Free Promissory Note Installment Template

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					                                                          RFP - Exhibit B
               Comprehensive Integrated Administrative System (CIAS)
               This Section of the RFP covers                       Functional and Technical Requirements

               Table of Contents
               The following tabs are included in this workbook

           1   Read Me Vendors                  Vendors should read this before completing their responses
           2   Common                           Detailed response requested for each requirement
           3   Technical *
           4   Reporting
           5   Semester & Class Scheduling
           6   Facility Utilization
           7   Recruit to Register
           8   Academic Advising
           9   Degree Audit, Grades, Graduation
          10   Financial Aid
          11   Bursar
          12   General Accounting
          13   Purchasing & Accounts Payable
          14   Budgeting
          15   Encumbering
          16   Grants and Contracts
          17   Human Resources
          18   Payroll
          19   Fund Raising
          20   Fixed Assets
          21   Optional Extra                   For use only if additional information is submitted (see RFP Part A - Uniformity)

               * The Technical Requirements section does not require the response codes (1, 2, 3, 4) as part of the answers in this section.

Page 1 of 60                                                                                                  81836f40-993f-4500-b83f-5b17e1b6c500.xls
ACCS


               Notes to Vendors                                THIS WILL BE SENT TO VENDORS in the final version

               This READ ME FIRST worksheet covers:
                  1    Specifications for recording your response to the Requirements contained in the following tabs of this file

                   2      An example of a likely response

                   3      Instructions regarding completion of your response in this workbook

               Response Codes for all areas except Technical Requirements

                   1      Yes                       The current software version achieves this requirement without making ANY modification to it. Users need only use standard features
                                                    or choose from a range of defined parameters to achieve the functionality.

                   2      Yes-with tailoring        The software achieves this requirement by requiring that some tailoring (but not customization) is done Tailoring is defined as using
                                                    the vendor’s toolset to tailor the system (e.g., adding/moving one or more fields, defining rules or using APIs). This tailoring does NOT
                                                    involve creating an external application, customized code or system exit to meet the requirement; No periodic maintenance is required
                                                    to keep this functionality working when maintenance packs/future release sets are applied.
                   3      Yes - except for ???      Except for ??? as listed, the software achieves this requirement without making ANY modification to it. Users need only use standard
                                                    features or choose from a range of defined parameters to achieve the functionality.

                   4      Yes - included in next    The next software release achieves this requirement without making ANY modification to it. Users need only use standard features or
                          release                   choose from a range of defined parameters to achieve the functionality.

                   5      No                        Modification/customization or another package is required – the software can not achieve this requirement, without a change to source
                                                    code, system exit or integration with another application (if so, specify the application). Programming may be required.



               Note:      Software means the applications and database(s), including necessary utility programs and toolkits, that provide the functionality required and which
                          the vendor (responder) is authorized to sell and license to customers.
                          It excludes software that the vendor cannot license to the customer or other software already owned by the customer and which is not part of the
                          vendor product offering. Example: SirsiDynix Library System; ADP Payroll System

               Sample Response                                                                                                            Response
                                                                                                                                                                          ERP
                                                                                                                Code                     Explanation
                                                                                                                                                                         Module
               Requirement
               The system should support the tracking of prospects for both undergrad and graduate college        1      The enrollment module requires a student        Enroll
               enrollment.                                                                                               record to be (i) marked as "Undergraduate"
                                                                                                                         or "Graduate" and (ii) related to the desired
                                                                                                                         semester of classes.


               NOTES:
                   1      Please check row heights on the worksheets to insure you can read all the text contained in each cell. Resize row heights if necessary.
                   2      Do not change the order of lines within the spreadsheets.
                   3      Limit your response to 255 characters per cell.




Page 2 of 60                                                                                                                      81836f40-993f-4500-b83f-5b17e1b6c500.xls        Read Me Vendors
      ACCS
FUNCTIONAL REQUIREMENTS BY PROCESS AREA
PROCESS AREA
    COMMON FUNCTIONAL REQUIREMENTS                                                                                                            CLARIFYING
                                                                                                                                             NOTE/EXAMPLE


Scope
         This section is designed to define, and evaluate your response to, functionality that is regarded as common throughout
         the application.
         The requirements are stated here only, unless a unique circumstance within a functional area requires separate
         statement of the requirement in the relevant section.


Background Information
         COMMON REQUIREMENTS ARE EXPECTED TO BE FUNCTIONAL THROUGHOUT YOUR APPLICATION.
         IF NOT, YOU ARE REQUIRED TO IDENTIFY WHERE THE COMMON FUNCTION DOES NOT APPLY SO THAT THE                                E.g. is drill down limited to GL only, thus
         FUNCTIONALITY AND ANY LIMITATION CAN BE UNDERSTOOD BY EVALUATORS.                                                        preventing drill down from GL to AP to
                                                                                                                                  Projects to PO?


High Level Goals
         The inquiry capability must be usable by users from within the application without any dependence on the vendor to       Assume users are trained.
         create, modify or maintain the inquiries.


Respond to the following requirements:
User Interface and access to the system
        The system should support:
  1     Users accessing the system (ignore user permissions here)
 1.1    via computers on the ACCS network (LAN, WAN or VPN) using a browser interface                                             Working on main campus, other
                                                                                                                                  ACCS locations or from home/hotel
 1.2     via the internet using a browser interface with no impairment in functionality                                           This is key for moving to web based
                                                                                                                                  interaction with students
  2      An administrator interface for technical staff


Transaction Processing
       The system should support:
  1    Options for real time and batch-based entry and retrieval of data.
 1.1   Identifying which processes are only batch based updates.                                                                  For both GL and other modules.
 1.2   Identifying if batches can be run during the day without interfering with system functionality for users.
  2    Indicate situations where an update in one module of your application does not reflect immediately in other modules that
       use that data.
 2.1   e.g. When a student drops a class, that means tuition needs to be recalculated.

      Page 3 of 60                                                                                           81836f40-993f-4500-b83f-5b17e1b6c500.xls           Common
     ACCS
PROCESS AREA
    COMMON FUNCTIONAL REQUIREMENTS                                                                                                                  CLARIFYING
                                                                                                                                                   NOTE/EXAMPLE
        What steps does a user have to follow so that the tuition bill is generated using the latest course/ class selection for that
        student?
 2.2    e.g. the same course/class change impacts a student refund?
        What steps does a user have to follow so that the refund payable is generated using the latest class selection for that
        student?
 3      Indicate if and where your application requires specific year end processing routines and how these are managed while           Accommodate fiscal calendar and
        the ledgers for both fiscal years are open.                                                                                     academic years.
 4      Explain how the system segregates/identifies data that relates to different semesters for various processes such as: class
        scheduling, course registration, billing, financial aid, etc.
 5      The ability to select multiple records (based on various parameters) and then perform a mass update to those records            E.g. update records of all students with
        selected.                                                                                                                       greater than X credit hours and change
                                                                                                                                        their status from Jr. to Sr.
 5.1    Definition of rules governing which data is to be updated and how, including recalculations and formulae
 5.2    Generation of edit reports after the mass update has run
  6     The ability to impose holds (based on rules or conditions) on specific records, preventing selected actives/transactions        E.g. Student has not filed a background
        from being executed and also have the hold removed when the alert is cleared.                                                   check which sets a "hold" on class
                                                                                                                                        registration. The background check is
                                                                                                                                        received, hold is removed to allow
                                                                                                                                        registration to proceed.

 6.1    Releasing the hold when the rule or condition are no longer breached.                                                           E.g. release hold after 30 days or if GPA
                                                                                                                                        is adjusted to >2.0
 7      Use of Excel files as templates to facilitate upload of data.                                                                   See Tech. Rqmts. #24 re: APIs
 8      Use of overrides in specific cases such as Cashier override/void when processing transactions. Indicate where these are         Provide audit trail, exception report to
        permitted (other than relying on workflow routines requiring another user to approve the transaction).                          identify user and transaction/event.

 9      The ability to future date transactions like reversal of accruals, pay increases, class schedules, new benefit deduction        Allows users to set up system in advance
        rates, new fees.
 9.1    The ability to future date new data like a new account, new department, future budget period etc so that they become            Allows users to set up system in advance
        effective on the defined dates


Inquiries & Drill Around                                                                                                                Inquiries differ from reports.
        The system should support:
  1     The ability to sort/filter information for inquiries.
 1.1    including a view of "my work list", things I need to do today, items requiring my attention.                                    Select one item and work on it - e.g.
                                                                                                                                        approve the form.
 1.2    The ability to customize my view of the data (e.g. move a field left, list only exceptions to work on).
 1.3    The on-line inquiry and drill down and around, from high level to detail/source.
  2     The ability to save inquiries for re-use or modification and to identify them as public or private.
     Page 4 of 60                                                                                                 81836f40-993f-4500-b83f-5b17e1b6c500.xls           Common
      ACCS
PROCESS AREA
    COMMON FUNCTIONAL REQUIREMENTS                                                                                                                CLARIFYING
                                                                                                                                                 NOTE/EXAMPLE
  3      The ability to include attributes added to a record in the definition of sorts/filters.                                      E.g. new field added to student record.

  4      The ability to export results into various file formats.                                                                     E.g. Word, Excel, Access, PDF, html, etc.



Workflow Enabled Processes
       There are many examples where workflow based routines are required to improve process flows and reduce transaction             Indicate in your responses where
       time. Examples that the system should support include:                                                                         workflow will help processes.
 1     The ability to route work to the next person to perform a task.                                                                Including persons in other departments

 1.1     The ability to approve an PO, invoice or journal entry based on authority levels.
 1.2     The ability to execute the next step in the process (e.g. insert vendor and price, enter degree audit results).
 1.3     The ability to alert a student that grades are poor, that financial aid has been approved, that a course is now open, etc.

  2      The ability to monitor the status/location of a transaction through the workflow.
  3      The ability to apply workflow application to external applications (e.g. payroll, fixed assets, courseware).

Business Activity Monitoring/Alerts
       The system should support:
  1      The ability to define business rules for alerts/triggers to identify exceptions/condition met/event occurred.
 1.1     e.g. incomplete data, Transcript not yet received.
 1.2     e.g. AR past due, Less than x days before deadline for admissions .
 1.3     e.g. request for approval still pending after x days.
  2      The ability to manage events across your application and others.                                                             Able to look across systems, compare
                                                                                                                                      data to reach an alert condition.

  3      Providing notification of alerts by various communication methods.                                                           email, letter, exception list, etc.
 3.1     The ability to display an alert on the active window in the application                                                      E.g. when cashier processes student
                                                                                                                                      payment, alert shows "AR in arrears".
 3.2     Indicate if your application contains any pre-delivered alerts.                                                              List in attachment if appropriate.
  4      The ability to run an alert on a schedule or on demand.

Software Integration
       The system should support:
  1    Integration with email systems such as Exchange (to send a message or an alert).
  2    Output to multiple file formats (e.g. Excel, Word, Access, html, PDF, etc.).
 2.1   Options for different versions within the format.
  3     interfacing with e-learning/distance education

      Page 5 of 60                                                                                                81836f40-993f-4500-b83f-5b17e1b6c500.xls        Common
      ACCS
PROCESS AREA
    COMMON FUNCTIONAL REQUIREMENTS                                                                                                             CLARIFYING
                                                                                                                                              NOTE/EXAMPLE

On-line Help
 1      The system should support the ability to invoke field level help or prompts to guide users on next steps in the process.   And ability to access attached notes

 1.1     e.g. instructions on completing a purchase requisition or a grant application.
  2      The system should support the prompting and/or enforcement of entry of missing data                                       Based on the context of the data entry
                                                                                                                                   process
  3      The online help can be customized and an Index is available for both standard and additional contents

Name/Address Validation tools
  1   The system should provide standardized formatting for address information                                                    e.g. St. or Street, Ct. or Court, Mt. or
                                                                                                                                   Mount.
  2      The system should integrate with name/address correction tools to insure address data is valid.                           e.g. NCOA

Audit Trails
        The system should provide a comprehensive audit trail capability including
  1     Audit trails for all transactions which alter data anywhere in the application (add, update, delete)
  2     Date stamps, login user ID, context of transaction, fields affected and before and after data values
  3     Options to edit audit trail content (e.g. add fields)
  4     Archiving of old audit trail logs

Electronic Document Management
        The requirements in this section may depend extensively on the integration of other software with your ERP application.
        We are interested in understanding which functions your application offers and which it does not.
        The system should support:
  1     Scanning and attaching documents to a record, e.g.
 1.1    Attach a scanned academic transcript to a student record.
 1.2    Attach a scanned image of a signed contract to a vendor record.
 1.3    Attach a word document or spreadsheet to an employee record.
  2     Content searches on files (scanned or not) attached to records, e.g.
 2.1    Resume attached to employee record.
 2.2    Transcript image or academic counseling notes attached to student record.
  3     Updating a form from a scanned document that has been:
 3.1    Processed by OCR software to pre-populate fields on the form.
 3.2    Including support for data validation/mandatory fields/error trapping, e.g.
 3.3    Prospective student application form on paper/fax.
 3.4    Employment applications on paper.
  4     Electronic signature/user ID and password/PKI encryption with external parties.                                            Need to be able to verify requests from
                                                                                                                                   specific individuals.

      Page 6 of 60                                                                                             81836f40-993f-4500-b83f-5b17e1b6c500.xls          Common
      ACCS
PROCESS AREA
    COMMON FUNCTIONAL REQUIREMENTS                                                                                                       CLARIFYING
                                                                                                                                        NOTE/EXAMPLE
  5      Do you partner / have alliances with document management and document storage vendors?                              List them
 5.1     Can you identify which vendors you integrate with most frequently (especially for a Higher Education client)?       List them
 5.2     Can you provide indicative costs for document management & storage hardware and software based on 5 and 5.1?        Outline them

  6      Application of user access controls to the scanned images based on the user permissions as defined within the ERP   e.g. user should not see a file linked to a
         system                                                                                                              field that itself is not accessible
  7      Integration with Business Process Management Tools                                                                  Indicate which tools

Calendars
     The system should support:
  1    Multiple calendars (in addition to general ledger and budgeting periods/calendars)                                    E.g. Academic calendar, Grant/Project
                                                                                                                             calendar, Fiscal (State) calendar

 1.1     All units of time within the calendar
  2      Uploading to a calendar function using Exchange

Language
  1   The system should support multiple languages in the interface so that users can select their language                  Identify which languages you support
                                                                                                                             as options in user selection




      Page 7 of 60                                                                                         81836f40-993f-4500-b83f-5b17e1b6c500.xls        Common
       ACCS
TECHNICAL REQUIREMENTS
PROCESS AREA
    TECHNICAL REQUIREMENTS                                                                                                               CLARIFYING NOTE/EXAMPLE

Scope
           This section is designed to define, and evaluate your response to, technology related aspects of your software, including You are not required to code your
           specifications and ongoing maintenance.                                                                                   answer 1,2,3 or4 in this section

Background Information
           The IT organization currently devotes significant resources to helping users work with systems, most of which are not
           integrated. There are a variety of tools and technologies in place.


High Level Goals
           IT desires to support systems and applications developed with open standards, scalable in performance, reduced IT
           involvement in use of applications, toolsets that enable tailoring and configuration.

GENERAL
  1    Explain your scalability model in terms of users and database sizing, etc.                                                     Use an attachment if necessary.
 1.1   Describe your optimally deployed system environment (architecture. Configuration, database).                                   Use an attachment if necessary.
  2    What is the maximum number of users currently using the system at any customer? At what levels of usage?
  3    What is typical online response time when using an appropriately tuned database in an optimally deployed system?               Assume user is on campus, ignore
       Assume a student is submitting an application.                                                                                 internet connectivity issues, assume 100
                                                                                                                                      Mbps connection.
  4        Please provide technical benchmarks to indicate representative system performance.                                         Include as attachment.
  5        What application messaging protocols are supported?
 5.1       What email messaging protocols are supported?
  6        What tools are included to assist with system performance management/monitoring? Indicate if any are third party tools. Explain in an attachment if appropriate.

  7        How many database instances are required by the product in its operational implementation?
  8        Describe the system's capabilities to assist with the import/export and exchange of information without having to create
           code from scratch?
   9       In what language is the solution written? Are all modules written in this language? If not, explain.
  10       What is the architecture? Two/Three tier? Provide an explicit pictorial diagram of the product architecture.
 10.1      Please provide information about the minimal and optimal system and hardware requirements for the software you             Explain in an attachment if appropriate.
           propose, including desktop requirements.
  11       What operating systems are supported for each tier in your architecture? (i.e.. application server, database server, web
           server etc.).
  12       Which databases are supported?
  13       Is clustering available/required? Describe.
  14       Do you have technology/architecture white papers? If so, please provide as an attachment.
  15       What platforms do your application and database servers currently run on? What platforms will you be adding to this?

 15.1      What steps have you taken to ensure the portability of your application to new operating systems and platforms?            Please provide a roadmap (e.g. next 5
                                                                                                                                      years).
  16       Please provide your database schema that details standard and flex fields. Provide documentation that highlights the
           standard relationships between data entities and the attributes associated with the data.



       Page 8 of 60                                                                                                                         81836f40-993f-4500-b83f-5b17e1b6c500.xls   Technical
       ACCS
PROCESS AREA
    TECHNICAL REQUIREMENTS                                                                                                                       CLARIFYING NOTE/EXAMPLE
  17       For users updating via the internet, indicate if the data validation routines differ from the "normal" routines (ACCS wants
           to encourage more online student registration, thus data validation/error trapping is required real time).

 17.1      Is your solution W3C compliant? If not explain how your solution support mix platform environment/browsers
  18       What is the "normal" staffing in an IT department (at a Institution similar in size/profile) for your application (assume all
           modules relative to this ITB would be used)? Describe their roles and qualifications briefly.
  19       What language is the report writer written in?                                                                                     See also Reporting Tab
  20       Does your solution offer portal services, please describe.                                                                         See Portal Support section below
 20.1      Describe how your portal services integrate with applications.
  21       For datamarts and OLAP tools, describe the toolsets required to develop additional marts and reports.
  22       How many graphical user interfaces to your solution are available?                                                                 See Common - User Interface
 22.1      Is there a different user interface if you are connecting via a web browser?
 22.2      Are users restricted to any one interface?
  23       Are (API) interfaces available off the shelf, or are they customized for each customer?                                            E.g. what pre-delivered API's do you
                                                                                                                                              have.
 23.1      How are API interfaces created? What standards are adhered to? Can interfaces be defined as batch (mass) updates or
           single record/real time
 23.2      Do you have interfaces available specifically for the following applications? Blackboard, WebCT, WebXtender ADP     Provide a list of existing interfaces.
           Payroll.
 23.3      Do your API's include data validation, error trapping and exception reports to facilitate correction and subsequent
           successful data transfer?
 23.4      Do your API's include options for users to approve before the update is committed to the database?
 23.5      Do you support integration with legacy systems during implementation of new modules and in transition?
  24       Describe the recovery capabilities in the event of a database problem, power loss, etc.
 24.1      Describe and design backup and recovery of the system with data in case of a Disaster at an off site location.
 24.2      Describe backup and recovery methodology and options.
  25       Describe how the system manages updates where one user attempts an update to a record in use by another user.

  26       What archiving of data is available? How can users avoid the need to examine data that is no longer current (e.g.                  Over time, the list of students or courses
           exclude classes that were offered 5 years ago, or students who were at college 15 years ago)?                                      can grow to impractical lengths for users
                                                                                                                                              to work with daily.
  27       What is your normal release program for patches and for updates? Describe downtime requirements for upgrade and
           patch management.
  28       Describe the tools available to support tailoring of the interface (e.g. hiding a field, disabling a function, adding a field with Explain in an attachment if appropriate.
           drop down list, check box or radio-button type features).
  29       Is this tailoring available without disrupting or changing the core application or impacting future maintenance releases           Explain in an attachment if appropriate.
           (i.e. how does tailoring survive upgrades)?
  30       Describe the development toolkit. What forms, tools and templates are available?

Security and Administration
  1       Describe the system's security including all forms of access/update/inquiry control and at what levels is security assigned
          (e.g., field, panel, module, system, company…)? In particular, address the following:
 1.1      Ability to identify the status of all transactions types (as defined by security levels) including record locks for which user is
          authorized
 1.2      Support for a security structure where the sign-on ID is defined and maintained independent of the operating system

  1.3       Usage of the sign-in ID to identify and track on any platform within the system’s architecture

       Page 9 of 60                                                                                                                                  81836f40-993f-4500-b83f-5b17e1b6c500.xls   Technical
       ACCS
PROCESS AREA
    TECHNICAL REQUIREMENTS                                                                                                                CLARIFYING NOTE/EXAMPLE
  1.4      Sign-on ID allows direct access to database objects for inquiry, online and reporting purposes only thru the application
           security rules
  1.5      Support for tracking and logging attempted security breaches
  1.6      Support for tracking and logging operator access to the application
  1.7      Support for one User ID at sign on to the application regardless of user activity within the system                         Some current apps change USerID to
                                                                                                                                       SysAdmin when changing servers, thus
                                                                                                                                       user log tracking is difficult
  1.8      Support for Role Based Authentication and Control
   2       Describe how security is administered?
   3       What encryption techniques are utilized within the system?                                                                  Can credit card and SSN data be
                                                                                                                                       encrypted/masked?
  3.1      Do you support the masking of data (e.g. personal information) in compliance with FERPA, GLBA, HIPAA?                       Explain how you protect privacy of
                                                                                                                                       information
  3.2      Do you support the masking of data based on user permission setup (e.g. Fin Aid users can see data on a screen view,
           but Academic Advisors cannot when looking at the same screen)?
   4       What other security controls (internal and external) are in place should the network be compromised?
   5       How are User rights determined/specified?
   6       Does the system provide the capability to establish access authorization by user/user group & by role (employee,
           partner)?
   7       Are there any differences in security/access control if the system is accessed via the web?
   8       What is the user authentication process?
   9       Does the system support LDAP and Active Directory? Explain what Directories are supported.
  10       Does the system support Single Sign On for users?
  11       Describe ways to secure the system.                                                                                         What measures can secure the system?

 11.1      Describe if and where an application level firewall should be used.

Hosting Options
  1      Is the application available via a hosting option? If so, describe any specific hosting requirements that differ from an in   Describe in an attachment if appropriate.
         house implementation (incl security issues).
  2      What degree of control and monitoring would ACCS IT staff retain?

Client Workstation
   1     Describe client configuration, min. and recommended (CPU, RAM etc.).
   2     What client components, if any, require to be installed locally?
  2.1    Can these be managed centrally?

Availability & Reliability
  1        Describe how the system will mitigate against single point of failures in your system architecture.
  2        Failover to another system in case of machine failure.
  3        Describe Your approach to load balancing.




       Page 10 of 60                                                                                                                         81836f40-993f-4500-b83f-5b17e1b6c500.xls   Technical
       ACCS
PROCESS AREA
    TECHNICAL REQUIREMENTS                                                                                                         CLARIFYING NOTE/EXAMPLE
Portal Support
         ACCS recognizes that portals are becoming the primary interface through which students, faculty, administrators and
         alumni interact with the Institution.
         With respect the portals, please provide the following information:
  1        Do you provide a portal with your solution?                                                                          If the portal is supplied by a third party
                                                                                                                                please list the application type and the
                                                                                                                                party which provides the solution.

  2        Can your portal serve as an enterprise portal if desired?                                                            Does the portal supplied have the ability
                                                                                                                                to integrated information from other
                                                                                                                                applications.
 2.1       What other applications can your portal support?                                                                     Provide an attachment if necessary
 2.2       Are there any limitations to the applications your portal can support?
  3        Can your portal be integrated with another enterprise portal if desired?                                             ACCS is currently undertaking the
                                                                                                                                development of a Institution wide portal.
                                                                                                                                ACCS may wish to integrate the ERP
                                                                                                                                portal with this project.
  4        Does your portal recognize the user from previous visits without requiring a "login"?
  5        Does your portal integrate with content management tools?                                                            Identify content management tools
                                                                                                                                supported by portal
 5.1       Does your portal provide tailored content based on usage information?
  6        Does your portal support user-based personalization?                                                                 Explain personalization capabilities
  7        Does your portal support rules-based personalization?                                                                Explain personalization capabilities
  8        Does your portal request and record personal information via a "login" process?
  9        Does your portal support single sign on for access to underlying functionality based on a user's security profile?

  10       Does your portal support standard browsers without requiring specialized plugins to function?                        Identify Browser supported
  11       Does your portal detect the browser version to allow for presentation tailored to the user's environment?
  12       Does your portal support either an integral or 3rd party search engine?                                              If a 3rd party is used please list the
                                                                                                                                engine
 12.1      Describe the standard functionality of the search engine. List any limitations.                                      Provide an attachment if necessary


System Configuration
  1     Please provide diagrams, whitepapers and explanations for options of configuring your proposed system (include all      Indicate communications between the
        hardware, software and operating systems).                                                                              various applications.




       Page 11 of 60                                                                                                                   81836f40-993f-4500-b83f-5b17e1b6c500.xls   Technical
 ACCS
FUNCTIONAL REQUIREMENTS BY PROCESS AREA
PROCESS AREA
      REPORTING, ANALYSIS, MODELING                                                                                                            CLARIFYING NOTE/EXAMPLE



Scope
          This section relates to overall reporting capabilities offered by the vendor, starting with basic operational reporting and
          extending to options such as enhanced functionality in analytics and modeling.

Background Information
          Users are hampered by old systems and unfriendly reporting/query tools.

High Level Goals
          ACCS requires to achieve independence in developing and running reports and analyses of its data.
          User reporting tools need to be intuitive to those trained to use them.
          The desired solution must be capable of reporting on data from the ERP solution and other data sources in the Institution.
          It should also provide enhanced capabilities for analytics, modeling and potentially, forecasting/budgeting.



REPORTING
          Indicate if the solution is within the application or a 3rd party tool.
          Users require both exception and compliance information to perform various tasks (e.g. who is late in applying, how many
          applied for English 101, etc). Inquiry functionality is expected to be part of the application, not an external reporting tool.



NOTE      The enterprise wide solution for reporting, analytics and budgeting/modeling may be an extension of an ERP                        ACCS intends to evaluate ERP vendor
          offering, or it may be a 3rd party application.                                                                                   and other vendor proposals within
          If you are responding only to the Reporting and Budgeting sections of this ITB, you also need to complete the                     this area
          sections Common, Technical, General, Financial and Pricing as they relate to your organization, products and
          services.

ERP Suite Reporting
  1     Is there a report writer/reporting tool as part of the standard application?
 1.1    Explain the nature of the report writer/reporting tool that is included as part of the standard application.                        E.g. is it embedded Crystal Reports or a
                                                                                                                                            proprietary tool?
   2      Does the standard application include "pre-delivered" reports, e.g. trial balance, student list by college, AP aging report,      Attach a list of pre-delivered reports
          etc.                                                                                                                              within each module
  2.1     Specifically, do you provide reports (delivered as standard) that deal with changes to system data (e.g. new accounts             To help monitor system changes,
          added), post-processing activity; e.g. confirming all batches posted)? Provide examples as attachment.                            manage processes, provide audit
                                                                                                                                            evidence, etc


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      REPORTING, ANALYSIS, MODELING                                                                                                    CLARIFYING NOTE/EXAMPLE

 2.2   Specifically, do you provide (delivered as standard) federal, state and other external regulatory report (ex. IPEDS,         e.g. FISAP, Pell Grant Report, 1098T,
       National Student Clearing House) templates? Provide examples as attachment.                                                  Taxpayer Relief Act reports
 2.3   Specifically, do you provide (delivered as standard) tracking and measuring of user activity                                 (e.g. invoices processed, journals
                                                                                                                                    posted, by user by period)?
       The system should support:
 3     Users modifying pre-delivered reports and save them for re-use. If so, outline how.                                          Can these be defined as private or public
                                                                                                                                    and how?
 4     Users modifying or add descriptive text in columns and rows within reports.                                                  E.g. State of AL report template using AL
                                                                                                                                    headings with data from system
 5     Setting/changing parameters used in generating reports; e.g. can users change the aging bucket in an AP aging analysis,
       can any attribute in the report be used as a filter or sort.
 6     Users defining report components that are calculations of other data (e.g. % variance, trend, etc)
 7     Scheduling of reports, with options to define distribution to different recipients (bursting the report by dept/recipient). Limiting view of data to that for which the
                                                                                                                                   recipient has permission
 8     The distribution of the report(s) via Outlook email or via intranet. How?
 9     Enforcing user security in report generation based on the same permissions as defined within the ERP modules. If not,
       how?
 10    No reasonable limitations on generating reports on demand.
 11    No limitations on reporting on data across modules in your application.                                                     Including both financial and non financial
                                                                                                                                   data
 12    No limitations on extracting and combining data in the report(s) from sources external to your ERP application? Assume      E.g. from a 3rd party payroll file, Access
       those data sources are "open."                                                                                              DB etc
 13    The following output formats for users (Excel, HTML/webpage, PDF).
13.1   Graphic representations available (e.g graphs, pie charts etc).
 14    Drill down within a report through successive levels of detail. Outline.                                                    E.g. Institution - college - dept - course

 15    Users drilling down back to the source module from a line item in a report.                                                  E.g. to an account transaction
 16    Use of balance tables to enhance performance of report generation?
16.1   Users ability to define any date range for report/query generation.                                                          Today, users face constraints based on
                                                                                                                                    database snapshots




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      REPORTING, ANALYSIS, MODELING                                                                                                  CLARIFYING NOTE/EXAMPLE

ENTERPRISE REPORTING, ANALYTICS AND MODELING (incl data warehousing)                                                              The term Enterprise Reporting, reflects
                                                                                                                                  the requirement to report on programatic
                                                                                                                                  data across the ACCS institutions

       In addition to the requirements above, please respond to the following:
       This system should support:
  1    Enhanced reporting and/or analytical tools through your company; is it a third party solution or not?                      E.g. is it an OLAP tool, if so which one?

 1.1   Pre-delivered executive dashboards.                                                                                        Explain in an attachment if appropriate

 1.2   Predefined datamarts in conjunction with your analytical tools.                                                            Explain in an attachment if appropriate

  2    Inclusion of external data sources (e.g. academic courseware, other applications) in the generation of reports.            Explain in an attachment if
                                                                                                                                  appropriate
 2.1   If Yes, what ETL tool do you use?
  3    Data/reports being defined as private v public.
  4    Relative to the BI/DW components:
 4.1   operational reporting (e.g. budget v actual by period, YTD, variance calculations, ratios, etc) using both financial and non-
       financial data?
 4.2   multi dimensional analytics?
 4.3   statistical analytics?
 4.4   pivot and cross-tab tables?
 4.5   modeling?
 4.6   budgeting/forecasting?                                                                                                        Can it offer the same functions (or
                                                                                                                                  more) as indicated in the Budgeting
                                                                                                                                  section?
 4.7   ability to use ERP data for budgeting and to export approved budget numbers to the ERP system?
 4.8   position management/control?
  5    Users working with data/reports off-line, e.g. to further manipulate the data. Explain how.
  6    Users drilling down from summary level? Drill around.
  7    Users access and view the reports through a portal.
  8    Single sign on for users (assuming access gained through portal sign on).




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FUNCTIONAL REQUIREMENTS BY PROCESS AREA
PROCESS AREA
     FUNCTIONAL REQUIREMENTS                                                                                                               CLARIFYING NOTE/EXAMPLE

Scope
        This Summary covers the following Institution activities:
        Semester Scheduling, Course Management, Faculty Workload Assignment and Facility Utilization (including classroom
        equipment).

Background Information
        Finalization of schedules is often not achieved until just before the start of classes, which requires last minute efforts to   Many schedules are built on faculty still
        hire and assign faculty, confirm classes and assign/re-assign students to classes.                                              to be hired. Schedules are often re-
                                                                                                                                        updated.
        Most scheduling is done on a college by college basis only.                                                                     Poor visibility of overall capabilities.
        Correlating faculty workload with faculty contracts is cumbersome.

High Level Goals
        Achieve integration between course demand and resources available; improve identification of shortages and conflicts.

        Retain college level flexibility and add Institution level planning to the process.
        Improve correlation of faculty workload assignment and contract terms.

Semester Scheduling
      The semester scheduling process is an iterative process involving known resources and some yet to be confirmed (e.g.
      faculty not yet hired). Demand for courses that can fluctuate significantly right up to the start of classes (or, sometimes
      afterwards).
      The system should:
  1   Support the identification of class demand (e.g. students confirmed, pending confirmation, on "wait-list," etc) and allow the     Improved view of demand to improve
      user to modify demand levels prior to scheduling.                                                                                 resource planning.
 1.1  Support the derivation of class demand based on students that are registered for classes that are prerequisites for this          E.g. what demand for Accounting 201
      class.                                                                                                                            based on Accounting 101?
  2   Support the generation of a semester calendar which can be used to control overall semester activity planning, based on           E.g. night classes not on Friday or
      various parameters for classrooms, faculty availability, courses offered, other campus events, etc.                               Saturday, no classes Sunday.

  3     Support the generation of a proposed semester schedule that can be reviewed and modified before it is confirmed as the          Should be able to use historical
        official schedule.                                                                                                              information from like semesters as an
                                                                                                                                        initial starting point.
  4     Support the generation of multiple semester schedules to support planning/ communication of next semester's calendar
        (e.g. official schedule for Winter 2009 and preliminary schedule for Summer 2009).




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     FUNCTIONAL REQUIREMENTS                                                                                                            CLARIFYING NOTE/EXAMPLE

  5     Support the creation of master (Institution level) schedules and college level schedules. The schedule needs to cover both Individual study may not require a "real"
        classroom and individual study schedules as well as other special programs/schedules in a multi location model.            classroom.

 5.1    Support the ability to lock out certain users from further updates to the class schedule for their dept/college.             Once colleges have submitted
                                                                                                                                     schedules, they cannot make changes
                                                                                                                                     direct - impacts publishing the final
                                                                                                                                     schedule
  6     Prevent conflicts such as a room being reserved for more than one class and/or instructors being assigned to more than       Allow override of what would otherwise
        one class at the same time (including partial time overlap).                                                                 be a conflict (e.g. team taught classes).

  7     Trigger the regeneration of the semester/room schedule when any resource changes.
  8     Support scheduling course sections even if instructors have not been identified, with the added ability to reassign students
        if no instructor is found and notify the students.
  9     Highlight for students where they have registered for course sections where a scheduling conflict exists (allowing student
        to choose an alternative, non-conflicting solution).
 10     Maintain historical information on classroom, course offerings and individual faculty workload assignment.                   Historical information can be used as the
                                                                                                                                     initial starting point for future semester
                                                                                                                                     schedules
 11     Support multiple credit formats for a course/section, e.g. credit hours/weeks/units; variable credit values as selected by   Include billable credit hr/unit v academic
        student, can be based on student level, section, term                                                                        credit hr/unit tracking

Course Selection and Eligibility
       This section relates to the process of enabling students to select courses they are eligible to take, and to deal with related
       activities like waivers, major declarations and course changes.
       The system should:
  1    Support the creation of a master course catalog defining the approved courses that can be taught/offered.
 1.1   Support the definition of courses and sections offered to students, including course codes, curriculum overview, pre-          Based on the course catalog
       requisites, scheduled class times and other requirements and information to assist students in their selection.

  2     Allow the selection of courses and sections to be performed at department/college/Institution levels (with appropriate
        approvals) to insure that only approved courses may be considered by students and in semester scheduling.

  3     Allow students to add or drop courses up to the final change dates (as defined).                                             With the option to also drop a 2nd course
                                                                                                                                     for which the 1st course is a co-requisite.

  4     Support the tracking of petitions and waivers for review and decision, their status and the recording the final outcome
        (including notes).




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     FUNCTIONAL REQUIREMENTS                                                                                                             CLARIFYING NOTE/EXAMPLE

Faculty Workload Assignment
        This section deals with the creation of individual faculty workload assignments that need to be correlated with classes        Faculty contracts are not always agreed
        offered and student registration demand to complete the semester scheduling process.                                           to prior to start of classes.
        The system should:
  1     Provide a planning tool and a visual representation of the plan.
  2     Contain critical elements of each faculty member’s contract for semester scheduling purposes (e.g. class, time, day, etc.      See HR / Academic Affairs for other
        by semester). This indicates the availability of the instructor for classes.                                                   contract details.
  3     Support the creation of an availability plan by faculty member (e.g. class, time, day, etc. by semester). This indicates the   Semester schedules cannot be delayed
        availability of the instructor for classes, regardless of whether their contract is signed.                                    until each faculty member's contract is
                                                                                                                                       signed.
  4     Support creation of individual workload assignments from the course schedule, identifying sections where no instructor is      Semester schedules cannot be delayed
        available; it should also support the creation of a course schedule based on faculty availability.                             until each faculty member's contract is
                                                                                                                                       signed.
  5     Allow multiple changes to an existing workload assignment.
  6     Retain historical workload information by instructor.
  7     Match actual workload credit hours against contractual commitments and generate alerts if inconsistent (overload
        compensation or underutilization).
  8     Support the assigning of "faculty to be hired" for those classes/sections where no contracted faculty are available to         This supports a provisional semester
        teach.                                                                                                                         schedule; may indicate need for new
                                                                                                                                       full/part time faculty hiring.

  9     Differentiate faculty workload for instructional and non-instructional and overload assignments.                               Faculty teaching schedule is constrained
                                                                                                                                       by type and size of total workload
                                                                                                                                       distribution.




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FUNCTIONAL REQUIREMENTS BY PROCESS AREA
PROCESS AREA
     FUNCTIONAL REQUIREMENTS                                                                                                              CLARIFYING NOTE/EXAMPLE

Scope
        This Summary covers the following Institution related activities:
        Facility Utilization (including classroom equipment) for classroom and non-classroom facilities.

Background Information
        Facility Utilization is an integral part of building a semester schedule.
        Facilities used to host courses are located at multiple ACCS campuses and on non-ACCS campuses.
        Multiple scheduling tools currently exist on campus.
        ACCS does host non-class related activities such as forums, conferences, recitals, plays and performances for which
        services are provided and fees are received.

High Level Goals
        Place scheduling of all ACCS facilities and events within one tool.
        Integrate classroom and equipment scheduling with building of semester schedules.

Facility Utilization
        This section deals with the management of Institution facilities, e.g. classrooms, labs and equipment used principally to      It excludes facility planning such as
        hold classes in accordance with the published semester schedules.                                                              maintenance mgt/service history
        The system should:
  1     Support the creation of master facility records, covering facilities at each ACCS campus, with attributes that describe the    e.g. location, capacity, electronic
        purpose or special use of the facility (e.g. chemistry lab, regular room).                                                     equipment installed
  2     Support the creation of master facility records, covering facilities hosted by other colleges (e.g. hybrid programs, courses   ACCS has reciprocity with other colleges
        held at other colleges, other college courses held at ACCS).                                                                   for use of rooms
  3     Automatically update room assignment changes in the semester schedule or room schedule.                                        Also update website (student class
                                                                                                                                       schedule) and alerts to student via email.

  4     Allow for installed equipment to be identified in classrooms.                                                                  E.g. built in VCR/OHP - see Fixed Assets
                                                                                                                                       section
  5     Support correlating room equipment with the fixed assets/inventory management function.
  6     Identify equipment needs with course section definitions so that room changes for a class can trigger a request for            Key if the new room lacks the equipment
        equipment to be reserved for the room at the time of the class.                                                                required
  7     Identify any room that is out of use (e.g. for refurbishment) so that it cannot be reserved in the schedule.
 7.1    Identify any room that is out of use as it has been reserved for a sports/recreation event
  8     The system should support planning for facilities on multiple campus locations.                                                Main Campus, CTC, etc.
  9     Support the ad hoc assignment of a classroom for non-academic purposes.




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     FUNCTIONAL REQUIREMENTS                                                                                                       CLARIFYING NOTE/EXAMPLE

Event Planning
      This section deals with planning and scheduling other events which require a room or other facility to be reserved and    Student club activities, conferences
      may require the scheduling and delivery of supporting services (food, security, etc.).
      Additionally certain events may require maintaining and issuing reservations and or tickets.
      The system should:
 1    Support the planning of campus events that require facilities to be reserved                                                Certain campus events may require
                                                                                                                                  reserving a room that is also used for
                                                                                                                                  classes
 2    For ACCS events requiring a vendor service (e.g. outside catering), the system should support the creation of a payment
      voucher to request a check.
 3    For 3rd party event on ACCS property, the system should support the creation of an invoice for the room hire (or other
      charge) and a ACCS rental contract for the 3rd party to sign.
 4    The system should support automated notifications of receipts and reminders of needed information and event dates.




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     FUNCTIONAL REQUIREMENTS BY PROCESS AREA
     PROCESS AREA
           FUNCTIONAL REQUIREMENTS                                                                                                                 CLARIFYING NOTE/EXAMPLE

     Scope
                This Summary covers the following Institution related activities:
                Recruiting, Admitting and Registering.

     Background Information
                Today the undergraduate and graduate processes are managed in separate systems.
                Response times to students varies and the pressure that builds up as deadlines approach places severe burdens on staff
                efficiency.
                The process can be confusing to students, who need a smarter, friendlier way to start their educational experience. The         System needs to help users complete the
                process requires documentation and information that is often not available/provided simultaneously.                             process for missing data.



     High Level Goals
                The system must support the move to web based student registration and delivery of other enrollment services and                This is a key expectation of the new
                reduce the dependency on telephonic (touch tone) and paper-based services.                                                      system
                The student record has its genesis with the initial entry of prospective student data into the system; the record should then   "One version of the truth - multiple views
                be enhanced as the student progresses through the Institution and beyond (to becoming an alumnus).                              of the various components."

                The student's interaction with ACCS needs to be offered in a variety of channels to accommodate student preferences, all Some will apply online, others by paper
                with a focus on reducing data entry and improving access to information and data quality.                                   form, others will walk in.
                All recruiting, admitting, enrolling, and registering of any prospective student/student should be managed in an integrated
                manner.
                The course selection process should be aimed at reducing student confusion/incorrect selection through information/rules
                on eligibility.

     Recruit & Admit
                This section relates to the process of attracting and admitting prospective students.
                The system should:
       1        Support the tracking of a student's history in both undergrad and non degree profiles, so that information regarding            The organization of the student record
                transfer credits, degree audits, academic progress, financial aid etc. is complete and consistent.                              must support this requirement.

      1.1       Support the tracking of demographic and academic profile background information (e.g. visa status).
       2        Establish a student record with the initial entry of prospective student data into the system (could be inquiry or formal       The user needs to be able to stop, save
                application) on campus or via the web.                                                                                          and return later to advance or complete
                                                                                                                                                the process.
       3        Contain the attributes/fields appropriate to the student's profile. (e.g. non degree requirements that differ from undergrad    Configure forms for each type of
                prospects) within a student record.                                                                                             undergrad: what data is required
                                                                                                                                                (freshmen, transfers, international, re-
                                                                                                                                                admits, students at large, second BAs,
                                                                                                                                                etc.).



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     PROCESS AREA
           FUNCTIONAL REQUIREMENTS                                                                                                                  CLARIFYING NOTE/EXAMPLE

       4        Provide an alternative student ID to the SSN (with ability to encrypt SSN field).                                                Federal requirement to move off SSN as
                                                                                                                                                 public ID.
       5        Prompt for possible duplicate records before a new record is updated, including the retention of multiple names and the          Many students return after an absence to
                ability to use multiple data points, e.g.,. name + address+DOB+maiden name to de-duplicate records.                              resume studies or start a new program.

       6        Provide the ability to define which data is mandatory to complete the record.                                                    To monitor completeness of each
                                                                                                                                                 application for follow-up.
       7        Trigger certain actions to occur on a routine basis and be distributed by email, printed mail or telephone, and also allow a     e.g. transmittal of recruitment materials,
                “stop” to be placed on further contact.                                                                                          acknowledgement of application,
                                                                                                                                                 requests for missing data, reminders.

       8        Support the tracking of prospects for both undergrad and graduate college enrollment.                                            Allowing separation of the two to support
                                                                                                                                                 organizational needs.
       9        Be able to reflect lead sources, (e.g., walk-in, phone, special events, campaign response, online etc.) on a Student
                record.
       10       Support status tracking of students from initial contact through the admission and enrollment process.                           Status should be inferred from stage of
                                                                                                                                                 application, completion of minimum data
                                                                                                                                                 requirements…
       11       Support the definition of various status indicators/attributes to describe an applicant or admit and the ability to identify     e.g. incomplete application > 90 days old
                inactive students (including a trigger to create “inactive” notifications).                                                      = inactive.
       12       Support students’ online inquiry into the status of their applications, using an ID and password for access. (Information via
                the web must be as current as that within the system).
       13       Contain information within the student record regarding the applicants’ high school transcript and transfer credit from other Implies the option to scan and attach the
                colleges to allow for transfer credit evaluation; the information should be available to authorized users.                    document.

      13.1      Support the entry of transfer course work on the transcript with the ability to equate transfer courses to ACCS courses.         Courses completed at one institution that
                                                                                                                                                 are accepted for credit transfer at ACCS
                                                                                                                                                 must be annotated. on the students
                                                                                                                                                 ACCS transcript
      13.2      Support the ability to convert quarter hours to semester hours for accepted transfer course work.                                Some institutions provide class credit on
                                                                                                                                                 a quarterly schedule, ACCS provides
                                                                                                                                                 credit on a semester schedule.

      13.3      Support the ability to limit the number of transfer credit hours included in the students cumulative totals without losing the    A student transfers with 90 credit hours.
                ability to list each accepted transfer course on the students transcript.                                                        Should be able to accept all the courses
                                                                                                                                                 and grades but limit the hours credited
                                                                                                                                                 towards graduation to 60.

       14       Support the degree audit process at all stages of enrollment.                                                                    See details in Grades and Graduation.

      14.1      Support the maintenance of approved courses (articulation agreements and transfer credits) from other institutions.              Including the marking of these courses as
                                                                                                                                                 valid for degree audit purposes.



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     PROCESS AREA
           FUNCTIONAL REQUIREMENTS                                                                                                               CLARIFYING NOTE/EXAMPLE

      14.2      Allow for special review and approval/denial of transfer courses.                                                             Potential transfer courses not part of
                                                                                                                                              articulation agreement must go through a
                                                                                                                                              review process and results of the review
                                                                                                                                              entered into the student's record.

       15       Support the definition of rules/attributes required for students to qualify for admission.                                    Should allow for applications for multiple
                                                                                                                                              terms, multiple programs and multiple
                                                                                                                                              campuses
      15.1      Support the definition of separate data requirements and other conditions to manage the admission and evaluation of           Examples of special programs are:
                applicants for special programs.                                                                                              academic requirements for honors,
                                                                                                                                              international student visa tracking,
                                                                                                                                              foreign college courses, etc.
       16       Support the recording of information regarding an admission decision on a student’s application.
       17       Support the application process for graduate college enrollment by an undergraduate student who is due to graduate (but       The student is both an undergrad student
                has not yet completed the requirements). This flows through to grad school scheduling as well.                                and a grad school applicant.
       18       Allow for the processing of payment information where payment is received with the application.                               Whether online, mail in or on campus.

       19       Track counselor activity with recruits so that a complete contact log is available on the student record.
       20       Provide the ability to convert SAT total scores to ACT composite equivalents.

     Enroll & Register
               This section relates to students' determining which classes they are eligible for and intend to take.
               The system should:
       1       Support course enrollment via the web (as primary medium) and on campus (meeting with advisor or using a computer on
               campus).
      1.1       Identify how and when a student accesses the enrollment/registration portion of the system independent of activity  The colleges must be able determine
               undertaken.                                                                                                          each instance an individual student
                                                                                                                                    accessed the system for audit and
                                                                                                                                    complaint support purposes. This
                                                                                                                                    includes times when the student
                                                                                                                                    accessed the system but no actions
                                                                                                                                    (other than viewing) are taken.

       2        Support the ability for students to create or change their own PINs.                                                          For internet or touch tone access.
       3        Support the creation of enrollment periods to govern the student enrollment process.                                          e.g. early registration, freshmen only,
                                                                                                                                              periods.
       4        Support enrollment rules such as requiring freshmen to meet an advisor to enroll, while permitting others to enroll online.

       5        Support enrollment rules such as allowing only linguistics majors to register for certain linguistics classes during early    Reservations are important to the
                registration or reserving a number of seats for freshmen.                                                                     freshmen recruiting efforts.




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     PROCESS AREA
           FUNCTIONAL REQUIREMENTS                                                                                                                  CLARIFYING NOTE/EXAMPLE

        6       Support the creation of rules that provide automatic evaluation of a student’s eligibility for courses they wish to enroll in.   Impact on system performance must be
                This includes constraints to prevent students from registering in courses for which they are not qualified/eligible.             understood, including how impact may
                                                                                                                                                 vary with differing levels of activity.

       6.1      Prevent conflicts such as a student registering for back to back classes at different ACCS locations such that it is             e.g. warn student that the selected
                impossible for them to get to the second class in time.                                                                          classes are in separate locations
       6.2      Prevent conflicts such as a student registering for two classes at the same time                                                 e.g. warn student of conflict
        7       Support the ability for a student to take a course pass/fail or audit and verify the student and course are eligible.

        8       Allow students to add or drop courses through the registration period.                                                           Deadline dates will differ for adding and
                                                                                                                                                 dropping of courses.
        9       Retain all enrollment transaction data for the life of the student record.
       10       Generate reminders before the payment confirmation deadline.
       11       Enable students to make payment on enrollment (e.g. by credit card online) and mark an enrollment as non-confirmed
                until payment is received (e.g. enroll online, but mail check to bursar).
       12       Cancel a student’s course schedule for non-payment, and the course schedule history should be retained.
      12.1      Support the reinstatement of a student's course schedule upon receipt of payment from student.                                   Happens at specific times each semester
                                                                                                                                                 and would re-enroll the student in
                                                                                                                                                 courses registered immediately prior to
                                                                                                                                                 non-confirmation.

       13       Support the ability to submit and route petitions and waivers for review and decision, to track their status and to record
                notes around the decision.
       14       Support placing of holds which block registration by term (semester). Holds can also be placed which become effective at
                a future date or term.
       15       Enable students to select courses one by one or en masse (with warning if a chosen course is not available).
       16       Support the ability for specific staff to override enrollment limits or controls on an individual basis. ability to override E.g. the ability to override maximum
                maximum allowed hours, pre-requisite and duplicate course restrictions.                                                      allowed hours, pre-requisite and
                                                                                                                                             duplicate course restrictions.

     Touch Tone Registration (TTRS)
       1     Provide tools to integrate with the current systems
       2     Support all registration functionality as provided via on-line registration                                                         Registration capabilities on-line or by
                                                                                                                                                 phone are the same.




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FUNCTIONAL REQUIREMENTS BY PROCESS AREA
PROCESS AREA
     FUNCTIONAL REQUIREMENTS                                                                                                                 CLARIFYING NOTE/EXAMPLE

Scope
        This Summary covers the following activities
        Academic Advising

Background Information
        The Academic Advising process is complementary to the Enrollment and Registration process, especially as all incoming
        freshmen must register through Academic Advising staff.
        The Academic Advising staff need to review student information, course information and easily evaluate options to guide
        the students in their first contacts with ACCS.
        As student contact is often frequent, a log of prior contact with students is key to improving service levels to students.



High Level Goals
        The advising process needs to integrate closely with admission activities so that students needing advice on course
        selection can be processed faster.
        The ongoing advising of students also requires integration with student academic records.
        The advising process needs to support lifelong contact activity with the student to insure information is readily available for
        advisors.
        Needs to integrate with various tutoring and testing facilities.

ACADEMIC ADVISING
        To manage this the system should:
 1      Support the reservation of available seats in class sections as part of the semester scheduling process. Advisors need to         To support a policy that a certain % of
        access reserved seat information when advising incoming students on course selections.                                            first year class seats are reserved for
                                                                                                                                          freshmen
 1.1    Support reserving a seat for a specific student and providing a print copy of the schedule.
  2     Support the authorization of courses (e.g. ESL, Reading, Dev Math) for students based on their prereq checks. This                Rules may be managed at college or
        entails the creation of rules to permit system-based prereq checking, course authorization and prevention of course               Institution level. Need to understand
        registration.                                                                                                                     impact on system performance when the
                                                                                                                                          activity is high
 3      Allow for creation of course pre-requisites that are non-academic in nature (background checks, letters of
        recommendation, etc.).




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ACCS
PROCESS AREA
     FUNCTIONAL REQUIREMENTS                                                                                                          CLARIFYING NOTE/EXAMPLE

 4    Permit the override of a system-based decision not authorizing a student to register for a class and authorize the student   Allows for manual override of system
      to register for the class.                                                                                                   based decisions allowing a specific
                                                                                                                                   student or group of students to register
                                                                                                                                   for a class that would normally be closed
                                                                                                                                   to them based on their student record

 5    Support tracking of students from initial contact through their academic program experience, including special assistance, Need to be able to enter
      e.g., tutoring and learning labs.                                                                                          notes/comments for each contact with a
                                                                                                                                 student
5.1   Support the ability to schedule tutoring or lab sessions with the appropriate tutor or instructor.
 6    Support associating tutoring received by a student with a specific course/section.                                         Want to tie services received to tutors
                                                                                                                                 and methods and verify impact of
                                                                                                                                 services received (e.g. grades)
 7    Flag which course(s) that the student has been advised on.
 8     Support the creation of advisor appointments so that students can reserve time with their advisors and tutors. e.g.       Indicate if any integration with Outlook
      creating a follow up task (meeting) by date and sending a reminder to the student prior to the meeting.                    exists
 9    Support the tracking of tutor time spent with students (as required for Fin Aid or payroll purposes).
10    Enable students to declare their major/minor (including double major) and for this to be reviewed by their advisor and the
      decision to be reflected on the student record.
11    Track/maintain a record of each and every instance of a change to a students major declaration (includes beginning and Should contain a full history of all
      end dates as well as major/minor).                                                                                         advisors, majors and minors
12    Record complex transfer evaluation results (must allow for different acceptance levels for the same course, i.e. OK for    This is relevant for all course registration
      General Education purposes but not OK for the major.)                                                                      activities
13    Allow students/advisors to build a long term academic plan.
14    Track and schedule course sequencing (order in which courses are taken).




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 ACCS
FUNCTIONAL REQUIREMENTS BY PROCESS AREA
PROCESS AREA
     FUNCTIONAL REQUIREMENTS                                                                                                             CLARIFYING NOTE/EXAMPLE

Scope
        This Summary covers the following Institution activities:
        Grading, Grade Appeals, Transcript Evaluation, Degree Audit and Graduation.

Background Information
        Today, there are too many handoffs of paper based information, thus delaying this important process for students.



High Level Goals
        Simplify the capture of grades, improve delivery of grade information and tracking of grade appeals.
        Improve the process to ensure compliance with graduation requirements.
        Controls to assure data integrity and compliance with Institution graduation policy should be supported.

Grading & Grade Appeals
       This section deals with the recording of student grades during their academic life at ACCS and the process for appealing
       grades.
       To manage these areas the system should:
  1    Support the establishment of a "window" for inputting final grades, delaying publication (until approved for release).         There should be a period where grades
                                                                                                                                      can be entered defined within the
                                                                                                                                      system.
  2     Support the entry of student grades directly into the application, with options for high volume, easy to enter screens        Independent of the use of a grade book,
        supported by error validation.                                                                                                proper final student grades (no "+'s" or "-
                                                                                                                                      's") should be able to be entered on a
                                                                                                                                      course/section basis.
 2.1    Support the entry of student grades via file uploads (e.g. Excel) that are supported by data validation and error trapping.

  3     Student access to their own grades via various channels: online, telephone, email and letter.
  4     Allow the entry of grades but prevent the posting of final grades for non-registered students.
  5     Early Identification of those students attending the incorrect class so that grade tracking is not delayed.
  6      Support the creation of grade books for each course and section offered so that instructors can maintain grade
        information throughout the semester.
  7     Enable the monitoring of students who have signed Incomplete Grade Contracts (including contract imaging, progress to
        completion and tickler dates for follow up steps-reminders, alerts).
  8     Allow the definition of status codes for grades (provisional, on appeal, approved, etc.).                                     Occurs only within the instructors grade
                                                                                                                                      book not in the final transmission of the
                                                                                                                                      grade.


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ACCS
PROCESS AREA
     FUNCTIONAL REQUIREMENTS                                                                                                           CLARIFYING NOTE/EXAMPLE

 9     The modification of a student's grade after final posting.                                                                   Changes to a posted grade need to be
                                                                                                                                    carefully monitored to insure they are for
                                                                                                                                    valid reasons.
10     Be able to note on a student’s record the initiation of a formal grade appeal.                                               Should not be part of the transcript
                                                                                                                                    record.
10.1   Be able to note on a student’s record the results of a formal grade appeal.                                                  Should not be part of the transcript
                                                                                                                                    record.
11     Notify students of the results of a formal grade appeal.
12     Production of an audit trail (time, date, user stamp) for any changes to a final grade.
13     Calculate GPA specific to academic programs.                                                                                 A student may have multiple types of
                                                                                                                                    GPA (e.g. one for each major, including
                                                                                                                                    only major classes, an overall including
                                                                                                                                    all classes, etc.) The system should
                                                                                                                                    support calculation of multiple GPA's
                                                                                                                                    given the same data and different
                                                                                                                                    requirements.

14     Support the designation of courses that carry graduate degree credit (and those which do not) so that the GPA calculation Need to be able to determine a students
       can be determined on designated courses only (esp. for Graduate College purposes).                                        graduate GPA and undergrad GPA.

14.1   For courses that can be carry both grad and undergrad degree credit, support the ability to differentiate at the student
       level how the course was taken (grad credit or undergrad credit) and apply it to their appropriate GPA calculation.


15     Support the ability to exempt specific selected grades from calculations.                                                    E.g. grades earned 5 years previous may
                                                                                                                                    not be included as part of a GPA
                                                                                                                                    calculation.
16     Support the ability to reset GPA and cumulative hours.                                                                       Students may pursue multiple degrees.
                                                                                                                                    GPA and hours should be calculated for
                                                                                                                                    each degree.
17     Identify and alert certain conditions (e.g. poor scholarship/low grades, nearing six-year deadline, enrollment status, low   This is a complex area where previous
       GPA) relative to a student's activity.                                                                                       determinations build as the student
                                                                                                                                    progresses.
18     Support the definition of graduation status and hold codes and the ability to identify ineligible applicants.




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 ACCS
PROCESS AREA
     FUNCTIONAL REQUIREMENTS                                                                                                            CLARIFYING NOTE/EXAMPLE

Transcript Evaluation & Graduation
       This section deals with reviewing the student's academic record to determine eligibility for graduation and with the
       graduation decision process.
       To manage these areas the system should:
  1    Notify students to apply for graduation during a time frame defined by program requirements and allow the students to        Different programs (Graduate,
       apply for graduation on-line.                                                                                                Undergraduate) have different
                                                                                                                                    requirements.
  2     Maintain student records that contain all pertinent data related to each student’s academic matriculation to determine
        eligibility to graduate.
  3     The defining of rules for Institution requirements for degrees in every major/minor within each College for undergraduate
        and non-credit student allowing for unique requirements, such as diploma and/or certification
  4     Support generation of correspondence and other graduation outputs (e.g. diplomas).
  5     Support students’ inquiry into the status of their application to graduate, with appropriate access control via student ID and
        password.
  6     Support the degree audit process including the following:
 6.1    Defining rules to perform a degree audit on a student’s academic record at any stage, using transfer credit data as well as The ability to conduct a degree audit at
        ACCS course date and grade.                                                                                                    any time of a student's life is key for
                                                                                                                                       enrollment services staff, advisors and
 6.2    Tracking different sets of requirements (e.g. Institution, General Education, requirements for majors and minors (including instructors. Audits need to be conducted
        the tracking of changes to these declarations), etc.) for degree audit purposes.                                               for multiple purposes, thus the system
                                                                                                                                       needs to support multiple audit setup.
 6.3    Defining exemptions (including the ability to override degree audit rules (i.e. substitutions and/or waivers).
 6.4    Auditing for double majors and non-traditional degree programs (e.g. Governors Board, Institution Without Walls).

  7     Support interface with DAX (Data Exchange application).
  8     Support the matching of appropriate degree information to majors, minors, honors, certificate completion, etc.              Degree information which appears on the
                                                                                                                                    transcript.
  9     Support entry of free text into a student's transcript based on meeting previously defined conditions.
 10     Support the processing of transcript requests.
 11     Support the tracking of classes taken by students for non-degree purposes, e.g. teacher certification classes, aka           Should form part of student's total
        Professional Development classes                                                                                             academic record
11.1    Including the ability to exclude these courses from Degree Audit and GPA calculations




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ACCS
           FUNCTIONAL REQUIREMENTS BY PROCESS AREA
           PROCESS AREA
                FUNCTIONAL REQUIREMENTS                                                                                                                  CLARIFYING NOTE/EXAMPLE

           SCOPE
                    This Summary covers the following student related activities
                    Financial Aid Application Processing, Disbursing, Recalculating and Refunding aid, Aid Funds Management, Academic
                    Status monitoring, Tuition Waivers & Scholarships, Student Employment, and Student Loans.

           Background Information
                    The Financial Aid function needs to work with multiple entities in helping students obtain aid, where data interaction with
                    those entities varies from manual to electronic.
                    ACCS processes financial aid programs from federal, state and other agencies (e.g. Pell Grants, MAP Grants, SEOG,
                    Work Study, Perkins & Stafford Loans, Alternate loans, etc.).

           High Level Goals
                    Improve Financial Aid staff access to information to reduce multi-tasking and redundant data entry, noting the constraints
                    of working with many different programs and sharing data in different formats.

           FINANCIAL AID
           Financial Aid Application Processing
                   The system should:
             1     Support defining rules and data requirements used to determine a student’s eligibility for overall aid and for each aid            E.g. mandatory fields within system and
                   program.                                                                                                                           data imported from agencies: Academic
                                                                                                                                                      progress, student level, GPA, enrollment
                                                                                                                                                      minimums, default, loan limits,
                                                                                                                                                      citizenship, Alabama residency, etc.
                                                                                                                                                      Also, see Disbursing Aid, #1.1

            1.1     Support rules set-up should allow for award simulation, awarding without disbursing, and/or disbursing; all rules should          Overrides are needed for discretionary
                    allow for overrides on an individual basis.                                                                                       situations
            1.2     Support processing financial aid to students on an academic year or term basis
             2      Support interfacing (full import/export) with Financial Aid data providers (federal, state, others) to update ACCS student’s      Interfaces must support data validation
                    Financial Aid record for details of aid applied for (USDE, FAFSA, etc.) for both original application and any subsequent          and error trapping
                    update/change.
            2.1     Support the ability to import and export en masse or on an individual basis.
             3      Support the analysis of application information and comparison with aid requirements to determine if data is missing,             Including marking record as "verified"
                    including a process to complete USDE verification requirements.
            3.1     Support the ability to "freeze" a student's record from subsequent changes received and provide alerts when new data is           Once a record is "verified" automatic
                    received.                                                                                                                         updates from external sources should be
                                                                                                                                                      trapped for review before update occurs

                4   Support the complete document tracking, including tracking documents requested, received, (with dates) and links to
                    scanned documents.
            4.1     Support the ability to determine when all documents are received and all requirements are met.                                    e.g., file ready for awarding/ packaging

                5   Support the ability to generate a “snapshot” view of a student’s total aid/loan profile, to assist staff in advising the student, e.g. ability to view by term, by year, by
                    to assess options on aid solutions, to indicate status of each aid/grant application.                                             detail, by summary


Page 29 of 60                                                                                                                       81836f40-993f-4500-b83f-5b17e1b6c500.xls              Financial Aid
ACCS
           PROCESS AREA
                FUNCTIONAL REQUIREMENTS                                                                                                                CLARIFYING NOTE/EXAMPLE

                6   Support identifying status of application eligibility (applied, under review, packaged, approved, declined, etc.) and
                    tracking status history on an individual basis.
             7      Support the ability to consolidate aid applications by student (where eligible for more than one aid program).
            7.1     Support identification of conditions where over awards exist.
             8      Support an unlimited number of Financial Aid budget components, budget types and budget groups. Components:
                    tuition, fees, books, room and board, etc. Types: dependent, independent, fulltime, part time, etc Groups: tuition rates by
                    student level.
            8.1     Support the ability to assign budgets en masse or on an individual basis, based on user-defined rules.
            8.2     Support the ability to override any budget assignments.
            8.3     Support the ability to track budget history changes.
            8.4     Support the ability to store enrollment hours on which budget is based.
            8.5     Support the automatic recalculation of budget when enrollment changes (add/drop).                                           See Disbursing Aid #2 & 2.1
             9      Support an unlimited number of Financial Aid package types and groups.
            9.1     Support the ability to assign Financial Aid packages en masse or on an individual basis, based on user-defined rules.

            9.2     Support the ability to override any package assignments.
            10      Support the ability to accept electronic signature (ala FAFSA).
            11      Support identification of graduate and undergraduate status for students (a student may be a grad student now but was           A student's profile needs to support both
                    undergrad last semester) esp within the same award year.                                                                        undergrad and diploma dimensions of
                                                                                                                                                    their time at ACCS
            12      Support the simulation of Financial Aid budgeting and packaging aid (for a student or for a program).
            13      Support the ability to produce award letters and denial letters en masse or on an individual basis.                             With optional use of form letters
            14      Support complete access (viewing, reporting) to all student financial aid data for all years.
            15      Support updating the student’s tuition account when the waiver is credited to their tuition costs.
            16      Support update of regulations and standard reports on a timely basis

           Disbursing, Recalculating and Refunding of Aid
                   Due to the high part-time component of the student population, and the frequent late changes to courses selected, aid
                   recalculation especially prior to refunds is a critical process.
                   To manage these steps, the system should:
             1     Support the setup of data for disbursement calculations with flexibility needed in setting rules, e.g. student aid limits, aid   (e.g. % of tuition, tuition and fees)
                   payout, changes made by aid providers/legislation and special rules
            1.1    Ability to set up beginning and end dates for recalculation (to relate to any dates where student tuition changes).

            1.2     Support the automatic blocking of aid disbursement if student eligibility rules are not met.                                    See Financial Aid Application
                                                                                                                                                    Processing, #1
                2   Support the automated recalculation of aid eligibility triggered when a student changes enrollment program (adds or             Including recalculation of Return to Title
                    drops a course, changes from full time to ¾, ½ or <½ time enrollment or withdraws), OR when student's tuition/fee               IV amount on total withdrawal
                    assessment changes.
            2.1     Support the ability to set up beginning and end dates for recalculation (to relate to any dates where student tuition           e.g., stop recalculation after last 100%
                    changes).                                                                                                                       drop date.
                3   Support the ability to manually override any aid calculation where permitted.
                4   Support authorizing a refund so that a payable is generated for disbursement to student; update student account for the
                    disbursement(s), with option to exclude reimbursements to students on “hold, probation, warning or termination” status.




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ACCS
           PROCESS AREA
                FUNCTIONAL REQUIREMENTS                                                                                                              CLARIFYING NOTE/EXAMPLE

                5   Support the generation of notices (email, form letter, student’s online inquiry, etc.) to inform student of refund status
                    (approved, pending, ready to collect, etc.).
                6    Support the calculation of any overpayment made and the generation of a refund payment to the aid provider, where aid
                    is reduced.
                7   Support interfacing (full import and export) of payment data with provider websites (e.g. EDExpress, COD etc) – option
                    to upload single record or mass records.

           Aid Fund Management
                  To manage the disbursement of aid the system should:
             1    Support the setup of maximum aid amount by student by aid program to be used in calculating aid eligibility (limiting total
                  award by student).
             2    Support managing the total program budget for semester and year, amount remaining to be awarded etc. (see                   Ability to track what has been awarded to
                  Management Reports).                                                                                                        date by program etc.

           Academic Status
                 To enable ACCS to insure students are adhering to required academic progress, the system should:
             1   Support performance of a compliance review of all students for each term, or year, or as needed, with identification of          Needs to separate grad from
                 exceptions (e.g. not meeting academic standards). Student record needs to reflect date(s) of review(s).                          undergrad; execute en masse or
                                                                                                                                                  individually.
                2   Support the ability to track status of academic progress throughout student's history, including appeals, decisions, holds,
                    warnings, probationary and termination status.


           Tuition Waivers & Scholarships
                   The system should:
             1     Support the creation of program rules for each type of offering which will be used to evaluate applications received.

            1.1     Support the definition of different types of waivers                                                                          e.g. tuition, books, other
             2      Support processing of online applications, including rules to insure data completeness before acceptance, and updating        Allow student to partially complete
                    the student’s record and data entry for paper based applications.                                                             application and return later to complete it

                3   Support the ability to approve an application on-line.
                4   Support the ability to define and select a status for each application (priority level, approved, denied, accepted, etc) and
                    to record comments on the student record regarding the application.
             5      Support the review of student record to assess proposed aid/waivers/scholarships awards.
            5.1     Support the modification of proposed awards before notifying the student.
             6      Support tracking the receipt of signed acceptance letters from students where necessary (including scanning of letter and
                    attachment to student record).
                7   Support updating student record to indicate all aid/waivers/scholarships awarded and notifications to students regarding
                    acceptance/denial of application.
                8   Support tracking the amounts incurred/charged for each waiver type against the amount awarded                                e.g. book waiver award is $500, amount
                                                                                                                                                 charged $380, balance $120




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           PROCESS AREA
                FUNCTIONAL REQUIREMENTS                                                                                                          CLARIFYING NOTE/EXAMPLE

           Student Employment (Relates to Financial Aid)
                   Ideally, a student employee is just another employee compensated for work done. The system should:
             1     Support defining students as part time employees, to compensate them via payroll and to indicate the planned start and      Refer HR functional area
                   end dates of employment.
             2     Support identifying student-employee data separately from other employees for payroll processing and reporting.

                3   Support tracking of work hours to insure compliance with regulations on maximum work hours (currently 20 hours per         Student may work under Student Aid
                    week); with alerts for overruns (separating time worked on work study vs. financial aid).                                  and WorkStudy - need to track costs for
                                                                                                                                               each "pay stream"
            3.1     Support tracking of student worker hours by period to insure compliance with aid program (to come from time entered by
                    student for payroll processing).
                4   Support updating student record to indicate employment status.                                                         e.g. named Community Service
                                                                                                                                           programs, Tutoring Programs

           Student Loans
                   The system should:
             1     Support the identification of students per loan program to generate notifications (emails, letters etc) or to schedule
                   interviews (e.g. for Perkins loans).
             2     Support updating student record from loan provider (e.g. Perkins) to reflect loan application data, to indicate interview
                   was conducted and to print promissory note for signature.
            2.1    Support updating student record for details of loan granted, amount, date, lender and loan servicer to facilitate student
                   inquiries and reporting.
             3     Support a comprehensive Stafford Loan management module, using the COMMONLINE common data format to
                   facilitate data exchange (student demographics, loan application and loan history data) with ELM or other loan
                   processing services.
            3.1    Support the management and tracking of all loan activity for Federal Stafford, PLUS and alternative loans, from
                   application receipt to disbursement. Ability to track multiple loans for one student.
            3.2    Support the ability to flag students in default or close to loan limits.
            3.3    Support maintaining multiple year loan history (MPN, lender, servicer, guarantor, etc.).
            3.4    Support the ability to store enrollment hours on which original loan eligibility is based.
            3.5    Support the ability to generate Master Promissory Note.
            3.6    Support the reconciliation of Stafford/PLUS/alternative loan funds received with disbursements to students, and with        e.g., Gross v. net loans, actual
                   original awards to students.                                                                                                disbursements, amounts returned to
                                                                                                                                               lender undisbursed, etc.
                4   Support the management and monitoring of the student loan receivable (by loan type, e.g. Perkins or emergency) to
                    insure payments are being made, to dun students in arrears and to indicate which loans have been assigned to
                    collection agencies.
                5   Support processing student applications for emergency loans, approval and disbursement (payment options include
                    check and electronic funds transfer); option to generate student loan payment runs separately from AP payment runs.

                6   Support identifying student loan accounts for payment issues (e.g. arrears).




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ACCS
      FUNCTIONAL REQUIREMENTS BY PROCESS AREA
      PROCESS AREA
           FUNCTIONAL REQUIREMENTS                                                                                                                   CLARIFYING NOTE/EXAMPLE

      Scope
                This Summary covers the following ACCS activities
                Billing students for tuition and other fees, processing payments from students, refunding overpayments to students and
                confirming students (for entry into class). It also includes managing the recovery of aid funds from aid sources.



      Background Information
                Today, refund processing is hampered by lack of real time integration between the student system and the financial
                system.
                Bursar office staff experience severe peaks of workload around the start of each semester or payment deadline due to a
                lack of automated payment processing.

      High Level Goals
                An integrated system with accurate real time information to support billing and payment processing.
                Easy to understand receivable information that indicates expected source of funds.                                               E.g. if Fin Aid will cover tuition but
                                                                                                                                                 student owes for all other items
                Student changes to course selection need to be reflected immediately in revised tuition processing.                              Often happens as classes close for
                                                                                                                                                 registration
                Improved identification of changes to student status that trigger tuition action                                                 E.g. cumulative credit hours now triggers
                                                                                                                                                 a mandatory fee

      BURSAR
      Set-up
                The system should:
        1       Support the setting up of billing rules for students (including groups like undergrad, international, etc) to cover tuition and E.g. tuition rates per semester hour,
                all other fees and charges that the Institution may bill.                                                                       fees based on semester hours, dates for
                                                                                                                                                which these rates apply.
       1.1      Support the setting up of alternate, differential, rate plans for specific courses, colleges or other criteria as determined by
                ACCS
       1.2      Support the setting up of "locked in" tuition rates for students for defined periods
       1.3      Support the setting up of specific fees that are automatically assessed on enrollment
        2       Support maintenance of history of billing rules and rates, including the ability to set new rates in advance.
        3       Support the calculation of fees and waivers based on a student’s status (e.g. resident, non resident, graduate,
                undergraduate, full-time or part-time, withdrawal, deferred payment fee, etc.).
        4       Support the creation of a refund rate table that calculates the tuition refund based on time elapsed (e.g. student drops in
                week 1 vs. week 8 – refund percentage is different).
        5       Support analysis of a student’s complete registration and payment history, related transactions should be grouped (e.g.         This information should be presented
                amounts due by student separated from amounts due by financial aid programs, etc.).                                             logically, e.g. by semester, to enable
                                                                                                                                                understanding of the data
        6       Allow for identification/association of third parties (business sponsor, school districts, family member, etc.) with a students The system should support
                account.                                                                                                                        billing/invoicing of identified third parties
                                                                                                                                                and not the student.

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ACCS
      PROCESS AREA
           FUNCTIONAL REQUIREMENTS                                                                                                              CLARIFYING NOTE/EXAMPLE

        7       Support the identification of multiple grant/aid sources for a student (e.g. IMAP, VET, etc.).
        8       Support the recording of loan account numbers (reference fields) on a student record (e.g. IMAP loan ID).
        9       Support the set up of alternate billing address for a student AR, with option to define effective dates for this address as
                default
        10      Support the ability to identify separate naming conventions for corporate and individual type AR accounts

      Data Entry
             The system should:
        1    Support retrieval of student registration, payment and balance records by student name, student ID or other attribute.

        2       Support the real time updating of the student record and the AR/billing applications to ensure that changes to the student
                course programs are immediately available to adjust student billing or process student refunds.
        3       Be able to identify amounts due and received between student, financial aid and other sources, including grants. To help Also needed for 1098 calculation at the
                determine who will be paying which amounts.                                                                                end of the calendar year.
        4       Highlight for the user the existence of a past due amount or a hold on the student record.
        5       Support the blocking of fees on a bill where a student provides evidence that means the fee should not be charged (e.g.
                health insurance is always billed unless waived or student provides proof of alternative coverage).

        6       Allow manual adjustments to student accounts.
        7       Support opening up a view of a student's account based on swiping an ID card through a card reader.

      Billing
                The system should:
        1       Be able to generate an ad hoc invoice or credit memo as well as billing adjustments based on changes to the student’s
                education program/course selection or charges for NSF checks.
        2       Be able to provide a student with a pro-forma invoice based on their up to date registration data.                            "How much would I owe if I registered for
                                                                                                                                              these 5 classes?"
        3       Allow for mass generation of individual student bills based on selected parameters (e.g. issue bills to students who have     This indicates total indebtedness
                registered next fall for the college of education, bill all freshman, etc.).
        4       Support the generation of an individual student bill as well as the reprint of a previously issued bill.
        5       Support the immediate generation of a bill when a student is a late registrant.                                               Happens often
        6       Support the creation of billing statements, which include unpaid balances brought forward, and statements of account          Identify expected source of funds (e.g.
                with options to display open item detail or balance forward for any selected period.                                          Fin Aid to cover tuition)
       6.1      Support ability to suppress bill generation for accounts with credit or zero balances, disputed charges and/or accounts in
                collection.
        7       Support creation of installment bills which indicate the next installment due to be paid by the student. (See #12 Payments    With options to define various payment
                for Tuition)                                                                                                                  plans/installments
        8       Support notification to students, e.g. reminders prior to fee deadline dates and when they have past due accounts (e.g.
                delinquency notices).
       8.1      Support placing a hold on a student AR account if payment date is missed, account is past due/partly paid, or NSF check
                is encountered
       8.2      Support placing an AR account on collection



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ACCS
      PROCESS AREA
           FUNCTIONAL REQUIREMENTS                                                                                                              CLARIFYING NOTE/EXAMPLE

       8.3      Support designation of accounts in dispute status, including designation by transaction, view on-line, and suppression of
                billing and finance activity on disputed transactions
        9       Provide a student AR contact log to record any contact with the student regarding payment of their fees or financial aid.

        10      Generate an invoice summary for each grant source based on grants approved and/or adjusted. (invoice needs to                 E.g. need to create an invoice to MAP for
                conform to grant source, IMAP, ING, VET, standards).                                                                          their amount due
        11      Support the application of payments received against the grant AR to facilitate reconciliation of funds due from grant        E.g. to apply cash to MAP account when
                sources.                                                                                                                      funds are received
        12      Support the identification and management of any AR account handed over for collection, including the identification of
                the collection agency assigned to the receivable.
        13      ·       Support the automatic adding/removal of mandatory fees (e.g. health services) based on total hours enrolled or
                other available student data that affects fees
        14      Support the ability to identify, and notify the student, during registration or while adding/dropping classes, of mandatory
                fees now due as a result of their registration decisions

      Payments for Tuition etc.
                The system should:
        1       Support a point of sale type solution for accepting payments from students for non-tuition purposes (e.g. child care or       Many student join clubs or pay activity
                sport club fees). The student and cashier IDs are a required element of this type of transaction.                             fees separate from their tuition
       1.1      Support processing of receipts/charges from bank, Lockbox, EFT, ACH, EDI, wire transfer, Institution departments

       1.2      Support processing of receipts by student Campus ID card                                                                      See Part A - Scope Limitations
        2       Provide the option to generate a receipt for a student payment (in point of sale, receipt should be a default).
        3       Support the selection of items against which a payment will be applied.
        4       Support the selection of payment method (e.g. check, credit or debit card, financial aid).
        5       Support the encryption and masking of credit card information to provide secure payment processing for students.

        6       Support the student’s ability to access their account on-line, make electronic payments against selected items on their bill
                and sign-up for and make payments against activities.
        7       Permit users to post a payment to a student AR as unapplied. Later the user should be able to apply the un-applied           Students may wish to pay ahead or apply
                amounts.                                                                                                                     refunds to future charges
        8       Support, on request, the automatic application of un-applied cash and credits to charges, in a priority sequence defined
                by the user.
         9      Support the generation of bills and statements in various formats (paper and electronic).
        10      Support the processing of 3rd party payment on behalf of a student. Receipt information for such payments must be
                limited due to privacy concerns (no SSN or Student ID#, student name, date, amount, method of payment).

       10.1     Support the linking of the 3rd party payor to the student account
        11      Support the acceptance of pre-payments or deposits.                                                                           For courses not yet selected next
                                                                                                                                              semester
        12      Support the set-up and generation of deferred payment plans and statements for students to pay amounts due in
                installments. (See #7 Billing)




Page 35 of 60                                                                                                                    81836f40-993f-4500-b83f-5b17e1b6c500.xls               Bursar
ACCS
      PROCESS AREA
           FUNCTIONAL REQUIREMENTS                                                                                                              CLARIFYING NOTE/EXAMPLE

        13      Support the receipt of non-student funds (donations, workshop monies, event revenue, library, etc.) and apply the funds      With identification of funding source
                to the appropriate GL account.                                                                                               (either as part of account set up or by
                                                                                                                                             selection)

      Refunds
                The system should:
        1       Support the identification of credit balances on student accounts and approve them for refund.
        2       Support the ability to create student payables based on the approval of a student’s refund.
        3       Support the ability to select approved refunds for payment runs and the creation of the accounting entries to update the
                books.
        4       Support the ability to provide refund payment in multiple forms (check, student card, direct deposit, ACH, etc.).
        5       Support the identification of refund amounts due to students with the option to notify the student (email or form letter).

        6       Support the processing of financial aid refunds and student refunds from separate bank accounts.
        7       Support the option to prevent refund of a student account credit balances where appropriate (e.g. pre-payment, deposit,      Some students prepay for next semester-
                etc.).                                                                                                                       should not refund them

      Other
                The system should:
        1       Support the definition of rules that enable a student to be confirmed for class. Confirmation needs to be managed by
                semester (students may be enrolled for more than one future semester at a time, summer and fall).




        2       Generate reports and alerts for those students whose account status reflects that they are not confirmed.
        3       Rollback/cancel the registration of all students who fail to confirm a class/classes by the deadline date, including an        This update also needs to be included in
                update to the semester schedule process to reflect this.                                                                       tuition billing processes
        4       Provide the ability to track student AR sub-accounts for items like emergency loans. This is to enable ACCS to advance
                funds to a student for confirmation purposes while waiting for financial aid monies to be received.
        5       Allow a point of sale cashier to total and close out or temporarily shut down their station and re-open it later. The close
                out process should provide activity details to support balancing and reconciliation of cashier activity.
        6       Support the assigning of unique transaction numbers for each type of transaction (billing, bank deposit and cash
                payment).
        7       Have the ability to store and verify privacy permissions.
        8       Support generation and printing of a parking permit as part of a payment receipt.
        9       Support the calculation or application of interest or late fees for students in arrears (taking into account pending Financial
                Aid or Grants as part of this calculation).
        10      Support ability to identify method of preferred communication with customers for accounts receivable related purposes.         E.g. sending bills, notifications etc




Page 36 of 60                                                                                                                   81836f40-993f-4500-b83f-5b17e1b6c500.xls               Bursar
 ACCS
FUNCTIONAL REQUIREMENTS BY PROCESS AREA
PROCESS AREA
     FUNCTIONAL REQUIREMENTS                                                                                                           CLARIFYING NOTE/EXAMPLE

Scope
        This Summary covers the following Institution activities
        General Accounting

Background Information
        The current Accounting system does not directly integrate with the student information system, purchasing system, or
        fixed asset tracking system.
        The report tool does not support the efficient and accurate extraction of selected data.
        Information and reports must be provided to numerous entities with varying reporting requirements and or standards and
        covering differing periods of time (calendar year vs. budget year).

High Level Goals
        The GL structure needs to accommodate Institution and State requirements for transaction analysis and reporting.
        The flow of data from subsystems and external systems needs to be managed efficiently.

GENERAL ACCOUNTING
GL Set-up
       The system should:
  1    Support the set-up and maintenance of accounts (including establishing and changing relationships of accounts)
       individually or en masse.
 1.1   Provide smart ways to maintain and update segments of the chart (e.g. creating a new dept by copying the account
       structure from another dept. etc)
  2    Support the disabling of accounts for posting activity.                                                                      By account or en masse
 2.1   Provide flexibility in the chart structure to accommodate organizational changes
  3    Support the definition of an account code structure that supports natural account, departmental cost center, funding         Also needs to be correlated to a State of
       source, funding year, grant/contract/project.                                                                                Alabama line item coding structure and
                                                                                                                                    support GASB compliance.

  4     Support adding attributes to account (other than in the account code) to facilitate analysis/reporting (e.g. fiscal agent
        name, information agent).
  5     Support the definition of account types for each account (e.g. current asset, fixed asset, current liability, etc.).
  6     Support multiple groupings of accounts for summarizing and reporting.
  7     Allow the set-up and use of statistical accounts.
  8     Support the establishment of fiscal accounting years/periods with the ability to keep multiple periods open.                It is key that prior year entries can be
                                                                                                                                    identified apart from current year entries
                                                                                                                                    to insure compliance
 8.1    Provide the ability to provide detailed monthly Trial Balance
 Page 37 of 60                                                                            81836f40-993f-4500-b83f-5b17e1b6c500.xls         General Accounting
 ACCS
PROCESS AREA
     FUNCTIONAL REQUIREMENTS                                                                                                              CLARIFYING NOTE/EXAMPLE

  9     Support the definition of additional accounting years/periods for state fiscal year and various grant/project fiscal years.    Some grant periods straddle a fiscal
                                                                                                                                       year)
 10     Allow the close of a period by specific transaction type.
 11     Support the option to include un-posted journals in account balances.
 12     Allow users the option to select a comparable period (e.g. same period last year and/or budget) in account inquiries.

 13     Support the set-up and establishment of multiple entities and shared charts of accounts.

GL Journal Transactions
       This includes both standard GL journal entries and journals based on source ledgers                                             Sources include Bursar, Financial Aid,
                                                                                                                                       Registration, Enrollment, AP, AR, Fixed
                                                                                                                                       Assets, Grants, etc
        The system should:
  1     Support the definition of different journal types.
 1.1    Support the definition of default general ledger posting rules within the source modules
  2     Support the posting of journals in batch update or real-time.                                                                  Including entry for negative and zero
                                                                                                                                       dollar amounts
  3     Check journals for valid data (i.e. active accounts, open period, etc.) upon saving and at posting of the entry.               Including controls over future dated
                                                                                                                                       transactions and those in closed period

  4     Support linking correction journal entries to original journal entries.
  5     Support the import of journal entries from third party applications (e.g. Payroll) and from Excel files with data validation
        and error trapping.
  6     Support the set-up and processing of recurring journal entries including accruals and reversals.
  7     Support the processing of allocation journal entries using multi-level allocation pools and statistical accounts.
  8     Support the retention (saving) of journal entries that are incomplete and to be completed later.
  9     Support the drill down and around from report or account totals to source journal and to source sub-ledgers and to inquire
        on data within the selected transaction.

Bank Account Reconciliation
       These are for accounts that need to be reconciled with third party activity such as bank account activity and the State of
       Alabama funding reports.
       The system should:
  1    Support the importing of electronic account statements (i.e. bank account statements, State of Alabama funding
       accounts).
  2    Support the reconciliation of bank accounts against electronic statements, including creation of outstanding items list(s),
       the identification of reconciling items and the drafting of the required journal entries.
  3    Support the attachment of spreadsheets supporting account analysis to the journal entry transaction.


 Page 38 of 60                                                                            81836f40-993f-4500-b83f-5b17e1b6c500.xls            General Accounting
 ACCS
PROCESS AREA
     FUNCTIONAL REQUIREMENTS                                                                                                  CLARIFYING NOTE/EXAMPLE

Cash/Treasury Management
       This relates to the management of cash resources, including investments and projected revenue inflows, against
       demands for cash disbursements determined by encumbrances, purchase orders and AP invoices.
       The system should support:
  1    The identification of cash outflows by period by type                                                               e.g. vendor payment dates, payroll
                                                                                                                           payment dates, loan/interest payment
                                                                                                                           dates
 1.1    The identification of cash inflows by period and source of revenue                                                 e.g. State appropriations. Investment
                                                                                                                           maturity dates, student loan
                                                                                                                           repayment schedules
 1.2    The determination of cash positions/deficits by period
  2     Modeling by using actual data for history supported by projections/budgets/forecasts for future periods




 Page 39 of 60                                                                          81836f40-993f-4500-b83f-5b17e1b6c500.xls   General Accounting
 ACCS
FUNCTIONAL REQUIREMENTS BY PROCESS AREA
PROCESS AREA
      FUNCTIONAL REQUIREMENTS                                                                                                          CLARIFYING NOTE/EXAMPLE
Scope
      This Summary covers the following Institution activities:
      Purchasing and Accounts Payable.

Background Information
      ACCS is required to adhere to state guidelines for its various methods of expenditure, from routine operating expenses, to
      competitive bids and compliance reporting.
      Current systems are not integrated and paper based flows are the norm.

High Level Goals
      Provide an efficient solution to support requests for expenditure, the related approval and encumbrance and the
      processing of purchase orders in accordance with state requirements.
      Support the efficient matching of vendor invoices to purchase orders and receipts, where appropriate, and the subsequent Three way matching for goods and
      payment of those expenses.                                                                                               services required
      Integration with fixed asset accounting where appropriate.
      Support the efficient processing of employee expense reimbursement requests.
      Support the management of vendor contracts and compliance reporting.
      Significantly reduce the paper chase that exists today.

PURCHASING
      This section is intended to cover both requests (requisitions) and purchase orders.
      The system should:
 1    Support the creation of vendor master data for multiple payment methods & addresses, 1099 reporting, vendor                   This should include the ability to maintain
      classification (MWBE, etc.).                                                                                                  bid lists of suppliers.
 2    Provide the ability to define which data is mandatory to complete the request or order.
 3    Support the definition of appropriate status codes for requests and orders (draft, encumbered, approved, pending etc.).

 4    Support classification (minority vendors, primary, secondary, professional, etc.) of vendors to support various tracking,
      monitoring and reporting efforts.
 5    Allow purchase requests to be enterable on-line so as to support staff at all campus locations.
 6    Identify the purchase requisition by a unique number, requestor must be able to identify suggested vendor, quantity,
      pricing, description of items, account to be charged, who will receive delivery and required receiving date.

 7    Associate the purchase order number with the purchase request number.
 8    Support notifications when purchase orders have been approved/rejected for issue.
 9    Allow for identification of funding source (e.g. local, general, income) to support correct accounting and reporting of the   Can be changed/modified by authorized
      expense.                                                                                                                      users prior to approval and following
                                                                                                                                    approval.


 Page 40 of 60                                                81836f40-993f-4500-b83f-5b17e1b6c500.xls             Purchasing and Accounts Payable
ACCS
PROCESS AREA
     FUNCTIONAL REQUIREMENTS                                                                                                           CLARIFYING NOTE/EXAMPLE
10    Be able to identify different types of purchase orders/contracts (e.g. grant, entertainment, property lease and
     construction).
11    Be accessible from off campus for review, approval on monitoring capabilities.
12    Be able to assign/relate requests to purchasing department buyers based on – item, vendor, and/or department to
     facilitate the review and ordering process.
13    Support multiple methods of closing POs (lapsed period, fully received and invoiced, manual).
14    Allow retrieval and copying of an old request or PO to act as a template for a new one.
15    Support the ability to flag comments on request or order as internal so they are not passed on to the vendor.                 If not flagged as internal, comments
                                                                                                                                    should be added to the official request
                                                                                                                                    and requisition.
16   Allow for departments to check availability of unencumbered funds from requested budget accounts prior to routing for
     approval.
17   Allow for encumbering of the purchase prior to finalization, including encumbering of blanket purchase orders.

18    Default accounting codes based on the department and identified type of purchase and must allow for
     selection/finalization when encumbered.
20    Support the option to prevent users from charging to another departments expense accounting code(s).                          e.g. English dept cannot charge an item
                                                                                                                                    to Accounting Dept.
21    Support scanning of documents related to a request or order and provide a link to those documents/files.
22    Be able to process blanket purchase orders with tracking of call-off amounts and identification of balance open.              Requests against contracts (blanket
                                                                                                                                    PO's) are not subject to further bid
                                                                                                                                    processing. As invoices are paid the
                                                                                                                                    open P.O. $$ balance is reduced.
23    Support the conversion of an approved request directly to a purchase order.                                                   Including the option to consolidate
                                                                                                                                    requests by item or vendor prior to
                                                                                                                                    ordering.
24    Allow consolidation of multiple requests for a single vendor, allowing for definition of separate ship to addresses by line
     and to retain each departments account coding (including obligations by line).
25   Support electronic submission of approved orders to vendors.
26   Support integration with a third party procurement module and support use of vendor catalogs /pricing within the
     requisition processing phase for e-procurement.
27   Allow the ability to re-open a closed PO and add to it (e.g. add freight charges to an item).                                  Data for a completed item cannot be
                                                                                                                                    changed.
28   Support the identification of purchase requests that must go through the bid process or ACCS Board approval prior to a         If the request total > a threshold amount,
     purchase order being issued.                                                                                                   the appropriate type of bid process
                                                                                                                                    needs to be followed.
29   Be able to define different bid types and flag a request as “Bid Pending”.                                                     E.g. Informal bid if >$5k, semi formal if
                                                                                                                                    >$10k, AL State Bid process if >$30k.

30   Be able to link to bid information that is posted on the Alabama State Post Secondary Education Website.                       Where requests above defined $ limits
                                                                                                                                    need to be bid for.

Page 41 of 60                                                 81836f40-993f-4500-b83f-5b17e1b6c500.xls             Purchasing and Accounts Payable
ACCS
PROCESS AREA
     FUNCTIONAL REQUIREMENTS                                                                                                          CLARIFYING NOTE/EXAMPLE
31    Support inquiries into the status of requests or purchase orders.
32    Be able to assign a unique P.O. number.
33    Be able to allow for P.O. changes and amendments.
34    Allow buyers to change account numbers and dates after the P.O. is generated.
35    Provide a robust and extended item description field and allow for landscape and portrait document formats.                  There may be a continuing requirement
                                                                                                                                   for multi-part forms due to State filing
                                                                                                                                   requirements.

ACCOUNTS PAYABLE
      This section both invoices supported by PO's and those without PO's.
      The system should:
 1     Support the entry of an invoice directly against the order, for invoices where a purchase order exists, thus reducing the
      data entry effort.
 2     Support the matching of invoices (whether manually entered or received by EDI) against the purchase order and receipt       Exceptions where matching invoice qty >
      (2-way and 3-way matching options). Tolerances should permit receipt of quantities > order quantity or price > order         receiving qty are not permitted to be
      price.                                                                                                                       processed in AP.
 3     Support the checking of available budget funds at the account line item level.                                              Funds may not be available to pay the
                                                                                                                                   new higher price and payment must be
                                                                                                                                   held until funds are made available.

3.1    When invoice amount exceeds the encumbered amount (including tolerances) and remaining budget funds are                     This process should be executed via
      insufficient to cover the excess amount, such invoice lines should be set on “payment hold” until budget funds are added     workflow routines or manually.
      to the line item.
 4     Support the encumbering of an invoice without a PO to secure funding as soon as possible.                                   E.g. encumber at time of entry.
 5     Provide a method for vendors to electronically submit invoices for processing.
 6     Support processing vendor invoices via EDI needs to validate data, including PO match, before accepting the upload into     Exceptions to the EDI import need to be
      AP. Such transactions need to be saved as “unapproved or pending” to permit matching.                                        reported as exceptions for follow-up.

 7    Support scanning of documents related to a request, purchase order or invoice and provide a link to those
      documents/files.
 8    Prevent the entry of an invoice whose number already exists for that vendor.
 9    Be able to process invoices against blanket purchase orders.
10    Be able to process invoices that partially fill purchase order line items.                                                   With the option to close the PO if user
                                                                                                                                   decides.
11    Support the processing of vendor credits to prior invoices (if desired) or as open (unapplied) amounts due to the vendor.

12    Be able to combine payments for more than one invoice to the same vendor or to prevent combination.                          This option should be at vendor level with
                                                                                                                                   option to change during invoice entry.




Page 42 of 60                                                 81836f40-993f-4500-b83f-5b17e1b6c500.xls            Purchasing and Accounts Payable
 ACCS
PROCESS AREA
     FUNCTIONAL REQUIREMENTS                                                                                                        CLARIFYING NOTE/EXAMPLE
 13      Support payment selections to take advantage of payment terms, comply with Institution policy and state mandates and
        to select invoices based on due date.
 14      Support the definition of multiple payment types (both paper and electronic).
 15      Support positive pay routines and the use of check signing software.
 16      Be able to identify by unique number; PO based invoices, direct payment voucher requests, travel requests and
        vouchers.
 17      Be able to identify grant, entertainment, property lease and construction related transactions account codes.           TT type - source, exp type etc . Need
                                                                                                                                 multi attributes for each TT.
 18     Offer method for vendors to check status of invoice payments online.
 19     Support "zero dollar" type transactions that enable corrections of original transactions that do not affect the amount   E.g. reclassifying a purchase cost to
        payable.                                                                                                                 another account/dept.

Employee Expense Reports
      Employee travel is strictly governed by Alabama State directives and reporting requirements.
      Travel is generally encumbered before it is undertaken.
      Employee expense report processing can be seen either as:
      1. another version of AP invoice entry where the employee is the "vendor".
      2. A more complex function where travel policy is defined in business rules that govern report submission and where the
      data capture is detailed and can be integrated with credit card processors as well.
      Employee as Vendor
      The system should:
 1    Support the entry of expense claims online and submittal for approval and processing.                                      Including workflow to insure State
                                                                                                                                 guidelines have been checked.
  2     Support the payment of expense claims separately from other payment processing runs.                                     Direct payments to employees are made
                                                                                                                                 through the payroll system.
  3     Connect expense report filed to the encumbered approved travel authorization request                                     Most travel is pre-authorized and pre-
                                                                                                                                 encumbered however the ability to
                                                                                                                                 process exceptions should be provided



        Extended Employee Expense Processing
        The system should:
  1     Support the establishment of travel policy rules.                                                                        Briefly outline (in an attachment if
  2     Support the establishment of travel expense types/categories.                                                            appropriate) the key features of your
  3     Support electronic entry, submittal and approval of expense reports.                                                     Employee Expense management
  4     Support integration with 3rd party credit card processors.                                                               module. Indicate whether the module is
  5     Support integration with document imaging/scanning technology.                                                           a 3rd party application that is integrated
                                                                                                                                 Allow for scanning of paper receipts and
                                                                                                                                 attachment to electronic reimbursement
                                                                                                                                 submittal.
  6     Support all State travel policy and reporting guidelines (e.g. Board of Education Travel Guidelines).

 Page 43 of 60                                                  81836f40-993f-4500-b83f-5b17e1b6c500.xls            Purchasing and Accounts Payable
ACCS
  FUNCTIONAL REQUIREMENTS BY PROCESS AREA
  PROCESS AREA
       FUNCTIONAL REQUIREMENTS                                                                                                              CLARIFYING NOTE/EXAMPLE

  Scope
           This Summary covers the following Institution activities:
           Budgeting

  Background Information
           A significant part of the ACCS budget process is focused towards Position Control, ensuring that staff hiring and costs are
           closely aligned with approved positions and costs.

  High Level Goals
           As the Institution is a state funded organization, the budgeting process needs especially to support budgeting by source of
           funds and management of appropriations in line with state requirements.

  NOTE     The enterprise wide solution for reporting, analytics and budgeting/modeling may be an extension of an ERP                    ACCS intends to evaluate ERP vendor
           offering, or it may be a 3rd party application.                                                                               and other vendor proposals within this
           If you are responding only to the Reporting and Budgeting sections of this RFP, you also need to complete the                 area
           sections Common, Technical, General, Financial and Pricing as they relate to your organization, products and
           services.



  BUDGETING
  Budget Preparation
          The system should:
    1     Provide modeling capabilities (e.g. to build tuition revenue forecasts based on enrollment projections) as part of the
          budgeting process.
    2     Support what-if scenario functionality.
    3     Support entry of budget amounts at multiple levels with roll-up functionality.                                                 E.g. Roll up to vice president area, to
                                                                                                                                         major line item, etc.
   3.1     Including multiple entities/organizational hierarchies/functions
    4      Support drill down into major line item amounts (e.g. detailed personal services information accessed via major line item
           levels).
    5      Have flexibility to maintain period (month, quarter, term, year) budgets, multiple budget versions for the same period, and
           forecasts.
    6      Support the creation of cash flow projections based on the timing of budget revenues and expenditures to indicate funding
           requirements and to help with investment decisions.
    7      Allow for set up of departmental budget templates to be used for completion and submittal of budgets.                         Templates should include major expense
                                                                                                                                         line item, prior year budget figures,
                                                                                                                                         current year planning budget figures, and
                                                                                                                                         actual current year budget figures.



Page 44 of 60                                                                                                   81836f40-993f-4500-b83f-5b17e1b6c500.xls              Budgeting
ACCS
  PROCESS AREA
       FUNCTIONAL REQUIREMENTS                                                                                                              CLARIFYING NOTE/EXAMPLE

    8      Provide control to ensure selection of budget period before budget entry.
    9      Support the assigning of departmental budget templates to areas in order to automate the reconciliation between original
           budget control numbers by area and the summation of all departmental budgets assigned to an area.

    10     Support the creation of workflow routines to route the request for departmental budget completion as well as their approval,
           including alternate and absentee approvals and requests.
    11     Allow for automatic update of budget amounts upon approval of departmental budget templates (i.e. interface should exist
           between budget line items and templates).
    12     Support the ability to retain historical budget information
    13     Allow the on-line entry of departmental budgets so as to support staff at all campus locations.
    14     Support correlation of budgeted expenditures with budgeted source of funds.                                                  Income or General Revenue.
    15     Support the definition of appropriate status codes for Institution departmental budget requests (submitted, pending
           approval, approved, etc.).
    16     Allow budgeted line items to be defined and reported on by multiple levels (e.g. source of funds, line items, etc.).

    17     Allow for comment fields at line item level within budget templates.
    18     Support the transfer of budget amounts (incl funding source) from one budget period to another                                I.e. roll-forward previous year's budget to
                                                                                                                                         use as a starting point for current year
                                                                                                                                         budget.
   18.1    Support the transfer of remaining budget amounts (i.e. budget less actual) from one period to another                         Used especially for grants and auxiliary
                                                                                                                                         service budgets

  Budget and Appropriation transfers by line item
          The system should:
    1     Provide functionality to automatically notify fiscal agents of departmental deficits thus triggering a need to execute a budget A deficit is where actual exceeds budget
          transfer request (moving surplus budget monies to a deficit item).                                                              (by funding source).
    2     Allow the online entry of Budget transfer requests so as to support staff at all campus locations with workflow routines to
          manage the evaluation and approval.
    3     Allow retrieval and copying of an old budget transfer request to act as a template for a new one.
    4     Support the creation of workflow routines to route the request and approval of budget transfers, including alternate and
          absentee approvals and requests.
    5     Allow for authorized users to review budgeted amounts and historical transfers in a real-time format.
    6     Support notification when budget transfers have been processed.
    7     Be able to support the identification, tracking and control of different types of budget transfers.
    8     Allow for budget transfer entries to be completed using a single screen for both debit and credit sides.
    9     Support offsetting entries to the unallocated funds (line items) when budget transfers are made between major line items.




Page 45 of 60                                                                                                   81836f40-993f-4500-b83f-5b17e1b6c500.xls              Budgeting
ACCS
  PROCESS AREA
       FUNCTIONAL REQUIREMENTS                                                                                                              CLARIFYING NOTE/EXAMPLE

  Personal Services Reconciliation and Position Control
          Significant emphasis is placed on position control in the budget department, beginning with budget preparation and             Position budgeting and control is a key
          continuing during the year as payroll expenses are incurred.                                                                   function of the Budget Dept.
          The system should:
    1     Allow users to plan and monitor, encumber and lapse personal services detail by position control # or dept., incl. location,   Detail to include name/position, %
          effective dates, perm/temp status, expected FTE, assigned unit, reporting relationships, descriptions and requirements.        appointment, # of months budgeted,
                                                                                                                                         monthly salary, # of pay periods, original
                                                                                                                                         budget amounts, transfers completed,
                                                                                                                                         actual payroll expenses, and remaining
                                                                                                                                         balances.
   1.1     Provide ability to record funding source for a specific position and assign positions to a default account distribution

    2      Provide the ability to perform the following operations on-line: add or delete positions, reclassify positions, modify
           positions, transfer positions, freeze or unfreeze positions, and split positions.
    3      Allow for the online entry of personal service transfers, position authorization forms, and appointment/change in status      System controls should exist to ensure
           forms so as to support staff at all campus locations.                                                                         that mandatory data is captured.

    4      Allow retrieval and copying of old forms to act as templates for new ones.                                                    Contain a lot of common data.
    5      Support the creation of workflow routines to route the request and approval of personal service transfers, position
           authorization requests, appointment/change in status requests, including alternate and absentee approvals and requests.

    6      Support queries by status (e.g. submitted, approved, etc.) for personal service transfers, position authorization requests,
           and appointment/change in status requests.
    7      Interface with third party provider or financial system to allow for population of payroll data by position control number,   Sufficient budgeted funds are required
           department, effective date, etc.                                                                                              before an employee can be hired to that
                                                                                                                                         position.
    8      Provide the ability to define variables by which salary increases occur. Variables are based on contract or letter of         Some increases are simple rate changes,
           employment, and can change from year to year.                                                                                 others are based on combinations of
                                                                                                                                         many variables.
    9      Provide the ability to generate form letters to each employee selecting just the variables that relate to each employee's     Each employee's letter spells out the
           payroll adjustment.                                                                                                           components of the increase calculation
                                                                                                                                         and amount.

  Other
    1      Provide on-line instructions for completion of departmental budgets, budget transfers, personal service transfers, position
           authorization requests, appointment/change in status forms, and Travel Authorization and Requisition requests.




Page 46 of 60                                                                                                      81836f40-993f-4500-b83f-5b17e1b6c500.xls          Budgeting
 ACCS
FUNCTIONAL REQUIREMENTS BY PROCESS AREA
PROCESS AREA
     FUNCTIONAL REQUIREMENTS                                                                                                                CLARIFYING NOTE/EXAMPLE

Scope
        This Summary covers the following Institution activities:
        Encumbering

Background Information
        Most expenditure requires encumbrance of budget funds.

High Level Goals
        The encumbrance process should support the evaluation of purchase/expenditure requests so that the availability of funds
        can be managed better and the need for budget reallocations reduced.

Encumbrances and Other
      The system should:
  1   Support the encumbering of funds at the beginning of a fiscal year, if desired, or at the time a commitment is made                 e.g. issuing a PO, approving a requisition
                                                                                                                                          or a travel request
  2     Support the analysis of encumbered funds to determine the encumbered dollars by account, department, fund, etc.                   See Purchasing and Accounts Payable
                                                                                                                                          for details.
  3     Provide the option to block entries (i.e. hard control) or to warn (i.e. soft block) that the entry will create an adverse budget e.g. when processing an invoice or
        variance.                                                                                                                         journal entry
  4     Provide ability to set-up tolerances regarding overspending budgets.




 Page 47 of 60                                                                                        81836f40-993f-4500-b83f-5b17e1b6c500.xls             Encumbering
 ACCS
FUNCTIONAL REQUIREMENTS BY PROCESS AREA
PROCESS AREA
     FUNCTIONAL REQUIREMENTS                                                                                                                 CLARIFYING NOTE/EXAMPLE

Scope
        This Summary covers the following Institution activities
        Grants & Contracts

Background Information
        Grant Contract administration is a growing activity at ACCS as more grants are applied for and awarded.

High Level Goals
        The solution should offer the functionality, especially as far as grant/project accounting is concerned, within
        normal accounting functions (e.g. purchasing, payables, billing), modified only by unique tracking
        requirements, including effort tracking, in-kind contributions, and matching grant requirements.



GRANTS AND CONTRACTS
Pre Award
       The system should:
  1    Support the creation and maintenance of templates and checklists for different types of grants/projects to support a               (e.g. application forms, budget templates
       standardized approach to the application process.                                                                                  and cost estimate standards, application
                                                                                                                                          guidelines, federal and/or sponsor
                                                                                                                                          requirements, faculty bio’s, certifications
                                                                                                                                          etc).
  2     Support the preparation of detailed grant applications for each project with workflow based routines to insure
        completeness before submission.
  3     Support the classification of applications by type (e.g. new, renewal, revision, etc), by sponsor, principal investigator, etc.



Application & Award
        The system should:
  1     Support the tracking the status of each application from inception through award/rejection with workflow based routines.

  2     Support data interchange with external grant systems.
  3     Support creating project budgets for approved projects by line item (direct costs by cost type, indirect costs, etc), by
        period covering multiple fiscal years, start and end dates, funding sources (entity and amount), billing schedule and terms.

  4     Support creating sub-projects to support tracking of sub-grants, and sub-contracts.
  5     Support defining project (and sub-project) budgets both by ACCS fiscal period and by grant fiscal year, with ability to
        rollover unspent funds in a budget year to the next, and to extend budget periods/amounts.

 Page 48 of 60                                                                          81836f40-993f-4500-b83f-5b17e1b6c500.xls              Grants and Contracts
 ACCS
PROCESS AREA
     FUNCTIONAL REQUIREMENTS                                                                                                                 CLARIFYING NOTE/EXAMPLE

  6     Support defining contract abstracts related to the project (e.g. project phases and dates, status by phase, assigned              Need to support tracking and reporting
        investigator, other staff, in-kind contributions (including sign off of compliance with obligations, grant restrictions, etc.).

  7     Support updating project budgets based on agreed changes to contract and tracking changes (e.g. original grant $100k,
        amendment 1 is $25k, amendment 2 is $39k, etc.).
  8     Support defining multiple grants under a contract, and multiple contracts under a grant.

Progress Tracking & Accounting
       The system should:
  1    Support monitoring project progress and updating project status for activities and costs.
 1.1   Support the ability to add, modify or delete attributes either on-line or in batch and provide the ability to create, modify or
       delete attribute structures as needed to comply with federal, state or other sponsor regulations.
  2    Support the encumbering of project expenses and grant funds via purchase order process.
  3    Support the capture of direct project related costs from payroll (through payroll cost allocation of staff effort to be charged Examples are tuition remission, FWS
       to the project).                                                                                                                 charges from FA module
  4    Support the capture of direct project related costs from processing of accounts payable invoices.
  5    Support the definition of allocation rules (e.g. based on direct cost pools at multiple levels) to calculate indirect cost rates
       and charge indirect costs to a project (e.g. facilities and administrative overhead) in terms of the contract.

 5.1    Support the ability to label, identify, and assign items to cost pools and functions.
 5.2    Include a model for calculating administrative and finance indirect cost rates that is accepted by the majority of cognizant
        agencies.
  6     Support the identification of costs to be billed and generation of the invoice and receivable (for those costs) to reflect the    System should interface with billing and
        recovery (including setting up of billing schedules to automate bill generation process).                                         accounts receivable systems
 6.1    System should provide the ability to calculate daily cash balances by project and/or Letters of Credit to be used for
        requesting funds or comply with outside interest provisions.
  7     Support the identification of matching expenses, whether in cash or in-kind (for in-kind matching, identify nature of item
        and estimated value).
  8     Process cash received in settlement of recoveries.                                                                                Cash received can be applied directly to
                                                                                                                                          grant or contract account by cashier or
                                                                                                                                          person receiving the cash
  9     Support the closing of a project to prevent further cost activity being charged against that project.




 Page 49 of 60                                                                            81836f40-993f-4500-b83f-5b17e1b6c500.xls            Grants and Contracts
ACCS
         FUNCTIONAL REQUIREMENTS BY PROCESS AREA
         PROCESS AREA
               FUNCTIONAL REQUIREMENTS                                                                                                             CLARIFYING NOTE/EXAMPLE

         Scope
                  This Summary covers the following Institution activities
                  Human Resources, Academic Affairs management

         Background Information
                  The HR and Academic Affairs processes are heavily dependent on "forms based" procedures which involve many users
                  and are not real time.
                  Academic Affairs administers certain HR information (e.g. hiring, tenure tracking) for faculty employees.

         High Level Goals
                  The solution should offer the functionality for management of faculty and non-faculty employees, unionized or not as well as     ACCS needs to follow both internal and
                  other factors unique to education (9 vs. 12 month pay and student workers).                                                      State of Alabama mandates when
                                                                                                                                                   recruiting staff, these processes vary
                                                                                                                                                   between Civil Service, Faculty and
                                                                                                                                                   other appointments.
                  To extend the use of on-line data entry and management of employee information throughout the organization and from
                  application to termination.
                  Automate the effort tracking (and related costs) requirements for monitoring grant activities and compliance with contracts.

                  Adhere to both internal and State of Alabama mandates when recruiting staff, these processes vary between Faculty and
                  other appointments.

         HUMAN RESOURCES
         General
                  The system should:
           1      Support the processing of on-line forms for various HR related activities or events, including appropriate routing for         e.g. hiring, employee benefits change,
                  approval and informational purposes.                                                                                           transfer, vacation request
           2      Support the processing of mass updates to employee records within the application. (e.g. change all employee fiscal year
                  indicator to the next year).
           3      Support the definition of business rules to interpret employee compensation data changes and compute the resulting new         e.g. faculty labor contract variables by
                  compensation amounts for use by payroll.                                                                                       person need to be interpreted to calculate
                                                                                                                                                 new compensation
           4      Support the managing and organizing of electronic files that are attached to employee records (e.g. separate performance
                  reviews, research papers, student evaluations, disciplinary files, etc.).

         Set Up
                  The system should:
           1      Uniquely identify each applicant or employee, (e.g. Faculty, Administrative & Professional (A&P), or student; full name,       Students can be employees, A&P can
                  address, SSN, employee id, department, position, pay-grade, years, credit towards tenure, etc.).                               teach, employees can be students

           2      Support the definition of mandatory and optional demographic data for various reporting purposes.
           3      Allow for the selection and changing of an employee’s status (employed, resigned, retired, etc.) and allow for reactivation,
                  including support for breaks in service


Page 50 of 60                                                                                                     81836f40-993f-4500-b83f-5b17e1b6c500.xls             Human Resources
ACCS
         PROCESS AREA
              FUNCTIONAL REQUIREMENTS                                                                                                            CLARIFYING NOTE/EXAMPLE

         Recruiting and Hiring
                The system should:
           1    Support the recruitment process from requesting approval to fill a position through approval of a job description and         The recruiting process should be
                advertisement, receiving applications and resumes, candidate eval., examination, registers, referrals and the hiring          supported by workflow management.
                decision.
           2    Allow conversion of a successful recruit/applicant to hired employee status with the ability to add additional required       Appropriate information gathered in the
                information.                                                                                                                  recruiting stage (e.g. name, address,
                                                                                                                                              SSN) should not have to be re-keyed into
                                                                                                                                              the system if the applicant becomes and
                                                                                                                                              employee
           3    Support the entry of certain key employment information required to manage work contracts.                                    (e.g. for faculty (part/full time) contract
                                                                                                                                              information is required to support
                                                                                                                                              calculation of compensation arising from
                                                                                                                                              negotiations (initial or renewed), including
                                                                                                                                              start/end dates, amount, courses to be
                                                                                                                                              taught, credit hours/course, other work,
                                                                                                                                              etc.).
           4    Support the maintenance of multiple employment contracts by employee (e.g. an administration employee may be part-time
                faculty, a faculty member may have an ACCS contract and multiple grant contracts – each contract has its own pay stream
                data.
           5    Support the verification of the employee’s employment eligibility (e.g. confirm SSN, drivers license, I-9, personal
                background, have been checked, identify resident or non-resident alien status).
           6    Support tracking of non resident aliens and integration with related software                                           Impacts payroll processing

         Employee Information
                The system should:
           1    Allow employees to review and maintain on-line personal and contact information.                                              e.g. self service
           2    Retain and display historical information related to employees (name changes, position changes, compensation, training,
                etc.).
           3    Support the ability to terminate an employee (retire, resign, layoff, dismiss) including generation of employment termination
                communication and notification of appropriate parties and a "stop pay date" in payroll.

           4    Support the on-line creation of an employee checkout form, pre-populated for known information contained within the           Exit interview checklist
                system (property signed out, debts, etc.).
           5    Track employee training history and other specialized services provided as a condition of employment.                         Training planning is not required
          5.1   Support the tracking of licensures, certifications, etc., including alerts for upcoming expiration dates.
           6    Support the recognition, performance review and disciplinary processes for employees.
           7    Support the identification and tracking of full time equivalents (FTEs) based upon position information and additional        Some staff have more than one position
                assignments as recorded thru multiple pay sources and job assignments.                                                        at ACCS
           8    Support the tracking of reason or action codes for employee assignments/changes.

         Job Information
                The system should:
           1    Support the creation and maintenance of job descriptions, for all positions and position audit history. Job Desc to include   Including retention of job description audit
                status, location, title, rate type, probationary, FLSA, EEO and Job groups                                                    records

Page 51 of 60                                                                                                    81836f40-993f-4500-b83f-5b17e1b6c500.xls                Human Resources
ACCS
         PROCESS AREA
              FUNCTIONAL REQUIREMENTS                                                                                                            CLARIFYING NOTE/EXAMPLE

           2     Support the comparison of a faculty member’s contracted teaching workload with their semester schedule workload
                 assignments.
           3     Support the creation of an organization chart, including open positions.

         Compensation
                 Note: There are some employees who are paid under multiple contracts with the Institution. Each contract constitutes a       This ties in closely with Position Control
                 "pay stream" that requires detailed tracking through the payroll process.                                                    and FTE calculations
                 The system should:
           1     Support entry of multiple pay streams with different start and stop dates/rates of pay for a single employee.                Esp. faculty who may be paid by state
                                                                                                                                              funds and grant funds
          1.1    Support one-off payments to employees (e.g. one-off stipends).
           2     Support the ability to apportion pay amounts to multiple cost centers for each employee pay stream.
           3     Support the calculation of the employee’s payroll costs based on pay stream including the calculation of payroll taxes,
                 gross pay, deductions and net pay, by pay stream and cost centers.

           4     Support the definition of business rules to interpret employee compensation data changes and compute the resulting new       Including % or $ or both
                 compensation amounts for use by payroll.
          4.1    Including the cross checking of newly calculated pay rates against master data (tables) detailing pay ranges by              To support compliance with AL Civil
                 grade/position                                                                                                               Service pay regulations
           5     Support 403(b) compliance including salary reduction limits and alternate maximum limits (which can change during final
                 years of employment).

         BENEFITS ADMINISTRATION
                The system should:
           1    Support the creation and maintenance of benefit options and coverage dates selected by employee/dependants, including         Including start/stop dates
                dependant demographic data
          1.1   Maintain insurance plan details including unique enrollment and coverage dates for each plan. Supports effective-dated
                benefit tables and allows for future-dated information.
          1.2   Support ability to control separate annual salaries for health/dental and life calculations; handles the changes to these     E.g. 2008 year rates are based on April 1,
                values, by batch or on-line, at specified times during the year as determined by the state of Alabama                         2008 salary
          1.3   Support use of benefit checklists and application forms for employee completion and submittal (e.g. downloading and           Including access to benefit provider forms
                completion or online completion)
           2    Support the application of various benefit rates per benefit category, per employee group and per time period.                e.g. vacation is earned at a different rate
                                                                                                                                              than sick time, faculty earns vacation at a
                                                                                                                                              different rate than part-time employees,
                                                                                                                                              sick time is earned at a different rate pre-
                                                                                                                                              1997)
          2.1    Track the accrual, use and balance of all employee benefit time, including calculation of benefit time based on multiple
                 methods (actual hours worked, standard rate, etc.).
          2.2    Prorate vacation/sick leave/holiday benefit time for positions > 1 FTE based upon the % FTE or other rule as determined by
                 the Institution
          2.3    Support the ability to specify both employee and employer co-insurance amounts.
          2.4    Support the requesting, approval and processing of Leave Without Pay requests, updating employee record and payroll
                 computation
           3     Support the set-up of required and elective deductions (i.e., state withholding, SURS, medical, etc.).

Page 52 of 60                                                                                                   81836f40-993f-4500-b83f-5b17e1b6c500.xls              Human Resources
ACCS
         PROCESS AREA
              FUNCTIONAL REQUIREMENTS                                                                                                          CLARIFYING NOTE/EXAMPLE

          3.1   Support the assignment & grouping of priority to deductions, identification of elective v mandatory            Important where gross pay in a period is
                deductions; uses priority assignment & grouping to identify those deductions to be taken and their order of    inadequate to cover normal deductions
                deduction.
          3.2   Support the ability to include start/stop dates on deductions, determine frequency of deductions, type and tax
                status.
          3.3   Support the ability to calculate deductions based upon various methods including percentage, flat-rate,
                formula, factor, age range and table look-up.
          3.4   Support the definition of multiple deduction accumulators and accruals including deduction code, payee, pay
                period, time period, account number, employee and insurance carrier/benefit provider.
           4    Support the processing, modification and cancellation of court ordered liens, garnishments or deductions such as tax liens
                and child support.

         ACADEMIC AFFAIRS
                The system should:
           1    Support tracking of various faculty attributes required by Academic Affairs (academic rank, bargaining unit code, years
                experience).
           2    Generate appropriate notices to change an employee profile when certain levels have been obtained (Instructor status
                achieved – faculty covered by negotiated union contract, qualified for merit pay increase).
           3    Support the identification on the faculty member's record of those classes the person is qualified to teach and which they   Required for Payroll and Semester &
                are contracted to teach                                                                                                      Class scheduling




Page 53 of 60                                                                                                  81836f40-993f-4500-b83f-5b17e1b6c500.xls         Human Resources
 ACCS                                                                                                                            New Administrative Systems RFP
FUNCTIONAL REQUIREMENTS BY PROCESS AREA
PROCESS AREA
     FUNCTIONAL REQUIREMENTS                                                                                                            CLARIFYING NOTE/EXAMPLE

Scope
        This Summary covers the following Institution activities
        Payroll processing and Time Entry

Background Information
        Payroll processing is affected by paper based information flows and recording of paid time off is lagging.

High Level Goals
        The solution should offer the functionality for management of faculty and non-faculty employees, as well as other factors      ACCS needs to follow both internal and
        unique to education (9 vs. 12 month pay and student workers).                                                                  AL State mandates when recruiting
                                                                                                                                       staff, these vary between Civil Service,
                                                                                                                                       Faculty and others
        To extend the use of on-line data entry and management of employee information throughout the organization and from
        application to termination.
        Automate the effort tracking (and related costs) requirements for monitoring grant activities and compliance with
        contracts.

TIME ENTRY
       The system should:
  1    Support the set-up and use of multiple pre-defined codes that allocate how hours can be reported and labor rates applied.

 1.1    Track key contractual information (credit hours taught, hours worked)
  2     Support time entry (including minimum reporting unit of 15 mins).                                                            With options for time entry including web
                                                                                                                                     based, card swipe etc
 2.1    Support electronic entry of time on a per-pay period basis (e.g. daily, weekly, monthly) with workflow based approval        Including ability to enter future time (e.g.
        routing and monitoring of status.                                                                                            vacation extending past due date for
                                                                                                                                     timesheet)
 2.2    Perform checks on time entered, prior to processing, to identify and inform the user of potential inconsistencies            (e.g. insufficient hours entered for period,
                                                                                                                                     benefit time accrued < time entered.

 2.3    Support time entry on an exception basis
 2.4    Support the tracking of benefit time (accrued less taken) by type for each employee (vacation, sick, holiday, FMLA, etc.).   There are many benefit time categories,
                                                                                                                                     not all applicable to each type of
                                                                                                                                     employee (e.g. professional
                                                                                                                                     development, sabbatical)
  3     Support processing of time and related payroll costs to be charged to another department (e.g. work done for that
        department), to a project or to a grant.

                                                                                Page 54 of 60                81836f40-993f-4500-b83f-5b17e1b6c500.xls              Payroll
 ACCS                                                                                                                             New Administrative Systems RFP
PROCESS AREA
     FUNCTIONAL REQUIREMENTS                                                                                                            CLARIFYING NOTE/EXAMPLE

  4     Support the tracking of Effort reporting as required for employment contract and Grant tracking purposes.                    To support correct calculation of labor
                                                                                                                                     cost by effort/pay stream
  5     Support the integration with optional, third party time collection systems

PAYROLL
Payroll set-up and processing
        The system should:
  1     Support processing of multiple payroll methods (anticipated, regular, hourly, salaried, etc.).
  2     Support applying various pay rates (OT, 1.5x OT etc)
  3     Allow for multiple pay streams (i.e. grants, contract requirements) to be applied independently to a single employee and      The total cost per pay stream is required
        for time to be tracked against each pay stream and pay calculated (incl. labor cost and deduction reporting) appropriately. for various reporting purposes, including
                                                                                                                                      grants
 3.1    Support the definition of pay types based upon unique calculation methods, varying methods of taxation, and
        inclusion/exclusion of specific deductions.
 3.2    Support the calculation of gross, net and deductions, based on the employee's pay rules for each pay stream with option Including classifying which pay amounts
        to generate separate checks by pay stream.                                                                                    will appear on W-2
 3.3    Support the processing, modification and cancellation of elective deductions
 3.4    Support the processing of pay according to data for non resident aliens (apply deduction rules based on WINSTAR rules
        re applicable tax treaties).
  4     Support employee selection of pay method and payroll processing of checks, manual checks and direct deposit                   Including the withholding and/or
        payments/electronic fund transfers.                                                                                           canceling of pay checks
  5     Support the automated processing and payment of non-resident alien payroll with treaty exemption limitations ($amount),
        including the production of appropriate tax reporting forms, including 1042S and W-2’s.
  6     Support the electronic exchange of payroll data (pay, withholdings) with third-party payroll processors and state agencies
        (e.g. HR and payroll reporting to health care provider, AL State agencies, etc)
  7     Support the generation of a journal entry for posting to the GL.
  8     Support the ability to recalculate earnings to determine if overpayment has occurred (due to delay in information flow prior
        to payroll processing)
  9     Support the automatic recalculation of retroactive pay including benefits.                                                    Contracts may be renegotiated with an
                                                                                                                                      effective date prior to the date of the
                                                                                                                                      actual agreement.
 10     Provide annual updates to federal and state tax rates, earned income tax credit tables, and eligibility and calculation rules Indicate cost of such services in your
        of OASDI and Medicare.                                                                                                        pricing response - itemize the costs




                                                                               Page 55 of 60                  81836f40-993f-4500-b83f-5b17e1b6c500.xls             Payroll
 ACCS
FUNCTIONAL REQUIREMENTS BY PROCESS AREA
PROCESS AREA
     FUNCTIONAL REQUIREMENTS                                                                                                         CLARIFYING NOTE/EXAMPLE

Scope
        This Summary covers the following Institution activities
        Fund Raising

Background Information
        The fund raising activities varies by institutions

High Level Goals
        The key data exchange will be student information (where updates to data like address changes can be harmonized
        between the systems, with the user entering the data once, e.g. via a portal)

FUND RAISING
        The focus of the future processes is on management of alumni and other contacts for communication/campaign purposes,
        and gift solicitation, tracking and accounting.

Contact Management & Campaign Management
        The system should:
 1      Support the creation of alumni contact records from student records and ongoing sync. of contact detail changes between As well as other contacts (media, friends
        the student system and the contact mgmt. sys., as well as creation/maintenance of other contacts.                       of ACCS etc)
 2      Support the definition of contact preferences (e.g. prefer email, once a year , seasonal addresses, etc.).
 3      Support the ability of alumni to update their contact information through the ACCS website/internet (providing
        simultaneous updates in both alumni and student records).
 4      Support the categorization of contacts (alumni, media, donors, interested parties, local govt officials, etc) to support
        campaigns (e.g. segmenting contacts).
 5      Support the setup/execution of various campaigns to communicate with contacts, whether newsletters, emails, gift
        solicitations, etc., including ability to track responses by lead source (incl. form letters/mail merge) and address label
        generation.
 6      Support the creation of reminders/ticklers to perform follow up actions (e.g. to issue informational letters to donors 90
        days after receipt of gifts).
 7      Support the validation/smart entry of correct address information and ability to improve contact data through de-
        duplication checks on address or other fields.
 8      Support the tracking of solicitation attempts over time by contact (e.g. annual campaign, special campaigns, etc) to help
        identify high potential donors.




 Page 56 of 60                                                                                      81836f40-993f-4500-b83f-5b17e1b6c500.xls       Fund Raising
 ACCS
PROCESS AREA
     FUNCTIONAL REQUIREMENTS                                                                                                           CLARIFYING NOTE/EXAMPLE

Gift Tracking
        The system should:
  1     Support the management of gift solicitation campaigns, from original request through receipt of gift, identification of gift
        terms and other attributes (including restrictions etc.).
  2     Support the accounting for gift monies received and the related fund management.
  3     Support the maintenance of foundation financial records (GL, AP, etc) separate from the Institution records, to support
        generation of financial statements for management and external purposes.
  4     Support the history of gifts received by donor.
  5     Support payments made to ACCS and any other party to support expenses incurred in terms of the gift, including
        encumbrance tracking and remaining balance




 Page 57 of 60                                                                                        81836f40-993f-4500-b83f-5b17e1b6c500.xls   Fund Raising
 ACCS
FUNCTIONAL REQUIREMENTS BY PROCESS AREA
PROCESS AREA
     FUNCTIONAL REQUIREMENTS                                                                                                             CLARIFYING NOTE/EXAMPLE

Scope
        This Summary covers the following Institution activities
        Fixed Assets and Property Control

Background Information
        The current systems are not integrated and do not provide optimal support to users.

High Level Goals
        The system is required to support both physical and financial tracking of defined assets from acquisition through disposal,
        in accordance with State accounting and reporting directives.
        Be able to track all types of assets (e.g. books, equipment, land and buildings). Some assets are simple in nature; others
        are more complex as they involve multiple suppliers, components, phases and costs.
        Improve the correlation of purchasing information with asset details required for inventory control.

Asset Acquisition
       The system should:
  1    Integrate fixed assets accounting and property control with purchasing, receiving, accounts payable and the general
       ledger to minimize data entry for assets acquired.
  2    Support requests and approvals to purchase, receive, re-assign, and dispose of assets.
  3    Support the use of project accounting to track costs of assets under construction through commissioning/close out of
       project/capitalization.
  4    Support the tie-out of costs by component to the total acquisition cost, including the allocation of additional acquisition
       costs (e.g. installation) over the components based on business rules (e.g. by base cost).
  5    Support identification of the Funding Source applied to acquire the item(s).

Asset Inventory Control
        The system should:
  1     Support the use of bar codes or RFID on asset ID tags (identify items as part of an inventory, report items added, moved      Indicate what is native to your system
        or deleted from inventory).                                                                                                   and what is required from others, e.g. 3rd
                                                                                                                                      party device/RFID manufacturers
  2     Support tracking of assets by multiple attributes (e.g. location, tag number, asset type, date, make, model and serial
        number, summary of warranty terms and periods, etc.).
  3     Allow for classification by assets according to State of Alabama and GASB 34/35 rule requirements.
  4     Support multiple statuses for assets (new, under construction, deletion pending, deleted, etc.).
  5     Integrate with the process to reserve and allocate equipment (e.g. portable electronic equipment used in classrooms) with Refer Semester Scheduling section -
        history of tracking equipment placement.                                                                                  Facility Utilization


 Page 58 of 60                                                                                        81836f40-993f-4500-b83f-5b17e1b6c500.xls           Fixed Assets
 ACCS
PROCESS AREA
     FUNCTIONAL REQUIREMENTS                                                                                                          CLARIFYING NOTE/EXAMPLE

Asset Accounting
       The system should:
 1     Reconcile subledger information on assets with the general ledger accounts for cost and depreciation, (with exceptions
       listed for investigation).
 2     Support definition of depreciation rules by asset class, in compliance with State directives, and the generation of periodic
       depreciation expense journal entries, mapped to the GL accounts.
 3     Support partial additions/deletions to fixed assets (e.g. upgrading a key component).
 4     Support processing of asset retirements (both financial journal entries and inventory entries).
 5     Support integration with MS Project (or other project mgt software).




 Page 59 of 60                                                                                      81836f40-993f-4500-b83f-5b17e1b6c500.xls    Fixed Assets
    ACCS
FUNCTIONAL REQUIREMENTS BY PROCESS AREA
PROCESS AREA
     FUNCTIONAL REQUIREMENTS

Notes for vendors
        This tab is for use in those cases where you need to submit additional text in response to a requirement listed in this
        workbook
        Please read the instructions in Part A of the RFP, caption :UNIFORMITY" which is part of the section titled "Instructions to
        Vendors."
        Enter your optional extra response information below

Enter Workbook tab name (e.g. Academic Advising)
 23    Enter your optional extra response information for this item here

Enter Workbook tab name (e.g. Bursar)
 45    Enter your optional extra response information for this item here

Enter Workbook tab name (e.g.Reporting)
 68    Enter your optional extra response information for this item here




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DOCUMENT INFO
Description: Free Promissory Note Installment Template document sample