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LUMA REQUEST FOR PROPOSAL DRAFT FINANCE REQUIREMENTS
This document contains draft requirements for the State of Idaho’s Enterprise Resource Planning (ERP) system Request for Proposal (RFP). It was compiled through the combined efforts of the Functional Teams, Information Services Group (ISG), and the Luma project team. When complete, the requirements will be provided to prospective vendors during the RFP process.
We request your assistance in reviewing the draft requirements and providing feedback to enable the project team to identify the most accurate and complete listing of requirements in order to enable the State of Idaho to identify and procure the best ERP software system. Thank you for your interest and participation.
The Finance Requirements consist of 11 categories and 72 subcategories. For ease in reviewing:
• You may select any subcategory of interest from the table of contents • To go to page 1, hold down the shift and control button and push the up arrow • You may also find it easy to review by using the bookmarks
We invite you to attend one of the statewide workshops to provide feedback and ask questions or to send comments or questions to [email protected].
Thank you!
Luma Project Team
v1.0_07-17-18
Explanation of Requirements
The requirements are a list of proposed capabilities that the functional team members believe best represent the needs of Idaho agencies. Tremendous time and effort has been put into the draft requirements, but they may need to have items added, subtracted, or modified in order to best capture the needs of all Idaho State Agencies for the new Enterprise Resource Planning (ERP) system Request for Proposal (RFP).
Key principles for reviewing requirements:
1. The requirements are designed to be general in nature and explain what business activities need to be accomplished by the State of Idaho, but to stay away from the “how” of doing those business activities. The “how” of doing business activities will generally be defined by the software system selected and the configuration capabilities.
2. Since ERP systems have matured over the years and have tremendous functionality, the requirements should avoid identifying general tasks for which all ERP systems have that functionality. ISG, our consultants with experience in ERP implementation across dozens of states, will continue to guide us in this regard.
3. Requirements should capture unique business activities that are specific to the state of Idaho. 4. Requirements should try to identify business activities that might help the evaluation committee
differentiate between software vendors (software vendors may approach the same process from a very different perspective).
5. Requirements should try to identify areas of functionality that may be difficult for software vendors to meet.
6. Requirements are not designed to be “mandatory” requirements. Vendors often respond to requirements with an explanation that their core software offering can meet the requirement or they have a third party add-on that meets the requirement. The Evaluation Committee will use the requirements as a qualitative measure when reviewing the software offerings.
Finance Requirements Table of Contents Category Accounts Payable
Subcategory Invoice Processing
1099 Processing
Data Integration
Document Management Employee Reimbursement
Encumbrance
Inquiry and Reporting
Inter-agency Billing Issuance Reconciliation
Payment Processing
Workflow
Category Accounts Receivable and Billing
Subcategory Billing and Invoicing Cash Receipts
Customer Maintenance
Inquiry and Reporting
Offset
Workflow
Category Asset Management
Subcategory Additions and Maintenance
Depreciation
Disposal and Retirement
Inquiry and Reporting Physical Inventory
Workflow
Category Budget Management
Subcategory Agency Budget Operations
Allocations
Appropriations Budget Development
Inquiry and Reporting
Position Control
Workflow
Category Cash Management
Subcategory Banking
Cash Fund Management
CMIA
Data Integration Depositing
Inquiry and Reporting
Investing
Issuance Reconciliations
Monitor and Forecast Cash Position Workflow
Category Cost Allocation
Subcategory Statistical
Data Capture
Calculation and Transaction Fund Split
Projection
Inquiry and Reporting
Category General Ledger
Subcategory Chart of Accounts Fund Accounting Journal Entry Interfund – Interagency Closing CAFR Reporting Workflow Inquiry and Reporting
Category Grants
Subcategory Grant Management
CMIA
Data Integration
Document Management Grant Accounting
Grant Budget
Inquiry and Reporting
Workflow
Category Projects
Subcategory Project Management Project Budgets
Project Accounting
Inquiry and Reporting
Workflow
Category Travel
Subcategory Travel Authorization
Travel Reimbursement
Tracking # Category SubCategory Requirement: The Systems provides the ability to: Comment
101
Accounts Payable
Invoice Processing Automatically detect and flag any request that appears to be a duplicate invoice
by vendor based on factors such as, but not limited to, time period (start and end), dollar amount, and/or invoice number.
102
Accounts Payable
Invoice Processing
Generate vendor payments based on the earlier of due date and discount date to maximize interest earned and discounts received by the State, optionally have the ability to make the payments automatic based on agency defined criteria.
103
Accounts Payable
Invoice ProcessingAccommodate the recording of invoices that are: previously encumbered; not previously encumbered, against an existing Purchase Order (PO), non-PO, or contract. Information on the invoice should be defaulted based on the user, vendor, and/or PO information.
104Accounts Payable
Invoice ProcessingAllow vendor invoice submission via a secure web portal where state users may accept or reject for processing.
105
Accounts Payable
Invoice ProcessingAllow agencies to apply the credit issued by the payee to any of the payee's accounts or invoices within agency limits, with documented notice to the payee on the remittance advice to show where the credit has been applied.
106Accounts Payable
Invoice ProcessingSystematically calculate and apply an offset to a payment due a vendor against a receivable due to the State on a request by basis.
107
Accounts Payable
Invoice ProcessingIdentify a payment to a payee (vendor and recipient) as confidential and exempt from public disclosure so that no one can view or report on the identity of that payee's information except individuals with proper security.
108Accounts Payable
Invoice Processing Withhold or deduct monies from payments based on a payment plan.
109Accounts Payable
Invoice Processing Redirect a vendor payment to multiple third parties.
110
Accounts Payable
Invoice Processing Reject an unpaid invoice transaction which will reverse the accounting entries but the invoice will remain in vendor history as rejected.
111
Accounts Payable
Invoice ProcessingAutomatically calculate prompt pay due date based on type of payment and later date of receipt of the invoice and inspection and approval of the received goods and/or services , vendor terms, or contract terms.
112Accounts Payable
Invoice ProcessingHave edits / validations for advance payment authorizations and override capability if required.
113Accounts Payable
Invoice ProcessingPerform budget and cash validation on invoice and payment processing.
114Accounts Payable
Invoice ProcessingHave multiple chart of account codes structure distributions at the line item level for all transactions.
Tracking # Category SubCategory Requirement: The Systems provides the ability to: Comment
201
Accounts Payable 1099 Processing
Comply with IRS Regulations for the issuance of 1099 Information
202
Accounts Payable
1099 Processing
Allow for the State to maintain one Taxpayer Identification Number (TIN) and report 1099 consolidated across agencies including transactions identified and provided by agencies issued through outside bank accounts that have been posted to the ERP system. Additionally allow for multiple TINs for some agency funtions that do not roll up to the Statewide TIN.
203
Accounts Payable 1099 Processing
Make adjustments to 1099 reportable amounts for payments issued before the end of one calendar year, but not distributed to the vendor until the next calendar year.
204Accounts Payable
1099 ProcessingSplit a payment with a portion as 1099 reportable and a portion non-reportable.
205Accounts Payable
1099 ProcessingInclude 1099 information from interfaced agency business systems for consolidated reporting.
206
Accounts Payable
1099 Processing
Automatically identify transactions as 1099 reportable based upon payment characteristics e.g. the chart of account code structure (e.g. object code) expenditure in the general ledger account, and the vendor's business designation.
Tracking # Category SubCategory Requirement: The Systems provides the ability to: Comment
301Accounts Payable
Data IntegrationAllow for vendor invoice entry to create an electronic invoice via a specific website.
302
Accounts Payable
Data Integration Accept data files, e.g. invoices submitted electronically via batch or single entry using the following file type but not limited to, XLS, DOC, via XML, EDI.
Tracking # Category SubCategory Requirement: The Systems provides the ability to: Comment
401
Accounts Payable
Document Management
Record, attach and maintain images and documents received from external sources, including but not limited to data exchanges from agency business systems, financial institutions and other governmental entities.
Tracking # Category SubCategory Requirement: The Systems provides the ability to: Comment
501
Accounts Payable
Employee Reimbursement
Create an online agency/state defined Miscellaneous Employee Reimbursement Form.
502
Accounts Payable
Employee Reimbursement
Interface with the Payroll subsystem and report taxable earnings and taxes withheld where applicable (e.g., "class c meals" when applicable).
Tracking # Category SubCategory Requirement: The Systems provides the ability to: Comment
601
Accounts Payable Encumbrance Track multiple encumbrances, and payments against a single contract at the line
item level.
602
Accounts Payable Encumbrance Enter estimated dates for expenditure and/or payment schedules for
encumbrances based upon defined business rules.
603Accounts Payable
EncumbranceRun a process that closes all selected open encumbrances with Agency defined parameters at year-end.
604Accounts Payable
EncumbrancePartially or fully liquidate an encumbrance as identified during invoice processing.
Tracking # Category SubCategory Requirement: The Systems provides the ability to: Comment
1101
Accounts Payable
Inquiry and Reporting
Produce online and printable Accounts Payable reports, configurable by users to include all data related to Accounts Payable transactions, with drill down capabilities to the source transaction.
1102
Accounts Payable
Inquiry and Reporting
Produce and print a user defined report of warrants, payment numbers, dates issued and their status of settlement, including fields such as, but not limited to, chart of accounts code structure, payment transaction, specified date ranges, agency code, etc.
1103
Accounts Payable
Inquiry and Reporting
Treat each State agency as a separate entity (e.g., restrict agencies from posting to other agencies and viewing data, etc.) but provide statewide, consolidated querying/ reporting from a data repository.
Tracking # Category SubCategory Requirement: The Systems provides the ability to: Comment
701
Accounts Payable Inter-agency
billing
Recognize and convert the Accounts Receivable Bill created by the Due To agency into an Accounts Payable Invoice at the Due From agency, and display on a single screen, available for viewing by both the Due From and Due to Agencies.
Tracking # Category SubCategory Requirement: The Systems provides the ability to: Comment
801
Accounts Payable Issuance
Reconciliation
Automatically reconcile payment to the original invoice transaction to include, but not be limited to, warrant number, EFT number, issue date, date in paid or cleared status, etc.
802
Accounts Payable
Issuance Reconciliation
Drill down and view online the invoice payment status and history and to print proof of payment (e.g., EFT confirmation and remittance advice) on the payment transaction and within the transparency portal, except where not applicable due to confidentiality rules.
Tracking # Category SubCategory Requirement: The Systems provides the ability to: Comment
901
Accounts Payable
Payment Processing
Auto-generate the processing of scheduled payments for a selected period (day) on a user defined date and/or a user defined rule (e.g. x amount of business days prior) of when the payment is due. Payments can be made via warrant, ACH, and/or Wire Transfer
902
Accounts Payable
Payment Processing
Participate in United States Treasury's Financial Management Service Treasury Offset Program (TOP) by allowing debts owed to the State or to a state agency to be collected by offset from federal payments to vendor and/or contractors or other permitted payees.
903
Accounts Payable
Payment Processing Allow for the Federal Government, through the United States Treasury's
Financial Management Service Treasury Offset Program (TOP), to offset and collect non-tax debts owed to federal agencies from payments to vendors, contractors, or other permitted payees of the State.
904Accounts Payable
Payment Processing
Record the expenditure to one vendor and make the payment to another vendor when authorized and documented.
905Accounts Payable
Payment Processing
Offset the payment in full, partially, or not at all and document on the payment transaction.
906Accounts Payable
Payment Processing Process on demand payments to cover emergency needs.
907Accounts Payable
Payment Processing Integrate with the cash ledger to verify fund cash sufficiency.
908
Accounts Payable
Payment Processing
Issue offset payments to a state agency by journal transfer and issue remaining payment to the vendor by their available method of payment.
909Accounts Payable
Payment Processing
Reduce or liquidate the receivable for an employee's advance payment upon payment of the posted invoice.
910
Accounts Payable
Payment Processing
Establish recurring payments to vendors and payees over a specified term, payment frequency (user defined), and chart of accounts code structure.
911Accounts Payable
Payment Processing Associate multiple invoices to an encumbrance and/or payment transaction.
912
Accounts Payable
Payment Processing
Place a "hold" on payments from one agency to a vendor, but maintain the ability for other agencies to continue to make payments to that vendor.
913
Accounts Payable
Payment Processing
Place a "hold" on payments related to a specific contract for a vendor, but maintain the ability to make payments associated with other contracts for that vendor.
914Accounts Payable
Payment Processing
Allow vendor/payee to view invoice process status and payment information/remittance advices online.
Tracking # Category SubCategory Requirement: The Systems provides the ability to: Comment
1001
Accounts Payable Workflow
Allow for a flexible on-line hierarchical approval process for all applicable Accounts Payable events, including Invoice processing, vendor maintenance, and payment processing.
1002Accounts Payable
WorkflowAllow for multiple approval paths based upon type of expenses, chart of account elements, and/or amounts.
1003Accounts Payable
WorkflowAllow for approval levels for invoice transactions based on, but not limited to, vendor, object and category.
1004Accounts Payable
WorkflowProvide ability for the Due To agency to acknowledge the rejection of the receivable (invoice) from the Due From agency via Workflow.
1005
Accounts Payable
Workflow Provide ability for the Due From agency to assign an authorized agency user via Workflow if the receivable is determine to be legitimate.
Tracking # Category SubCategory Requirement: The System provides the ability to: Comment
101
Accounts Receivable and Billing
Billing and Invoicing
Create and generate customer bills based on state and/or agency defined criteria (e.g., customer information, events, time periods).
102
Accounts Receivable and Billing
Billing and Invoicing
Generate an invoice document number based upon a unique system-generated number. The unique number should be definable by agency and invoice type.
103
Accounts Receivable and Billing
Billing and Invoicing
Apply an overpayment existing in an account against a new invoice, or create a refund transaction.
104
Accounts Receivable and Billing
Billing and Invoicing
Establish and maintain debts, including principal, interest, and fluctuating interest rates.
105
Accounts Receivable and Billing
Billing and Invoicing
Establish default account distributions for each organizational code and accounts receivable type, with ability to have multiple COA distributions per invoice line.
106
Accounts Receivable and Billing
Billing and Invoicing Allow Agencies to define multiple billing cycles and frequencies.
107
Accounts Receivable and Billing
Billing and Invoicing Create agency specific bills to include agency letterhead.
108
Accounts Receivable and Billing
Billing and Invoicing
Flag invoices for "special handling" (e.g., confidentiality issues) with the ability to enter comments.
109
Accounts Receivable and Billing
Billing and Invoicing
Maintain a master customer file for Accounts Receivable at the Statewide and Agency Level.
110
Accounts Receivable and Billing
Billing and Invoicing
Generate refund transactions (optionally automatic or manually) on a specified refund date to issue a payment to the customer.
111
Accounts Receivable and Billing
Billing and Invoicing
Record collection agent detail information, including but not limited to, Number of phone calls and the dates they were performed, amounts collected on the accounts, address changes, etc.
112
Accounts Receivable and Billing
Billing and Invoicing
Simultaneously create an interagency accounts receivable and payment voucher that reference each other through unique identifiers in the system.
113
Accounts Receivable and Billing
Billing and Invoicing
Support automatic periodic billing cycles to selected customers (e.g., Invoices for license renewals at specified time annually). These recurring invoices can be set up for user-selected time periods and starting and ending dates.
114
Accounts Receivable and Billing
Billing and Invoicing
Support billing and payment processing when multiple entities are payers (i.e., percentage of bill paid by Federal Agency, State Agency, and Local entity).
115
Accounts Receivable and Billing
Billing and Invoicing
Automatically or manually apply late charges (e.g., penalties, interest, etc.) based upon agency defined criteria to the unpaid balance on selected accounts receivable.
116
Accounts Receivable and Billing
Billing and Invoicing
Add fees/fines manually or automatically to receivables at the agency's defined time period.
117
Accounts Receivable and Billing
Billing and Invoicing Automatically or manually assess different fees/fines for debt types.
118
Accounts Receivable and Billing
Billing and Invoicing Calculate interest and fees for past due Accounts Receivable.
119
Accounts Receivable and Billing
Billing and Invoicing Define line items and/or entire bills as taxable or non-taxable.
120
Accounts Receivable and Billing
Billing and Invoicing
Override sales tax on invoices for tax exempt customers for the total invoice or individual line items on the receivable transaction.
Tracking # Category SubCategory Requirement: The System provides the ability to: Comment
201
Accounts Receivable and Billing
Cash ReceiptsAllow deposits to multiple accounts across multiple banks.
202
Accounts Receivable and Billing
Cash Receipts Capture and record the receipt data elements needed to process a transaction including check number, credit card number, payor, date of transaction, etc.
203
Accounts Receivable and Billing
Cash Receipts Allow for processing cash receipts not associated with a specific receivable or billing invoice (e.g., donation).
204
Accounts Receivable and Billing
Cash Receipts Record amounts collected and apply those amounts against outstanding receivables/invoices.
205
Accounts Receivable and Billing
Cash Receipts Allow for clearance processes for previously unidentified receipts held in clearing accounts.
206
Accounts Receivable and Billing
Cash Receipts Allow for deposits not coded to a specific accounting entry to be posted (optionally automatic or manually) to an agency default account.
207
Accounts Receivable and Billing
Cash Receipts Allow agencies to compile receipts into deposits more or less frequently than daily, based on State/agency defined criteria.
208
Accounts Receivable and Billing
Cash Receipts Record pre-payments for service and generate balancing amounts when reconciling revenue collected with specific services provided.
209
Accounts Receivable and Billing
Cash Receipts Select methodology for automatically applying partial payments (for example, applying the payments in line order).
210
Accounts Receivable and Billing
Cash ReceiptsUtilize industry standard scan technologies (e.g. bar coding, OCR, Quick Response (QR) Coding, and/or Radio Frequency Identification (RFID)) for use with scanning checks, remittance advices, etc., to default certain information for remittance, such as customer, bill being paid, amount, default COA elements, etc..
211
Accounts Receivable and Billing
Cash Receipts Apply payments to multiple billing lines, when the payment doesn't match the bill (remittance was total amount of multiple lines, but was directed at only one line).
Tracking # Category SubCategory Requirement: The System provides the ability to: Comment
301
Accounts Receivable and Billing
Customer Maintenance
Track and maintain all relevant customer information including ability to generate a unique customer ID when customer records are added. Customer records can be used statewide with agency specific information included on the customer record.
302
Accounts Receivable and Billing
Customer Maintenance
Automatically check for duplicate customers based on agency defined fields, (e.g. name, address, customer #, drivers license #, taxpayer identification number, system of record reference number).
303
Accounts Receivable and Billing
Customer Maintenance
Merge two different customer records and their associated history.
304
Accounts Receivable and Billing
Customer Maintenance
Reflect hierarchical nature of customers, and consolidate the accounts receivable.(e.g. Agency parent/child relationships).
Tracking # Category SubCategory Requirement: The System provides the ability to: Comment
401
Accounts Receivable and Billing
Inquiry and Reporting
Identify bills to be created, bills created, bills paid (real time by program with drill down capability to bill), refunds up for approval, refunds processed, and refunds that need to be created.
402
Accounts Receivable and Billing
Inquiry and Reporting
Allow for aging analysis of outstanding accounts receivable based upon configurable aging criteria (e.g., 30, 60, 90, 120, and greater than 120 days) between user designated dates.
403
Accounts Receivable and Billing
Inquiry and Reporting
Generate customer billing statements (invoices/bills) with the ability to attach documents, by agency or statewide.
404
Accounts Receivable and Billing
Inquiry and Reporting
Generate various configurable reports, based on any data field within the invoice and all Chart of Account codes.
405
Accounts Receivable and Billing
Inquiry and Reporting
Report annually on accounts receivable claims referred to collections by agency (number of accounts and Dollar amount), and amounts collected.
406
Accounts Receivable and Billing
Inquiry and Reporting Generate a list of eligible offset accounts based on a flexible criteria.
407
Accounts Receivable and Billing
Inquiry and Reporting
Flag (identify) payments received which have been determined to have no match to an invoice ( e.g. prepayments, duplicates).
408
Accounts Receivable and Billing
Inquiry and Reporting
Review account receivables by customer across all accounts receivable types and agencies.
409
Accounts Receivable and Billing
Inquiry and Reporting
View detail and summary level transactions by customer/account, including all receivables transactions, collection activity, account change history, and comments (including date/time stamp and user) on each transaction, account and customer.
410
Accounts Receivable and Billing
Inquiry and Reporting
Produce reconciliation statements showing beginning balance, charges, credits/payments, and a new balance for customer invoices, at user defined dates and date ranges.
Tracking # Category SubCategory Requirement: The System provides the ability to: Comment
501
Accounts Receivable and Billing
Offset Compare scheduled payments against off-set receivable list to identify customers who are eligible for offset by matching Social Security Number or Taxpayer Identification Number, driver's license, FEIN number, State ID number, or VISA number.
502
Accounts Receivable and Billing
Offset Match payables to receivables for offset processing.
503
Accounts Receivable and Billing
Offset Classify receivables and payables by type in order to determine which are qualified to be included in the offset program.
Tracking # Category SubCategory Requirement: The System provides the ability to: Comment
601
Accounts Receivable and Billing
WorkflowNotify the appropriate debtor/vendor of the offset transaction.
602
Accounts Receivable and Billing
WorkflowNotify the appropriate payable agency of the offset transaction.
603
Accounts Receivable and Billing
Workflow Electronically route all relevant AR and Billing transactions (billing approval, write-offs, invoice processing, etc.) for approval or notification based on agency/state defined business rules.
604
Accounts Receivable and Billing
Workflow Trigger a notification to a designated user if a customer receives an allotment reduction and is identified as being active in TOP (invoice specific).
Tracking # Category SubCategory Requirement: System provides the ability to: Comment
101Asset Management
Additions and Maintenance
Maintain detailed property information required to identify, properly account for, and safeguard all assets.
102Asset Management
Additions and Maintenance
Allow other process areas (AP, Purchasing) to auto-populate asset records and properly account for assets.
103Asset Management
Additions and Maintenance
Generate and assign an alphanumeric asset number to a single item or multiple items purchased.
104
Asset Management
Additions and Maintenance
Split asset record entries for identical items and then assign separate property tag / inventory control numbers (e.g., purchase of 20 identical personal computers).
105Asset Management
Additions and Maintenance
Change funding sources (i.e., grants, bonds) after asset is purchased/recorded.
106Asset Management
Additions and Maintenance
Differentiate between leased assets and purchased assets in compliance with GASB 87.
107
Asset Management
Additions and Maintenance
Display escrow balances recorded on a contract that should be included in asset purchase price (e.g., land and buildings).
108Asset Management
Additions and Maintenance
Identify/record all costs associated with the construction or purchase/acquisition of an asset which can be capitalized.
109
Asset Management
Additions and Maintenance
Identify and depreciate improvements associated with an asset, including optional unique identification of improvements associated with specific assets.
110Asset Management
Additions and Maintenance
Generate mass transactions (additions, disposals, transfers, updates) for groups of assets.
111
Asset Management
Additions and Maintenance
Track work in progress information for fixed/capital assets, regardless of whether the project has been completed. This includes assets other than construction (i.e. intangible assets).
112Asset Management
Additions and Maintenance Associate an asset to a position (not a person).
113
Asset Management
Additions and Maintenance
Allow updates to an asset purchased by a grant to be independent of the grant. For example, the asset can continue to be updated after a grant expires.
114Asset Management
Additions and Maintenance Allow for multiple Asset books by Agency.
115Asset Management
Additions and Maintenance
Allow for assets to be added in inventory without being capitalized or subject to depreciation.
Tracking # Category SubCategory Requirement: System provides the ability to: Comment
201Asset Management
Depreciation Establish depreciation methods by asset class type, groups of assets, or individual assets.
202
Asset Management
Depreciation Calculate and allocate depreciation expense based on the recorded funding source or agency-defined COA element or grant (i.e. other than original funding source). Can be multiple distributions per asset.
203
Asset Management
Depreciation Simulate and report on depreciation calculations for individual assets or a group of assets without being required to post the results.
204Asset Management
Depreciation Record an acquisition date and a depreciation start date without the dates having to be the same.
205Asset Management
DepreciationHave allocation tables that can be agency defined to allocate asset cost and depreciation expense.
206Asset Management
DepreciationChange/edit accounting estimates, depreciation method, estimated salvage value, useful life, and asset value basis
Tracking # Category SubCategory Requirement: System provides the ability to: Comment
301
Asset Management
Disposal and Retirement
Allow agencies to dispose of assets by multiple disposition types and generate proper accounting transactions based on disposition type.
302Asset Management
Disposal and Retirement
Split and distribute the proceeds of an asset disposition.
303Asset Management
Disposal and Retirement
Track replacement needs for disposed assets.
304Asset Management
Disposal and Retirement
Flag assets with disposal restrictions and display the restriction message for user handling.
Tracking # Category SubCategory Requirement: System provides the ability to: Comment
401Asset Management
Inquiry and Reporting
Generate a fixed asset register including original amount, accumulated depreciation, etc.
402Asset Management
Inquiry and Reporting
Inquire or report on any field captured within asset management.
403Asset Management
Inquiry and Reporting Produce reports when an adjustment to depreciation is done.
404Asset Management
Inquiry and Reporting
Inquire online or print a report of surplus property, including each item's history.
405
Asset Management
Inquiry and Reporting
Generate standard governmental fixed asset reports and agency defined fixed asset reports in compliance with GASB, (e.g. Statements 34, 42, 51, 87).
406Asset Management
Inquiry and Reporting
Produce a forecast of assets scheduled for replacement, based on user-specified criteria.
407
Asset Management
Inquiry and Reporting
Produce a transaction register audit trail of all changes to assets during a agency defined time period and user defined asset information, such as by asset class type, agency, manufacturer, custodian, location, transaction date, or purchase amount.
408
Asset Management
Inquiry and Reporting
Produce reports for all items grouped by assignment to a specific location assignment or to an individual. (e.g., portable equipment and fixed assets).
409
Asset Management
Inquiry and Reporting
Record, store, and report asset estimated useful life by multiple elements, such as time (years), units of production, mileage, cycles.
410Asset Management
Inquiry and Reporting
Structure and report the parent/child relationships of an asset and their location.
411Asset Management
Inquiry and Reporting
Have an exception report when an employee leaves a position in which an asset was associated.
412Asset Management
Inquiry and Reporting
Query asset data and then extract data into flat file or spreadsheet formats.
413Asset Management
Inquiry and Reporting Produce an asset shell aging report.
Tracking # Category SubCategory Requirement: System provides the ability to: Comment
501Asset Management
Physical Inventory
Create a tag list for physical inventory purposes (including location) with the ability to export to Excel.
Tracking # Category SubCategory Requirement: System provides the ability to: Comment
601
Asset Management
Workflow Enable workflow for asset transaction requiring additional approvals (e.g., disposition of certain assets, write-down of asset values, or as defined by the agency/state).
602
Asset Management
Workflow Submit a property disposal authorization requests form within the system and route the form through proper approval workflows.
602Asset Management
WorkflowCreate a notification of assets that are within a state/agency defined date threshold to be replaced.
Tracking # Category SubCategory Requirement: System provides the ability to:Degree of Fit
ResponseComment
101
Budget Management
Agency Budget Operations
Define the budgets by any element of the Chart of Accounts Code structure and aggregate the results to the appropriation level. (e.g. Fund, Object/Account, Organization, Program).
102
Budget Management
Agency Budget Operations
Have budgetary control fully integrated across all ERP process areas to ensure that all transactions are validated real-time against up-to-date budget totals based on established budgetary controls, as per Chart of Accounts Code structure.
103
Budget Management
Agency Budget Operations
Control budget override capability at the state and/or agency level.
104
Budget Management
Agency Budget Operations
Establish multiple levels of control for changing budgets with different user authority levels required per level of control (e.g., allow agency users to change grant budgets but require central [DFM and SCO] approval to adjust appropriations).
105Budget Management
Agency Budget Operations
Capture the revenue for related budget expenditures/requests and revenue projections at all levels, as per COA structure.
106Budget Management
Agency Budget Operations
Define agency budget controls (e.g. hard stop, warning, no control, etc).
107
Budget Management
Agency Budget Operations Limit budget transfers based on defined criteria (e.g. fixed dollar, percents, caps on
transfers, COA elements, fund types that can be transferred, etc.)
108Budget Management
Agency Budget Operations Monitor actual disbursements relative to estimates, budgets and variances
Tracking # Category SubCategory Requirement: System provides the ability to:Degree of Fit
ResponseComment
201Budget Management
Allocations Allow multiple levels of agency allocation budget (for example, level 1 and level 3 of the organization) within the same organizational branch.
202
Budget Management
Allocations Create separate appropriation allocation and agency allocation budgets with different allocation period frequencies. The sum of the agency allocation budgets cannot exceed the appropriation controls.
203
Budget Management
Allocations Distribute and control the allocation budget based on agency defined allocations.
204
Budget Management
Allocations Separately track original budget, budget adjustment, and budget transfer line items for each agency allocation budget.
205Budget Management
Allocations Establish, maintain, and modify agency allocation budget financial plans at or below the level of appropriation control.
206
Budget Management
AllocationsAllocation balancing to the revised appropriation - for any allocation other than initial appropriation load
207
Budget Management
Allocations Upload from xml or xlsx file, or from other systems
208
Budget Management
Allocations Set limits on the number of filled full-time equivalents (FTE) during the allocation process based on agency defined limits.
209
Budget Management
Allocations Perform an appropriation control validation to ensure that allocations do not exceed the available appropriation and/or cash balance, as per Chart of Accounts Code structure.
Tracking # Category SubCategory Requirement: System provides the ability to:Degree of Fit
ResponseComment
301
Budget Management
Appropriations Establish and maintain multiple years of appropriations with multiple levels of spending control, including the ability to enter the next appropriation year budget before the end of the current appropriation year.
302
Budget Management
Appropriations Distribute the appropriated budget (summary level) and budget adjustments to detail account and Organization levels.
303Budget Management
Appropriations Identify budget that is approved by the legislature for Carry Over, based on legislative approved criteria.
304Budget Management
Appropriations Revert any remaining appropriation balances that are not carried over and generate the appropriate entries as needed.
305Budget Management
Appropriations Separately track original appropriation, appropriation adjustment by type (additions, subtractions, transfers, etc.) for each appropriation.
Tracking # Category SubCategory Requirement: System provides the ability to:Degree of Fit
ResponseComment
401
Budget Management
Budget Development
Maintain unlimited levels of budget revisions/versions by agency, the Governor's office (DFM), and Legislative Budget office (LSO), with the ability to save all previous versions.
402
Budget Management
Budget Development
Classify each budget component by type (e.g. benefit rate changes, new requests, additions, removals, etc.).
403
Budget Management
Budget Development
Classify each budget component as one time or ongoing.
404
Budget Management
Budget Development
Indicate fund source on budget components.
405
Budget Management
Budget Development
Create an agency level/department budget using the current year's appropriation as a beginning point for budget development.
406
Budget Management
Budget Development
Electronically provide budget submission guidance and direction to Agencies, and other subordinate organizations.
407
Budget Management
Budget Development
Have unlimited levels (components) of budgets for budget preparation.
408
Budget Management
Budget Development
Have unlimited tiers of summarization for the budget, by COA elements and organization structure.
409
Budget Management
Budget Development
Perform and save "what if" scenarios (including parameters)/projections, that may span multiple fiscal years, at the agency and statewide levels.
410
Budget Management
Budget Development
Workflow the budget through the multiple levels of approvals and revisions by agency, the Governor's office, and Legislative Budget office.
411Budget Management
Budget Development
Load the appropriation and agency allocation budget into the financial system electronically, with a manual option, once approved.
412Budget Management
Budget Development
Use multiple calculation methodologies for statistical, real, and nominal (revenue and expenditure) account budget forecasting.
413Budget Management
Budget Development Designate the fiscal year for budget versions.
Tracking # Category SubCategory Requirement: System provides the ability to:Degree of Fit
ResponseComment
414Budget Management
Budget Development
Allow written descriptions of budget items at the request, recommendation, and appropriated budget.
415Budget Management
Budget Development Flag items for inclusion in budget publications.
416Budget Management
Budget Development Specify priority order of requested items by agency and at statewide level.
417Budget Management
Budget Development
Include revenue/funding impact of proposed legislation and transfers between funds.
418
Budget Management
Budget Development Use tables for rates associated with certain budget components (benefit %,
overhead, etc.) and have changes update all associated budget components.
Tracking # Category SubCategory Requirement: System provides the ability to:Degree of Fit
ResponseComment
501
Budget Management
Inquiry and Reporting
Have roll up reporting of budget, budget projections, revenue forecasts and budget to actual at any level of the organization structure (e.g., program level to agency to statewide).
502
Budget Management
Inquiry and Reporting
Produce an agency budget status report that reflects encumbrances as well as expenditures. (For example: agency, fund, program component, appropriation budget, unbudgeted reserve, approved budget, encumbrances, expenditures, category, and balances).
503
Budget Management
Inquiry and Reporting
Report on any budget (appropriation, allocation, grant, etc.) for budget to actuals, including, variances, projections and rollups, at any level of the chart of accounts.
504Budget Management
Inquiry and Reporting
Adjust projection rates (for example, 90%, and 100%) and exclude specified obligations from projection.
505Budget Management
Inquiry and Reporting
Compare current year trend analysis with actual data from previous years, either as a report or inquiry.
506Budget Management
Inquiry and Reporting Distinguish between direct and indirect expenditures for reporting and forecasts.
507Budget Management
Inquiry and Reporting
Compare budget versions, i.e. Agency Submission, Governor's recommendation, and Legislative Approved Budget.
508Budget Management
Inquiry and Reporting
Report on spending and/or appropriations by state goal/objective (functional area/sub area).
Tracking # Category SubCategory Requirement: System provides the ability to:Degree of Fit
ResponseComment
601Budget Management
Position Control Prepare a personnel services budget with multiple funding sources on position assignments.
602Budget Management
Position Control Adjust personnel cost projections within the budget scenarios, with position specific calculation rates at an agency specific level.
603Budget Management
Position ControlSet limits on the number of filled full-time equivalents (FTE) by agency.
604
Budget Management
Position Control Calculate, capture and apply personnel cost for positions by any level of the organization structure, with position specific calculation rates at any agency specified level.
Tracking # Category SubCategory Requirement: System provides the ability to:Degree of Fit
ResponseComment
701
Budget Management
Workflow Distribute and receive budget forms via workflow to/from agencies and departments for compilation during budget preparation.
702
Budget Management
Workflow Define workflow processes for the development of budget requests, budget updates, and budget amendments.
Tracking # Category SubCategory Requirement: System provides the ability to: Comment
101Cash Management
BankingMaintain authorized users for all bank accounts, types and sub accounts.
102Cash Management
Banking Use multiple banks with multiple accounts for deposits.
103Cash Management
BankingCalculate daily cash position for all bank accounts utilizing Bank balance information and pending transactions.
104Cash Management
BankingEstablish all bank accounts, account number, QPD status, account type, authorized amount and subaccounts.
Tracking # Category SubCategory Requirement: System provides the ability to: Comment
201Cash Management
Cash Fund Management
Have multiple banking relationships by various organization levels and funds.
202
Cash Management
Cash Fund Management
Automatically perform a system edit which checks the availability of cash for designated transaction types when the transaction is submitted/entered to the system.
203Cash Management
Cash Fund Management
Track and calculate the draw amount based on expenditures and the stored % by day for certain Federal programs
204Cash Management
Cash Fund Management
Allow an agency to draw against a state line of credit when agency cash is insufficient for expenditures.
Tracking # Category SubCategory Requirement: System provides the ability to: Comment
301Cash Management
CMIAComply with all the provisions of the Federal Cash Management Improvement Act (CMIA).
302
Cash Management
CMIA
Calculate and monitor the State's covered CMIA programs to ensure that the draws for covered programs do not occur statewide more than the average # of days as allowed by the program, prior to the payment issuance on an as needed basis.
303Cash Management
CMIA Capture date of State Treasury receipt of Grant funds.
304Cash Management
CMIA Capture the settlement date for payments issued for Grants.
305
Cash Management
CMIA
Calculate the clearance pattern (i.e. the difference between the CMIA grant draw receipt date to the associated CMIA grant expenditure payment settlement date) for a defined period by agency and individual grant.
306
Cash Management
CMIADetermine the number of days between agency payment approval, payment posting, payment issuance, and payment settlement and store for reporting and statistical purposes.
Tracking # Category SubCategory Requirement: System provides the ability to: Comment
401
Cash Management
Data Integration
Accept files in NACHA, EDI, fixed, or comma delimited format and automatically generate information to identify and process all types of returned item data, e.g. ACH, Credit cards, checks.
402
Cash Management
Data Integration
Automatically receive and store electronic deposit information including addenda records in various formats as well as generate information to identify and approve the deposits. Examples of the various formats are: CCD+ (Cash Concentration Disbursement plus Addenda); CTX (Corporate Trade Exchange); and PPD (Prearranged Payment and Deposit).
403Cash Management
Data Integration
Receive daily e-commerce settlement data, parse (by agency), and forward to the appropriate state agency.
Tracking # Category SubCategory Requirement: System provides the ability to: Comment
501
Cash Management
DepositingConsolidate or split an agency's EFT/ACH deposit transactions; assign a single deposit number and agency to consolidated transactions or a separate deposit number and agency to single transactions.
502Cash Management
DepositingManually split deposits between multiple agencies/locations/subaccounts.
503
Cash Management
Depositing
Receive Bank data (BAI) containing deposits made by state agencies into the State's Concentration Depository Account. Identify and store the deposit information in the system and match the deposit to the appropriate accounting entries using a set of defined matching criteria (agency, location, deposit number, amount, etc.).
504Cash Management
DepositingView all deposit information including addenda records online by State Agencies.
505
Cash Management
DepositingIdentify when deposit accounts maintained by the agencies should be included in automated transfer process to the state's main consolidated deposit account.
Tracking # Category SubCategory Requirement: System provides the ability to: Comment
601Cash Management
Inquiry and Reporting
Have variance reports comparing forecasted cash flow with actual cash flows.
602Cash Management
Inquiry and Reporting
Generate flexible cash reporting capabilities based on agency defined fields and frequencies.
603
Cash Management
Inquiry and Reporting
Produce a Cash Flow report organized by unique fund, fund type, and fund group based on the Chart of Account codes for specified date ranges (e.g., monthly, quarterly, and yearly), by agency.
604
Cash Management
Inquiry and Reporting
Produce a daily, monthly, annual or specified date range report that shows the total amount and number of outstanding payments by type for selected chart of account fields.
605
Cash Management
Inquiry and Reporting
Produce an exception report of transactions for non-matched presented warrants listing the warrant number, issued date, presented date, issued amount, payee and presented amount and provide a reason for not matching.
606
Cash Management
Inquiry and Reporting
Produce a monthly report listing warrants that are about to expire (i.e., with warrant date before a user specified period of time) that can be filtered and sorted by chart of account fields, by warrant type, Agency or other user-defined criteria.
607
Cash Management
Inquiry and Reporting
Produce warrant reconciliation reports of manual transactions by chart of account field and warrant type on a daily, monthly, or annual basis or by a specified date range.
Tracking # Category SubCategory Requirement: System provides the ability to: Comment
701Cash Management
InvestingGenerate interest earned for interest bearing accounts (trust accounts), based on average daily balance for the period.
702Cash Management
Investing Generate statements for Trust account holders.
Tracking # Category SubCategory Requirement: System provides the ability to: Comment
801
Cash Management
Issuance Reconciliation
Reconcile payments to bank data by designated fields such as payment id number, payee name, issue date, and amounts.
Tracking # Category SubCategory Requirement: System provides the ability to: Comment
901
Cash Management
Monitor and Forecast Cash Position
Have a cash flow analysis tool that can be utilized to generate cash projections and 'what if' analysis.
902
Cash Management
Monitor and Forecast Cash Position Allow for establishing funds that are exempt from cash available edits.
Tracking # Category SubCategory Requirement: System provides the ability to: Comment
1001Cash Management
Workflow Configure approval Workflow for fund transactions.
1002
Cash Management
WorkflowWorkflow where the agency can request assistance by Treasury to resolve issues such as but not limited to cancelling deposits, making adjustments, characterizing unidentified transactions.
1003Cash Management
WorkflowCreate an approval Workflow so Treasury can approve all banking services.
1004
Cash Management
WorkflowAllow agencies to receive and fill out the Electronic Payment System (EPS) form (containing dropdown options for standardized responses and free form text fields) and return to Treasury via Workflow.
Tracking #Category SubCategory Requirement: System provides the ability to:
Comment
101
Cost Allocation
Statistical Allow for cost allocation based on statistical methods including unlimited statistical entries which may be interfaced into the system, uploaded from spreadsheets, generated by system transactions, or manually entered.
102Cost Allocation
Statistical Add statistical methods as the need arises.
103Cost Allocation
Statistical Carry forward history of statistics and use and/or update for use in the next period.
Tracking #Category SubCategory Requirement: System provides the ability to:
Comment
201
Cost Allocation
Data Capture Modify and store indirect rate(s) set for specific effective date ranges, including statewide cost allocation plan (SWCAP) or agency cost allocation, and applied to all grants/projects for the period of the effective dates, including overhead allocations.
202Cost Allocation
Data Capture Add cost pools as the need arises.
Tracking #Category SubCategory Requirement: System provides the ability to:
Comment
301
Cost Allocation
Calculation and Transaction
Define the sequence and schedule of allocations at the agency level.
302
Cost Allocation
Calculation and Transaction
Allocate expenditures to various chart of account elements by percentage.
303
Cost Allocation
Calculation and Transaction
Apply the allocation percentages across the target COA distributions and create the necessary balanced journal entry for the transaction.
304
Cost Allocation
Calculation and Transaction
Automatically move (step) allocations to another grant or phase when the allocated grant does not allow the charge, based on agency defined criteria.
305
Cost Allocation
Calculation and Transaction
Establish, store, and utilize single and multi-layered cost redistribution matrices to allocate expenditures after their initial posting to various chart of account elements by percentage via journal transfer processing.
306
Cost Allocation
Calculation and Transaction
Maintain a step-down cost allocation methodology.
307
Cost Allocation
Calculation and Transaction
Cross check that each "pool" to be allocated is completely allocated.
308
Cost Allocation
Calculation and Transaction
Run a "pre-check" allocation for review before submitting for final approval.
Tracking #Category SubCategory Requirement: System provides the ability to:
Comment
401
Cost Allocation
Fund Split Perform program income fund split before cost allocation to net expenditures and income. Perform fund splits after cost allocation to move expenditures from undefined fund detail to the federal or state grant fund details, based on the fund split percentage.
Tracking #Category SubCategory Requirement: System provides the ability to:
Comment
501Cost Allocation
Projection Generate estimates of indirect costs for receiving grants (existing and new grants), based on existing statistics.
502Cost Allocation
Projection Perform "what if" modelling using different statistical models for grant allocations.
Tracking #Category SubCategory Requirement: System provides the ability to:
Comment
601Cost Allocation
Inquiry and Reporting
Query/report on all amounts allocated to a grant and trace it back to the original allocating grant.
602Cost Allocation
Inquiry and Reporting
Retain and report on the history of cost pools and statistical measures for any period.
603Cost Allocation
Inquiry and Reporting
Report on cost pools and current statistics as input during the period in which they are accumulated, and historical reporting.
Tracking # Category SubCategory Requirement: Provide Ability to: Comment
101
General Ledger
Chart of Accounts Create a flexible chart of accounts with codes configurable for the State chart of accounts code structure, with effective dating for all segments.
102General Ledger
Chart of Accounts Configure "state level" chart of accounts and multiple "agency level" chart of accounts that roll up to the "state level".
103
General Ledger
Chart of Accounts Have a minimum of 5-level hierarchy for each segment of the chart of accounts. (e.g., fund can be broken down into separate hierarchical levels), with the ability for the structures to be grouped or ungrouped on an agency/state-defined basis into multiple reporting hierarchies.
104General Ledger
Chart of Accounts Effective date when adding, changing, or deactivating any codes of the Chart of Accounts Structure.
105
General Ledger
Chart of AccountsInclude coding reduction technique that allows users to input defined values of coding that expands into numerous accounting codes.
106
General Ledger
Chart of Accounts
Allow a one-to-many relationship (e.g., Agency to Budget Entity or Agency Unique) and/or many-to-many relationship (e.g., Fund or Agency Unique to Category) when creating transaction between Chart of Accounts codes.
107General Ledger
Chart of AccountsLimit the selection and validate against multiple Chart of Accounts codes combinations. (Combination code validation)
Tracking # Category SubCategory Requirement: Provide Ability to: Comment
201
General Ledger
Fund Accounting Simultaneously support multiple basis of accounting for the appropriate fund types, including Cash, Modified Accrual, and Full Accrual basis.
202
General Ledger
Fund Accounting Include current year reorganization functionality by moving and merging all actual, budget, and historical data when an organization is moved any time during the year.
203
General Ledger
Fund Accounting Account for intra/inter-fund transfers of cash in accordance with GAAP and maintain the associated audit trail. Transfers could include loans, advances, intra/inter-fund services provided, and reimbursement transactions.
204
General Ledger
Fund Accounting Have transaction edits at the fund, agency, or division level that permit, warn, or reject transactions for all funds, based on user-defined allowable Chart of Accounts codes combinations.
205
General Ledger
Fund Accounting Record and maintain the following non-financial data for each unique fund including effective date of fund, purpose of fund, source of revenue, fund type, etc.
206
General Ledger
Fund AccountingRecord and maintain a breakdown of fund balance into nonspendable, restricted, committed, assigned, and unassigned (GASB 54).
Tracking # Category SubCategory Requirement: Provide Ability to: Comment
301
General Ledger
Journal Entry Enter journal entries online or in batch, with certain data defaulted based on user profile, with the ability for the end user to customize their journal entry view.
302
General Ledger
Journal Entry Trace (i.e., drill-down) summarized transactions online in the General Ledger back to detail source transactions from other system modules or subsystems within the enterprise system. If the information must be retrieved from these modules or subsystem, it is transparent to the user.
303General Ledger
Journal Entry Support the establishment of business rules (i.e., system edits) for each journal type.
304General Ledger
Journal Entry Determine and process allocations of costs to the General Ledger using a journal entry.
Tracking # Category SubCategory Requirement: Provide Ability to: Comment
401General Ledger
Interfund/Interagency
Create one inter-agency journal transfer capable of recording that transfer to multiple agencies.
402
General Ledger
Interfund/Interagency
Route interagency transfers to a user-specified approval structure for review and either approval or rejection. Transaction will not post until it is approved.
Tracking # Category SubCategory Requirement: Provide Ability to: Comment
501
General Ledger
Closing Perform a soft close after fiscal year end to prevent state agencies from posting in the prior fiscal year after a designated date.
502General Ledger
Closing Perform a soft close for agency defined periods (monthly, quarterly, etc.)
503
General Ledger
Closing Automate year-end close processes (e.g., close nominal accounts to fund balance or fund equity and roll real accounts forward).
504
General Ledger
Closing Maintain multiple fiscal years concurrently, which allows users to post transactions to open fiscal years prior to closing the previous fiscal year (e.g., new fiscal year budget appropriations).
505General Ledger
Closing Close grant and project accounts based on the type of grant and project (e.g., at federal fiscal year end+D21).
506
General Ledger
Closing Have at least 14 user-definable accounting periods per year that can either be used for transacting against financial balances, adjusting periods against financial balances, or adjusting periods that are for memo entries only and do not update financial balances but will be reflected in annual reports.
507General Ledger
Closing Maintain inception-to-date accounting transactions for projects, contracts and grants.
508General Ledger
Closing Initiate the close at the agency level, as well as the state level, based on agency/state defined criteria.
509
General Ledger
ClosingRecord an adjustment for financial statement reporting purposes in the prior fiscal year after agencies' "hard" close but prior to Statewide "final" close. This ability should be limited to authorized users.
Tracking # Category SubCategory Requirement: Provide Ability to: Comment
601General Ledger
CAFR Reporting Generate accrual CAFR and financial statements by year, by agency, or statewide.
602
General Ledger
CAFR ReportingComply with GASB Financial Reporting Standards (e.g., Comprehensive Annual Financial Report) to produce the statements, notes, and other required supplementary information.
603General Ledger
CAFR Reporting Have CAFR publishing tools including ability to create all necessary CAFR information "Print ready" for publishing.
Tracking # Category SubCategory Requirement: Provide Ability to: Comment
701
General Ledger
Workflow Support workflow processes (including system alerts and user work queues) for chart of accounts codes updates and changes (e.g., when a COA change is made, specified users are notified that a change has been made), journal entry approval and processing, and period open and closing activities.
702
General Ledger
Workflow Allow CAFR staff to communicate with agencies during the CAFR process to identify areas for adjustments and additional detail information through workflow.
Tracking # Category SubCategory Requirement: Provide Ability to: Comment
801
General Ledger
Inquiry and Reporting
Retain all data needed to generate all financial reports to meet legislative and management reporting needs as provided by State records retention rules.
802General Ledger
Inquiry and Reporting
Allow non-technical users to generate financial reports on all detailed data for up to a State/Agency defined period.
803General Ledger
Inquiry and Reporting
Have on-line drilldown of journal entries from the General Ledger to the transactional source.
Tracking # Category SubCategory Requirement: System provides the ability to: Comment
101Grants Grant
ManagementAllow identification of grants by multiple agency-defined alphanumeric identifiers.
102Grants Grant
ManagementCreate, define, and update grants by copying existing grant protocols, rules, and templates.
103
Grants Grant Management
Uniquely identify and track each grant subrecipient and all grant-related subrecipient financial activity to support inquiry and reporting of the subrecipient across multiple grants and agencies.
104
Grants Grant Management
Establish/maintain grant activity (e.g. fund split, etc.) at lower levels of detail than grant number (e.g., grant phase or activity within phase) and track financial activity associated with each phase.
105Grants Grant
ManagementProvide validation to Catalog of Federal Domestic Assistance (CFDA) numbers when the Grant falls under CFDA pervue.
106Grants Grant
ManagementHave a unique identifier for grant funding ID, other than CFDA number, for grants not associated with CFDA.
107
Grants Grant Management
Associate very long externally sourced grant numbers (such as federal grant numbers which can be > 30 characters ) with the State generated grant number.
108
Grants Grant Management
Establish parent-child relationships at all grant levels (e.g., grantor to multiple recipients, multiple subrecipients to award).
109Grants Grant
Management Identify by agency which grant data elements are required or optional.
110Grants Grant
ManagementInput/update data describing the proposed grant program during grant application development.
111
Grants Grant Management
Input/update proposed grant elements including cost sharing details, indirect/fringe cost details, program resources, schedules, budget, recipients, subrecipients, etc., during grant application development and grant set up.
112Grants Grant
Management Link multiple grants to a single project.
113Grants Grant
ManagementInput/update and track proposed grant recipient/subrecipient details during grant application development.
114Grants Grant
ManagementCapture actual hours charged for employees, recipients, and sub-recipients by grant/project.
Tracking # Category SubCategory Requirement: System provides the ability to: Comment
201
Grants CMIA Configure the agreed-upon timing of expense eligibility for reimbursement from the United States Department of the Treasury to support Cash Management Improvement Act (CMIA) compliance pursuant to the CMIA Agreement between the State of Idaho and the U.S. Treasury, and designate grants subject to CMIA requirements.
Tracking # Category SubCategory Requirement: System provides the ability to: Comment
301
Grants Data Integration Generate and upload all grant transparency data to internal/external systems as required by Federal Funding and Accountability and Transparency Act (FFATA) and any acts/reporting requirements that supersede it.
302
Grants Data Integration Generate and upload all transparency data to internal/external systems as required by Transparent Idaho and any Acts/reporting requirements that supersede it, except where there are privacy or confidentiality requirements.
303
Grants Data IntegrationInterface with external sources (e.g., cfda.gov, grants.gov, sam.gov, fldfs.com, etc.) to maintain/search online CFDA funding catalogs.
Tracking # Category SubCategory Requirement: System provides the ability to: Comment
401
Grants Document Management
Accept electronic requests for payment (e.g., payment advance, reimbursement, claims) and supporting documentation from grant recipients/subrecipients.
Tracking # Category SubCategory Requirement: System provides the ability to: Comment
501
Grants Grant Accounting
Automatically or manually generate revenue/receivable transactions from grant expenditure data, with required detail as specified by the grant.
502Grants Grant
AccountingCalculate matching fund requirements associated with any grant on an agency-defined basis.
503
Grants Grant Accounting
Prompt or alert users to recognize (realize) grant revenues after grant expenditures have been recorded for a user-specified period of time.
504
Grants Grant Accounting
Allow an option on each grant for an agency to specify grant match by financial, non-financial, and/or non-cash by category and/or activity.
505
Grants Grant Accounting
Automate or manually generate the calculation of drawdown amounts by grant with the ability to adjust amounts prior to posting.
506
Grants Grant Accounting
Recognize revenue only after expenditures have been incurred, if they apply, based on grant requirements. Outstanding receivables will be carried forward at year-end.
507
Grants Grant Accounting
Calculate adjustments to funding sources used for expenditures (direct and indirect) when State funding was temporarily used to cover the non-State share of grant expenditures and the State subsequently receives additional non-State funding.
508Grants Grant
AccountingAccommodate grant year accounting based on grant period of performance.
509Grants Grant
AccountingCalculate percentage and amount of change (e.g., Revenue, Expenditure, Budget) for a period of time.
510Grants Grant
Accounting Close grants independent of state fiscal year.
511
Grants Grant Accounting Comply with the State's Single Audit Act and the Federal Government's
Single Audit Act and cash management legislation.
512Grants Grant
AccountingPrioritize, by funding source, expenditures funded by multiple funding sources/grants.
513Grants Grant
Accounting Record memo and statistical transactions.
Tracking # Category SubCategory Requirement: System provides the ability to: Comment
601
Grants Grant Budget Close-out or carry forward fiscal year appropriation balance(s) by grant, based on the type of appropriation. If the appropriation is continuos for grants/projects, balance(s) are carried forward, and must maintain its original year of appropriation, and a year identifier for each appropriation year.
602
Grants Grant Budget Establish and control grant budgets at varying agency-defined periods, levels, and combinations of classification structure elements. The agency controls the establishment of grant/project rules.
Possible Demo script
603
Grants Grant BudgetEstablish a grant budget that is separate and independent of all other budgets (i.e., appropriation, agency, project, and contract).
604Grants Grant Budget Support annual or multi-year funding allocation process that allows for
expenditures or carry-over of prior year budget.
Tracking # Category SubCategory Requirement: System provides the ability to: Comment
701
Grants Inquiry and Reporting
Inquire and report on grant budget, adjustments, encumbrances, expenditures, transfers out and in, revenue and available budget. The numbers displayed are the same numbers used in the General Ledger and in the subledger.
702
Grants Inquiry and Reporting
Forecast grant payroll expenditures, especially for agencies on a monthly payroll cycle where payroll runs in advance of the pay period close and the federal draw occurs prior to pay period close.
703
Grants Inquiry and Reporting
Track and report grant operations (i.e., budget, expenditures, encumbrances, revenue) over several different periods including state fiscal year, federal fiscal year, multiple-year grant period, and any specified period within the grant period.
704
Grants Inquiry and Reporting Display/report historical summaries with drill down to detailed data for
Revenue, Encumbrance and Expenditure amounts by month, quarter, and year for the life of the grant/subrecipient agreement.
705
Grants Inquiry and Reporting
Establish a state or non-state entity as a grant recipient or subrecipient and capture activity for both types in the Schedule of Expenditures of Federal Awards (SEFA).
706Grants Inquiry and
Reporting Maintain and report statistical information.
707Grants Inquiry and
ReportingProduce the Schedule of Expenditures of Federal Awards (SEFA) including amounts passed through to subrecipients.
708
Grants Inquiry and Reporting Record, store, and report actual expenditures by CFDA Number for a
agency defined time period (e.g., Weekly, Monthly, Quarterly, Yearly, etc.) and identify the expenditures as associated with a Recipient, Subrecipient, or Vendor, and report the assigned State Grant ID/Responsible State Awarding Agency/Recipient/Subrecipient.
709Grants Inquiry and
Reporting Report actual hours charged by grant and grant phase.
710Grants Inquiry and
ReportingTrack grant expenditures to a specific CFDA number when the grant has more than one CFDA number.
711Grants Inquiry and
Reporting Track grant match and project over/under matching requirements.
712Grants Inquiry and
Reporting Track and report on any element of grant applications.
Tracking # Category SubCategory Requirement: System provides the ability to: Comment
801Grants Workflow Enable workflow approvals for agency/state defined grants
management transactions and activities.
802
Grants WorkflowAlert designated users (at user defined time periods) of grant milestones (expiration dates, etc.) and designated transactions.
803 Grants Workflow Workflow creation of grant applications and associated steps.
Tracking # Category Sub Category Requirement: System provides the ability to: Comment
101Projects Project
ManagementRecord and store information on each agreement or contract associated with a project or sub-project.
102Projects Project
ManagementSupport a hierarchy for projects of at least 5 levels (e.g., program, project, sub-project, phase, and activity).
103Projects Project
ManagementInput and maintain project profile to summarize activities and enable activity monitoring.
104Projects Project
ManagementInput project dependencies between tasks with predecessor/successor relationships.
105Projects Project
ManagementLink a project to multiple projects.
106
Projects Project Management
Record and store a Work Breakdown Structure (e.g., Schedule for Phases and activities within each phase including Budget by Phase and/or task) for a project or sub-project.
107Projects Project
ManagementMonitor project progress and milestone accomplishments against a project-specific schedule.
108Projects Project
ManagementClose a project phase without closing out entire project.
109Projects Project
ManagementAttach multiple electronic files (e.g., Word documents, PDF, etc.) to the project record.
110Projects Project Management Record and query historical listings of amendments and renewals on
agreements affecting projects.
111Projects Project Management
Identify, workflow, and manage activities with project dependencies.
112Projects Project Management
Link a project to a grant, or multiple grants.
113Projects Project Management Record and store contractor name(s) per project, subproject, phase, and/or
activity.
114Projects Project Management Record bid amount and final award amount per project.
Tracking # Category Sub Category Requirement: System provides the ability to: Comment
201Projects Project Budgets Budget check all transactions posted to the project, sub-project, or phase for
sufficient budget availability.
202
Projects Project Budgets Establish and maintain a multi-year project budget and budget constraints that is separate and independent of all other budgets (e.g., appropriation, agency, grant, and contract), with multiple funding sources, at all levels of the project.
203Projects Project Budgets Edit encumbrances and expenditures against an agency project budget.
204
Projects Project Budgets Allocate and control the project budget by multiple financial periods (e.g., state fiscal year, federal fiscal year, grant year, calendar year, project period, etc.).
205
Projects Project Budgets Close-out or carry forward fiscal year appropriation balance(s) by project, based on the type of appropriation. If the appropriation is continuos for projects, balance(s) are carried forward, and must maintain its original year of appropriation, and a year identifier for each appropriation year.
206Projects Project Budgets Allow the agency to define budget check errors as warning, or hard stop based
on phase or activity of the project.
Tracking # Category Sub Category Requirement: System provides the ability to: Comment
301Projects Project Accounting Accumulate project costs to facilitate billing for all reimbursable portions of
projects, at the project specific level of elements.
302
Projects Project Accounting Create and store a default billing method for a project, sub-project, grant, sub recipient that will be used in the generation of an invoice for reimbursable costs and subsequent accounts receivable.
303
Projects Project Accounting Allocate and apply direct and indirect costs to projects, apply an indirect cost rate(s) to the direct cost, and allocate costs across multiple projects or sub-projects.
304Projects Project Accounting Prohibit processing of specified project-related transactions based on the
project's status (with override capability).
305
Projects Project Accounting Convert Construction Work In Progress (CWIP) costs (including labor) into a capitalized asset, appropriately adjusting general ledger accounts and updating the asset management module. CWIP costs may span fiscal years.
306Projects Project Accounting Generate transactions to pay out retainage after contract completion.
307Projects Project Accounting Allow input, adjustment, and transfer of costs at the lowest level of account
coding within the project ledger.
308Projects Project Accounting Associate multiple funding sources to multiple sub-projects and phases within
projects.
309
Projects Project Accounting Establish Enterprise/Statewide parent projects and add parent/child relationships for multiple agencies (e.g., tracking natural disaster recovery efforts).
310 Projects Project Accounting Identify inter-agency and intra-agency transactions.311 Projects Project Accounting Allocate and apply direct and indirect costs to projects.312 Projects Project Accounting Track overhead costs that can be charged to a project.
313Projects Project Accounting Input, apply, and store indirect rate(s), basis for rate(s), rate cap(s), and
effective period(s) for rate(s) by Project ID.
314Projects Project Accounting Modify indirect rate(s) and re-apply the adjustment for a specified period on
the project.
315
Projects Project Accounting Record and update both Federal and State project ID's with the ability to associate Federal project IDs with State project IDs in a one to many, many to one, or many to many relationship.
Tracking # Category Sub Category Requirement: System provides the ability to: Comment
401
Projects Inquiry and Reporting
Track and report project budget, expenditures, encumbrances and revenue over multiple periods including state fiscal year, federal fiscal year, multi-year project period, and any specified period within the project period.
402Projects Inquiry and
ReportingPerform federal funds tracking, from receipt to payment from State Treasury, in regard to projects.
403
Projects Inquiry and Reporting Inquire summarized transactions by the project ID for the month, fiscal year,
and life-to-date. Provide user with the ability to drill-down from summary to the detail for each transaction/document/business event.
404
Projects Inquiry and Reporting Have a single online inquiry screen that contains and displays all of the
following: project budget, adjustments, encumbrances, expenditures, revenue, and available budget. The numbers displayed are current and the same balances used by the budget edit program.
Tracking # Category Sub Category Requirement: System provides the ability to: Comment
501Projects Workflow Workflow project activities and transactions as defined by the State and
agencies.
Tracking # Category SubCategory Requirement: The system provides the ability to: Comment
101Travel Travel Authorization Have employees submit an online request for travel authorization
and/or travel advance.
102Travel
Travel Authorization Create an agency/state defined online Moving Authorization Request Form.
Tracking # Category SubCategory Requirement: The system provides the ability to: Comment
201Travel Travel Reimbursement
Default the Chart of Account elements for expenditures based upon the selected travel type and/or traveler's user id.
202Travel Travel Reimbursement
Allow payment to third parties (airlines, hotels, other) and to associate the payment with a specific traveler and voucher.
203
Travel Travel Reimbursement Match costs on the reimbursement request with existing applicable State Contracts and/or the traveler's previously submitted travel authorization form.
204
Travel Travel Reimbursement Reimburse authorized traveler for travel expenses, including applicable per diem rates (based on departure and return dates and times, and meal exclusions), and properly reduce the payment by applicable travel advances.
205Travel
Travel Reimbursement Estimate official map mileage (e.g., intra-city), e.g. Google, DOT website, etc.
206Travel
Travel Reimbursement Have an indicator on travel claim for payment method such as direct bill, P-card, or other eligible forms of payment.
Tracking # Category SubCategory Requirement: The system provides the ability to: Comment
301
Travel Workflow Have the travel transactions (e.g., authorization, advance, reimbursement) routed through defined workflow approvals with notifications to the traveler or supervisors, as appropriate.
302Travel Workflow Allow a user to submit the on-line Moving authorization request form,
and have the form routed through the appropriate approvers.
Tracking # Category SubCategory Requirement: The system provides the ability to: Comment
401
Travel Inquiry and Reporting Identify and report on non-matches between an approved travel authorization and a submitted travel reimbursement request.
402
Travel Inquiry and Reporting Track (e.g., identify, record, inquire, report) travel cost of airfares, car rentals, hotels, etc. by vendor and traveler regardless of method of payment (e.g., PCard, paid by traveler, or direct payment).
403Travel Inquiry and Reporting
Reconcile P-Card travel expenses automatically with reimbursement requests/ payments and report on variances.
Tracking # Category Sub Category Requirement: System provides the ability to: Comment
101Vendor Vendor
MaintenanceShare a statewide vendor file with ability to maintain multiple contacts and locations by agency.
102Vendor Vendor
MaintenanceAccess (e.g., identify, record, inquire, report), and maintain vendor information by TIN, SSN, or other unique identifier.
103
Vendor Vendor Maintenance
Warn if a vendor is already registered. Provide ability to check various fields to view duplication, including but not limited to: TIN, Name, DBA
104Vendor Vendor
MaintenancePlace a vendor on hold and capture a hold reason code, at the state or agency level.
105Vendor Vendor
MaintenanceAttach and remove documents to vendor records.
106Vendor Vendor
MaintenanceAssociate contract awards to each vendor to maintain a list of all contracts awarded to that vendor.
107
Vendor Vendor Maintenance
Identify a vendor as confidential so that no one can view or report on that vendor's information except individuals with proper security.
108Vendor Vendor
MaintenanceMaintain an online audit trail of changes to the vendor master file including date, time, and user.
109Vendor Vendor
MaintenanceTrack changes in vendor names and/or vendor numbers and retain cross-reference history.
110
Vendor Vendor Maintenance
Maintain multiple remittance addresses for vendors and allow selection of different remittance addresses at any time during the payment process.
111Vendor Vendor
MaintenanceAssign a unique account number to each vendor account.
112Vendor Vendor
MaintenanceAllow award of a PO or contract to a vendor only after approval of the vendor account by the state.
113
Vendor Vendor Maintenance
Track and maintain statewide vendor information, including all relevant information needed for the vendor, and have vendor information be agency specific, if needed.
114
Vendor Vendor Maintenance
Automatically track TIN match results from the IRS data exchange and automatically update the Statewide Vendor File and the W9 system of the responses.
115
Vendor Vendor Maintenance
Allow for a vendor with a tax identification number to have multiple locations, to include a separate ordering and remittance address and contact information per location.
116
Vendor Vendor Maintenance Interface the Federal Debarment List, automatically validate the vendor
against this list and update the vendor record as appropriate.
117Vendor Vendor
MaintenanceInterface vendor edits from external systems to update vendor information automatically, when authorized.
118Vendor Vendor
MaintenanceAllow vendors to update information, such as banking information, based on State defined criteria.
119Vendor Vendor
Maintenance Workflow vendor adds and changes, based on the data added or changed.
120Vendor Vendor
Maintenance Control certain vendor data and vendor actions by certain authorized users.
121Vendor Vendor
MaintenanceNotify vendors of certain events and notifications based on vendor profiles and groups.
122Vendor Vendor
MaintenanceDifferentiate contacts and locations between functions (AP, Purchasing, Financial, etc.)