NO.

REQUIREMENT DESCRIPTION

STD

PSUP

PADD

MOD

3RD

CST

NS

COMMENTS

1

PORTFOLIO AND PROJECT MANAGEMENT Masike

 

 

 

 

1.1

PORTFOLIO MANAGEMENT

 

 

 

 

1.1.1

Provide project portfolio management capability

 

 

 

 

1.1.2

Enable the management of the entire lifecycle of projects in a portfolio

 

 

 

 

1.1.3

Provide cross-portfolio information to provide overarching management

 

 

 

 

1.1.4

Manage an unlimited number of projects within an organisation

 

 

 

 

1.1.5

Create, delete and view projects in a project portfolio

 

 

 

 

1.1.6

Scheduling across projects in a portfolio

 

 

 

 

1.1.7

Prioritise the projects in a portfolio

 

 

 

 

1.1.8

Assign resources across projects in a portfolio

 

 

 

 

1.1.9

Provide the ability to manage risk across projects in a portfolio

 

 

 

 

1.1.10

Provide the ability to develop and monitor budgets across projects in a portfolio

 

 

 

 

1.1.11

Enable sub-project nesting

 

 

 

 

1.1.12

Provide the ability to assign users to several projects in the portfolio

 

 

 

 

1.1.13

Provide the ability to assign different user access rights depending on the project

 

 

 

 

1.1.14

Provide high-level summary views for project managers, financial managers and executives

 

 

 

 

1.1.15

Ability to tailor a personal view of a project analysis area

 

 

 

 

1.1.16

Provide wizard-based cross-project on-demand reporting

 

 

 

 

1.1.17

Provide the ability to review and manage the progress of a portfolio of projects

 

 

 

 

1.1.18

Provide real-time status of projects in a portfolio

 

 

 

 

1.1.19

Provide customisable performance measurement across projects in a portfolio

 

 

 

 

1.1.20

Provide support for graphical portfolios views

 

 

 

 

1.1.21

Provide the ability to publish portfolios views to dashboards

 

 

 

 

1.1.22

Provide customisable inter-project links

 

 

 

 

1.1.23

Provide dependency links between projects in a portfolio

 

 

 

 

1.1.24

Provide metrics and cost calculations that include or exclude dependencies

 

 

 

 

1.1.25

Do "what if" analysis across projects in the portfolio

 

 

 

 

1.1.26

Provide a central database for historical projects data storage with data mining capability

 

 

 

 

1.2

PROJECT MANAGEMENT

 

 

 

 

1.2.1

Project Initiation

 

 

 

 

1.2.1.1

Provide the ability to prepare project estimates

 

 

 

 

1.2.1.2

Provide the ability to prepare project feasibility studies

 

 

 

 

1.2.1.3

Store and provide access to the project description, charter and related documents

 

 

 

 

1.2.1.4

Provide a facility to obtain project approval electronically

 

 

 

 

1.2.2

Project Planning

 

 

 

 

1.2.2.1

Provide a facility to create high-level and detailed project plans

 

 

 

 

1.2.2.2

Facilitate the development of project plans using editable templates

 

 

 

 

1.2.2.3

Facilitate the development of multi-level work breakdown structures (WBS)

 

 

 

 

1.2.2.4

Provide for hierarchical WBS numbering

 

 

 

 

1.2.2.5

Provide for drag and drop WBS editing

 

 

 

 

1.2.2.6

Provide a facility to create, add and delete activities in a project

 

 

 

 

1.2.2.7

Provide a facility to link activities and create a project schedule

 

 

 

 

1.2.2.8

Include finish to start, finish to finish and start to start links with leads and lags

 

 

 

 

1.2.2.9

Provide a facility to apply project constraints to project plans

 

 

 

 

1.2.2.10

Number activities in the schedule according to the WBS numbering

 

 

 

 

1.2.2.11

Associate activities with required deliverables

 

 

 

 

1.2.2.12

Provide for the addition of comments at the activity level

 

 

 

 

1.2.2.13

Provide for the prioritisation of activities

 

 

 

 

1.2.2.14

Have the ability to link multiple documents to projects and activities

 

 

 

 

1.2.2.15

Have the ability to assign resources at activity level

 

 

 

 

1.2.2.16

Access to human resource profiles for effective resource allocation

 

 

 

 

1.2.2.17

Have the ability to share resources across activities

 

 

 

 

1.2.2.18

Graphically display the project schedule using a Gantt chart and project network diagram

 

 

 

 

1.2.2.19

Graphically display the resource allocation using a resource graph

 

 

 

 

1.2.2.20

Calculate and display the project's critical path

 

 

 

 

1.2.2.21

Provide manual and automatic resource levelling

 

 

 

 

1.2.2.22

Provide for interactive planning and scheduling

 

 

 

 

1.2.2.23

Track the project plan's complete past history

 

 

 

 

1.2.2.24

Provide for customisable project calendars

 

 

 

 

1.2.2.25

Have a facility to maintain rates per project with rate history

 

 

 

 

1.2.2.26

Automatically calculate a project budget

 

 

 

 

1.2.2.27

Provide a facility for project plan revision control

 

 

 

 

1.2.2.28

Have the ability to link and integrate multiple project plans

 

 

 

 

1.2.2.29

Integrate with the project portfolio management facility

 

 

 

 

1.2.3

Project Execution and Control

 

 

 

 

1.2.3.1

Provide a facility to track and monitor projects on a real-time basis

 

 

 

 

1.2.3.2

Provide summary and detailed on-demand project status reports

 

 

 

 

1.2.3.3

Provide custom views of project status

 

 

 

 

1.2.3.4

Provide status update notifications to project managers

 

 

 

 

1.2.3.5

Provide drill down project financial analysis

 

 

 

 

1.2.3.6

Provide a facility to notify users of required action via electronic messaging

 

 

 

 

1.2.3.7

Provide a facility for online recording of times spent on project activities

 

 

 

 

1.2.3.8

Assign times recorded on timesheets to project activities

 

 

 

 

1.2.3.9

Automatically assign project activity times to project budgets and cost records

 

 

 

 

1.2.3.10

Assign costs and expenses to project activities

 

 

 

 

1.2.3.11

Automatically assign project activity costs and expenses to project budgets and cost records

 

 

 

 

1.2.3.12

Provide for automatic or manual rescheduling of activities

 

 

 

 

1.2.3.13

Provide for the reprioritisation of activities

 

 

 

 

1.2.3.14

Report on actual hours worked, cross-referenced with the user's timesheet

 

 

 

 

1.2.3.15

Provide Earned Value Management reports to track and control project progress and cost

 

 

 

 

1.2.3.16

Automatically identify approvers and reviewers by unit, location or site

 

 

 

 

1.2.3.17

Manually identify approvers and reviewers

 

 

 

 

1.2.3.18

Provide a facility to route objects to appropriate parties for sign-off

 

 

 

 

1.2.3.19

User-defined, configurable routing or approval process workflow

 

 

 

 

1.2.3.20

Capture electronic sign-off and reviewer signature

 

 

 

 

1.2.4

Project Closure

 

 

 

 

1.2.4.1

Provide a facility to create a list of formal project completion criteria

 

 

 

 

1.2.4.2

Maintain a list of all outstanding tasks and issues

 

 

 

 

1.2.4.3

Store documentation of achievements and lessons learned

 

 

 

 

1.2.4.4

Record approval of completion criteria

 

 

 

 

1.2.5

Risk Management Themba

 

 

 

 

1.2.5.4

Provide a central register for the management of risks

 

 

 

 

1.2.5.5

Provide a facility to create custom risk factors

 

 

 

 

1.2.5.6

Provide a facility to assess the risk factors for each project

 

 

 

 

1.2.5.7

Provide a facility for quantitative risk analysis

 

 

 

 

2

ELECTRONIC DOCUMENT MANAGEMENT AND WORKFLOW Themba

 

 

 

 

2.1

STORAGE

 

 

 

 

2.1.1

A central repository for the secure storage and publishing of documents

 

 

 

 

2.1.2

Storage of any form of document or electronic media

 

 

 

 

2.1.3

Storage of template documents for use by units and project teams

 

 

 

 

2.1.4

Provide for multiple folder hierarchies

 

 

 

 

2.2

FILE ACCESS

 

 

 

 

2.2.1

Automatic document check-in and check-out

 

 

 

 

2.2.2

The ability to share files that are relevant to units or teams

 

 

 

 

2.2.3

Provide access to documents from any location with Internet connection

 

 

 

 

2.2.4

Provide ability for every team member to upload or download any file

 

 

 

 

2.3

VERSION CONTROL AND APPROVAL

 

 

 

 

2.3.1

Version control with revision history

 

 

 

 

2.3.2

Automated document approval and revision control

 

 

 

 

2.3.3

A full audit history of all document handling activities

 

 

 

 

2.3.4

Ability to ensure that documents cannot be overwritten

 

 

 

 

2.3.5

Ability to ensure that documents can only be deleted by authorised users

 

 

 

 

2.4

ROUTING AND WORKFLOW

 

 

 

 

2.4.1

A facility to manually route documents to selected users

 

 

 

 

2.4.2

A facility for the automatic delivery of documents to individuals and work groups

 

 

 

 

2.4.3

Ability to send email notification with links to users

 

 

 

 

2.5

SEARCH FACILITIES

 

 

 

 

2.5.1

A facility to search for any type of documents by predetermined criteria

 

 

 

 

2.5.2

A facility to search for any type of documents by key word

 

 

 

 

3

SUPPLY CHAIN MANAGEMENT Thabo

 

 

 

 

3.0

ALL SUPPLY CHAIN MANAGEMENT PROCESSES SHALL COMPLY WITH THE SOUTH AFRICAN PUBLIC FINANCE MANAGEMENT ACT 1999

 

 

 

 

3.1

DEMAND MANAGEMENT

 

 

 

 

3.1.1

A facility to undertake and record needs assessments

 

 

 

 

3.1.2

A facility to prepare and record product and service specifications

 

 

 

 

3.1.3

Provide access to CAPEX and OPEX budgets

 

 

 

 

3.1.4

A facility to calculate total cost of ownership

 

 

 

 

3.1.5

A facility to source suppliers and match their capabilities to a set of criteria

 

 

 

 

3.1.6

A central supplier database with data mining capabilities

 

 

 

 

3.1.7

Required supplier attributes are included in Appendix C

 

 

 

 

3.1.8

A central product and service database

 

 

 

 

3.1.9

A facility to classify products and services

 

 

 

 

3.1.10

A facility to store email and fax communications with suppliers in supplier database

 

 

 

 

3.1.11

A facility to associate product and service specifications with specific suppliers

 

 

 

 

3.1.12

A facility to store information related to banking details and payment methods in supplier record

 

 

 

 

3.1.13

A facility to store supplier terms and conditions in the supplier record

 

 

 

 

3.1.14

The ability to set a primary supplier for each product or service class

 

 

 

 

3.1.15

A facility to identify and approve suppliers

 

 

 

 

3.2

PROFILING OF SUPPLIERS

3.2.1

Capture fields for supplier data such as shipping methods, item references, and conditions

3.2.2

Ability to capture more than one address where suppliers may have more than one address

3.2.3

Store e-mail addresses, web sites, and fax numbers in vendor profiles

3.2.4

Associate items with vendors' descriptions

3.2.5

Bill-to-entity information including currency, bank, account number, and mode of payment

3.2.6

Data related to bank, accounts, payment methods, currency, etc., are included in the payment profile

3.2.7

Vendor group for miscellaneous purposes

3.2.8

Commentary about suppliers

3.3

SUPPLIER RATING

 

 

 

 

3.3.1

Maintain a record of historical and year-to-date purchases in rand value by supplier

 

 

 

 

3.3.2

Provide goods and service delivery times and performance maintained as statistics for each supplier

 

 

 

 

3.3.3

Suppliers' purchase order fulfilment performance maintained as statistics for each supplier

 

 

 

 

3.3.4

Provide a facility to maintain quality ratings of suppliers

 

 

 

 

3.3.5

Provide historical tracking of supplier performance criteria

 

 

 

 

3.3.6

Provide automatic updating and reporting of supplier rating statistics

 

 

 

 

3.3.7

Provide multiple search criteria for supplier data

 

 

 

 

3.3.8

Provide a three-year history of statistical performance data

 

 

 

 

3.4

PURCHASE REQUISITIONS AND QUOTATIONS

 

 

 

 

3.4.1

Online creation of purchase requisitions (PR)

 

 

 

 

3.4.2

Automatically identify approvers by role, unit and location

 

 

 

 

3.4.3

Manually identify approvers

 

 

 

 

3.4.4

Provide for user-defined, configurable routing or approval process workflow

 

 

 

 

3.4.5

Provide a facility to monitor and track PRs

 

 

 

 

3.4.6

Provide a facility to escalate PRs automatically and manually

 

 

 

 

3.4.7

PRs can be reviewed, approved, modified or declined online

 

 

 

 

3.4.8

If the PR is declined, a facility to advise the requisitioner of the reasons for being declined

 

 

 

 

3.4.9

Provide the approver with a real-time interface with the budget for the requisitioned item

 

 

 

 

3.4.10

Provide the approver with a running total of budget remaining

 

 

 

 

3.4.11

PRs allow multiple line items and delivery schedules

 

 

 

 

3.4.12

Capture electronic approver's signature

 

 

 

 

3.4.13

PRs referenced to project, GL account and contract

 

 

 

 

3.4.14

Online creation of requests for quotation (RFQ)

 

 

 

 

3.4.15

A facility to route RFQs to potential suppliers

 

 

 

 

3.4.16

A facility to publish RFQ's on the Internet

 

 

 

 

3.4.17

A facility to monitor and track RFQs

 

 

 

 

3.4.18

A facility to expedite RFQs

 

 

 

 

3.4.19

A facility to associate quotations with PRs

 

 

 

 

3.4.20

A facility to route quotations together with PRs

 

 

 

 

3.4.21

A facility to select and approve suppliers online

 

 

 

 

3.4.22

A supplier selection algorithm based on user defined criteria

 

 

 

 

3.4.23

A facility to manage supplier quotation file with purging based on user-defined criteria

 

 

 

 

3.4.24

A facility to retain PR history

 

 

 

 

3.4.25

Calculate PR estimates by searching price tables before quotations are received

 

 

 

 

3.4.26

A facility to monitor an estimate of funds committed by the PR once it has been created

 

 

 

 

3.4.27

A facility to allocate funds committed by the PR to projects

 

 

 

 

3.5

PURCHASE ORDERS (POS)

 

 

 

 

3.5.1

A facility to automatically convert a requisition into a purchase order

 

 

 

 

3.5.2

A facility to consolidate several PRs into one PO

 

 

 

 

3.5.3

Ability to show details of the PR(s) from which the PO was created

 

 

 

 

3.5.4

A facility to route POs to approvers

 

 

 

 

3.5.5

POs can be reviewed and approved online

 

 

 

 

3.5.6

Capture electronic PO approver's signature

 

 

 

 

3.5.7

A facility to monitor and track POs sent to approvers

 

 

 

 

3.5.8

A facility to escalate POs sent to approvers

 

 

 

 

3.5.9

A facility to cancel POs

 

 

 

 

3.5.10

A facility to route POs to potential suppliers

 

 

 

 

3.5.11

A facility to monitor and track POs sent to suppliers

 

 

 

 

3.5.12

A facility to expedite POs sent to suppliers

 

 

 

 

3.5.13

An alternative facility to manually enter and send purchase order

 

 

 

 

3.5.14

Assign sequential PO numbers automatically

 

 

 

 

3.5.15

A facility to create blanket or contract POs

 

 

 

 

3.5.16

A facility to monitor an estimate of funds committed by the PO once it has been approved

 

 

 

 

3.5.17

A facility to automatically release funds committed by a PR once the PO is approved

 

 

 

 

3.5.18

A facility to monitor the funds committed by the PO once it has been approved

 

 

 

 

3.5.19

A facility to allocate funds committed by the PO to project budgets

 

 

 

 

3.5.20

Individual POs can handle multiple line items

 

 

 

 

3.5.21

Product and service database can relate supplier reference with internal reference

 

 

 

 

3.5.22

A facility to associate subcontracted purchase orders with project number

 

 

 

 

3.5.23

Allow for the fulfilment of a complete order or portions of an incomplete order

 

 

 

 

3.5.24

PO line item comments may be entered in a user-defined or standard predefined format

 

 

 

 

3.5.25

A facility to set line-item-specific delivery dates

 

 

 

 

3.5.26

Price and discount table corresponds to individual suppliers and items are maintained

 

 

 

 

3.5.27

Automatic update of an item's record based on the item's most recent purchase price

 

 

 

 

3.5.28

POs may be generated in any currency

 

 

 

 

3.6

SUPPLIER CONTRACTS AND AGREEMENTS

 

 

 

 

3.6.1

A facility to record and maintain suppliers contracts and agreements in a central database

 

 

 

 

3.6.2

Relate suppliers contracts and agreements to suppliers record

 

 

 

 

3.6.3

Record contract effectively dates (start and expiry)

 

 

 

 

3.6.4

Send alerts when contract nears expiry dates

 

 

 

 

3.6.5

Facility to send acknowledgement and copy of signed contract to supplier

 

 

 

 

3.6.6

Handle contract approval using documents management and electronic signatures

 

 

 

 

3.6.7

Standard documentation types for contracts

 

 

 

 

3.7

MANAGEMENT OF POS

 

 

 

 

3.7.1

Facility to consolidates enterprise-wide purchasing as a central unit

 

 

 

 

3.7.2

Retain PO data for audit purposes (PO with electronic approval)

 

 

 

 

3.7.3

Maintain PO history information by item

 

 

 

 

3.7.4

Authorised users may access POs and related documents from any workstation

 

 

 

 

3.7.5

In-depth reports on purchasing statistics defined by specific parameters

 

 

 

 

3.8

RECEIPT OF GOODS

 

 

 

 

3.8.1

PO is available online for goods and services receiving

 

 

 

 

3.8.2

Creates receipt based on order content

 

 

 

 

3.8.3

Automatically numbers receipts in sequence

 

 

 

 

3.8.4

Automatically updates inventory data for physical goods

 

 

 

 

3.8.5

Facility for users to logon and report on reject goods in real time

 

 

 

 

3.8.6

Issue a claim note when the packing slip differs in quantity from the receipt

 

 

 

 

3.8.7

Issue shipping and credit documents to suppliers for returns

 

 

 

 

3.8.8

Updates PO when goods are received

 

 

 

 

3.8.9

Inventory record interface updates the average and open item unit cost of the item received

 

 

 

 

3.8.10

Inventory record interface increments on-hand quantity when a PO is received

 

 

 

 

3.8.11

Inventory record interface decreases on-order quantity

 

 

 

 

3.9

REPORTING FOR SUPPLY CHAIN MANAGEMENT

 

 

 

 

3.9.1

Reports on open PO by supplier, item number, due date or rand value

 

 

 

 

3.9.2

Generate past due reports by supplier or item number in due date sequence

 

 

 

 

3.9.3

Send automatic reminder for overdue order to suppliers via fax or email

 

 

 

 

3.9.4

Report on vendor performance by criterion

 

 

 

 

3.9.5

Support on-demand printing of the results of an enquiry

 

 

 

 

3.9.6

Allow all reports to be previewed on screen prior to printing

 

 

 

 

3.9.7

Allow data to be exported to standard reporting packages

 

 

 

 

3.9.8

Report on purchasing management performance

 

 

 

 

4

FINANCIAL MANAGEMENT Alfreda

 

 

 

 

4.0

ALL FINANCIAL PROCESSES SHALL COMPLY WITH THE SOUTH AFRICAN PUBLIC FINANCE MANAGEMENT ACT 1999

 

 

 

 

4.1

GENERAL LEDGER (G/L)

 

 

 

 

4.1.1

Maintain a complete audit trail of transactions for internal and external auditing

 

 

 

 

4.1.2

User-assigned security rules that restrict entry and query access to specific accounts or ranges of accounts

 

 

 

 

4.1.3

Allow for the fiscal calendar to be defined by the user

 

 

 

 

4.1.4

Allow for calendar periods to be defined by the user

 

 

 

 

4.1.5

Multiple calendars

 

 

 

 

4.1.6

Fiscal monthly period options for twelve or thirteen months

 

 

 

 

4.1.7

A facility to open any number of fiscal years or calendar periods at the same time

 

 

 

 

4.1.8

A facility to choose between batch and real time posting modes

 

 

 

 

4.1.9

User defined criteria for system purges for general ledger transactions, journal vouchers, and accounts payable data based on the number of years or months of data required to maintain

 

 

 

 

4.1.10

Automatic check to ensure that prior to deleting a financial record, the account balance must be zero

 

 

 

 

4.1.11

A flexible general ledger key with multiple levels

 

 

 

 

4.1.12

Exception reporting with drill down capabilities

 

 

 

 

4.1.13

Automatic year-end rolling of balances in sub-ledgers and general ledger control accounts

 

 

 

 

4.1.14

Automatic linking and posting of control accounts from related sub-ledger accounts

 

 

 

 

4.1.15

User-defined field names for tables

 

 

 

 

4.1.16

Method for verifying keying to ensure only appropriate records are updated

 

 

 

 

4.1.17

Archiving of transaction history as well as purge from active files

 

 

 

 

4.1.18

Chart of accounts structures may be defined online

 

 

 

 

4.1.19

Account numbers may contain at least thirty characters

 

 

 

 

4.1.20

A facility for users to enter just the required numbers rather than the entire account number

 

 

 

 

4.1.21

Common chart of accounts to be used for both the ledgers and the sub-ledgers

 

 

 

 

4.1.22

Account numbers may be alphanumeric

 

 

 

 

4.1.23

Hide account while structuring the number scheme

 

 

 

 

4.1.24

Accounts, cost centres and units numbered in a logical manner or in sequence

 

 

 

 

4.1.25

Account creation cannot occur until there is the initial transaction posting

 

 

 

 

4.1.26

Maintain account balances for the previous twenty-four months

 

 

 

 

4.1.27

Minimum of 999 department and cost centre entities

 

 

 

 

4.1.28

Track multiple organisational divisions such as units and cost centres

 

 

 

 

4.1.29

Multilevel hierarchy roll-ups as defined by the user

 

 

 

 

4.1.30

Drag and drop facility to manage account hierarchies

 

 

 

 

4.1.31

Specify accounting periods, including monthly, quarterly, and year to date

 

 

 

 

4.1.32

Accounting periods may be designated by calendar or fiscal years

 

 

 

 

4.1.33

Maintain budget accounts for current and next year

 

 

 

 

4.1.34

Maintenance of history for two years (viewing) and five years (reporting)

 

 

 

 

4.1.35

Standard chart of accounts that can be automatically copied from one ledger to the new ledger

 

 

 

 

4.1.36

Divide sub-ledger into smaller components for units, cost centres, projects, etc.

 

 

 

 

4.2

JOURNALS

 

 

 

 

4.2.1

Automatic A/P entries and maintenance by interfacing with another accounting system

 

 

 

 

4.2.2

Automatic inventory entries and maintenance interfacing with another accounting system

 

 

 

 

4.2.3

Automatic cash account entries and maintenance by interfacing with another accounting system

 

 

 

 

4.2.4

An interface with third party payroll provider for automatic entries and maintenance

 

 

 

 

4.2.5

Facilitate direct journal entry input

 

 

 

 

4.2.6

Real time journal entries update the daily journal file and balances without delay

 

 

 

 

4.2.7

Facilitate online journal entry input, containing user commentary

 

 

 

 

4.2.8

Facilitate debits and credits having separate columns in the journal voucher entry screen

 

 

 

 

4.2.9

A facility to automatically post recurring journal entries

 

 

 

 

4.2.10

Input journal vouchers available online

 

 

 

 

4.2.11

A facility to upload PC created journal vouchers directly in the system

 

 

 

 

4.2.12

Automatically number journal entries

 

 

 

 

4.2.13

Specify a journal entry as the G/L's template for repeating every period

 

 

 

 

4.2.14

Create a journal entry by reversing an existing entry while maintaining an audit trail

 

 

 

 

4.2.15

Real time comparison of journal entries (individual or batch) for validation and balancing

 

 

 

 

4.2.16

A facility for batch totals and batch checking

 

 

 

 

4.2.17

A facility to spread a single entry over multiple accounts based on predefined user criteria

 

 

 

 

4.2.18

Journal report information covering all journal entries and includes identification

 

 

 

 

4.2.19

User-assigned security rules restrict entry and query access to specific entities, accounts, or ranges of entities and accounts

 

 

 

 

4.3

REPORTING

 

 

 

 

4.3.1

Financial reporting that complies with Generally Recognised Accounting Practice (GRAP1)

 

 

 

 

4.3.2

Cash flow statement reporting that complies with Generally Recognised Accounting Practice (GRAP2)

 

 

 

 

4.3.3

List chart of accounts report

 

 

 

 

4.3.4

Trial balance reports at summary and detail level

 

 

 

 

4.3.5

Report for the profit and loss statement and balance sheet

 

 

 

 

4.3.6

Budget statement comparison reports

 

 

 

 

4.3.7

Detail and summary level in general ledger reports

 

 

 

 

4.3.8

Customisable financial statement report formats

 

 

 

 

4.3.9

Report on entity accounts, sub-accounts, cost centre and project

 

 

 

 

4.3.10

A facility to write user defined flexible reports and on demand reports

 

 

 

 

4.3.11

A facility to include graphics in reports including pie charts, histograms and bar charts

 

 

 

 

4.3.12

A facility to export data to third party report writing tool

 

 

 

 

4.3.13

A facility to export data to spreadsheets

 

 

 

 

4.4

ONLINE ENQUIRY REPORTING

 

 

 

 

4.4.1

Account activity and balances for the current period, available online

 

 

 

 

4.4.2

Account activity and balances for the current year, available online

 

 

 

 

4.4.3

Account balance for the previous year, available online

 

 

 

 

4.4.4

Budgeted amount designated for a project, report available online

 

 

 

 

4.4.5

Online comparison of actuals with budgeted amount

 

 

 

 

4.4.6

Standard account enquiry that drills down to the source of the transaction in real time

 

 

 

 

4.5

ACCOUNTS PAYABLE (A/P)

 

 

 

 

4.5.1

Common supplier database with supply chain management

 

 

 

 

4.5.2

Reference to PO placed with suppliers available in database

 

 

 

 

4.5.3

Supplier invoices or credit notes referenced from supplier database

 

 

 

 

4.5.4

Track payment history in supplier database

 

 

 

 

4.6

SUPPLIER INVOICE PROCESSING

 

 

 

 

4.6.1

Only valid supplier invoices posted to the accounts payable ledger

 

 

 

 

4.6.2

A facility to pay supplier invoices immediately

 

 

 

 

4.6.3

No new supplier records can be created without supply chain approval

 

 

 

 

4.6.4

Supplier invoices scanned when received if not received electronically

 

 

 

 

4.6.5

Scanned invoice images available online

 

 

 

 

4.6.6

Distribute invoices to different accounts within separate units or locations

 

 

 

 

4.6.7

Link invoice to assets register for purchased assets

 

 

 

 

4.6.8

A facility to allocate supplier invoice costs to projects

 

 

 

 

4.6.9

A facility for paperless matching of PO and proof of receipt with supplier invoice

 

 

 

 

4.6.10

A facility to make one payment for multiple invoices and multiple payments for a single invoice

 

 

 

 

4.6.11

A facility to link credit notes or cost adjustments to original invoice

 

 

 

 

4.6.12

Maintain at least four years of invoice details (current year plus three prior years)

 

 

 

 

4.6.13

Suspend or put on hold an individual vendor, individual invoice or individual line

 

 

 

 

4.6.14

Route invoices for approval online

 

 

 

 

4.6.15

Track the status of an invoice for approval to whom it has been sent

 

 

 

 

4.6.16

Provide alerts for outstanding items

 

 

 

 

4.6.17

A facility to apply three-way checking invoice, purchase order and receiving document match

 

 

 

 

4.6.18

Invoice batch edits for checking data input prior to update

 

 

 

 

4.6.19

Invoice enquiry supporting search by rand amount, invoice number, supplier number, supplier name or key word

 

 

 

 

4.6.20

Online access to purchase order information, receiving document information and credit note information through the A/P system

 

 

 

 

4.6.21

Three-way matching shall be automatic and accommodates tolerances

 

 

 

 

4.6.22

Periodic expenses, which do not have an invoice, or where the invoice covers consecutive periods, can be set up for payment

 

 

 

 

4.7

CONTROL OF PAYMENTS

 

 

 

 

4.7.1

Verification to prevent a supplier with an open PO or unpaid invoice from being deleted

 

 

 

 

4.7.2

Verification to prevent a supplier active in current year from being deleted

 

 

 

 

4.7.3

A facility to review items for payment online before releasing for payment

 

 

 

 

4.7.4

A facility to release payment at vendor level, invoice level or line item

 

 

 

 

4.7.5

A facility to make payments using cheques or electronic funds transfer

 

 

 

 

4.7.6

Automatically calculate discounts according to payment terms

 

 

 

 

4.7.7

Set frequency of recurring payments

 

 

 

 

4.7.8

Set recurring payments on weekly, monthly, quarterly, annual, or semi-annual basis

 

 

 

 

4.7.9

Set recurring payments at irregular intervals

 

 

 

 

4.7.10

Online views of the vendors with current unpaid balances

 

 

 

 

4.7.11

Process credit card payments

 

 

 

 

4.8

A/P TRANSACTIONS AND CONTROLS

 

 

 

 

4.8.1

Online entry for all A/P transactions

 

 

 

 

4.8.2

All A/P transactions updated in real time

 

 

 

 

4.8.3

Online batch total or voucher balances

 

 

 

 

4.8.4

Validate vendor invoices to avoid duplication

 

 

 

 

4.8.5

Correct distribution errors online without having to re-enter or reverse entries and transactions

 

 

 

 

4.8.6

All transactions are posted daily to the A/P ledger and are automatically posted to the G/L

 

 

 

 

4.8.7

Reports the total value of all transactions that occurred in a specified period to the G/L account

 

 

 

 

4.8.8

Provided a G/L distribution report

 

 

 

 

4.9

ASSETS REGISTER (F/A)

 

 

 

 

4.9.1

Provide a fixed assets register that tracks assets throughout their life cycle

 

 

 

 

4.9.2

Track assets by number, description, type, serial number, location, PO, invoice or lease

 

 

 

 

4.9.3

Track leased assets and intangible assets

 

 

 

 

4.9.4

Create unique asset tag numbers by using tag controls

 

 

 

 

4.9.5

Specify the original PO number and vendor

 

 

 

 

4.9.6

Capture asset data such as A/P reference, date of purchase and cost

 

 

 

 

4.9.7

Track the depreciation of an asset throughout its life cycle

 

 

 

 

4.9.8

Record date of asset transfer

 

 

 

 

4.9.9

Record asset disposition date and value

 

 

 

 

4.9.10

Integrate with the capital budget

 

 

 

 

4.9.11

Online views of fixed assets and transaction records

 

 

 

 

4.9.12

Online asset tracking

 

 

 

 

4.9.13

Generate reports on all leased assets, their details and payments information

 

 

 

 

4.9.14

Record values of asset appraisals

 

 

 

 

4.9.15

Transfer asset options including fully or partially, current period or retroactively and mass transfer

 

 

 

 

4.9.16

Generate transaction reports for period including additions, transfers, disposals and depreciation by asset type and cost centre

 

 

 

 

4.9.17

Automatic end-of-period updates to G/L

 

 

 

 

4.9.18

Update fixed assets from an A/P entry

 

 

 

 

4.9.19

Balance a manually entered fixed asset entry with the entry in the A/P records

 

 

 

 

4.9.20

Update F/A records automatically whenever a transfer or disposal is recorded

 

 

 

 

4.9.21

Generate exception reports for F/A and A/P reconciliation

 

 

 

 

4.9.22

Generate reports for all operating lease payments

4.10

CASH MANAGEMENT

 

 

 

 

4.10.1

Provide up-to-date cash balance report

 

 

 

 

4.10.2

Project cash resources from A/R and miscellaneous cash

 

 

 

 

4.10.3

Project cash utilisation from purchasing, A/P and miscellaneous cash

 

 

 

 

4.10.4

Check committed funds against cash reserves or availability

 

 

 

 

4.10.5

Report cash projections

 

 

 

 

4.10.6

Views of inflows and outflows from cash book

 

 

 

 

4.10.7

Record cash payments and receipts via electronic banking functions

 

 

 

 

4.10.8

Notify and report on statement discrepancies

 

 

 

 

4.10.9

Record journal entries to the G/L cash accounts

 

 

 

 

4.10.10

Print account statements

 

 

 

 

4.10.11

Automatically record bank cash receipts

 

 

 

 

4.11

BUDGETING

 

 

 

 

4.11.1

Budget Control

 

 

 

 

4.11.1.1

Budget control can be defined at any area of the account structure or for any number of levels

 

 

 

 

4.11.1.2

Establish mandatory budgets for selected balance sheet accounts and profit and loss accounts

 

 

 

 

4.11.1.3

Income, expense, liability, assets, and equity accounts can be used in the budgeting process

 

 

 

 

4.11.1.4

Multiple budgets can be created from a single account to create what-if scenarios and for forecasting

 

 

 

 

4.11.1.5

Annual, quarterly, monthly or customised budget periods

 

 

 

 

4.11.1.6

Creates financial statements in conjunction with budgets

 

 

 

 

4.11.1.7

Pro rata distribution of annual budgets over different periods, including quarterly, monthly or other customised periods

 

 

 

 

4.11.2

Budget Development

 

 

 

 

4.11.2.1

Worksheet tools for developing budgets

 

 

 

 

4.11.2.2

Develop budgets from project planning input

 

 

 

 

4.11.2.3

Develop budgets from demand management projections

 

 

 

 

4.11.2.4

Generate budget using historical budget and actuals

 

 

 

 

4.11.2.5

Provide budget report summaries for executive or management review

 

 

 

 

4.11.2.6

Base future costs and revenues on different rates, volumes and user-specified factors

 

 

 

 

4.11.2.7

View budgets online and interactively

 

 

 

 

4.11.2.8

Use historical budgets and actuals to automatically project trends

 

 

 

 

4.11.2.9

Store historical data for a minimum of twenty-four months

 

 

 

 

4.11.2.10

Generate and updates budgets in real time

 

 

 

 

4.11.3

Budget Reports

 

 

 

 

4.11.3.1

Formatting of budget reports similar to standard financial reports

 

 

 

 

4.11.3.2

Formatting of roll ups and consolidations similar to standard financial reports

 

 

 

 

4.11.3.3

Produce a consolidated entity budget

 

 

 

 

4.11.3.4

Reports can compare last year's actuals or budgeted amounts to current year's actuals

 

 

 

 

4.11.3.5

Enable download the file from the system to create a spreadsheet version of the file for manipulation and editing by other users, then upload the altered file to the system

 

 

 

 

4.11.3.6

Maintain budget and forecast comparative data in the GL and sub-ledgers for viewing and reporting on both balance sheet accounts and income statement accounts

 

 

 

 

4.12

ACCOUNTS RECEIVABLE

 

 

 

 

4.12.1

Online Requirements

 

 

 

 

4.12.1.1

Accept online manual entry of invoices, receipts and adjustments with G/L accounts and effective dates

 

 

 

 

4.12.1.2

Accept debit memo and credit memo transactions as adjustments to the customer accounts

 

 

 

 

4.12.1.3

Identify each transaction via a reference number

 

 

 

 

4.12.1.4

Invoice, cash receipt or adjustment transactions may be entered in batches

 

 

 

 

4.12.1.5

Reject or suspend batches not balancing on either item or rand totals

 

 

 

 

4.12.1.6

Invoice, cash receipt or adjustment transactions may be directly entered, bypassing batch entry requirements

 

 

 

 

4.12.2

Processing Requirements

 

 

 

 

4.12.2.1

Flexible customer invoices creation based on online input from units

 

 

 

 

4.12.2.2

Allow either open item or balance forward processing of receivables

 

 

 

 

4.12.2.3

Has a facility to compute late charges for customers not paying within a defined time period

 

 

 

 

4.12.2.4

Provide a purge process that moves accounts receivable master file records to a history file

 

 

 

 

4.12.2.5

Consolidate multiple-location customer billings into a single open item

 

 

 

 

4.12.2.6

Automatically balance the A/R master file and checks the total file balance against the accounts in the G/L master file

 

 

 

 

4.12.2.7

The A/R master file should automatically internally balance individual open item A/R records against corresponding account balances in the customer master file and reports exceptions

 

 

 

 

4.12.2.8

Track advance payments and post them to A/R when the sale is finalised

 

 

 

 

4.12.2.9

Provide automated numbering of customers with user-defined sorting and sequencing capabilities

 

 

 

 

4.12.2.10

Maintain a central customer database

 

 

 

 

4.12.2.11

Automatically prepare detailed general ledger journal entries

 

 

 

 

4.12.3

Reporting Requirements

 

 

 

 

4.12.31

Upon request, print a batch listing, showing every item in a particular batch

 

 

 

 

4.12.32

Produce an A/R journal that lists all activity posted to the A/R master file, and sorts report line items by either batch and line number or customer number

 

 

 

 

4.12.33

Age the receivables according to user-definable time buckets

 

 

 

 

4.12.34

Age receivables either according to invoice date or according to due date

 

 

 

 

4.12.35

A/R aging report showing a line item for each invoice posted to the A/R master file

 

 

 

 

4.12.36

Creates A/R aging reports with one line item per customer

 

 

 

 

4.12.37

Balance forward system produces a period end A/R trial balance showing each account's open period balance, all posting activity and closing balance

 

 

 

 

4.12.38

Provide an accounts receivable exception report

 

 

 

 

4.12.39

Provide a customer contact listing, showing name, phone number and other contact information by customer

 

 

 

 

4.12.40

Create a management summary or a key indicator report containing a summary of A/R activity

 

 

 

 

4.12.41

Forecast cash receipts based on the historical payment patterns of customer accounts

 

 

 

 

4.12.42

Print customer statements showing detailed activity and net amount due for the period

 

 

 

 

4.12.43

Provide a complete listing of the customer master file, which shows each data element in every record

 

 

 

 

4.12.44

Print or email outstanding payment letters

 

 

 

 

4.12.45

Generates forms for required SARS reports

4.13

PROJECT ACCOUNTING

 

 

 

 

4.13.1

Project and Cost Coding Structure

 

 

 

 

4.13.1.1

Integrate with the project planning and project portfolio management

 

 

 

 

4.13.1.2

Provide for user definition of project or cost code segments

 

 

 

 

4.13.1.3

Provide User-defined number of actual, commitment and budget for each level of the account structure

 

 

 

 

4.13.1.4

Define summary accounts in a multilevel hierarchy

 

 

 

 

4.13.1.5

Free-form notes or text comments can be posted at any level of the structure, with optional notes history, notes notification and notes display at summary details

 

 

 

 

4.13.1.6

Provide cut, copy and paste of coding structure elements between projects

 

 

 

 

4.13.1.7

User-defined sub-project coding can be applied at any level of the regular cost coding structure to provide a unique breakdown of costs

 

 

 

 

4.13.1.8

Provide an option to budget or commit project expenditures by periods

 

 

 

 

4.13.1.9

Provide facility to handle multi-currency

 

 

 

 

4.13.2

Project Creation

 

 

 

 

4.13.2.1

A project can be created from a default table containing different project templates containing definitions and separate coding structures

 

 

 

 

4.13.2.2

An existing project structure may be duplicated with no data being transferred

 

 

 

 

4.13.2.3

A new project type may be created by creating a new task sequence and assigning a cost code structure

 

 

 

 

4.13.2.4

Support for multiyear projects

 

 

 

 

4.13.2.5

Permit multiple phase project definitions

 

 

 

 

4.14

COST CODING STRUCTURE CREATION OR MAINTENANCE

 

 

 

 

4.14.1

Cost codes may be added to the structure without affecting existing projects

 

 

 

 

4.14.2

Cost codes to general ledger account conversion is maintained in an online table

 

 

 

 

4.14.3

Use the same accounting calendars as the general ledger

 

 

 

 

4.14.4

Cost records to integrate with project planning and project portfolio system

 

 

 

 

4.15

TRANSACTION PROCESSING

 

 

 

 

4.15.1

Distribution to unlimited project and cost codes accounts

 

 

 

 

4.15.2

A running total showing the total debits and credits as they are being entered

 

 

 

 

4.15.3

Automatic creation of general ledger transactions with appropriate debit or credit offsets

 

 

 

 

4.15.4

Support a posting interface which permits simultaneous updates of the general and cost ledgers when financial transactions are posted to either ledger

 

 

 

 

4.15.5

Report on actual and committed funds versus budget in monthly buckets

 

 

 

 

4.15.6

Use the cost coding structure to allow online drill-downs from summary to detail

 

 

 

 

4.15.7

Provide a cost allocation adjustment facility limited to authorised users

 

 

 

 

4.15.8

Provide a tool with spreadsheet interface for flexible project and inter-project reporting

 

 

 

 

4.16

TIME RECORDING

 

 

 

 

4.16.1

Ability to provide decentralised capability for web-based time sheet entry

 

 

 

 

4.16.2

Import project timesheet data from project execution and control

 

 

 

 

4.16.3

Export data to project execution and control

 

 

 

 

4.16.4

Import from online time sheets or standard time tracking system

 

 

 

 

4.16.5

Enter time against activity data manually

 

 

 

 

4.17

EXPENSE TRACKING

 

 

 

 

4.17.1

Import project costs from project execution and control

 

 

 

 

4.17.2

Export data to project execution and control

 

 

 

 

4.17.3

Import or export to accounts payable systems

 

 

 

 

4.17.4

Provide for manually entering expenses against activity data

 

 

 

 

4.17.5

Ensure data integrity if in addition to manual data entry imports of data are performed

 

 

 

 

4.17.6

A facility for standard reports

 

 

 

 

4.17.7

Create customisable reports for the installed environment

 

 

 

 

5

HUMAN RESOURCES Malefshane

 

 

 

 

5.1

RECRUITMENT MANAGEMENT

 

 

 

 

5.1.1

A facility to create a job profile online

 

 

 

 

5.1.2

A facility to create and access staff requisitions online

 

 

 

 

5.1.3

A facility to search for eligible applicants online

 

 

 

 

5.1.4

Sourcing engine integration with career development matching competencies of internal candidates

 

 

 

 

5.1.5

A facility for applicant to apply for positions online

 

 

 

 

5.1.6

A facility to import CVs from the Internet or email

 

 

 

 

5.1.7

Workflow for forwarding application forms and CVs to reviewers and approvers

 

 

 

 

5.1.8

A facility to track forwarded applications

 

 

 

 

5.1.9

A facility to schedule interviews

 

 

 

 

5.1.10

A facility to route and track interview results

 

 

 

 

5.1.11

A facility to customise recruitment letters by merging files with a word processing templates

 

 

 

 

5.1.12

A facility to track progress of the application throughout the process

 

 

 

 

5.1.14

A facility to derive competencies automatically from the job profile into staff requisition

 

 

 

 

5.1.15

Enable competence matching between applicant's competencies and vacancies

 

 

 

 

5.2

PROFILE OF EMPLOYEES

 

 

 

 

5.2.1

A central database containing all employee information with restricted access

 

 

 

 

5.2.2

A facility to search through employee records for information on experience and skills

 

 

 

 

5.2.3

Track and store information on employee education and training

 

 

 

 

5.2.4

Decentralised updating capability to the employee level such as through the Internet or the internal mail system

 

 

 

 

5.2.5

Provide an employee record in database that stores personal information, experience, training, competency profile, promotions, performance appraisals and salary reviews

 

 

 

 

5.2.6

Update employee competency profile with competencies acquired from training

 

 

 

 

5.2.7

Personnel file structure can be defined by human resources department and management

 

 

 

 

5.2.8

A facility to identify gaps between an employee's competency profile and the competency profile of their job

 

 

 

 

5.3

ORGANISATIONAL STRUCTURES

 

 

 

 

5.3.1

Define entities and organisational units within the company

 

 

 

 

5.3.2

Organisational structures may be defined using a matrix or a hierarchy

 

 

 

 

5.3.3

Restrict access to the organisational structure and task and department information

 

 

 

 

5.3.4

Allow for drag-and-drop to be used to change organisational structure, with changes automatically updated in employee records

 

 

 

 

5.3.5

A facility for organisational structure to be used to define role-based information and database access

 

 

 

 

5.3.6

Job Positions and Salary Profiles

5.3.6.1

Identifies job position

5.3.6.2

Describes position or job title

5.3.6.3

Indicates position by organization, location, job code, title, shift, and work days

5.3.6.4

Indicates full- or part-time status

5.3.6.5

Standard work hours

5.3.6.6

Lists skills, training, and education required for position

5.3.6.7

Fields for descriptions of job activities, requirements, and experiences

5.3.6.8

Job or task includes employee skill set and profile

5.3.6.9

Multiple jobs may be entered for each grouping

5.3.6.10

Assigns multiple grades or codes to personnel with cross-training

5.3.6.11

User-defined salary grading

5.3.6.12

Tracks salary grades and pay steps

5.3.6.13

Indicates employee's current and previous assignments, as well as experience and job grades

5.3.6.14

Employee grading includes corresponding rewards and salary scale

5.3.6.15

Standard wage tables

5.4

TRAINING AND DEVELOPMENT

 

 

 

 

5.4.1

A facility to create individual development plans (IDP)

 

 

 

 

5.4.2

Identify any training, courses, and development activities employees have participated in

 

 

 

 

5.4.3

Source course description and schedules

 

 

 

 

5.4.4

Match IDP to available courses

 

 

 

 

5.4.5

Report training costs

 

 

 

 

5.4.6

Update employee records in employee database with training undertaken

 

 

 

 

5.4.7

Automatically administer course administration

 

 

 

 

5.4.8

Automatically communicate course information to participants

 

 

 

 

5.4.9

Maintain internal bursary records

 

 

 

 

5.5

MANAGEMENT OF REWARDS

 

 

 

 

5.5.1

Allow for adjustable rules for incentives or bonus plans

 

 

 

 

5.5.2

Generate reports on the costs of rewards and incentives

 

 

 

 

5.5.3

Manage and update history of individual employee rewards and incentives

 

 

 

 

5.5.4

Link performance management to reward management

 

 

 

 

5.5.5

Track and analyse compensation and salary, by employee

 

 

 

 

5.6

COMPLIANCE REPORTING

 

 

 

 

5.6.1

Track goals and actuals for employment equity planning and reporting

 

 

 

 

5.6.2

Compare employment equity goals with employee status

 

 

 

 

5.6.3

Generate mandatory report on employment equity

 

 

 

 

5.6.4

Generate mandatory PAYE, UIF and compensation reports

 

 

 

 

5.7

EMPLOYMENT HISTORY AND PERSONNEL REPORTING

 

 

 

 

5.7.1

Generate reports on employee sick time and lost time due to injuries and illnesses

 

 

 

 

5.7.2

Track health and safety incidents

 

 

 

 

5.7.3

Track absentee rates by unit

 

 

 

 

5.7.4

Report on data concerning recruitments, layoffs and recalled employees

 

 

 

 

5.7.5

Provide reports on employee disciplinary actions

 

 

 

 

5.7.6

Provide a tool for customises reports with HR reporting

 

 

 

 

5.8

TRACK DISCIPLINE ACTIONS

 

 

 

 

5.8.1

Maintain discipline types

 

 

 

 

5.8.2

Record and track disciplinary actions including information on incidents causing the action, steps taken and the personnel involved

 

 

 

 

5.9

ADMINISTER BENEFITS

 

 

 

 

5.9.1

Record benefits programs

 

 

 

 

5.9.2

Establish benefit plans, providers and rates

 

 

 

 

5.9.3

Identify dates for insurance coverage and deduction calculations

 

 

 

 

5.9.4

Maintain dependent and beneficiary information in employee database

 

 

 

 

5.9.5

Record and administer benefits including health, life insurance, disability and pension

 

 

 

 

5.9.6

Track employee eligibility for benefits

 

 

 

 

5.10

EMPLOYEE SELF-SERVICE

 

 

 

 

5.10.1

A Facility for employees to review and maintain personal details online

 

 

 

 

5.10.2

Online review and application for benefits

 

 

 

 

5.10.3

Online review and application for bursaries

 

 

 

 

5.10.4

Online review and application for jobs and view status

 

 

 

 

5.10.5

Online review and application for bursaries and training and view history

 

 

 

 

5.10.6

Review leave and sick leave days balances and submit leave requests

 

 

 

 

5.10.7

A facility to view pay advice online

 

 

 

 

5.10.8

Maintain dependents and beneficiaries related to benefits

 

 

 

 

5.10.9

Review and maintain banking details for deposit and reimbursements

 

 

 

 

5.10.10

Review and enter or submit expenses

 

 

 

 

5.10.11

Allocate time to projects

 

 

 

 

5.10.12

Choose and maintain personal passwords

 

 

 

 

5.10.13

Search for available courses based on content and location

 

 

 

 

5.10.14

View course calendars and details

 

 

 

 

5.11

HEALTH AND SAFETY

 

 

 

 

5.11.1

Report and investigate incidents of injury and illness for employees and contractors

 

 

 

 

5.11.2

Initiation of corrective actions related to an incident

 

 

 

 

5.11.3

Manage occupational injury and illness claims

 

 

 

 

5.11.4

Report incidents involving vehicles and equipment

 

 

 

 

5.11.5

Allow for integration with supply chain and HR modules

 

 

 

 

5.11.6

Perform accident investigations, identifications and recording

 

 

 

 

5.12

PAYROLL

5.12.1

Name and employee identification number

5.12.2

Address including city, province, and postal code

5.12.3

Telephone number

5.12.4

Identification Number

5.12.5

Marital status

5.12.6

Ethnic classification

5.12.7

Job classification and skill code

5.12.8

Pay type (hourly/salary)

5.12.9

Salary

5.12.10

Regular work hour quantity within a pay period (accounting for overtime work)

5.12.11

Rate per hour

5.12.12

Deduction codes (taxes, insurance, pension, federal/provincial, and unemployment)

5.12.13

Date of birth, hire, review, last raise, last promotion, last class change, and last paycheck

5.12.14

Date of termination

5.12.15

Earnings including quarter-to-date, year-to-date, and user-defined period

5.12.16

Calculates other forms of compensation

5.12.17

Worker's compensation withholding by quarter-to-date, year-to-date, and user-defined periods

5.12.18

Vacation accrual rate, vacation accrued, and vacation used

5.12.19

Other withholding by quarter-to-date, year-to-date, and user-defined periods

5.12.20

Sick leave accrual rate, sick leave accrued, and sick leave used

5.12.21

Leave that is unpaid

5.12.22

Flag spousal distribution of retirement pension plan, for example, in case of employee death

6

CRM ICT

6.1

CALL MANAGEMENT

6.1.1

Identifies customer site and dates calls

6.1.2

Call queue sequencing options

6.1.3

Customizable call priority sequencing

6.1.4

Call routing and prioritization

6.1.5

Call escalation

6.1.6

Maintains log of customer system downtime and running hours

6.1.7

Assigns customer service representative

6.1.8

Defers or cancels call activity or service

6.1.9

Generates service orders

6.1.10

Option for service engineers to order parts against calls, inventory replenishment, or item expensing

6.1.11

Manual or automatic allocation of items to service orders

6.1.12

Equipment serviced by product number, revision level, or serial number

6.1.13

Service call reporting by type, product, or failure code

6.1.14

Service call reporting details include labor, expenses, material usage, failure reason, and repair performed

6.1.15

Call close

6.1.16

Re-route customer inquiry to the appropriate person through workflow and e-mail capability

6.1.17

Associate notes or communication with an account, customer, or service order

6.1.18

Telephony interface provides caller ID lookup against a contact record to fetch the correct contact record based on the in-bound caller ID

6.1.19

Telephony interface provides the ability for the caller to identify himself using his regular telephone number

6.1.20

Schedule follow-up call which will pop-up at the appropriate time

6.1.21

Track and monitor customer complaints

6.2

SERVICE ORDER MANAGEMENT

6.2.1

Component search by serial number

6.2.2

Component search by owner, location, or warranty

6.2.3

Sales and service activity updates

6.2.4

Customizable system generated customer order templates for product, installation service, service request, and service contract

6.2.5

Visibility and management of remote site or distributed inventories and rotable spares

6.2.6

Integration capability with project management

6.2.7

Integration capability with work management

6.3

FIELD SERVICE MANAGEMENT

6.3.1

Maintains shipment history by product or customer

6.3.2

Tracks serial numbers and service agreements

6.3.3

Contract numbers and service agreements

6.3.4

Service type codes

6.3.5

Tracks warranty numbers and expiration dates

6.3.6

Reports field service and call activity

6.3.7

Tracks serial numbers

6.3.8

Failure type code

6.3.9

Customer purchase order number

6.3.10

Field sales office

6.3.11

Reports product failures by type

6.3.12

Processes return-to-supplier transactions

7

CONTRACTS MANAGEMENT

7.1

Contract type established by user

7.2

Contract coverage codes

7.3

Contract and warranty numbers

7.4

Renewal and expiration dates

7.5

Multiple service contract coverage options

7.6

Contract costs, terms, and conditions

7.7

User-defined services with percent responsibility limits

7.8

Tracks service contract limits

7.9

Time and materials contract capability

7.10

Contractual activities include phone support, field repairs, and maintenance

8

QUALITY MANAGEMENT Themba

8.1

Document control

8.2

Web-based routing and approval, including support for personnel outside your organization

8.3

Built in Control Plan, management and reporting

8.4

Management Responsibility and Quality Policy - for defining the quality policy and conducting ongoing reviews to ensure proper implementation

8.5

Documented procedures and work instructions that defines and documents quality system.

8.6

Contract Review for having a documented record to which both parties have agreed assures both parties of no future misunderstandings.

8.7

Document and Data Control for If a change is made in a process, procedure, instruction, etc..., one must update the documents and inform all who are affected

8.8

Corrective and Preventive Action to identify the root cause of the problem and take action to prevent it from happening again

8.9

Control of Quality Records - To retain records that demonstrate that activities were satisfactorily carried out in accordance with the requirements quality system

8.10

The system must allow for uploading and tracking of documents. This should indicate the document compiler, reviewer and approver and dates each of these were performed.

8.11

The system must be able to indicate for each document the following information: document number, date on which the document was published or made effective and the revision number.

8.12

The system must create an automatic document register or master list with hyperlinks to individual documents. The document register must be flexible to be customised and be able to group documents according to the organisational structure of customer.

8.13

The system must be able to track changes to documents and automatically update the amendments register, indicating what was amended, date of amendment and new revision number. The revised document must also be reviewed and approved before being made effective in the system.

8.14

The system must be able to register, track status, closeout and report on corrective actions. The corrective action report must include as a minimum, the following: open corrective actions, closed corrective actions and overdue corrective actions. These must be reported per customer business unit. The system must be able to send corrective action status updates by email to responsible customer officials.

8.15

Able to handle internal quality audits from scheduling, execution to reporting.

8.16

Must record (as part of the File Record) all elements relating to the disposal of a File, i.e. date, time, authoritative reference and authorised user, etc. These files must handled as part of control of obsolete documents

8.17

Must not permit unqualified disclosure of a Record that has been ‘destroyed’.

8.18

Able to purge ‘destroyed’ records from the system through authoritative action by authorised users only.

8.19

Capable of recording all events that affect records.

8.20

If required, all access to records must be logged and record when, where and by whom documents are created, modified, published and stored.

8.21

Record accessibility must be guaranteed through secure and flexible, yet accurate, indexing.

8.22

Document accessibility must be controlled. Only authorised customer staff must be able to view documents. The system must cater for at least 100 users, viz. two main users (Quality specialist and Document controller) and 98 other ordinary concurrent users. The two main users (Quality staff) must have administrative rights to the system.

8.23

The system must support the creation, storage, and use of approved documents.

8.24

Provide for comprehensive workflow, both triggered and event-driven. Workflows must additionally be flexible, capable of being defined for subsequent action and by whom, by users at the time of the event, with appropriate limitations to assure workflow integrity.

8.25

The system must provide a comprehensive suite of standardised reports, subject to authorised access for single or groups of users, as defined.

9

FLEET MANAGEMENT Jannie/Alfreda

9.1

Create capacity assessment of fleet capabilities

9.2

Assess surge requirements based on long-term demand or current bid opportunities

9.3

Evaluate tactical fleet utilization and assess opportunities for improvements

9.4

Fleet Maintenance

1