reports
      include in an encumbrance activity report                                                                               support this but may need more
                                                                                                                              information.
151   The system shall provide encumbrance status report by date, organization, vendor, defined period     X
      and amount.
152   The system shall provide a payables batch report                                                     X
153   The system shall provide the ability to flag checks for special handling                             X
154   The system shall provide a report on retainage activity in contracts                                 X                  Custom Report
155   The system shall provide an encumbrance activity report by date, organization, vendor, defined       X
      period and amount.
156   Requisitions and Requisition Reporting
157   The system shall provide the ability to perform multi-level approvals for requisitions               X
158   The system shall provide the ability to perform an online review of purchase requisitions            X
159   The system shall provide the ability to select one or more requisitions to be copied and modified    X

160   The system shall provide the ability to track the status of all requisitions input into the system   X
161   The system shall provide the ability to automatically generate purchase requisition numbers          X

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                                                                                                                                        City of Kansas City, MO
                                                                                                                   Government ERP System Request for Proposal

                                             City of Kansas City Purchasing and Accounts Payable Requirements

                                                                                                               One Response Per
                                                                                                                 Requirement
0     Taxpayer Clearance
162   The system shall provide the ability for internal and external customers to view the current status of   X
      a PR online
163   The system shall provide the ability to attach electronic documents to the PR                            X
164   The system shall provide the ability create releases against contracts and track releases based on       X
      dollar amounts
165   The system shall provide the ability to create a requisition and encumber funds for an                   X                  Note - A user can recommend a
      unestablished vendor                                                                                                        vendor that has not be established
                                                                                                                                  in the system.
166   The system shall provide the ability to search and sort by any field on a requisition                    X                  Extensive select and sort fields are
                                                                                                                                  delivered. There may be some that
                                                                                                                                  are not. Tools can be used to add
                                                                                                                                  them.
167   The system shall provide the ability to decentralize entry of purchase requisitions (PRs)                X
168   The system shall provide the ability to approve a requisition by amount, key-organization or             X
      commodity code for multiple key-organizations or departments.
169   The system shall have the ability to separate one purchase requisition automatically into multiple       X
      purchase orders and provide tracking of all information.
170   The system shall have the ability to suggest different vendors on requisitions with multiple line item   X
      numbers.
171   The system shall provide the ability to allow a requisition line item amount to be zero                  X
172   The system shall provide the ability to allow a requisition line item amount to be a negative amount     X                  Negative amounts are not Supported
      (e.g. discounts, rebates etc.)                                                                                              on Requistion line. Automated
                                                                                                                                  discounts can be set up as Misc.
                                                                                                                                  Charges or Adjustments on the PO.

173   The system shall provide the ability to route a requisition by service or commodity type,                X
      department, agency, or organization coding automatically to different locations and buyers via e-
      mail or workflow process


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                                                                                                                   Government ERP System Request for Proposal

                                             City of Kansas City Purchasing and Accounts Payable Requirements

                                                                                                               One Response Per
                                                                                                                 Requirement
0     Taxpayer Clearance
174   The system shall provide the ability to allow recording, reporting, retrieval and editing of recurring   X
      requisitions
175   The system shall provide the ability to manually allocate a block of purchase requisition numbers to     X                  Assumes unit is a separate
      an organizational unit                                                                                                      Business Unit.
176   The system shall provide the ability to process multiple product categories on a single requisition      X

177   The system shall provide the ability to charge a single requisition line item to multiple funds,         X
      organizations and GL accounts by percentage or dollar break-down or quantity break down to
      delivery location level.
178   The system shall provide the ability to provide online display and reporting of purchase requisitions    X
      by buyer and organizational unit
179   The system shall provide the ability to cancel or void requisitions with appropriate user security       X

180   The system shall provide the ability to re-route a modified PR through the electronic approval           X
      process prior to the PO or Bid being produced
181   The system shall provide the ability to give notification of a modified PR to the buyer and the          X                  If requestor and buyer are in the
      requester                                                                                                                   setup in the approval chain then
                                                                                                                                  changes to the requisition will re-
                                                                                                                                  initiate the approval process.
182   The system shall provide the ability to electronically assign requisitions to the buyer by commodity     X
      or service code or department, agency, organization code.
183   The system shall provide the ability to assign (and Query) requisitions to (by) categories including,
      but not limited to, the following:
184     The system should allow transfers from requisition to the bid documents.                               X
185     New (unopened) requisitions                                                                            X
186     In-Process                                                                                             X




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                                                                                                                                       City of Kansas City, MO
                                                                                                                  Government ERP System Request for Proposal

                                             City of Kansas City Purchasing and Accounts Payable Requirements

                                                                                                              One Response Per
                                                                                                                Requirement
0     Taxpayer Clearance
187    Materials/letters needed                                                                                       X          Information can be entered and
                                                                                                                                 viewed on the document. A specific
                                                                                                                                 field to accessible using Query tools
                                                                                                                                 would be required for reporting.

188     Out for solicitation                                                                                  X
189     On hold                                                                                               X
190     Evaluation for award                                                                                  X
191     Awarded                                                                                               X
192   The system shall provide the ability to select one or more requisitions and one or more items from      X
      separate requisitions from the “In Work” category, for posting a solicitation to the City Web page

193   The system shall provide the ability for the buyer to identify the type by commodity code or            X
      description (search on key word) of procurement and edit the solicitation
194   The system shall provide the ability to track procurements by type including, but not limited to, the                      The system can handle
      following:                                                                                                                 procurements of types 195-198, but
                                                                                                                                 some configuration is required to
                                                                                                                                 track and differentiate these (such
                                                                                                                                 as by adding a bid factor to
                                                                                                                                 represent procurement type on
                                                                                                                                 Strategic Sourcing RFPs)
195     Online procurement submittal                                                                          X
196     Offline procurement submittal                                                                         X
197     Non-competitive (i.e., sole source, proprietary)                                                      X
198     Other                                                                                                 X
199   The system shall provide the ability to automatically generate a sequential solicitation number tied    X
      to the requisition number and other procurement information such as buyer code, formal or informal
      bid, etc.


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                                                                                                                                        City of Kansas City, MO
                                                                                                                   Government ERP System Request for Proposal

                                            City of Kansas City Purchasing and Accounts Payable Requirements

                                                                                                               One Response Per
                                                                                                                 Requirement
0     Taxpayer Clearance
200   The system shall provide the ability to track procurement submittal formats including, but not limited
      to, the following:
201     Purchase order                                                                                         X
202     Blanket purchase contract (e.g., less than one year, one year, multiple years and optional years)      X

203      Blanket purchase orders                                                                               X
204      Service contract                                                                                      X
205      Time and expense                                                                                      X
206      Firm fixed price                                                                                      X
207   The system shall provide the ability to generate quote sheets based upon procurement submittal           X
      format
208   The system shall provide the ability to automatically update quote sheet                                 X
209   The system shall provide the ability to select all pertinent pricing information including, but not      X
      limited to, multiple and optional years
210   The system shall provide the ability to modify PR fields and to manually add line items to the quote     X
      sheet template
211   The system shall provide the ability to group purchase requisitions into one purchase order or           X
      satisfy one purchase requisition by issuing several purchase orders
212   The system shall provide the ability to develop annual bid contracts and blanket purchase orders
      with, but not limited to, the following information:
213     Date range ( commodity code, vendor number, name)                                                      X
214     Maximum dollar or quantity allowed                                                                     X
215     Automatic system closure with override                                                                 X
216   The system shall provide the ability to index commodities, sub-commodities and services by               X
      multiple codes and standard specifications
217   The system shall provide Procurement Document Report, including but not limited to the following
      information:
218     Solicitation Number                                                                                    X


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                                                                                                                                             24 May 2002-Page 189
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                                                                                                                   Government ERP System Request for Proposal

                                             City of Kansas City Purchasing and Accounts Payable Requirements

                                                                                                               One Response Per
                                                                                                                 Requirement
0     Taxpayer Clearance
219    Commodity Code's)                                                                                               X          Except for commodity codes, this
                                                                                                                                  data is available via on-line
                                                                                                                                  Document Status Inquiry.
220     Budget Amount                                                                                          X
221     Requisition Number                                                                                     X
222     Purchase Order Number                                                                                  X
223   The system shall provide commodity code description report - lists all commodity codes and                       X          The information exists in
      associated vendors                                                                                                          PeopleSoft, however, a custom
                                                                                                                                  report would need to be written to
                                                                                                                                  consolidate information.
224   Purchase Orders
225   The system shall provide the ability to perform multi-level approvals for purchase orders                X
226   The system shall provide the ability to perform an online review of purchase orders, and receiving       X
      information
227   The system shall provide the ability to select one or more POs to be copied and modified                 X
228   The system shall provide the ability to track the status of all purchase orders, and credit card         X
      purchases input into the system
229   The system shall provide the ability to automatically generate purchase order numbers                    X
230   The system shall provide the ability for internal and external customers to view the current status of   X
      a PO online
231   The system shall provide the ability to attach electronic documents to the PO                            X
232   The system shall provide the ability create purchase orders against contracts and track releases         X
      based on dollar amounts
233   The system shall provide the ability to create a purchase order and encumber funds for an                    X              A purchase order requires a valid
      unestablished vendor                                                                                                        vendor. Funds can be directly
                                                                                                                                  encumbered in the General Ledger.




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                                                                                                                                          City of Kansas City, Missouri
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                                                                                                                                     City of Kansas City, MO
                                                                                                                Government ERP System Request for Proposal

                                             City of Kansas City Purchasing and Accounts Payable Requirements

                                                                                                            One Response Per
                                                                                                              Requirement
0     Taxpayer Clearance
234   The system shall provide the ability to search and sort by any field on a purchase order              X                  Extensive select and sort fields are
                                                                                                                               delivered. There may be some that
                                                                                                                               are not. Tools can be used to add
                                                                                                                               them.
235   The system shall have the ability to mark a purchased item as a fixed asset and enter record in the   X
      fixed asset module with controls.
236   The system shall have the ability to modify the vendor information in a possible merger or change             X          Changes on the PO will update
      on the vendors part, or the accounting information on a purchase order and have the changed                              encumbrances when accounting
      information flow through to the encumbrances if the key-organization and account code structure                          information changes. Vendor can
      should change at the department level                                                                                    not be changed on the PO - a new
                                                                                                                               PO would need to be created.
237   The system shall provide the ability to maintain a history of prior information for a vendor and      X
      previous changes to its vendor file.
238   The system shall provide the ability to transfer requisition information to the purchase order        X
239   The system shall provide the ability to generate purchase orders or credit card orders for catalog    X
      items on current blanket awards
240   The system shall provide the ability to establish future fiscal year purchase orders                  X
241   The system shall provide the ability to maintain separate PO types and numbering (e.g., regular       X                  Separate Auto-numbering
      purchase orders, blanket purchase orders, general ledger orders, procurement card entries, etc.)                         isequences are provided for different
                                                                                                                               transactions types including;
                                                                                                                               Requistions, Receipts, Contracts,
                                                                                                                               Purchase Orders, Vouchers etc. the
                                                                                                                               regular and blanket PO use the
                                                                                                                               same sequence. Also, document
                                                                                                                               numbers can be manually entered
                                                                                                                               as well as system generated.

242   The system shall provide the ability to modify (i.e., add or delete) PO items including, but not      X
      limited to, the account number, distribution, amounts, etc.

                                                                                                                                                   RFP-001-02-RB
                                                                                                                                       City of Kansas City, Missouri
                                                                                                                                             24 May 2002-Page 191
                                                                                                                                          City of Kansas City, MO
                                                                                                                     Government ERP System Request for Proposal

                                             City of Kansas City Purchasing and Accounts Payable Requirements

                                                                                                                 One Response Per
                                                                                                                   Requirement
0     Taxpayer Clearance
243   The system shall provide the ability to perform online purchase order maintenance                          X
244   Without leaving the PO screen during PO entry, the system shall provide the ability to search, list,
      add, change and select items including, but not limited to, the following:
245     Vendor number, name, address                                                                             X
246     Class-item number and description                                                                        X
247     GL account codes                                                                                         X
248   The system shall provide the ability to maintain the items including, but not limited to, multiple         X
      addresses on POs for vendor ordering, contact person, shipping address, billing address, receiving
      bid address, 1099 information and independent contractor information
249   The system shall provide the ability for the user to indicate all items received against the PO and        X
      the results forwarded to the accounts payable queue.
250   The system shall provide the ability to indicate when all items on a PO have been received and             X
      completed
251   The system shall provide the ability to process the return of goods against a PO                           X
252   The system shall provide the ability to process POs that remain open for more than one year                X
253   The system shall reflect changes to a PO that is open for more than one year in the year in which          X
      the change occurred
254   The system shall provide the ability for users to define retainage percentage for contracts                X
255   The system shall provide the ability to change retainage percentage during the term of a contract          X

256   The system shall provide the ability to enter, post, and print POs individually or in batch from any       X
      network printer
257   The system shall provide the ability to automatically fax and e-mail purchase orders to the                X
      designated receiver
258   The system shall allow optional printing of POs one at a time, all at once, within date range or for a     X
      specific vendor
259   The system shall provide the ability for a PO to be reprinted without printing the entire batch (reprint   X
      should have option of printing duplicate across face of P.O. or Draft across face of P.O.)


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                                                                                                                                         City of Kansas City, Missouri
                                                                                                                                               24 May 2002-Page 192
                                                                                                                                      City of Kansas City, MO
                                                                                                                 Government ERP System Request for Proposal

                                            City of Kansas City Purchasing and Accounts Payable Requirements

                                                                                                             One Response Per
                                                                                                               Requirement
0     Taxpayer Clearance
260   The system shall provide the ability to print a draft PO without encumbering funds                     X
261   The system shall provide the ability for manual and automatic adjustments to a PO after receipt of     X
      goods or services
262   The system shall provide the ability to change a purchase order and maintain an audit trail of the     X
      modifications
263   The system shall provide the ability to automatically cancel selected blanket purchase orders and      X
      maintain audit trail
264   The system shall provide the ability to close and open a purchase order and unencumber funds           X

265   The system shall provide the ability to attach contract pricing agreements to contracts and view       X
      online
266   The system shall provide the ability to perform an update to the contract summary information          X
267   The system shall provide the ability to perform search and inquiries on contracts                      X
268   The system shall provide the ability to report by any field on a purchase order or requisition         X
269   The system shall provide the ability to validate invoice pricing against purchase order                X
270   The system shall provide for EDI                                                                       X
271   The system shall provide for "reverse bidding" and "auctioning"                                        X
272   Encumbrance Processing
273   The system shall provide the ability for verification of budget availability before accepting the      X
      transaction
274   The system shall provide the ability to validate GL account numbers                                    X
275   The system shall display a warning message and/or reject if funds are unavailable                      X
276   The system shall provide the ability to encumber funds for the new fiscal year before the old fiscal   X
      year closes
277   The system shall provide the ability to pre-encumber a PR and encumber funds via purchase order        X
      entry
278   The system shall provide the ability to disencumber based on quantity, dollar amount and date          X

279   The system shall allow an entire PO to be cancelled and disencumber the funds                          X

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                                                                                                                                     City of Kansas City, Missouri
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                                                                                                                                   City of Kansas City, MO
                                                                                                              Government ERP System Request for Proposal

                                           City of Kansas City Purchasing and Accounts Payable Requirements

                                                                                                          One Response Per
                                                                                                            Requirement
0     Taxpayer Clearance
280   The system shall provide the ability to print cancellation notice upon request                      X
281   The system shall provide the ability to roll outstanding encumbrances to a new fiscal year          X
282   The system shall provide the ability to augment budgets based on the outstanding encumbrance        X
      balance at fiscal year close and the ability to handle proprietary accounts which do not do the
      above.
283   The system shall encumber contract employees payments and interface the payroll system for          X                  Done in HRMS
      deductions and payments
284   The system shall provide the ability to roll outstanding POs to a new fiscal year                   X
285   Vendor Maintenance and Vendor Information Reporting
286   The system shall provide the ability to automatically assign vendor numbers                         X
287   The system shall provide the ability to manually assign vendor numbers with proper system           X
      validation
288   The system shall provide the ability to assign multiple vendor locations to one vendor code (i.e.   X
      federal I.D. number)
289   The system shall provide the ability for suppliers to enter vendor information on-line              X
290   The system shall provide the ability to assign vendor alias that cross references vendor name       X
291   The system shall provide the ability to search capability to display vendor name, status (e.g.,     X
      inactive, active, temporary), etc.
292   The system shall provide the ability to track multiple addresses per vendor (including non-US       X
      addresses)
293   The system shall provide the ability to perform online vendor master file maintenance               X
294   The system shall provide the ability for performance tracking of vendor (e.g., on-time shipments,   X
      etc.)
295   The system shall provide access vendor history for a specified time period reflecting invoices,     X
      purchase order with date and dollar amount, pending payments, payment date, check number and
      balance due
296   The system shall provide access vendor file changes based on user defined parameters (e.g. last     X                  With Vendor file auditing turned on,
      reported information)                                                                                                  users can utilize Query to view
                                                                                                                             vendor file change information.

                                                                                                                                                 RFP-001-02-RB
                                                                                                                                     City of Kansas City, Missouri
                                                                                                                                           24 May 2002-Page 194
                                                                                                                                        City of Kansas City, MO
                                                                                                                   Government ERP System Request for Proposal

                                             City of Kansas City Purchasing and Accounts Payable Requirements

                                                                                                               One Response Per
                                                                                                                 Requirement
0     Taxpayer Clearance
297   The system shall provide the ability to merge vendor history files                                       X                  The system does not physically
                                                                                                                                  merge vendor records. However,
                                                                                                                                  vendor information can be merged
                                                                                                                                  for reporting purposes using several
                                                                                                                                  methods such as estabishing a
                                                                                                                                  corporate vendor, vendor hierarchy,
                                                                                                                                  or using tree manager.

298   The system shall provide vendor inquiry capability within the normal purchase order and invoice          X
      processing
299   The system shall provide the ability to purge all vendor numbers after user-defined time period and      X
      access history by vendor name
300   The system shall provide the ability to establish and maintain a vendor's file by class-item codes       X
      and by vendor numbers
301   The system shall provide the ability to establish vendor categories for use in vendor selections and     X
      reports
302   The system shall provide the ability to generate labels for vendor names, etc.                           X
303   The system shall provide the ability to automatically send confirmation e-mail to vendors after          X
      registration
304   The system shall provide the ability for a vendor to view bidding history and contract information via   X
      the Internet
305   The system shall provide a Vendor Description report, by user defined criteria                           X
306   The system shall provide a Vendor report by MBE/WBE                                                              X          Not Delivered - easily created with
                                                                                                                                  Query.
307   The system shall provide a Vendor report by certification code, including but not limited to: vendor's           X          Not Delivered - easily created with
      name, number, address, and phone number according to specific certification code                                            Query.
308   The system shall provide a Federal tax I.D. report that lists all vendors who do not have a federal              X          Not Delivered - easily created with
      tax I.D. number                                                                                                             Query.


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                                                                                                                                          City of Kansas City, Missouri
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                                                                                                                                        City of Kansas City, MO
                                                                                                                   Government ERP System Request for Proposal

                                             City of Kansas City Purchasing and Accounts Payable Requirements

                                                                                                               One Response Per
                                                                                                                 Requirement
0     Taxpayer Clearance
309   The system shall provide a vendor purchase report by user defined criteria (i.e. by department) -                X          Departmental Purchasing Reports
      lists year-to-date purchasing information, billing variances, and open (items not received) purchase                        would need to be customized to add
      order information                                                                                                           billing variance & open items.
310   The system shall provide a vendor bid history report - lists a vendor's bid history                      X                  Available via online inquiry
311   The system shall provide a vendor activity report - lists active versus non-active vendors               X
312   The system shall provide a vendor by city, state, and country report - a list of vendor with                     X          Location is listed on delivered report.
      accompanying contract information                                                                                           Custom reports would sort differently.

313   The system shall provide a vendor by size report - list vendors according to business size (small or             X           Custom report to sort by vendor
      large)                                                                                                                      type is required.
314   The system shall provide a vendor by subcontractor report, including but not limited to: primary                 X
      vendor's name, number, effective date, contract amount, and the subcontractors-tractors name,
      number, and contract number.
315   Bid Preparation and Bid Information Reporting
316   The system shall provide the ability to select vendors based on commodity or stock number or             X                  All requirements for selection are
      brand, manufacturer within commodity code list                                                                              met except Brand/Manufacturer.
                                                                                                                                  That would need to be added to the
                                                                                                                                  selection page.
317   The system shall provide the ability to select vendors that are not on a pick list and override the      X
      pick list
318   The system shall provide the ability to access vendor performance information at any time (i.e.          X
      when creating a purchase order)
319   The system shall provide the ability to activate or inactivate a vendor from bid lists based on vendor   X
      use date
320   The system shall provide the ability to combine departmental and user requirements for like-items        X
      into one quantity bid solicitation
321   The system shall provide online entry of vendors responding to bid package                               X
322   The system shall provide the ability to maintain requisition and vendor quote histories                  X


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                                                                                                                                          City of Kansas City, Missouri
                                                                                                                                                24 May 2002-Page 196
                                                                                                                                          City of Kansas City, MO
                                                                                                                     Government ERP System Request for Proposal

                                              City of Kansas City Purchasing and Accounts Payable Requirements

                                                                                                                 One Response Per
                                                                                                                   Requirement
0     Taxpayer Clearance
323   The system shall provide the ability to associate vendors and commodities for display or printing          X

324   The system shall provide the ability for users to define a bid number                                      X
325   The system shall provide the ability to maintain bid solicitation and responses including, but not
      limited to:
326      Vendor                                                                                                  X
327      Class-item code                                                                                         X
328      Price offered                                                                                           X
329   The system shall provide the ability to maintain vendor response codes by bid for history reporting        X
      and determining subsequent bid lists
330   The system shall provide the ability to create a bid package using prior bids or worksheets                X
331   The system shall provide the ability to reissue bids                                                       X
332   The system shall provide the ability to tabulate bids after bid opening and generate worksheets            X

333   The system shall provide the ability to use a word processing tool for preparing bid solicitations and     X                  Can create word processing
      POs                                                                                                                           documents as attachments to
                                                                                                                                    supplement system generated
                                                                                                                                    document.
334   The system shall provide the ability to retrieve purchase descriptions from prior purchase                 X                  Standard terms and conditions may
      documents, and select standard clauses, terms and conditions for inclusion in solicitation and                                be pulled in via identifier from a
      purchase orders in a word processing format                                                                                   common library. Templates can also
                                                                                                                                    be used.
335   The system shall provide the ability to establish contract encumbrances                                    X                  Established from contracts based on
                                                                                                                                    releases.
336   The system shall provide the ability to use the bid list to perform, but not be limited to the following
      actions:
337     Complete Order management catalog                                                                        X
338     Create requisition and purchase order from catalog or order form                                         X
339     Allow contracted and non-stock, off-catalog purchases                                                    X

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                                                                                                                                           City of Kansas City, Missouri
                                                                                                                                                 24 May 2002-Page 197
                                                                                                                                       City of Kansas City, MO
                                                                                                                  Government ERP System Request for Proposal

                                            City of Kansas City Purchasing and Accounts Payable Requirements

                                                                                                              One Response Per
                                                                                                                Requirement
0     Taxpayer Clearance
340    Support repeat orders and multiple orders                                                              X
341    Enforce accounting codes                                                                               X
342    Determine contract pricing with discounts, allowances, charges, and promotions                         X
343    Estimates freight based on shipping point and carrier selection                                        X
344    Update order status automatically                                                                      X
345    Track full or partial receipt of goods                                                                 X
346    Inquire against Bid Amendment Date                                                                     X
347   The system shall provide the ability to track contract/service agreement with the following features:

348     Primary/Secondary Vendor                                                                              X
349     Vital Contract Information                                                                            X
350     Multiple contracts/service agreements per vendor                                                      X
351     Relate contract to vendor                                                                             X
352   The system shall provide the ability to post bids on the Internet                                       X
353   The system shall provide the ability to receive bids via the Internet                                   X
354   The system shall provide the ability for vendors input bid information via the Internet with            X
      appropriate security
355   The system shall allow public access to view current open solicitations via the Internet                X
356   The system shall provide the ability to automatically provide quote sheet information when a vendor             X          A customization to allow external
      logs onto internet site and inquiries on awarded bid                                                                       access to bid information would be
                                                                                                                                 required.
357   The system shall provide the ability to automatically send confirmation e-mail to vendor after bid      X
      has been received.
358   The system shall provide the ability to automatically generate online spreadsheets used to perform      X
      price evaluation of bids received
359   The system shall provide the ability to develop quote sheet templates in a text format that can be      X
      downloaded by the vendor along with solicitation instructions
360   The system shall provide the ability to send notices via e-mail to vendors profiled with the            X
      associated commodity code(s) for a solicitation

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                                                                                                                                       City of Kansas City, MO
                                                                                                                  Government ERP System Request for Proposal

                                             City of Kansas City Purchasing and Accounts Payable Requirements

                                                                                                              One Response Per
                                                                                                                Requirement
0     Taxpayer Clearance
361   The system shall provide the ability to electronically post solicitation information to the City Web
      site including, but not limited to, the following:
362      Solicitation title                                                                                   X
363      Solicitation number                                                                                  X
364      Solicitation submittal date and time (closing)                                                       X
365      Commodity codes and code descriptions                                                                X
366      Delivery address                                                                                     X
367   The system shall provide the ability to automatically generate an online spreadsheet to perform a       X
      price evaluation of quotes, bids and proposals received including, but not limited to, such pricing
      factors as quantity, unit price, tax, shipping charges, etc.
368   The system shall provide the ability to sort quotes, bids and proposals on a basis that includes, but   X
      is not limited to, price and vendor name
369   The system shall provide the ability to post award information on a posting page as it relates to the
      solicitation including, but not limited to, the following:
370      Name of awarded firm(s)                                                                                      X          A customization to allow external
                                                                                                                                 access to bid information would be
                                                                                                                                 required. It is under consideration for
                                                                                                                                 a future release.
371     City and state of awarded firm(s)                                                                             X          Same as above
372     Unit price of each line item                                                                                  X          Same as above
373   The system shall provide the ability to automatically send e-mail message containing award              X
      information to all vendors who submitted bids or proposals for a solicitation
374   The system shall provide the ability to create bid list reports and print labels in a variety of
      manners, which include but are not limited to the following:
375     With a unique identifier, project number, or contract number                                          X
                                                                                                                                 Information and functionality is
                                                                                                                                 provided within the system which
                                                                                                                                 can be used for reporting purposes.
376     With a number for non-solicitation reports                                                            X

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                                                                                                                                               24 May 2002-Page 199
                                                                                                                           City of Kansas City, MO
                                                                                                      Government ERP System Request for Proposal

                                              City of Kansas City Purchasing and Accounts Payable Requirements

                                                                                                  One Response Per
                                                                                                    Requirement
0     Taxpayer Clearance
377    Search by bid number                                                                       X
378    Manual bid lists                                                                           X
379    Add vendor to a bid list                                                                   X
380    Close a bid                                                                                X
381    Copy a bid list                                                                            X
382    Create a bid list                                                                          X
383    Delete a bid list                                                                          X
384    Delete a vendor from a bid list                                                            X
385    Delete old bid records                                                                     X
386    Merge bid lists                                                                            X
387    Update a bid list                                                                          X
388    Bid list labels                                                                            X
389    Selective bid list labels                                                                  X
390    Create a bid selective vendor label list                                                   X
391    Print a bid selective vendor label list                                                    X
392    Modify or Delete the Bid Selective Vendor Label List                                       X
393    Vendors Responded Labels (Amendments)                                                      X
394   The system shall provide the ability to use the bid list to create the following reports:
395    Bid List Report                                                                            X
396    Bid Number Log Report                                                                      X
397    Displays and prints browser-based reports                                                  X
398    Embeds graphs, charts, cross-tabs, and hyperlinks                                          X
                                                                                                                     Accomplished by extracting data to
                                                                                                                     Excel and using graphing and other
                                                                                                                     tools. Other application may be used
                                                                                                                     but the link to Excel is delivered.
399     Includes access controls on pre-formatted, option-driven reports                          X
400     Creates standard or custom reports                                                        X


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                                                                                                                                  24 May 2002-Page 200
                                                                                                                                   City of Kansas City, MO
                                                                                                              Government ERP System Request for Proposal

                                             City of Kansas City Purchasing and Accounts Payable Requirements

                                                                                                          One Response Per
                                                                                                            Requirement
0     Taxpayer Clearance
401    Supports object-oriented report building                                                                   X          PeopleSoft provides tools to extract
                                                                                                                             data to external object oriented
                                                                                                                             reporting tools such as cognos or
                                                                                                                             Business Objects.
402     Includes demand paging and multi-threaded viewing                                                             X
                                                                                                                             We support mult-threading viewing
                                                                                                                             via the Portal and demand paging is
                                                                                                                             a function of the operation system.
403   The system shall measure cost performance, schedule performance, and total performance              X
404   Contracts and Contracts Reporting
405   The system shall provide contract reports for multiple types of contracts (construction, personal
      services, etc.), including but not limited to the following capabilities:
406     Orders placed against a contract                                                                  X
                                                                                                                             Available on-line. Hard Copy report
                                                                                                                             would be created with a query.
407    Payment date, amount and retention throughout the term of the contract                                     X          Custom Report
408    Usage of contract by department                                                                            X          Custom Report
409   The system shall monitor and report change order activity against the contract                      X                  Provided by using the PO change
                                                                                                                             order function. Contracts are related
                                                                                                                             to PO's.
410   The system shall provide for contract reporting, including but not limited to the following:
411    Contractor Listing                                                                                 X                  Reporting tools
412    Contractors by bond year                                                                                   X          Reporting tools
413    Contractor Liability Contractor Audit Trail Current contracts                                              X          Reporting tools
414    Change Orders                                                                                      X                  Provided by using the PO change
                                                                                                                             order function. Contracts are related
                                                                                                                             to PO's.
415     All contracts                                                                                     X


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                                                                                                                                 City of Kansas City, MO
                                                                                                            Government ERP System Request for Proposal

                                             City of Kansas City Purchasing and Accounts Payable Requirements

                                                                                                          One Response Per
                                                                                                            Requirement
0     Taxpayer Clearance
416   The system shall provide input and output reports for contracts, including but not limited to the                      Information in this section is captured using
      following:                                                                                                             document attachments or delivered data
                                                                                                                             elements. Some reports are delivered but the
                                                                                                                             City will most likely require user developed
                                                                                                                             reports.
417     Background Information                                                                                   X           Attachments
418     Technical Description                                                                                    X           Attachments
419     Physical Description                                                                                     X           Attachments
420     Personnel Requirements                                                                                   X           Attachments
421     Financial Description                                                                                    X
422     Costs (Fiscal, Annual, Total)                                                                            X
423     Acceptance Criteria                                                                                      X           Attachments
424     Vendor Information                                                                                       X
425     Backup/Backout Protection                                                                                X           Attachments
426     Risk Analysis                                                                                            X           Attachments
427     Identification of Project Deliverables                                                                   X
428     Terms of Agreement                                                                                       X           Attachments
429     Bid Considerations                                                                                       X           Attachments
430     Vendor/Contractor/Subcontractor                                                                          X
431     Scope of Responsibility                                                                                  X           Attachments
432     Contract Type                                                                                            X
433     Total Budgeted                                                                                           X
434     Item/step Description                                                                                    X
435     Percent of Project                                                                                       X
436     Hourly Rate                                                                                              X
437     Review Dates                                                                                             X
438     Accomplishments                                                                                          X
439     Change Request                                                                                           X
440     RFP Date                                                                                                 X
441     Description                                                                                              X
                                                                                                                                                   RFP-001-02-RB
                                                                                                                                       City of Kansas City, Missouri
                                                                                                                                             24 May 2002-Page 202
                                                                                                                                      City of Kansas City, MO
                                                                                                                 Government ERP System Request for Proposal

                                             City of Kansas City Purchasing and Accounts Payable Requirements

                                                                                                             One Response Per
                                                                                                               Requirement
0     Taxpayer Clearance
442    Proposal Amount                                                                                               X
443    Proposal Date                                                                                                 X
444    Completion Date                                                                                               X
445    Comments                                                                                                      X
446    Project Summary                                                                                               X
447    Risk Analysis                                                                                                 X          Attachments
448    Project Deliverables                                                                                          X          Some items such as project details
                                                                                                                                will most likely be captured in the
                                                                                                                                Projects module.
449    Project Action Plan                                                                                           X
450   The system shall provide the ability to produce reports, including but not limited to the following:

451     Listing of all contracts (total, current, expired)                                                   X
452     Insurance Expiration Dates Report                                                                            X          Custom Report
453     Contract Expiration Dates Report                                                                     X
454     Listing of Contracts by Vendor name                                                                  X
455     Contracts Agreement List by ZIP Code and Amount                                                              X          Custom Report
456     Bond expiration date;                                                                                        X          Custom Report
457     Insurance required; No, Yes, Type                                                                            X          Custom Report
458     Bond requirement; No, Yes, $ amount or percentage                                                            X          Custom Report




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                                                                                                                                        City of Kansas City, Missouri
                                                                                                                                              24 May 2002-Page 203
                                                                                                                                            City of Kansas City, MO
                                                                                                                       Government ERP System Request for Proposal

                                         City of Kansas City Property, Inventory, and Asset Management Requirements

                                                                                                                   One Response Per
                                                                                                                     Requirement
Line #                                                                                                             Y   N   C   3   F                Comments
   0     Property and Fixed Assets Management
  1      The system shall provide the ability to generate fixed asset numbers including but not limited to the
         following methods:
  2        Manually, and "on the fly"                                                                              X

  3        Automatically                                                                                           X
  4        Electronically                                                                                                  X
  5      The system shall provide alpha/numeric fixed asset numbers with a minimum of ten characters               X
  6      The system shall accommodate user defined fixed asset number logic or naming convention                   X
         structure (e.g., first three characters are fund number with the next three characters indicating
         department number)
  7      The system shall generate fixed asset stickers/tags for identification and inventory purposes and         X                   Receiving has ability to send asset
         capable of utilizing specialized printing equipment (e.g., metallic plates, laminated tags)                                   tag information to printer. A
                                                                                                                                       specialized bar code printer is
                                                                                                                                       required.
  8      The system shall provide the ability to maintain fixed assets as an inventoried bar code item and         X
         provide tracking through bar-code readers.
  9      The system shall provide the ability to generate fixed asset bar code information using industry                      X       Third party windows based printing
         standard formats/conventions.                                                                                                 software is required to print the bar
                                                                                                                                                   code labels.
 10      The system shall provide the ability to create a master fixed asset number with separate                  X
         associated sub-fixed assets (e.g., building, air conditioner, etc.)
 11      The system shall provide the ability to assign, track, perform calculations and report on multiple        X
         sub-fixed assets number information for infrastructure. (e.g., a street as parent assets, water,
         sanitary sewer and storm sewer pipes as sub-fixed assets of parent)
 12      The system shall provide the ability to track the condition of a parent asset and its related sub-fixed   X
         assets to calculate new asset valuation for reporting (e.g., street has a new overlay. A street cut is
         made in the overlay, changing the condition and value of that asset.)

                                                                                                                                                           RFP-001-02-RB
                                                                                                                                               City of Kansas City, Missouri
                                                                                                                                                     24 May 2002-Page 204
                                                                                                                                           City of Kansas City, MO
                                                                                                                      Government ERP System Request for Proposal

                                         City of Kansas City Property, Inventory, and Asset Management Requirements

                                                                                                                  One Response Per
                                                                                                                    Requirement
Line #                                                                                                            Y   N   C   3   F               Comments
  13     The system shall provide the ability to calculate the gain or loss on the sale or disposal of an asset   X

 14      The system shall provide the ability to calculate gain or loss on sub-fixed assets and shall calculate   X
         salvage value on both parent fixed assets and sub-fixed assets.
 15      The system shall provide the ability to historically track asset and sub asset assignments,              X
         reassignments and transfers, between organizational units
 16      The system shall provide the ability to define the start date of depreciation                            X
 17      The system shall provide the ability to indicate that a fixed asset has been disposed of, salvaged,      X
         sold, transferred or deleted
 18      The system shall provide the ability to record date of disposal for all fixed asset records              X
 19      The system shall provide the ability to maintain disposal information in an electronic format
         including, but not limited to, the following:
 20        Disposal date                                                                                          X
 21        Disposal method                                                                                        X
 22        Amount realized (sale amount)                                                                          X
 23        Receipt number                                                                                                 X
 24        Net sale amount                                                                                        X
 25        Hazardous Material Information                                                                         x
 26        New owner information (e.g., name, address for recalls or legal information/warnings)                  x
 27      The system shall provide the ability to re-value and adjust useful life of an asset due to               X
         enhancements or additions
 28      The system shall provide the ability to track rented or leased properties                                X
 29      The system shall provide an approval hierarchy control for the addition, modification, transfer or               X           Workflow can be created to
         deletion of an asset and shall track these transactions by user ID and hierarchy level.                                      accomplish this requirement
 30      The system shall provide the ability to calculate and project depreciation on a monthly, quarterly       X
         and fiscal year basis
 31      The system shall provide the ability to perform straight-line depreciation and other acceptable          X
         accounting methods for calculating depreciation to include but not limited to depreciation by
         composite basis.

                                                                                                                                                         RFP-001-02-RB
                                                                                                                                             City of Kansas City, Missouri
                                                                                                                                                   24 May 2002-Page 205
                                                                                                                                               City of Kansas City, MO
                                                                                                                          Government ERP System Request for Proposal

                                          City of Kansas City Property, Inventory, and Asset Management Requirements

                                                                                                                      One Response Per
                                                                                                                        Requirement
Line #                                                                                                                Y   N   C   3   F               Comments
  32     The system shall provide the ability to retain depreciation on a fiscal year basis as well as life-to-       X
         date basis
 33      The system shall provide the ability to designate which assets are to be depreciated and which               X                   The system allows the user to define
         assets have a usage charge in perpetuity (e.g., two percent use allowance)                                                       any deprecation method in additon
                                                                                                                                          to the delivered standard methods.

 34      The system shall provide the ability to flag a fixed asset with value or life that is less than the user     X
         defined limits (e.g., tracking expensed assets)
 35      The system shall provide the ability to define multiple fixed asset limits (e.g., amount or life of asset)   X                   The system allows multiple books;
                                                                                                                                          each book can have a separate cost
                                                                                                                                          basis and depreciation schedule.

 36      The system shall provide the ability to reclassify a fixed parent asset separately or a sub asset to         X
         new parent asset (e.g., dump body moved from sold vehicle to another)
 37      The system shall provide the ability to calculate replacement value based upon user-defined criteria         X

 38      The system shall provide the ability to track and depreciate infrastructure (e.g., proposed GASB             X
         reporting module)
 39      The system shall provide the ability to load fix asset information and inventory information via a                   X           The system has the ability to load
         spreadsheet load program (e.g., Oracle Financials ADI program)                                                                   data from any source- the interface
                                                                                                                                          would need to be created.
 40      The system shall provide the ability to add a minimum of five (5) user defined informational fields to               X            The delivered PeopleTools would
         an asset record. These fields should provide the ability to be validated by a user defined listing.                                 accommodate this requirement.
 41      The system shall provide the ability to track various asset information including but not limited to         X
         physical location, assignment history to include date and individual responsible, department,
         division, etc.
 42      The system shall provide the ability to record and track sales of assets between internal                    X
         organizational units/departments and/or different fund types.


                                                                                                                                                             RFP-001-02-RB
                                                                                                                                                 City of Kansas City, Missouri
                                                                                                                                                       24 May 2002-Page 206
                                                                                                                                           City of Kansas City, MO
                                                                                                                      Government ERP System Request for Proposal

                                         City of Kansas City Property, Inventory, and Asset Management Requirements

                                                                                                                  One Response Per
                                                                                                                    Requirement
Line #                                                                                                            Y   N   C   3   F           Comments
  43     The system shall provide the ability to track restrictive covenant information for assets that are               X
         bond funded by outside entities. (e.g. name of entity, funding source, lien holder, partial or co-
         ownership information, informational instructions/restrictions for sale or transfer of asset)
 44      The system shall provide the ability to perform mass changes to groups of assets based on but not        X
         limited to categories, account structure and ownership.
 45      The system shall provide the ability to track the date a transaction is entered and also the effective   X
         accounting date or period if different.
 46      The system shall provide the ability to accommodate changes in accounting principles (e.g.,              X
         Changes in depreciation type, value limit changes for assets, GASB changes)
 47      The system shall provide the ability to track vendor warranty information on assets.                     X
 48      The system shall provide the ability to track the capitalized and expensed components of an asset.       X
         This shall include attached or internal components of an asset. (e.g. a new engine for a vehicle, a
         new hard drive for a computer)
 49      The system shall provide the ability to track assets that are donated/contributed. This shall include    X
         information on acquisition method, how the asset was donated/contributed and name of the
         contributor (e.g., gift, donation, purchased by outside entity for city use )
 50      The system shall provide the ability to easily view full asset history on-line.                          X
 51      Inventory Management
 52      The system shall provide the ability to apply a surcharge to items sold from inventory                   X
 53      The system shall provide the ability to provide online ordering by organizational unit with              X
         appropriate security levels
 54      The system shall provide the ability to enter items received without a PO                                X
 55      The system shall provide the ability to automatically process transactions and maintain quantities
         including, but not limited to, the following:
 56         Issues                                                                                                X
 57         Work Order Issues                                                                                     X
 58         Receipts of stock and non-stock items                                                                 X
 59         Adjustments                                                                                           X
 60         Transfers                                                                                             X
 61         Returns                                                                                               X
                                                                                                                                                      RFP-001-02-RB
                                                                                                                                          City of Kansas City, Missouri
                                                                                                                                                24 May 2002-Page 207
                                                                                                                                          City of Kansas City, MO
                                                                                                                     Government ERP System Request for Proposal

                                          City of Kansas City Property, Inventory, and Asset Management Requirements

                                                                                                                 One Response Per
                                                                                                                   Requirement
Line #                                                                                                           Y   N   C   3   F               Comments
  62       Backorders                                                                                            X
 63      The system shall provide the ability to reserve item orders and inventory items by equipment, direct    X
         account and organizational units.
 64      The system shall provide the ability to provide order tracking including, but not limited to, the
         following items:
 65        Movement history                                                                                      X
 66        Reorder points                                                                                        X
 67        Lead-time                                                                                             X
 68        Backorders                                                                                            X
 69        Returns                                                                                               X
 70      The system shall provide the ability to view/search item information and availability using user        X
         defined parameters and/or wild card search/query capability (e.g., description, inventory number,
         supplier, equipment number, stock number, or parts of any field with a wild card character, etc.)

 71      The system shall provide cycle count capability by specific criteria (e.g., date, time, quantity, and   X
         dollar amount, etc.)
 72      The system shall provide the ability to locate parts inventory by, but not limited to, the following
         items:
 73         Inventory number/stock number                                                                        X
 74         Commodity type                                                                                               X
 75         Equipment number                                                                                     X                   Equipment # can be defined for an
                                                                                                                                     Item. A user defined search is
                                                                                                                                     required to access it on-line.
 76        Location                                                                                              X
 77        Description                                                                                           X
 78        Supplier part number                                                                                  X                   We do capture vendor part number.
                                                                                                                                     Many areas provide it as a delivered
                                                                                                                                     search field. Other areas can add it
                                                                                                                                     using tools.
 79      The system shall provide the ability for unlimited number of branches, warehouses or stores             X
                                                                                                                                                         RFP-001-02-RB
                                                                                                                                             City of Kansas City, Missouri
                                                                                                                                                   24 May 2002-Page 208
                                                                                                                                          City of Kansas City, MO
                                                                                                                     Government ERP System Request for Proposal

                                          City of Kansas City Property, Inventory, and Asset Management Requirements

                                                                                                                 One Response Per
                                                                                                                   Requirement
Line #                                                                                                           Y   N   C   3   F                Comments
  80     The system shall provide the ability to establish table driven standard units of measure (e.g.,         X
         pounds, boxes, barrels, gallons, etc.)
 81      The system shall provide the capability of tracking parts/items with the same stock number by           X
         serial number for warranty, locating, billing or other purposes (e.g., water meters, rebuilt
         transmissions, starters, alternators)
 82      The system shall provide the ability to alert users online when inventory items issued are under        X                   Asset Management captures
         warranty                                                                                                                    warranty information. Workflow has
                                                                                                                                     the ability to alert users.
 83      The system shall provide the ability to establish a description of the unit of measure (e.g., one box   X
         = one dozen)
 84      The system shall provide the ability to track and maintain stock of parts inventory and generate                X           Purchasing, Product Configurator
         master parts lists and sub lists for equipment by, but not limited to, quantity and cost                                    and Bill of Materials Support this
                                                                                                                                     requirement. Inventory does not
                                                                                                                                     currently maintain a parts hierarchy.
                                                                                                                                     It is under consideration for a future
                                                                                                                                     release.
 85      The system shall support first-in first-out (FIFO), last-in first-out (LIFO) and moving average         X
         inventory costing method automatically as items are received and distributed
 86      The system shall provide the ability to associate and track parts to multiple equipment numbers             X
         and account numbers
 87      The system shall provide item number cross reference numbers (i.e., alternate item numbers              X
         associated with each item for supplier, replacement or substitute, or bar code numbers)
 88      The system shall allow issue and receipts of inventory items by cross-reference number,                 X                   Single historical usage information is
         maintaining single historical usage information                                                                             maintained. Cross reference number
                                                                                                                                     is delivered in receipts. It can be
                                                                                                                                     added as an additional search field
                                                                                                                                     in issues.
 89      The system shall provide the ability to handle "in-and-out" parts within inventory.                     X
 90      The system shall provide the ability to track orders and reserve parts for issue to specific            X
         organizational units or equipment
                                                                                                                                                         RFP-001-02-RB
                                                                                                                                             City of Kansas City, Missouri
                                                                                                                                                   24 May 2002-Page 209
                                                                                                                                            City of Kansas City, MO
                                                                                                                       Government ERP System Request for Proposal

                                          City of Kansas City Property, Inventory, and Asset Management Requirements

                                                                                                                   One Response Per
                                                                                                                     Requirement
Line #                                                                                                             Y   N   C   3   F                Comments
  91     The system shall provide the ability to manage separate warehouse inventories                             X
 92      The system shall provide online inventory update based on issues, receipts, returns to stock and          X
         returns to vendor. Return transactions shall effect appropriate reversals throughout database.

 93      The system shall display current quantities, description and costs for all open POs and expected          X
         receipt date
 94      The system shall provide the ability for multi-content package counting and issuance..                    X
 95      The system shall provide the capability to issue one inventory number (package) that shall issue          X
         numerous individual stock numbers and appropriately update all relevant system information. (e.g.,
         preventive maintenance package of filters)
 96      The system shall provide the ability for online bar code reading of stock receiving and issues and        X                   The application has delivered
         for performing physical inventories                                                                                           interfaces to external bar code
                                                                                                                                       reading equipment.
 97      The system shall provide the ability to read and track bar code on packaging of all bar code                                  The application has delivered
         formats/conventions used by manufacturers and resellers                                                                       interfaces to external bar code
                                                                                                                   X                   reading equipment.
 98      The system shall provide the ability to maintain subsidiary ledger for certain inventory items, such      X
         as vehicles and water meters by serial number.
 99      The system shall provide the ability to verify cost on requisition with cost on encumbrance and cost      X
         on invoice
 100     The system shall provide the ability to select by pick list that includes, but is not limited to, store   X                   The picklist includes many data
         stock items by item description, item number, commodity code and commodity description                                        fields such as location, Item and
                                                                                                                                       descripton. Commodity code is not
                                                                                                                                       deliverd but is easily added to the
                                                                                                                                       pick list.
 101     The system shall provide the ability to maintain a detail history online for each stock item for a        X
         specified time period
 102     The system shall provide the ability to automatically generate purchase requisitions based on             X
         inventory information

                                                                                                                                                           RFP-001-02-RB
                                                                                                                                               City of Kansas City, Missouri
                                                                                                                                                     24 May 2002-Page 210
                                                                                                                                              City of Kansas City, MO
                                                                                                                         Government ERP System Request for Proposal

                                          City of Kansas City Property, Inventory, and Asset Management Requirements

                                                                                                                     One Response Per
                                                                                                                       Requirement
Line #                                                                                                               Y   N   C   3   F               Comments
 103     The system shall provide the ability to modify and change the quantity and amount at the reorder            X
         point
 104     The system shall provide the ability to group multiple purchase requisitions into a single PO by            X
         vendor and by commodity to same vendor and maintain different delivery locations and account
         numbers by line item
 105     The system shall provide for the receipt of partial line items                                              X
 106     The system shall provide for the receipt of an established dollar amount limit over the original order      X
         within a tolerance level.
 107     The system shall provide for the tracking of back orders by supplier and ordering entity                    X
 108     The system shall provide the ability to receive items at zero cost and track through inventory (e.g.,       X
         Grant gives money for items for city program usage, but reserves the right to either keep ownership
         or needs notification on disposal)
 109     The system shall provide the ability to differentiate and apply wholesale and retail markups for                X
         resale information.
 110     The system shall integrate with an Accounts Receivable module for invoicing inventory sales.                    X
 111     The system shall provide the ability to add a minimum of ten (10) user defined informational fields                 X           This requirement can be
         to an inventory record. These fields should provide the ability to be validated by a user defined                               accomodated with the delivered
         listing.                                                                                                                        PeopleTools.
 112     The system shall provide the ability to integrate with cash management for cost of goods sold               X
         information.
 113     The system shall provide the ability to integrate with an Accounts Payable module for sales tax             X
         collection and reporting.
 114     The system shall provide the ability to track and report on the expiration date of inventory items.         X
 115     Property and Fixed Assets Management Reporting
 116     The system shall provide fixed Asset Balance and Control Reports, including, but not limited to, the
         following:
 117        Fixed Asset Transaction Report                                                                           X
 118        Fixed Asset Master List with the ability to sort by any and all asset identification fields (location,
            class, category, department, function, fund, amounts, dates, etc.)                                               X

                                                                                                                                                            RFP-001-02-RB
                                                                                                                                                City of Kansas City, Missouri
                                                                                                                                                      24 May 2002-Page 211
                                                                                                                                         City of Kansas City, MO
                                                                                                                    Government ERP System Request for Proposal

                                         City of Kansas City Property, Inventory, and Asset Management Requirements

                                                                                                                One Response Per
                                                                                                                  Requirement
Line #                                                                                                          Y   N   C   3   F                 Comments
 119       Asset Location Report by area number, class, category, or location                                                       Available with the delivered
                                                                                                                        X           reporting tools
 120       Ability to use mathematical operators (<, >, =) to enable selection of ranges for reporting                              The query tool has boolean
           purposes.                                                                                            X                   capabilties.
 121       Inventory/asset number                                                                               X
 122       Description                                                                                          X
 123       Added description                                                                                    X
 124       Purchase date                                                                                        X
 125       Department/Division/Function                                                                         X
 126       Location description                                                                                                     Available with the delivered
                                                                                                                        X           reporting tools
 127     The system shall provide the ability to forecast the replacement value of fixed assets and report by
         fiscal year for budgeting purposes                                                                                         The system has the ability to apply
                                                                                                                                    indexes to the asset for revaluation
                                                                                                                                    purposes. Assets to Budgets
                                                                                                                                    integration allows Budgeting tool to
                                                                                                                                    include asset cost and depr in
                                                                                                                X                   budgeting process.
 128     The system shall provide Fixed Asset Reports to reflect beginning balance by inventory/asset
         category (equipment, vehicles, land, etc.), and additions and deletions during the designated
         reporting period at lowest organization unit level and supply an ending balance                        X
 129     The system shall produce a report of assets transferred by issuing or receiving department/division
                                                                                                                X
 130     The system shall provide an Asset Disposal Report, including but not limited to the following
         information:                                                                                           X
 131       Inventory/asset number (sort key)                                                                    X
 132       Description                                                                                          X
 133       Date disposed                                                                                                            Available with the delivered
                                                                                                                        X           reporting tools

                                                                                                                                                        RFP-001-02-RB
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                                                                                                                                     City of Kansas City, MO
                                                                                                                Government ERP System Request for Proposal

                                        City of Kansas City Property, Inventory, and Asset Management Requirements

                                                                                                            One Response Per
                                                                                                              Requirement
Line #                                                                                                      Y   N   C   3   F                 Comments
 134      Reason for disposal                                                                                                   Available with the delivered
                                                                                                                    X           reporting tools
 135      Cost/basis, Accumulated Depreciation, Book Value, Gain/Loss                                       X
 136      Disposal proceeds amount                                                                          X
 137      Department/Division                                                                               X
 138      Location description                                                                                                  Available with the delivered
                                                                                                                    X           reporting tools
 139     The system shall provide detailed depreciation schedule by lowest organizational unit and
         equipment/asset number – accounting period, quarterly and annually, including but not limited to
         the following information:
 140       Equipment/asset number                                                                           X
 141       Description                                                                                      X
 142       Date acquired                                                                                    X
 143       Number of assets under a specified life                                                                  X
 144       Useful life                                                                                      X
 145       Depreciation account number                                                                      X
 146       Cost                                                                                             X
 147       Current depreciation                                                                             X
 148       Replacement cost with associated date                                                                                Available with the delivered
                                                                                                                    X           reporting tools
 149      Accumulated depreciation                                                                          X
 150      Asset count                                                                                       X
 151      Ending balance                                                                                    X
 152      Fund                                                                                              X
 153      Location                                                                                                              Available with the delivered
                                                                                                                    X           reporting tools
 154       Division                                                                                         X
 155     The system shall provide a summary depreciation schedule by lowest organization unit and
         equipment/asset number – monthly, quarterly and annually, including but not limited to the
         following information:
                                                                                                                                                    RFP-001-02-RB
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                                                                                                                                  City of Kansas City, MO
                                                                                                             Government ERP System Request for Proposal

                                         City of Kansas City Property, Inventory, and Asset Management Requirements

                                                                                                         One Response Per
                                                                                                           Requirement
Line #                                                                                                   Y   N   C   3   F                Comments
 156       Cost                                                                                          X
 157       Current depreciation                                                                          X
 158       Accumulated depreciation                                                                      X
 159     The system shall provide a current valuation of facilities which includes booking on historic                       Available with the delivered
         valuations of facilities and real property.                                                             X           reporting tools
 160     The system shall provide automotive update list, including but not limited to the following
         information:
 161         VIN (Vehicle Identification Number) or serial number                                                            Available using the delivered
                                                                                                                 X           reporting tools
 162         Inventory/asset number                                                                                          Available using the delivered
                                                                                                                 X           reporting tools
 163         User department                                                                                                 Available using the delivered
                                                                                                                 X           reporting tools
 164         Description                                                                                                     Available using the delivered
                                                                                                                 X           reporting tools
 165         Auto year                                                                                                       Available using the delivered
                                                                                                                 X           reporting tools
 166         Manufacturer                                                                                                    Available using the delivered
                                                                                                                 X           reporting tools
 167         Model number                                                                                                    Available using the delivered
                                                                                                                 X           reporting tools
 168         Acquisition date                                                                                                Available using the delivered
                                                                                                                 X           reporting tools
 169         Total cost                                                                                                      Available using the delivered
                                                                                                                 X           reporting tools
 170         Salvage value                                                                                                   Available using the delivered
                                                                                                                 X           reporting tools
 171         Action (disposed, addition, transfer)                                                                           Available using the delivered
                                                                                                                 X           reporting tools

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                                                                                                                                     City of Kansas City, Missouri
                                                                                                                                           24 May 2002-Page 214
                                                                                                                                        City of Kansas City, MO
                                                                                                                   Government ERP System Request for Proposal

                                         City of Kansas City Property, Inventory, and Asset Management Requirements

                                                                                                               One Response Per
                                                                                                                 Requirement
Line #                                                                                                         Y   N   C   3   F                Comments
 172     The system shall provide an equipment update list, including but not limited to the following
         information:
 173         Inventory/asset number                                                                            X
 174         User department                                                                                                       Available using the delivered
                                                                                                                       X           reporting tools
 175         Description                                                                                                           Available using the delivered
                                                                                                                       X           reporting tools
 176         Model Year                                                                                                            Available using the delivered
                                                                                                                       X           reporting tools
 177         Manufacturer                                                                                                          Available using the delivered
                                                                                                                       X           reporting tools
 178         Model number                                                                                                          Available using the delivered
                                                                                                                       X           reporting tools
 179         Action (disposed, addition, transfer)                                                                                 Available using the delivered
                                                                                                                       X           reporting tools
 180         Serial number                                                                                                         Available using the delivered
                                                                                                                       X           reporting tools
 181         Acquisition date                                                                                  X
 182         Total cost                                                                                                            Available using the delivered
                                                                                                                       X           reporting tools
 183         Salvage value                                                                                                         Available using the delivered
                                                                                                                       X           reporting tools
 184     The system shall provide an Equipment Inventory Report by department, division, section or other                          Available using the delivered
         user defined sub organizational groups.                                                                       X           reporting tools
 185     The system shall provide a Vehicle/Equipment Replacement Report which projects replacement                                Available using the delivered
         requirements and costs for future years                                                                       X           reporting tools
 186     The system shall provide a Modification Report by transfers, disposals, additions, deletions or any
         other change in value for all asset types.                                                            X
 187     The system shall provide an Asset Report defined by “use” classification (e.g., leisure services,
         safety, etc.)                                                                                         X
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                                                                                                                                                 24 May 2002-Page 215
                                                                                                                                           City of Kansas City, MO
                                                                                                                      Government ERP System Request for Proposal

                                         City of Kansas City Property, Inventory, and Asset Management Requirements

                                                                                                                  One Response Per
                                                                                                                    Requirement
Line #                                                                                                            Y   N   C   3   F           Comments
 188     The system shall provide an asset report that contains the condition information of a parent asset
         and its related sub-fixed assets and asset valuation. (e.g., street has a new overlay. A street cut is
         made in the overlay, changing the condition and value of that asset.)                                            X
 189     The system shall be able to generate reports on any user defined field added to an asset record.
                                                                                                                  X
 190     Inventory Management Reporting
 191     The system shall provide an inventory master listing by any user defined criteria, including but not
         limited to:
 192        Inventory number                                                                                      X
 193        Description                                                                                           X
 194        Location                                                                                              X
 195        Equipment number                                                                                              X
 196        Quantity on hand                                                                                      X
 197        Unit of measure                                                                                       X
 198        Size                                                                                                          X
 199        Description                                                                                           X
 200        Supplier                                                                                                      X
 201        LIFO                                                                                                          X
 202        FIFO                                                                                                          X
 203        Cost                                                                                                  X
 204     The system shall provide an Issues Report (sorted by any level) by any user defined criteria,
         including but not limited to:
 205        Inventory class/category                                                                              X
 206        Item number                                                                                           X
 207        Account number                                                                                        X
 208        Inventory number                                                                                      X
 209        Description                                                                                           X
 210        Charged account number                                                                                X
 211        Date                                                                                                  X
 212        Quantity                                                                                              X
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                                                                                                                           City of Kansas City, MO
                                                                                                      Government ERP System Request for Proposal

                                         City of Kansas City Property, Inventory, and Asset Management Requirements

                                                                                                  One Response Per
                                                                                                    Requirement
Line #                                                                                            Y   N   C   3   F                Comments
 213      Returns to inventory                                                                    X
 214      Returns to vendor                                                                       X
 215     The system shall provide Inventory Transaction/Ledger, including but not limited to:
 216      Inventory number                                                                        X
 217      Transaction type                                                                        X
 218      Purchase order number                                                                   X
 219      Date                                                                                    X
 220      Account number                                                                          X
 221     The system shall provide receipts listing, including but not limited to the following:
 222      Received by user name or identification                                                                     Available using the delivered
                                                                                                          X           reporting tools
 223       Inventory number                                                                       X
 224       Transaction type                                                                       X
 225       Purchase order number                                                                  X
 226       Invoice number or packing slip number                                                  X
 227       Unit of measure                                                                        X
 228       Unit cost                                                                                                  Available using the delivered
                                                                                                          X           reporting tools
 229       Quantity received                                                                      X
 230       Backorder quantity                                                                                         Available using the delivered
                                                                                                          X           reporting tools
 231       Date received                                                                          X
 232       Last receipt date                                                                                          Available using the delivered
                                                                                                          X           reporting tools
 233       Order quantity                                                                                             Available using the delivered
                                                                                                          X           reporting tools
 234      Vendor name                                                                             X
 235     The system shall provide Suggested Order Report                                          X
 236     The system shall provide Backorder Reports                                                                   Available using the delivered
                                                                                                          X           reporting tools
                                                                                                                                           RFP-001-02-RB
                                                                                                                              City of Kansas City, Missouri
                                                                                                                                    24 May 2002-Page 217
                                                                                                                                       City of Kansas City, MO
                                                                                                                  Government ERP System Request for Proposal

                                        City of Kansas City Property, Inventory, and Asset Management Requirements

                                                                                                              One Response Per
                                                                                                                Requirement
Line #                                                                                                        Y   N   C   3   F                Comments
 237     The system shall provide an Inventory Adjustments Register by any user defined criteria, including
         but not limited to:
 238       User entered by                                                                                                        Available using the delivered
                                                                                                                      X           reporting tools
 239      User approved by                                                                                                        Available using the delivered
                                                                                                                      X           reporting tools
 240       Inventory number                                                                                   X
 241       On hand quantity                                                                                   X
 242       Adjustment amount                                                                                  X
 243       New on hand                                                                                        X
 244       Reason                                                                                             X
 245       Adjustment date                                                                                    X
 246     The system shall provide an Inventory Receiving Report by any user defined criteria, including but
         not limited to:
 247       PO number                                                                                                              Available using the delivered
                                                                                                                      X           reporting tools
 248      Line #                                                                                                                  Available using the delivered
                                                                                                                      X           reporting tools
 249      Inventory number                                                                                                        Available using the delivered
                                                                                                                      X           reporting tools
 250      Description                                                                                                             Available using the delivered
                                                                                                                      X           reporting tools
 251      Vendor/supplier name                                                                                                    Available using the delivered
                                                                                                                      X           reporting tools
 252      Job                                                                                                                     Available using the delivered
                                                                                                                      X           reporting tools
 253      Work order #                                                                                                            Available using the delivered
                                                                                                                      X           reporting tools
 254      Project number                                                                                                          Available using the delivered
                                                                                                                      X           reporting tools
                                                                                                                                                       RFP-001-02-RB
                                                                                                                                          City of Kansas City, Missouri
                                                                                                                                                24 May 2002-Page 218
                                                                                                                                     City of Kansas City, MO
                                                                                                                Government ERP System Request for Proposal

                                        City of Kansas City Property, Inventory, and Asset Management Requirements

                                                                                                            One Response Per
                                                                                                              Requirement
Line #                                                                                                      Y   N   C   3   F                 Comments
 255      Grant number                                                                                                          Available using the delivered
                                                                                                                    X           reporting tools
 256      Quantity ordered                                                                                                      Available using the delivered
                                                                                                                    X           reporting tools
 257      Quantity received                                                                                                     Available using the delivered
                                                                                                                    X           reporting tools
 258      Quantity back ordered                                                                                                 Available using the delivered
                                                                                                                    X           reporting tools
 259      Cost                                                                                                                  Available using the delivered
                                                                                                                    X           reporting tools
 260      Cost extension                                                                                                        Available using the delivered
                                                                                                                    X           reporting tools
 261     The system shall provide an Inventory Returns Report by any user defined criteria, including but
         not limited to:
 262       Transaction number                                                                                                   Available using the delivered
                                                                                                                    X           reporting tools
 263      Received by                                                                                                           Available using the delivered
                                                                                                                    X           reporting tools
 264      Inventory number                                                                                                      Available using the delivered
                                                                                                                    X           reporting tools
 265      Description                                                                                                           Available using the delivered
                                                                                                                    X           reporting tools
 266      Quantity                                                                                                              Available using the delivered
                                                                                                                    X           reporting tools
 267      Date                                                                                                                  Available using the delivered
                                                                                                                    X           reporting tools
 268      Charged account number                                                                                                Available using the delivered
                                                                                                                    X           reporting tools
 269      Cost extension                                                                                                        Available using the delivered
                                                                                                                    X           reporting tools
                                                                                                                                                     RFP-001-02-RB
                                                                                                                                        City of Kansas City, Missouri
                                                                                                                                              24 May 2002-Page 219
                                                                                                                                         City of Kansas City, MO
                                                                                                                    Government ERP System Request for Proposal

                                         City of Kansas City Property, Inventory, and Asset Management Requirements

                                                                                                                One Response Per
                                                                                                                  Requirement
Line #                                                                                                          Y   N   C   3   F                 Comments
 270       Original transaction information                                                                                         Available using the delivered
                                                                                                                        X           reporting tools
 271     The system shall provide Stock Quantity Available Report                                               X
 272     The system shall provide Stores Requisition Report by any user defined criteria including, but not                         Available using the delivered
         limited to amount of surcharge and account number                                                              X           reporting tools
 273     The system shall provide Stock Status Report by any user defined criteria, including but not limited
         to:
 274        Inventory number                                                                                    X
 275        Date                                                                                                X
 276        Account number                                                                                                          Available using the delivered
                                                                                                                        X           reporting tools
 277       Transaction type                                                                                                         Available using the delivered
                                                                                                                        X           reporting tools
 278       PO number                                                                                                                Available using the delivered
                                                                                                                        X           reporting tools
 279       Invoice number or packing slip number                                                                                    Available using the delivered
                                                                                                                        X           reporting tools
 280       Unit of measure                                                                                      X
 281       Unit cost                                                                                                                Available using the delivered
                                                                                                                        X           reporting tools
 282       Quantity received                                                                                                        Available using the delivered
                                                                                                                        X           reporting tools
 283       Backorder quantity                                                                                                       Available using the delivered
                                                                                                                        X           reporting tools
 284       Date received                                                                                                            Available using the delivered
                                                                                                                        X           reporting tools
 285       Last receipt date                                                                                                        Available using the delivered
                                                                                                                        X           reporting tools
 286       Order quantity                                                                                                           Available using the delivered
                                                                                                                        X           reporting tools
                                                                                                                                                         RFP-001-02-RB
                                                                                                                                            City of Kansas City, Missouri
                                                                                                                                                  24 May 2002-Page 220
                                                                                                                                         City of Kansas City, MO
                                                                                                                    Government ERP System Request for Proposal

                                         City of Kansas City Property, Inventory, and Asset Management Requirements

                                                                                                                One Response Per
                                                                                                                  Requirement
Line #                                                                                                          Y   N   C   3   F                 Comments
 287       Vendor name                                                                                                              Available using the delivered
                                                                                                                        X           reporting tools
 288       On hand quantity                                                                                                         Available using the delivered
                                                                                                                        X           reporting tools
 289       Adjustment amount                                                                                                        Available using the delivered
                                                                                                                        X           reporting tools
 290       New on hand                                                                                                              Available using the delivered
                                                                                                                        X           reporting tools
 291       Reason                                                                                                                   Available using the delivered
                                                                                                                        X           reporting tools
 292       Adjustment date                                                                                                          Available using the delivered
                                                                                                                        X           reporting tools
 293       Line item number                                                                                                         Available using the delivered
                                                                                                                        X           reporting tools
 294       Description                                                                                                              Available using the delivered
                                                                                                                        X           reporting tools
 295     The system shall include a balance report by user defined criteria such as physical location,                              Available using the delivered
         aisle/row/bin, account numbers, etc.                                                                           X           reporting tools
 296     The system shall be able to generate reports on any user defined field added to an inventory
         record.                                                                                                X
 297     The system shall include an inventory aging report (e.g., perishable goods, paints, rubber products)                       Available using the delivered
                                                                                                                        X           reporting tools
 298     The system shall include a report on inventory item movement. (e.g. how often an item "turns",                             Available using the delivered
         when the last time an item was sold.)                                                                          X           reporting tools
 299     The system shall include an inventory reconciliation report to include but not be limited to the                           Available using the delivered
         following information. Inventory adjustments, sales, receipts, transfers and returns.                          X           reporting tools
 300     The system shall include a fiscal year end inventory report including but not limited to gains and
         losses on individual items, underage, overage, actual count, perpetual count and total inventory                           Available using the delivered
         value by organizational unit.                                                                                  X           reporting tools

                                                                                                                                                        RFP-001-02-RB
                                                                                                                                            City of Kansas City, Missouri
                                                                                                                                                  24 May 2002-Page 221
                                                                                                                                   City of Kansas City, MO
                                                                                                              Government ERP System Request for Proposal

                                       City of Kansas City Property, Inventory, and Asset Management Requirements

                                                                                                          One Response Per
                                                                                                            Requirement
Line #                                                                                                    Y   N   C   3   F                 Comments
 301     The system shall include a report based on inventory item's expiration dates, enabling the                           Available using the delivered
         forecasting of removal or return of items.                                                               X           reporting tools
 302     Vendor Questions:
 303     Describe the system's asset numbering conventions including the number and type of characters.

 304     Assets are identified by a unique number. As delivered the field is 12 alpha numeric
         characters. The system also has an option to number the assets sequentially. The initial
         asset number can be indicated as a starting point for sequentially numbering. In addition
         Asset Management has a tag number for tracking the physical asset.
 305     Describe the systems bar coding conventions. Is there a standard recommended?
 306
         The PeopleSoft Asset Management Physical Inventory feature has the flexibility to integrate
         with any bar coding hardware, and it has been fully integrated, certified and tested using a
         solution from HighJump Software, also known as Data Collections Systems, Inc.
  F      Describe the workflow approval process and number of approval levels available.
 308     Answer Here: Several workflow processes are delivered; transfer, custodian change,
         maintenance and warranty expirations. The number of levels is configurable based on the
         routes and roles established during implementation. Additional workflow provesses can be
         added.
 309     How many levels of sub-fixed assets are available for a fixed asset?
 310     They system accomodates an unlimited lever of sub-fixed assets. Sub-fixed assets can be
         handled in PeopleSoft several ways depending on what the user needs to accomplish.
         Parent/Child relationships can be set up with a parent having the ability to have unlimited
         children. The system allows you to depreciate the parent and child on the same schedule if
         needed and also treats the parent and child as a unit for retirement purposes if desired.
         Sub-fixed assets can also be accomodated by using PeopleSoft Trees. The tree structure
         would allow for a hierarchial relationship between the assets. This structure would
         primarily be for reporting purposes and not depreciation or processing.


                                                                                                                                                  RFP-001-02-RB
                                                                                                                                      City of Kansas City, Missouri
                                                                                                                                            24 May 2002-Page 222
                                                                                                                                   City of Kansas City, MO
                                                                                                              Government ERP System Request for Proposal

                                       City of Kansas City Property, Inventory, and Asset Management Requirements

                                                                                                          One Response Per
                                                                                                            Requirement
Line #                                                                                                    Y   N   C   3   F           Comments
 311     Describe how fixed asset values are adjusted based on market values.
 312


         The system allows you to adjust the maret value by defining and applying an index, such as
         the consumer price index. When you calculate the replacement cost, the original
         replacement cost will be adjusted by the index and subindex you specify. The system tracks
         date of the last replacement cost update. In addition there are delivered reports that display
         the anticipated depreciation based on the replacement value.
 313     Can user defined calculation fields be added to the data screens without system modification?

 314     Answer Here: Certain processes are delivered where users can define calculation routines
         without modification. An example is user defined depreciation methods. User defined
         calculations can be added to any field using PeopleTools. It is considered a modification
         but in most cases should be easily upgradable.
 315     Describe how the fixed asset module handles the GASB 34 modified approach.
 316     PeopleSoft supports multiple ledgers that are needed to accommodate the Cash Basis,
         Moidified Accrual Basis, and Full Accrual Basis required by GASB 34. The full accrual
         ledger is used for recording fixed asets on the accrual basis. Governmental asset
         acquisitions are to be recorded as current expenditures on the modified accrual basis. The
         acquisiton cost, therefore , will be recorded to a capital outlay expenditure account through
         Accounts Payable for acquired assets to the modified accrual ledger as a current year
         expenditure. When the asset is set up in Asset Management, the asset capitalization entry
         will be made to the full accrual ledger. All depreciation entries will be posted to the full
         accrual ledger, because this is where the asset-capitalized value will have been posted.
         This methodology provides an easy way to reconcile the difference between capital outlays
         in the fund statements versus fixed assets and depreciation in the government-wide
         statements, For constructed assets, Peoplesoft Projects can be used to accumulate the
         project cost, and the project can be closed to Asset Management upon completion or
         periodically, depending on your accounting policies. These capabilites paired with

                                                                                                                                              RFP-001-02-RB
                                                                                                                                  City of Kansas City, Missouri
                                                                                                                                        24 May 2002-Page 223
                                                                                                                                           City of Kansas City, MO
                                                                                                                      Government ERP System Request for Proposal

                                               City of Kansas City Cash and Investment Management Requirements

                                                                                                                  One Response Per
                                                                                                                    Requirement
Line #                                                                                                            Y   N   C   3      F             Comments
   0     Bank Transaction Tracking
  1      The system shall provide the ability to electronically retrieve balance and transaction detail from      X
         selected bank accounts based on a user defined schedule
  2      The system shall provide the ability to track all daily bank account activity at multiple banks,
         including but not limited to the following:
  3        Deposits (i.e., lockbox, money drops, wires)                                                           X
  4        Withdrawals                                                                                            X
  5        Wire transfers                                                                                         X
  6        Disbursements                                                                                          X
  7      The system shall interface with multiple cashiering platforms                                                    X               Peoplesoft can interface with
                                                                                                                                           standard electronic formats
  8      The system shall automatically match bank transactions with a corresponding general ledger offset                        X

  9      The system shall provide the ability to track cash activity related to City payables, tax refunds, and   X
         payroll
 10      The system shall provide the ability to initiate and receive ACH transactions, debits and credits        X

 11      The system shall provide the ability to initiate banking transactions in the amounts of 20 stop pays,    X                        In either Accounts Payable or
         15,000 checks, 13,000 ACH items, 175 bank debits and 50 bank wire transfers monthly                                             Treasury depending on source of
                                                                                                                                                     transaction
 12      The system shall provide the ability to permit on-line access to determine check status                  X
 13      The system shall provide the ability to consolidate invoices in payable in order to issue one check      X
         to vendor
 14      The system shall provide the ability to conduct disbursement and positive pay with multiple banks        X

 15      Bank Reconciliation and Reporting
 16      The system shall provide the ability conduct automated bank reconciliation for all accounts in the       X
         City Treasury
 17      The system shall provide ability to interface multiple electronic banking systems and read               X
         electronic bank statements based on user defined schedules

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                                                                                                                                              City of Kansas City, Missouri
                                                                                                                                                    24 May 2002-Page 224
                                                                                                                                     City of Kansas City, MO
                                                                                                                Government ERP System Request for Proposal

                                             City of Kansas City Cash and Investment Management Requirements

                                                                                                            One Response Per
                                                                                                              Requirement
Line #                                                                                                      Y   N   C   3      F                Comments
  18     The system shall provide the ability to identify outstanding checks by check number, account       X
         number, amount, date, vendor and fund
 19      The system shall provide the ability to purge prior month paid and voided check information, and   X
         cleared adjustments
 20      The system shall provide the ability to process and identify returned items (e.g., bad checks)     X
 21      The system shall provide Daily Cash Report by Fund and Bank Account                                        X              Peopletools reporting-low difficulty
 22      The system shall provide Monthly Cash Report (summary and detail) sorted by date, including but
         not limited to:
 23        Account number and description                                                                           X              Peopletools reporting-low difficulty
 24        Transaction code                                                                                         X              Peopletools reporting-low difficulty
 25        Transaction date                                                                                         X              Peopletools reporting-low difficulty
 26        Transaction number                                                                                       X              Peopletools reporting-low difficulty
 27        Debit amount                                                                                             X              Peopletools reporting-low difficulty
 28        Credit amount                                                                                            X              Peopletools reporting-low difficulty
 29        Beginning balance                                                                                        X              Peopletools reporting-low difficulty
 30        Ending balance                                                                                           X              Peopletools reporting-low difficulty
 31        Fund totals                                                                                              X              Peopletools reporting-low difficulty
 32      The system shall provide Bank to Book Reporting                                                            X              Peopletools reporting-low difficulty
 33      The system shall provide Accounts Payable or Payroll Report selected by check range, date, and
         vendor, etc., and other information, including but not limited to:
 34        Warrant number                                                                                   X
 35        Organizational unit                                                                              X
 36        Vendor number                                                                                    X
 37        Vendor name                                                                                      X
 38        Payroll date                                                                                     X                      In Peoplesoft HR-Payroll
 39        Employee name                                                                                    X                      In Peoplesoft HR-Payroll
 40        Employee number                                                                                  X                      In Peoplesoft HR-Payroll
 41        Warrant date                                                                                     X
 42        Warrant amount                                                                                   X
 43        Invoice number                                                                                   X

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                                                                                                                                                 24 May 2002-Page 225
                                                                                                                                         City of Kansas City, MO
                                                                                                                    Government ERP System Request for Proposal

                                               City of Kansas City Cash and Investment Management Requirements

                                                                                                                One Response Per
                                                                                                                  Requirement
Line #                                                                                                          Y   N   C   3      F                Comments
  44       Invoice date                                                                                         X
 45      The system shall provide Outstanding Warrant Report by user-defined criteria                           X
 46      The system shall provide bank reconciliation reports for, but not limited to:
 47        Issues Report                                                                                        X
 48        Combination Issues/Paids Report                                                                      X
 49        Status Report (showing any inconsistencies between bank and book amounts)                            X
 50        Balancing Reports                                                                                            X              Peoplesoft reporting - low difficulty
 51        Memos Report                                                                                                 X              Peoplesoft reporting - low difficulty
 52        Deposit Report                                                                                               X              Peoplesoft reporting - low difficulty
 53        Daily Activity Report                                                                                X
 54        Treasurers Check Register                                                                            X
 55        Daily Check Sheet                                                                                            X              Peoplesoft reporting - low difficulty
 56        Issues and Voids                                                                                             X              Peoplesoft reporting - low difficulty
 57        Monthly Totals                                                                                       X
 58      Cash Management Forecasting and Reporting
 59      The system shall provide the ability to extract and compile accruals for revenue and expenditures              X
         from the GL system                                                                                                            Peoplesoft reporting - low difficulty
 60      The system shall provide the ability to calculate cash flow and forecast the City's cash position by   X
         accounting period, fiscal year, multiple fiscal years, capital project or contract period

 61      The system shall provide the ability to sort funds into different groupings as needed (e.g., certain   X
         special revenue funds and internal service)
 62      The system shall provide the ability to calculate average daily, monthly and quarterly cash balance    X                                IN Peoplesoft GL
         by fund, group and organizational unit, and to adjust these average cash balances as needed

 63      The system shall provide the ability to allocate interest earned and post to the applicable accounts   X

 64      The system shall provide the ability to allocate and post unrealized and realized gains and losses     X
         on investments and post to the applicable accounts


                                                                                                                                                           RFP-001-02-RB
                                                                                                                                               City of Kansas City, Missouri
                                                                                                                                                     24 May 2002-Page 226
                                                                                                                                            City of Kansas City, MO
                                                                                                                       Government ERP System Request for Proposal

                                               City of Kansas City Cash and Investment Management Requirements

                                                                                                                   One Response Per
                                                                                                                     Requirement
Line #                                                                                                             Y   N   C   3      F               Comments
  65     The system shall provide the ability to post reversing entries, interest and unrealized and realized      X
         gains and losses
 66      The system shall provide the ability for daily cash position statement and management and                 X
         investment reports
 67      The system shall provide the ability to calculate cash flow receipts and disbursements by account         X
         groups and forecast the City's cash position for fund, account, capital projects, departments and
         groups
 68      The system shall provide ability to make online adjustments to the cash forecasting application for       X
         transactions that will not affect other related applications
 69      The system shall provide ability to enter recurring revenues based on user-defined cycles (e.g.,          X                                 Peoplesoft AR
         monthly, weekly, daily, etc.)
 70      The system shall provide user ability to review variances between projected and actual fund                       X              Peopletools Reporting - low difficulty
         balances based on user-defined parameters (e.g., account number and/or period)
 71      The system shall provide the ability to report the cash flow obligations of the bond issue including      X
         interest payments, maturities, sinking fund obligations and administrative expenses associated with
         the bond issue database.
 72      The system shall provide Cash Forecast Reports reflecting beginning cash, revenue, expenses,                                     Peopletools Reporting - low difficulty
         and ending balance                                                                                                X
 73      The system shall report cash receipts and disbursements by fund, department, group and by                                        Peopletools Reporting - low difficulty
         revenue/expenditure classification (e.g., federal aid, property taxes, salaries, services and supplies)
                                                                                                                           X
 74      The system shall provide a report of Interest Earned on Investments by month and year to date, or
         other user defined criteria                                                                               X
 75      The system shall provide a report of realized gains/losses on sale of Investments by month, and                                  Peopletools Reporting - low difficulty
         year to date, or other user defined criteria                                                                      X
 76      The system shall provide a report of unrealized gains and losses on Investments by month,                                        Peopletools Reporting - low difficulty
         quarter, and year to date, or other user defined criteria                                                         X
 77      The system shall provide the ability to report cash receipts and disbursements by fund, department,                              Peopletools Reporting - low difficulty
         group and revenue and expenditure account                                                                         X


                                                                                                                                                             RFP-001-02-RB
                                                                                                                                                 City of Kansas City, Missouri
                                                                                                                                                       24 May 2002-Page 227
                                                                                                                                          City of Kansas City, MO
                                                                                                                     Government ERP System Request for Proposal

                                               City of Kansas City Cash and Investment Management Requirements

                                                                                                                 One Response Per
                                                                                                                   Requirement
Line #                                                                                                           Y   N   C   3      F               Comments
  78     The system shall provide the ability to report average daily, monthly, and quarterly cash balances                             Peopletools Reporting - low difficulty
         by fund, department, cash account, and group                                                                    X
 79      Investment Management - Pooled, Restricted and Trustee-Held
 80      The system shall provide the ability to track interest earned (including purchased interest) by         X
         individual investment on both cash and accrual basis monthly, year-to-date, and life-to-date
 81      The system shall provide daily updates for purchase, redemption and add back of interest to an          X
         investment
 82      The system shall provide the ability to allocate interest earned, including negative interest on        X                                 Peoplesoft GL
         selected cash accounts based on average daily cash balances
 83      The system shall provide the ability to track and maintain investments including, but not limited to,
         the following:
 84         Investment journals                                                                                  X
 85         Interest accruals                                                                                    X
 86         Receipts                                                                                             X
 87         Amortization of premium/discount                                                                     X
 88         Purchased interest                                                                                   X
 89      The system shall provide the ability to maintain investment institution information                     X
 90      The system shall provide the ability to maintain narrative information on investments including         X
         instructions for reinvestment
 91      The system shall provide the ability to track yields                                                    X
 92      The system shall be GASB 31compliant                                                                    X
 93      The system shall be FASB compliant                                                                      X
 94      The system shall provide the ability to track gains and losses per investment by the adjusted fair      X
         value basis
 95      The system shall provide the ability to track gains and losses per investment based on cost             X
 96      The system shall provide total interest income amount and apportion according to interest ratio by      X                          Peoplesoft Treasury and GL
         fund
 97      The system shall allow manual override of interest income allocation amount per fund                    X                                 Peoplesoft GL
 98      The system shall re-calculate interest ratios for all funds based on change in one fund                 X                                 Peoplesoft GL


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                                                                                                                                               City of Kansas City, Missouri
                                                                                                                                                     24 May 2002-Page 228
                                                                                                                                       City of Kansas City, MO
                                                                                                                  Government ERP System Request for Proposal

                                              City of Kansas City Cash and Investment Management Requirements

                                                                                                              One Response Per
                                                                                                                Requirement
Line #                                                                                                        Y   N   C   3   F             Comments
  99     The system shall provide support for an unlimited number of investment pools and unlimited                   X       X Under Consideration for future release
         participants and provide related detailed reporting of contribution and withdrawals.
 100     The system shall provide ability to assess related management fees based on calculated               X                      Peoplesoft Treasury and GL
         percentage of earnings.
 101     The system shall provide the capability to compare and reconcile investment information with the             X                Peopletools reporting-low
         Trustee Investment Manager.
 102     The system shall provide the capability to report on investment information and market values from           X                Peopletools reporting-low
         the Trustee Investment Manager.
 103     The system shall provide a report of Interest Earned on Investments by month or other user                                    Peopletools reporting-low
         defined criteria                                                                                             X
 104     The system shall provide a Report of Weekly and Monthly Investment Transactions by date and by                                Peopletools reporting-low
         investment number                                                                                            X
 105     The system shall provide Investment Reports, including but not limited to the following:
 106        Investment number                                                                                         X                Peopletools reporting-low
 107        Fund                                                                                                      X                Peopletools reporting-low
 108        Purchase date                                                                                             X                Peopletools reporting-low
 109        Call date and Yield to Call                                                                               X                Peopletools reporting-low
 110        Maturity date and Yield to Maturity                                                                       X                Peopletools reporting-low
 111        Cost                                                                                                      X                Peopletools reporting-low
 112        Face value                                                                                                X                Peopletools reporting-low
 113        Institution Purchased From and Institution Where Safekept                                                 X                Peopletools reporting-low
 114        Security                                                                                                  X                Peopletools reporting-low
 115        Investment type                                                                                           X                Peopletools reporting-low
 116        Market value                                                                                              X                Peopletools reporting-low
 117        Interest receivable                                                                                       X                Peopletools reporting-low
 118        Interest earned year-to-date                                                                              X                Peopletools reporting-low
 119        Interest received in current period                                                                       X                Peopletools reporting-low
 120        Interest received year to date                                                                            X                Peopletools reporting-low
 121        Cusip number                                                                                              X                Peopletools reporting-low
 122        Term                                                                                                      X                Peopletools reporting-low

                                                                                                                                                     RFP-001-02-RB
                                                                                                                                         City of Kansas City, Missouri
                                                                                                                                               24 May 2002-Page 229
                                                                                                                                        City of Kansas City, MO
                                                                                                                   Government ERP System Request for Proposal

                                               City of Kansas City Cash and Investment Management Requirements

                                                                                                               One Response Per
                                                                                                                 Requirement
Line #                                                                                                         Y   N   C   3      F         Comments
 123     The system shall provide a report on the renewal of maturing investments                                      X              Peopletools reporting-low
 124     The system shall provide the ability to calculate and maintain daily and monthly interest             X
 125     The system shall provide the ability to compare anticipated investment revenue with actual                                   Peopletools reporting-low
         calculations                                                                                                  X
 126     The system shall provide the ability to calculate premium and discount                                X
 127     The system shall calculate the rate of return of portfolio, short-term and long-term, based on user                          Peopletools reporting-low
         defined criteria                                                                                              X
 128     The system shall provide the ability to calculate simple average term                                         X              Peopletools reporting-low
 129     The system shall provide the ability to perform multiple yields (e.g., yields based on industry                              Peopletools reporting-low
         standards)                                                                                                    X
 130     The system shall perform and print investment compliance review (comparing the portfolio to the                              Peopletools reporting-low
         policy) based on user-defined parameters                                                                      X
 131     The system shall provide a Report of Scheduled Investment Maturities per month, quarter and
         year, including but not limited to the following information:
 132        Safekeeping Institution                                                                            X
 133        Security receipt number, holder and description                                                    X
 134        Maturity date                                                                                      X
 135        Par, book, market value                                                                            X
 136        Cusip number                                                                                       X
 137     The system shall provide an Interest Report with daily and monthly summary of scheduled vs.                                  Peopletools reporting-low
         received interest on each investment                                                                          X
 138     The system shall provide an Open/Outstanding Investments Report                                       X
 139     The system shall provide a Listing of Matured Investments                                             X
 140     The system shall provide the ability to produce exception reports                                             X              Peopletools reporting-low
 141     The system shall provide Audit Confirmations, including but not limited to the following:                                    Peopletools reporting-low
 142        Financial institution                                                                                      X              Peopletools reporting-low
 143        Address                                                                                                    X              Peopletools reporting-low
 144        Holder institution                                                                                         X              Peopletools reporting-low
 145        Account name                                                                                               X              Peopletools reporting-low
 146        Account number                                                                                             X              Peopletools reporting-low

                                                                                                                                                    RFP-001-02-RB
                                                                                                                                        City of Kansas City, Missouri
                                                                                                                                              24 May 2002-Page 230
                                                                                                                                   City of Kansas City, MO
                                                                                                              Government ERP System Request for Proposal

                                              City of Kansas City Cash and Investment Management Requirements

                                                                                                          One Response Per
                                                                                                            Requirement
Line #                                                                                                    Y   N   C   3      F              Comments
 147       Interest rate                                                                                          X                   Peopletools reporting-low
 148       Balance                                                                                                X                   Peopletools reporting-low
 149       Category                                                                                               X                   Peopletools reporting-low
 150     The system shall provide Automated letters for confirmations and correspondences                 X
 151     The system shall provide line, bar, and pie graphs for the following:
 152       Portfolio balance                                                                                      X                    Peopletools reporting-low
 153       Interest earnings                                                                                      X                    Peopletools reporting-low
 154       Portfolio rate of return                                                                               X                    Peopletools reporting-low
 155       Yield history                                                                                          X                    Peopletools reporting-low
 156       Percentage per type of investments                                                                     X                    Peopletools reporting-low
 157       Dollars per investment type                                                                            X                    Peopletools reporting-low
 158     The system shall provide the capability to interface with General Ledger based on user-defined                          Peoplesoft Treasury is fully
         parameters (e.g., calculate journal transactions by specified date range)                        X                      integrated with GL
 159     The system shall provide automated ability to update portfolios with current market values               X              Low difficulty




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e release




                        RFP-001-02-RB
            City of Kansas City, Missouri
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            RFP-001-02-RB
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            RFP-001-02-RB
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                                                                                                                                          City of Kansas City, MO
                                                                                                                     Government ERP System Request for Proposal

                                                  City of Kansas City Projects & Grants Accounting Requirements

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Line #                                                                                             Y   N   C     3   F                      Comments
   0     Activity-based Cost Accounting
  1      The system shall provide the ability to establish project numbers for projects            X
  2      The system shall provide the ability for a fully integrated activity-based cost           X
         accounting module that includes, but is not limited to, projects, grants and cost
         centers
  3      The system shall provide the ability to track and distribute overhead costs by            X
         multiple criteria
  4      The system shall provide the ability to review variances before distribution              X
  5      The system shall provide the ability to track variances between estimated and             X
         actual overhead costs
  6      The system shall provide the ability to distribute variances to cost centers at the       X
         end of each accounting period
  7      The system shall provide the ability to charge a cost to more than one costing            X
         activity (e.g., a salary cost is charged to a grant, a regional cost center, a specific
         program)
  8      The system shall provide detailed revenue and cost accumulation by cost center,           X
         grant and project
  9      The system shall provide flexible account coding to the desired level of subprojects      X

 10      The system shall provide the flexibility to require organizations, etc. to enter sub-             X              Commitment Control can be set up on Project ID
         project, etc. coding before accepting a transaction                                                             so that a transaction would have to have a Project
                                                                                                                                      Id to pass budget checking
 11      The system shall provide the ability to use single or multiple levels of overhead for,
         but not limited to, the following:
 12        Full costing                                                                            X
 13        Departmental costing                                                                    X
 14        State grant costing                                                                     X
 15        Federal costing                                                                         X
 16      The system shall provide layers of functional cost classifications to roll up to cost     X
         centers

                                                                                                                                                            RFP-001-02-RB
                                                                                                                                                City of Kansas City, Missouri
                                                                                                                                                      24 May 2002-Page 240
                                                                                                                                           City of Kansas City, MO
                                                                                                                      Government ERP System Request for Proposal

                                                  City of Kansas City Projects & Grants Accounting Requirements

                                                                                                            On
                                                                                                             e
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Line #                                                                                              Y   N   C     3   F                    Comments
  17     The system shall be capable of maintaining separate cost activities employing an           X
         alphanumeric identifier
 18      The system shall provide layers of cost centers that roll up to at least three             X
         summary totals with totals by organizational unit
 19      The system shall provide the ability to index cost centers to organizational units         X
         with a capability for generic cost centers that cross organizational units
 20      The system shall provide the ability to identify exceptions when an organizational         X
         unit charges to another organizational unit‟s cost center
 21      The system shall provide a billing mechanism for charging between funds, projects,
         cost centers and organizational units including, but not limited to, the following:

 22        Time and labor costs, services and supplies, contract payments, vehicle mileage          X
           rates, overhead charges and other charges
 23        Automatic AR while encumbering funds in the paying organizational unit                   X
 24        A maximum limit that can be billed                                                       X
 25      Project/Grant Accounting
 26      The system shall provide the ability to record transactions applicable to individual
         projects/grants at all levels of the classification structure including, but not limited
         to, the following:
 27        Budgets                                                                                  X
 28        Engineer estimates                                                                       X
 29        Administrative overhead limitations
 30        Appropriations                                                                           X
 31        Overhead application                                                                     X
 32        Receivables                                                                              X
 33        Revenues (Program Income)                                                                X
 34        Cash receipts                                                                            X                     The system can track the amount billed and the
                                                                                                                                       amount collected.
 35        Encumbrances                                                                             X
 36        Expenditures                                                                             X
                                                                                                                                                           RFP-001-02-RB
                                                                                                                                               City of Kansas City, Missouri
                                                                                                                                                     24 May 2002-Page 241
                                                                                                                                         City of Kansas City, MO
                                                                                                                    Government ERP System Request for Proposal

                                                 City of Kansas City Projects & Grants Accounting Requirements

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Line #                                                                                            Y   N   C     3   F                      Comments
  37       Payables                                                                               X
 38        Expenses                                                                               X
           Interest                                                                               X
 39        Cash disbursements                                                                             X             The system captures voucher bookings in project.
                                                                                                                           A report could be created to analyze which
                                                                                                                                     invoices have been paid.
 40      The system shall provide the ability to record project/grant/cost center-related         X
         transactions by fiscal period
 41      The system shall maintain project/grant/cost center detail information on both a         X
         year-to-date and inception-to-date basis
 42      The system shall maintain project/grant/cost center detail information based on          X
         user defined periods
 43      The system shall provide the ability to record miscellaneous adjustments,                X
         reclassifications and interfund transfers associated with projects/grants/cost centers

 44      The system shall provide the ability to calculate available project/grant balances       X
         from inception-to-date appropriations, expenses, expenditures and encumbrances

 46      The system shall provide the ability to track, record and refund security deposits               X
         and charge against these deposits
 47      The system shall provide the ability to compute trust account balances at report                 X
         time and time of online inquiry
 48      The system shall provide the ability to identify and structure a project/grant in        X
         multiple phases over multiple years with associated budgets
 49      The system shall provide the ability to record accruals for grants, projects, and cost   X
         centers when billings are prepared or statements are filed with the cognizant entity

 50      The system shall provide the ability to account for accrued revenues as a                X
         receivable which will be liquidated automatically when the drawdown of grant
         related cash is posted

                                                                                                                                                          RFP-001-02-RB
                                                                                                                                              City of Kansas City, Missouri
                                                                                                                                                    24 May 2002-Page 242
                                                                                                                                        City of Kansas City, MO
                                                                                                                   Government ERP System Request for Proposal

                                                City of Kansas City Projects & Grants Accounting Requirements

                                                                                                         On
                                                                                                          e
                                                                                                         Res
Line #                                                                                           Y   N   C     3   F                    Comments
  51     The system shall provide the ability to monitor the status of grant/project related     X
         receivables and deferrals
 52      The system shall provide the ability to set budget controls for various categories      X
         (e.g., administrative overhead, matching funds, inspections, etc.) as a percentage
         or a flat amount
 53      The system shall provide the ability to perform budgetary control edits prior to        X
         posting grant transactions
 54      The system shall provide the ability to perform edits to determine whether              X
         transactions submitted for processing fall within time frames for which specific
         grants are active and may be expended
 55      The system shall provide the ability to track hours expended for all projects by        X
         organizational unit, pay period, employee, account number, etc.
 56      The system shall provide the option to automatically roll-forward into new budget       X
         year either unexpended or all previous budget appropriations, expenditures and
         progress payments throughout multiple years for the life of a project and maintain
         all history information under either option
 57      The system shall provide the ability to update the master project budget file with      X                       Budget entries can be designated as either
         additional allocations and track each separately - amount, date, name of project                                          original or adjustment.
         manager, and source of funds
 58      The system shall provide the ability to track project expenditures and allocations by   X
         fiscal year
 59      The system shall provide the ability at year end to report projects which have closed   X
         during the year
 60      The system shall provide the ability to track and maintain projects by                  X
         department/division, sub-unit, project number, Federal CFDA Grant number, pass
         through grantor's number, Data Survey Request number, federal agency and state
         agency
 61      The system shall provide the ability to generate online project authorization forms     X
         and project numbers for opening and closing projects


                                                                                                                                                        RFP-001-02-RB
                                                                                                                                            City of Kansas City, Missouri
                                                                                                                                                  24 May 2002-Page 243
                                                                                                                                        City of Kansas City, MO
                                                                                                                   Government ERP System Request for Proposal

                                                 City of Kansas City Projects & Grants Accounting Requirements

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Line #                                                                                           Y   N   C     3   F                  Comments
  62     The system shall provide the ability to revise/update project cost estimates and        X
         schedules
 63      The system shall provide the ability to prevent costs from being charged to closed      X
         projects or closed project phases
 64      The system shall provide the ability to prevent costs from being charged to closed      X
         accounts or "inactive" accounts
 65      The system shall provide the ability to retain original budget and budget changes       X
         detail through the project life
 66      The system shall provide the ability to track projects by, but not be limited to, the
         following information:
 67        Department/Division/Sub unit                                                          X
 68        Project group                                                                         X
 69        Fund type                                                                             X
 70        Fund source                                                                           X
 71        Unique identifier                                                                     X
 72        Project number                                                                        X
 73        Project manager                                                                       X
 74        Project phase                                                                         X
 75        CFDA (Catalog of Federal Domestic Assistance) Number and description                  X
 76        Grantor Number and description                                                        X
 77        Data Survey Request Number and description                                            X
 78        City Council Number and date                                                                  X
 79        State Grantor Agency name                                                             X
 80        Federal Grantor Agency Name                                                           X
 81        Grantor contact                                                                       X
 82        Grantor phone number                                                                  X
 83        Percentage of completion                                                              X
 84      The system shall provide the ability to immediately provide revised budget status       X
         upon the revision of project estimates


                                                                                                                                                     RFP-001-02-RB
                                                                                                                                         City of Kansas City, Missouri
                                                                                                                                               24 May 2002-Page 244
                                                                                                                                         City of Kansas City, MO
                                                                                                                    Government ERP System Request for Proposal

                                                 City of Kansas City Projects & Grants Accounting Requirements

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Line #                                                                                            Y   N   C     3   F                  Comments
  85     The system shall provide the ability to maintain all edit and account structure tables   X
         online
 86      The system shall provide the ability to retain all accounting transactions relating to   X
         projects online throughout the project life
 87      The system shall provide the ability to display warning message when trying to                   X
         close a project with open or outstanding purchase orders, or which have been over
         expended
 88      The system shall provide the ability to flag and prevent entry until authorized.                 X
 89      The system shall provide the ability to report over-expended projects and indicate       X
         the transactions that exceeded the expenditure limit.
 90      The system shall provide the ability to compare actual expenditures to forecasts         X

 91      The system shall provide the ability to establish multiple contracts and POs under a     X
         single project
 92      The system shall provide the ability to support, via interfacing AP, purchasing          X
         subsystems, change orders or amendments to contracts with changes reflected in
         grant, project, and cost center
 93      The system shall provide the ability to set-up contracts as an encumbrance               X
 94      The system shall provide the ability to track days remaining on contracts for            X
         advance notification that a contract is soon to expire
 95      The system shall provide access to multiple years of data                                X
 96      The system shall provide the ability to research prior months and prior years data at    X
         all detail levels
 97      The system shall provide YTD info                                                        X
 98      Project/Grant Accounting Reporting
 99      The system shall provide a Master Project Listing, including status (open, closed)               X




                                                                                                                                                      RFP-001-02-RB
                                                                                                                                          City of Kansas City, Missouri
                                                                                                                                                24 May 2002-Page 245
                                                                                                                                     City of Kansas City, MO
                                                                                                                Government ERP System Request for Proposal

                                                City of Kansas City Projects & Grants Accounting Requirements

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Line #                                                                                        Y   N   C     3   F                     Comments
 100     The system shall provide Grant and Project Listing, including but not limited to:            X
         fund, department/division, org. unit, project number/name, total budget cycle,
         outstanding POs, expended to date/percent, expended in the current month,
         percent complete by phase, remaining, contract, phase
 101     The system shall provide Grant, Project, and Cost Center Summary Reports,                    X
         including but not limited to: project number/name, account number/name, total
         budget, encumbrances expended to date/ percent, expended this month, expended
         this fiscal year, remaining
 102     The system shall provide Grant, Project, and Cost Center Detail Transaction                  X
         Reports, including but not limited to: project number/name, project manager,
         transaction date, reference number/source, entered by, JE number, transaction
         code, vendor, year(s), period(s), invoice/receipt, description, PO number, check
         number, amount and outstanding POs, comparisons of actual to budget, available
         by revenue and expense categories by period or year to date as requested

 103     The system shall provide Accounting Period-To-Date Detail Labor Distribution by              X
         Grant, Project, and Cost Center, including, but not limited to: employee name,
         position control number, transaction date, year and period
 104     The system shall provide the ability to separate prior year expenditures and prior   X
         year budget for GAAP reporting (view life-to-date budget, remaining budget, single
         year and monthly, etc. for GAAP reporting)
 105     The system shall produce status reports by grant, project and cost center for any            X
         time period, including detailed revenues and expenditures,
 106     The system shall provide the ability to produce percent of completion reports, and           X
         to flag variance from arbitrage spend out schedules by a user defined percentage

 107     The system shall provide the ability to generate Federal financial reporting and             X
         payment requisition forms by Dept./Div., and by project number and Federal /State                          We can generate the SF-269 and SF-272 within
         Grant number, and unique identifier                                                                        the Grants module.


                                                                                                                                                     RFP-001-02-RB
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                                                                                                                                               24 May 2002-Page 246
                                                                                                                                            City of Kansas City, MO
                                                                                                                       Government ERP System Request for Proposal

                                                  City of Kansas City Projects & Grants Accounting Requirements

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Line #                                                                                               Y   N   C     3   F                  Comments
 108     The system shall provide the ability to report fiscal year-to-date expenditures and         X
         allocations for multiple year projects
 109     The system shall provide Accounting Period-To-Date Department/Division Labor                        X
         Distribution Reports by Grant, Project, and Cost Center
 110     The system shall provide an Accounting Period-To-Date Project Distribution                          X
         Summary with prior month comparison, actual to budget comparison, and inception-
         to-date
 111     The system shall provide the ability to compare actual expenditures to budget by            X
         project and report by month
 112     The system shall provide YTD info & Project/Grant year info                                 X
 113     The system shall provide the ability to redistribute overhead based on a defined            X
         algorithm
 114     The system shall provide the ability to customize the "roll up" of individual account       X
         line items into various "personnel" or "operating" or "other" categories to comply
         with grant reporting requirements.
 115     The system shall provide the ability to view the payroll detail register that ties to the   X
         payroll posting on the grant expenditure report by pay period.
 116     The system shall print an Overview Report listing the following (but not limited to):               X
         Project/Grant name, number, start date, completion date, engineer estimate, grant
         amount, budget, CFDA number and description, Grantor number, Federal
         Department, State Department, Data Survey Request number and description, City
         Council number and date, cash receipts to date and expenditures to date,
         receivable to date and deferred to date
 117     The reports should include revenues, expenditures, and net excess or deficiency of                  X
         revenues over expenditures
 118     The system shall provide all revenue and expenditure reports by month or year to            X
         date time periods with a comparison to budget and variance amounts
 119     The system shall provide the ability to track projects by baseline                          X



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                                                                                                                                             City of Kansas City, Missouri
                                                                                                                                                   24 May 2002-Page 247
                                                                                                                                          City of Kansas City, MO
                                                                                                                     Government ERP System Request for Proposal

                                                 City of Kansas City Projects & Grants Accounting Requirements

                                                                                                           On
                                                                                                            e
                                                                                                           Res
Line #                                                                                             Y   N   C     3   F                  Comments
 120     The system shall provide the ability to produce status reports by grant, project and      X
         cost center at any time, including summary and detailed revenues and expenditures
         by the period and/or year to date requested
 121     The system shall provide the ability to generate Federal financial reporting and          X
         payment requisition forms by Dept./Division, and by project number and
         Federal/State Grant number, and unique identifier
 122     The system shall provide the ability to separate prior year expenditures and prior        X
         year budget for GAAP reporting (view life-to-date budget, single year and monthly,
 123     etc. for GAAP reporting) the ability to compare actual expenditures to budget by
         The system shall provide                                                                  X
         project and report by month
 124     The system shall provide the ability to customize the "roll up" of individual account     X
         line items into various "personnel" or "operating" or "other" categories to comply
         with grant reporting requirements
 125     The system shall provide the ability to review "on-line" the payroll register that ties   X
         to the payroll posting on the grant expenditure report by pay period




                                                                                                                                                       RFP-001-02-RB
                                                                                                                                           City of Kansas City, Missouri
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                                                                                                                              City of Kansas City, MO
                                                                                                         Government ERP System Request for Proposal

                                                   City of Kansas City Human Resources Requirements

                                                                                                                One Response Per
                                                                                                                  Requirement

Line #                                                                                                         Y   N   C   3       F         Comments
   0     Employee Records
  1      The system shall provide the ability to maintain employee data including, but not limited to:
  2       Name                                                                                                 X
  3       Former Name                                                                                          X
  4       Employee Identification Number                                                                       X
  5       Job Title                                                                                            X
  6       Department/Division/Section/Fund/Organization Unit                                                   X
  7       Hire Date                                                                                            X
  8       Status (Active/Inactive)                                                                             X
  9       Primary Supervisor's Name                                                                            X
 10       Supervisor's Phone Number                                                                            X
 11       Division Manager's Name                                                                              X
 12       Physical address/location                                                                            X
 13       Mailing address (e.g., P.O. Box number)                                                              X
 14       DOT position                                                                                                 X               PeopleTools can be
                                                                                                                                       used to create the
                                                                                                                                       required field which can
                                                                                                                                       then be reported on.
                                                                                                                                       This can also be
                                                                                                                                       created in a
                                                                                                                                       competency cluster with
                                                                                                                                       required competencies
                                                                                                                                       attached to it.




                                                                                                                                                           RFP-001-02-RB
                                                                                                                                               City of Kansas City, Missouri
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                                                                                                                               City of Kansas City, MO
                                                                                                          Government ERP System Request for Proposal

                                                   City of Kansas City Human Resources Requirements

                                                                                                                  One Response Per
                                                                                                                    Requirement

Line #                                                                                                            Y   N   C   3      F          Comments
  15       Safety sensitive position                                                                                      X              PeopleTools can be
                                                                                                                                         used to create the
                                                                                                                                         required field which can
                                                                                                                                         then be reported on.
                                                                                                                                         This can also be
                                                                                                                                         created in a
                                                                                                                                         competency cluster with
                                                                                                                                         required competencies
                                                                                                                                         attached to it.

 16        E-mail address                                                                                         X
 17        Home Telephone number                                                                                  X
 18        Work Telephone number                                                                                  X
 19        Date of Birth                                                                                          X
 20        City Property (e.g. pager, cell phone, badge type, parking pass, and keys)                             X
 21        Fax number                                                                                             X
 22        Emergency contacts (up to three)                                                                       X
 23        SSN                                                                                                    X
 24        Spouse and dependent information                                                                       X
 25        Employee licenses, and professional associations                                                       X
 26        The system shall provide for basic tracking of employee equipment (to serve as a reminder to           X
           ensure its recovery upon termination)
 27      The system shall provide the capability to utilize and interface with identification card systems (bar   X
         code, magnetic card, etc.) when accessing employee data
 28      The system shall provide the ability to maintain employee personnel history online beyond the life       X
         of the employee, and payroll detail for a specified time period




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                                                                                                                                City of Kansas City, MO
                                                                                                           Government ERP System Request for Proposal

                                                   City of Kansas City Human Resources Requirements

                                                                                                                  One Response Per
                                                                                                                    Requirement

Line #                                                                                                            Y   N   C   3      F           Comments
  29     The system shall provide a warning if a work permit is required upon entry of the employee date of       X                      During the hire process,
         birth.                                                                                                                          the system provides an
                                                                                                                                         edit against the
                                                                                                                                         employee birth date
                                                                                                                                         field to warn against
                                                                                                                                         hiring someone younger
                                                                                                                                         than the age of 18.

 30      The system shall provide the ability to define and track job classifications that include, but are not
         limited to:
 31         Record of job classification code(s)                                                                  X
 32         Licenses (including CDL), certificates and registration requirements                                  X
 33         Degree requirements                                                                                   X
 34         Minimum requirements                                                                                  X
 35         Management and supervisory level                                                                      X
 36         American Disabilities Act (ADA) by classification/essential functions                                 X                      PeopleSoft provides
                                                                                                                                         accommodation request
                                                                                                                                         information. Several
                                                                                                                                         fields on these pages
                                                                                                                                         can reflect values used
                                                                                                                                         for ADA compliance.

 37        Medical codes                                                                                                  X              PeopleTools can be
                                                                                                                                         used to add additional
                                                                                                                                         fields to the delivered
                                                                                                                                         record definition.
 38        Key class and occupational families                                                                    X
 39        Class series (occupational series)                                                                     X
 40        Class status (active, inactive, etc.)                                                                  X

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                                                                                                                               City of Kansas City, MO
                                                                                                          Government ERP System Request for Proposal

                                                   City of Kansas City Human Resources Requirements

                                                                                                                 One Response Per
                                                                                                                   Requirement

Line #                                                                                                          Y   N   C   3       F         Comments
  41       Restrictions on class use (active/inactive)                                                          X
 42        Effective date of class                                                                              X
 43        Classification title                                                                                 X
 44        Salary range                                                                                         X
 45        Pay Step                                                                                             X
 46        Fair Labor Standards Act (FLSA) status (exempt/non-exempt)                                           X
 47        Federal job category (i.e. Administrative, Technical, and Clerical categories)                       X
 48        Workers' compensation code                                                                           X
 49        Diversity information (age, race, gender, etc..)                                                     X
 50        Employee type ( i.e., full-time/part-time classified/unclassified, regular, temporary/seasonal, or   X
           personal service contract)
 51        Bargaining unit                                                                                      X
 52      The system shall have the ability to track Foreign National Status (H1B status)                        X
 53      The system shall provide the ability to import external data (e.g., census data, Bureau of Labor       X                       (Workforce Analytics
         Statistics (BLS) data, etc.) for comparison trend analysis                                                                     and the PeopleSoft
                                                                                                                                        Enterprise Warehouse).

 54      The system shall provide the ability to automatically add employee to transfer list when employee              X               The addition of an
         requests transfer and is eligible for a class to class move or lower                                                           employee to the transfer
                                                                                                                                        list does not occur until
                                                                                                                                        the 'Job Data' record
                                                                                                                                        has been updated with
                                                                                                                                        a 'Transfer'
                                                                                                                                        Action/Reason row.




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                                                                                                                               City of Kansas City, MO
                                                                                                          Government ERP System Request for Proposal

                                                   City of Kansas City Human Resources Requirements

                                                                                                                 One Response Per
                                                                                                                   Requirement

Line #                                                                                                          Y   N   C   3       F          Comments
  55     The system shall provide the ability to automatically notify employees that a transfer list has                X               Assuming modifications
         expired (after one year) or allow employee to request extension for term of list to automatically                              are made to the system
         extend participation                                                                                                           as referenced in #54
                                                                                                                                        above, additional
                                                                                                                                        Workflow notifications
                                                                                                                                        can be created using
                                                                                                                                        PeopleSoft's Workflow
                                                                                                                                        Administrator.

 56      Position Control
 57      The system shall provide budgeting capabilities and maintain information related to positions,
         including but not limited to:
 58        Date created                                                                                         X
 59        Budgeted/un-budgeted status                                                                          X
 60        Job classification                                                                                   X
 61        Position title                                                                                       X
 62        Fund source                                                                                          X
 63        Employee group                                                                                       X
 64        Organizational codes                                                                                 X
 65        Location                                                                                             X
 66        Subordinate positions                                                                                X                       The Tree Manager
                                                                                                                                        shows a position's
                                                                                                                                        subordinate positions.
 67        Budgeted beginning/end dates                                                                         X




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                                                                                                                             City of Kansas City, MO
                                                                                                        Government ERP System Request for Proposal

                                                  City of Kansas City Human Resources Requirements

                                                                                                               One Response Per
                                                                                                                 Requirement

Line #                                                                                                        Y   N   C   3       F         Comments
  68       Expiration date                                                                                    X
                                                                                                                                      Expiration dates are not
                                                                                                                                      required in the system,
                                                                                                                                      but an additional
                                                                                                                                      effective dates can be
                                                                                                                                      added to the position
                                                                                                                                      data history with a
                                                                                                                                      status of inactive to
                                                                                                                                      accommodate this
                                                                                                                                      requirement.
 69        Position review dates                                                                              X
 70        Position description                                                                               X
 71        Position status                                                                                    X
 72        Funding status                                                                                     X
 73        Number of employees in same position                                                               X
 74        Wages paid in same position                                                                        X
 75      The system shall allow users to define multiple organizational units, establish an organizational    X
         structure, and create organizational charts                                                                                  PeopleSoft produces an
                                                                                                                                      indented position report
                                                                                                                                      that shows position
                                                                                                                                      hierarchy within the
                                                                                                                                      organization.
                                                                                                                                      Additionally, the system
                                                                                                                                      produces an interface to
                                                                                                                                      HR Charter, a vendor
                                                                                                                                      who generates web-
                                                                                                                                      based organization
                                                                                                                                      charts.


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                                                                                                                              City of Kansas City, MO
                                                                                                         Government ERP System Request for Proposal

                                                   City of Kansas City Human Resources Requirements

                                                                                                                 One Response Per
                                                                                                                   Requirement

Line #                                                                                                           Y   N   C   3      F   Comments
  76     The system shall provide the ability to forecast payroll costs over various "what if" scenarios by      X
         applying percentage increases in earnings and payroll factors
 77      The system shall allow users to define as many organizational units as needed, establish an             X
         organizational structure, and create an organization chart.
 78      The system shall provide the ability to forecast payroll cost over various "what if" scenarios by       X
         applying percentage increases in earnings and payroll factors.
 79      The system shall provide the ability to reserve a position that is not currently filled, but does not   X
         have available budget
 80      The system shall provide the ability to select the number of authorized positions by organizational     X
         unit and classification
 81      The system shall provide the ability to assign multiple employees to a single position                  X
 82      The system shall provide the ability to assign employee to multiple positions                           X
 83      The system shall provide the ability for employees to be assigned to and paid from multiple             X
         positions in different funds, organizational units, classes, statuses, etc.
 84      The system shall provide the ability to identify positions as Primary or Non-Primary                    X
 85      The system shall provide the ability to track position history for each employee                        X
 86      The system shall provide the reason a position received pay increase                                    X
 87      Compensation & Classification
 88      The system shall provide the ability to change authorized hours (e.g., part-time positions)             X
 89      The system shall provide the ability to update salary amounts for each classification and               X
         range/bracket
 90      The system shall provide the ability to automatically compute salary increases based on, but not
         limited to, the following:
 91         Percentage                                                                                           X
 92         Dollar amount                                                                                        X
 93         Bargaining unit                                                                                      X
 94         Salary range                                                                                         X
 95         Step and range                                                                                       X
 96         Job classification                                                                                   X

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                                                                                                                            City of Kansas City, MO
                                                                                                       Government ERP System Request for Proposal

                                                  City of Kansas City Human Resources Requirements

                                                                                                               One Response Per
                                                                                                                 Requirement

Line #                                                                                                         Y   N   C   3      F         Comments
  97      Maintenance (e.g., uniforms, shoes, etc.)                                                            X
 98       Stipends (e.g., special allowances, exceptional service award, incentive pay, and                    X
          reimbursements)
 99       Premiums by percentage and dollar amount (e.g., night shift, bilingual, degree, etc.)                X
 100     The system shall provide the ability to forecast benefits by position and employee                    X                      This feature is delivered
                                                                                                                                      in PeopleSoft's Budget
                                                                                                                                      Planning Component, a
                                                                                                                                      separate and distinct
                                                                                                                                      module from PeopleSoft
                                                                                                                                      HRMS. However, the
                                                                                                                                      components are
                                                                                                                                      integrated.


 101     The system shall provide the ability to transfer an employee to a different organizational unit or    X
         payroll unit (“key-org”) without re-entering the entire employee file
 102     The system shall provide the ability to expire employment status (e.g., leave status) that has been   X
         inactive for a user-determined amount of time
 103     The system shall provide the ability to automatically calculate and transfer salary when an           X
         employee transfers to a different organizational unit as authorized, even mid-pay period
 104     The system shall provide the ability to transfer employees to different classifications and assign    X
         different identification numbers
 105     The system shall provide the ability to establish a standard rounding method                          X                      Rounding methods are
                                                                                                                                      determined by benefit
                                                                                                                                      set up tables.
 106     The system shall provide the ability to track leave hours taken by type of leave for each employee
         or any user defined group, including but not limited to the following:
 107       Vacation                                                                                            X
 108       Comp time                                                                                           X

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                                                                                                                                              City of Kansas City, Missouri
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                                                                                                                                    City of Kansas City, MO
                                                                                                               Government ERP System Request for Proposal

                                                     City of Kansas City Human Resources Requirements

                                                                                                                        One Response Per
                                                                                                                          Requirement

Line #                                                                                                                  Y   N   C   3      F         Comments
 109       Administrative                                                                                               X
 110       Jury duty                                                                                                    X
 111       Sick                                                                                                         X
 112       Military                                                                                                     X
 113       Workers compensation                                                                                         X
 114       Maternity                                                                                                    X
 115       Personal                                                                                                     X
 116       Family leave                                                                                                 X
 117       Light duty                                                                                                   X
 118       Leave without pay                                                                                            X
 119       Holiday                                                                                                      X
 120       Other user defined                                                                                           X
 121     The system shall provide the ability to track leave used “in lieu” of sick leave                               X
 122     The system shall provide the ability to set a trigger/tickler file for notification for expiration of a type   X
         of leave status (e.g., FMLA, expiration of a temporary position, etc.)
 123     The system shall provide the ability to trigger required supporting documentation based on use of                      X              Additional Workflow
         leave (e.g., family medical leave, doctor‟s notes, etc.)                                                                              notifications can be
                                                                                                                                               created using
                                                                                                                                               PeopleSoft's Workflow
                                                                                                                                               Administrator.
 124     The system shall provide the ability to track concurrent leave status (e.g., maternity leave with sick         X
         leave)
 125     The system shall provide the ability to track eligibility and qualifications for family medical leave,         X
         sick subjective/other leave
 126     The system shall provide the ability to input online employee changes (e.g., hire, salary changes,             X
         promotions, benefits changes, etc.) with appropriate security and approval levels
 127     The system shall provide the ability to indicate reason code and description for personnel actions             X
         from organizational units or Human Resources


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                                                                                                                               City of Kansas City, MO
                                                                                                          Government ERP System Request for Proposal

                                                   City of Kansas City Human Resources Requirements

                                                                                                                   One Response Per
                                                                                                                     Requirement

Line #                                                                                                             Y   N   C   3      F   Comments
 128     The system shall provide the ability to maintain payroll summary history life-to-date in a format to      X
         look-up data
 129     The system shall provide the ability to compute termination pay-offs                                      X
 130     The system shall provide the ability to track annual physical exams as well as other physical tests       X
         (e.g., respirator, tuberculosis, etc.)
 131     The system shall provide the ability to track driver‟s license status                                     X
 132     The system shall provide the ability to track professional license renewals required for position         X
         (e.g., medical positions) and to track reimbursement of renewal costs
 133     The system shall provide the ability to track the insurance billing by employee for City-provided         X
         insurance
 134     The system shall provide the ability to maintain insurance codes and premium amounts by                   X
         employee
 135     The system shall provide the ability to group employees by type of coverage                               X
 136     The system shall provide the ability to track employee by pay class and bargaining unit including,
         but not limited to, the following:
 137       Active                                                                                                  X
 138       Retired                                                                                                 X
 139       Surviving spouse                                                                                        X
 140     The system shall provide the ability to maintain rates for each provider including, but not limited to,
         the following:
 141       Provider code                                                                                           X
 142       Coverage for spouse and dependent                                                                       X
 143       Other rates                                                                                             X
 144     The system shall provide the ability to automatically calculate employee life insurance and health        X
         insurance deductions and other deductions
 145     Labor & Employee Relations
 146     The system shall provide the ability to track each employee's performance review dates                    X
 147     The system shall provide the ability to track delinquent performance evaluations                          X


                                                                                                                                                      RFP-001-02-RB
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                                                                                                                                                24 May 2002-Page 258
                                                                                                                             City of Kansas City, MO
                                                                                                        Government ERP System Request for Proposal

                                                  City of Kansas City Human Resources Requirements

                                                                                                                One Response Per
                                                                                                                  Requirement

Line #                                                                                                          Y   N   C   3      F           Comments
 148     The system shall provide the ability to print schedules of review dates by reviewer                    X                      PeopleSoft Query will
                                                                                                                                       be used to generate this
                                                                                                                                       report.
 149     The system shall provide the ability to review information including, but not limited to:
 150       Next review date                                                                                     X
 151       Performance evaluation text                                                                          X
 152       Performance rating                                                                                   X
 153       Salary increase recommended                                                                          X
 154       Current review date                                                                                  X
 155       Review period                                                                                        X
 156       Reviewer name (multiple raters)                                                                      X
 157       Type of review (e.g., annual, special, and probationary)                                             X
 158     The system shall provide the ability to retain employee performance reviews for ten years after an     X
         employee's separation and three years for current employees
 159     The system shall allow user-defined performance rating codes                                           X
 160     The system shall provide the ability to track special and additional evaluation without changing the   X
         date of annual evaluation
 161     The system shall provide the ability to extend probationary period                                     X
 162     The system shall provide the ability to change the date of annual evaluation                           X
 163     The system shall provide the ability to track performance evaluation objectives (i.e., training        X
         programs, etc.)
 164     The system shall provide the ability to track employee suggestion earnings                             X                      A payroll earnings code
                                                                                                                                       can be set up to
                                                                                                                                       generate employee
                                                                                                                                       suggestion earnings.
 165     The system should provide the ability to automatically add either a merit or step increase based on    X
         the number of units taken for student workers
 166     The system shall record and track previous and current City employees with disciplinary or             X
         dismissal actions and reason for dismissal or termination

                                                                                                                                                           RFP-001-02-RB
                                                                                                                                               City of Kansas City, Missouri
                                                                                                                                                     24 May 2002-Page 259
                                                                                                                        City of Kansas City, MO
                                                                                                   Government ERP System Request for Proposal

                                                City of Kansas City Human Resources Requirements

                                                                                                          One Response Per
                                                                                                            Requirement

Line #                                                                                                   Y   N   C   3       F           Comments
 167     The system shall track Employee assistance plan usage                                                   X               PeopleTools can be
                                                                                                                                 used to add additional
                                                                                                                                 fields to the delivered
                                                                                                                                 record definition.
 168     System shall track grievances, complaints, appeals board, City Manager, and pre-determination
         hearing data to include :
 169       Issue raised                                                                                  X
 170       Hearing type                                                                                  X
 171       Grievant/Complainant                                                                          X
 172       Department/Division                                                                           X
 173       Organization                                                                                  X
 174       Bargaining Unit                                                                               X
 175       Date of event                                                                                 X
 176       Date filed                                                                                    X
 177       Name of accused                                                                               X
 178       Recommendations                                                                               X
 179       Resolution                                                                                    X
 180                                                                                                             X               PeopleTools can be
                                                                                                                                 used to add additional
                                                                                                                                 fields to the delivered
         The system shall identify and track employees who work from home.                                                       record definition.
 181                                                                                                     X                       Your organization can
                                                                                                                                 create an hours type
                                                                                                                                 called "home" that can
                                                                                                                                 be used when inputting
                                                                                                                                 hours worked and this
                                                                                                                                 can be reported on
         The system shall track by department and employee the number of hours worked at home versus                             using PeopleSoft Query.
         at the office

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                                                                                                                               City of Kansas City, MO
                                                                                                          Government ERP System Request for Proposal

                                                   City of Kansas City Human Resources Requirements

                                                                                                                  One Response Per
                                                                                                                    Requirement

Line #                                                                                                            Y   N   C   3      F          Comments
 182     The system shall provided the capability to track information related to awards given to an
         employee including, but not limited to:
 183       Employee Name                                                                                          X
 184       Award                                                                                                  X
 185       Summary of reason for the award                                                                        X
 186       Date awarded                                                                                           X
 187       Dollar amount awarded                                                                                  X
 188       Tax implications                                                                                       X
 189     The system shall track employees who have been nominated for awards, but not selected                    X
 190     The system shall comply with DOT regulations in regards to drug & alcohol testing/reporting              X                      PeopleSoft Query and
         requirements.                                                                                                                   Crystal Reports will be
                                                                                                                                         used to generate this
                                                                                                                                         report.
 191     The system shall provide the ability to track results from drug/alcohol tests (e.g., positive, random,   X                      PeopleSoft Query and
         post-accident, reasonable suspicion, and follow-up information) by employee, department,                                        Crystal Reports will be
         organization, job classification, disciplinary actions, treatment programs (DOT)/safety-sensitive.                              used to generate this
                                                                                                                                         report.
 192     The system shall track the following Unemployment Compensation information:
 193      Employee Name                                                                                           X
 194      SSN                                                                                                     X
 195      Fund, department, and organization code                                                                 X
 196      Maximum liability amount                                                                                        X              PeopleTools will be
                                                                                                                                         used to add a field in
                                                                                                                                         the system to track
                                                                                                                                         maximum liability
                                                                                                                                         amount.




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                                                                                                                                City of Kansas City, MO
                                                                                                           Government ERP System Request for Proposal

                                                   City of Kansas City Human Resources Requirements

                                                                                                                  One Response Per
                                                                                                                    Requirement

Line #                                                                                                           Y   N   C   3       F          Comments
 197       Year-to-date amount received                                                                                  X               PeopleTools will be
                                                                                                                                         used to add a field in
                                                                                                                                         the system to track the
                                                                                                                                         year-to-date amount
                                                                                                                                         received.
 198       Date claimed filed                                                                                            X               PeopleTools will be
                                                                                                                                         used to add a field in
                                                                                                                                         the system to track the
                                                                                                                                         date a claim was filed.

 199     The system shall provide the ability to track at all procedural levels by type, date, organizational
         unit and employee including, but not limited to:
 200       Salary change                                                                                         X
 201       Performance report appeals                                                                            X
 202       Status                                                                                                X
 203       Date of event                                                                                         X
 204       Final decision/rulings                                                                                X
 205       Doctor's release required (Y/N) with comments field                                                   X
 206       Arbitration                                                                                           X
 207       Workers compensation status                                                                           X
 208       Disciplinary actions (paid/unpaid, etc.)                                                              X
 209       Future leave approval (e.g., approved, deferred, rejected)                                            X
 210       Status changes                                                                                        X
 211       Leave status                                                                                          X
 212       Vacation                                                                                              X
 213       Sick                                                                                                  X
 214       Injury                                                                                                X
 215       Family Medical Leave Act (FMLA)                                                                       X
 216       Administrative                                                                                        X

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                                                                                                                               City of Kansas City, MO
                                                                                                          Government ERP System Request for Proposal

                                                   City of Kansas City Human Resources Requirements

                                                                                                                  One Response Per
                                                                                                                    Requirement

Line #                                                                                                            Y   N   C   3      F         Comments
 217       Military                                                                                               X
 218       Equal Employment Opportunity (EEO)/ADA/Fair Employment and Housing Act (FEHA)/Early                    X
           Return to Work (ERTW) complaints/charges
 219       New, current and terminated employees and applicants                                                   X
 220       Final decision/ruling                                                                                  X
 221       Work restrictions (e.g., no lifting)                                                                   X
 222       Modified duty (e.g., light duty hours)                                                                 X
 223       Donated leave                                                                                                  X              PeopleTools can be
                                                                                                                                         used to track leave
                                                                                                                                         donation rules and
                                                                                                                                         programs.
 224     The system shall provide the ability for employee separation information as a result of exit interview                          The Query reporting
         including, but not limited to, the following:                                                                                   tool can be used to
                                                                                                                                         generate reports listing
                                                                                                                                         the employee
                                                                                                                                         separation information
                                                                                                                                         referenced below.
 225       Reason(s) for separation by user defined fields from a pick list                                       X                      The action/reason table
                                                                                                                                         includes lists of reasons
                                                                                                                                         for termination. These
                                                                                                                                         values are defined by
                                                                                                                                         your organization.

 226       Length of service                                                                                      X
 227       Length of time in position(s) and organizational unit(s)                                               X
 228       Organizational unit's turn-over for employees that transferred to other organizational units           X
 229       Final classification                                                                                   X
 230       Turnover by budgeted class, including temporary employees                                              X
 231       Turnover during probationary period (Y/N)                                                              X

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                                                                                                                Requirement

Line #                                                                                                        Y   N   C   3      F         Comments
 232        Supervisor or manager name                                                                        X
 233     Applicant Tracking
 234     The system shall provide the ability to manage and track the recruiting process including, but not
         limited to, the following items:
 235        Eligible/Ineligible applicants                                                                    X
 236        Applications received by recruitment number                                                       X
 237        Applications received by department/division                                                      X
 238        Multiple testing for same recruitment number                                                      X
 239        Warning code to track threatening applicants                                                              X              PeopleTools can be
                                                                                                                                     used to add additional
                                                                                                                                     fields to the delivered
                                                                                                                                     record definition.
 240       Applicants who have failed the medical exam                                                        X
 241       Scheduling applicants for multiple positions and tests                                             X
 242       Applicants tested (e.g., written, practical, oral, etc.)                                           X
 243       Applicants passed/failed (e.g., written, practical, oral, etc.)                                    X
 244       Generate an eligible list                                                                          X                      For items 244-247,
                                                                                                                                     PeopleSoft is assuming
                                                                                                                                     that the applicant
                                                                                                                                     eligible list is the
                                                                                                                                     preliminary or final
                                                                                                                                     candidate screening
                                                                                                                                     results.
 245       Circulation of an eligible list                                                                    X
 246       Applicants on eligible list                                                                        X
 247       Position of applicant on eligible list, ranked by score & alphabetically                           X
 248       Number of eligible applicants certified                                                            X



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                                                                                                                   Requirement

Line #                                                                                                          Y   N   C   3       F          Comments
 249       Department/Division eligible applicants certified to                                                         X               PeopleTools will be
                                                                                                                                        used to add a field to
                                                                                                                                        track the certifying
                                                                                                                                        departments/divisions.
 250       Applicants Medically Examined, Drug Tested and/or Background Checked including date and              X
           specialist who reviewed it
 251       Applicants Medical Exam, Drug Test or Background Check Passed/Failed                                 X
 252       Associated recruitment costs including Background Check, Medical Exam, Background Check              X

 253       Top applicant(s) selected with completed rank and status (selected/declined, selected/start date)    X

 254       Status of selected applicants (i.e., background checks, medical exam, drug test, and budget          X
           constraints)
 255       Applicant hired and automatically set up as an employee in the system                                X
 256       Applicants not selected remain on file for future consideration                                      X
 257       Ability to manually set expiration date of eligibility                                                       X               PeopleTools can be
                                                                                                                                        used to add additional
                                                                                                                                        fields to the delivered
                                                                                                                                        record definition.
 258       Referral source                                                                                      X
 259       Identify at least 15 recruitment sources                                                             X
 260       Veterans status                                                                                      X
 261       Bilingual status                                                                                     X
 262       Student, summer, and seasonal worker                                                                 X
 263       Safety sensitive positions                                                                                   X               PeopleTools can be
                                                                                                                                        used to add additional
                                                                                                                                        fields to the delivered
                                                                                                                                        record definition.
 264     The system shall provide the ability to track applicants and eligibles by, but not limited to:

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                                                                                           Requirement

Line #                                                                               Y      N   C   3       F          Comments
 265     Applicant name                                                              X
 266     Address                                                                     X
 267     Phone number                                                                X
 268     Job classification code(s)                                                  X
 269     Application date                                                            X
 270     Ethnicity                                                                   X
 271     Gender                                                                      X
 272     SSN                                                                         X
 273     Language skills                                                             X
 274     Veteran's points                                                                       X               PeopleSoft provides a
                                                                                                                veteran status field but
                                                                                                                does not associate
                                                                                                                points with the status.
                                                                                                                PeopleTools can be
                                                                                                                used to add this
                                                                                                                functionality to the
                                                                                                                system.
 275     Military status                                                             X
 276     Citizenship status                                                          X
 277     Experience                                                                  X
 278     Education                                                                   X
 279     Skills                                                                      X
 280     Certifications                                                              X
 281     Residency status                                                            X
 282     Licenses                                                                    X
 283     Test type                                                                   X




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                                                                                                                         Requirement

Line #                                                                                                                Y   N   C   3       F          Comments
 284     The system shall provide the ability to add late applicants to an eligible list (after list has been         X                       The screening process
         generated/supplemental certification) and generate "after further review" letter                                                     can be run multiple
                                                                                                                                              times based on rules
                                                                                                                                              defined in the system.
 285     The system shall provide the ability to resurrect an expired eligible list if needed                         X                       All screening lists and
                                                                                                                                              pages are stored by
                                                                                                                                              requisition number and
                                                                                                                                              can be re-accessed at
                                                                                                                                              later dates if required.
 286     The system shall provide the ability to notify applicant that additional documentation is needed for         X                       PeopleSoft workflow
         hire (e.g., degrees, certifications, etc.)                                                                                           can be used to notify
                                                                                                                                              applicants that they may
                                                                                                                                              need to provide
                                                                                                                                              additional
                                                                                                                                              documentation.
 287     The system shall provide the ability to put an eligible applicant on hold until organizational unit          X
         confirms needed information for hiring (e.g., degree, certifications, employment/education
         verification, etc.)
 288     The system shall provide the ability to score, tabulate, and analyze test results (i.e., adverse                     X               Test scores are stored
         impact, fire seniority points, etc.)                                                                                                 as a whole score. The
                                                                                                                                              system does not
                                                                                                                                              provide detailed test
                                                                                                                                              analysis within the core
                                                                                                                                              product. PeopleTools
                                                                                                                                              can be used to add this
                                                                                                                                              functionality to the
                                                                                                                                              system.



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                                                                                                                    One Response Per
                                                                                                                      Requirement

Line #                                                                                                              Y   N   C   3      F          Comments
 289     The system shall provide for the ability to statistical analyze test items, sub-scores, and final scores           X               PeopleTools can be
         to determine validity and reliability of tests                                                                                    used to add this
                                                                                                                                           functionality to the
                                                                                                                                           system.
 290     The system shall provide statistics on applicants according, but not limited, to the following
         information:
 291       Applicant flow by gender, age, and ethnicity with statistics by hire rate, by classification,            X
           education level, experience level, and by occupational area
 292       Gender by applicant                                                                                      X                      PeopleSoft Query will
                                                                                                                                           be used to generate this
                                                                                                                                           report.
 293       Ethnicity of current workforce and of eligible and applicants for classification                         X
 294     The system shall provide the ability to track filled and vacant positions by position number and/or        X
         department
 295     The system shall provide listings of vacant/frozen/unfunded/contract positions as required                 X                      PeopleSoft Query will
                                                                                                                                           be used to generate this
                                                                                                                                           report.
 296     The system shall provide the ability to conduct application releases via the intranet or Lotus Notes       X
         and submittals via the internet
 297     The system shall track and report applicant status through multiple processes and positions
         including but not limited to:
 298       Initial screening                                                                                        X
 299       Testing                                                                                                  X
 300       Acceptance/rejection                                                                                     X
 301       Appeals to the board                                                                                     X
 302       Human Resource Committee Review                                                                          X
 303       Dates                                                                                                    X
 304       Resolution                                                                                               X
 305       Interviewer/processor involved with each process                                                         X

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                                                                                                                   One Response Per
                                                                                                                     Requirement

Line #                                                                                                            Y   N   C   3       F         Comments
 306     The system shall provide online input/update inquiry of applicant status from multiple locations         X

 307     The system shall provide the ability to generate recruitment features that include, but are not
         limited to, the following:
 308        Online entry and minimum of five levels of requisition approval                                       X                       PeopleSoft is delivered
                                                                                                                                          with 2 levels of approval
                                                                                                                                          for this delivered
                                                                                                                                          workflow. However,
                                                                                                                                          using the Workflow
                                                                                                                                          Configurator, you can
                                                                                                                                          easily modify or create
                                                                                                                                          workflows to meet your
                                                                                                                                          business needs.

 309       Opening and closing a position for recruitment                                                         X
 310       Printing and posting job announcement and job listings in HTML format                                  X
 311       On-line inquiry/review of announcements in remote locations.                                           X
 312       Utilize the internet to automatically post job listings and e-mail selected distribution lists         X
 313       Receive job interest cards via the internet                                                            X                       PeopleSoft's Apply for
                                                                                                                                          Job process can be
                                                                                                                                          used to indicate job
                                                                                                                                          interest.
 314       Receive job interest cards via IVR (Interactive Voice Recognition).                                                X           PeopleSoft currently
                                                                                                                                          partners with TALX for
                                                                                                                                          IVR functionality.
 315       Preparing eligible and applicant notification lists                                                    X                       PeopleSoft Query will
                                                                                                                                          be used to generate this
                                                                                                                                          report.


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                                                                                                                    One Response Per
                                                                                                                      Requirement

Line #                                                                                                             Y   N   C   3       F           Comments
 316     The system shall produce lists of candidates to be considered for employment.                             X                       PeopleSoft Query will
                                                                                                                                           be used to generate this
                                                                                                                                           report.
 317     The system shall provide the ability to produce candidate lists in a variety of sequences including                               The delivered reporting
         but not limited to:                                                                                                               tools can be used to
                                                                                                                                           generate applicant lists
                                                                                                                                           in a variety of
                                                                                                                                           sequences.
 318       Position/recruitment number                                                                             X
 319       Application date order                                                                                  X
 320       Job classification                                                                                      X
 321       Alphabetical order                                                                                      X
 322       Score order and random order                                                                            X
 323     The system shall provide the ability to refer to only one classification, top-scoring applicants,         X
         location preferences, shift or time base preferences
 324     The system shall provide the ability to generate appropriate letters upon eligible and applicant                                  PeopleSoft provides
         disposition and relate to mailing list for distribution via the system, including but not limited to:                             several standard letters
                                                                                                                                           which are delivered in
                                                                                                                                           the format of Microsoft
                                                                                                                                           Mail Merge documents.
                                                                                                                                           Additional letters can be
                                                                                                                                           created and added to
                                                                                                                                           the standard letter table.


 325       Acknowledgement of receipt of application                                                               X
 326       Status of processing of applications                                                                    X
 327       Notice to appear for test or interview                                                                  X
 328       Notice of test score                                                                                    X

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                                                                                                                One Response Per
                                                                                                                  Requirement

Line #                                                                                                         Y   N   C   3       F   Comments
 329       Notice of interview results                                                                         X
 330       Notice of final processing of applications                                                          X
 331       Notice of appointment                                                                               X
 332       Rejection letter                                                                                    X
 333       Notice of employment register status                                                                X
 334       Failed interview/oral board                                                                         X
 335       Provisional register pending further testing                                                        X
 336       Failed written examination                                                                          X
 337       After further review letter                                                                         X
 338       Position not open letter                                                                            X
 339       Promotional letter (for non-City employees)                                                         X
 340       After deadline letter                                                                               X
 341       No position match letter                                                                            X
 342     The system shall provide the ability to track applicants by occupational category and job groups
         through the entire personnel process for EEO tracking selected by date(s) for, but not limited to,
         the following information:
 343       Classification                                                                                      X
 344       Advertising                                                                                         X
 345       Recruitment testing                                                                                 X
 346       Selection                                                                                           X
 347       Placement                                                                                           X
 348       Salary                                                                                              X
 349       Lateral Transfers                                                                                   X
 350       Promotions                                                                                          X
 351       Job Class Change                                                                                    X
 352       Separation/Resignation                                                                              X
 353       Voluntary/Involuntary Demotion                                                                      X
 354     The system shall provide the ability to purge applicant and eligible information after the position   X
         closing date for a specified time period

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                                                     City of Kansas City Human Resources Requirements

                                                                                                              One Response Per
                                                                                                                Requirement

Line #                                                                                                        Y   N   C   3      F          Comments
 355     The system shall provide allow applicant information to be automatically retrieved and generated     X                      The ability to
         after being purged (either intentionally or accidentally)                                                                   automatically retrieve
                                                                                                                                     purged documents will
                                                                                                                                     be a function of the
                                                                                                                                     archiving tool used.
 356     The system shall provide the ability to move applicant information to the active employee database   X

 357     The system shall provide an expiration date for an eligible list                                             X              PeopleTools can be
                                                                                                                                     used to add an
                                                                                                                                     expiration date to the
                                                                                                                                     applicant screening
                                                                                                                                     pages.
 358     The system shall provide the ability to reactivate an expired eligibility list                               X              PeopleTools can be
                                                                                                                                     used to add an
                                                                                                                                     functionality to the
                                                                                                                                     recruiting area to
                                                                                                                                     reactivate an expired
                                                                                                                                     eligibility list.
 359     The system shall provide option to manually set up an expiration date                                        X              PeopleTools can be
                                                                                                                                     used to add an
                                                                                                                                     expiration date to the
                                                                                                                                     applicant screening
                                                                                                                                     pages.
 360     The system shall provide the ability to track the number of units accumulated and currently taking   X                      The Training
         for student workers and determine if enough units were taken the previous semester.                                         Administration area
                                                                                                                                     tracks the number of
                                                                                                                                     credits or units
                                                                                                                                     associated with student
                                                                                                                                     workers.

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                                                                                                                     One Response Per
                                                                                                                       Requirement

Line #                                                                                                               Y   N   C   3      F          Comments
 361     The system shall provide for the use of a scanner to allow for but not limited to scantron exam                     X              An interface can be built
         grading and applicant entry                                                                                                        from a scanner/scantron
                                                                                                                                            to PeopleSoft using our
                                                                                                                                            delivered integration
                                                                                                                                            tools.

 362     The system shall allow for image enabling                                                                   X
 363     The system shall provide the ability to track an applicant from application entry into specific job lists   X

 364     The system shall provide the ability to reject applications for specific reason codes                       X
 365     The system shall provide the ability to reject eligible applicants for specific reason codes (entered       X
         by the hiring supervisor)
 366     The System shall provide for the capture and calculation of sub-scores and final score on multiple                                 PeopleSoft tracks an
         employment tests including but not limited to:                                                                                     unlimited number of
                                                                                                                                            tests and test scores for
                                                                                                                                            each employee and
                                                                                                                                            applicant. The test
                                                                                                                                            score can be tracked as
                                                                                                                                            a numerical,
                                                                                                                                            alphabetical and/or
                                                                                                                                            Pass/Fail score.
                                                                                                                                            PeopleSoft Query will
                                                                                                                                            be used to generate this
                                                                                                                                            report.
 367       Raw Written exam scores                                                                                   X
 368       Weighted written exam scores                                                                              X
 369       Tactical simulation scores                                                                                X
 370       Role play scores                                                                                          X
 371       Assessment center scores                                                                                  X

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                                                   City of Kansas City Human Resources Requirements

                                                                                                                One Response Per
                                                                                                                  Requirement

Line #                                                                                                         Y   N   C   3       F         Comments
 372      Raw oral board scores                                                                                X
 373      Weighted oral board scores                                                                           X
 374      Typing test scores                                                                                   X
 375      Physical agility pass/fail                                                                           X
 376      10-key pass/fail                                                                                     X
 377      At least five blank (user defined) fields for miscellaneous scores                                   X
 378     The system shall provide the ability to notify applicant of review results one or more times          X                       Additional workflow
                                                                                                                                       notifications can be
                                                                                                                                       created using
                                                                                                                                       PeopleSoft's Workflow
                                                                                                                                       Administrator.
 379     The system shall be capable of scoring various types of exams, written, oral rating, performance              X               Please see response to
         rating, assessment, in-basket, etc. (either singly or in combination) and have various weighting                              #366 above.
         capabilities                                                                                                                  PeopleTools can be
                                                                                                                                       used to create test
                                                                                                                                       score weighting
                                                                                                                                       functionality.
 380     The system shall provide the ability to electronically rate and/or weight skills, experience,         X
         education, certification and licenses as compared to pre-determined classification standards
 381     The system shall compare sub-scores and/or final scores based on the assessment.                              X               Sub-scores will require
                                                                                                                                       using PeopleTools.
 382     The system shall provide the ability to have various weighting capabilities for exams                         X               PeopleTools can be
                                                                                                                                       used to add weighting
                                                                                                                                       functionality to the
                                                                                                                                       system.
 383     The system shall provide for both scanning exam sheets and or manual score entry by SSN or in                 X               An interface can be built
         batch groups.                                                                                                                 to read data from an
                                                                                                                                       OCR device.


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                                                    City of Kansas City Human Resources Requirements

                                                                                                                  One Response Per
                                                                                                                    Requirement

Line #                                                                                                           Y   N   C   3       F         Comments
 384     The system shall provide for a random, computer selection of names, for unskilled job types             X                       The reporting tools can
                                                                                                                                         be used to generate
                                                                                                                                         random lists of
                                                                                                                                         employees or applicants.

 385     The system shall provide notification capability for each exam, test score for each applicant.                  X               Test administration is
                                                                                                                                         not part of the core
                                                                                                                                         application. This
                                                                                                                                         functionality can be built
                                                                                                                                         into the application
                                                                                                                                         using PeopleTools.

 386     The system shall provide and maintain exam item bank                                                            X               PeopleTools can be
                                                                                                                                         used to add a field to
                                                                                                                                         track items in the
                                                                                                                                         system.
 387     The system shall provide the automated ability to identify applicants with desired skills, abilities,   X                       The reporting tools can
         experience and education                                                                                                        be used to generate
                                                                                                                                         lists of employees or
                                                                                                                                         applicants based on
                                                                                                                                         skills, abilities, etc.




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                                                   City of Kansas City Human Resources Requirements

                                                                                                                 One Response Per
                                                                                                                   Requirement

Line #                                                                                                          Y   N   C   3       F            Comments
 388     The system shall provide the ability to accept interest information and to generate notices to         X                       The reporting tools can
         applicants when jobs open for recruitment that apply to their interest                                                         be used to generate a
                                                                                                                                        list of all applicant
                                                                                                                                        information in the
                                                                                                                                        system including those
                                                                                                                                        applicants who may
                                                                                                                                        have applied for other
                                                                                                                                        jobs. Your organization
                                                                                                                                        can create letters to end
                                                                                                                                        out to applicants based
                                                                                                                                        on the reporting results.


 389     The system shall have the ability to import and/or export scores, applicant records and eligible       X
         records by variable (i.e., name, SSN, address, city, score, etc.)
 390     The system shall identify both external (open competitive) and City employees (promotional) for        X
         referral purposes.
 391     The system shall automatically create eligibility records after successful test completion                     X               The system maintains
                                                                                                                                        test scores for
                                                                                                                                        applicants. The
                                                                                                                                        "eligibility record" could
                                                                                                                                        be defined as the
                                                                                                                                        applicant record. A
                                                                                                                                        PeopleTools
                                                                                                                                        modification will be
                                                                                                                                        most likely required.
 392     The system shall store all information in archive and current files for time specified by HR           X
         Department, and by law


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                                                    City of Kansas City Human Resources Requirements

                                                                                                                    One Response Per
                                                                                                                      Requirement

Line #                                                                                                             Y   N   C   3       F         Comments
 393     The system shall provide accurate eligible list by score showing ranking                                  X                       The applicant screening
                                                                                                                                           pages can be used to
                                                                                                                                           show applicants who
                                                                                                                                           have applied for a job
                                                                                                                                           and displays points
                                                                                                                                           associated with the
                                                                                                                                           screening.

 394     The system shall provide accurate eligible list in alpha order listing residents first followed by non-   X                       PeopleSoft Query will
         residents and allow for manual alterations on the order                                                                           be used to generate this
                                                                                                                                           report.
 395     The system shall have a field to create specific comments about eligibles and applicants                  X
 396     The system shall provide real time and archive interactive data in multiple areas for viewing on                  X               Additional views can be
         screen and also in reports on screen prior to printing and/or other interaction with entire lists of                              created using the
         eligibles or one eligible.                                                                                                        delivered PeopleTools.
 397     The system shall support multiple methods of obtaining applicant data including but not limited to:       X                       PeopleSoft provides an
         standard data entry, internet forms and/or interactive voice response.                                                            online application form,
                                                                                                                                           as well as Resume
                                                                                                                                           processing to allow
                                                                                                                                           applicants to download
                                                                                                                                           their resume and
                                                                                                                                           automatically populate
                                                                                                                                           applicant data.
                                                                                                                                           PeopleSoft partners
                                                                                                                                           with TALX for IVR
                                                                                                                                           capabilities.
 398     The system shall provide the ability to track the applicant process including but not limited to:
 399      Time from application to hire                                                                            X
 400      Time of all intermediate steps                                                                           X

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                                                   City of Kansas City Human Resources Requirements

                                                                                                                 One Response Per
                                                                                                                   Requirement

Line #                                                                                                          Y   N   C   3       F          Comments
 401       Position                                                                                             X
 402       Recruitment                                                                                          X
 403       Department/Division                                                                                  X
 404       Job class code                                                                                       X
 405     The system shall generate notices with variables in order to use the same letter, but be able to       X
         customize the individual letters according to need using Microsoft Standard products as an editor
 406     The system shall be able to generate eligible lists in any order and to be able to provide                     X               PeopleTools will be
         information to each specific eligible list according to the interview results                                                  required to produce
                                                                                                                                        eligibility lists according
                                                                                                                                        to interview results.

 407     The system shall have the ability to re-rank if necessary and to reran lists at any time               X                       The applicant screening
                                                                                                                                        pages can be accessed
                                                                                                                                        and run at any point and
                                                                                                                                        accessed again at any
                                                                                                                                        point in time.

 408     The system shall be able to change hired eligible to employee and back if necessary                    X                       Applicant status can be
                                                                                                                                        changed by authorized
                                                                                                                                        users.
 409     The system shall keep other eligibles on list, or remove them depending on circumstances and the               X               PeopleTools will be
         list information                                                                                                               required to change an
                                                                                                                                        employee's position on
                                                                                                                                        the eligible list based on
                                                                                                                                        circumstances or list
                                                                                                                                        information.
 410     The system shall have the ability to set parameters as to how long an eligibility list is maintained           X               PeopleTools will be
                                                                                                                                        required to track
                                                                                                                                        eligibility parameters.

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                                                    City of Kansas City Human Resources Requirements

                                                                                                                    One Response Per
                                                                                                                      Requirement

Line #                                                                                                             Y   N   C   3       F           Comments
 411     The system shall provide for extensive and detailed exam plans with flexibility in entering and                   X               PeopleTools will be
         changing formulas                                                                                                                 required to provide for
                                                                                                                                           extensive exam details.
 412     The system shall have the ability to keep in current and archive files extensive and complicated                  X               PeopleTools will be
         scan file information in order to make changes as necessary and to be able to reuse the scan file                                 required to add archive
         without reentering the scanned key each time a test is administered                                                               files to the system.
 413     The system shall provide for on-line testing (example: typing, data entry, written multiple choice)               X               Online testing is not
                                                                                                                                           provided by PeopleSoft
                                                                                                                                           out of the box.
                                                                                                                                           PeopleTools will be
                                                                                                                                           required to add this
                                                                                                                                           functionality.
                                                                                                                                           Additionally, a link to
                                                                                                                                           3rd party online testing
                                                                                                                                           vendors can be placed
                                                                                                                                           on the employee portal
                                                                                                                                           if desired.
 414     The system shall keep employee master list for use in identifying employees for referral                  X
         (certification) purposes and to have access to dates when employee started working, when they
         left, if they are classified or unclassified-applicant tracking vs. employee
 415     The system shall have the ability to survey list for availability for generic and specific things (i.e.   X                       The reporting tools can
         qualifications)                                                                                                                   be used to generate a
                                                                                                                                           list of specific and
                                                                                                                                           generic things (I.e.
                                                                                                                                           qualifications).
 416     The system shall have the ability for administrator to change variables used in various areas to          X                       The preliminary and
         inactivate applicants and/or eligibles                                                                                            final screening criteria
                                                                                                                                           can be changed by
                                                                                                                                           authorized users .

                                                                                                                                                               RFP-001-02-RB
                                                                                                                                                   City of Kansas City, Missouri
                                                                                                                                                         24 May 2002-Page 279
                                                                                                                               City of Kansas City, MO
                                                                                                          Government ERP System Request for Proposal

                                                   City of Kansas City Human Resources Requirements

                                                                                                                 One Response Per
                                                                                                                   Requirement

Line #                                                                                                           Y   N   C   3      F          Comments
 417     The system shall have the ability for administrator to change (add or delete) referral rules in order   X                      The HR system
         to generate eligible lists.                                                                                                    includes a
                                                                                                                                        comprehensive
                                                                                                                                        employee referral
                                                                                                                                        program.
 418     The system shall provide the ability to change class codes (add, revise, delete), exam locations,       X
         department/division numbers and/or titles
 419     The system shall have the ability to run multiple batch processes for printing and scanning             X
         scantron jobs.
 420     The system shall have the ability to run multiple batch processes for printing and scanning.            X
 421     Training and Licensing
 422     The system shall provide the ability to track all required and optional training, licenses,             X
         certifications etc.
 423     The system shall provide the ability to capture and track training goals from performance appraisal     X
         reviews
 424     The system shall provide the ability to track employee skills                                           X
 425     The system shall provide the ability to track last activity date and next required action date per      X
         employee and per training and licensing requirement
 426     The system shall provide the ability to review current training and certifications of employees and     X
         recommendation of employee training plans that relate to their specific position or job function

 427     The system shall provide the ability to calculate next required training/licensing date based on last   X
         activity date and training and licensing frequency requirement
 428     The system shall provide the ability to establish default settings for training and licensing           X
         descriptions, classifications, restrictions, frequency requirements and comments
 429     The system shall provide the ability to override default settings while working in employee training    X
         and licensing file



                                                                                                                                                           RFP-001-02-RB
                                                                                                                                               City of Kansas City, Missouri
                                                                                                                                                     24 May 2002-Page 280
                                                                                                                                City of Kansas City, MO
                                                                                                           Government ERP System Request for Proposal

                                                    City of Kansas City Human Resources Requirements

                                                                                                                  One Response Per
                                                                                                                    Requirement

Line #                                                                                                           Y   N   C   3       F         Comments
 430     The system shall provide for the capturing and tracking of employee information related to              X
         education including (but not limited to) highest level of education attained, degree level, field of
         degree, date of degree, schools attended, number of semester hour, etc.
 431     The system shall provide the ability to reimburse employees for tuition                                 X                       A tuition reimbursement
                                                                                                                                         earnings code can be
                                                                                                                                         defined in payroll and
                                                                                                                                         linked to an employee
                                                                                                                                         record.

 432     The system shall provide the ability to maintain course development data including, but not limited
         to:
 433       Course Title                                                                                          X
 434       Course ID number/code number                                                                          X
 435       Course Description                                                                                    X
 436       Course Learning Objectives                                                                            X
 437       Course Duration (by hours/days/weeks)                                                                 X
 438       Course Prerequisites                                                                                  X
 439       Course Minimum/Maximum Number of Participants                                                         X
 440       Facility Requirements                                                                                 X
 441       Equipment Requirements                                                                                X
 442       List of available and/or certified course Instructors                                                 X
 443       Supplier/Vendor/Source of Course, including address and phone number                                  X
 444       One Time Course Development Costs                                                                     X
 445       Course Expenses by student, by org. code, by division and department at set time intervals.           X

 446     The system shall provide the ability to manage a course schedule including, but not limited to:

 447       Schedule a class                                                                                      X
 448       Cancel a class                                                                                        X

                                                                                                                                                            RFP-001-02-RB
                                                                                                                                                City of Kansas City, Missouri
                                                                                                                                                      24 May 2002-Page 281
                                                                                                                               City of Kansas City, MO
                                                                                                          Government ERP System Request for Proposal

                                                   City of Kansas City Human Resources Requirements

                                                                                                                 One Response Per
                                                                                                                   Requirement

Line #                                                                                                           Y   N   C   3      F         Comments
 449      Reschedule an existing class                                                                           X
 450      Schedule a class on a cyclical basis                                                                   X
 451      Maintain an online calendar of classes                                                                 X
 452      Maintain class/course history of participation                                                         X
 453      Assign instructor of class                                                                             X
 454      Assign Location of course                                                                              X
 455      Print a class schedule                                                                                 X
 456     The system shall provide the ability to register employees for classes, including but not limited to:

 457       View class schedule                                                                                   X
 458       View course descriptions                                                                              X
 459       Search course catalog by keywords                                                                     X
 460       Register an employee in a class                                                                       X
 461       Cancel the enrollment of an employee from a class                                                     X
 462       View current registration for a class                                                                 X
 463       Print hard-copy attendance rosters for classes                                                        X
 464       Customize class roster formats                                                                        X
 465       Register for a class online                                                                           X
 466       Register via phone for classes.                                                                                   X          PeopleSoft currently
                                                                                                                                        partners with TALX for
                                                                                                                                        IVR capability.
 467       Obtain appropriate supervisory approval for online registration.                                      X
 468       Check automatically for prerequisites                                                                 X
 469       Check automatically for schedule conflict (e.g., if the student attempts to enroll in two courses     X
           offered at the same time.)
 470       Send e-mail or hard-copy confirmation of registration                                                 X
 471       Send e-mail or hard-copy reminders of class at scheduled intervals                                    X
 472       Send e-mail, create letters, or hard-copy notices of class cancellations and/or changes in            X
           schedule, location

                                                                                                                                                           RFP-001-02-RB
                                                                                                                                               City of Kansas City, Missouri
                                                                                                                                                     24 May 2002-Page 282
                                                                                                                               City of Kansas City, MO
                                                                                                          Government ERP System Request for Proposal

                                                   City of Kansas City Human Resources Requirements

                                                                                                                 One Response Per
                                                                                                                   Requirement

Line #                                                                                                          Y   N   C   3       F         Comments
 473       Place employees on wait lists for classes which are full                                             X
 474       Send e-mail notice to inform wait-listed employee of class availability                              X
 475       Maintain an e-mail log of all correspondence                                                         X                       The standard letters can
                                                                                                                                        be generate via email or
                                                                                                                                        hard copy. The
                                                                                                                                        reporting tools can be
                                                                                                                                        used to generate a list
                                                                                                                                        of email
                                                                                                                                        correspondence.
 476       View and print individual class schedule                                                             X
 477       View and print individual training history                                                           X
 478       View and print training history by work unit, division, department                                   X
 479       Create customized certificates of completion                                                         X                       PeopleSoft Query can
                                                                                                                                        be used to identify the
                                                                                                                                        necessary information
                                                                                                                                        and be downloaded to
                                                                                                                                        Crystal reports where
                                                                                                                                        certificates can be
                                                                                                                                        created.
 480     The system shall provide the ability to track required certifications and licensures, including the
         ability to:
 481       Enter applicable certification and licensure standards for state and federal reporting.              X
 482       Link required certifications and licensures to job classification or position                        X
 483       Indicate expiration dates of an employee's licenses or certifications                                X
 484       Link course schedule with certification and licensing requirements                                   X
 485       Calculate the next required class for certification or licensing based on last activity date         X
 486       Record an education plan                                                                             X
 487       Maintain cumulative history of certification and licenses by employee, work unit, division,          X
           department

                                                                                                                                                            RFP-001-02-RB
                                                                                                                                                City of Kansas City, Missouri
                                                                                                                                                      24 May 2002-Page 283
                                                                                                                               City of Kansas City, MO
                                                                                                          Government ERP System Request for Proposal

                                                   City of Kansas City Human Resources Requirements

                                                                                                                  One Response Per
                                                                                                                    Requirement

Line #                                                                                                            Y   N   C   3      F          Comments
 488     The system shall provide the ability to track training attendance, including the ability to:
 489       Enter employees who have completed a class, no shows, cancellations, on waiting lists                  X
 490      Signal when employees have completed multiple required classes in a series                              X
 491      Reschedule employees who did not attend into next available class                                       X
 492      Track employees' test scores (if applicable)                                                            X
 493      Track number of times employee has taken test (if applicable)                                                   X              PeopleTools can be
                                                                                                                                         used to add a field to
                                                                                                                                         track the number of
                                                                                                                                         times an employee has
                                                                                                                                         taken a test.
 494       Charge back direct costs for employees to departments at multiple levels of detail.                    X
 495       Print hard-copy certificates from attendance list.                                                     X
 496     The system shall provide the ability to create learning plans for individuals or groups, including the
         ability to:
 497       Assign training requirements (other than certifications and licensures) to job classifications         X
           and/or job titles.
 498       Assign training requirements (other than certifications and licensures) for completing probation       X
           and for promotion.
 499       Exempt or "grandfather" employees from courses.                                                        X
 500       Enter optional/elective courses for individual or group training plans                                 X
 501       View and print individual or group learning plans                                                      X
 502       View an individual or group learning plan and then link to the schedule for any courses on the                 X              PeopleTools can be
           plan and register                                                                                                             used to link a learning
                                                                                                                                         plan to a schedule.




                                                                                                                                                             RFP-001-02-RB
                                                                                                                                                 City of Kansas City, Missouri
                                                                                                                                                       24 May 2002-Page 284
                                                                                                                              City of Kansas City, MO
                                                                                                         Government ERP System Request for Proposal

                                                   City of Kansas City Human Resources Requirements

                                                                                                                  One Response Per
                                                                                                                    Requirement

Line #                                                                                                            Y   N   C   3      F          Comments
 503       Capture employee information related to education, including (but not limited to) highest level of     X                      Number of semester
           education attained, degree level, field of degree, date of degree, schools attended, number of                                hours can be tracked in
           semester hours.                                                                                                               the Course Session
                                                                                                                                         table and reported on
                                                                                                                                         using the delivered
                                                                                                                                         reporting tools.
 504      Capture training and development goals from performance appraisal reviews to include in                 X
          individual employee learning plans
 505      Capture training and development goals from performance appraisal reviews in aggregate form             X
          to determine department and citywide training and development needs
 506      Track educational reimbursement by employee, work unit, division and department                         X
 507     The system shall provide ability to track billing for training classes                                           X              An interface to the
                                                                                                                                         billing area of the
                                                                                                                                         system can be created
                                                                                                                                         using the delivered
                                                                                                                                         integration tools.

 508     The system shall provide automated notices of internal scheduled training courses including, but         X
         not limited to, class confirmations, cancellations, date/time/location changes via Lotus Notes e-mail
         and/or hard copy
 509     The system shall provide the ability to produce generate participant lists and certificates of           X
         completion
 510     The system shall provide the ability to flag supervisors (including actual supervisory responsibility)   X
         to determine those who are required to attend special training
 511     Human Resources Reporting
 512     System shall provide for the ability to report changes including, but not limited to, an employee's
         information, training plan, classification table, benefits table, and related control tables
                                                                                                                  X



                                                                                                                                                            RFP-001-02-RB
                                                                                                                                                City of Kansas City, Missouri
                                                                                                                                                      24 May 2002-Page 285
                                                                                                                        City of Kansas City, MO
                                                                                                   Government ERP System Request for Proposal

                                                    City of Kansas City Human Resources Requirements

                                                                                                          One Response Per
                                                                                                            Requirement

Line #                                                                                                    Y   N   C   3      F          Comments
 513     System shall provide reporting of updates to names, phone numbers, SSN's addresses,
         promotions, demotions, transfers, number of dependents, resignations, terminations,
         reinstatements, termination types & dates, suspensions, salary stabilizations                    X
 514     System shall provide ability to generate reporting of Human Resources demographic information
         (e.g., total number of employees, number of employees by department, average/median age of
         employees, average/median longevity of employees, employee residency reporting, emigration
         status)                                                                                          X
 515     The system shall provide a Graphical Organization Chart for the entire City, including but not
         limited to, the following information:
 516        By department                                                                                                        PeopleSoft integrates to
                                                                                                                                 HRCharter for
                                                                                                                                 producing organization
                                                                                                                      X          charts.
 517      By position                                                                                                 X
 518     The system shall maintain lists, including but not limited to the following:                                            The reporting tools will
                                                                                                                                 be used to generate
                                                                                                                                 these lists.
 519       Employee Master List                                                                           X
 520       Temporary/intermittent hourly employees/Contract                                               X
 521       Number of Employees by Position, Class, Department, and Bargaining Unit -DOT/Safety-
           Sensitive Position                                                                             X
 522       Number of scheduled hours per employee by pay period                                           X
 523       FLSA (Fair Labor Standards Act) Report                                                         X
 524       FMLA Report                                                                                    X
 525       Regular and overtime hours                                                                     X
 526       Total leave time used and percentage distribution for user-defined period                      X
 527       Position Control/Inventory (filled and vacant)                                                 X
 528       The system shall provide a position control report                                             X
 529       The system shall provide a position history report                                             X

                                                                                                                                                     RFP-001-02-RB
                                                                                                                                         City of Kansas City, Missouri
                                                                                                                                               24 May 2002-Page 286
                                                                                                                          City of Kansas City, MO
                                                                                                     Government ERP System Request for Proposal

                                                  City of Kansas City Human Resources Requirements

                                                                                                             One Response Per
                                                                                                               Requirement

Line #                                                                                                       Y   N   C   3      F          Comments
 530     The system shall provide an employee history report reflecting date hired, date of increases,
         promotions, hourly rates, date of evaluations, department changes, etc.                             X
 531     The system shall allow employees to access limited reports via the web or desk computer             X
 532     The system shall allow HR Reps/Liaisons to generate limited reports for their departments           X
 533     The system shall produce job announcements                                                          X
 534     The system shall produce vacation, sick leave and comp time reports, or other user defined leave
                                                                                                             X
 535     The system reports attendance data including but not limited to:
 536       Absences by date                                                                                  X
 537       Absences by type (illness, vacation, jury duty, etc.)                                             X
 538       Leave status (medical, discipline, worker's compensation, non-medical, disabled, overtime paid,
           overtime earned, comp. Time taken, sick leave hours, other)                                       X
 539     The system shall provide a Leave Balances Report.                                                   X
 540     The system shall provide Salary Schedules                                                           X
 541     The system shall provide reports on minimum and maximum salaries                                    X
 542     The system shall maintain detailed recap and summary reports for EEO reporting                      X
 543     The system shall generate form letters for automated mailings from the human resource files,
         including, but not limited to, the following:
 544       Employee Evaluation Due Dates                                                                     X
 545       Performance Evaluations that are still pending/overdue                                            X
 546       Employee Probationary Period End Dates                                                            X
 547       Lay-off Notices with Seniority Points
                                                                                                                                    PeopleTools will be
                                                                                                                                    required to add a field to
                                                                                                                     X              track seniority points.
 548      Expiring Leave                                                                                     X
 549      Ineligible/Rejection Letters for Unclassified Positions                                            X
 550      Hired into a position with a stop date letter (what rights the employee has)                       X
 551      Retired Rehires that require a letter sent to PERS                                                 X

                                                                                                                                                        RFP-001-02-RB
                                                                                                                                            City of Kansas City, Missouri
                                                                                                                                                  24 May 2002-Page 287
                                                                                                                            City of Kansas City, MO
                                                                                                       Government ERP System Request for Proposal

                                                  City of Kansas City Human Resources Requirements

                                                                                                              One Response Per
                                                                                                                Requirement

Line #                                                                                                        Y   N   C   3      F          Comments
 552       Leave without pay letters                                                                          X
 553       Identifying employees on leave who owe money for benefits                                          X
 554       Training Confirmation Letters                                                                      X
 555       License Renewal Due                                                                                X
 556       Scheduling Exam                                                                                    X
 557       Interview notices                                                                                  X
 558       Salary adjustment letters                                                                          X
 559       Reclass Letters                                                                                    X
 560       Family leave letters (FMLA)                                                                        X
 561       Open enrollment                                                                                    X
 562     The system shall provide a report of the employees in a safety-sensitive and DOT covered position
         by name, SSN, department/organization/job class                                                                             Assuming PeopleTools
                                                                                                                                     are used to indicate
                                                                                                                                     safety-sensitive and
                                                                                                                                     DOT positions, a report
                                                                                                                                     can be generated based
                                                                                                              X                      on this information.
 563     The system shall generate and electronically transmit EEO-4 reporting statistics                     X
 564     The system shall provide all required state and federal reports including but limited to AAP, EEO,
         and INS                                                                                              X
 565     The system shall provide a classification listing with salary ranges by any user defined criteria,
         including but not limited to: classification, bargaining unit, etc.                                  X
 566     The system shall calculate EEO eight factor analysis                                                                        PeopleTools can be
                                                                                                                                     used to build in 8 factor
                                                                                                                                     analysis or an interface
                                                                                                                                     can be built to a 3rd
                                                                                                                      X              party vendor.
 567     The system shall provide the ability to run reports on a calendar and fiscal year basis              X


                                                                                                                                                         RFP-001-02-RB
                                                                                                                                             City of Kansas City, Missouri
                                                                                                                                                   24 May 2002-Page 288
                                                                                                                            City of Kansas City, MO
                                                                                                       Government ERP System Request for Proposal

                                                  City of Kansas City Human Resources Requirements

                                                                                                                One Response Per
                                                                                                                  Requirement

Line #                                                                                                          Y   N   C   3      F   Comments
 568     The system shall provide the ability to project the cost impact to changes in benefits, accruals,
         allowances, etc., for current employees and retirees                                                   X
 569     The system shall provide the ability to create a report of Departmental Employment Status              X
 570     The system shall provide the ability to create a Career Incentive / Longevity Report                   X
 571     The system shall provide the ability to create a Check History Report                                  X
 572     The system shall provide the ability to create a BCC Overtime Report                                   X
 573     The system shall provide the ability to create a Rep. Code Check Report                                X
 574     The system shall provide the ability to create a Probation Status Report                               X
 575     The system shall provide the ability to create an Intermittent Hourly Report                           X
 576     The system shall provide the ability to create an elected officials report                             X
 577     The system shall provide the ability to create reports on special pays for example: parking, uniform
         allowance, Incline differential, etc.                                                                  X
 578     The system shall provide the ability to create an anniversary date report by department,
         month/year, etc.                                                                                       X
 579     The system shall provide the ability to create a FMLA tracking report by name, SSN, dept.,
         month/year, bargaining unit, etc.                                                                      X
 580
         The system shall provide a COLA History Report by bargaining unit, COLA, effective date, etc.          X
 581     The system shall provide the ability to create an Unclassified Employees Report                        X
 582     The system shall provide the ability to create a New Hire Reports                                      X
 583     The system shall provide the ability to create a Rehire Report by class, department, title,
         month/year, etc.                                                                                       X
 584     The system shall provide the ability to create Termination Reports                                     X
 585     The system shall provide the ability to create a Public Roster Report                                  X
 586     The system shall provide the ability to create a Job Class Report                                      X
 587     The system shall provide the ability to create an Low/Average/Median/High Salary Report by class,
         bargaining unit, etc.                                                                                  X
 588     The system shall provide an employee suggestion report by status, department/division/, award
         amount, etc.                                                                                           X

                                                                                                                                                   RFP-001-02-RB
                                                                                                                                       City of Kansas City, Missouri
                                                                                                                                             24 May 2002-Page 289
                                                                                                                           City of Kansas City, MO
                                                                                                      Government ERP System Request for Proposal

                                                 City of Kansas City Human Resources Requirements

                                                                                                               One Response Per
                                                                                                                 Requirement

Line #                                                                                                         Y   N   C   3      F   Comments
 589     The system shall provide a report for tuition reimbursement, including but not limited to:
 590       Employees who have resigned from the City prior to the one year required                            X
 591       The amount of tuition reimbursement the employee owes the City                                      X
 592     The system shall provide tickler reports for forthcoming service awards                               X
 593     The system shall provide a turnover rate report by gender, age, appointment to class date,
         disciplinary release, promotion, race, classification, probation release, transfer to other City
         Department and/or resignation, etc.                                                                   X
 594     The system shall provide the ability to create an employees association dues report                   X
 595     The system shall provide the ability to create a Position Vacancy Report                              X
 596     The system shall provide the ability to create Exit Interview Letters                                 X
 597     The system shall provide the ability to create a grievance tracking report by name, SSN, bargaining
         unit, gender, race, grievance type, department, etc.                                                  X
 598     The system shall provide the ability to create a discipline report by race, gender, issue, proposed
         discipline, bargaining unit, department, name, SSN, etc.                                              X
 599     The system shall provide the ability to create a disability retirement report by name, SSN,
         department, month/year, bargaining unit, etc.                                                         X
 600     The system shall provide the ability to create a medical report by name, SSN, department,
         month/year, bargaining unit, medical reason, etc.                                                     X
 601     System shall track and report documentation for grievances, challenges to terminations, etc.          X
 602     System shall support flexible query functions including but not limited to, due date of next pay
         increase, due date of next performance review, date and step of most recent merit increase, and
         birthday (month and day) report for a specified period.                                               X
 603     The system shall produce a seniority listing by job class and city service                            X
 604     The system shall produce a position control report                                                    X
 605     The system shall provide a work force planning report that may forecast at least 10 years into the
         future                                                                                                X
 606
         The system shall track safety violations by department, organization, employee, and supervisor        X


                                                                                                                                                  RFP-001-02-RB
                                                                                                                                      City of Kansas City, Missouri
                                                                                                                                            24 May 2002-Page 290
                                                                                                                             City of Kansas City, MO
                                                                                                        Government ERP System Request for Proposal

                                                  City of Kansas City Human Resources Requirements

                                                                                                               One Response Per
                                                                                                                 Requirement

Line #                                                                                                        Y   N   C   3       F         Comments
 607
         The system shall report on paid down time (e.g., vacation and sick leave) on a bi-weekly basis.      X
 608     The system shall track supervisor's/manager's direct reports by department and organization          X
 609     Applicant Tracking Reporting
 610     The system shall produce a current eligible list report
                                                                                                                                      The recruiting area of
                                                                                                                                      the system provides an
                                                                                                                                      applicant preliminary
                                                                                                                                      and final screening
                                                                                                                                      process based on
                                                                                                                                      several criteria. These
                                                                                                                                      pages may require
                                                                                                                                      modification to address
                                                                                                                                      the details needed by
                                                                                                                                      the City in the eligible
                                                                                                              X                       list.
 611     The system shall produce test and interview schedule lists                                           X
 612     The system shall have the ability to import data from reports into Microsoft standard applications
         for spreadsheet comparison, graphing, etc.                                                           X
 613     The system shall provide the ability to create reports of applicants scheduled for testing
 614     The system shall provide the ability to create a test schedule                                                               PeopleSoft tracks test
                                                                                                                                      scores. Test
                                                                                                                                      administration is not
                                                                                                                                      delivered with the
                                                                                                                                      application.
                                                                                                                                      PeopleTools can be
                                                                                                                                      used to add this
                                                                                                                      X               functionality.


                                                                                                                                                          RFP-001-02-RB
                                                                                                                                              City of Kansas City, Missouri
                                                                                                                                                    24 May 2002-Page 291
                                                                                                                                 City of Kansas City, MO
                                                                                                            Government ERP System Request for Proposal

                                                   City of Kansas City Human Resources Requirements

                                                                                                                   One Response Per
                                                                                                                     Requirement

Line #                                                                                                            Y   N   C   3       F         Comments
 615     The system shall provide the ability to create different notices (surveys) - with use of program
         variables, including ability to remove those not residing from active records                                                    Notices can be
                                                                                                                                          generated by using the
                                                                                                                                          employee portal to post
                                                                                                                                          events and news
                                                                                                                  X                       associated with the City.
 616     The system shall provide the ability to create an Uncleared Referrals Report                             X
 617     The system shall provide merge class lists from different announcements                                  X
 618     The system shall provide the ability to purge and unpurge applicant/eligible program                     X
 619     The system shall generate inactive eligibles                                                             X
 620     The system shall rerank lists using any selected field                                                                           The criteria and value of
                                                                                                                                          criteria used in the
                                                                                                                                          applicant preliminary
                                                                                                                                          and final screening
                                                                                                                                          pages can be changed
                                                                                                                  X                       at any time.
 621     The system shall provide the ability to change expiration dates on lists                                                         PeopleTools will be
                                                                                                                                          used to add expiration
                                                                                                                                          dates to the screening
                                                                                                                          X               pages.
 622     The system shall provide the ability to provide mailing labels                                           X
 623     The system shall provide the ability to provide a crosstab list

                                                                                                                                          This can be done using
                                                                                                                                          our PeopleSoft Query
                                                                                                                                          and downloading that
                                                                                                                                          report to Crystal
                                                                                                                                          Reports (also delivered
                                                                                                                  X                       with PeopleSoft HRMS).

                                                                                                                                                              RFP-001-02-RB
                                                                                                                                                  City of Kansas City, Missouri
                                                                                                                                                        24 May 2002-Page 292
                                                                                                                             City of Kansas City, MO
                                                                                                        Government ERP System Request for Proposal

                                                   City of Kansas City Human Resources Requirements

                                                                                                               One Response Per
                                                                                                                 Requirement

Line #                                                                                                         Y   N   C   3      F          Comments
 624     The system shall provide the ability to create a vacancy requisition report (by
         department/organization numbers)                                                                      X
 625     The system shall provide the ability to create an applicant intake report                             X
 626     The system shall provide the ability to create a protected class by month
         applied/referred/hired/seniority report                                                               X
 627     The system shall provide the ability to create an EEO Category by ethnicity/gender report             X
 628     The system shall provide the ability to create an applicant source report                             X
 629     The system shall provide the ability to create individual skills records and reports and use for
         certifying lists.                                                                                     X
 630     The system shall have the ability to update exam definitions, class codes (add, revise, delete)
         exam locations, departments/divisions                                                                 X
 631     The system shall produce an individual applicant profile                                              X
 632     The system shall produce a vacant position listing using Position Control figures and department
         requisition numbers                                                                                   X
 633     The system shall produce listings of all applicants and eligibles by but not limited to: class code
         and class title                                                                                       X
 634     The system shall produce certified lists                                                              X
 635     The system shall produce a report for number of tests administered, test type and score               X
 636     The system shall produce a workflow report                                                            X
 637     The system shall produce an qualified applicants list                                                 X
 638     The system shall produce an unqualified applicants list                                               X
 639     The system shall produce an eligibility expired list
                                                                                                                                      PeopleTools can be
                                                                                                                                      used to add an
                                                                                                                                      expiration date field to
                                                                                                                                      the screening pages in
                                                                                                                       X              order to produce this list.
 640     The system shall produce an eligibility extended list                                                 X


                                                                                                                                                          RFP-001-02-RB
                                                                                                                                              City of Kansas City, Missouri
                                                                                                                                                    24 May 2002-Page 293
                                                                                                                            City of Kansas City, MO
                                                                                                       Government ERP System Request for Proposal

                                                  City of Kansas City Human Resources Requirements

                                                                                                                One Response Per
                                                                                                                  Requirement

Line #                                                                                                          Y   N   C   3      F           Comments
 641                                                                                                                                   PeopleSoft assumes
                                                                                                                                       that workload means
                                                                                                                                       the number of hours
                                                                                                                                       worked in a specific
         The system shall produce a workload report by month, year, applicant and eligibility                   X                      activity.
 642     The system shall produce a report for number of people hired by job class, department, fiscal year,
         calendar year, month, year                                                                             X
 643     The system shall produce applicant exam history across lists                                           X
 644     The system shall produce alpha analysis                                                                X
 645     The system shall produce item analysis overall and/or ethnicity by question                            X
 646     The system shall produce applicant status or eligibility status                                        X
 647     The system shall produce transaction, by user, by specific date and specific time                      X
 648     The system shall produce workload overall summary by specific dates                                    X
 649     The system shall produce workload by Analyst detail and/or summary by specific dates                   X
 650     The system shall produce workload by Department detail and/or summary by specific dates                X
 651     The system shall produce workload by list detail and/or summary by specific dates                      X
 652     The system shall produce workload by class detail and/or summary by specific dates                     X
 653     The system shall produce an eligible list expiration by month, day, year, number to expire, number
         left, list title, list code, select from entire data base of lists or by specific list                 X
 654     The system shall produce a vacancy requisition report listed by Department by specific dates or
         broken down by individual department must include vacancy identification (referral/certification
         number), status or referral list number, date department requested to fill vacancy, and the date the
         position became vacant                                                                                 X




                                                                                                                                                          RFP-001-02-RB
                                                                                                                                              City of Kansas City, Missouri
                                                                                                                                                    24 May 2002-Page 294
                                                                                                                               City of Kansas City, MO
                                                                                                          Government ERP System Request for Proposal

                                                   City of Kansas City Human Resources Requirements

                                                                                                                   One Response Per
                                                                                                                     Requirement

Line #                                                                                                             Y   N   C   3      F          Comments
 655     The system shall produce a test schedule by specific date, list, exam type, exam location, and                                   Test schedules are not
         exam time. Must show names and social security numbers.                                                                          maintained by
                                                                                                                                          PeopleSoft's
                                                                                                                                          applications.
                                                                                                                                          PeopleTools can be
                                                                                                                                          used to add test
                                                                                                                                          administration
                                                                                                                                          functionality to the
                                                                                                                           X              system.
 656     The system shall have capability to provide reports on applicants and eligibles with capability to
         sort by various variables (e.g., last name, first name, grade at each test type, step in process,
         years of experience, certifications, registration, education)                                             X
 657     The system shall produce an eligibility list by list, date, skill, area, job type, shift, by score,                              PeopleTools will be
         randomly or alphabetically, referral type                                                                                        required to create an
                                                                                                                                          eligibility list based on
                                                                                                                           X              this criteria.
 658     The system shall produce and applicant and eligible source list                                           X
 659     The system shall produce individual skills record                                                         X
 660     The system shall produce an applicant status by list, either combined listing of applicants accepted
         and rejected, or a separate list of accepted applicants or rejected applicants                            X
 661     The system shall produce and eligible status by list, either combined listing of eligibles accepted
         and rejected, or a separate list of accepted eligibles or rejected eligibles                                      X              See response to #657.
 662     The system shall produce a number of people hired by job class, department, fiscal year, calendar
         year, and month                                                                                           X
 663     Training Reporting
 664     The system shall report all required and optional training, licenses, certifications, and other related                          The reporting tools can
         reports by department, employee, topic, hours, cost, and date                                                                    be used to generate this
                                                                                                                   X                      report.


                                                                                                                                                               RFP-001-02-RB
                                                                                                                                                   City of Kansas City, Missouri
                                                                                                                                                         24 May 2002-Page 295
                                                                                                                           City of Kansas City, MO
                                                                                                      Government ERP System Request for Proposal

                                                  City of Kansas City Human Resources Requirements

                                                                                                               One Response Per
                                                                                                                 Requirement

Line #                                                                                                         Y   N   C   3      F   Comments
 665     The system shall report total hours and cost of training by employee by year, department, training
         sessions, and employee                                                                                X
 666     The system shall report ongoing history record of all training/licensing related activity by an
         organizational unit, employee, and training session                                                   X
 667     Report last activity date and next required action date per employee and per training/licensing
         requirement                                                                                           X
 668     Report next required training/licensing date based on last activity date and training/licensing
         frequency requirement                                                                                 X
 669     Report training/licensing descriptions, classifications, restrictions, frequency requirement,
         comments                                                                                              X
 670     Report on training sessions by frequency, attendance, date location, instructor, etc.                 X
 671     The system shall generate Training Confirmation Letters                                               X
 672     The system shall report employees by work team, work unit, department/division, job classification,
         and position                                                                                          X




                                                                                                                                                  RFP-001-02-RB
                                                                                                                                      City of Kansas City, Missouri
                                                                                                                                            24 May 2002-Page 296
                                                                                                                                       City of Kansas City, MO
                                                                                                                  Government ERP System Request for Proposal

                                                      City of Kansas City Benefits Administration Requirements

                                                                                                              One Response Per
                                                                                                                Requirement
Line #                                                                                                        Y   N   C   3      F        Comments
   0     Benefits Administration
  1      The system shall provide the ability to maintain employee and dependent benefit information
         including, but not limited to, the following:
  2        Type of benefit                                                                                    X
  3        Plan providers (e.g., health, dental, and deferred compensation providers)                         X
  4        Employee retirement tier(s)                                                                        X
  5        Type and level of coverage                                                                         X
  6        Health insurance                                                                                   X
  7        Life insurance options                                                                             X
  8        Flexible Spending Accounts                                                                         X
  9        Cafeteria plan                                                                                     X
 10        Long-term disability                                                                               X
 11        Dental                                                                                             X
 12        Short-term SDI                                                                                     X
 13        Vision                                                                                             X
 14        Eligibility dates                                                                                  X
 15        Dependent name, birth dates, SSN, and relationship to employee                                     X
 16        Employee contributions (including deferred compensation)                                           X
 17        Dollar amount of coverage                                                                          X
 18        Adjust or change benefits                                                                          X
 19        Additional Fields for benefits (future, voluntary, etc.)                                           X
 20      The system shall provide the ability to assign benefit plan codes by employee based on their         X
         classification and bargaining unit
 21      The system shall provide the ability to track employee‟s coverage and coverage level based on        X
         class and bargaining unit
 22      The system shall provide the ability to track beneficiaries for life insurance, final paycheck and   X
         retirement contributions




                                                                                                                                                  RFP-001-02-RB
                                                                                                                                      City of Kansas City, Missouri
                                                                                                                                            24 May 2002-Page 297
                                                                                                                                          City of Kansas City, MO
                                                                                                                     Government ERP System Request for Proposal

                                                     City of Kansas City Benefits Administration Requirements

                                                                                                                 One Response Per
                                                                                                                   Requirement
Line #                                                                                                           Y   N   C   3      F                 Comments
  23     The system shall provide the ability to prorate accruals, benefits and salary for part-time employees           X              Benefit leave plans can be defined
                                                                                                                                        for fulltime and part time employees.
                                                                                                                                         The system does not provide leave
                                                                                                                                        accrual pro-ration, although different
                                                                                                                                        leave accrual rules can be
                                                                                                                                        established for part time and full
                                                                                                                                        time employees based on leave
                                                                                                                                        plans.
 24      The system shall provide the ability to track employees by hire date, insurance plan, sex,              X
         department, and bargaining unit
 25      The system shall provide the ability to track employee and dependent benefits by, but not limited to:

 26        Date of birth                                                                                         X
 27        Dates dependents eligible/ineligible                                                                  X
 28        Employee contributions                                                                                X
 29        Beneficiary addresses                                                                                 X
 30      The system shall provide the ability to process and maintain Consolidated Omnibus Budget
         Reconciliation Act (COBRA) benefits including, but not limited to, the following:
 31        Expiration dates                                                                                      X
 32        Employee cost                                                                                         X
 33        Elected coverage                                                                                      X
 34        Payment history                                                                                       X
 35        Notification and response dates                                                                       X
 36        Qualifying event                                                                                      X
 37      The system shall provide the ability to generate a report of employees that have transitioned from      X
         part-time to full-time
 38      The system shall provide effective dating for deductions automating arrearages and credits for          X
         employee and City portions
 39      The system shall provide flexibility to order deductions during payroll processing allowing moving      X
         on to the next one when one is too much

                                                                                                                                                            RFP-001-02-RB
                                                                                                                                                City of Kansas City, Missouri
                                                                                                                                                      24 May 2002-Page 298
                                                                                                                                             City of Kansas City, MO
                                                                                                                        Government ERP System Request for Proposal

                                                       City of Kansas City Benefits Administration Requirements

                                                                                                                    One Response Per
                                                                                                                      Requirement
Line #                                                                                                              Y   N   C   3      F               Comments
  40     The system shall provide the ability to track employees who have submitted a Cafeteria Plan form           X

 41      System shall provide the ability to view the following information on line including but not limited to:

 42        Employee leave balance information                                                                       X
 43        Employee benefits enrollment history                                                                     X
 44        Employee time record history                                                                             X
 45        Employee gross pay, deduction and net pay information for each pay period                                X
 46      The system shall provide the ability to track state ordered insurance                                      X
 47      The system shall provide the ability to process retroactive deductions and refunds                         X
 48      Leave Administration
 49      The system shall provide the ability to transfer leave balances between employees at any level                     X              Leave transfers between employees
         within the City on an hour-for-hour basis or actual cost by using appropriate formulas.                                           is not delivered as standard.
                                                                                                                                           PeopleTools can be used to add this
                                                                                                                                           functionality.
 50      The system shall provide vacation and sick leave accrual as a percentage of paid service                   X
 51      The system shall provide leave accruals earned during paid absence                                         X
 52      The system shall provide the ability for unpaid vacation and sick leave to be converted to                 X
         retirement credit under certain specified conditions
 53      The system shall accrue vacation under various bargaining units                                            X
 54      The system shall accrue vacation that may be limited to a certain balance on an annual basis or a          X
         biweekly basis, depending on bargaining unit (Maximum: 240 hours)
 55      The system shall provide the ability for vacation to be used after a specified period of time              X
 56      The system shall provide the ability to view leave activity for vacation, sick leave, and                  X
         compensatory time off on a pay period by pay period basis through an on-line leave account ledger

 57      The system shall provide the ability to assign leave benefits based upon bargaining unit and               X
         classification
 58      The system shall provide the ability to produce a benefit eligibility list upon request for employees      X
         hired during a selected time period

                                                                                                                                                              RFP-001-02-RB
                                                                                                                                                  City of Kansas City, Missouri
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                                                                                                                                          City of Kansas City, MO
                                                                                                                     Government ERP System Request for Proposal

                                                     City of Kansas City Benefits Administration Requirements

                                                                                                                 One Response Per
                                                                                                                   Requirement
Line #                                                                                                           Y   N   C   3      F        Comments
  59     The system shall provide the ability to have additional leave categories (I.e., Personal & Comp         X
         Time)
 60      Benefits and Retirement Reporting
 61      The system shall provide the ability to generate insurance billing reports including, but not limited
         to, the following:
 62        Type of coverage                                                                                      X
 63        Class code                                                                                            X
 64        Employee name                                                                                         X
 65        Amount                                                                                                X
 66        Number of insured                                                                                     X
 67        Total life insurance coverage                                                                         X
 68      The system shall provide the ability to produce a monthly insurance recap including, but not limited
         to, the following information:
 69        Account name/number                                                                                   X
 70        Insurance code                                                                                        X
 71        Amount                                                                                                X
 72      The system shall provide the ability to generate a report by employee roster                            X
 73      The system shall provide the ability to generate a Pay Period Insurance Report                          X
 74      The system shall provide the ability to generate a New Hire Report                                      X
 75      The system shall provide the ability to generate a Termination Report                                   X
 76      The system shall provide the ability to generate an Enrollment Report                                   X
 77      The system shall provide the ability to generate a Change History Report                                X
 78      The system shall provide the ability to generate an Age report by employee or dependent                 X
 79      The system shall provide the following reports:
 80        Employees with state ordered insurance                                                                X
 81        List of employees with no benefit deductions due to low or no paycheck                                X
 82        Warning/error report of employees with no benefit deductions with due to low or no paycheck           X
           prior to running payroll
 83        Benefits register                                                                                     X
 84        Insurance cancellations                                                                               X

                                                                                                                                                     RFP-001-02-RB
                                                                                                                                         City of Kansas City, Missouri
                                                                                                                                               24 May 2002-Page 300
                                                                                                                                         City of Kansas City, MO
                                                                                                                    Government ERP System Request for Proposal

                                                     City of Kansas City Benefits Administration Requirements

                                                                                                                One Response Per
                                                                                                                  Requirement
Line #                                                                                                          Y   N   C   3      F        Comments
  85       Leave status                                                                                         X
 86        FICA savings from FSA participation                                                                  X
 87        Personal Cafeteria Plan enrollment form                                                              X
 88        Benefit costs as charged to general ledger                                                           X
 89        Combination Report of total benefit expenses for the pay period                                      X
 90      The system shall provide reports for active and retired members required by actuaries                  X
 91      The system shall track monthly pension payments                                                        X
 92      Retirement Administration
 93      The system shall track and query name, identification number, and social security number of            X
         participant
 94      The system shall track employee's salary history, date of hire, etc., when identification number       X
         changes
 95      The system shall track employees not eligible to participate in the pension system                     X
 96      The system shall provide the ability to track and maintain benefit information and changes in status
         for retired employees, surviving spouse and dependents that includes, but is not limited to, the
         following:
 97        Retire date                                                                                          X
 98        Date of death                                                                                        X
 99        Type of retirement (i.e., service, industrial, and disability)                                       X
 100       Name, social security number, address, telephone number, and date of birth of beneficiary(s)         X
           both primary and contingent
 101       Dependent coverage eligibility and expiration dates                                                  X
 102       Life insurance amount                                                                                X
 103       Medical coverage                                                                                     X
 104       Base pay                                                                                             X
 105       Last day paid updated from payroll system                                                            X
 106       Last day worked tied to leave status                                                                 X
 107       Retire rehire status                                                                                 X
 108       Medical coverage provider eligibility and expiration dates                                           X
 109       Remarks                                                                                              X

                                                                                                                                                    RFP-001-02-RB
                                                                                                                                        City of Kansas City, Missouri
                                                                                                                                              24 May 2002-Page 301
                                                                                                                                             City of Kansas City, MO
                                                                                                                        Government ERP System Request for Proposal

                                                       City of Kansas City Benefits Administration Requirements

                                                                                                                    One Response Per
                                                                                                                      Requirement
Line #                                                                                                              Y   N   C   3      F                Comments
 110     The system shall provide the ability to generate a list of retirees and benefit information                X
 111     The system shall provide the ability to extract and report benefit information and changes in status       X
         into a form letter for annual retiree correspondence
 112     The system shall track quarterly and year-to-date employee salary and deduction history                    X
 113     The system shall provide the ability to assign eligible employees to one of six or more retirement         X
         systems
 114     The system shall track multiple defined contribution plans (both contrib. & non-contrib.) with             X
         multiple providers
 115     The system shall provide the ability for unpaid vacation and sick leave to be converted to                 X
         retirement credit under certain specified conditions
 116     The system shall provide the capability to track/maintain multiple defined benefits plans both             X
         contributory & non-contributory
 117     The system shall track various bi-weekly contribution rates                                                X
 118     The system shall track employee contributions (various plans) and credit interest thereon.                 X
 119     The system shall track employee leave activity of all types on a pay period basis or between two           X
         specific dates
 120     The system shall provide the ability to add/modify/delete pension codes, and track effective dates         X
 121                                                                                                                X
         The system shall provide the ability to configure and change employee and employer contribution
         rates, calculation of benefits, eligibility rules, retirement plan, and retirement plan eligibility date
 122     The system shall provide the ability to automatically configure and re-configure employee pension          X
         information (pension plan code and deduction amount) for new hires, re-hires, and transfer
         between retirement plans depending upon the employee‟s classification.
 123     The system shall provide for information access screens, to include:
 124       Employees with inactive pension balances where the following items are displayed: old balance,           X
           fire health, taxable contributions, non-taxable contributions, interest, total balance, termination                             PeopleSoft provides employee
           date & reason, refund amount, date of refund, remaining balance                                                                 balance information for an unlimited
                                                                                                                                           amount of time by time period.
 125       Active employees with the same information in addition to fiscal year-to-date, life-to-date, and         X
           pay period contributions.

                                                                                                                                                               RFP-001-02-RB
                                                                                                                                                   City of Kansas City, Missouri
                                                                                                                                                         24 May 2002-Page 302
                                                                                                                                            City of Kansas City, MO
                                                                                                                       Government ERP System Request for Proposal

                                                      City of Kansas City Benefits Administration Requirements

                                                                                                                   One Response Per
                                                                                                                     Requirement
Line #                                                                                                             Y   N   C   3      F               Comments
 126     The system shall provide the ability to automatically add inactive pension balance amounts to the         X
         new active balance if an employee is rehired as a member of the same retirement plan and did not
         take a refund of employee contributions
 127     The system shall provide a report of active and inactive employee pension account balances with           X
         the same information as on the pension information screens, bi-weekly no pay lists, exception
         reports, error listings, annual actuarial reports, annual pension interest calculation and employee
         account statements.
 128                                                                                                               X                      The pension administration system
         The system shall track time of service calculations including service interruptions and service buy                              provides service calculations
         backs and permissive service credit.                                                                                             including buybacks.
 129     The system shall track, calculate, and capture employee pension withholding amounts (including            X
         Fire Fighter Health Insurance Subsidy contributions) each pay period. Rates need to be configured
         on a variable basis.
 130     The system shall calculate corresponding employer contributions.                                          X
 131     The system shall provide the ability to display pension information, to include: contribution history,    X
         current balance by interest, taxable contributions, pre-taxed contributions, list of current
         pensioners, and employee account statements.
 132     The system shall provide the capability to establish variable calculations and display the estimated      X
         monthly benefit at retirement, based upon retirement date, length of creditable service, age, final
         average compensation, and a multiplier.
 133     The above requirement shall be available on-line throughout the City organization.                        X
 134     The system shall calculate, and determine participant eligibility for different retirement options such   X
         as Rule of 80, early retirement penalties, and track rules under which the participant retired

 135     The system shall provide the capability to allow pension withdrawals with actuarial calculations for      X
         the reductions to the monthly benefit.
 136     The system shall provide the ability to calculate interest under varying methods (e.g., simple, or        X
         compounded by day, month, annual)
 137     The system shall allow processing of retirement payments and provide a report of all current              X
         pensioners.

                                                                                                                                                             RFP-001-02-RB
                                                                                                                                                 City of Kansas City, Missouri
                                                                                                                                                       24 May 2002-Page 303
                                                                                                                                        City of Kansas City, MO
                                                                                                                   Government ERP System Request for Proposal

                                                     City of Kansas City Benefits Administration Requirements

                                                                                                               One Response Per
                                                                                                                 Requirement
Line #                                                                                                         Y   N   C   3      F             Comments
 138     The system shall allow transition of the employee from active status to retired status by             X
         automatically preparing forms that are required to move from collecting contributions to paying the
         benefits.
 139     The system shall provide the ability to maintain each employee's primary and contingent               X
         beneficiary designations for their retirement benefits
 140     The system shall provide all employees and retirees with annual benefit statements (benefits          X
         statements shall provided designated beneficiary information and benefits that are available to
         beneficiaries)
 141     The system shall allow participants/employee's to access their account information via the            X
         internet/intranet
 142     The system shall provide number of participants in each benefit group                                 X
 143     The system shall allow printing of mailing labels for each benefit group                              X
 144     The system shall track base pension, calculate and track various increases, and track dates of        X
         increases
 145     The system shall track mandatory retirement by both age/or years of service based on applicable       X
         rules
 146     The system shall provide the ability to view the following information on line:
 147       Personnel history information including name, address, telephone number, job title, department,     X
           object code (full-time, part-time, etc.), monthly base salary, history of changes since hire, and
           retirement plan entry date. This information would be for current and former employees.

 148      Employee vacation and sick leave balance information.                                                X
 149      Employee benefits enrollment information.                                                            X
 150      Employee time record history.
          Employee gross pay, deduction and net pay information for each pay period, including all             X
 151                                                                                                           X
           payment and deduction categories.
 152     The system shall generate the ability to wire funds to the Retirement System custodian in                     X
         connection with payroll processing cycles.                                                                                   #############################
 153     The system shall provide the ability to track terminated employees who are eligible for a deferred    X
         pension


                                                                                                                                                        RFP-001-02-RB
                                                                                                                                            City of Kansas City, Missouri
                                                                                                                                                  24 May 2002-Page 304
                                                                                                                                         City of Kansas City, MO
                                                                                                                    Government ERP System Request for Proposal

                                                    City of Kansas City Benefits Administration Requirements

                                                                                                                One Response Per
                                                                                                                  Requirement
Line #                                                                                                          Y   N   C   3      F        Comments
 154     The system shall provide the ability to track contributions into individual member DROP accounts       X
         and all necessary accounting of a DROP plan including earnings on individual member DROP
         accounts
 155     Deferred Compensation
 156     The system shall allow for a waiting period before employee deferred compensation calculations         X
         are effective.
 157     The system shall provide the ability to allow City matches to deferred compensation, which may be      X
         allocated to the same plan, a different plan, or a combination of both.
 158     The system shall allow transmitting employee contributions to multiple vendors (a minimum of 6).       X
 159     The system shall allow deferred compensation information displays and updates to include, but not
         limited to:
 160        Deferral amounts for savings and life insurance                                                     X
 161        Dump in amounts                                                                                     X
 162        Catch-up status (participants eligibility/expiration)                                               X
 163        YTD total and total savings amount                                                                  X
 164        Calendar year history                                                                               X
 165        Roll-over/transfer of funds between providers                                                       X
 166     The system shall provide for data edits to include:
 167        Calculation of maximum deferral amount allowed each pay period by participant, which is then        X
            compared to the entered deferral amounts, to ensure that withholdings do not exceed maximum
            allowed
 168        Automatically stop withholdings when the participant reaches the annual maximum, with               X
            allowance to resume the withholding should a salary increase occur
 169        Automatically resume withholding in previous case at the beginning of the following year            X
 170        Verification of minimum bi-weekly deductions                                                        X
 171        Accommodate bi-weekly deductions on either a flat amount or percent-of-pay basis.                   X
 172     The system shall provide a report of 457 participants who are over the pre-tax contribution limit at   X
         any point during the year.
 173     The system shall provide deferred compensation contribution reports by pay period, annual, and on-     X
         demand basis.

                                                                                                                                                    RFP-001-02-RB
                                                                                                                                        City of Kansas City, Missouri
                                                                                                                                              24 May 2002-Page 305
                                                                                                                                       City of Kansas City, MO
                                                                                                                  Government ERP System Request for Proposal

                                                     City of Kansas City Benefits Administration Requirements

                                                                                                              One Response Per
                                                                                                                Requirement
Line #                                                                                                        Y   N   C   3      F               Comments
 174     The system shall provide the ability to track an active employee's deferred retirement benefit for   X
         lump sum payment at retirement
 175     The system shall allow emergency withdrawals for deferred compensation.                                  X                  Withdrawal information is not
                                                                                                                                     maintained in the benefits system.
                                                                                                                                     PeopleTools can be used to add this
                                                                                                                                     functionality.
 176     The system shall track members who have not contributed to deferred compensation for a user          X
         defined amount of time




                                                                                                                                                        RFP-001-02-RB
                                                                                                                                            City of Kansas City, Missouri
                                                                                                                                                  24 May 2002-Page 306
                                                                                                                                         City of Kansas City, MO
                                                                                                                    Government ERP System Request for Proposal

                                                          City of Kansas City Time Collection Requirements

                                                                                                                One Response Per
                                                                                                                  Requirement

Line #                                                                                                          Y   N   C   3      F                Comments
  0      Time Entry & Approval
  1      The system shall provide the ability to enter timesheets at decentralized locations by the following
         methods:
  2        By timekeeper                                                                                        X
  3        By employee                                                                                          X
  4                                                                                                                         X          PeopleSoft provides a time
                                                                                                                                       collection device interface that can
                                                                                                                                       accept and transfer time from a 3rd
                                                                                                                                       party time collection device (swipe
           Electronic time card (magnetic strip)                                                                                       cards included).
  5        Batch                                                                                                X
  6        Online (with keyboard "shortcut" keys)                                                               X
  7        Intranet                                                                                             X
  8        Touchscreen                                                                                                      X          The Time and Labor system
                                                                                                                                       provides an interface that can
                                                                                                                                       accept time from any third-party time
                                                                                                                                       collection system.
  9        Web browser (Internet)                                                                               X
 10        Interactive IVR                                                                                                  X          The Time and Labor system
                                                                                                                                       provides an interface that can
                                                                                                                                       accept time from any third-party time
                                                                                                                                       collection system.
 11   PDA                                                                                                       X
 12   File transfers                                                                                            X
 13   Interfaces with other systems                                                                             X
 14 The system shall provide the ability to enter timesheets including, but not limited to, daily, weekly,      X
    biweekly and/or monthly basis
 15 The system shall allow input of timesheets by exception only or positive entry capabilities                 X
 16 The system shall provide the ability to allow multiple entries on each timesheet                            X

                                                                                                                                                           RFP-001-02-RB
                                                                                                                                               City of Kansas City, Missouri
                                                                                                                                                     24 May 2002-Page 307
                                                                                                                                      City of Kansas City, MO
                                                                                                                 Government ERP System Request for Proposal

                                                       City of Kansas City Time Collection Requirements

                                                                                                             One Response Per
                                                                                                               Requirement

Line #                                                                                                       Y   N   C   3      F               Comments
 17 The system shall provide online validation of all time entry data with rules, pay policies, schedules,
    etc. and generate warnings and/or restrictions/prohibitions when time entry data is in violation of
    policies, including but not limited to the following:
 18   Overtime                                                                                               X
 19   Shift differential                                                                                     X
 20   Special shift rules                                                                                    X
 21   Work out-of-class premiums                                                                             X
 22 The system shall provide the ability to enter time against multiple types of fund, job, department,      X
    project, etc. codes as defined in the City's chart of accounts
 23 The system shall provide the ability to identify , enter and report those hours charged to any fund,     X
    department and organization not authorized in position control.
 24 The system shall provide the ability for users to view online administrative time balances and           X
    history at time-entry (e.g. pop-up display of leave history and time bank balances)
 25 The system shall validate employee sick time, leave, and other time bank balances at time entry          X
    and generate warnings and/or prohibitions for time usage exceeding balances
 26 The system shall provide the ability to define common allowances including but not limited to meal       X
    allowance associated with positions, work schedules, etc. and recommend appropriate allowances
    to the user based on data entered during time-entry (regular & overtime)
 27 The system shall allow multiple units of time entry and processing, including but not limited to:

 28      Hours and minutes                                                                                   X                      PeopleSoft accepts clock-time time
                                                                                                                                    entries (for example: 9:00 to 5:30 )
                                                                                                                                    and calculates the elapsed time
                                                                                                                                    worked based on your organization's
                                                                                                                                    rules.
 29   Hours and decimals                                                                                     X
 30 The system shall automatically update accruals for including but not limited to vacation, sick leave,    X
    comp time, free day, etc.
 31 The system shall provide the ability to enter time in future pay periods                                 X

                                                                                                                                                        RFP-001-02-RB
                                                                                                                                            City of Kansas City, Missouri
                                                                                                                                                  24 May 2002-Page 308
                                                                                                                                        City of Kansas City, MO
                                                                                                                   Government ERP System Request for Proposal

                                                       City of Kansas City Time Collection Requirements

                                                                                                               One Response Per
                                                                                                                 Requirement

Line #                                                                                                         Y   N   C   3      F               Comments
 32 The system shall provide comments fields associated with time entry data ( e.g. user can provide           X
    narrative reason for overtime)
 33 The system shall provide the ability to enter, process and track non-hourly/wage reimbursements            X
    including but not limited to mileage, other non-taxable reimbursements, etc
 34 The system shall provide the ability to assign various approval rights to specific users/management        X
    including but not limited to approval of overtime, working out of shift, etc.
 35 The system shall provide the ability to create default timesheet activities for individuals or groups of   X
    users to facilitate time-entry based on user-defined needs and criteria
 36 The system shall provide the ability to organize a group employees within divisions into work areas        X
    and/or work teams and select (via pop-up display etc.) groups or individuals to facilitate time
    keeper data entry and/or approval of multiple timesheets
 37 The system shall provide the ability to enter data with Smart Screen Navigation (i.e. the next logical     X
    screen is presented upon completion of the prior screen)
 38 The system shall provide workflow for exception-based review and approval, changes to history              X
    and schedules, etc. and provide review status and workflow audit trail information
 39 The system shall accumulate, process, and track all associated time related data for employees
    working in multiple positions, multiple shifts, etc., including but not limited to the following:

 40   Work hours                                                                                               X
 41   Overtime                                                                                                 X
 42   Compensatory Time-off                                                                                    X
 43   Accruals                                                                                                 X
 44   Benefits                                                                                                 X
 45   FLSA                                                                                                     X
 46 The system shall provide the ability to automatically distribute benefits proportionate to earning         X
    codes
 47 The system shall provide electronic signature features                                                     X                      PeopleSoft provides the ability to
                                                                                                                                      generate manager approval pages.


                                                                                                                                                          RFP-001-02-RB
                                                                                                                                              City of Kansas City, Missouri
                                                                                                                                                    24 May 2002-Page 309
                                                                                                                                      City of Kansas City, MO
                                                                                                                 Government ERP System Request for Proposal

                                                       City of Kansas City Time Collection Requirements

                                                                                                             One Response Per
                                                                                                               Requirement

Line #                                                                                                       Y   N   C   3      F                Comments
 48 The system shall flag time entry data falling outside of normal work schedules for management            X
    review/approval
 49 The system shall have the ability to keep track of work hours when an employee works several             X
    different shifts
 50 The system shall provide the ability to track, validate and reconcile actual hours worked by work        X
    schedule by position, classification and employee
 51 The system shall provide the ability to verify Work Out of Class (WOC) codes during time entry to        X                      A time reporting code or reason
    verify the WOC code and position data (i.e. job class, vacancy, pay, etc.)                                                      code can be established to flag
                                                                                                                                    WOC conditions.
 52 Audit Controls and Edits
 53 The system shall provide the ability to adjust exceptions based on user defined criteria including,      X
    but not limited to, crew, class
 54 The system shall provide the ability to automatically recalculate regular hours as leave hours are               X              The system does not automatically
    recorded                                                                                                                        recalculate regular hours as leave
                                                                                                                                    hours are entered. PeopleTools can
                                                                                                                                    be used to add this feature to the
                                                                                                                                    system.
 55 The system shall have the ability to edit all timesheet entries based on security rules                  X
 56 The system shall provide the ability to convert leave balances and transfer to another employee                  X              PeopleTools can be used to create
                                                                                                                                    an employee leave donation
                                                                                                                                    program. Currently, we track
                                                                                                                                    employee leave balances
                                                                                                                                    (accrued/taken) but do not track the
                                                                                                                                    transfer to other employees.
 57 The system shall provide a validation and verification control identifying the work-flow status of the   X
    approval process
 58 The system shall provide the ability to make prior-period adjustments, changes and corrections to        X
    hours worked and update corrections through the payroll cycle and leave bank accrual


                                                                                                                                                        RFP-001-02-RB
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                                                                                                                                     City of Kansas City, MO
                                                                                                                Government ERP System Request for Proposal

                                                      City of Kansas City Time Collection Requirements

                                                                                                            One Response Per
                                                                                                              Requirement

Line #                                                                                                      Y   N   C   3      F               Comments
 59 The system shall provide an audit trail of all edits and approvals                                      X
 60 Scheduling
 61 The system shall provide the ability to track and maintain work schedules by position, classification   X
    and employee                                                                                                                   Work schedules can be established
                                                                                                                                   by workgroups and employee.
                                                                                                                                   Workgroups can reflect position
                                                                                                                                   groups, classifications, etc.
 62 The system shall provide the ability to define and track work schedules at multiple levels, including
    but not limited to the following:                                                                                              Please see the response above.
 63   Employee                                                                                              X
 64   Position                                                                                              X
 65   Classification                                                                                        X
 66   Work Group                                                                                            X
 67   Crews                                                                                                 X
 68   Division                                                                                              X
 69   Department                                                                                            X
 70 The system shall provide the ability to define and apply multiple organization specific rules to
    schedules and pay policies, including but not limited to the following:
 71   Time banks                                                                                                    X              PeopleSoft supports time off leave
                                                                                                                                   plans and accruals. Time banks
                                                                                                                                   (assuming this means donation
                                                                                                                                   banks) will require a modification
                                                                                                                                   using PeopleTools.
 72      Overtime                                                                                           X
 73      Compensatory time-off                                                                              X
 74      Shift differential                                                                                 X
 75      Special shift rules                                                                                X
 76      Work out-of-class premiums                                                                         X


                                                                                                                                                       RFP-001-02-RB
                                                                                                                                           City of Kansas City, Missouri
                                                                                                                                                 24 May 2002-Page 311
                                                                                                                                      City of Kansas City, MO
                                                                                                                 Government ERP System Request for Proposal

                                                       City of Kansas City Time Collection Requirements

                                                                                                             One Response Per
                                                                                                               Requirement

Line #                                                                                                       Y   N   C   3      F                Comments
 77 The system shall enable the user to generate daily, weekly, bi-weekly and future schedules               X
    automatically, allow for manual overrides on an exception-basis and provide for effective calendar
    dating
 78 The system shall provide the ability to define multiple shifts including, but not limited to, starting   X
    and ending times, breaks and lunch periods, etc.
 79 The system shall provide the ability to assign employees to hours, shifts, positions, departments,       X
    etc. outside of their normal schedule and accumulate and track all associated time and related data
    without affecting the employees normal schedule
 80 The system shall provide comments fields to provide reason for changes in schedules                      X
 81 The system shall provide the ability to define and assign employees to an unlimited number of            X
    labor cost codes as defined in the City's chart of accounts and pre-load default code assignments

 82 The system shall determine staffing shortages based upon current and future schedules.                   X
                                                                                                                                    The reporting tools can be used to
                                                                                                                                    generate an overall schedule report
                                                                                                                                    to help determine staffing shortages.
 83 The system shall recommend available and eligible employees for filling scheduled but unfilled           X
    positions.
 84 Reporting
 85 The system shall provide the ability to produce the following reports:
 86   Audit trail report of all data entries, changes and deletions by user, date, time and workstation      X

 87      Overtime and compensatory time accruals by period                                                   X
 88      FMLA, stand-by hours, extended leave, safety leave, awarded hours, excused dock, dock,              X
         suspension, Fire "K" days, workman's compensation and non-pay activities including the reason
         and description
 89      Planned and actual absentee time and the related costs, including costs of associated fringe        X
         benefits
 90      Absentee time by employee, fund, department, organization, district, shift and reason               X

                                                                                                                                                        RFP-001-02-RB
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                                                                                                                               City of Kansas City, MO
                                                                                                          Government ERP System Request for Proposal

                                                      City of Kansas City Time Collection Requirements

                                                                                                      One Response Per
                                                                                                        Requirement

Line #                                                                                                Y   N   C   3      F               Comments
 91   Employee vacation schedules reflecting approved requests                                        X
 92 Interfaces
 93 The system shall automatically update payroll information when changes are made to an             X
    employee's record
 94 The system shall have the ability to accept hours worked during trips and integrate with trip     X                      The time and labor system
    expense module                                                                                                           interfaces to PeopleSoft Mobile
                                                                                                                             Time and Expense system.
 95 The system shall provide the ability to interface data with Kronos systems, Smart Card systems,   X
    other timekeeping systems and risk management systems.
 96 The system shall provide the ability to interface data with various project and cost accounting   X
    systems
 97 The system shall provide the ability to interface data with other financial management systems    X
    (e.g., AFN, Oracle, Brass, DHCD MIS System, etc.)




                                                                                                                                                 RFP-001-02-RB
                                                                                                                                     City of Kansas City, Missouri
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                                                                                                                                          City of Kansas City, MO
                                                                                                                     Government ERP System Request for Proposal

                                                               City of Kansas City Payroll Requirements

                                                                                                                 One Response Per
                                                                                                                   Requirement
Line #                                                                                                           Y   N   C   3      F        Comments
   0     Payroll Administration
  1      The system shall provide a user-defined structure within the City organization (i.e., fund,             X
         department, organization, district, shift, etc.)
  2      The system shall provide the ability to group employees by organizational unit in any manner            X
         without having to set up multiple employee records for each organizational unit
  3      The system shall provide the ability to assign an employee to a primary organizational unit or fund     X
         (e.g., GL home account)
  4      The system shall provide the ability to establish automatic default set up of new employee pay and      X
         deduction codes by classification and bargaining unit
  5      The system shall provide the ability to restrict pay and deduction codes to particular payroll groups   X
         by classification and bargaining unit
  6      The system shall provide the ability to designate from which payroll cycle to take a certain            X
         deduction
  7      The system shall provide the ability to vary the formula of a given earning/deduction code based on     X
         payroll group
  8      The system shall provide the ability to track multiple overtime reason codes                            X
  9      The system shall provide the ability to utilize different GL account codes to record various pay        X
         types such as vacation pay, sick pay, etc.
 10      The system shall provide the ability to automatically update employee records in such a manner as       X
         not to interfere with payroll processing
 11      The system shall provide the ability to override key-fund-dept-org-district-shift                       X
 12      The system shall provide the ability to distribute labor charges according, but not limited to:
 13        Specific accounts                                                                                     X
 14        Specific GL codes                                                                                     X
 15        Multiple activities, specific jobs or projects/grants                                                 X
 16      The system shall provide the ability to validate against the GL and chart of accounts for correct       X
         account and ledger code
 17      The system shall provide the ability to default earning and deduction codes from the earning and        X
         deduction master based on, but not limited to, the payroll organizational unit or group
 18      The system shall provide the ability assign a unique employee identifier                                X

                                                                                                                                                     RFP-001-02-RB
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                                                                                                                                           City of Kansas City, MO
                                                                                                                      Government ERP System Request for Proposal

                                                                City of Kansas City Payroll Requirements

                                                                                                                  One Response Per
                                                                                                                    Requirement
Line #                                                                                                            Y   N   C   3      F                Comments
  19     The system shall provide the ability to enter employees by SSN, employee identifier and/or name          X

 20      The system shall provide the ability to make payroll changes by, but not limited to, organizational      X
         unit, bargaining unit or group
 21      The system shall maintain payroll detail online for minimum specified time period                        X
 22      The system shall provide the ability to accommodate various pay statuses (e.g., biweekly, hourly,        X
         fee, salaried, uncompensated, etc).
 23      The system shall be FLSA compliant, including but not limited to, regular rate calculations, required    X
         reports and archiving
 24      The system shall allow the choice of having distribution percentage splits follow the position control   X
         # not the person.
 25      The system shall provide earning groups including, but not limited to, the following:
 26        Earning group                                                                                          X
 27        Earning type                                                                                           X
 28        Date-sensitive earning types                                                                           X
 29      The system shall provide the ability to calculate FLSA-governed payments and generate the                X
         associated reports bi-weekly, weekly and semi-monthly
 30      The system shall provide the ability to process automatic step and range increases based on user-        X
         defined hours of paid service that can vary by class or bargaining unit
 31      The system shall provide the ability to override or adjust hours accumulated toward step and range       X
         increase
 32      The system shall accommodate a user-defined number of pay steps within a pay range for any               X
         classification
 33      The system shall provide the ability for step and range intervals to be automatically calculated         X
         based on percentage or flat amounts
 34      The system shall provide the ability to accommodate variable pay ranges with minimum and                 X
         maximum rate, with no steps
 35      The system shall provide the ability to suspend a step and range increase for any period of hours,       X                      Step and range increases can be
         calendar days, pay periods, or until a specified date                                                                           inactivated based on effective date.


                                                                                                                                                             RFP-001-02-RB
                                                                                                                                                 City of Kansas City, Missouri
                                                                                                                                                       24 May 2002-Page 315
                                                                                                                                        City of Kansas City, MO
                                                                                                                   Government ERP System Request for Proposal

                                                                City of Kansas City Payroll Requirements

                                                                                                               One Response Per
                                                                                                                 Requirement
Line #                                                                                                         Y   N   C   3      F               Comments
  36     The system shall provide the ability to pay at a higher or lower step for any period of hours,        X
         calendar days, pay periods, or until a specified date
 37      The system shall provide the ability to update salary ranges by percentage or flat dollar amounts     X
         for any specified class or bargaining unit
 38      The system shall provide the ability to enter steps and ranges that may be fixed or variable as       X
         specified for each class
 39      The system shall provide the ability to calculate bonuses and premiums based on fixed dollar          X
         amounts, percentages of base pay, pro-rated on hours of paid service, or with minimum paid
         service and to designate which are subject to mandatory payroll deduction
 40      The system shall provide the ability to clear accumulators on total, individual, and other defined    X
         criteria
 41      The system shall provide the ability to have multiple authorized hours (i.e., 76, 80, 96, 112, 120,   X                      An employee standard hours can be
         etc.) for a specific employee                                                                                                defaulted from the job code and
                                                                                                                                      position an employee is tied to. An
                                                                                                                                      employee can have an unlimited
                                                                                                                                      number of jobs.
 42      The system shall provide the ability to integrate sick leave with SDI                                 X
 43      The system shall provide the ability to track accumulation and usage of City and FLSA                 X
         compensatory time
 44      Payroll Processing, Verification and Audit Controls
 45      The system shall provide the ability to pay, and/or prevent pay, an employee from more than one       X
         fund, department and organizational unit
 46      The system shall split salary and benefits, including retirement benefits, among funds, departments   X
         and organizational units
 47      The system shall provide the ability to process employer paid deferred compensation under             X
         multiple plans
 48      The system shall provide the ability to process payroll on optional user-selected frequencies, for
         example:
 49        Daily                                                                                               X
 50        Weekly                                                                                              X

                                                                                                                                                          RFP-001-02-RB
                                                                                                                                              City of Kansas City, Missouri
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                                                                                                                                            City of Kansas City, MO
                                                                                                                       Government ERP System Request for Proposal

                                                                City of Kansas City Payroll Requirements

                                                                                                                   One Response Per
                                                                                                                     Requirement
Line #                                                                                                             Y   N   C   3      F                Comments
  51        Bi-weekly                                                                                              X
 52         Semi-monthly                                                                                           X
 53         Monthly                                                                                                X
 54         Special (election payroll)                                                                             X
 55         On-demand (i.e., terminations, vacation advance, court order, ratification)                            X
 56      The system shall accurately divide that payroll‟s cost data between fiscal years based on the             X
         number of days allocated to each fiscal year when a biweekly pay period covers the end of one
         fiscal year and the beginning of another
 57      The system shall have the ability to calculate an amount needed for accruing compensated
         absences (including FICA and Medicare) in accordance with GASB
 58      The system shall provide the ability to establish user-defined parameters for deductions and              X
         earnings codes for taxing and withholding purposes
 59      The system shall allow use of an earning or deduction code to calculate another earning or                X
         deduction code as part of formula calculations
 60      The system shall provide the ability to make mass changes to earning, deduction, and rate                 X
         amounts by bargaining unit, classification, or any other defined criteria
 61      The system shall provide the ability to develop user-defined cap for earnings and deductions              X
 62      The system shall provide the ability to develop user-defined reset frequencies of earnings and            X
         deductions
 63      The system shall provide the ability to accrue vacation, sick time, compensation time, FMLA leave,
         safety hours, free day, education leaveand other accruals including, but not limited to, the following:

 64        Accrual frequency (i.e., every pay period, monthly, quarterly, yearly, employee anniversary)                    X              PeopleSoft supports pay period
                                                                                                                                          frequencies, hourly, weekly, and
                                                                                                                                          monthly. PeopleTools will be
                                                                                                                                          required to build additional accrual
                                                                                                                                          frequencies. The system provides
                                                                                                                                          anniversary leave awards in the set
                                                                                                                                          up tables.
 65        Reversal transactions                                                                                   X

                                                                                                                                                              RFP-001-02-RB
                                                                                                                                                  City of Kansas City, Missouri
                                                                                                                                                        24 May 2002-Page 317
                                                                                                                                            City of Kansas City, MO
                                                                                                                       Government ERP System Request for Proposal

                                                                City of Kansas City Payroll Requirements

                                                                                                                   One Response Per
                                                                                                                     Requirement
Line #                                                                                                             Y   N   C   3      F                Comments
  66       Unique custom accrual requirements                                                                      X
 67        Automatic accrual rate change based on length of service                                                X
 68        Allow organizational units to adjust certain time codes online                                          X
 69        Automatic default to another leave type when requested leave type is exhausted.                                 X              A modification will be required to
                                                                                                                                          automatically default to another
                                                                                                                                          leave type when other leave
                                                                                                                                          categories are exhausted.
 70        Process all leave adjustments prior to processing leave usage                                           X
 71        Carryover balances                                                                                      X
 72        Alter criteria as policy changes                                                                        X
 73        Suspend and restart accruals                                                                            X
 74      The system shall allow the user to specify employees to be paid by, but not limited to, the following
         methods:
 75        Organizational unit                                                                                     X
 76        Bargaining unit                                                                                         X
 77        Group                                                                                                   X
 78        Individual                                                                                              X
 79      The system shall allow supplemental payrolls                                                              X
 80      The system shall provide the ability to have different hourly rates for an employee for different days    X
         within the same pay period
 81      The system shall provide the ability for pre-calculation of payroll outside of the normal payroll cycle   X

 82      The system shall provide the ability to re-calculate payroll for changed hours, etc.                      X
 83      The system shall provide the ability for online ad-hoc calculation of employee paycheck amount

 84      The system shall provide the ability to override minimum hours calculation                                X
 85      The system shall provide the ability to pay a minimum number of hours of overtime when coded as
         callback, with override capability
 86      The system shall provide the ability to pay standby pay as a flat rate or a percentage of one-hour‟s      X
         pay

                                                                                                                                                              RFP-001-02-RB
                                                                                                                                                  City of Kansas City, Missouri
                                                                                                                                                        24 May 2002-Page 318
                                                                                                                                       City of Kansas City, MO
                                                                                                                  Government ERP System Request for Proposal

                                                              City of Kansas City Payroll Requirements

                                                                                                              One Response Per
                                                                                                                Requirement
Line #                                                                                                        Y   N   C   3      F        Comments
  87     The system shall provide the ability to pay mileage reimbursement on bi-weekly paycheck              X
 88      The system shall provide the ability to pay parking reimbursement of differing amounts on bi-        X
         weekly paycheck
 89      The system shall provide the ability to pay automobile allowance at different rates by employee on   X
         paychecks at scheduled intervals
 90      The system shall provide the ability to void checks                                                  X
 91      The system shall provide the ability to generate and track manual checks as individual payment       X
         (i.e., not as part of a batch)
 92      The system shall provide the ability to generate supplemental checks with immediate update of        X
         year-to-date payroll information
 93      The system shall provide the ability to allow supplemental payroll checks with appropriate           X
         deductions reported in the regular pay cycle
 94      The system shall provide the ability to take deductions and use special earnings outside of the      X
         regular pay cycle (e.g., special pay)
 95      The system shall provide the ability to correct errors and reprocess exceptions online prior to      X
         printing checks
 96      The system shall provide the ability to view manual checks online immediately after they are         X
         generated
 97      Garnishments
 98      The system shall track, calculate and deduct employee garnishments, including but not limited to,
         the following:
 99         Effective date                                                                                    X
 100        Deduction priority                                                                                X
 101        Limits                                                                                            X
 102        Fixed amounts                                                                                     X
 103        Percentage amounts                                                                                X
 104        Amounts, including but not limited to:
 105          Multiple child support orders                                                                   X
 106          IRS levies                                                                                      X
 107          Missouri levies                                                                                 X

                                                                                                                                                  RFP-001-02-RB
                                                                                                                                      City of Kansas City, Missouri
                                                                                                                                            24 May 2002-Page 319
                                                                                                                                          City of Kansas City, MO
                                                                                                                     Government ERP System Request for Proposal

                                                               City of Kansas City Payroll Requirements

                                                                                                                 One Response Per
                                                                                                                   Requirement
Line #                                                                                                           Y   N   C   3      F                Comments
 108        Sequestrations of wages                                                                              X
 109        Student loans                                                                                        X
 110        Wage earners                                                                                         X
 111        Bankruptcies                                                                                         X
 112        Court fees                                                                                           X
 113        Other user defined garnishments                                                                      X
 114     The system shall report and provide history of employee garnishments                                    X
 115     The system shall provide the ability to provide automated interrogatory reporting and remitting                                The payroll system provides an
                                                                                                                                        interface to the Accounts Payable
                                                                                                                                        system to produce remittances to
                                                                                                                                        vendors. This process can be set
                                                                                                                                        up to run automatically through the
                                                                                                                 X                      Process Scheduler.
 116     The system shall track child support and wage earners data to include, but not limited to:
 117       Case number                                                                                           X
 118       Current amounts                                                                                       X
 119       Cumulative amounts                                                                                    X
 120       Arrearage amounts                                                                                     X
 121       City fees                                                                                             X
 122       Court jurisdiction                                                                                    X
 123     Adjustments and Corrections
 124     The system shall provide the ability to have payroll adjustments reflected in correct pay period        X
 125     The system shall provide the ability to perform retroactive pay adjustments by individual, bargaining
         unit, and any other user defined criteria                                                               X
 126     The system shall provide the ability to automatically reverse a check with an audit trail               X
 127     The system shall provide the ability to apply post payroll corrections for rates, allowances,
         deductions, taxes, and other payroll configuration data based on effective date of the correction;
         with all periods being adjusted appropriately                                                           X
 128     The system shall provide the ability to accumulate and track deduction arrearages and implement a
         systematic recovery/repayment plan                                                                      X

                                                                                                                                                            RFP-001-02-RB
                                                                                                                                                City of Kansas City, Missouri
                                                                                                                                                      24 May 2002-Page 320
                                                                                                                                             City of Kansas City, MO
                                                                                                                        Government ERP System Request for Proposal

                                                                 City of Kansas City Payroll Requirements

                                                                                                                    One Response Per
                                                                                                                      Requirement
Line #                                                                                                              Y   N   C   3      F        Comments
 129     Gross Wage Calculation
 130     The system shall provide standard calculations in accordance with:
 131      Federal and State Laws                                                                                    X
 132      Industry practices                                                                                        X
 133      GAAP                                                                                                      X
 134     The system shall provide the ability to pay an employee at more than one rate                              X
 135     The system shall provide edit and validation codes that are both system and user defined                   X
 136     The system shall provide multiple formulas for complex earning and deduction codes                         X
 137     The system shall provide the ability to define codes for, but not limited to, the following information:

 138      Automatic deposit only                                                                                    X
 139      Checks and automatic deposit                                                                              X
 140      Multiple automatic deposits (minimum 5)                                                                   X
 141      Check only                                                                                                X
 142     The system shall provide multiple earnings codes including, but not limited to:
 143      Salary (e.g., regular, work out of class, etc)                                                            X
 144      Job Classes (e.g., regular, work out of class, etc.)                                                      X
 145      Hourly rate (e.g., regular, work out of class, etc)                                                       X
 146      Vacation                                                                                                  X
 147      Sick                                                                                                      X
 148      FLSA                                                                                                      X
 149      Comp-time and other leave types (e.g., free day, etc)                                                     X
 150      Holiday                                                                                                   X
 151      Safety Days                                                                                               X
 152      Shift differentials (e.g., second shift, third shift, etc)                                                X
 153      Overtime, double-time, woc overtime, woc double-time including reason codes                               X
 154      Meals and lodging                                                                                         X
 155      Missouri State Tuition (MO$T)                                                                             X
 156      Expense reimbursement                                                                                     X
 157      Call back and standby                                                                                     X

                                                                                                                                                        RFP-001-02-RB
                                                                                                                                            City of Kansas City, Missouri
                                                                                                                                                  24 May 2002-Page 321
                                                                                                                                         City of Kansas City, MO
                                                                                                                    Government ERP System Request for Proposal

                                                               City of Kansas City Payroll Requirements

                                                                                                                One Response Per
                                                                                                                  Requirement
Line #                                                                                                          Y   N   C   3      F        Comments
 158        Special and flat-pay amounts with descriptions                                                      X
 159        Uniform and clothing allowance                                                                      X
 160        Bonus and premium pay (e.g., bonus, academy, education, haz-mat, KCI, incentive, safety pay,        X
            Field Training Office, etc)
 161        Taxable non-cash benefits (imputed income, excess death benefit, commuting, etc)                    X
 162        Administrative leave                                                                                X
 163        Tool, Auto and mileage allowances                                                                   X
 164        Personal leave (e.g., jury, military, funeral, voting, etc)                                         X
 165        Retro pay and adjustments                                                                           X
 166     The system shall provide the ability to support the tax pay types including, but not limited to:
 167        Normal earnings                                                                                     X
 168        Non-taxable earnings (i.e., workers compensation)                                                   X
 169        Taxable supplemental workers compensation benefits                                                  X
 170        User defined tax categories                                                                         X
 171     The system shall provide the ability to cash out accumulated leave balances by defined formulas        X
         and criteria
 172     Pre-Tax Additions and Deductions
 173     The system shall provide the ability to calculate and store tax withholdings and retirement earnings   X
         for non-cash benefits (i.e., excess life insurance, etc.)
 174     The system should provide the ability to calculate and deduct retirement contributions for multiple    X
         retirement plans
 175     The system shall provide the ability to track IRS 125 benefits package by employee                     X
 176     The system shall provide the ability to administer a cafeteria style benefits plan                     X
 177     The system shall have the ability to record Section 79 and other tax-deferral plan information in      X
         conformance with IRS and other regulations
 178     The system shall provide the ability to define and prioritize pre-tax deductions including, but not
         limited to, the following:
 179        Pensions (e.g., employee, fire, fire-health, elected, etc)                                          X
 180        Deferred compensation                                                                               X
 181        Section 125 Group Benefits (e.g., health, dental, life, disability, vision, dental, etc)            X

                                                                                                                                                    RFP-001-02-RB
                                                                                                                                        City of Kansas City, Missouri
                                                                                                                                              24 May 2002-Page 322
                                                                                                                                            City of Kansas City, MO
                                                                                                                       Government ERP System Request for Proposal

                                                                City of Kansas City Payroll Requirements

                                                                                                                   One Response Per
                                                                                                                     Requirement
Line #                                                                                                             Y   N   C   3      F        Comments
 182        Section 125 Flexible Spending Accounts (e.g., medical reimbursement, child care, etc.)                 X
 183        Fixed dollar                                                                                           X
 184        Percentage calculations                                                                                X
 185        Private insurance deduction                                                                            X
 186        Deduction types                                                                                        X
 187     The system shall provide the ability to define deduction limits and maximum amounts                       X
 188     After-Tax Additions and Deductions
 189     The system shall provide the ability to define and prioritize after-tax deductions including, but not
         limited to, the following:
 190        Automated Clearing House (ACH)                                                                         X
 191        US savings bonds                                                                                       X
 192        Fixed dollar                                                                                           X
 193        Percentage calculations                                                                                X
 194        Private insurance deduction                                                                            X
 195        Other elective and mandatory deductions including, but not limited to multiple City charities, court   X
            awarded deductions, child support, court fees, multiple credit unions, dependent life insurance,
            disability insurance, multiple union dues, garnishments
 196     Net Pay, ACH and Fund Transfers
 197     The system shall provide ACH and FTP ability for payroll deduction checks (i.e., bank, insurance          X
         premiums, United Way Fund, etc.)
 198     The system shall provide the ability to support Automated Clearing House (ACH) transactions               X
 199     The system shall provide the ability to allow direct deposit payments to be made to multiple banks        X

 200     The system shall provide a Pay Check Stub, including but not limited to the following information:
 201      Direct deposit (multiple accounts)                                                                       X
 202      Group insurance                                                                                          X
 203      Deferred compensation                                                                                    X
 204      Medicare                                                                                                 X
 205      Vacation hours balance                                                                                   X
 206      Sick leave hours balance                                                                                 X

                                                                                                                                                       RFP-001-02-RB
                                                                                                                                           City of Kansas City, Missouri
                                                                                                                                                 24 May 2002-Page 323
                                                                                                                                          City of Kansas City, MO
                                                                                                                     Government ERP System Request for Proposal

                                                               City of Kansas City Payroll Requirements

                                                                                                                 One Response Per
                                                                                                                   Requirement
Line #                                                                                                           Y   N   C   3      F        Comments
 207       Other leave hours balances (multiple categories)                                                      X
 208       Taxable/non-taxable earnings                                                                          X
 209       Workers‟ comp (injury leave)                                                                          X
 210       Other deductions and amounts                                                                          X
 211       Total deductions                                                                                      X
 212       Net pay                                                                                               X
 213       Direct deposit portion                                                                                X
 214     The system shall provide the ability to transfer and remit all withholdings, deductions and fund        X
         balances electronically
 215     The system shall provide the ability to print employee payment checks including bank MICR line          X
         and address bar codes
 216     Terminations, Separations and Severances
 217     The system shall provide the ability to expense benefits for an employee beyond termination to any
         organization within the chart of accounts                                                               X
 218     The system shall provide the ability to set final check flag for terminated employees to prevent
         further timesheet processing and check printing                                                         X
 219     The system shall provide the ability to automatically generate payroll final claim by organizational
         unit and bargaining unit before and after each payroll for review and correction                        X
 220     The system shall provide the ability to perform online calculation of pay and benefits for terminated
         employees based upon termination date                                                                   X
 221     The system shall provide the ability to allocate final wages to the current calendar year and prior
         calendar year for wages paid in a year subsequent to the year that the wages were earned (i.e., a
         retiring employee is paid for prior years accumulation of vacation pay or sick pay)
                                                                                                                 X
 222     The system shall provide the ability to automatically cancel ACH transmissions of final pay subject
         to approved overrides of the auto-cancellation                                                          X
 223     Tax Administration
 224     The system shall provide the ability to manually adjust taxable earnings for W-2 processing             X
 225     The system shall provide the ability to calculate and store employee and employer contributions to
         Medicare, Social Security, and retirement                                                               X

                                                                                                                                                     RFP-001-02-RB
                                                                                                                                         City of Kansas City, Missouri
                                                                                                                                               24 May 2002-Page 324
                                                                                                                                            City of Kansas City, MO
                                                                                                                       Government ERP System Request for Proposal

                                                                City of Kansas City Payroll Requirements

                                                                                                                   One Response Per
                                                                                                                     Requirement
Line #                                                                                                             Y   N   C   3      F               Comments
 226     The system shall provide the ability to support the following tax calculations including, but not
         limited to:
 227        Taxable status of each employee and each tax type (e.g., exempt vs. non-exempt)                        X
 228        Employee FICA Medicare                                                                                 X
 229        Employer FICA Medicare                                                                                 X
 230        Employee FICA OASDI                                                                                    X
 231        Employer FICA OASDI                                                                                    X
 232        Employer State Unemployment Insurance (SUI)                                                            X
 233        Employer State Disability Insurance (SDI)                                                              X
 234        Employee SDI                                                                                           X
 235        Federal income tax                                                                                     X
 236        Federal calculation method                                                                             X
 237        Federal tax tables                                                                                     X
 238        Federal additional                                                                                     X
 239        State income tax                                                                                       X
 240        State Exact Calculation Method                                                                         X
 241        State tax tables                                                                                       X
 242        State additional                                                                                       X
 243        Advanced earned income credit                                                                          X
 244     The system shall provide the ability to support separate tax tables for special pay calculations (e.g.,
         flat tax)                                                                                                 X
 245     Workers Compensations Payments
 246     The system shall provide the ability to track full and partial days of lost time due to injury and                               PeopleSoft assumes that a payroll
         generate the appropriate temporary partial disability payments either by manual of dollar amounts                                earnings code can be defined for
         or automated calculation                                                                                                         disability payments and the earnings
                                                                                                                                          table will be able to generate
                                                                                                                                          workers compensation payments
                                                                                                                                          based on the delivered earnings
                                                                                                                   X                      table calculations.


                                                                                                                                                              RFP-001-02-RB
                                                                                                                                                  City of Kansas City, Missouri
                                                                                                                                                        24 May 2002-Page 325
                                                                                                                                         City of Kansas City, MO
                                                                                                                    Government ERP System Request for Proposal

                                                               City of Kansas City Payroll Requirements

                                                                                                                One Response Per
                                                                                                                  Requirement
Line #                                                                                                          Y   N   C   3      F               Comments
 247     The system shall provide the ability to calculate supplemental taxable benefit payments contingent
         upon the amount of TPD payment amounts                                                                 X
 248     The system shall provide the ability to ACH deposit non-taxable benefits to the employee's account                            Assuming these payments are made
         or direct mail to the employee's home address                                                                                 via the payroll system, ACH deposits
                                                                                                                X                      are delivered.
 249     The system shall provide the ability for Risk Management personnel to enter and/or approve                     X              An approval process can be created
         workers compensation payment information                                                                                      to allow personnel to enter/approve
                                                                                                                                       workers compensation payment
                                                                                                                                       information.

 250     The system shall provide reporting on lost time, dates, and amounts by individual and
         organizational unit                                                                                    X
 251     The system shall provide the ability to isolate both TPD payments and Supplemental benefit                                    PeopleSoft assumes that TPD and
         payments and distribute the costs separately from regular payroll distributions                                               Supplemental benefit payments are
                                                                                                                                       created as separate payroll earnings
                                                                                                                X                      codes.
 252     The system shall provide the ability to deduct benefit, voluntary and mandated amounts from non-
         taxable benefit payments and include the deduction amounts in the deduction reporting and
         remitting process                                                                                      X
 253     Contract Payroll
 254     The system shall provide the ability to conduct Contract Payroll Administration including, but not
         limited to, the following:
 255        Enter either rate of pay, units of pay or total wage amount                                         X
 256        Make on-line changes to employee's name, address, tax status and object code                        X
 257        Store contract information for 10 years                                                             X
 258        View contract employee's history of contracts by fund/department/org/effective date and/or          X
            expiration date
 259        Display and report employee's earnings by pay period, quarterly and yearly, or, on range of dates   X

 260      Provide earnings statements with breakdown of YTD totals for wages, taxes and deductions              X

                                                                                                                                                           RFP-001-02-RB
                                                                                                                                               City of Kansas City, Missouri
                                                                                                                                                     24 May 2002-Page 326
                                                                                                                                           City of Kansas City, MO
                                                                                                                      Government ERP System Request for Proposal

                                                                City of Kansas City Payroll Requirements

                                                                                                                  One Response Per
                                                                                                                    Requirement
Line #                                                                                                            Y   N   C   3      F               Comments
 261       Provide an internal check-and-balance of authorized contract payroll deductions                        X
 262     The system shall provide the ability to conduct Contract Payroll Processing including but not limited
         to the following:
 263       Prevent wage payments different than contract provisions                                               X
 264       Prevent payments from more than one department                                                         X
 265       Prevent wages payments from both merit system and contract system within same pay period               X

 266       Prevent further employee payments at expiration date of contract or at depletion of contract                   X              PeopleTools will be required to
           amount                                                                                                                        prevent further payment based on
                                                                                                                                         contract end date.
 267     Payroll Reporting
 268     The system shall provide the option to display all reports on-line                                       X
 269     The system shall provide the ability to generate electronic files for various FTP file formats           X
 270     The system shall provide the ability to print and/or display date-sensitive reports by effective date,   X
         as of date, future date, or range of dates as selected by user
 271     The system shall provide the ability to print reports in summary and/or detail all data including, but
         not limited to, hours, earnings, employer contributions (costs), deductions and net pay for the
         following levels including, but not limited to:
 272       Employee                                                                                               X
 273       Fund                                                                                                   X
 274       Department                                                                                             X
 275       Organizational unit                                                                                    X
 276       District                                                                                               X
 277       Shift                                                                                                  X
 278       Crew                                                                                                   X
 279       Project                                                                                                X
 280       Grant                                                                                                  X
 281       Activity Cost                                                                                          X
                                                                                                                                                            RFP-001-02-RB
                                                                                                                                                City of Kansas City, Missouri
                                                                                                                                                      24 May 2002-Page 327
                                                                                                                                       City of Kansas City, MO
                                                                                                                  Government ERP System Request for Proposal

                                                                City of Kansas City Payroll Requirements

                                                                                                              One Response Per
                                                                                                                Requirement
Line #                                                                                                        Y   N   C   3      F                Comments
 282       Third Party administration                                                                         X
 283       Financial and investment institutions                                                              X
 284     The system shall provide the ability to print fiscal year-to-date total per employee by GL fund      X
 285     The system shall provide the ability to access payroll detail online for a user-defined time frame   X
         within, at minimum, the current year and two prior years
 286     Employer State Unemployment Insurance (SUI)                                                          X
 287     The system shall provide reports, including but not limited to the following:                                               PeopleSoft provides standard
                                                                                                                                     payroll reports as well as a variety of
                                                                                                                                     report writers for producing these
                                                                                                                                     reports.
 288       Automated Deposit Register                                                                         X
 289       Biweekly Class Report                                                                              X
 290       Biweekly Employee Step Increase                                                                    X
 291       Biweekly Employees or Spouses Approaching 65                                                       X
 292       Biweekly Overtime Totals                                                                           X
 293       Bond Balance Update                                                                                X
 294       Bond Inscription                                                                                   X
 295       Break In Service Records Created                                                                   X
 296       Budget Unit Labor Cost                                                                             X
 297       Budget Unit Labor Cost-Additional Copies                                                           X
 298       Bureau of Labor Statistics                                                                         X
 299       Change Register                                                                                    X
 300       Public Retirement System (PERS) Offset Program By Department                                       X
 301       City Payroll Tape Report                                                                           X
 302       City Wide Performance Based Step Increase Employees on Hold                                        X
 303       Court Overtime Report                                                                              X
 304       Credit Union Tape Report                                                                           X
 305       Credit Union-Regular Deductions and Direct Deposit                                                 X
 306       Database Backup Summary                                                                            X

                                                                                                                                                         RFP-001-02-RB
                                                                                                                                             City of Kansas City, Missouri
                                                                                                                                                   24 May 2002-Page 328
                                                                                                                                       City of Kansas City, MO
                                                                                                                  Government ERP System Request for Proposal

                                                              City of Kansas City Payroll Requirements

                                                                                                              One Response Per
                                                                                                                Requirement
Line #                                                                                                        Y   N   C   3      F        Comments
 307       Deferred Compensation                                                                              X
 308       Department Overhead Report                                                                         X
 309       Department Totals                                                                                  X
 310       Departmental Mileage Summary                                                                       X
 311       Deposit Recap for Federal EIN                                                                      X
 312       Deposit Recap for Organization                                                                     X
 313       Detail Deduction Report                                                                            X
 314       Detailed Deduction Report                                                                          X
 315       Division Overhead Report                                                                           X
 316       Earn Rate & Class Verification                                                                     X
 317       Earned Income Credit                                                                               X
 318       Educational/Skill Pay                                                                              X
 319       Employees with no insurance                                                                        X
 320       Employer Report of Special Wage Payments (Form SSA-131)                                            X
 321       Insurance Reports by Carrier for Health & Life & Dental                                            X
 322       Invoices by Warrant                                                                                X
 323       Insurance Report by funding source (e.g., Jackson County Drug Task Force)                          X
 324       Net Pay Listing Report                                                                             X
 325       Newly Terminated Employees                                                                         X
 326       Overtime Report                                                                                    X
 327       Pension Reports                                                                                    X
 328       Saving Bonds                                                                                       X
 329       Sequestration and/or Garnishment Report                                                            X
 330       Supplemental Life Insurance Report                                                                 X
 331       SUTA Reports                                                                                       X
 332       Charitable Contributions                                                                           X
 333       Unpaid Leave                                                                                       X
 334       Workmen's Compensation                                                                             X
 335     The system shall provide the ability to generate verification of earnings statements summarized by
         a user-defined range of dates                                                                        X

                                                                                                                                                  RFP-001-02-RB
                                                                                                                                      City of Kansas City, Missouri
                                                                                                                                            24 May 2002-Page 329
                                                                                                                                        City of Kansas City, MO
                                                                                                                   Government ERP System Request for Proposal

                                                               City of Kansas City Payroll Requirements

                                                                                                               One Response Per
                                                                                                                 Requirement
Line #                                                                                                         Y   N   C   3      F        Comments
 336     The system shall provide standard calendar year end reports including, but not limited to:
 337       Earnings Summary                                                                                    X
 338       EIC payments                                                                                        X
 339       Missouri unemployment contributions                                                                 X
 340       W-2 forms                                                                                           X
 341     The system shall provide reports of all changes to employer's deduction and taxes, etc.               X
 342     The system shall provide reports on FLSA calculations                                                 X
 343     The system shall provide reports of tax payments by employee                                          X
 344     The system shall provide the ability for exception reports for leave balance                          X
 345     The system shall provide reports of retirement deductions by employee                                 X
 346     Other Payroll
 347     The system shall provide the ability to prorate benefits based on actual hours paid                   X
 348     The system shall provide the ability for deductions to be paid to specified vendors or agencies
         through the AP system                                                                                 X
 349     The system shall provide the ability to notify users when appropriation amounts are insufficient to
         support a payroll distribution posting                                                                X
 350     The system shall provide the ability to override automated postings and charge insufficient
         appropriation amounts to interfund accounts receivable                                                X
 351     The system shall provide the capability of securing and verifying the approval of respective
         Departments for the requisition of the Department's payroll                                           X
 352     The shall provide the capability of securing Human Resources release approval prior to the
         processing of final payroll                                                                           X




                                                                                                                                                   RFP-001-02-RB
                                                                                                                                       City of Kansas City, Missouri
                                                                                                                                             24 May 2002-Page 330
                                                                                                                                       City of Kansas City, MO
                                                                                                                  Government ERP System Request for Proposal

                                                    City of Kansas City Property Tax Collection Requirements

                                                                                                              One Response Per
                                                                                                                Requirement
Line #                                                                                                        Y   N   C   3      F        Comments
  0      BILLING REQUIREMENTS
  1      Bill Administration
         The system shall provide for the maintenance of tax area code tables including but not limited to
  2      the following information: tax district/tax area code, jurisdiction, fund, and rate
  3      The system shall allow for multiple sub-districts per tax district/tax area code
  4      The system shall provide valid identification numbers, including but not limited to:
  5        Bill number
  6        County parcel number
  7        City parcel number
  8        Ordinance number
  9        Assessment number
 10        Accounts receivable ID number
 11        Special assessment ID number
 12      The system shall provide valid codes, including but not limited to the following:
 13        Land use code
 14        Property classification code
 15        Tax status code
 16      The system shall provide a bill creation reason code for each tax bill
 17      The system shall create bill type code from a combination of process type and property type
 18      The system shall provide a business calendar that defines, but is not limited to, the following:
 19        Work days
 20        Holidays
           Key business rule days such as lien date, roll close date, legal due date and delinquency dates.
 21
      Dynamic business rules for due dates, delinquency dates, notice dates, interest free grace
 22   period, etc.
 23   Due date specific to each process
 24   Delinquent date = unsecured delinquent date from calendar
 25   Penalty date = due date + 11 days, or other user-defined specified period.
    The system shall provide tax bills with multiple associated years (e.g., roll year, tax year and
 26 escape year)
    The system should automatically generate the next tax bill number, accounts receivable ID
 27 number, or special assessment ID number for the tax year and assign to new bills
                                                                                                                                                  RFP-001-02-RB
                                                                                                                                      City of Kansas City, Missouri
                                                                                                                                            24 May 2002-Page 331
                                                                                                                                       City of Kansas City, MO
                                                                                                                  Government ERP System Request for Proposal

                                                  City of Kansas City Property Tax Collection Requirements

                                                                                                              One Response Per
                                                                                                                Requirement
Line #                                                                                                        Y   N   C   3      F        Comments
    The system shall edit all incoming real and personal property tax roll records for, but not limited to,
 28 the following:
 29   Blank tax district/tax area code
 30   Valid tax district/tax area code
    The system shall verify APN against tax district/tax area code for, but not limited to, the following:
 31
 32   Blank owner name
 33   Blank mailing address
 34   Blank situs address
 35   Blank legal description
 36   Value change edit
    The system shall allow for selection and processing of a single tax bill from a process list for
 37 immediate bills
    The system shall provide, but not be limited to, the following current and delinquent bill formats:
 38
 39   Annual secured tax bill
 40   Duplicate secured tax bill
 41   Information statement
 42   Corrected secured tax bill
 43   Penalty only tax bill (secured or unsecured)
 44   Supplemental tax bill
 45   Corrected supplemental tax bill
 46   Regular unsecured tax bill
 47   Transferred real property tax bill
 48   Transferred real property supplemental tax bill
 49   Escape unsecured tax bill
 50   Corrected unsecured tax bill
 51   Corrected transferred tax bill
 52   Three-year payment plan bills
 53   Delinquent secured tax bill
 54 The system shall provide that all tax bill formats include a payment coupon and advice
    The system should include a message that indicates the previous bill number being corrected on
 55 new bills that result from a correction
                                                                                                                                                  RFP-001-02-RB
                                                                                                                                      City of Kansas City, Missouri
                                                                                                                                            24 May 2002-Page 332
                                                                                                                                             City of Kansas City, MO
                                                                                                                        Government ERP System Request for Proposal

                                                       City of Kansas City Property Tax Collection Requirements

                                                                                                                    One Response Per
                                                                                                                      Requirement
Line #                                                                                                              Y   N   C   3      F        Comments
         The system shall provide the ability to identify taxpayers that will receive electronic billing with the
 56      capability of electronic and manual updates
         The system shall store a list of lending, property management, development, and other relevant
         institutions and other entities that are responsible for bill payment other than owner including, but
 57      not limited to, the following information:
 58        Name
 59        Address
 60        Lender number
 61        Input media type
 62        Output media type
 63        Information statement flag
 64        Date active
 65        Date inactive
 66        Phone number
 67        Fax number
 68        Number of parcels last submitted
         The system shall include the institution that received the regular tax bill on information statements
 69
 70 The system shall provide an electronic tax file for each electronic customer sorted by bill number
    The system shall provide capability of electronic and manual update of who is responsible for bill
 71 payments
    The system shall record date, time and user data every time a duplicate tax bill is requested for
 72
    mailing
 73 The system shall include a fund description for each tax amount shown on tax bill
    The system shall provide a separate supplemental proration message on supplemental tax bills
 74
    The system shall provide supplemental roll records that may have a negative, positive, or zero
 75 difference value amount
    The system shall flag roll records with a process type that will define, but not be limited to, annual
    unsecured, escape unsecured, corrected unsecured, annual secured, corrected annual secured,
 76 supplemental, and sub-districts



                                                                                                                                                        RFP-001-02-RB
                                                                                                                                            City of Kansas City, Missouri
                                                                                                                                                  24 May 2002-Page 333
                                                                                                                                            City of Kansas City, MO
                                                                                                                       Government ERP System Request for Proposal

                                                       City of Kansas City Property Tax Collection Requirements

                                                                                                                   One Response Per
                                                                                                                     Requirement
Line #                                                                                                             Y   N   C   3      F        Comments
         The system identify each roll record with property type that includes, but is not limited to, aircraft,
         commercial personal property, real property, mobile home or possessory interest and sub-districts
 77
         The system should support, but not be limited to, the following additional fields for supplemental
 78      roll:
 79        Value action date (beginning of ownership)
 80        Ending ownership date
 81        Value prorate percentage
 82        Ownership prorate percentage
 83        Value action reason
 84        Before and after values
 85      The system shall capture and edit total net tax of a user-defined dollar amount
 86      The system shall provide a cross-reference between cancelled bills and new bills
 87      The system shall provide cancelled bills that can be related to multiple new tax bills
 88      The system shall provide that one new tax bill could be related to multiple cancelled bills
 89      Summaries and Inquiries
         The system shall provide inquiry capability that includes, but is not limited to, the following
 90      information:
 91        Owner(s) name
 92        Year
 93        APN or ID number, accounts receivable ID number, special assessment ID number
 94        Bill number
 95        Tax amount (by year, installment and delinquencies)
 96        Situs address
 97        Billed address
 98        Subdivision name, block and lot number
 99        Values, exemptions and cancellations
         The system shall allow for additional selection criteria on process date, account number or bill
100      number on the process date inquiry
         The system shall allow for local printing of entire summary list or an individual screen-print of items
101      found in process date inquiry
102      The system shall provide online summary by tax district/tax area code

                                                                                                                                                       RFP-001-02-RB
                                                                                                                                           City of Kansas City, Missouri
                                                                                                                                                 24 May 2002-Page 334
                                                                                                                                       City of Kansas City, MO
                                                                                                                  Government ERP System Request for Proposal

                                                 City of Kansas City Property Tax Collection Requirements

                                                                                                              One Response Per
                                                                                                                Requirement
Line #                                                                                                        Y   N   C   3      F        Comments
103 The system shall provide online summary by category or activity within tax district/tax area code
104 The system shall provide online summary by tax year within category or activity
105 Values and Calculations
    The system shall provide supplemental values that are associated with an action date and an
106 ownership begin date and ending date, if applicable
107 The system shall support unlimited number of exemptions on a tax bill
    The system shall provide exemptions that have the capability of fixed value, fixed tax amount or
108 percentage of tax amount
    The system shall calculate corrected supplemental values using the same algorithm defined for
109 new supplemental tax bills
110 The system shall provide an individual fund with a tax rate identified as base 1, 2, 3 or 4 tax type
    The system shall provide appropriate fund tax rates for the roll year identified in the roll record for
111 secured tax bills
112 The system shall determine the correct tax rate for the original bill year
    The system should determine prorate factor for value action date (i.e., beginning and ending period)
113
    The system should determine percentage ownership ratio of ownership days by dividing number of
114 days owned by number of billing days in the fiscal year, if applicable
115 The system should determine net change in assessed value
116 The system should multiply the net change in assessed value by the tax rate
117 The system should multiply the tax amount by the value action date prorate factor
118 The system should multiply the prorated amount times the ownership ratio
    The system shall provide the ability to calculate tax liability based on the property value and
119 acquisition date
    The system shall calculate the number of sub-districts assigned by each fund, when the annual
120 secured tax roll is extended
    The system shall add a negative charge to the fund based on the fee in the fund table for each sub-
121 district
122 The system shall add a collection fee to each fund based on the table for each sub-district
    The system shall provide fixed charges on sub-districts that cannot be added to an annual secured
123 tax bill or any other tax bill
124 Corrections
                                                                                                                                                  RFP-001-02-RB
                                                                                                                                      City of Kansas City, Missouri
                                                                                                                                            24 May 2002-Page 335
                                                                                                                                      City of Kansas City, MO
                                                                                                                 Government ERP System Request for Proposal

                                                 City of Kansas City Property Tax Collection Requirements

                                                                                                             One Response Per
                                                                                                               Requirement
Line #                                                                                                       Y   N   C   3      F        Comments
125 The system shall provide an action ID or authority number if record is for roll correction
126 The system shall provide a valid reason code for a secured roll correction
127 The system shall allow corrections to roll records online
    The system shall provide for the annual secured tax roll to be kept frozen as a beginning reference
128 for multiple changes that occur throughout the year
129 The system shall move discharged tax amounts into special fund for accounting purposes
130 The system shall allow for individual user „de-selection‟ from discharge list
131 The system shall archive all discharged bills to a bill image
132 The system shall provide online bill correction
133 The system shall provide roll corrections
134 The system shall provide that roll corrections receive the same edits as new roll records
    The system shall provide that all roll corrections have an identifier known as an authority number
135 that contains an indication of where the correction originated
    The system shall provide one authority number that can be associated with multiple roll corrections
136 and corrected bills
    The system shall provide for one corrected bill to have multiple authority number corrections
137 associated with it
138 The system shall accommodate roll corrections for assessment appeal decisions
139 The system shall provide updates to multiple funds based on one correction transaction
140 The system shall provide upward corrections automatically to create a new tax bill
    The system shall provide that downward corrections and value cancellations be held for online
141 review for each batch
    The system shall provide that each affected tax bill should be flagged with „pending cancellation‟ or
142 „pending correction‟
    The system shall allow for online review and approval of corrections, allowing for rejection of one or
143 more within a batch
    The system shall provide that each set of roll corrections processed has an accompanying roll
144 correction register
    The system shall provide that upon approval, downward corrections correct a tax bill and flag for re-
145 printing
    The system shall provide that the „pending cancellation‟ or „pending correction‟ flag be removed
146 from the affected tax bill immediately, if rejected
147 The system shall allow for immediate re-calculation and printing of a selected correction
                                                                                                                                                 RFP-001-02-RB
                                                                                                                                     City of Kansas City, Missouri
                                                                                                                                           24 May 2002-Page 336
                                                                                                                                           City of Kansas City, MO
                                                                                                                      Government ERP System Request for Proposal

                                                     City of Kansas City Property Tax Collection Requirements

                                                                                                                  One Response Per
                                                                                                                    Requirement
Line #                                                                                                            Y   N   C   3      F        Comments
         The system shall provide that tax calculations for corrected bills are based on the original bill year
148      tax rates
         Corrections may contain multiple revenue and tax (R&T) codes that will need to print with
149      messages on a tax bill
         The system shall provide that R&T codes correspond to certain penalties, fees or interest that need
150      to be applied to the tax bill, if applicable
151      The system shall provide ownership day corrections received for previous supplemental bills
         The system shall provide supplemental bill corrections that match the original bill by value action
152      date, value action reason, parcel number and bill number
153      The system shall produce supplemental corrections for negative tax bills
         The system shall stop refund and combine with new correction to create new tax balance and
154      refund if the bill has been printed but the refund has not yet been sent
         The system shall send new current year secured or unsecured tax bill for amount due from
155      taxpayer if upward correction
         The system shall create a new negative tax bill for the difference amount and initiate a separate
156      refund transaction if downward correction
         The system should provide that corrections to tax bills involved in a delinquent account are output
157      in a special tax bill format
         The system shall receive unsecured penalty bills or secured failure to file penalty bills that may not
158      have a property value
159      The system shall provide adjustments to delinquent tax bills
         The system shall provide downward adjustments to delinquent tax bills where less than all
         delinquent bills in an account have been corrected and there are remaining unpaid bills on the
160      account. This should result in an adjustment and refund for the tax a
         The system shall provide downward adjustments to unpaid delinquent tax bills that will correct the
161      amount due according, but not limited, to the following rules:
162        Send out a corrected delinquent notice
163        Waive penalties for corrected bill
164        Waive the redemption fee
         The system shall provide, but not be limited to, the following payment plans if a downward value
165      correction is made to a tax bill that is involved in a payment plan:
166        Corrected bill amount only
167        Pay corrected bill amount and re-calculate remaining payment plan amount
                                                                                                                                                      RFP-001-02-RB
                                                                                                                                          City of Kansas City, Missouri
                                                                                                                                                24 May 2002-Page 337
                                                                                                                                              City of Kansas City, MO
                                                                                                                         Government ERP System Request for Proposal

                                                        City of Kansas City Property Tax Collection Requirements

                                                                                                                     One Response Per
                                                                                                                       Requirement
Line #                                                                                                               Y   N   C   3      F        Comments
168        Combine corrected bill amount into payment plan amounts
         The system shall provide, but not be limited to, the following payment plans for a corrected
169      delinquent or payment plan tax bill:
170        Waive all penalties, interest and fees if the bill is unpaid after a user-defined time period
           Re-install all penalties, interest, and fees back to the original delinquent date if the bill is unpaid
171        after a user-defined time period
172      The system shall store the original delinquent date with each corrected bill
         The system shall provide a correction register for review and approval for each downward
173      adjustment
         The system shall produce a correction register which matches the bill printing sequence for each
174      upward adjustment correction
         The system shall determine if there are any other pending roll corrections for the same property
175      and combine the corrections together for bill printing
176      The system shall allow for cancellation or value correction of a tax bill based on appeal decisions
    The system shall ensure that all tax amounts and fixed charges are equal to the original amounts
177 on the cancelled tax bill for a correction
178 The system shall print a tax bill for a new owner for a correction
179 The system shall provide a change reason code for all bill corrections
180 The system shall provide for manual update of due dates on corrected bills
    The system shall register for roll corrections to show „before‟ and „after‟ value changes and „before‟
181 and „after‟ fixed charge changes
    The system shall provide full audit trail of all items created or corrected with date, time and user ID
182
    The system shall provide for a downward correction of a delinquent tax bill for a sub-district with,
183 but not limited to, the following rules:
      All penalties and fees for the tax bill may be waived in the event of a correction (based on
184 correction reason code)
      Do not waive penalties and fees if the sub-district was removed for alternate payment
185 arrangement or foreclosure with agency (based on correction reason code)
186 The system shall provide individual bill corrections for special assessments
    The system shall allow for mass correction of a specific sub-district fee across all bills for a tax year
187
188 The system shall provide downward adjustments of sub-districts and cannot go below zero
                                                                                                                                                         RFP-001-02-RB
                                                                                                                                             City of Kansas City, Missouri
                                                                                                                                                   24 May 2002-Page 338
                                                                                                                                         City of Kansas City, MO
                                                                                                                    Government ERP System Request for Proposal

                                                    City of Kansas City Property Tax Collection Requirements

                                                                                                                One Response Per
                                                                                                                  Requirement
Line #                                                                                                          Y   N   C   3      F        Comments
         The system shall not allow upward corrections to sub-districts, except on secured escape bills
189
190 Bill Creation
    The system shall provide a prior year tax bill that is created with the exact information from the
191 archived tax bill
    The system shall provide a „copy from‟ feature which allows a manually created bill to be started
192 from the data of an existing bill of the same tax year
193 The system shall edit bills before bill creation
194 The system shall allow for individual entry and request of sub-district letters
    The system shall produce a supplemental explanation letter with each supplemental tax bill or
195 incorporate the information on the standard tax bill
196 Printing
197 The system shall create bills on demand and allow for individual re-printing
    The system shall allow users to select a bill and ask for local printing at any printer on the network
198
199 The system shall assign a bill print type code and print the description on the tax bill
    The system shall provide the ability to associate tax bills by taxpayer and mailing address or
    alternate mailing information, mortgage code or mortgage holder name, APN, accounts receivable
200 ID number, special assessment ID number
    The system shall provide bill printing that includes bar coding of bill number and bill item type in the
201 address window
    The system shall provide bill printing that includes POS Net coding for US Post Office processing
202
    The system shall provide the ability to print an information statement for each electronic tax bill
203
204 The system shall record the bill printing date and time with bill information
    The system shall produce an electronic batch file of tax bills for printing, and allow for selection of a
205 minimum dollar amount for printing of bills
    The system shall provide that batch tax bills be accompanied with a online summary cover sheet
206 for use in manual review of tax bills and mailroom processing
    The system shall provide batch tax bill printing by, but not limited to, zip codes and electronic
207 customer ID
208 The system shall provide that local printing of tax bills
                                                                                                                                                    RFP-001-02-RB
                                                                                                                                        City of Kansas City, Missouri
                                                                                                                                              24 May 2002-Page 339
                                                                                                                                        City of Kansas City, MO
                                                                                                                   Government ERP System Request for Proposal

                                                    City of Kansas City Property Tax Collection Requirements

                                                                                                               One Response Per
                                                                                                                 Requirement
Line #                                                                                                         Y   N   C   3      F        Comments
         The system shall provide a feature for mass request of coupon and advice printing only by bill
209      number, tax year, mortgage holder, owner, or parcel number.
210      The system shall print bills with a special message for a R&T code
211      The system shall provide barcoding for addresses
212      The system shall provide for printing of scan line with multiple codes in an OCRA font type
         The system shall allow printing of previous year summary of delinquent taxes, interest, and
213      amounts due for special assessments and tax bills for an account
         The system shall provide the ability for customers to access complete tax bill and tax account
214      information online via the internet
215      COLLECTION REQUIREMENTS
216      Fund Accounting and Distribution
         The system shall provide for a distribution of funds to fund accounts, revenues source accounts,
217      balance sheet accounts, etc.
         The system shall provide that all funds collected since the last distribution are summarized into a
218      total amount
219      The system shall provide that partial payments are included in distribution amounts
         The system shall provide that refunds are included with a refund status or as negative collection
220      amounts unless it is a reverse refund
         The system shall provide that distribution amounts are summarized by category or activity and
221      sorted by tax district/tax area code, fund, revenue source code, etc.
         The system shall provide that the amount is deducted from the account immediately if a payment is
222      returned and included in the next distribution
223      The system shall provide that each distribution should receive a unique identifier for batch files
224      The system shall provide unsecured discharged bills (write-offs)
225      The system shall identify all unsecured tax bills that remain unpaid in full or in part
         The system shall support fund accounting of charges, payments, adjustments and refunds based
226      on bill type code
227      The system shall incorporate separate fund accounting that will account for monies collected
228      The system shall include, but not be limited to, the following fund accounting:
229        Current secured collections
230        delinquent secured collections
231        Supplemental collections
232        Suspense of partial payments
                                                                                                                                                   RFP-001-02-RB
                                                                                                                                       City of Kansas City, Missouri
                                                                                                                                             24 May 2002-Page 340
                                                                                                                                    City of Kansas City, MO
                                                                                                               Government ERP System Request for Proposal

                                                City of Kansas City Property Tax Collection Requirements

                                                                                                           One Response Per
                                                                                                             Requirement
Line #                                                                                                     Y   N   C   3      F        Comments
233 Unsecured collections
234 Delinquent unsecured collections
235 Penalty, fee and interest collections
236      Collection of miscellaneous fees
237 The system shall provide online transactions that move amounts between funds
238 The system shall provide online fund transactions with a full audit trail
    The system shall have the ability to internally transfer between funds based on payment
    adjustments and other transactions made in the system, and include retroactive processing to allow
239 for posting to a previous period
240 The system shall refund adjustments from hold account
    The system shall provide an adjustment reason code that defines the 'from' and 'to' funds for each
241 payment adjustment
242 The system shall allow penalties, fees and interest to be associated with separate funds
    The system shall provide for partial payments to any secured account including current secured tax
    bills, delinquent secured accounts or payment plans that are considered „suspense‟ items in the
243 fund and are not included in apportionment
    The system shall provide for miscellaneous fees or charges to be added to accounts that are not
244 associated with a tax bill
    The system shall associate penalties, interest and fees with different funds for fund accounting
245
    The system shall put the overage in a fund and make no notation on any of the parcels if overage
246 does not match any associated tax bills
    The system shall allow for electronic interface to transfer and distribute of funds to the primary
    general ledger accounting system, allocating funds into their respective accounting categories, with
247 manual override if adjustments need to be made
248 Payment Processing
    The system shall allow for future partial payments to be posted to current secured amount due
249
250 The system shall edit for „suspense‟ amounts when evaluating a partial payment
    The system shall allow for a „payment shortage tolerance‟ of payment amount for total payment of
251 tax bill


                                                                                                                                               RFP-001-02-RB
                                                                                                                                   City of Kansas City, Missouri
                                                                                                                                         24 May 2002-Page 341
                                                                                                                                              City of Kansas City, MO
                                                                                                                         Government ERP System Request for Proposal

                                                       City of Kansas City Property Tax Collection Requirements

                                                                                                                     One Response Per
                                                                                                                       Requirement
Line #                                                                                                               Y   N   C   3      F        Comments
         The system shall allow for electronic interface with bank lockbox payment processing, posting
         payments to accounts, with electronic interface to a suspense file for the distribution of funds to the
252      general ledger accounting system with manual override cap
253      The system shall support, but not be limited to, the following types of payment adjustments:
254        Wrong credit card number
255        Wrong credit card amount charged
256        Payment applied to wrong account
257        Wrong payment amount applied
258        Returned check
259        Erroneous application
         The system shall allow for transfer of payment or overpayment to other tax bills, both secured and
260      unsecured
         The system shall provide the ability to process high-volume entries by multiple bill number and
261      returned check amount
262      The system shall allow for multiple payee name(s) and address(es) per tax bill
263      The system shall allow for manual cancellation of the returned check fee by authorized staff
         The system shall provide ability to re-enroll tax bill and reverse payment in next fiscal year if a debit
264      memo is received after the roll closes
         The system shall set up a payment adjustment code for returned check with fee on the tax bill
265
266 The system shall provide payment plans on secured and unsecured tax bills
267 The system shall provide multi-year payment plans
    The system shall create a delinquent tax bill if the payment obligation has been met but the current
268 taxes for the property have not been paid
    The system shall provide that any payment amounts made on the plan be changed to „delinquency
269 credit‟ and does not count them as payments against the principal or interest
    The system shall produce a full payment plan statement to be sent to the taxpayer, as each
270 payment plan is started
    The system shall provide the ability to calculate monthly payments for all payment plans if
271 requested by taxpayer
272 The system shall produce a tax statement for a payment plan at any time for taxpayer
    The system shall provide the capability to produce a consolidated tax statement for a single
273 taxpayer
                                                                                                                                                         RFP-001-02-RB
                                                                                                                                             City of Kansas City, Missouri
                                                                                                                                                   24 May 2002-Page 342
                                                                                                                                      City of Kansas City, MO
                                                                                                                 Government ERP System Request for Proposal

                                                   City of Kansas City Property Tax Collection Requirements

                                                                                                             One Response Per
                                                                                                               Requirement
Line #                                                                                                       Y   N   C   3      F        Comments
         The system shall allow for entry of a payee name and address for each payment made as well as a
274      separate name and address for the payment plan
         The system shall allow for entry of a bankruptcy payment plan that can have monthly, quarterly or
         annual payments with an individual interest rate including, but not limited to, the following
275      information:
276        Total plan amount owed with interest
277        Payment coupon and advice
278        Current taxes due
279        Payment coupon and advice
280        Full payoff amount
281      The system shall allow for an unlimited number of payments against a payment plan
         The system shall keep track of payments to determine if the annual installment amount has been
282      reached
283      The system shall find all accounts with, but not limited to, the following characteristics:
284        Payment plan installment for year is only partially paid
           Current year taxes (current, escaped, corrected or supplemental) for parcel number are past due
285
    The system shall send a notice of payment plan delinquency with the full amount due to the
286 taxpayer and payee of record
287 The system shall allow user override of payment plan delinquency
288 The system shall automatically reinstate the payment plan if a payment is delinquent
    The system shall add the returned check fee to the payment plan account as a separate fee if a
289 payment plan check is returned
290 The system shall provide ability to include bankruptcy accounts if requested by users
    The system shall record payee name and address if the payment is received after a final notice has
291 been recorded
    The system shall provide a feature to identify all secured and unsecured tax bills associated with
292 the name and address when a bankruptcy notice is received from the court
    The system shall allow for mass update of all tax bills with bankruptcy information including, but not
293 limited to, the following:
294 Case number
295 Court name
296 Court location
                                                                                                                                                 RFP-001-02-RB
                                                                                                                                     City of Kansas City, Missouri
                                                                                                                                           24 May 2002-Page 343
                                                                                                                                    City of Kansas City, MO
                                                                                                               Government ERP System Request for Proposal

                                                 City of Kansas City Property Tax Collection Requirements

                                                                                                           One Response Per
                                                                                                             Requirement
Line #                                                                                                     Y   N   C   3      F        Comments
297   Bankruptcy type
298   Filing date
299   Attorney name, phone, fax and address
300   Claim filing date
301   Payment plan confirmed date
302   Payment plan description
303   Bankruptcy closing date
304 The system shall produce bankruptcy claim forms
305 The system shall set up a payment plan with monthly payment amounts
306 The system shall provide ability to stop system penalties cost and interest with an „as of date‟
307 The system shall keep partial payments made to bankruptcy tax bills in suspense
308 The system shall automatically close a bankruptcy if all tax bills have been paid
    The system shall update the bankruptcy action and tax bills if a bankruptcy dismissal or closure is
309 received
310 The system should print a tax lien release upon request
    The system should note an attempt to pay a previous bill if overage exactly matches a previously
311 paid tax bill associated with one of the coupons and advices
    The system shall note the attempted payment to the cancelled bill for information purposes only
312
313 The system shall associate each bill with multiple payee names and addresses
    The system shall allow for entry of a future payment date on a tax bill with generation of penalties
314 and cost for the payment date
315 The system shall provide a payment plan eligibility message on appropriate tax bill inquiries
    The system shall perform, but not be limited to, the following process for all remaining open tax
316 bills at the beginning of each fiscal year:
317 Create a delinquent summary account and add a redemption fee
318 Add the tax bill to the delinquent account if there is a previous delinquent tax bill for the same
      parcel
    The system shall default the payment plan and calculate all penalties due if the previous defaulted
319 account has a payment plan
320 The system shall allow users to add miscellaneous fees to any delinquent account
    The system shall identify each tax agency that has fixed charges on the old tax bills and create
321 new tax bills for the associated new parcels
322 The system shall flag for penalty waiver notation
                                                                                                                                               RFP-001-02-RB
                                                                                                                                   City of Kansas City, Missouri
                                                                                                                                         24 May 2002-Page 344
                                                                                                                                          City of Kansas City, MO
                                                                                                                     Government ERP System Request for Proposal

                                                     City of Kansas City Property Tax Collection Requirements

                                                                                                                 One Response Per
                                                                                                                   Requirement
Line #                                                                                                           Y   N   C   3      F        Comments
         The system shall provide the ability to conduct all tax payment transactions via the internet and
323      automatically process transactions in the system
324      Mail Processing
325      The system shall provide an accompanying return reason code for every returned mail
         The system shall identify whether this is the first occurrence of returned mail for the tax bill, for
326      each returned mail
         The system shall perform analysis on the owner and address on the first occurrence that includes,
327      but is not limited to:
           Searching the current tax roll for the owner name, mortgage holder/code, and property type code
328        to find a new address if the returned mail reason code is for bad address
           Searching all other tax bills for owner name to find a new address if the returned mail reason
329        code is for bad address
           Searching prior year unsecured and secured tax rolls for another address for owner if the
330        returned mail reason code is for unknown addressee
         The system shall produce a worksheet for manual research of addresses with, but not limited to,
331      the following information for the first occurrence of each returned mail item:
332        Reason for return
333        Possible other bills for same owner or address
334        Alternative addresses found during analysis
335        Assessor office ID information for original roll record
336      The system shall allow for corrections to mailing addresses directly on tax bills
         The system shall provide capability to correct mailing address across multiple tax bills for the same
337      owner and mailing address
338      The system shall provide addresses formatted for post office standards
339      The system shall provide updates for zip codes against post office zip +4 master
         The system shall provide an audit trail for address corrections that includes the date, time and user
340      ID
341      The system shall provide an address change reason code and comment field
         The system shall provide an updated tax bill with all new penalties, interest and fees with payment
342      coupon and advice
         The system should provide a tax statement that incorporates all unsecured and secured tax bills
         owed by an owner or mailing address with all penalties, interest and fees with payment coupon and
343      advice
                                                                                                                                                     RFP-001-02-RB
                                                                                                                                         City of Kansas City, Missouri
                                                                                                                                               24 May 2002-Page 345
                                                                                                                                        City of Kansas City, MO
                                                                                                                   Government ERP System Request for Proposal

                                                  City of Kansas City Property Tax Collection Requirements

                                                                                                               One Response Per
                                                                                                                 Requirement
Line #                                                                                                         Y   N   C   3      F        Comments
344 The system shall provide the ability to flag the payee as a public official
    The system shall prevent the display of the owner name, situs location, or mailing address if the
345 owner is flagged as a public official
    The system shall provide a fax back feature that allows for a request to send a tax statement via
346 the internet
347 The system shall allow for an e-mail request for a bill to be mailed to the taxpayer
348 Notice Creation
349 The system shall generate an underpayment or overpayment letter to taxpayer
    The system shall provide the ability to consolidate all due bills on one notice for all notices where
350 the owner name and mailing address are the same
351 The system shall transfer all transaction history with each tax bill to the appropriate roll
352 The system shall barcode addresses for notices
353 The system shall update all notice printing information to the associated tax bill
354 The system should provide access to a detailed list of notices sent for each bill
355 The system shall recreate duplicate notices on user request
356 The system shall provide a fax feature for duplicate notices
357 Summaries and Inquiries
358 The system shall provide collection status inquiries by, but not limited to, the following:
359 Old or new parcel number
360 Owner name
361 Assessor cut number
362 Date submitted by taxpayer
363 Date sent to Assessor
364 Date values received from Assessor
365 Date fixed charge changes requested from district
366 Date fixed charge changes received
367 Date roll correction entered
368 Date bill corrected or added
369 Date bill printed or mailed
370 Undivided interest requests
    The system shall provide the ability to display tax bill data in the exact format as it appears in a tax
371 bill including, but not limited to, the following information:
372 Bill number
                                                                                                                                                   RFP-001-02-RB
                                                                                                                                       City of Kansas City, Missouri
                                                                                                                                             24 May 2002-Page 346
                                                                                                                                      City of Kansas City, MO
                                                                                                                 Government ERP System Request for Proposal

                                                 City of Kansas City Property Tax Collection Requirements

                                                                                                             One Response Per
                                                                                                               Requirement
Line #                                                                                                       Y   N   C   3      F        Comments
373      owner name
374      Situs location
375      Property Legal Description
         Bill date, year, account number, accounts receivable ID number, special assessment ID number.
376
377 Bill year and APN
378 Mailing address
379 Tax Sale Processing
    The system shall automatically create a list of properties that can be included in a tax sale, and be
380 selectable to identify parameters for the listing
381 The system shall provide, but not be limited to, the following items in the tax sale list:
382 Delinquent account, to be selectable according to user-selected parameters.
383 No current payment plan
384 No current bankruptcy on account
385 The system shall flag parcels as marked for tax sale
386 The system shall assign an item number to each property found in parcel number order
    The system shall allow for manual entry of properties to be added to the tax sale list, up until the
387 Board Approval list has been produced
388 The system shall allow for withdrawal of items from the tax sale list
    The system shall mark the tax sale item as „redeemed‟ and do not include in the final tax sale list if
389 full payment is received against a tax sale delinquent account
    The system shall return the item to the tax sale list and add returned check fees if a payment is
390 received against a tax sale delinquent account
    The system shall update each tax sale account with, but not limited to, the following information:
391
392 Unlimited owners with a separate address available for each owner
      Unlimited parties of interest with a separate address available for each party of interest and order
393 of interest
    The system shall assign, but not be limited to, the following information from the latest tax roll:
394
395 All legal owner name(s)
396 Address for each legal owner, if available
397 Full legal description
                                                                                                                                                 RFP-001-02-RB
                                                                                                                                     City of Kansas City, Missouri
                                                                                                                                           24 May 2002-Page 347
                                                                                                                                      City of Kansas City, MO
                                                                                                                 Government ERP System Request for Proposal

                                                 City of Kansas City Property Tax Collection Requirements

                                                                                                             One Response Per
                                                                                                               Requirement
Line #                                                                                                       Y   N   C   3      F        Comments
398 The system shall allow for multiple items to be grouped together for one minimum bid amount
    The system shall allow users to establish estimated advertising costs and other associated costs
399 each year that are used for minimum bid calculations
400 The system shall provide all information required to calculate a minimum bid
401 The system shall provide a recommended minimum bid amount
    The system shall provide the current assessed value of the property and calculate a percentage of
402 the total value based on a user-defined percentage
    The system should keep a master list of public agencies and mailing addresses that will receive tax
403 sale lists
    The system shall provide the ability to sort, view and print tax sale items by district boundaries or
404 tax district/tax area code
405 The system shall keep a list of name and addresses requesting the tax sale brochure
406 The system shall produce mailing labels for all brochure requests
    The system shall produce tax sale lists periodically in different formats for, but not limited to, the
407 following:
408 Assessor map research
409 Title search parcels
410 Advertising in selectable pre-formatted form
411 Bid worksheets
412 City Council
413 Tax sale brochure
414 Timeshare association list
415 Post-sale information
416 The system shall assign tax sale items to public auction
417 The system shall freeze the item numbers when the tax sale list is created for approval
    The system shall provide the ability to create notices for owners, contiguous owners and parties of
418 interest including, but not limited to, the following:
419 Impending power to sell
420 Notice of sale
421 Tax statement
422 Bid form
423 Field investigator letter (i.e., notice of intent)
424 The system shall provide for unlimited number of mailed notices
                                                                                                                                                 RFP-001-02-RB
                                                                                                                                     City of Kansas City, Missouri
                                                                                                                                           24 May 2002-Page 348
                                                                                                                                          City of Kansas City, MO
                                                                                                                     Government ERP System Request for Proposal

                                                     City of Kansas City Property Tax Collection Requirements

                                                                                                                 One Response Per
                                                                                                                   Requirement
Line #                                                                                                           Y   N   C   3      F        Comments
         The system shall provide for date-driven or event-driven notices with various parameters for
425      selection
         The system shall re-send the latest notice to the new owner if an ownership change is received
426      from a tax sale item
         The system shall provide multiple types of fees for each tax sale item including, but not limited to,
427      the following:
428        Advertising costs (allocated across all items in a tax sale)
429        Tax sale fee
430        Recording costs
431        Notice fees
         The system shall include original principal amount due with standard penalties, costs and fees with
         any payment amounts deducted for a subtotal when a tax statement is requested for a property
432      that is flagged for tax sale
433      The system shall provide for registration of bidders with bidder information
         The system shall produce a list of sold items with buyer information and sales amount for both
434      types of auctions
435      The system shall produce tax deeds for, but not limited to, the following:
436        Statutory fees and cost
437        Prior year fixed charge assessments and proportionate penalty and interest
438        Oldest penalties and interest
439        Oldest principal tax amount
440        Current year fixed charge assessments and proportionate penalty and interest
441        Current year taxes
442        For the remaining unpaid amount
443        The system shall provide the means to file three types of bankruptcy:
444        Chapter 13
445        Chapter 11
446        Chapter 7
447      Refund Processing
         The system shall combine the refund amounts together if a refund exists on a tax bill and has not
448      yet been placed on a refund register
449      The system shall provide a unique refund identifier for each refund

                                                                                                                                                     RFP-001-02-RB
                                                                                                                                         City of Kansas City, Missouri
                                                                                                                                               24 May 2002-Page 349
                                                                                                                                    City of Kansas City, MO
                                                                                                               Government ERP System Request for Proposal

                                                   City of Kansas City Property Tax Collection Requirements

                                                                                                           One Response Per
                                                                                                             Requirement
Line #                                                                                                     Y   N   C   3      F        Comments
         The system shall perform, but not be limited to, the following automated processes for secured
450      refunds:
451        Current year negative supplementals
           Search for any unpaid delinquent current year bills for the same ownership and the same fee
452        parcel
453        Search for any delinquent tax accounts with the same fee parcel
           Search for unsecured tax bills with the same ownership and referenced to the same fee parcel
454
455       Allow for prior year refund
456       Search for delinquent accounts with same ownership and the same fee parcel
457       Allow partial payment of an account
458       Search for delinquent current unpaid tax bills
          Search for unsecured tax bills with the same ownership and referenced to the same fee parcel
459
460       Allow for current year refund
461       Search for delinquent second installment on the same tax bill
462       Search for other delinquent current year tax bills secured to the same fee parcel
463       Search for delinquent accounts for the same fee parcel
464       Search for unsecured tax bills with the same ownership and referenced to the same fee parcel
    The system shall issue a letter to the owner with an explanation of the application of the refund
465 amount for all items paid during the refund process
    The system shall interface with general ledger accounting system to process refund payments
466 noting reason codes for refunds, and allowing for online approval of refunds for issuing payment of
467 suchsystem shall update each pending refund with, but not limited to, the following actions:
    The
468     Refund amount will be transferred to another unpaid tax bill
469     Refund amount will be flagged for warrant processing
470 The system shall provide the capability to transfer a refund to another tax bill
    The system shall allow override of the amount being transferred when a refund amount is
471 transferred to another bill
    The system shall generate an explanation letter to the taxpayer if a refund amount is transferred to
472 another bill
    The system shall generate an explanation letter to the taxpayer noting reason for refund and
473 calculations used in computing
                                                                                                                                               RFP-001-02-RB
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                                                                                                                                        City of Kansas City, MO
                                                                                                                   Government ERP System Request for Proposal

                                                  City of Kansas City Property Tax Collection Requirements

                                                                                                               One Response Per
                                                                                                                 Requirement
Line #                                                                                                         Y   N   C   3      F        Comments
    The system shall automatically transfer the refund amount between funds if the amount should be
474 transferred to another tax bill
    The system shall produce claim forms for all refund amounts that are the result of a downward
    correction of a tax bill (except appeals) or return of an overpayment based on refund type code
475
476 The system shall allow for multiple refunds to be associated with multiple payees
    The system shall provide a refund register that lists all of the refunds from a fund that is ready to be
477 processed
    The system should combine into one warrant refunds that are for the same fund number if multiple
    refunds for the same payee name and address and the same parcel are included in the same
478 refund register
479 The system shall allow for refund transfers to other tax bills
    The system shall transfer or place refunds on hold at any time until a refund register is created
480
481 The system shall add interest to refunds that have been pending past a certain time period
482 The system shall calculate interest rates for refund interest calculations
483 The system shall provide the ability to inquire by, but not limited to, the following:
484 Refund number
485 Date refund created in system
486 Bill number
487 owner name
488 Payee name
489 APN, accounts receivable ID number, bill number, etc.
490 The system shall provide the capability to reverse a refund
491 The system shall provide for electronic fund transfer of refund to a certain taxpayer
    The system shall provide associated tax rates, tax rate areas, transaction history, refund history,
492 etc.
493 APPORTIONMENT REQUIREMENTS
494 Apportionment Administration
495 The system shall maintain tax district/tax area code and funds
    The system shall provide tax district/tax area code structures for each tax year including, but not
496 limited to, the following information:
497 Tax year
                                                                                                                                                   RFP-001-02-RB
                                                                                                                                       City of Kansas City, Missouri
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                                                                                                                                        City of Kansas City, MO
                                                                                                                   Government ERP System Request for Proposal

                                                  City of Kansas City Property Tax Collection Requirements

                                                                                                               One Response Per
                                                                                                                 Requirement
Line #                                                                                                         Y   N   C   3      F        Comments
498   Redevelopment agency indicator
499   Redevelopment agency date
500   Tax district/tax area code active date
501   Tax district/tax area code inactive date
    The system shall provide the ability to copy from an existing tax district/tax area code to create a
502 new tax district/tax area code
    The system shall provide ability to split a tax district/tax area code into one or more tax district/tax
503 area codes
504 The system shall allow for one tax rate per jurisdiction
    The system shall provide the ability to apportion penalties and interest collected to the jurisdiction
505
    The system shall provide the ability to copy all tax districts/tax area codes from prior year, including
506 characteristics, to a new year structure
    The system shall provide ability to apportion/combine taxes and special assessments for
507 apportioned property allowing for automatic distribution of apportioned amounts based on
508 selectable criteriaand Distribution
    Fund Accounting
    The system shall provide ability to create or delete a fund and all accompanying information
509 including, but not limited to, the following:
510 Fund number
511 Fund type
512 Fund subtype
513 Parent fund number
514 Date formed
515 Date inactive
516 Fund description (long and short)
517 Fund description for tax bill
518 Phone number
519 Contact name
520 Fund grouping
521 Bill print sequence number
522 Bill combine indicator (to combine funds together for bill printing)
523 Interest income indicator (flags that a fund receives interest income)
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                                                                                                                                             24 May 2002-Page 352
                                                                                                                                      City of Kansas City, MO
                                                                                                                 Government ERP System Request for Proposal

                                                 City of Kansas City Property Tax Collection Requirements

                                                                                                             One Response Per
                                                                                                               Requirement
Line #                                                                                                       Y   N   C   3      F        Comments
524 Redevelopment pass-through indicator (indicates that a fund receives pass-through monies)
525 Redevelopment pass-through amount
526 Special assessment indicator
527 Roll correction fee
528 Tax rate type
529 Tax rate
530 Delinquent percentage
531 Advanced apportionment indicator
532 Percent allocation allowed
533 Designated fund (after inactive)
534 The system shall provide the ability to copy from an existing fund to create a new fund
    The system shall provide the ability to assign, delete or change funds to a tax district/tax area code
535 for each tax year
    The system shall provide the ability to assign or delete fund number to a range of tax district/tax
536 area codes in one tax district/tax area code
    The system shall provide the ability to copy tax district/tax area code and fund structure from one
537 year to another
538 The system shall allow for unlimited funds to be associated with a tax district/tax area code
    The system shall allow inquiry on all tax district/tax area codes with totals by jurisdiction or fund
539
540 The system shall allow inquiry on all funds by type and tax district/tax area code number
    The system shall allow inquiry on assessed value and number of parcels with totals by fund number
541
    The system shall provide full audit tax district/tax area code of resolutions, resolution changes, tax
542 district/tax area code changes and fund changes
543 The system shall provide the ability to group funds by district groupings
    The system shall provide the ability to designate a percentage shift of tax amounts from one fund
544 to another
    The system shall allow for base value transfers or allow the system to determine the percent to
545 transfer
546 The system shall allow for exclusion of a specific roll year from the distribution
    The system shall allow for user entry of percentage of estimated opening tax amount to be
547 distributed, regardless of whether the money has been received
                                                                                                                                                 RFP-001-02-RB
                                                                                                                                     City of Kansas City, Missouri
                                                                                                                                           24 May 2002-Page 353
                                                                                                                                            City of Kansas City, MO
                                                                                                                       Government ERP System Request for Proposal

                                                      City of Kansas City Property Tax Collection Requirements

                                                                                                                   One Response Per
                                                                                                                     Requirement
Line #                                                                                                             Y   N   C   3      F        Comments
         The system shall distribute fixed charges directly to the taxing agency that added the charge to the
548      tax bill
549      Indexes
550      The system shall have multiple years of tax district/tax area code indexes open
551      The system shall default to a certain tax year for transactions based on a user ID
         The system shall update any future indexes that are open if a fund change is made to a current
552      year index
         The system shall allow “locking” a tax district/tax area code index structure for a specific year after
553      finalization
         The system shall provide the ability to produce a tax district/tax area code to parcel index listing
554      online or to a printer based on any tax roll and year
555      Assessed Values
         The system shall calculate the total assessed valuation for each tax district/tax area code from the
556      secured and unsecured rolls
         The system shall allow for manual override and update of a tax district/tax area code‟s assessed
557      value
         The system shall allow for assessed value exemption fields and calculate net assessed values for
558      calculation of taxes accordingly.
         The system shall track changes in assessed valuation for each tax district/tax area code from
559      escapes, roll corrections and supplemental by, but not limited to, the following:
560           Tax district/tax area code number by jurisdiction
561           Roll category
562      DELINQUENT PROCESSING REQUIREMENTS
         The system shall show consolidated account information with delinquency messages if there is a
563      delinquent tax bill
564      The system shall send a delinquent notice to any bankrupt taxpayer
565      The system shall not send a delinquent notice for any tax record with a hold flag
         The system shall calculate delinquent amounts for secured and unsecured tax rolls by fund or
566      jurisdiction
567      The system shall provide delinquent notices for any unpaid tax bill
568      The system shall provide batch delinquent notice processing based on selectable criteria.
569      The system shall calculate due dates and delinquent dates using calendar business rules
570      The system shall provide the ability to modify calendar business rules
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                                                                                                                                            City of Kansas City, MO
                                                                                                                       Government ERP System Request for Proposal

                                                      City of Kansas City Property Tax Collection Requirements

                                                                                                                   One Response Per
                                                                                                                     Requirement
Line #                                                                                                             Y   N   C   3      F        Comments
         The system shall apply, but not be limited to, the following when distribution funds are received for
571      delinquent categories:
           If fund participates in advanced apportionment for the year of the tax bill, move the collected
572        monies to a specified account
           If fund is currently inactive when money is received during distribution, move money to newly
573        designated fund
         The system shall recalculate the delinquent amount with all penalties, cost and interest due from
574      the original delinquent date of each bill
575      The system shall provide the ability to generate and edit a delinquent taxpayer list
         The system shall send separate delinquent account notices as required for, but not limited to, the
576      following types:
577        New delinquency
578        Delinquency in prior years
579        In last year of delinquency
580        Beyond three years of delinquency
581        Prior to property being placed in suit and noting pending suit action
582        Power of sale already recorded
583        Money in suspense
584        On payment plan
585        Bankruptcy
586        Delinquency credit
587      SPECIAL ASSESSMENT (BOND) REQUIREMENTS
         The system shall provide for multiple types of special assessments with varying billing and
588      collection criteria related to the type of assessments
         The system shall provide the ability to associate each special assessment with a fund and its
589      associated accounts
590      The system shall provide the ability to associate a special assessment with multiple APNs.
         The system shall provide the ability to apply a unique interest rate, billing code, installment period,
591      calculation methodology, to each special assessment
         The system shall provide the ability to apply different due and delinquent (penalty) dates on each
592      special assessment
593      The system shall provide the ability to apply penalty rates on special assessments

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                                                                                                                                           City of Kansas City, Missouri
                                                                                                                                                 24 May 2002-Page 355
                                                                                                                                    City of Kansas City, MO
                                                                                                               Government ERP System Request for Proposal

                                                 City of Kansas City Property Tax Collection Requirements

                                                                                                           One Response Per
                                                                                                             Requirement
Line #                                                                                                     Y   N   C   3      F        Comments
    The system shall provide the ability to create standard and selectable payment types (equal
594 principal payments with declining installment totals)
    The system shall provide the ability to create amortized payment types (equal payments with ratio
595 of interest and principal changing)
    The system shall produce bills on-demand with user-defined criteria, and allow for batch
596 processing of multiple bills.
    The system shall provide the ability to create billing installments over an unlimited period of time
597
    The system shall allow for billing and tracking from monthly, quarterly, semi-annual and annual
598 installments
    The system shall provide a listing upon demand of delinquent special assessments based on
599 selectable criteria
    The system shall allow for more than one assessment per parcel and include but not be limited to,
600 the following capabilities:
601      Associate one APN with multiple APNs, special assessment ID number, etc.
602      Associate multiple APNs with one APN
603 The system shall provide the ability to apply payment-in-full at any time
604 The system shall provide the ability to create bills for inactive APNs
605 The system shall provide the ability to override mailing addresses
    The system shall provide the ability to accept any amount of principal through $999,999,999.99
606
    The system shall provide the ability to calculate any interest rate on the special assessment,
607 including 0%
608 The system shall provide the ability to calculate equal principal installment plans
609 The system shall provide the ability to calculate amortized installments
    The system shall provide the ability to print the bill with the interest, principal and total of the
610 installment
    The system shall provide the ability to print the bill with delinquent amounts due with accrued late
611 charges calculated to date
612 The system shall provide the ability to print the bill with the amount due to pay-in-full
613 The system shall provide the ability to manually adjust due and delinquent dates
614 The system shall provide the ability to calculate penalty for any past-due installment
615 The system shall provide the ability to abate or adjust the penalty
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                                                                                                                                         24 May 2002-Page 356
                                                                                                                                            City of Kansas City, MO
                                                                                                                       Government ERP System Request for Proposal

                                                      City of Kansas City Property Tax Collection Requirements

                                                                                                                   One Response Per
                                                                                                                     Requirement
Line #                                                                                                             Y   N   C   3      F        Comments
         The system shall provide the ability to add special fees to amounts due (e.g., advertising and
616      mailing charges)
617      The system shall provide the ability to print the bill with credit available
618      The system shall provide the ability to add descriptive text on each bill
         The system shall provide the ability to create and update an assessment roll for each special
619      assessment with user-defined criteria
         The system shall provide the ability for on-demand printing of the assessment roll for single or
620      multiple items
621      The system shall provide the ability to prepare payment record for each parcel
622      The system shall provide the ability to manually adjust addresses
623      The system shall provide the ability to include total payment history on assessment roll
624      The system shall provide the ability to automatically close accounts for items paid-in-full
625      The system shall provide the ability to accept partial payment on an assessment
626      The system shall automatically re-calculate the remaining balance on partially paid items
627      The system shall provide an online summary of items to be billed in 60 day intervals
628      The system shall provide the ability to accept early payment of an installment
629      The system shall provide the ability to produce mailing labels
         The system shall provide the ability to interface with general ledger accounting system to update
630      fund accounting
         The system shall provide the ability to correct collection postings with an option for descriptive text
631
    The system shall provide the ability to create advertising lists of all special assessment accounts
632 that became delinquent during a specific year
    The system shall provide listing of special assessment accounts that become delinquent and
    require legal action according to selectable criteria entered by user and provide notification to legal
633 staff of the necessity to file legal action
634 The system shall provide the ability to modify the advertising list
    The system shall provide the ability to automatically remove an account from the advertising list
635 upon receipt of payment
636 Tax Collection Reporting
637 The system shall provide "what-if" capabilities for tax collection based on selectable criteria


                                                                                                                                                       RFP-001-02-RB
                                                                                                                                           City of Kansas City, Missouri
                                                                                                                                                 24 May 2002-Page 357
                                                                                                                                              City of Kansas City, MO
                                                                                                                         Government ERP System Request for Proposal

                                                        City of Kansas City Property Tax Collection Requirements

                                                                                                                     One Response Per
                                                                                                                       Requirement
Line #                                                                                                               Y   N   C   3      F        Comments
         The system shall provide a report that lists any parcels on annual secured roll with zero value or
638      any value less than a user-defined threshold
         The system shall provide tax district/tax area code summary reports for all rolls received for
639      balancing against input files
         The system shall provide summary report, by fund number, which shows fixed charges with a
640      grand total assessment charge report
641      The system shall provide full reporting at each step of the bill creation process for review
642      The system shall produce a summary report with but not limited to the following:
643        By tax district/tax area code Number
644        By Bill Type Code within tax district/tax area code number
645        By Tax Type (e.g., Base 1, Base 2, etc.)
646        Assessed Value summary
647        Tax Amount summary
648        Penal Assessment Value summary
649        Penal Assessment Tax Amount summary
650        Escape Interest
         The system shall create a summary listing report for all unsecured tax bill processing, for each
651      process where there are any cancelled bills, including but not limited to the following:
652        By Bill Number, APN, fund categories
653        Year
654        Account Number
655        Assessee Name
656        Cancelled Values/Exemptions
657        Cancelled Tax Amount
         The system shall provide a list of all items rejected or identified from the edit by, but not limited to,
658      the following:
659        Business account number or APN
660        Owner name
661        Error reason

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                                                                                                                                             City of Kansas City, Missouri
                                                                                                                                                   24 May 2002-Page 358
                                                                                                                                        City of Kansas City, MO
                                                                                                                   Government ERP System Request for Proposal

                                                     City of Kansas City Property Tax Collection Requirements

                                                                                                               One Response Per
                                                                                                                 Requirement
Line #                                                                                                         Y   N   C   3      F        Comments
662        Process type code
         The system shall create a summary listing report for all new Unsecured tax bills, for each process,
663      including but not limited to the following:
664        Report will match interface file summaries / sorting
665      The system shall provide the PTS Turnover Balancing Report
         The system shall produce a report that lists all discharged bills (detail and summary) by tax
666      district/tax area code within tax year
         The system shall provide exception reporting for downward corrections which cannot be identified
667      against an existing tax bill
         The system shall provide reports which show corrections received, pending review and approved
668
    The system shall produce a summary by tax district/tax area code and fund detail report for
669 Current/Prior Secured and Supplemental
670 The system shall provide for Fixed Charge reports with fund detail
    The system shall provide reports for each correction process, including but not limited to the
671 following reports:
672 By tax district/tax area code
673 By Category within tax district/tax area code
674 By Bill Number within tax district/tax area code
675 By Process Type
676 Summary by tax district/tax area code
677 Grand Totals
678 Miscellaneous Tax Bill Creation or Correction
679 Racehorse tax bills are created „after the fact‟ from information submitted by the taxpayer
680      Information used to create race horse tax bills include:
681        Account Number / Tax Year
682        Racehorse Property Type
683        Ownership information
684        Mailing Address
685        Total Tax Amount
                                                                                                                                                   RFP-001-02-RB
                                                                                                                                       City of Kansas City, Missouri
                                                                                                                                             24 May 2002-Page 359
                                                                                                                                          City of Kansas City, MO
                                                                                                                     Government ERP System Request for Proposal

                                                     City of Kansas City Property Tax Collection Requirements

                                                                                                                 One Response Per
                                                                                                                   Requirement
Line #                                                                                                           Y   N   C   3      F        Comments
686           tax district/tax area code
687      The system shall print the following reports for every transfer (not inclusive):
688       Summary of Taxes Transferred by tax district/tax area code
689       Detailed Bill Listing by bill number within Zip + 4 sort
          Year-begin Balancing Report which shows (values and taxes) total delinquent, current, penalties
690       and interest per tax district/tax area code and category and fund type for all rolls
          Year-end Balancing Report which shows (values and taxes) amount paid, unpaid delinquent and
691       unsecured discharge amounts per tax district/tax area code and category and fund type
692       Monthly and YTD Real Property Supplemental (transferred) Values/Tax Amount by roll year
693       Homeowner‟s Exemptions State Report from Secured and Unsecured
694       State Board of Equalization Reports, as required
695       Monthly Roll Correction Report with value and tax changes by roll type and correction type
696       Secured and Unsecured Value by tax district/tax area code within Fund
697       Secured and Unsecured Value by tax district/tax area code
698       Secured and Unsecured Roll by Bill Number (on microfiche also)
699       Secured and Unsecured Roll by Owner Alpha (on microfiche also)
700      The system shall provide full reporting on trust fund maintenance
         The system shall provide trust fund reporting on amounts in suspense or on „hold‟ within a trust fund
701
    The system shall produce a daily report should be issued with return mail statistics by reason code
702 and bill number
    The system shall print a Daily Address Correction report that lists all bills that were corrected, with
703 the address change code and audit trail data
704 The system shall report a list of new suspense items by bill number and parcel number
705 The system shall provide an aging report of older suspense items
    The system shall provide a daily Payment Adjustment report that shows each payment correction
706 by Fund Number, by adjustment type, by Bill Number
    The system shall produce a year-end report out of the Current Secured accounts which lists but is
707 not limited to the following information:
708 All paid or cancelled tax bills
                                                                                                                                                     RFP-001-02-RB
                                                                                                                                         City of Kansas City, Missouri
                                                                                                                                               24 May 2002-Page 360
                                                                                                                                       City of Kansas City, MO
                                                                                                                  Government ERP System Request for Proposal

                                                    City of Kansas City Property Tax Collection Requirements

                                                                                                              One Response Per
                                                                                                                Requirement
Line #                                                                                                        Y   N   C   3      F        Comments
         The system shall run reports of delinquent secured accounts at year-end that will list all paid or
709      cancelled bills and the remaining open delinquent tax bills
710      The system shall produce aging reports on all open delinquent secured accounts
         The system shall produce a report that shows all delinquent fees charged and collected, with YTD
711      totals
         The system shall keep status of the redemption cut associated with delinquent parcels and
         produce an aging report when actions are over 30 days old (no values or correction received for
712      „pending redemption cut‟ delinquent accounts
         The system shall produce a daily report which shows all transactions against a tax sale account
713      that occurred in the Tax System, including but not limited to the following:
714        Partial or full payments
715        Rejected payments
716        Returned payments
717        Corrected bills
718        Withdrawals
719        Bankruptcy Action
720        Address or Ownership Changes
721        Produce state-required reporting
722      The system shall provide reporting on bankruptcy payment plan activity and aging
         The system shall produce a monthly report that breaks down total amount of Administrative
         Expense, Pre-petition, & secured claims by the tax bill/ year and bill type (Secured or Unsecured)
723
    The system shall produce a monthly report by Assessee Name for all bills that have an active
724 bankruptcy
725 The system shall provide a weekly delinquency report, including but not limited to:
726 Enrollment Year
727 Property Type (boat, aircraft, business, MH/PI, supplemental)
728 Delinquent % of Tax Amount
729 Delinquent % of Penalty Amount

                                                                                                                                                  RFP-001-02-RB
                                                                                                                                      City of Kansas City, Missouri
                                                                                                                                            24 May 2002-Page 361
                                                                                                                                         City of Kansas City, MO
                                                                                                                    Government ERP System Request for Proposal

                                                     City of Kansas City Property Tax Collection Requirements

                                                                                                                One Response Per
                                                                                                                  Requirement
Line #                                                                                                          Y   N   C   3      F        Comments
         The system shall provide a consolidated year-end report for all notices sent, by roll, bill type and
730      notice type
         The system shall produce a monthly and YTD report which lists totals for all current and delinquent
731      taxes, assessments, penalty, interest and fee types by roll type, fund category
732      The system shall provide a new refund report daily, including but not limited to the following:
733        Original tax bill payment information
734        Payment batch and sequence number
735        Assessee Name and address
736        Refund Amount
         The system shall provide a Tax Refund Match Report daily with the new refunds, for unsecured
737      refunds, including but not limited to the following:
738        Refund Tax Bill Number
739        Assessee Name and address
740        Refund Amount
741        Matched Assessee Name and Address
742        Matched Tax Bill
743        Tax Bill balance due
744        Tax Bill refund due
         The system shall provide an on-line matching process that will show all unpaid Unsecured tax bills
745      for an Assessee Name or a Payee Name (similar to Tax Refund Report)
         The system shall produce monthly and YTD statistics reports which show the number of refunds
746      and negative collection amounts
         The system shall produce reports periodically which show refunds that are still waiting to be
747      processed
748      The system shall provide Largest Secured Taxpayer report upon user request
749      The system shall provide Largest Unsecured Taxpayer report upon user request
         The system shall provide a report online or to a printer that shows beginning count, changes and
750      YTD total of funds, with hash counting
751      The system shall automatically re-calculate totals each time report is requested
752      The system shall provide a report tax district/tax area code or Jurisdictional Changes
                                                                                                                                                    RFP-001-02-RB
                                                                                                                                        City of Kansas City, Missouri
                                                                                                                                              24 May 2002-Page 362
                                                                                                                                          City of Kansas City, MO
                                                                                                                     Government ERP System Request for Proposal

                                                     City of Kansas City Property Tax Collection Requirements

                                                                                                                 One Response Per
                                                                                                                   Requirement
Line #                                                                                                           Y   N   C   3      F        Comments
         The system shall provide ad-hoc reporting which allows for a fund range or tax district/tax area
753      code range analysis with „included‟ or „excluded‟ funds
754      The system shall provide ad-hoc local reporting on but not limited to the following:
755        Resolution log
756        Fund characteristics by year, by type
757        Tax district/tax area code characteristics
758        Parent funds
759      The system shall provide a Parent/Child report that lists funds within a parent fund
         The system shall provide a report that compares tax district/tax area code/fund structure between
760      different tax years
         The system shall provide reports that show all tax district/tax area codes related to a fund or range
761      of funds, by fund
         The system shall provide reports that show all funds within a tax district/tax area code or range of
762      tax district/tax area codes, by tax district/tax area code
         The system shall report all original and changed valuations by tax district/tax area code, including:
763
764 Value Increment Report by tax district/tax area code
765 Value Increment Report by Fund
766 Value Increment Report against CRA base value
767 The system shall produce Assessed Values report for the State Board of Equalization
    The system shall report out as an exception with parcel valuation information if parcel change
768 involved multiple parcels
769 The system shall produce School District Report
    The system shall produce reports showing distribution amounts by but not limited to the following:
770
771 By fund, revenue source, category, and charge type
772 By category
773 By year, posting date, transaction date, etc.
    The system shall produce a report that shows all funds that have been over-distributed, with
774 distribution amounts
                                                                                                                                                     RFP-001-02-RB
                                                                                                                                         City of Kansas City, Missouri
                                                                                                                                               24 May 2002-Page 363
                                                                                                                                        City of Kansas City, MO
                                                                                                                   Government ERP System Request for Proposal

                                                    City of Kansas City Property Tax Collection Requirements

                                                                                                               One Response Per
                                                                                                                 Requirement
Line #                                                                                                         Y   N   C   3      F        Comments
         The system shall provide a report that summarizes opening charges, collections and refunds by tax
775      district/tax area code and time period
776      The system shall provide a report download of fund status data
         The system shall produce State Homeowner Exemption Subvention Reports that summarize
         homeowner exemption tax amounts from original opening charge by category and tax district/tax
777      area code within category
         The system shall provide reports of all special assessment collection fees by agency and fund,
778      detailed and summarized
779      Special Assessment Reports
         The system shall generate a report of special assessments selectable by parcel order, fund order,
780      ordinance order, type, etc.
         The system shall generate a status report for special assessment records based on selectable
781      criteria as to location, fund type, ordinance, type, etc.
782      The system shall generate a report of permits to be printed
783      The system shall generate a historical report of each special assessment
784      The system shall generate a report of declining principal receivable from posting
         The system shall generate a report that cross-references old to new special assessment parcel
785      numbers
         The system shall generate a pre-billing report for parcels, showing the amount to be billed for
786      installment
787      The system shall generate a report of invalid parcels
         The system shall generate a billing report, including but not limited to the following information:
788
          All parcels being billed for the installment, including ownership name and address, situs address,
          property legal description, APN, accounts receivable ID number, special assessment ID number,
789       etc.
790       principal, interest and total for each parcel
791       principal, interest, and penalty on each delinquent parcel
792       principal, interest and total for current installment
793       principal, interest and total for delinquent installment
794       pay-in-full amounts
                                                                                                                                                   RFP-001-02-RB
                                                                                                                                       City of Kansas City, Missouri
                                                                                                                                             24 May 2002-Page 364
                                                                                                                                City of Kansas City, MO
                                                                                                           Government ERP System Request for Proposal

                                               City of Kansas City Property Tax Collection Requirements

                                                                                                       One Response Per
                                                                                                         Requirement
Line #                                                                                                 Y   N   C   3      F        Comments
    The system shall provide, but not be limited to, the following special assessment reporting
795 capabilities:
      Generate batch reports of special assessment payments showing itemized listing of parcels paid
796
      Generate batch reports grouping payments by type, series, and parcel numbers, fund type,
797 ordinance, etc.
798 Generate batch reports showing payments by principal, interest, and penalty
799 The system shall provide, but not be limited to, the following special assessment reports:
800 Daily Report summarizing all special assessment batch encoding
801 Period-to-Date summary of accounts
802 Accounts receivable report to include beginning and ending balances




                                                                                                                                           RFP-001-02-RB
                                                                                                                               City of Kansas City, Missouri
                                                                                                                                     24 May 2002-Page 365
                                                                                                                                      City of Kansas City, MO
                                                                                                                 Government ERP System Request for Proposal

                                    City of Kansas City Revenue Tax Collection Requirements (Excluding Real Estate Tax)

                                                                                                             One Response Per
                                                                                                               Requirement
Line #                                                                                                       Y   N   C   3   F           Comments
   0     ADMINISTRATION REQUIREMENTS
  1      Registration
  2      The system shall provide the ability to consolidate and manage City tax data and information from
         a single integrated Tax Management System for the following City taxes:
  3        Earnings Tax
  4        Convention and Tourism Tax
  5        Occupational Licensing
  6        Other Tax Types
  7      The system shall assign a unique Tax Payer Identification number using the Tax Payer's SSN or
         FEIN to:
  8        Individual Tax Payers
  9        Business Tax Payers
 10      The system shall provide the ability to automatically or manually assign a unique Tax Payer
         Identification number other than the Tax Payer's SSN or FEIN
 11      The system shall provide the ability automatically and manually assign multiple sub-Tax Payer
         Identification Numbers to an Individual or Business Tax Payer related to specific tax types
         including the following:
 12        Earnings Tax Number(s)
 13        Convention and Tourism Tax Number(s)
 14        Occupational Licensing Tax Number(s)
 15      The system shall provide the ability to automatically and manually assign multiple sub-Tax Payer
         Identification Numbers to subsidiary companies that are linked to the parent company Tax
         Identification Number
 16      The system shall cross reference all sub-Tax Payer Numbers through the Tax payer Identification
         Number
 17      The system shall provide the ability to maintain and access consolidated Tax Payer information
         including but not limited to the following:
 18        SSN
 19        FEIN
 20        Tax Payer Name
 21        Tax Payer Former Name
 22        Address(es)
 23        Phone Number
 24        Tax Payer Identification Number
 25        Sub-Tax Payer Identification Number(s)
 26        Occupational License Number(s)
 27        Permit Number(s)
 28        Expiration date(s)
 29        Other fields (e.g., Geo codes, SIC codes and pay frequency categories)
 30      The system shall provide the ability to maintain and access consolidated Tax Payer account data
         including but not limited to the following:
 31        Type(s) of tax collected from Tax Payer
                                                                                                                                                                            RFP-001-02-RB
                                                                                                                                                                City of Kansas City, Missouri
                                                                                                                                                                      24 May 2002-Page 366
                                                                                                                                          City of Kansas City, MO
                                                                                                                     Government ERP System Request for Proposal

                                    City of Kansas City Revenue Tax Collection Requirements (Excluding Real Estate Tax)

                                                                                                                 One Response Per
                                                                                                                   Requirement
Line #                                                                                                           Y   N   C   3   F           Comments
  32       Amount(s) paid for each Tax Type and Tax Period
 33        Amount(s) owed for each Tax Type and Tax Period
 34        Tax period(s) owed
 35        Penalty(ies)
 36        Interest
 37        Due date(s)
 38        Status (Open, closed, inactive, exemption, collections, bankruptcy, etc.)
 39        Exemption case number(s)
 40        Exemption case date(s)
 41        Exemption case worker name
 42        Collection status
 43        Legal case status and actions (e.g. bankruptcy)
 44        Other user defined data fields
 45      The system shall provide the ability to maintain Tax Payer history detail online for a specified time
         period
 46      The system shall provide the ability to track business data for all tax and licensing uses
 47      The system shall track business data including but not limited to the following:
 48        Business Name
 49        Parent Company Name
 50        Complex Name (e.g., shopping center name)
 51        Address(es)
 52        State Tax registration number
 53        Owner(s) Name(s)
 54        Manager(s) Name(s)
 55        Phone Number(s)
 56        Number full-time employees
 57        Number part-time employees
 58        Billing Name and Address
 59        Status (Open, closed, bankruptcy)
 60        Date Opened
 61        Date Closed
 62        Date Original License Issued
 63        License Expiration date
 64        Comments
 65        Profession (Type of Business)/class code
 66        Financial Information
 67        Other user defined data fields
 68      The system tracks the following items and are all maintained in tables for table validation purposes:

 69        Land Use/Standard Industrial Classification Code
 70        Business type

                                                                                                                                                                                RFP-001-02-RB
                                                                                                                                                                    City of Kansas City, Missouri
                                                                                                                                                                          24 May 2002-Page 367
                                                                                                                                           City of Kansas City, MO
                                                                                                                      Government ERP System Request for Proposal

                                     City of Kansas City Revenue Tax Collection Requirements (Excluding Real Estate Tax)

                                                                                                                  One Response Per
                                                                                                                    Requirement
Line #                                                                                                            Y   N   C   3   F           Comments
  71     The system shall provide the ability to record a series of business names for a particular business
         and allows users to retrieve information based on past as well as current business names or
         owner/operators.
 72      The system shall provide the ability to record a series of addresses where a particular business
         has relocated over a period of time.
 73      The system shall provide the ability to record historical records on other items of information in the
         business file (e.g., changes in ownership, history of employee counts for a company). List any
         fields where this feature is offered.
 74      The system shall provide the ability to create an annual statement for each of the businesses in
         the system.
 75      The user has the ability to locate a business or businesses by searching on any of, but not limited
         to, the following criteria:
 76         Business name
 77         Business address
 78         Occupational License Number
 79         Tax Payer Identification Number
 80         Business owner or operator
 81         State tax registration number
 82         Other user defined criteria
 83      The system shall provide an audit trail of all changes, effective dates, and change dates made to
         Tax Payer and system data
 84      The system shall process transactions related to historical transactions even if a tax account is
         classified as inactive
 85      The system shall maintain and track Tax Payer Exemption data related to each tax type including
         but not limited to the following:
 86         Exemption request(s)
 87         Request date(s)
 88         Exemption status (under consideration, accepted, denied, etc.)
 89         Reason for exemption
 90         Other user defined data fields
 91      The system shall have the ability to record and track frequency of correspondence sent to Tax
         Payers and track frequency of returned mail
 92      The system shall have the ability to upload Tax Payer data from other agency sources (e.g., IRS
         Form W-2 data, County data, etc.) through a batch process using magnetic tape, CD, electronic
         data transfer etc.
 93      The system shall have the ability to automatically search or conduct online searches to identify
         duplicate or matching Tax Payer data
 94      The system shall purge accounts according to a user defined aging schedule
 95      The system shall retain history on all purged accounts
 96      The system shall allow transactions in purged accounts
 97      The system shall provide the ability to interface external agency systems to compare and upon
         approval update Tax Payer data
                                                                                                                                                                                 RFP-001-02-RB
                                                                                                                                                                     City of Kansas City, Missouri
                                                                                                                                                                           24 May 2002-Page 368
                                                                                                                                           City of Kansas City, MO
                                                                                                                      Government ERP System Request for Proposal

                                     City of Kansas City Revenue Tax Collection Requirements (Excluding Real Estate Tax)

                                                                                                                  One Response Per
                                                                                                                    Requirement
Line #                                                                                                            Y   N   C   3   F           Comments
  98     The system shall provide the ability to interface outside agency systems to identify non-filers
 99      The system shall provide the ability to access selected non-confidential registration data from an
         internet site for public viewing
 100     The system shall provide the ability to conduct self-serve/automated registration via the internet for
         selected types of taxpayers including the following functions:
 101        Registration via e-filing
 102        Reports and verifications of e-filing activity
 103        Confirmation to taxpayer of account registration and issuance of bill for amounts due.
 104     Customer Service
 105     The system shall provide the ability for users to access mailing, printing and faxing functions as
         part of on-line inquiry process
 106     The system shall provide the ability to record customer contacts and responses as part of the
         taxpayer record , including but not limited to the following:
 107        City employee initiating contact
 108        Method of contact
 109        Date and time contacted
 110        Verbal or written responses
 111     Taxpayer Correspondence
 112     The system shall provide for automated mass mailing of forms including but not limited to the
         following functionality:
 113        Include capability of e-mailing based on criteria in taxpayer record
 114        Retain record of mailing and e-mailing as part of taxpayer record
 115     The system shall provide for end-user automated creation and integration of documents
 116     Taxpayer Clearances
 117     The system shall provide for automated review of all taxpayer data for a selected taxpayer and
         report status of compliance, including but not limited to the following functionality:
 118          Automated Letter on compliance issued to taxpayer and Notice in database
 119          Automated check on Notice date
 120          Report of Tax Clearances performed and results (compliance or list of non-compliance items)

 121     BILLING AND ACCOUNTS RECEIVABLE REQUIREMENTS
 122     Bill Administration
 123     The system shall provide a business calendar that defines, but is not limited to, the following:
 124        Work days
 125        Holidays
 126        Key business rule days such as roll close date, legal due date and delinquency dates
 127        Dynamic business rules for due dates, delinquency dates, notice dates, etc.
 128        Due date specific to each process
 129        Delinquent date
 130        Penalty date
 131     The system shall provide tax bills with multiple associated years

                                                                                                                                                                                 RFP-001-02-RB
                                                                                                                                                                     City of Kansas City, Missouri
                                                                                                                                                                           24 May 2002-Page 369
                                                                                                                                        City of Kansas City, MO
                                                                                                                   Government ERP System Request for Proposal

                                    City of Kansas City Revenue Tax Collection Requirements (Excluding Real Estate Tax)

                                                                                                               One Response Per
                                                                                                                 Requirement
Line #                                                                                                         Y   N   C   3   F           Comments
 132     The system should automatically generate the next tax bill number for the tax year and assign to
         new bills
 133     The system shall allow for selection and processing of a single tax bill from a process list for
         immediate bills
 134     The system shall provide, but not be limited to, the following bill formats:
 135       Annual tax bill for all taxes related to a Tax Payer
 136       Multiple period liabilities for all tax types
 137       Duplicate tax bill
 138       Information statement
 139       Corrected tax bill
 140       Penalty only tax bill
 141       Supplemental tax bill
 142       Corrected supplemental tax bill
 143       Payment plan bills
 144       Delinquent tax bill
 145     The system shall provide that all tax bill formats include:
 146       Payment coupon with remittance advice
 147       Bar code
 148       Payment processing/posting data on coupon/remittance
 149     The system should include a message that indicates the previous bill number being corrected on
         new bills that result from a correction
 150     The system shall provide the ability to identify taxpayers that will receive electronic billing
 151     The system shall provide an electronic tax file for each electronic customer sorted by bill number

 152     The system shall record date, time and user data every time a duplicate tax bill is requested for
         mailing
 153     The system shall include a fund description for each tax amount shown on tax bill
 154     The system shall capture and edit total net tax of a user-defined dollar amount
 155     The system shall provide a cross-reference between cancelled bills and new bills
 156     The system shall provide cancelled bills that can be related to multiple new tax bills
 157     The system shall track bills, failure to file notices and receivables by tax payer
 158     The system shall provide ability to automatically or manually create bills based on user defined
         parameters (e.g. open accounts, closed accounts, expired extension accounts, etc.)
 159     The system shall provide that one new tax bill could be related to multiple cancelled bills
 160     Accounts Receivable
 161     The system shall provide track and maintain individual and aggregate receivable data
 162     The system shall automatically calculate tax bills, penalties, interest, etc. and post to accounts
         receivable for each Tax Payer
 163     The system shall create a receivable including but not limited to the following:
 164        A registered non-exempt Tax Payer fails to file by due date and has not applied for an extension

 165        A remittance is less than amount due and an extension or exemption has not been granted
                                                                                                                                                                              RFP-001-02-RB
                                                                                                                                                                  City of Kansas City, Missouri
                                                                                                                                                                        24 May 2002-Page 370
                                                                                                                                           City of Kansas City, MO
                                                                                                                      Government ERP System Request for Proposal

                                     City of Kansas City Revenue Tax Collection Requirements (Excluding Real Estate Tax)

                                                                                                                  One Response Per
                                                                                                                    Requirement
Line #                                                                                                            Y   N   C   3   F           Comments
 166        An additional tax amount has been determined
 167        Late payment does not cover penalty or interest
 168        Other
 169     The system shall post payments to accounts receivable and be allocated to receivables balances
         based on user defined criteria
 170     The system shall post refunds to accounts receivable for overpayment
 171     The system shall offset overpayments with other outstanding tax liabilities based on user defined
         parameters
 172     The system shall create a refund of overpayment following offsetting tax liabilities
 173     The system shall apply payments to a specific receivable number, account type, etc.
 174     The system shall create a tax bill upon reaching a user defined amount of receivables
 175     Corrections
 176     The system shall provide an action ID or authority number if record is for bill correction
 177     The system shall provide a valid reason code for a bill correction
 178     The system shall allow corrections to records online
 179     The system shall move discharged tax amounts into special fund for accounting purposes
 180     The system shall allow for individual user „de-selection‟ from discharge list
 181     The system shall archive all discharged bills to a bill image
 182     The system shall provide that bill corrections receive the same edits as new bill records
 183     The system shall provide that all bill corrections have an identifier known as an authority number
         that contains an indication of where the correction originated
 184     The system shall provide one authority number that can be associated with multiple bill corrections
         and corrected bills
 185     The system shall provide for one corrected bill to have multiple authority number corrections
         associated with it
 186     The system shall accommodate bill corrections for appeal decisions
 187     The system shall provide updates to multiple funds based on one correction transaction
 188     The system shall provide upward corrections automatically to create a new tax bill
 189     The system shall provide that each affected tax bill should be flagged with „pending cancellation‟ or
         „pending correction‟
 190     The system shall allow for online review and approval of corrections, allowing for rejection of one
         or more within a batch
 191     The system shall provide that each set of bill corrections processed has an accompanying bill
         correction register
 192     The system shall provide that upon approval, downward corrections correct a tax bill and flag for re-
         printing
 193     The system shall provide that the „pending cancellation‟ or „pending correction‟ flag be removed
         from the affected tax bill immediately, if rejected
 194     The system shall allow for immediate re-calculation and printing of a selected correction
 195     The system shall provide that tax calculations for corrected bills are based on the original bill year
         tax rates

                                                                                                                                                                                 RFP-001-02-RB
                                                                                                                                                                     City of Kansas City, Missouri
                                                                                                                                                                           24 May 2002-Page 371
                                                                                                                                               City of Kansas City, MO
                                                                                                                          Government ERP System Request for Proposal

                                      City of Kansas City Revenue Tax Collection Requirements (Excluding Real Estate Tax)

                                                                                                                      One Response Per
                                                                                                                        Requirement
Line #                                                                                                                Y   N   C   3   F           Comments
 196     Corrections may contain multiple revenue and tax (R&T) codes that will need to print with
         messages on a tax bill
 197     The system shall provide that R&T codes correspond to certain penalties, fees or interest that
         need to be applied to the tax bill, if applicable
 198     The system shall stop refund and combine with new correction to create new tax balance and
         refund if the bill has been printed but the refund has not yet been sent
 199     The system shall create a new negative tax bill for the difference amount and initiate a separate
         refund transaction if downward correction
 200     The system should provide that corrections to tax bills involved in a delinquent account are output
         in a special tax bill format
 201     The system shall provide adjustments to delinquent tax bills
 202     The system shall provide downward adjustments to delinquent tax bills where less than all
         delinquent bills in an account have been corrected and there are remaining unpaid bills on the
         account. This should result in an adjustment and refund for the tax a
 203     The system shall provide downward adjustments to unpaid delinquent tax bills that will correct the
         amount due according, but not limited, to the following rules:
 204        Send out a corrected delinquent notice
 205        Waive or adjust penalties for corrected bill
 206        Waive the redemption fee
 207     The system shall provide, but not be limited to, the following payment plans if a downward value
         correction is made to a tax bill that is involved in a payment plan:
 208        Corrected bill amount only
 209        Pay corrected bill amount and re-calculate remaining payment plan amount
 210        Combine corrected bill amount into payment plan amounts
 211     The system shall provide, but not be limited to, the following payment plans for a corrected
         delinquent or payment plan tax bill:
 212        Waive all penalties, interest and fees if the bill is unpaid after a user-defined time period
 213        Re-install all penalties, interest, and fees back to the original delinquent date if the bill is unpaid
            after a user-defined time period
 214     The system shall store the original delinquent date with each corrected bill
 215     The system shall provide a correction register for review and approval for each downward
         adjustment
 216     The system shall produce a correction register which matches the bill printing sequence for each
         upward adjustment correction
 217     The system shall ensure that all tax amounts and fixed charges are equal to the original amounts
         on the cancelled tax bill for a correction
 218     The system shall provide a change reason code for all bill corrections
 219     The system shall provide for manual update of due dates on corrected bills
 220     The system shall provide full audit trail of all items created or corrected with date, time and user ID

 221     All penalties and fees for the tax bill may be waived in the event of a correction (based on
         correction reason code)
                                                                                                                                                                                     RFP-001-02-RB
                                                                                                                                                                         City of Kansas City, Missouri
                                                                                                                                                                               24 May 2002-Page 372
                                                                                                                                           City of Kansas City, MO
                                                                                                                      Government ERP System Request for Proposal

                                     City of Kansas City Revenue Tax Collection Requirements (Excluding Real Estate Tax)

                                                                                                                  One Response Per
                                                                                                                    Requirement
Line #                                                                                                            Y   N   C   3   F           Comments
 222     Bill Creation
 223     The system shall provide a prior year tax bill that is created with the exact information from the
         archived tax bill
 224     The system shall provide a „copy from‟ feature which allows a manually created bill to be started
         from the data of an existing bill of the same tax year
 225     The system shall edit bills before bill creation
 226     Printing
 227     The system shall create bills on demand and allow for individual re-printing
 228     The system shall allow users to select a bill and ask for local printing at any printer on the network

 229     The system shall allow users to suppress printing of bills and notices
 230     The system shall assign a bill print type code and print the description on the tax bill
 231     The system shall provide the ability to associate tax bills by taxpayer and mailing address
 232     The system shall provide bill printing that includes bar coding of bill number and bill item type in
         the address window
 233     The system shall provide bill printing that includes POS Net coding for US Post Office processing
 234     The system shall provide the ability to print an information statement for each electronic tax bill

 235     The system shall record the bill printing date and time with bill information
 236     The system shall produce an electronic batch file of tax bills for printing
 237     The system shall provide that batch tax bills be accompanied with a online summary cover sheet
         for use in manual review of tax bills and mailroom processing
 238     The system shall provide batch tax bill printing by, but not limited to, zip codes and electronic
         customer ID
 239     The system shall provide that local printing of tax bills
 240     The system shall provide a feature for mass request of coupon and advice printing only by bill
         number or tax year
 241     The system shall print bills with a special message for a R&T code
 242     The system shall provide barcoding for addresses
 243     BILL PAYMENT PROCESSING REQUIREMENTS
 244     Fund Accounting and Distribution
 245     The system shall provide for a distribution of funds
 246     The system shall provide that all funds collected since the last distribution are summarized into a
         total amount
 247     The system shall provide that partial payments are included in distribution amounts
 248     The system shall provide that refunds are included with a refund status or as negative collection
         amounts unless it is a reverse refund
 249     The system shall provide that distribution amounts are summarized by category or activity and
         sorted by tax district/tax area code
 250     The system shall provide that the amount is deducted from the account immediately if a payment
         is returned and included in the next distribution
 251     The system shall provide that each distribution should receive a unique identifier for batch files
                                                                                                                                                                                 RFP-001-02-RB
                                                                                                                                                                     City of Kansas City, Missouri
                                                                                                                                                                           24 May 2002-Page 373
                                                                                                                                       City of Kansas City, MO
                                                                                                                  Government ERP System Request for Proposal

                                    City of Kansas City Revenue Tax Collection Requirements (Excluding Real Estate Tax)

                                                                                                              One Response Per
                                                                                                                Requirement
Line #                                                                                                        Y   N   C   3   F           Comments
 252     The system shall support fund accounting of charges, payments, adjustments and refunds based
         on bill type code
 253     The system shall incorporate separate fund accounting that will account for monies collected
 254     The system shall include, but not be limited to, the following fund accounting:
 255       Current tax collections
 256       Delinquent collections
 257       Suspense of partial payments
 258       Penalty, fee and interest collections
 259       Collection of miscellaneous fees
 260     The system shall provide online transactions that move amounts between funds
 261     The system shall provide online fund transactions with a full audit trail
 262     The system shall have the ability to internally transfer between funds based on payment
         adjustments and other transactions made in the system
 263     The system shall refund adjustments from hold account
 264     The system shall provide an adjustment reason code that defines the 'from' and 'to' funds for each
         payment adjustment
 265     The system shall allow penalties, fees and interest to be associated with separate funds
 266     The system shall provide for miscellaneous fees or charges to be added to accounts that are not
         associated with a tax bill
 267     The system shall associate penalties, interest and fees with different funds for fund accounting

 268     Payment Processing
 269     The system shall allow for future partial payments to be posted to current amount due
 270     The system shall be capable of processing bills and payments by interfacing the imaging/scanning
         process and automatically post taxpayer records
 271     The system shall edit for „suspense‟ amounts when evaluating a partial payment
 272     The system shall allow for a „payment shortage tolerance‟ of payment amount for total payment of
         tax bill
 273     The system shall support, but not be limited to, the following types of payment adjustments:
 274        Wrong credit card number
 275        Wrong credit card amount charged
 276        Payment applied to wrong account
 277        Wrong payment amount applied
 278        Returned check
 279        Erroneous application
 280     The system shall allow for transfer of payment or overpayment to other tax bills
 281     The system shall provide the ability to process high-volume entries by multiple bill number and
         returned check amount
 282     The system shall allow for multiple payee name(s) and address(es) per tax bill
 283     The system shall allow for manual cancellation of the returned check fee by authorized staff
 284     The system shall set up a payment adjustment code for returned check with fee on the tax bill

                                                                                                                                                                             RFP-001-02-RB
                                                                                                                                                                 City of Kansas City, Missouri
                                                                                                                                                                       24 May 2002-Page 374
                                                                                                                                         City of Kansas City, MO
                                                                                                                    Government ERP System Request for Proposal

                                    City of Kansas City Revenue Tax Collection Requirements (Excluding Real Estate Tax)

                                                                                                                One Response Per
                                                                                                                  Requirement
Line #                                                                                                          Y   N   C   3   F           Comments
 285     The system shall provide payment plans on tax bills
 286     The system shall provide multi-year payment plans
 287     The system shall create a delinquent tax bill if the payment obligation has been met but the current
         taxes have not been paid
 288     The system shall provide that any payment amounts made on the plan be changed to „delinquency
         credit‟ and does not count them as payments against the principal or interest
 289     The system shall produce a full payment plan statement to be sent to the taxpayer, as each
         payment plan is started
 290     The system shall provide the ability to calculate monthly payments for all payment plans if
         requested by taxpayer
 291     The system shall produce a tax statement for a payment plan at any time for taxpayer
 292     The system shall provide the capability to produce a consolidated tax statement for a single
         taxpayer
 293     The system shall allow for entry of a payee name and address for each payment made as well as
         a separate name and address for the payment plan
 294     The system shall allow for entry of a bankruptcy payment plan that can have monthly, quarterly or
         annual payments with an individual interest rate including, but not limited to, the following
         information:
 295        Total plan amount owed with interest
 296        Payment coupon and advice
 297        Current taxes due
 298        Payment coupon and advice
 299        Full payoff amount
 300     The system shall allow for an unlimited number of payments against a payment plan
 301     The system shall keep track of payments to determine if the annual installment amount has been
         reached
 302     The system shall find all accounts with, but not limited to, the following characteristics:
 303        Payment plan installment for year is only partially paid
 304        Current year taxes are past due
 305     The system shall send a notice of payment plan delinquency with the full amount due to the
         taxpayer and payee of record
 306     The system shall allow user override of payment plan delinquency
 307     The system shall automatically reinstate the payment plan if a payment is delinquent
 308     The system shall add the returned check fee to the payment plan account as a separate fee if a
         payment plan check is returned
 309     The system shall provide ability to include bankruptcy accounts if requested by users
 310     The system shall record payee name and address if the payment is received after a final notice
         has been recorded
 311     The system shall provide a feature to identify all tax bills associated with the name and address
         when a bankruptcy notice is received from the court
 312     The system shall allow for mass update of all tax bills with bankruptcy information including, but
         not limited to, the following:
                                                                                                                                                                               RFP-001-02-RB
                                                                                                                                                                   City of Kansas City, Missouri
                                                                                                                                                                         24 May 2002-Page 375
                                                                                                                                          City of Kansas City, MO
                                                                                                                     Government ERP System Request for Proposal

                                     City of Kansas City Revenue Tax Collection Requirements (Excluding Real Estate Tax)

                                                                                                                 One Response Per
                                                                                                                   Requirement
Line #                                                                                                           Y   N   C   3   F           Comments
 313       Case number
 314       Court name
 315       Court location
 316       Bankruptcy type
 317       Filing date
 318       Attorney name, phone, fax and address
 319       Claim filing date
 320       Payment plan confirmed date
 321       Payment plan description
 322       Bankruptcy closing date
 323       Judgement bills
 324     The system shall produce bankruptcy claim forms on court required forms with carbons
 325     The system shall provide ability to stop system penalties cost and interest with an „as of date‟
 326     The system shall keep partial payments made to bankruptcy tax bills in suspense
 327     The system shall automatically close a bankruptcy if all tax bills have been paid
 328     The system shall update the bankruptcy action and tax bills if a bankruptcy dismissal or closure is
         received
 329     The system shall be capable of printing garnishment forms and processing requests for
         garnishment checks
 330     The system shall track and send notices on missed garnishment payments
 331     The system should note an attempt to pay a previous bill if overage exactly matches a previously
         paid tax bill associated with one of the coupons and advices
 332     The system shall note the attempted payment to the cancelled bill for information purposes only

 333     The system shall associate each bill with multiple payee names and addresses
 334     The system shall allow for entry of a future payment date on a tax bill with generation of penalties
         and cost for the payment date
 335     The system shall provide a payment plan eligibility message on appropriate tax bill inquiries
 336     The system shall perform, but not be limited to, the following process for all remaining open tax
         bills at the beginning of each fiscal year:
 337        Create a delinquent summary account and add a redemption fee
 338        Add the tax bill to the delinquent account if there is a previous delinquent tax bill for the same
 339        The system shall default the payment plan and calculate all penalties due if the previous
            defaulted account has a payment plan
 340     The system shall allow users to add miscellaneous fees to any delinquent account
 341     The system shall flag for penalty waiver notation
 342     Mail Processing
 343     The system shall provide an accompanying return reason code for every returned mail
 344     The system shall identify whether this is the first occurrence of returned mail for the tax bill, for
         each returned mail
 345     The system shall perform analysis on the owner and address on the first occurrence that includes,
         but is not limited to:
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                                                                                                                     Government ERP System Request for Proposal

                                     City of Kansas City Revenue Tax Collection Requirements (Excluding Real Estate Tax)

                                                                                                                 One Response Per
                                                                                                                   Requirement
Line #                                                                                                           Y   N   C   3   F           Comments
 346        Searching the current tax roll for to find a new address if the returned mail reason code is for
            bad address
 347        Searching all other tax bills for owner name to find a new address if the returned mail reason
            code is for bad address
 348        Searching prior year unsecured and secured tax rolls for another address for owner if the
            returned mail reason code is for unknown addressee
 349     The system shall produce a worksheet for manual research of addresses with, but not limited to,
         the following information for the first occurrence of each returned mail item:
 350        Reason for return
 351        Possible other bills for same owner or address
 352        Alternative addresses found during analysis
 353        The system shall allow for corrections to mailing addresses directly on tax bills
 354     The system shall provide capability to correct mailing address across multiple tax bills for the
         same owner and mailing address
 355     The system shall provide addresses formatted for post office standards
 356     The system shall provide updates for zip codes against post office zip +4 master
 357     The system shall provide an audit trail for address corrections that includes the date, time and
         user ID
 358     The system shall provide an address change reason code and comment field
 359     The system shall provide an updated tax bill with all new penalties, interest and fees with payment
         coupon and advice
 360     The system should provide a tax statement that incorporates all tax types owed with all penalties,
         interest and fees with payment coupon and advice
 361     The system shall provide a fax back feature that allows for a request to send a tax statement via
         the internet
 362     The system shall allow for an e-mail request for a bill to be mailed to the taxpayer
 363     The system shall provide for customized notice creation
 364     Notice Creation
 365     The system shall generate an underpayment letter to taxpayer
 366     The system shall provide the ability to consolidate all due bills on one notice for all notices where
         the owner name and mailing address are the same
 367     The system shall barcode addresses for notices
 368     The system shall update all notice printing information to the associated tax bill
 369     The system should provide access to a detailed list of notices sent for each bill
 370     The system shall recreate duplicate notices on user request
 371     The system shall provide a fax feature for duplicate notices
 372     REFUND PROCESSING
 373     The system shall combine the refund amounts together if a refund exists on a taxpayer account
         and has not yet been placed on a refund register
 374     The system shall provide a unique refund identifier for each refund
 375     The system shall perform, but not be limited to, the following automated processes for refunds:

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                                                                                                                                          City of Kansas City, MO
                                                                                                                     Government ERP System Request for Proposal

                                     City of Kansas City Revenue Tax Collection Requirements (Excluding Real Estate Tax)

                                                                                                                 One Response Per
                                                                                                                   Requirement
Line #                                                                                                           Y   N   C   3   F           Comments
 376        Search for any unpaid delinquent taxes for any tax type
 377        Allow for prior year refund
 378        Allow partial payment of an account
 379        Allow for current year refund
 380     The system shall issue a letter to the Tax Payer with an explanation of the application of the refund
         amount for all items paid during the refund process
 381     The system shall update each pending refund with, but not limited to, the following actions:
 382        Refund amount will be transferred to another unpaid tax bill
 383        Refund amount will be flagged for warrant processing
 384     The system shall provide the capability to transfer a refund to another tax bill
 385     The system shall allow override of the amount being transferred when a refund amount is
         transferred to another bill
 386     The system shall generate an explanation letter to the taxpayer if a refund amount is transferred to
         another bill
 387     The system shall automatically transfer the refund amount between funds if the amount should be
         transferred to another tax bill
 388     The system shall produce claim forms for all refund amounts that are the result of a downward
         correction of a tax bill (except appeals) or return of an overpayment based on refund type code

 389     The system shall provide a refund register that lists all of the refunds from a fund that is ready to
         be processed
 390     The system shall transfer or place refunds on hold at any time until a refund register is created

 391     The system shall provide the capability to optionally add interest to refunds that have been
         pending past a certain time period
 392     The system shall calculate interest rates for refund interest calculations
 393     The system shall provide the capability to reverse a refund
 394     The system shall provide for electronic fund transfer of refund to a certain taxpayer
 395     The system shall provide associated tax rates, tax rate areas, transaction history, refund history,
         etc.
 396     FUND ACCOUNTING AND DISTRIBUTION
 397     The system shall track, estimate and allocate revenue on a fund level
 398     The system shall track all returns and adjustments for each tax type
 399     The system shall interface the City's General Ledger system to maintain the City cash and
         revenue accounts
 400     The system shall track revenue by capturing data including but not limited to the following:
 401       Budget by tax
 402       Parameters setting allocation of tax receipts to City funds
 403       Tax by year
 404     The system shall provide revenue estimates for each tax type by specified time periods
 405     The system shall provide trend analysis for each tax based on a specified time period
 406     The system shall provide the ability to copy from an existing fund to create a new fund
                                                                                                                                                                                RFP-001-02-RB
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                                                                                                                    Government ERP System Request for Proposal

                                    City of Kansas City Revenue Tax Collection Requirements (Excluding Real Estate Tax)

                                                                                                                One Response Per
                                                                                                                  Requirement
Line #                                                                                                          Y   N   C   3   F           Comments
 407     The system shall provide the ability to designate a percentage shift of tax amounts from one fund
         to another
 408     The system shall allow for user entry of percentage of estimated opening tax amount to be
         distributed, regardless of whether the money has been received
 409     The system shall distribute fixed charges directly to the taxing agency that added the charge to the
         tax bill
 410     DELINQUENT PROCESSING REQUIREMENTS
 411     The system shall show consolidated account information with delinquency messages if there is a
         delinquent tax bill
 412     The system shall send a delinquent notice to any bankrupt taxpayer
 413     The system shall not send a delinquent notice for any tax record with a hold flag
 414     The system shall calculate delinquent amounts for all tax types
 415     The system shall provide delinquent notices for any unpaid tax bill
 416     The system shall calculate due dates and delinquent dates using calendar business rules
 417     The system shall provide the ability to modify calendar business rules
 418     The system shall recalculate the delinquent amount with all penalties, cost and interest due from
         the original delinquent date of each bill
 419     The system shall provide the ability to generate and edit a delinquent taxpayer list
 420     The system shall send separate delinquent account notices as required for, but not limited to, the
         following types:
 421        New delinquency
 422        Delinquency in prior years
 423        In last year of delinquency
 424        Beyond three years of delinquency
 425        Money in suspense
 426        On payment plan
 427        Bankruptcy
 428        Delinquency credit
 429     PAYMENT PROCESSING ON FILED RETURNS
 430     The system shall provide for fund accounting based on bank deposit information
 431     The system shall provide for automatic posting of payments to taxpayer accounts, tax periods and
         return type based on scanned or imaged documents
 432     The system shall provide automatic posting of single payment that pays multiple returns, tax
         periods, or taxpayer accounts based on scanned or imaged documents
 433     The system shall provide a suspense account and reports on payments without returns or invalid
         return information and reason codes to assist with research and resolution
 434     The system shall automatically compare payments with return liability and report on out-of-
         balances
 435     The system shall provide for on line correction of payment posting (same as for bill payments)
 436     The system shall provide for posting of monies from multiple sources, such as ACH, inter-city JV

 437     RETURNS PROCESSING REQUIREMENTS
                                                                                                                                                                               RFP-001-02-RB
                                                                                                                                                                   City of Kansas City, Missouri
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                                                                                                                                     City of Kansas City, MO
                                                                                                                Government ERP System Request for Proposal

                                    City of Kansas City Revenue Tax Collection Requirements (Excluding Real Estate Tax)

                                                                                                            One Response Per
                                                                                                              Requirement
Line #                                                                                                      Y   N   C   3   F           Comments
 438     The system shall automatically post tax returns to taxpayer accounts, tax periods and tax return
         types based on scanned or imaged documents, for all the following:
 439       Earnings Tax Wage Earner
 440       Occupational License Application
 441       Earnings Tax Employer Withholding
 442       Profits Tax Return
 443       Convention and Tourism Tax Returns
 444       Craftsman License
 445       Utility Taxes
 446     The system shall utilize the system calendar to create mailing schedules
 447     The system shall automatically create returns with data from tax payer accounts
 448     The system shall automatically create returns and forms based on Tax Payer account types
 449     The system shall print user defined data on forms in a format that is scannable and usable in an
         envelope window
 450     The system shall track documents mailed
 451     The system shall track and record all documents received from Tax Payers
 452     The system shall capture return data through the following methods:
 453       Manual screen data entry
 454       Automated data entry
 455     The system shall be capable of processing 95% of returns through automated imaging or scanning.

 456     The system shall include a suspense and suspense item correction process that identifies
         unposted returns and allows validated data to post .
 457     The system shall automatically indicate supporting attachments and documents required with a
         Tax Payer return
 458     The system shall generate a letter for missing required return schedules or attachments
 459     The system shall automatically provide Tax Payer account data for comparison during return data
         entry and flag variances
 460     The system shall be capable of reporting instances where payment periods differ from filing
         periods and automatically report delinquencies or non-filing, with or without payment.
 461     The system shall provide batch and online recording of adjustments made to returns
 462     The system shall record reason for return adjustments and provide an audit trail
 463     The system shall record Tax Payer account data changes acquired through return processing
 464     The system shall flag the account if the Tax Payer indicates final tax return
 465     The system shall allow return transactions related to inactive accounts
 466     The system shall flag and allow input of assessed returns for delinquent taxpayers or non-filers

 467     The system shall provide an error report and provide on-line indication of discrepancies between
         Tax Payer account data and returns
 468     The system shall generate a letter to the Tax Payer requesting clarification or supporting
         documentation to discrepancies between Tax Payer account data and returns

                                                                                                                                                                           RFP-001-02-RB
                                                                                                                                                               City of Kansas City, Missouri
                                                                                                                                                                     24 May 2002-Page 380
                                                                                                                                         City of Kansas City, MO
                                                                                                                    Government ERP System Request for Proposal

                                    City of Kansas City Revenue Tax Collection Requirements (Excluding Real Estate Tax)

                                                                                                                One Response Per
                                                                                                                  Requirement
Line #                                                                                                          Y   N   C   3   F           Comments
 469     The system shall automatically or manually initiate required adjustments to account data, accounts
         receivable, billing, etc. when discrepancies are resolved
 470     COLLECTIONS REQUIREMENTS
 471     The system shall automatically send a Tax Payer account to collections based on specified criteria

 472     The system shall track collection case actions (e.g. initiation of payment plan)
 473     The system shall flag accounts when specified actions have not occurred (e.g. payment schedule
         not met)
 474     The system shall flag accounts when case actions meet a specified amount
 475     The system shall allow text descriptions and comments related to collection cases and actions

 476     The system shall track all Tax Payer correspondence and contacts
 477     The system shall generate including but not limited to the following:
 478        Delinquency notices
 479        Collection agency referrals
 480        Payment plans
 481        License revocations
 482        Enforcement notifications to other agencies on license revocations
 483     The system shall track including but not limited to the following:
 484        Notice of Assessment
 485        Judgement
 486        Requests to file suit
 487        Bankruptcy
 488        Tax Payer Administrative Appeal
 489        Phone Collection
 490        Field Collection
 491        Court Date
 492        Docket
 493        Collection Agency Referral
 494     OCCUPATIONAL LICENSING
 495     System maintains state contractors licensing and tradesmen certification databases linked with
         local occupational licensing.
 496     Ability to track multiple specialty designations for various types of contractors.
 497     System shall determine which type of specialty designation is required at time of permit application
         or issuance, and invalid types or expired dates trigger error messages.
 498     The system shall determine if contractor bond is required at time of permit application or issuance
         with link to bond tracking and error message.
 499     The system shall provide the ability to group occupational licenses by Category and process each
         Category differently based upon user definable variables including SIC code, category in municipal
         code
 500     The system shall provide the ability to generate automated renewal notices
 501     The system shall provide the ability to generate manual renewal notices
                                                                                                                                                                               RFP-001-02-RB
                                                                                                                                                                   City of Kansas City, Missouri
                                                                                                                                                                         24 May 2002-Page 381
                                                                                                                                             City of Kansas City, MO
                                                                                                                        Government ERP System Request for Proposal

                                     City of Kansas City Revenue Tax Collection Requirements (Excluding Real Estate Tax)

                                                                                                                    One Response Per
                                                                                                                      Requirement
Line #                                                                                                              Y   N   C   3   F           Comments
 502     The system shall provide the ability to select whether renewal notice should be printed
 503     Ability upon notification to render an enterprise inactive
 504     The system shall provide the ability to record payments against such a billing and identify
         businesses that have not paid.
 505     The system shall provide the ability to post occupational license receivable revenue to any existing
         fund/revenue account
 506     The system shall provide the ability to recognize business as “expired” after a user defined number
         of days renewal notices have been sent
 507     The system shall provide the ability to "write-off" uncollectible receivables and generate
         corresponding reports
 508     The system shall provide the ability to accommodate alphanumeric occupational license and
         certificate numbers
 509     For renewal certificates only, provide the ability to utilize an electronic cash drawer or terminal with
         cash drawer allowing one-time entry of cash receipt data, with update to print certificate
         automatically, including account number
 510     The system shall provide the ability to assign license inspectors to a particular occupational
         license or to all occupational licenses of a particular Category
 511     The system shall provide the ability to assess penalties differently based upon occupational
         license Category and user-defined penalty scale for each Category
 512     The system shall provide the ability to produce a receivable aging report based on days overdue
         (30, 60, 90 and over)
 513     The system shall provide the ability to calculate fees based on a base amount plus other user
         defined amounts such as employee headcount, gross earnings, etc.
 514     The system shall provide the ability to calculate and apply other City taxes such as:
 515        City Meal Tax (see table of existing City systems)
 516     The system shall provide the ability to track and credit for exemptions
 517     The system shall provide the ability to identify underpayments and send an invoice for the
         outstanding amount before approving and sending the certificate
 518     The system shall provide the ability to track overpayments and automatically generate a check

 519     The system shall provide the ability to track licenses for multiple years and apply certificates to
         specific years
 520     The system shall provide the ability to track various license holder types by user-defined criteria
         such as:
 521       Regular
 522       Charitable organizations
 523       Retail
 524       Industrial
 525       Contractors
 526       Institutional
 527       Internet business
 528       In-home business
                                                                                                                                                                                   RFP-001-02-RB
                                                                                                                                                                       City of Kansas City, Missouri
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                                                                                                                                         City of Kansas City, MO
                                                                                                                    Government ERP System Request for Proposal

                                    City of Kansas City Revenue Tax Collection Requirements (Excluding Real Estate Tax)

                                                                                                                One Response Per
                                                                                                                  Requirement
Line #                                                                                                          Y   N   C   3   F           Comments
 529        Utilities with franchises
 530        Other
 531     The system shall provide the ability to track license holders by SIC Code
 532     The system shall provide the ability to specify North, South, East, West for street names as a
         different field and to require an entry for street names with an associated direction
 533     The system shall provide the ability to cross-reference by business name, owner name and/or
         address between occupational license system and other City systems such as Permits, Work
         Orders, Police Department history (for address only), future GIS and other
 534     The system shall provide the ability to track taxes on a:
 535        Yearly basis
 536        Semi-annual basis
 537        Quarterly basis
 538        Monthly basis
 539        Weekly basis
 540        Daily basis
 541     The system shall provide the ability to track occupational license applicant data and:
 542        Extension of time
 543        Flag of extension of time passing over 30 days
 544        Duplicated licenses
 545     The system shall provide the ability to record multiple comments concerning particular
         occupational license (unlimited text, multiple dates)
 546     The system shall provide the ability to flag comments as needing follow-up
 547     The system shall provide the ability to calculate penalty fee based on current business profile and
         number of months overdue
 548     Provide capability to interactively enter subsidiary accounts receivable adjustments for current
         holders of occupational licenses. Actual revenues due are calculated per revisions to occupational
         classification, employee headcount, gross earnings, etc.
 549     The system shall provide capability to cancel receivables as a result of payment, cancellation, etc.

 550     The system shall provide the ability to use bar-code to track renewal invoices
 551     The system shall provide capability to automatically generate accounts receivable and subsidiary
         accounts receivable adjustments and/or refunds for current holders of occupational licenses,
         based on entry of payments into the Revenue Journal
 552     Cash receipt reconciliation report:
 553       Date
 554       Description
 555       Data entry clerk
 556       Amount detailed by cash, credit, and/or check
 557       Deposit number
 558     The system shall generate occupational license certificates, renewal notices, overdue notices,
         revocation notices and other user-defined (template) notices:
 559       Batch
                                                                                                                                                                               RFP-001-02-RB
                                                                                                                                                                   City of Kansas City, Missouri
                                                                                                                                                                         24 May 2002-Page 383
                                                                                                                                          City of Kansas City, MO
                                                                                                                     Government ERP System Request for Proposal

                                     City of Kansas City Revenue Tax Collection Requirements (Excluding Real Estate Tax)

                                                                                                                 One Response Per
                                                                                                                   Requirement
Line #                                                                                                           Y   N   C   3   F           Comments
 560        Single
 561     The system shall provide the ability to print detail occupational license receivable aging report:
 562        Account number
 563        Business name
 564        Certificate number
 565        Days outstanding
 566        Total amount due
 567        Account status
 568        Current
 569        30 days
 570        45 days
 571        60 days
 572        90 days
 573     The system shall provide the ability to report exceptions list for occupational license
         applications/renewals missing information (incomplete application/renewal) and list missing
         information
 574     The system shall provide the ability to automatically generate letters to notify
         businesses/proprietors of incomplete occupational license information on new
         applications/renewals
 575     The system shall provide the ability to generate reports for inactive businesses (non- renewal) and
         their comments/reason code indicating why inactive (including “expired”)
 576     The system shall provide the ability to generate lists of businesses and accompanying comments
         including user defined criteria (business type, data range, etc.)
 577     The system shall provide the ability to produce a list of businesses with valid business licenses for
         transmittal to State Board of Equalization electronically
 578     The system shall provide the ability to produce report of occupational licenses over a user defined
         data range including, but not limited to:
 579        Names of enterprise
 580        Number of employees
 581        Type of business
 582        Location
 583        Other user defined fields
 584     The system shall provide the ability to produce weekly report summary and detail information for
         occupational license issuances and renewals including, but not limited to:
 585        Fees paid (and weekly total)
 586        Penalty fees paid (and weekly total)
 587        Comments
 588        Number of renewal notices sent
 589        Other user defined fields
 590     The system shall provide the ability to print occupational license renewal and certificates on NCR
         form

                                                                                                                                                                                RFP-001-02-RB
                                                                                                                                                                    City of Kansas City, Missouri
                                                                                                                                                                          24 May 2002-Page 384
                                                                                                                                           City of Kansas City, MO
                                                                                                                      Government ERP System Request for Proposal

                                     City of Kansas City Revenue Tax Collection Requirements (Excluding Real Estate Tax)

                                                                                                                  One Response Per
                                                                                                                    Requirement
Line #                                                                                                            Y   N   C   3   F           Comments
 591     The system shall provide the ability to generate letters to businesses by type, Category or other
         user-defined field (e.g., All plumbers)
 592     The system shall provide the ability to produce report of valid occupational licenses for building
         contractors
 593     The system shall provide the ability for online inquiry of particular occupational license information
         by license number, or certificate number, occupational name, owners name or Soundex of
         occupational name, or occupational address
 594     Include any value-added characteristics, above and beyond those outlined above.
 595     REPORTING REQUIREMENTS
 596     The system shall provide "what-if" capabilities for tax collection
 597     The system shall allow end users to conduct on-line inquiries
 598     The system shall produce on-line and printed reports
 599     The system shall provide adhoc reporting on all data maintained by the system
 600     The system shall produce a report that shows all delinquent fees charged and collected, with YTD
         totals
 601     The system shall provide reporting on bankruptcy payment plan activity and aging
 602     The system shall provide a consolidated year-end report for all notices sent, by roll, bill type and
         notice type
 603     The system shall produce a monthly and YTD report which lists totals for all penalty, interest and
         fee types by tax type
 604     The system shall produce monthly and YTD statistics reports which show the number of refunds
         and negative collection amounts
 605     The system shall produce the following administration related reports:
 606        List of new taxpayers identified by type
 607        List of exempt tax payers identified by type of exemption
 608        List of new taxpayers by source of identification
 609        All taxes and licenses associated with a tax payer account
 610        Status of tax payer account for each tax or license type
 611        Taxpayer account details for each tax or license
 612     The following billing and receivables related reports for user specified time periods:
 613        New receivables by tax type and aggregate
 614        Total receivables by tax type
 615        Purged accounts
 616        Delinquent accounts
 617        Receivables sent to collections
 618        Receivables errors
 619        Total number of each bill type printed
 620        Receivables by status
 621        Delinquent accounts
 622        Delinquent taxpayers assessed and resulting liability
 623        Receivable and payment history by tax account
 624     The following return related reports for user specified time periods:
                                                                                                                                                                                 RFP-001-02-RB
                                                                                                                                                                     City of Kansas City, Missouri
                                                                                                                                                                           24 May 2002-Page 385
                                                                                                                                        City of Kansas City, MO
                                                                                                                   Government ERP System Request for Proposal

                                    City of Kansas City Revenue Tax Collection Requirements (Excluding Real Estate Tax)

                                                                                                               One Response Per
                                                                                                                 Requirement
Line #                                                                                                         Y   N   C   3   F           Comments
 625        Number of returns and documents filed and associated dollar value for each tax type
 626        Number of returns adjusted and source of adjustment
 627        Error report for each tax type and associated resolution
 628        List of tax payers requesting refund by tax type
 629        Status or refund request
 630        Account penalties and interest for each tax type
 631        List of all new or existing personal and business tax payers who filed a return
 632     The system shall produce reports that analyze tax revenue trends
 633     The system shall produce summaries of the variances between budgeted and actual net receipts
         for user specified time period
 634     The system shall provide reports by Geo code for demographic analysis
 635     The system shall have the capability of interfacing data from other external databases for analyses




                                                                                                                                                                              RFP-001-02-RB
                                                                                                                                                                  City of Kansas City, Missouri
                                                                                                                                                                        24 May 2002-Page 386
                                                                                                                                               City of Kansas City, MO
                                                                                                                          Government ERP System Request for Proposal

                                                           City of Kansas City General Technical Requirements

                                                                                                                      One Response Per
                                                                                                                        Requirement
Line #                                                                                                                Y   N   C   3      F                Comments
  0      General Specifications
  1      The system shall include all support software, tools and utilities (e.g., compilers, text editors, library                          A COBOL compiler is required to
         products, code generators, scripts) needed to perform configuration, installation, operation and                                    compile the source COBOL code to
         management tasks.                                                                                            X                      your server(s).
  2      The system shall include support software that includes:
  3        Application development tool kit                                                                           X
  4        Web development tool kit                                                                                   X
  5        Tool kit manuals                                                                                           X
  6        Requirement templates                                                                                      X
  7        Report generation scripts                                                                                  X
  8      The system shall provide well defined change management processes, including pre-defined all                                        This applies to PeopleSoft delivered
         inclusive migration processes for software releases, operating system upgrades, layered software                                    components. Upgrades of other
         upgrades, and hardware configuration changes.                                                                                       components (such as operating
                                                                                                                                             systems, RDBMS, etc.) are the
                                                                                                                                             responsibility of the City of Kansas
                                                                                                                      X                      City.
  9      The system shall create ASCII or ASCII delimited files (CSV) for export                                      X
 10      The system shall support importing and exporting of standard desktop office application files,
         including but not limited to Microsoft Office suite                                                          X
 11      The system shall support EDI                                                                                 X
 12      The system shall be compatible with data warehousing                                                         X
 13      The system shall comply with all current government standards and web-based transaction                                             Note that it is not possible to list
         encryption standards                                                                                                                every government standard.
                                                                                                                                             PeopleSoft supports major security
                                                                                                                                             standards such as SSL, X.509
                                                                                                                                             digital certificates, LDAP, SHA-1,
                                                                                                                      X                      DES.
 14      The system provide the ability to schedule batch jobs                                                        X
 15      The system shall provide customizable user interfaces                                                        X
 16      The system shall provide the ability to utilize:
 17       Wireless network capabilities                                                                               X
                                                                                                                                                                 RFP-001-02-RB
                                                                                                                                                     City of Kansas City, Missouri
                                                                                                                                                           24 May 2002-Page 387
                                                                                                                                      City of Kansas City, MO
                                                                                                                 Government ERP System Request for Proposal

                                                         City of Kansas City General Technical Requirements

                                                                                                             One Response Per
                                                                                                               Requirement
Line #                                                                                                       Y   N   C   3      F               Comments
 18        Document imaging                                                                                  X
 19        Streaming audio and video                                                                         X
 20      The system shall provide the ability to automatically integrate user-defined fields into software
         upgrades                                                                                            X
 21      Software fixes found at other sites shall be made available to the City at no charge.               X
 22      The vendor shall maintain a web or FTP site from which software fixes can be downloaded and
         installed by the city                                                                               X
 23      The software vendor shall provide a hot-line for client support.                                    X
 24      The system shall provide best practice workflow templates                                           X
 25      The system shall provide customizable on-line help screens                                          X
 26      Development licenses for all system utilities and tools shall be provided.                                                 A COBOL compiler is required to
                                                                                                                                    compile the source COBOL code to
                                                                                                             X                      your server(s).
 27      Application source code shall be placed in escrow.                                                  X
 28      The system shall provide interoperability with third-party applications.                            X
 29      System shall provide all date fields with a century indicator.                                      X
 30      The system shall provide utilities and tools to monitor resource utilization.                       X
 31      The system shall provide the ability to maintain and update test environments                       X
 32      The system shall provide the ability to apply software upgrades to a test database before placing
         on a production database                                                                            X
 33      Application Architecture
 34      The system shall support a graphical user interface (GUI)                                           X
 35      The system shall support a web-based (browser) interface for all systems, inlcuding:
 36        ERP - Finance, HR, Payroll, Budget                                                                X
 37        Real Estate Tax Collection                                                                                               Real Estate Tax Collection is not
                                                                                                                 X                  provided by PeopleSoft
 38        Revenue Tax Collection                                                                                                   Revenue Tax Collection system is
                                                                                                                 X                  not provided by PeopleSoft
 39       Time Collection
 40      The following systems shall provide the ability to conduct online tranactions via the internet:
 41       ERP - Finance, HR, Payroll, Budget                                                                 X
                                                                                                                                                       RFP-001-02-RB
                                                                                                                                           City of Kansas City, Missouri
                                                                                                                                                 24 May 2002-Page 388
                                                                                                                                       City of Kansas City, MO
                                                                                                                  Government ERP System Request for Proposal

                                                        City of Kansas City General Technical Requirements

                                                                                                              One Response Per
                                                                                                                Requirement
Line #                                                                                                        Y   N   C   3      F               Comments
 42        Real Estate Tax Collection                                                                             X
 43        Revenue Tax Collection                                                                                 X
 44        Time Collection                                                                                    X
 45      The system shall support, at a minimum, 32-bit front-end (client) and 64-bit and 128-bit back-end                           Note that there are no commercially
         (server) processing including but not limited to multiprocessors and multi-threaded processes.                              available 128-bit operating systems
                                                                                                              X                      at this time.
 46      The system shall support online real-time data entry in both centralized and decentralized
         environments, with proper user authorization.                                                        X
 47      The system shall allow users to access records during batch processing                               X
 48      The system shall accommodate background (batch) jobs concurrently with online updates.               X
 49      The system shall provide a comments field for entry of free-form text                                X
 50      The system shall edit all transactions for errors and provide immediate user feedback, including
         error messages and possible corrective actions.                                                      X
 51      The system shall provide the capability to support public/private key encryption.                    X
 52      The system shall support drop down menus (e.g., lists of values) for appropriate fields.             X
 53      The system shall provide data and transaction logic validation through the use of centralized or
         distributed business rules.                                                                          X
 54      The system shall provide support for interprocess communication including, but not limited to, the
         following:
 55        Attachment of standard object types in an object library                                           X
 56        Cut and paste capability from data fields and screens to other applications                        X
 57      The system shall provide an internal real-time message routing capability for broadcasting
         information to all or a selected portion of users.                                                   X
 58      The system shall allow for workflow management and approval hierarchies.                             X
 59      The system shall allow both online and batch entry of data.                                          X
 60      The system shall provide capabilities to scan, store, print and view documents online.               X
 61      The system shall allow mass changes or deletions to be accomplished without record-by-record
         input.                                                                                               X
 62      The system shall provide an audit trail for changes in:
 63        Applications                                                                                       X
 64        Operati