request for proposals erp system software and

INVITATION TO SUBMIT

PROPOSAL

REQUEST FOR PROPOSALS

ERP SYSTEM SOFTWARE AND IMPLEMENTATION SERVICES

PROPOSALS RECEIVED BY : 5:00PM, NOVEMBER 2, 2015

THE COMMISSIONERS OF FRANKLIN COUNTY, KANSAS

COLTON WAYMIRE, CHAIRMAIN

COMMISSIONER RICHARD HOWARD

COMMISIONER ROY DUNN

COMMISSIONER STEVE HARRIS

COMMISSIONER RANDALL RENOUD

JON HOLMES, COUNTY ADMINISTRATOR

FRANKLIN COUNTY, KANSAS

August 14, 2015

Request for Proposals for ERP Software and Related Services

Dear Proposer:

Franklin County is soliciting proposals for ERP software which includes financial,

human resources, budget, purchasing, permitting, inventory and related modules.

The County’s project scope, timeline, critical due dates, and other pertinent details

are contained in this RFP.

All proposals are due in the Administration Office, 1428 S. Main St, Suite 2, Ottawa,

Kansas 66067 no later than 5:00 p.m. on Monday, November 2, 2015.

Thank you for your interest in doing business with Franklin County.

Sincerely,

Dustin Coureton

Information Technology Director

Table of Contents

Part 1 General Information

Part 2 Terms and Conditions

Part 3 Detailed Submittal Requirements

Part 4 Technical Specifications

Part 5 Current Environment

Part 6 Attachments

Part 1 General Information

1.1 INTRODUCTION

Franklin County (the “County”) is soliciting proposals for a comprehensive, integrated Enterprise Resource Planning (ERP) System that not only meets the requirements set forth in this Request for Proposal (RFP), but also is flexible and scalable in order to meet its future business and technology needs. The purpose of the RFP is to provide interested vendors with sufficient information to enable them to propose and submit proposals for application software that will fulfill the specified information processing needs of the County. Proposals also should include detailed installation, maintenance, and training costs. The County seeks proposals from all interested software and implementation services suppliers that have

proven experience in enterprise resource planning (ERP) systems supporting local government (City,

County, etc.). The scope for the system functions includes:

General Ledger/Chart of Accounts Budget Preparation and Budget Control Accounts Payable Project and Grant Accounting Fixed Assets Comprehensive Annual Financial Report Purchasing Bid Management and Vendor Self Service Contract Management Cash Management Miscellaneous Billing and Accounts Receivable Payroll and time keeping Applicant Tracking Employee Self Service Human Resources Content Management Meeting Management Personal Property Leinholder Land Records Motor Vehicle Web Parcel Web Document Oil/Gas Antique/Heavy Truck

The County would like to complete the procurement process no later than December, 2015 and begin system implementation first quarter 2016. Vendors are invited to propose implementation timeframes based upon their experience with similar size local government organizations with a brief explanation of why the proposed implementation approach may be desired by the County.

1.2 BACKGROUND

Demographics

Franklin County is located on the east central area of Kansas. The County has a population of approximately 25,992 (2010 Federal Census). The County has approximately 270 employees and an annual budget of $28,000,000. Project Objectives 1.2.1 The County desires to upgrade and replace its current Financial System and doing so to: improve customer service; improve employee productivity; improve employee satisfaction; improve decision making capabilities; reduce cost (reduction in current costs and avoidance of future costs); improve reporting capabilities and to provide a mechanism to measure achievement (to support decision‐making and analysis). 1.2.2 The County desires to replace the current system with a state‐of‐the‐art solution, embracing best business practices embedded in the software. 1.2.3 The County seeks a vendor that will continually enhance the proposed solution to support industry best practices and requirements for local government. 1.2.4 In general, the County wishes to implement an integrated full‐function solution supported by a single vendor, as opposed to a “best‐of‐breed” approach and multiple vendors. However, the County reserves the right to award as it deems appropriate. 1.2.5 The County wishes to implement the selected solution without compromising its ongoing operations. 1.2.6 The County intends to implement an out‐of‐the‐box software package and to limit the amount of customizations (i.e., changes to source code) made to the base application. 1.2.7 The County prefers a user‐friendly, table‐based software application.

1.2.8

The County seeks an application solution based on a user‐friendly GUI or web‐based user interface.

1.2.9 Functional experts within the County and the County’s IT Department would support the integrated application. 1.2.10 The County seeks a system that includes easy‐to‐use reporting tools, tools that will enable end users to access information stored in a single, integrated relational database for analysis without requiring programmer support. 1.2.11 Key business drivers are an inefficient current environment, sophisticated users lacking adequate technology; and a current technology market existing for government of this size.

The County presently utilizes Thomson Reuters for financial and human resources. The County prefers a

single, integrated ERP solution to the degree that this is possible through a single vendor. Vendors may

propose an integrated, single source solution including their own or a third party product in order to

provide the required functionality. The County will consider all solutions fairly on the basis of overall

functionality, value and cost as further detailed in the section on evaluation criteria.

1.3 Project Scope The specific functional areas under consideration are as follows:

General Ledger/Chart of Accounts Budget Preparation and Budget Control

Accounts PayableProject and Grant AccountingFixed Asset AccountingComprehensive Annual Financial Report Purchasing Bid ManagementContract ManagementCash ManagementMiscellaneous Billing and Accounts ReceivablePayroll and Time KeepingEmployee Self ServiceApplicant TrackingHuman ResourcesContent Management Meeting ManagementPersonal Property

Leinholder Land Records

Motor Vehicle

Web Parcel

Web Document

Oil/Gas

Antique/Heavy Truck

The County intends to limit the amount of customizations (i.e., changes to source code) to the base application. The County seeks a system that includes development tools that will enable the County to meet its future needs without becoming heavily dependent upon programmer consultants. 1.4 GUIDELINES When responding to this RFP, please follow all instructions carefully. Please submit proposal contents according to the outline specified and submit all hard copy and electronic documents according to the instructions. Failure to follow these instructions may be considered an unresponsive proposal and may result in elimination from further consideration. Vendors should take special note of the following:

All sections of the cost matrix spreadsheets supplied with the RFP shall be completed as required by section 3.12.0 of this RFP. The cost matrix spreadsheets are shown in Attachment 2 of Part 6. These forms, not vendor formatted quotes included in the proposal, will be used for identifying the entire proposal costs and special terms.

The County is seeking a contract with a fixed price. Vendors should ensure their implementation plan covers all anticipated costs.

Vendor shall provide a detailed implementation schedule with proposed man hours to be spent on site.

Vendor should specify what training will be provided, the number of trainees allowed and the total cost. Training shall be conducted on‐site.

If the vendor plans to demonstrate a specific product, module, functionality, or service during the selection process, they must include the cost in the proposal quotes.

All functionality identified in the ERP Essential Functionality matrix (Attachment 3 of Part 6 of this RFP) must be included in the costs proposed in response to this RFP. Vendors should provide costs for each customization identified, and identify the specific software module required to meet each business requirement.

In order to achieve a manageable list of functional requirements, the ERP Essential Functionality section is intended to list certain functionalities that are important to the County, and which the County will use to evaluate the responses to the RFP. It is not intended to list every element of functionality that the County would expect any ERP to achieve (e.g. maintain name and addresses of employees in a payroll system).

By virtue of submitting a proposal, interested parties are acknowledging:

1.4.1 This RFP is a request for software and implementation services A software vendor may partner with a firm certified to implement its software. In proposals in which the software vendor is partnering with a separate implementation vendor, a transmittal letter must be submitted stating that the implementation vendor is a certified implementer of the proposed software.

1.4.2 The software firm must be the entity providing the responses to the detailed business requirements (Attachment 3‐Essential ERP Functionality).

1.4.3 The County reserves the right to reject any or all proposals if it determines that select proposals are not responsive to the RFP. It also reserves the right to meet and/or correspond with individual vendors at any time to gather additional information. Furthermore, the County reserves the right to delete or add functionality (i.e., modules) up until the final contract signing.

1.4.4 All third party software solutions proposed as part of this package to meet the functional requirements are subject to the same requirements of this RFP, unless otherwise stated. The primary software vendor will serve as the prime contact for all work related to this RFP.

1.4.5 The County expects to enter into a software licensing agreement and implementation services contract with the prime contractor.

1.4.6 All vendors submitting proposals agree that their pricing is valid for acceptance for a minimum of six months after proposal submission to the County. Pricing must be submitted as a fixed price and shall be broken out as provided in the price proposal section. Proposals which do not submit pricing on a fixed price basis will be eliminated from further consideration. Payment will be tied to agreed upon milestones. Vendors are to provide all work effort needed to meet the detailed functional requirements as part of their proposal. Pricing, once accepted, shall not change during the implementation period.

1.4.7 The County requires that licenses for software be "perpetual" (i.e., the County purchases and retains the license to use the software forever) and of a “fixed” price nature (i.e., license fees, maintenance, and support cost schedule for first five years are presented). Furthermore, vendors must provide a “not‐to‐exceed” maintenance schedule for Years 6‐10 (e.g., 2% escalator per year). 1.4.8 All vendors submitting proposals are encouraged to submit the most competitive proposal possible, as the failure to do so may lead to elimination prior to software demonstrations. When responding to this RFP, please follow all instructions carefully. Please submit proposal contents according to the outline specified and submit all hard copy and electronic documents according to the instructions. Failure to follow these instructions may be considered an unresponsive proposal and may result in immediate elimination from further consideration. 1.5 CONTACT In an effort to maintain fairness in the process, all inquiries concerning this procurement are to be directed only to the County’s Information Technology Director, Dustin Coureton, at the address noted below. Vendors are specifically directed NOT to contact any personnel other than specified personnel identified in this RFP, for meetings, conferences or technical discussions that are related to the RFP. Unauthorized contact may be cause for rejection of the vendor’s RFP response. The decision to select a proposal is solely that of the County.

All communications regarding this RFP process should be directed in writing to:

Dustin Coureton Information Technology Director

Franklin County 1428 S. Main Street Suite 7 Ottawa, Kansas 66067

(785) 229‐3587 (785) 229‐3449 (Fax)

[email protected] 1.6 NEGOTIATIONS For the purpose of obtaining best and final offers the County may, at its sole option, open negotiations with one or more vendors after submission of proposals and prior to award. Vendors are encouraged to submit their best offer in their response. The County specifically reserves the right to award without negotiations based upon written proposals if deemed to be in the County’s best interest. 1.7 PUBLIC RECORD

Information submitted by a vendor in connection with this Request for Proposals shall be subject to public

disclosure after contract award as required under the Kansas Open Records Act.

1.8 INCURRED COSTS Those submitting proposals do so entirely at their expense. There is no expressed or implied obligation by the County to reimburse any individual or firm for any costs incurred in preparing or submitting proposals, for providing additional information when requested by the County or for participating in any selection demonstrations or interviews, including contract negotiations. Furthermore, at their own cost, finalists will be required to complete a detailed Statement of Work that will be part of the implementation contract before contract signing. 1.9 DISCUSSION OF PROPOSALS

The County may conduct discussions with any or all vendors who submit a proposal. Vendors must be available for a presentation at a County location to be named later on specific dates if selected for software demonstrations and/or contract negotiations. 1.10 ASSIGNMENT The vendor may not reassign any award made as the result of this RFP, without prior written consent from the County.

1.11 SUBMISSION REQUIREMENTS Each vendor shall submit its proposal in eight (8) complete bound original and one (1) identical electronic

copies. Submittal shall be in accordance with the requirements on the covered letter and shall be clearly

marked “ERP SYSTEM SOFTWARE AND IMPLEMENTATION SERVICES”

Vendors may submit their proposal any time prior to the opening date and time. The vendor’s name and address as well as a distinct reference to the RFP must be marked clearly on the proposal submission. All proposals are time‐stamped upon receipt and are securely kept, unopened, until the opening date. Proposals may be modified or withdrawn prior to the established opening date by delivering written notice to the County’s Purchasing Agent. Proposals time‐stamped after the due date and time will not be considered. Vendors shall be wholly responsible for the timely delivery of submitted proposals. Vendors shall submit their proposals as detailed in Part 3 with tabs clearly marked with section numbers and titles. The vendor’s name and address must be clearly marked on all copies of the proposal, including the electronic files.

1.12 TENTATIVE PROCUREMENT SCHEDULE

Tentative Procurement and Implementation Schedule

August 14, 2015 RFP Released by the County

October 19, 2015 Last day vendor questions accepted regarding proposal

November 2, 2015 Proposals due to the County

TBD Select vendors for software demonstrations

TBD Software demonstrations

TBD Select short‐listed vendors

TBD Site visits

TBD Best and final offers

TBD Contract negotiations with selected vendor

TBD Complete negotiations and Statement of Work with finalist

Note: Vendor demonstrations are an integral part of the selection process. Vendors that cannot demonstrate their software during the dates prescribed by the County may be eliminated. The agenda for software demonstrations will be distributed to vendors that have been short‐listed for software demonstrations approximately two weeks in advance of the demonstrations. 1.13 PROPOSAL COMMUNICATION Should any vendor find procedural discrepancies, omissions, or ambiguities in this RFP, they should submit a written request for clarification to the County’s Information Technology Director only. The last day to submit a request for clarification is two weeks prior to the deadline for proposals. Answers to questions and clarifications will be posted on the County’s website as an addendum to the bid documents. The issuance of a written addendum is the only official method by which interpretation, clarification or additional information will be given by the County. Only questions answered by formal written addenda will be binding. Oral and other interpretations or clarification will be without legal effect. If it becomes necessary to revise or amend any part of this Request for Proposal, the addendum will be posted on the County’s website. Each vendor shall ensure that they have received all addenda to this RFP before submitting their proposals. The requirements of all the County‐issued addenda to this RFP shall be made part of the agreement between the County and the selected vendor. 1.14 REJECTION The County reserves the right to reject any and all proposals, to waive any formality, informality, information and/or errors in proposals received, to accept or reject any or all of the items in the proposal, and to award the contract in whole or in part and/or negotiate any or all items with individual vendors if it is deemed in the County’s best interest. Moreover, the County reserves the right to make no selection if proposals are deemed to be outside the fiscal constraint or not in the best interests of the County.

1.15 EVALUATION CRITERIA A selection committee will review all proposals received by the opening date and time as part of a documented evaluation process. The County will evaluate vendors according to the following criteria which are listed in order of relative importance:

Responses to County’s functional requirements.

Cost and quality of the proposed software solution, training, and implementation services plan. Cost and quality of the proposed ongoing software maintenance/support services.

Experience, demonstrated performance and financial viability of the vendor, including experience in the public sector and at similar organizations.

Compatibility with County’s technical architecture, standards, and strategy and responses to technical requirements.

Acceptance of and exceptions to the terms & conditions preferred by the County.

Quality, clarity, and responsiveness of the proposal in conformance with instructions

The County reserves the right to determine the suitability of proposals on the basis of all of these

criteria.

1.16 PROJECT GOVERNANCE AND EVALUATION STRUCTURE The County will use the following structure for the management and evaluation of the software and implementation services proposals received in response to this RFP. Proposal Evaluation Team. The Proposal Evaluation Team (the “Evaluation Team”) will include representatives from both the central administrative functions such as Finance, Information Technology, Human Resources, Purchasing, as well as staff members in other County Departments. The Evaluation Team will be responsible for tasks such as evaluating and rating proposals, participating in meetings, attending all software demonstrations, and participating in any other evaluation tasks that may be required, such as site visits. The Evaluation Team members will be responsible for evaluating the quality of the proposed software to assess its ability to meet the County’s business requirements, as well as assessing implementation strategies, prices, and other evaluation criteria. The Evaluation Team’s objective is to make a final vendor recommendation to the Board of Commissioners. End User Team. The End User Team will consist of subject matter experts from the various County departments that have knowledge of specific business processes and are interested in assisting with the evaluation process. The End User Team will support the Evaluation Team during the evaluation process by participating in activities such as software demonstrations. County Project Administrator. The County expects to assign a County Project Manager who will have daily and project term responsibilities to work with the vendor to successfully achieve the project objectives. The County Project Manager shall provide a single point of contact to the successful vendor in the administration of project.

1.17 OVERVIEW OF THE EVALUATION PROCESS The County will use a competitive process which may include short listing a select group of vendors. The County reserves the right to eliminate vendors and proceed with the remaining vendors, and request Best and Finals Offers from any vendors. Selection of the final vendor may include the following steps and factors:

Level 1 (Procurement Requirements Evaluation)

Level 2 (Detailed Proposal Evaluation)

Level 3 (Software Demonstrations and Reference Checks)

Level 4 (Interviews, Customer Site‐Visits)

Level 5 (Final Contract Negotiations)

1.18 AWARD The County reserves the right to award a contract, based on initial offers received from vendors, without discussion and without conducting further negotiations. Under such circumstance, the acceptance of a proposal by the County shall be deemed to be an acceptance of an offer that such acceptance will be binding upon both parties. A proposing offer should therefore be based on the most favorable terms available from a price, business requirements and technical standpoint. The County may also, at its sole discretion, have discussions with those vendors that it deems in its sole discretion to fall within a competitive range. The County may enter into negotiations separately with such vendors. Negotiations may continue with a vendor to whom the County has tentatively selected to award a contract. The County shall not be deemed to have finally selected a vendor until a contract has been successfully negotiated and signed by both parties. Contractual commitments are contingent upon the availability of funds, as evidenced by the issuance of a purchase order. Once awarded, the contract which will include this RFP document and the selected vendor’s response to the RFP will be the final expression of the agreement between the parties and may not be altered, changed, or amended except by mutual agreement, in writing. All contracts are subject to the approval of the County’s legal counsel and Board of Commissioners.

Part 2 Terms and Conditions

GENERAL TERMS AND CONDITIONS 2.1 PREPARATION OF PROPOSALS Proposals shall be submitted on the forms provided and must be signed by the vendor or the vendor’s authorized representative. Vendors should quote on all items appearing in this RFP. Failure to quote on all items may disqualify the proposal. Unless otherwise stated in the Request for Proposals (RFP), the vendor agrees that the proposal shall be deemed open for acceptance for six months subsequent to submittal to Franklin County. Any questions or inquiries must be submitted in writing, and must be received by the Information Technology Director no later than two weeks prior to the deadline for receipt of proposals. Any changes to the Request for Proposals will be posted to the County’s website. The vendor shall not divulge, discuss, or compare this proposal with other vendors and shall not collude with any other vendor or parties to a proposal whatever. By submission of a proposal, each vendor certifies, that in connection with this procurement:

The prices in this proposal have been arrived at independently, without consultation, communication, or agreement with any other vendor; with any competitor; or with any County employee(s) or consultant(s) for the purpose of restricting competition on any matter relating to this proposal.

Unless otherwise required by law, the prices which have been quoted in this proposal have not been knowingly disclosed by the vendor and will not knowingly be disclosed by the vendor prior to award directly or indirectly to any other vendor or to any competitor; and

No attempt has been made or will be made by the vendor to induce any other person or firm to submit or not to submit a proposal for the purpose of restricting competition.

2.2 SUBMISSION OF PROPOSALS Proposals must be submitted as directed in the Request for Proposals, and on the forms provided unless otherwise specified. 2.3 PROPOSAL RESULTS All proposals received shall be considered confidential and not available for public review until after a vendor has been selected. All proposals shall be subject to negotiations prior to the award of a contract.

2.4 LIMITATIONS This Request for Proposals (RFP) does not commit the County to award a contract, to pay any costs incurred in the preparation of a response to this request, or to procure or contract for services or supplies. The County reserves the right to accept or reject any or all proposals received as a result of this request, or to cancel in part or in its entirety this RFP. 2.5 PROPOSAL EVALUATION In an attempt to determine if a vendor is responsible, the County, at its discretion, may obtain technical support from outside sources. Each vendor will agree to fully cooperate with the personnel of such organizations. 2.6 AWARD OF CONTRACT Any agreement entered into by the County shall be in response to the proposal and subsequent discussions. It is the policy of the County that contracts are awarded, among other considerations, only to responsive and responsible vendors. In order to qualify as responsive and responsible, a prospective vendor must meet the following standards as they relate to this request:

Have adequate financial resources for performance or have the ability to obtain such resources as required during performance;

Have the necessary experience, organization, technical and professional qualifications, skills and facilities;

Be able to comply with the proposed or required time of completion or performance schedule;

Have a demonstrated satisfactory record of performance; and

Adhere to the specifications of this proposal and provide all documentation required of this proposal

The vendor selected will be the most qualified and not necessarily the vendor with the lowest price. 2.7 MODIFICATIONS AFTER AWARD The County reserves the right to modify the scope of work as it deems necessary during the course of implementation. The vendor shall notify the County of any additional cost or the reduction in cost related to the changed scope of work prior to proceeding with the scope change. 2.8 CANCELLATION OF AWARD The County reserves the right to cancel the award without liability to the vendor at any time before a contract has been fully executed by all parties and is approved by the County. 2.9 AGREEMENT Vendors shall include with their response their proposed Agreement. This Agreement will be the starting point for negotiations.

2.10 EXECUTION OF AGREEMENT The successful vendor shall sign (execute) the final Agreement incorporating all negotiated terms and scope and return such signed Agreements to the County within ten (10) calendar days from the date mailed or otherwise delivered to the successful bidder. 2.11 APPROVAL OF AGREEMENT Upon receipt of the Contract that has been fully executed by the successful vendor, the County shall complete the execution of the Agreement in accordance with local laws or ordinances and return the fully executed Agreement to the vendor. Delivery of the fully executed Agreement, and a County purchase order, shall constitute a notice to proceed. 2.12 FAILURE TO EXECUTE AGREEMENT Failure of the successful vendor to execute the Agreement within ten (10) calendar days from the date mailed or otherwise delivered to the successful vendor shall be just cause for cancellation of the award. 2.13 DISQUALIFICATION Awards will not be made to any person, firm, or company in default of a contract with Franklin County, any Kansas city or county, the State of Kansas, or the Federal Government. 2.14 OWNERSHIP OF REPORTS All data, materials, plans, reports, and documentation prepared pursuant to any contract between Franklin County and the successful vendor shall belong exclusively to the County. 2.15 SOFTWARE SOURCE CODE The successful proposer shall enter into a software source code escrow agreement which shall include the following provisions: 2.15.1 Software in Escrow: Vendor agrees to maintain a copy of the software source code for the systems which were licensed to the County with an escrow agent, and to list the County as an authorized recipient of this source code in the event that the vendor ceases to do business or breaches its Agreement as described in paragraph 2.22 below. The source code shall be in machine readable form on media specified by the County. The escrow agent shall be responsible for storage and safekeeping of the media. Vendor shall replace the media no less frequently than every six (6) months, to ensure readability and preserve the software at the current revision level. Included within the media shall be all associated documentation to allow County to top load, compile and maintain the software. 2.15.2 Access to Source Code: If the vendor ceases to do business (whether by bankruptcy, insolvency, merger, sale, assignment of assets or any other reason) or ceases support of this project, and does not make adequate provision of continued support of the licensed software, or if the vendor breaches the Agreement, the vendor shall make available to the County the latest available licensed software program source code and related documentation, for the licensed software provided by the vendor; and

the source code and compiler/utilities necessary to maintain the system and related documentation for software developed by third parties, to the extent that the vendor is authorized to disclose such software. In such circumstances, County shall have the right to unlimited internal use of source code and documentation. 2.16 SOFTWARE LICENSE The vendor shall grant the County a perpetual, nontransferable, nonexclusive site license under the terms of this Agreement to use the Application Software on its Network. The County shall have the absolute right to upgrade or replace any equipment in the Network and continue to use the Application Software on the Network. The County shall not be required to pay the vendor any additional licensing fee or other fees as a result of using the Application Software in conjunction with the upgraded or replacement equipment on the Network. The County shall be granted the right to copy the software for archival, backup, or training purposes. All archival and backup copies of the software are subject to the provisions of the license, and all titles, patent numbers, trademarks, and copyright and restricted rights notices shall be reproduced in such copies. The County shall also be permitted to maintain the software on multiple machines for its own use for back‐up purposes. The County will agree not to cause or permit the reverse engineering, disassembly, or de‐compilation of the software. By virtue of the agreement, the County acquires only the right to use the software and does not acquire any rights of ownership. 2.17 SOFTWARE MAINTENANCE FEES The vendor shall waive or discount the software maintenance fee for the first year (since the software is not in production yet). The County will not pay annual maintenance fees in advance of software being accepted. Services provided under ongoing post implementation software maintenance agreements shall include telephone support, and software upgrades for the modules purchased by the County. 2.18 ADDITIONAL USERS AND MODULES The County will require “price protection” for two years from the system acceptance and final payment for additional County users and modules that are listed in the RFP but are not initially purchased. 2.19 TAX The County is exempt from all sales and Federal excise taxes.

2.20 EXCLUSIVITY This contract will be for the goods/services described above; however, this agreement should not be considered exclusive. As deemed necessary, the County reserves the right to obtain these goods/services from any other vendor. 2.21 DELIVERY OF THE PROJECT PLAN AND DESIGN DOCUMENT The project plan and project design document (or other substantively equivalent implementation documents as may be agreed to by the County prior to Agreement signing) are to be delivered within a contractually specified timeframe after contract signing. Non‐ performance in this regard will result in penalties to be defined in contract negotiations 2.22 SEVERABILITY If any of the terms or conditions of this RFP is held to be invalid or unenforceable, it will be construed to have the broadest interpretation which would make it valid and enforceable under such holding. Invalidity or the inability to enforce a term or condition will not affect any of the other RFP terms and conditions. 2.23 EQUAL OPPORTUNITY The vendor shall maintain policies of employment as follows: 2.23.1 The vendor shall not discriminate against any employee or applicant for employment because of race, religion, color, sex, age, disability or national origin. The vendor shall take affirmative action to insure that applicants are employed, and that employees are treated during employment without regard to their race, religion, color, sex or national origin. Such action shall include, but not be limited to, the following: employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The vendor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the policies of non‐discrimination. 2.23.2 The vendor shall, in all solicitations or advertisements for employees placed by them or on their behalf, state that all qualified applicants will receive consideration for employment without regard to race, religion, color, sex or national origin.

Part 3 Detailed Submittal Requirements

GENERAL REQUIREMENTS In order to facilitate the analysis of responses to this RFP, vendors are required to prepare their proposals in accordance with the instructions outlined in this part. Proposals should be prepared as simply as possible and provide a straightforward, concise description of the vendor’s capabilities to satisfy the requirements of the RFP. Emphasis should be concentrated on accuracy, completeness, and clarity of content. All parts, pages, figures, and tables should be numbered and clearly labeled. Vendor responses shall be in the following format and numbered with tabs as shown:

Section Title

Title Page Letter of Transmittal Table of Contents

1.0 Executive Summary 2.0 Scope of Services

3.0 Company Background 4.0 Proposed Application Software and Computing Environment 5.0 Third‐Party Products 6.0 Implementation Plan 7.0 Training 8.0 Maintenance and Support Programs 9.0 Essay Responses 10.0 Responses to Functional/Technical Requirements 11.0 Client References 12.0 Cost Proposal 13.0 Exceptions to the RFP‐Specifications Exception Form 14.0 Required County Documents 15.0 Sample Vendor Documents

Instructions relative to each part of the response to this RFP are defined in the remainder of this section. 3.1.0 EXECUTIVE SUMMARY This part of the response to the RFP should be limited to a brief narrative highlighting the vendor’s proposal. The summary should contain as little technical jargon as possible and should be oriented toward non‐technical personnel. This section should not include cost quotations. Please note that the executive summary should identify the primary contacts for the vendor and any third‐party vendors. 3.2.0 SCOPE OF SERVICES This section of the vendor’s proposal should include a general discussion of the vendor’s understanding of the “overall” project and a summary of the products being proposed.

3.3.0 COMPANY BACKGROUND Vendor must provide the following information about its company so that the County can evaluate the vendor’s stability and ability to support the commitments set forth in response to the RFP. The County, at its option, may require a vendor to provide additional support and/or clarify requested information. Provide this information for the primary vendor and each partner and third‐party team member.

Company Background:

Amount of time the company has been in business.

Most recent audited financial statements.

A brief description of the company size (number of employees, revenues) and organizational structure.

Amount of time and what experience vendor has in the public sector, particularly public sector clients of similar size, complexity and type of business to the County.

Evaluations of the software and/or services firm by industry analysts.

List of any terminated public sector projects. Please disclose the jurisdiction and explain the termination.

Client/User Base:

List of “live” public sector customer installs by name and by state and indicate modules used by these agencies. The number of users should also be included. Please include:

o Clients in Kansas and the midwest regions of the U.S. o Clients of similar size to the County in terms of FTEs, employees, and operating budget

Identify any national or regional user groups.

Identify if your company holds an annual or biannual user conference and typical locations where they are held.

Any material (including letters of support or endorsement from clients) indicative of the vendor’s capabilities.

Business Partnerships and Certifications:

Identify any certifications held by your firm if you are implementing or reselling another vendor’s products.

If partnering, the amount of time the implementer has worked with the software vendor and how many implementations the two parties have completed together.

Provide resumes of key project individuals as well as all expected system implementation staff. The County will reserve the right to request assignment or reassignment of staff at any time during the project.

3.4.0 PROPOSED APPLICATION SOFTWARE AND COMPUTING ENVIRONMENT In addition to providing an overview of the software solution proposed for the County, the vendor must present, in detail, the key features and capabilities of the proposed application software as they relate to the County. In addition to the description, please provide in succinct narrative form (at least one paragraph per item) answers to the following questions (see Part 4 for information on the County’s current technology environment):

Modular Integration: What proposed modules are fully integrated (part of the base software) into the main ERP application? What are the proposed third‐party applications? If there are proposed third‐party applications, explain how are they integrated into the main ERP application (e.g., Do the third‐party applications share security definitions and similar menu structures?) What processes are handled in “real‐time”? What processes require batch processes?

Technology Architecture: When identifying the proposed technical architecture requirements, please identify the optimal configuration, not merely the minimum configuration. Recognizing the County’s stated preferences in Section 4, vendors must include a response for each of the following issues: Hardware Environment: Describe the optimal hardware environment (both clients and servers) required to utilize the proposed software. In the event there is more than one suitable hardware platform, list all options indicating the relative strengths and drawbacks (if any) of each. Network Environment: Describe the optimal network environment required to utilize the proposed software. In the event that there is more than one suitable network configuration, list all options, including the relative strengths and weaknesses (if any) of each. Operating System: Identify the operating system required by the proposed applications software and database management system in the hardware environment recommended above. In the event there is more than one suitable operating system, list all options indicating the relative strengths and drawbacks (if any) of each. Database Platform: The vendor is requested to provide the ideal database platform choices for the proposed software. In the event that there is more than one suitable database platform, please list all options, including the relative strengths and drawbacks (if any) of each. The solution vendor should provide a qualitative discussion regarding the proposed solution’s ability to perform backups irrespective of open records. Software Version: Identify the most current version of the software. Detail the percentage of live customers that are utilizing the proposed version of the software. Please provide a breakdown of customers (by percentage) for each version of the software currently in use. The vendor must provide during implementation the most current version of the software. All known posted and identified fixes to "bugs" within the system must also be applied at time of implementation. Administration/Development Toolsets: What application toolsets are included with the software? What unique programming requirements are there? What tools are available to customize the software (e.g., add fields, create new tables, change menus, etc.)? Security: What security tools are included with the software? How does your application restrict access to the following: administrative tool access, application access, menu access, record access, field access, and querying/reporting access? What is included in the user security profile? How is the security profile defined? Reliance on Best Business Practices/Degree of Process Reengineering Imposed or Required: Please describe in detail the best business practices that are built into your software. How do these practices pertain to County operations in particular? Competitive Advantage: For each module, please describe any competitive advantages of your system which would distinguish your system from the competition.

Workflow Capabilities: How does workflow (electronic routing of documents) in your system operate? How are workflow rules established? How does workflow interface with popular e‐mail programs, such as Microsoft Outlook? Upgrade tools: What is the upgrade frequency? How are patches and fixes deployed? How are patches and fixes applied? How are upgrades applied? What happens to software customizations (e.g., user‐defined tables and fields) during the upgrade? How many versions of the software does your company support? How long does a typical upgrade take to implement, in an organization the size of the County? Reporting and Analysis Tools: What reporting tools are available? What On‐Line Analytical Processing (OLAP) tools are available? Are there any interfaces to Microsoft Office? Do the same security definitions apply to the reporting tools as to the main ERP software? Please provide a list of standard reports, by module, that come “out of the box” with the software. Ongoing Internal Functional and Technical Support: What is the recommended make‐up of the internal (County) functional and technical support team post‐implementation? What is the number of staff and skill set required to adequately maintain the system after the implementation partner has left?

3.5.0 THIRD‐PARTY PRODUCTS To the extent that a third‐party product is required to compensate for functionality that is absent in the solution, the vendor should explicitly state the name of any third‐party products. For each third‐party product, proposals must include a statement surrounding whether the vendor’s contract will encompass the third‐party product and/or whether the County will have to contract on its own for the product. Any third party will be subject to the same requirements as the primary software firm vendor. Finally, the vendor should provide proof that they have access to the third‐party software source code (own or in escrow) and that the vendor has the ability to provide long‐term support for the third‐party software components of their system. To the extent software needs to be developed or significantly modified, in addition to whatever other requirements exist hereunder, the vendor shall so state and explain the extent to which this needs to be done; the ability to deliver on time; and the business partners and capabilities of those who will perform the work.

3.6.0 IMPLEMENTATION PLAN The vendor must provide a detailed plan for implementing the proposed software. The implementation plan MUST include a response to the following questions/issues:

Provide an overview of the implementation plan, as well as the methodology used to install the software.

What is the timeframe for fully implementing the system? If the proposal contains a phased‐approach, provide the specific start and end dates for each phase, as well as listing the modules proposed for each phase. The vendor should provide an implementation plan and schedule, if appropriate, based on their experience implementing their product at firms of similar size and complexity as the County.

Any bug patches or upgrades that occur during the implementation will be the responsibility of the vendor with knowledge transfer to the County’s technology staff. Describe the role of the County and vendor staff for bug and patch applications (if any). Vendors must include in their proposal a detailed Help Desk strategy for the County, both during the implementation, upon “go‐live,” and for the post‐implementation period.

Provide a matrix of “roles and responsibilities” for each major activity contained in the proposed implementation plan.

Detail the vendor’s proposed man hours to be spent on site during implementation broken out by module. Describe the vendor’s commitment to be on‐site during the “go live” period. What is the vendor’s strategy to assist with problems after “go live”.

Describe the methodology and plan for implementing any third party software, if applicable. The methodology shall include the estimated timeframe, overview of phases and milestones, assumptions, and assumed responsibilities.

Confirm that the proposal contains the level of work effort that will be required to provide for the known customizations, modifications, and/or custom reports that the proposal response has indicated as necessary to deliver the functionality. Identify any assumptions related to these items.

Describe the role of the County and vendor staff for interface development. Provide the assumptions related to the work effort estimates for interfaces (e.g., the specific interfaces included in the work effort estimates). Also give a brief description of the interface development process including any special toolsets that will be utilized for the process.

Describe the role of the County and vendor staff for data conversion. Provide the assumptions related to the work effort estimates for data conversion (e.g., amount and type of data to be converted). Also give a brief description of the data conversion process including any special toolsets that will be utilized.

Explain how each of the following types of testing has been addressed in your implementation plan: (a) module testing; (b) integration testing; and (c) stress/load testing.

Provide resumes of the proposed Project Manager.

Proposals should include all modules that the County needs to attain the functionality stated in the detailed business requirements spreadsheets in this RFP (Part 6 ‐Attachment 3‐ Essential ERP Functionality). Furthermore, all consulting hours needed to deliver the business requirements, including customization, configuration, and reporting, must be included in the cost proposal. 3.7.0 TRAINING The vendor must provide a software training overview that includes:

Overview of proposed training plan/strategy, including options for on‐site or off‐site training services, for the project work team, end‐users, and technology personnel.

The role and responsibility of the software and implementation vendor in the design and implementation of the training plan (e.g., development of customized training materials, delivering training to County end‐users).

The role and responsibility of County staff in the design and implementation of the training plan.

The knowledge transfer strategy proposed by the software and/or implementation vendor to prepare County staff to maintain the system and system training programs after it is placed into production.

Descriptions of classes/courses proposed in the training plan. (The vendor should specify the unit of measure for its training (e.g., units, classes, days, etc.) and define the hours associated with these units of measure.)

Use of third‐party training resources. Vendor should identify third party partners that provide training on the use of their application and typical locations where that training is conducted.

3.8.0 MAINTENANCE AND SUPPORT PROGRAMS Specify the nature of any post‐implementation and on‐going support provided by the vendor including:

On‐site, post‐implementation support (e.g., one month of on‐site support after go‐live, on‐site support during initial run of modules, optional “as‐needed” support (7days/week)).

Telephone support (include toll‐free support hotline, hours of operation, availability of 24 x 7 hotline, etc.).

Special plans defining “levels” of customer support (e.g., gold, silver, etc.). Define what level of support is being proposed.

Delivery method of future upgrades and product enhancements including historical frequency of upgrades by module.

Any anticipated mid‐implementation upgrades. If any are planned, the estimated work effort and related costs associated with such tasks should be included in the proposal.

Availability of user groups and their geographic areas as well as user group contact information.

Help Desk, problem reporting and resolution procedures.

Bug fixes and patches.

Support provided for third‐party solutions.

Other support (e.g., on‐site, remote dial‐in, Web site access to patches, fixes and knowledge base).

3.9.0 ESSAY RESPONSES The County has some unique business process needs that must be accommodated in the ERP software. Vendors are required to answer the following questions addressing these requirements (minimum of one paragraph response). These questions may appear again during software presentations and during contract negotiations.

Please describe your system’s data warehouse capabilities. The County desires a database that supports management decision‐making processes that is able to meet the following requirements: ability to update or be updated on a regular basis; ability to contain large amounts of data from multiple systems; report writing tools that allow end users to create ad hoc reports.

Please describe your system’s records management functionality. The County is interested in digital storage and retrieval of permanent historical County records. Many of the existing documents are in hard copy and will need to be scanned, indexed and archived. Please describe the functionality that is contained within your base product offering.

Please describe your system’s capability to track spending. Also indicate the ability of your system to track contractor payments for projects.

3.10.0 RESPONSES TO FUNCTIONAL/TECHNICAL REQUIREMENTS Responses to the detailed business requirements listed in the Attachment 3 of Part 6 of this RFP must be provided in this section of the vendor’s proposal. Vendors are required to use the format provided and add explanatory details as necessary in the “comments” column or in a separate sheet that references the requirement number. The following answer key should be used when responding to the requirements:

F = Fully Provided "Out‐of‐the‐Box” CO = Configuration (table set‐up required; no changes to source code) R = Provided with Reporting Tool

CU = Customization (requiring changes to source code) TP = Third Party Software Required NA = Not Available

Note: Vendors must use only one response code per requirement. Any requirement that is not answered utilizing a single code as outlined above will be treated as a negative/non‐response. The selected software vendor must warrant that the proposed software will conform in all material respects to the requirements and specifications as stated in this RFP. That is, the detailed requirements as stated in this RFP will become part of the software license and implementation services agreements and will be warranted as such. All responses that indicate that functionality is available out‐of‐the‐box, through configuration, customization, or a reporting tool, or through a third‐party product should be included in the costs submitted in this proposal. The cost for any customizations should be broken out by specific requirement and included in the in Section 12.0 of your RFP response. Furthermore, the module necessary to perform that functionality must be included in the scope and cost of this proposal. 3.11.0 CLIENT REFERENCES The County considers references to be important in its decision to award a contract. During the selection process, the County will contact references provided. Vendors must provide a direct client reference contact who was involved in the vendor‐led project. SOFTWARE VENDORS – Software vendors should provide at least five (5) client references that are similar in size and complexity to this procurement and have utilized the proposed system in a comparable computing

environment. (Reference forms are attached to this proposal as Attachment 1 in Part 6.) Submit references for fully completed (live) installations. If a separate implementation firm is being utilized, the references should be for installations that utilized the same implementation firm. THIRD PARTY SOFTWARE FIRMS – Using the forms attached to this RFP (see Attachment 1 Part 6), third‐party software firms addressing particular functionality (e.g., budget preparation software) should provide at least five (5) references that are similar in size and complexity to this procurement and that have been used with the prime enterprise software proposed for this engagement. Submit references for fully completed (live) installations. 3.12.0 COST PROPOSAL As section 12.0 of their response to this RFP, vendors should submit fixed price project costs for software and implementation services. Attachment 2 to this RFP provides the format that vendors must use. Attachment 2 is available as an Excel spreadsheet. The cost proposal must include all costs related to implementing the detailed business requirements in this RFP whether such implementation requires customization to the software or not. The County may award a purchase contract based on initial offers received without discussion of such offers. A vendor’s initial offer should, therefore, be based on the most favorable terms available. The County may, however, hold discussions with those vendors that it deems, in its discretion, to fall within a competitive range. It may also request revised pricing offers from such vendors and make an award and/or conduct negotiations thereafter. Cost schedules must be presented in the spreadsheet format presented in Attachment 2 of this RFP and submitted in Microsoft Excel and in hard copy. The County reserves the right to request cost and scope clarification at any time throughout the selection and negotiation process. Vendors must utilize the cost schedule spreadsheets provided with the RFP. DO NOT use “TBD” (to be determined) or similar annotations in the cells. You may identify costs as a “not‐to‐exceed” amount. Additional comments may be provided in the cost schedule spreadsheets in the designated comment areas. Vendors may not utilize their own standard cost sheets for submitting information. The County will look to the formatted RFP cost spreadsheets for pricing information and descriptions. Vendors must explicitly state what is included in data conversion and interfaces, i.e., reconfirm in cost matrix what files are included in conversion (or not) and what interfaces are included in costs. If the vendor plans to demonstrate a specific product, module, functionality, or service during the selection process, they should include the cost in the proposal quotes. If you choose to reference it as an option and not price it, it must be clearly noted in your proposal response, and clearly and explicitly identified during any demonstration or discussion. Anticipated Number of Users: While it is difficult for the County to envision exactly who will use the system in what manner in an ERP environment, the County currently has between 100 and 150 users. Note that the County is requiring a “site license” arrangement that will allow unlimited concurrent use of the application software by County staff. Employee self service and vendor self service should be included in this license. Anticipated Data Conversions:

The County anticipates that there will be some automated data conversion required by the vendor. The following table estimates the County’s possible data conversion requirements. Note: The County reserves the right to add or delete data to be converted.

System File

General Ledger Chart of Accounts

General Ledger Transaction File

General Ledger Journal Entries

Project Accounting Project Account Segment

Project Accounting Project Transactions

Asset Accounting Fixed Asset file

Accounts Payable Vendor File

Accounts Payable Invoice File

Purchasing Requisition with supporting documents

Purchasing Purchase Order File

Purchasing Vendor Registration File

Payroll Payroll Master File

Human Resources Personnel Transaction and Position Control

Anticipated Interfaces: The County’s ERP system must be able to exchange data with certain existing County systems. The County’s anticipated interfaces are listed below. Note: The County reserves the right to add or delete interfaces from this list. Thomas Reuters Tyler Executime 3.13.0 EXCEPTIONS TO THE RFP All requested information in this RFP must be supplied with the proposal. Vendors may take exception to certain requirements in this RFP. All exceptions shall be clearly identified in this section and the written explanation shall include the scope of the exceptions, the ramifications of the exceptions for the County, and the description of the advantages or disadvantages to the County as a result of such exceptions. The County, at its sole discretion, may reject any exceptions or specifications within the proposal. 3.14.0 REQUIRED COUNTY DOCUMENTS Proposer shall submit the forms outlined in Attachment 4 in this section in Section 14.0 of the RFP Response. These forms include: Proposal Form Non‐Discrimination Statement 3.15.0 SAMPLE DOCUMENTS To establish a complete and competitive proposal, vendors must include sample copies of the following documents:

Sample training manual

Sample user guide

Sample functional, technical and support documentation

Sample software license agreement

Sample maintenance and support agreement

Part 4 Technical Specifications

All vendors responding to an RFP of Franklin County for Information Technology related services must adhere to the following policies:

Applications will authenticate users via the central Active Directory LDAP tree.

The vendor will never destroy production data in any way without written permission from the Franklin County Information Director, the County Administrator, or designee.

The vendor will only modify production data with written permission. Modifications to any production system files, including logs, will be completed by Franklin County Information Technology staff only.

Vendors will be accompanied by Franklin County Information Technology personnel for all work performed within the datacenter.

Vendors will leave a complete set of media and documentation for all applications or hardware installed. The documentation must include, at a minimum and where applicable:

o Database management

o Administration manuals, including performance tuning, user management, backup and recovery, and other common system tasks

o System programming manuals, including the API manual(s)

o User manual

Any database technology used must be Microsoft SQL server and the application must always support at least one prior release version of SQL Server than is most current. In addition:

o The SQL server must also authenticate users by querying our LDAP tree. As of this writing, that technology is known as “Windows Authentication.”

o The principle of least privilege will be used for all SQL logins/users. The “sa” account will not be used or accessed by the vendor or vendor’s application; neither will any logins/users be granted the “sysadmin” fixed server role.

o The application may coexist on database servers with multiple other application databases from other vendors.

The licensing or permission to execute may not be bound to a specific processor or hard drive and instead must be licensed to run on any compatible hardware owned or purchased by Franklin County.

Provisions must exist for custom systems which provide Franklin County continued use of the software or hardware in the event the vendor or manufacturer should go out of business.

A FISMA compliance report should be submitted with the signed proposal. (An internal FISMA compliance study is acceptable. More information can be found at http://csrc.nist.gov/groups/SMA/fisma/index.html)

**Franklin County Information Technology may choose to selectively ignore any one of these requirements as needed.

This information is provided for informational purposes only. Vendors are encouraged to recommend the optimal enterprise technology environment to support its proposed solution.

Part 5 Current Environment

The County will provide detail on key statistics as requested during the RFP process. These include such items as purchase order counts, general ledger accounts, employee accounts and pay schedules, number of pay checks etc. Proposers should request detail on those statistics that they will need in order to prepare a response which will cover the County’s requirements.

Part 6 Attachment Index

Attachment 1: Reference Forms Attachment 2: Proposed Cost Schedule (Note these Schedules are available at the County WEB site in Excel Spreadsheet Format)

Schedule 1: Summary Schedule 2: Vendor’s License Fees and Annual Support/Maintenance Costs Schedule 3: Third Party License Fees and Annual Support/Maintenance Costs Schedule 4 Professional Services – Project Management Schedule 5 Professional Services – Data Conversion Schedule 6 Professional Services – Interfaces Schedule 7 Professional Services – Customization Schedule 8 Professional Services – Configuration Schedule 9: Training Cost Schedule 10: Travel and Other Costs

Attachment 3: Essential ERP Functionality (Note this Attachment is available at the County WEB site in MS‐Excel format) Attachment 4: County Required Forms

Proposal Form Non‐Discrimination Statement

Attachment 5: Software and Maintenance Agreement

Attachment 1 Reference Form

SOFTWARE AND IMPLEMENTATION REFERENCE FORM

Use this form for completion of Section 11.0 of your Response to the RFP

Please provide at least five (5) references for the software that most closely reflect similar consulting

projects to the County’s scope of work which have been completed within the past three (3) years and

have involved the proposed software. These references should be sites at which the software has been

FULLY IMPLEMENTED and is "Live". References where system implementation is not complete will not

suffice for the County’s evaluation purposes. Please use the following format in submitting

references.

GENERAL BACKGROUND

Name of Government or Agency: Phone:

Address:

Government Project Manager: Title:

Service Dates: Software Program/Version:

Summary of Project: Agency’s Operating Budget: Number of Employees:

PROJECT SCOPE

Please indicate (by checking box) functionality installed: (1) General Ledger / (5) Budget Preparation and (9) Human Resources and

Chart of Accounts Budget Control Applicant Tracking (2) Project and Grant (6) Purchasing (10)Work Flow Accounting (3) Capital Asset (7) InventoryManagement (11) Optional other: Accounting (4) Accounts Payable (8) Payroll and Timekeeping (12) Optional other:

PROJECT COST

Hardware Cost $ Implementation Services $

Software Cost $ Government’s Internal Cost (if known) $

Program Interface Cost $ TECHNOLOGY INFORMATION

Hardware Platform:

Database Platform:

Operating System:

Attachment 2

Proposed Cost Schedule

(See Separate Excel Spreadheet)

License Fees and Professional Services: Software License Fees

Vendor Software (Detail on Schedule 2)

Third Party Software (Detail on Schedule 3)

Professional Services:Project Management Services (Detail on Schedule 4)

Conversion Services (Detail on Schedule 5)

Interface Services (Detail on Schedule 6)

Customization Services (Detail on Schedule 7)

Implementation and Configuration Services (Detail on Schedule 8)

Training Services (Detail on Schedule 9)

Travel and Other Costs (Detail on Schedule 10)

Total Fixed Fee for Project ‐$

Software Maintenance & Support (Years 1-5) (Detail on Schedules 2 and 3)

Period:

Year 1 (to commence upon a module being placed in production)

Year 2

Year 3

Year 4

Year 5

Total Maintenance and Support (years 1 through 5) ‐$

Total for Project Fixed Fee plus Maintenance/Support for 5 Years ‐$

%

%

Maximum annual percentage increase for Third Party's Maintenance and

Support for Years 6 through 10. (schedule 3)

Franklin CountyRequest for Proposals for ERP System

Schedule 1Cost Summary

Maximum annual percentage increase for Vendor's Maintenance and Support

for Years 6 through 10. (schedule 2)

Footnote

Reference* Proposed Cost Year 1 Year 2 Year 3 Year 4 Year 5

Software License Fees for Vendor Software:General Ledger/Chart of Accounts $ -$ -$ -$ -$ -$ Budget Preparation and Budget ControlAccounts Payable - - - - - - Project and Grant Accounting - - - - - - Fixed Asset - - - - - - CAFR PurchasingBid Management/E Procurement Vendor Self Service - - - - - - Contract Management - - - - - - Cash ManagementMiscellaneous Billing and Accounts ReceivablePayroll - - - - - - Employee Self ServiceApplicant Tracking - - - - - -

Human Resources

Meeting Management- - - - - -

- - - - - -

- - - - - - Any Additional Modules Required to Implement Functionality: - - - - - -

- - - - - -

- - - - - -

- - - - - -

- - - - - -

- - - - - -

- - - - - -

- - - - - -

Total Vendor Software ‐$ ‐$ ‐$ ‐$ ‐$ ‐$

%Maximum annual percentage increase for Vendor's Maintenance and Support for

Years 6 through 10.

Franklin County, KansasRequest for Proposals for ERP System

Schedule 2Vendor's License Fee Detail/Annual Maintenance and Support Detail

Annual Maintenance and Support

Footnote

Reference* Proposed Cost Year 1 Year 2 Year 3 Year 4 Year 5Software License for Third Party Software:

-$ -$ -$ -$ -$ - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

- - - - - -

- - - - - -

- - - - - -

- - - - - -

Total for Third Party Software ‐$ ‐$ ‐$ ‐$ ‐$ ‐$

Maximum annual percentage increase for Third Party's Maintenance and Support


Schedule 3Third Party License Fee Detail/Annual Maintenance and Support Detail

Annual Maintenance and Support

Project Management Fees (Module Assigned):

Total Proposed

Cost Explanation/CommentGeneral Ledger/Chart of Accounts -$ Budget Preparation and Budget Control - Accounts Payable - Project and Grant Accounting - Fixed Asset - CAFR - Purchasing - Bid Management/E Procurement Vendor Self Service - Contract Management - Cash Management - Miscellaneous Billing and Accounts ReceivablePayroll - Employee Self Service - Applicant Tracking -

Human Resources - Meeting Management -

- - -

-

-

-

-

-

-

-

-

-

Total for Project Management (Module Assigned) ‐$

Project Management Fees (Non-Module Assigned- Lump Sum)

Total Project Management ‐$


Schedule 4Professional Service Fee Detail Project Management

Total Proposed

Cost Explanation/Comment

Conversion Services

Chart of Accounts

Transaction File -

Journal Entries -

Project Account Segment -

Project Transactions -

Fixed Asset file -

Vendor File -

Invoice File -

Requisition with supporting documents -

Purchase Order File -

Vendor Registration File -

Payroll Master File -

Personnel Transaction and Position Control -

- -

- -

-

-

-

-

-

-

-

Total Conversion (assigned to specific files) ‐

Conversion Services (Lump-sum for all other specified conversion needs)

Total Conversion Services ‐$


Schedule 5Professional Service Fee Detail for Data Conversion

Total Proposed

Cost Explanation/Comment

Interface Services-$ - - - - - - - - - - - - - - - - -

-

-

-

-

- Total Interfaces (assigned to specific interfaces)

Interface Services (Lump-sum for all other specified interface needs)

Total Interface Services ‐$


Schedule 6Professional Service Fee Detail for Interfaces*

List Customization Estimates provided in "Vendor Comments" column of ERP Essential Functionality Matrix ‐ RFP Attachment 3 for "CU" coded items

Total Proposed Cost Comment/Explanation

Total Customization ‐


Schedule 7 Professional Service Fee Detail for Customizations

Implementation and Configuration Costs by Module

Total Proposed

Cost Explanation/CommentGeneral Ledger/Chart of Accounts -$ Budget Preparation and Budget Control - Accounts Payable - Project and Grant Accounting - Fixed Asset - CAFR - Purchasing - Bid Management/E Procurement Vendor Self Service - Contract Management

Cash Management - Miscellaneous Billing and Accounts Receivable - Payroll - Employee Self Service - Applicant Tracking -

Human Resources - Meeting Management -

-

Third Party Software:

-

-

-

-

-

-

-

Total Implmtn & Configuration Costs (Allocated to modules) ‐$

Implementation and Configuration Costs (Lump-sum for all other)

Total Implementation and Configuration Costs ‐$

Franklin County, Kansas

Request for Proposals for ERP System

Schedule 8

Implementation and Configuration Services Cost Detail

Training Costs by Module

Number of

Training Days

Average per Day

Total Proposed

Cost Explanation/CommentGeneral Ledger/Chart of Accounts ‐$ Budget Preparation and Budget Control - - ‐ Accounts Payable - - ‐ Project and Grant Accounting - - ‐ Fixed Asset - - ‐ CAFR - - ‐ Purchasing - - ‐ Bid Management/E Procurement Vendor Self Service - - ‐ Contract Management - - ‐ Cash Management - - ‐ Miscellaneous Billing and Accounts Receivable - - ‐ Payroll - - ‐ Employee Self Service - - ‐ Applicant Tracking - - ‐

Human Resources - - ‐ Meeting Management - - ‐

- - ‐ - - ‐

- - ‐

Third Party Software:

- - ‐

- - ‐

- - ‐

- - ‐

- - ‐

- - ‐

- - ‐

- - ‐

- - ‐

- - ‐

Total Training ‐ ‐$


Schedule 9Training Services Cost Detail

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

1718

19

20

21

22

23

24

25

26

27

28

29

30

31

32

33

34

35

36

37

38

39

40

41

42

43

44

45

46

A B C D E F

Unit of MeasureNumber of

Units

Average Cost per

Unit Total Cost Comment/Explanation

Travel Expenses: Transportation Cost (e.g. Airfare) Number of Round‐trips - -$ ‐$

On‐site per diem Number of on‐site man‐days - - ‐

Other travel costs:

- - ‐

- - ‐

- - ‐

- - ‐

- - ‐

- - ‐ Total Travel Cost ‐

Other Costs not Included Elsewhere:Performance and Payment Bond - - ‐$

- - ‐

- - ‐

- - ‐

- - ‐

- - ‐

- - ‐

- - ‐

- - ‐

- - ‐

- - ‐

- - ‐

- - ‐

- - ‐

- - ‐

- - ‐

- - ‐

- - ‐

- - ‐

- - ‐

- - ‐

Total Other Costs ‐

Total Travel and Other Costs ‐$


Schedule 10Travel and Other Cost Detail

Attachment 3

Essential ERP Functionality

(See Separate Excel Attachment) This Attachment 3 represents Franklin County’s elements of ERP Functionally. This Attachment was

purposefully written to concentrate on essential functions that are of unique interest to Franklin County,

and does not attempt to list the common functionality that any ERP would be expected to perform.

The successful vendor will be required to warrant that its ERP will fulfill the functionality described in this

Attachment, as well as, all functionality described in the vendor’s literature or functionality presented in

the software demonstrations.

Vendors are required to use the format provided and add explanatory details as necessary in the

“comments” column or in a separate sheet that references the requirement number. The following

answer key should be used when responding to the requirements:

F = Fully Provided "Out‐of‐the‐Box”

CO = Configuration (table set‐up

required; no changes to source

code)

R = Provided with Reporting Tool

CU = Customization

(requiring changes to source code) TP = Third Party Software Required NA = Not Available

Note: Vendors must use only one response code per requirement. Any requirement that is not

answered utilizing a single code as outlined above will be treated as a negative/non‐response. The selected

software vendor must warrant that the proposed software will conform in all material respects to the

requirements and specifications as stated in this RFP. That is, the detailed requirements as stated in this

RFP will become part of the software license and implementation services agreements and will be

warranted as such.

All responses that indicate that functionality is available out‐of‐the‐box, through configuration,

customization, or a reporting tool, or through a third‐party product should be included in the costs

submitted in this proposal. The cost for any customizations should be broken out by specific

requirement and included in the in Section 12.0 of your RFP response. Furthermore, the module

necessary to perform that functionality must be included in the scope and cost of this proposal.

Proposers must use one code only per requirement. The following answer key must be used when responding to the requirement. (F = Fully provided out of the box, CO = Configuration table set up required no changes to source code, CU= Customization, TP = Third Party Product indicate name of Third Party Product in the comments column, R= provided with reporting tool, NA = not available)

RESPONSEMODULES REQUIRED COMMENTS

FUNCTIONAL REQUIREMENTS ‐ GENERAL1 GENERAL SYSTEM CAPABILITIES:

2The System uses "rule based" configuration options that allows the site to design how the software

will be deployed.

3The staff should be able to adjust common variables, such as codes, tables, report parameters, etc.,

without the services of a professional programmer.

4 The software should have a one‐time, single‐point of data entry to reduce redundant work

5 Software modules should integrate to maximize operator and system efficiency where applicable.

6The software should have an easy to use system for preparing various statistical and analytical

reports.

7 Integrated search capabilities on applicable fields without the use of a secondary application

8The software should provide a look‐up capability for frequently entered information; and, once

selected the information will automatically populate the corresponding data record.

9The software should provide the ability to input, access, and store a user‐defined level of historical

data "on‐line".

10The software should verify the validity of the data being entered into the database by performing

immediate error checking.

11The software should provide the ability for the system manager to identify an individual who last

entered or changed any transaction and the date of that change.

12 The software should allow corrections to be done in the originating module when applicable.

13The software should provide the ability for multiple users to be on the system at the same time and

multiple users to be in the same programs at the same time.

14 The software should be written using a relational database.

15The software should provide the ability to direct output of a data search to a printer upon user

demand.

16 The system should provide the ability for the user to create a PDF format for all reports

17User Experience should be customizable by user. This would include program launch portal, menu's,

reports and browse screens.

18Applicable modules should provide for user defined fields for the master files and input screens.

19System should provide capability to integrate with an applicable Document Management system if

available.

20 System provides the ability to design site specific output forms for applicable modules

21Software should provide a auto schedule capability to run reports at designated times in the future

for applicable modules.

22System should utilize "checklist" within applicable modules so that the system guides user through a

process.

23System should provide a Dashboard view of critical system statuses and key performance indicators

for the organization. The organization should be able to both personalize the dashboard for each of

their users, as well as customize it for their organization's specific metrics of performance.

24System should provide end users when applicable the ability to personalize their own Dashboards by

selecting from a list of components.

25 VENDOR SERVICES

26All applications should provide for future updates and enhancements on a regular basis. Vendor will

note such provisions and identify associated costs.

27The vendor should provide well defined all inclusive migration processes for software releases.

28The vendor should support all modifications made to the system during the installation process in all

future software upgrades.

29Software enhancements provided to other customers should be made available to the clients at no

charge.



FUNCTIONAL REQUIREMENTS ‐ TECHNICAL1 TECHNICAL CAPABILITIES: 2 The system should have a user‐friendly, read‐only data dictionary (for non‐technical users).

3The system should provide the ability to support purging, with appropriate archival and audit

trails, on individual or project specific data from all relevant system modules.

4

The system should provide field level edit checks for transactions during data entry and provide

immediate user feedback, including error messages and possible corrective actions (i.e., warnings

when entering existing SSN, address, etc.)

5The system should provide online documentation and training materials such as context‐specific

help, search capability, Organization‐specific business process documentation and process maps.

6The system should allow authorized users to obtain/update information through self service

applications when applicable.

7The system should support importing and exporting standard desktop office application files to

Microsoft Office suite where applicable.

8The system should provide scheduling capabilities directly with Microsoft Outlook/Exchange,

where applicable.

9 The system should provide integration with Microsoft SharePoint technologies, where applicable.

10 The system should provide all date fields with a century indicator.

11 The system should provide the ability to maintain and update test environments

12 APPLICATION ARCHITECTURE

13The system should provide easy deployment to desktops, either through web‐based technologies

or provide deployment tools to push or pull software to the desktop.

14 The system should provide customizable user interfaces, where applicable.

15 The system should support real time bi‐directional XML web services, where applicable.

16The system should accommodate background (batch) jobs concurrently with online updates,

where applicable.

17The system should provide data and transaction logic validation through the use of centralized or

distributed business rules, where applicable.

18The system should provide support for interprocess communication including, but not limited to,

the following:

19 Attachment of standard object types in an object library

20 Cut and paste capability from data fields and screens to other applications

21 The system should provide the ability to attach imaged documents.

22 The system should provide the ability to attach scanned documents to database objects.

23The system should support mass changes to definable groupings of transactions, where

applicable.

24The system should support effective dating for transactions and table updates, including both

future and retroactive changes, where applicable.

25The system should provide the user with the ability to drill down from a transaction view to the

respective and supporting source record view irrespective of the module containing information.

26 SYSTEM ADMINISTRATION & CUSTOMIZATIONS27 The system should provide user‐defined:



28 Tables

29 Fields

30 Reports

31 Forms

32 Business rules and workflows

33 All application customizations should be retained following any system update.

34 The system should allow administration tasks to be decentralized

35 DATABASE MANAGEMENT SYSTEM36 The system should be optimized for Microsoft SQL Server RDBMS.

37 The system should include application and system configuration tables accessible by all modules.

38 The system should provide for simultaneous access to data by concurrent users.

39 The system should provide the ability to lock database records at a row and field level.

40 The system should provide data modeling, data definition and data dictionary components.

41The system should provide a database that is integrated with all tools supplied for application

development ad hoc database access and ad‐hoc reporting.

42The system should provide standard structured query language (SQL) capabilities for database

queries.

43The system should provide the ability for the administrator to track user behavior as well as

database utilization.

44The system should allow for data replication including but not limited to SQL Server Database

Mirroring and Microsoft Distributed File System (DFS).

45The system should provide documented best practices including but not limited to optimum

database configuration and client maintenance.

46 NETWORK AND OPERATING ENVIRONMENT47 System should be supported on Microsoft Windows Server operating systems.

48 The system should support industry standard virtualization platforms.

49The system should provide the ability to copy and/or archive data to external storage media

(e.g., tape, CD‐ROM) based on user‐defined selection criteria and times.

50The system should provide the ability to maintain multiple operating environments for

development, test, training and production.

51 SECURITY

52The system should display the last date and time the user logged onto the system at the time of

logon.

53 The system should use single sign‐on (SSO) with Microsoft Active Directory.

54 The system should allow an administrator to suspend a user ID from further use.

55 The system should allow an administrator to suspend all user access when a user is terminated.

56 The system should time out or suspend users after a period of time of being idle.

57 The system should restrict access to the file containing security parameters.

58The system should allow an administrator to add and modify user security information using

online screens with immediate profile update.

59The system should record in the system who changes security profiles and when changes are

made (user name, date and time stamp).



60The system should assign application access rights across entire suite of applications at a single

point of entry.

61The system should support a decentralized security administration function by component and

business unit

62The system should provide summarized and detailed reports on user access, usage and audit

logs, etc.

63The system should utilize a role‐based security system allowing an unlimited number of roles to

be assigned to each user.

64 BACKUP AND RESTORE CAPABILITIES:

65The system should provide full recovery and backup capabilities for all online and batch

transactions.

66The system should provide the ability to restore applicable transactions from the database

transaction log.

67 REPORTING68 The system should generate charts and graphs based on report data within the system.

69 The system should generate reports directly to HTML or PDF formats.

70The system should provide the ability to view previously generated reports by all users or by

specific users.

71 The system should schedule applicable reports to run automatically.

72 The system should allow for reporting by exception.

73The system should allow print preview of all reports before printing and have print screen

functionality.

74 The system should utilize electronic spreadsheets to:75 Download information from the application

76The system should provide for the following types of custom report writing tools that will use the application established security at the database level:

77 User‐friendly end‐user report‐writer

78 Graphical report‐writer

79The system should support integration with industry leading third‐party reporting tools such as

SAP Business Objects / Crystal Reports and Microsoft SQL Server Reporting Services.

80 WORKFLOW81 The system should provide best practice workflow templates.

82The system should provide multiple approval paths based on item to be routed, where

applicable.

83 The system should provide automated approval notification where applicable.

84 The system should provide the ability for a designated user to override particular workflow step.

85 The system should provide the ability to create custom workflows based on rules based tools.

86The system should provide the ability to track documents submitted for approval and review

with a time/date stamp.

87 The system should allow for workflow management and approval hierarchies.



FUNCTIONAL REQUIREMENTS ‐ GENERAL LEDGER1 GENERAL PROGRAM CAPABILITIES: ‐

2The software should provide a means to reduce costs and burdens of complying with Federal, State, and other grant regulations by serving as a basis for satisfying standardized reporting and auditing requirements.

3

The software should provide a central inquiry program that provides an Accounts view that

indicates the type account type is balance sheet, expense, or revenue. The Status of the account

and whether it is a multi‐year account. This view should also display a bar graph of the debits,

credits, and overall account level. Finally, this view should allow a user to drill down to budget

history for the account.

4The software should provide a central inquiry program with the ability to filter on Accounts,

Account Segments, Budget, and/or Trial Balance.

5 The software should track the user of each transaction.

6

The software should comply with financial accounting and reporting standards set forth in the National Committee of Governmental Accounting (NCGA) publication, ʺGovernment Auditing and Financial Reportingʺ (GAAFR) and pronouncements by the Government Accounting Standards Board (GASB).

7The software should support accounting process functions that are required to maintain various fund types, individual funds and account groups, such as special revenue funds, fiduciary funds, etc.

8The software should provide a complete system of encumbrance accounting supported by open purchase order tracking.

9The software should process financial information using a modified accrual basis of accounting for the following type of funds:

10 General11 Special Revenue12 Capital Projects13 Debt Service14 Agency15 Expandable Trust16 Other

17The software should provide the ability to specify all major system variables, e.g., chart of accounts, report definition, and processing parameters, through system administration‐maintainable tables.

18The software should support task alerts; when a user logs in, the system should automatically display the responsibilities, such as report approvals, budgeting, P.O. approval, etc., that need attention for the day, week, month, based on user‐defined preferences.

19 The software should support flexible, organization‐defined chart of accounts structure. The account # should be at least 40 characters in length and have at least 8 user definable segments

20 The software should provide consolidation codes for cross‐organization consolidating reports.21 The software should support unlimited historical data.22 The software should support organization‐defined fiscal year, which can vary by fund.



23The software should provide comprehensive inquiry option with drill down capabilities to the user to access summary information or detail information as needed.

24The software should provide access to other modules from the General Ledger inquiry and to

view the source information for each transaction. For example, a user should be able to drill

down to a specific Purchase Order or Vendor Check.

25 The software should allow for easy access to transaction inquiry, including access to the actual

check, invoice, or purchase order image using the Vendor's Document Management system.

26The software should support multiple fiscal year‐end purchase order options including, but not limited to: void, carryover or carryover with re‐appropriation.

27The software should support a multiple department organizational structure (within a fund and for all funds).

28The software should support cross‐department and cross‐fund functional account analysis detailing inter‐fund transactions with specific due‐to and due‐from and transfer‐in and transfer‐out, and maintain detailed record of outstanding due‐to and due‐from.

29The software should provide comparative financial information, including comparisons of current information with the same period last year, YTD last year, financial position at the end of last year, current operating budget, and with an annual finance plan (budget allocations).

30The software should calculate and present amount expended for each account as a percentage of annual budget, including open encumbrances and YTD expenditures.

31The software should allow authorized users to select certain information from the general ledger to prepare special one‐time or recurring financial analyses.

32The software should have the option to store financial transactions in a temporary hold status until approved for posting to the general ledger by accounting personnel.

33 The software should support pre‐closing and post‐closing trial balances to allow the user to review account balances, including current period transactions, before posting and after posting.

34 The software should allow for multiple months and fiscal years to remain open simultaneously.

35The software should summarize and list on screen, or printed copy, in detail all inter‐fund ʺdue‐toʺ and ʺdue‐fromʺ transactions.

36The software should track anticipated cash receipt and disbursement activity by integrating with other applications.

37 The software should accommodate a single or multiple bank account system.

38The software should have security to restrict a user to certain accounts in each application, which could vary by application.

39The software should have security to authorize a user to override the budget and where this can be done.

40The software should have security to authorize a user to approve requisitions and/or POʹs and/or invoices.

41The software should accumulate and report financial information for a particular fund by department (specific function or service) and by defined service levels.



42The software should support creating budgets versus actual inquiry by organization, with next

and last year's capability.

43 The software should support wild card searches of G/L transaction descriptions.

44The software should allow for vendor inquiry by either name, vendor number, social security number, or Federal I.D.

45 The software should authorization approvals by different levels of management and dollars.

46The software should support default report selections, which are saved by user, so they can view how a job was processed during a previous selection.

47 Ability to provide for the maintenance of separate funds, each of which is a self‐balancing set of accounts with all fund records being processed simultaneously by the common system.

48 Ability to accommodate real‐time on‐line inquiry capability for the following items:49 Beginning Budget Balance50 Year‐to‐Date Budget Activity51 Current Budget Balance52 Unspent/Remaining Budget Balance53 Beginning Transaction Balance54 Year‐to‐Date Transaction Activity55 Current Transaction Balance56 Beginning Encumbrance Balance57 Year‐to‐date Encumbrance Activity58 Current Encumbrance Balance59 Ability to require that all transactions are two‐sided and balanced.

60 Ability to drill down from summary account totals to the underlying detailed transactions.61 Ability to accommodate multiple fiscal year calendars.62 Ability of the system to support workflow for General Journal Approvals.

63Ability to limit access to general ledger data by any element in the chart of accounts based upon security set‐up.

64Ability to query a range of user‐specified account numbers for any date and/or period range, with appropriate security control.

65Ability to accommodate any electronic document, including images, as an attachment to transactions.

66 Ability to accommodate the pooled cash method.

67 Ability to accommodate elements that are numeric.

68 Ability to designate each general ledger account by a user‐definable ʺaccount typeʺ as follows:69 Asset account70 Liability account71 Fund equity account72 Interfund account73 Revenue account



74 Expense or expenditure account75 Project/Grant

76Ability for segments of the Chart of Accounts to be grouped on a user‐defined basis into multiple reporting hierarchies.

77 Ability to share accounts across multiple years (i.e., project and grant accounts).

78Ability to add G/L account numbers for next year's budget and restrict access until budget is

approved.

79 Ability to allow for filtering of the chart of accounts.80 Ability to print information displayed on the screen.81 Ability to add accounts in an active or inactive status at any time throughout the year.

82Ability to ʺhardʺ deactivate an existing account as long as there are no transactions in the current fiscal year.

83Ability to prevent deletion of an account with activity in any period of the current year.

84Ability to allow user, with appropriate security to make mass deletions of accounts with no history.

85 Ability to allow user, with appropriate security to make mass account changes and keep history.

86 Ability to sort, query, or view any element of the chart of accounts by its text description.

87Ability to provide a hierarchical structure that groups projects across departments for entity ‐ wide reporting purposes.

88 JOURNAL POSTINGS

89Ability to accept both standard and recurring journal entries, with both the amount and account recurring.

90Ability to accept both recurring journal entries and annual renewals with only default account information, with entry allowed for the amounts.

91 Ability to drill‐down from within the journal entry screen.

92 Ability to accommodate reversing journal entries.

93Ability to post journal entries through batch processing or real time transactions with work flow approval.

94Ability to allow the user to look up the chart of accounts on the screen as a reference during journal entry and to select the account.

95 Ability to provide for budget control by checking available funds before posting.96 Ability to make adjustments to budget, transaction, and encumbrance balances through the use of 97 Ability to have an unlimited number of lines in any part of the journal entry.

98Ability when entering journal voucher to view the multiple entries within the journal transaction on one screen.

99 Ability to enter journal entries for multiple departments and funds under one journal header.100 Ability to provide default data within journal fields (e.g., year, date, period).

101 Ability to have a description field of a user‐defined length for each line in the journal entry. 102 Ability to validate field values within the journal entry screen.



103Ability to highlight errors on the screen for immediate correction (online, immediate validity checks).

104Ability to accommodate the following correction options, at a minimum, for journal entry errors:

105 Delete the pending journal entry106 Change/edit the journal entry107 Ability to view pending transactions before posting, with appropriate security.108 Ability to reverse a group of journal entries in the current reporting period.109 Ability to provide descriptive error messages.

110Ability to create a journal entry using a previously entered journal entry as a template (copy functionality).

111Ability to accommodate interfund transactions in accordance with GAAP and maintain an audit trail.

112Ability to automatically generate an interfund transfer when needed and initiate the appropriate approval path.

113 Ability to automatically create due‐to/due‐from entries for interfund transfer transactions.

114 Ability for one department to process a payment within the same fund to another department for goods or services rendered (with multiple revenue and expense codes) without issuing a check.

115 Ability to ensure due to/due from and transfer in/transfer out balances across funds.

116Ability to input journal entries as a correction or adjustment to prior accounting periods with security.

117Ability to support accrual journal entries, which can (optionally) automatically reverse themselves on user‐specified dates in the following period.

118Ability to adjust, supplement, or reduce existing pre‐encumbrances and encumbrances, maintaining an audit trail of all adjustments.

119 CLOSING & ADJUSTMENTS120 Carry forward all encumbrances

121 Cancel blanket purchase orders

122 Ability to encumber payroll at year‐end.123 Ability to perform monthly and year‐end closings on a site level.124 Ability to reopen a closed period multiple times.125 Ability to hold a period or fiscal year open before closing.

126 Ability to have more than one period open.127 Ability to have more than one fiscal year open.

128Ability to initiate year‐end processing at any point in time after the end of the fiscal year (i.e., doesnʹt have to occur on last day or on any particular day).

129 Ability to make post‐closing adjustments at any point during the closing period.

130Ability to close all selected open purchase orders/encumbrances and requisitions/pre‐encumbrances with user‐defined parameters at year‐end.

131 Ability to define closing periods and period closing dates.

132Ability to prevent transactions from being processed in closed prior years and unopened future years.



133 Ability to reopen a closed period for transaction processing with appropriate security.134 REPORTS

135 Ability to produce ad‐hoc reports using a report writer (i.e., SQL Server Reporting Services)

136Ability to produce charts, highlight figures, create tables using the ad‐hoc report writer.

137Ability to provide security for ad‐hoc report writer to ensure only users with permissions can

access appropriate information.

138 Ability to copy existing reports to new report titles for modification to a new report.139 Ability to create PDF files or HTML links.140 Ability to schedule reports for regular production (i.e., monthly, bi‐weekly, etc.).141 Ability for scheduled reports to be emailed to a user.142 Ability to export queries to popular desktop applications (i.e., Word, Excel).

143Ability to produce trend reports along with key performance indicators using pre‐built Excel Data

Cubes.

144 Account history145 Detailed transaction journal146 Budget journal147 Budget to Actual Expenditures (for any user‐defined date or period range)148 Budget to Actual Revenue Estimates (for any user‐defined date or period range)

149Department Budget (including both actual and budgeted amounts) for any user‐defined date or period range

150 Trial Balance151 Balance Sheet152 Statement of Revenues, Expenditures and Changes in Fund Balance by Fund Type

153 Encumbrance listings by Department & Fund, showing liquidations & remaining balance154 Chart of Accounts

155Ability to sort queries and reports based on any element (e.g., date range, period range, individual account number, account number range, etc.).

156Ability to produce combined financial statements by fund, a select group of funds, or in total for all funds.

157Ability to print budget‐to‐actual comparison reports at any level of the account number for any user‐defined date or accounting period range.

158 Ability to accommodate the following query and report options:159 Print all lines160 Drop accounts with all zero columns161 Drop detail lines below last sub‐total line162 Ability to search for and report on a range of account numbers.163 Ability to search for and report on types of accounts.

164Ability to summarize individual line‐item accounts into groups of accounts for use in financial

reporting based on user‐defined criteria.

165Ability to support online inquiry to account balances, available funds, and to detail posted transactions.



166Ability to run reports by various accounting methods (i.e., cash, accrual, modified accrual, GAAP).

167Ability to maintain a history of all G/L entries and to produce detailed transaction reports to provide an appropriate audit trail.

168 Ability to comply with GASB 34 financial reporting.

169Ability to filter, search, and report month‐to‐date, period‐to‐date, and year‐to‐date budget, estimated revenue, expenditures, revenue, pre‐encumbrances, and encumbrances by any segment in the chart of accounts.


RESPONSEMODULES REQUIRED

COMMENTS

FUNCTIONAL REQUIREMENTS ‐ BUDGET 1 GENERAL PROGRAM CAPABILITIES: ‐

2 The software should bring current year's budget forward to develop a base date for preparing the new year's

budget.

3The software should prepare performance budget with quantification of departmental services.

4 The software should increase or decrease line item budgets by either a fixed or variable percentage globally or

by department for both revenue and expenditure items.

5 The software should maintain an annual or monthly budget.

6 The software should support requested, recommended, and approved budget amounts.

7 The software should accommodate budget requests at reduced, current, and expanded levels.

8 The software should modify planned budget for an account and automatically update department and fund

totals with appropriate amendment or commission approval.

9 The software should retain initial and amended budget data in file.

10The software should generate an ad hoc basis budget worksheet to distribute to departments for use as

computer turnaround documents, to provide input budget information remotely or to allow online budget

worksheets.

11 The software should report actual revenue and expenditures against approved annual and allotted budget

during the year.

12 The software should record and track budget amendments during the year with resolution references.

13 The software should allow online status inquiry for department to retrieve up‐to‐date detail account status,

including revenues, expenditures and encumbrances.

14 The software should allow organizations to define a minimum of 5 budget levels needed and name them.

15 The software should support budgeting for current or next fiscal year.

16 The software should provide access to GL inquiry from the online budget worksheets.

17 The software should provide multiple methods for projecting the starting budget, from detail transactions, zero

budget or working with last years adopted, amended and actual x a percent.

18The software should provide "estimated" and "locked" projections for department heads to enter actual figures.

19 The software should support distributing annual budgets to monthly figures by multiple methods including

evenly or by defined percent.

20The software should allow users to enter or attach narrative justifications at the account or department level.

21The software should allow users to define their budget reports by choosing information from the last three

years adopted, amended and actual figures; the software should support user‐defined budget levels or

projections for up to five years in the future.

22 The ability to provide 5 year budgeting to comply with GASB 34

23 The ability to export and import budget to desktop tools (Excel/Word). The software should have seamless

integration with Excel/Word for the Budgeting process.

24 Ability to control budget by all elements in the chart of accounts.

25 Ability to accommodate multi‐year budget control.



COMMENTS

26 Ability to specify the appropriate category level and/or function for each account.

27 Ability to accommodate pre‐encumbrance control based upon funds availability.

28 Ability to accommodate encumbrance control.

29 Ability to validate pre‐encumbrances, encumbrances, and expenditures against the appropriation budget.

30 Ability to support budgetary allotments by month, quarter, year.

31 Ability to set up "uncontrolled" or tracked budgets (i.e., salary).

32 Ability to notify specified users when uncontrolled factors are being used

33 Ability to validate field values within the budget entry screen.

34Departments site wide can access budget information on an inquiry basis for their unit, with authorized users

only being able to make changes.

35Security features are robust to control the "views", "changes" and "approvals" by different organizational units.

36Reports are capable of including data for the prior year actual, current budget, current year‐to‐date actual,

current year projections, and future year proposed. Reports should be able to include up to 3 years in the past

and 3 years in the future.

37 Ability to accept entry of budget requests at all organizational levels based on user authorization.

38 Ability to restrict access to confidential data by user.

39 Ability to prohibit multiple users from updating the same record simultaneously.

40 Ability to provide department budgets (separate from the appropriation budget), used to control budgets at a

lower or different level of detail than the appropriation budget

41Ability to ensure that all transactions using or affecting budget authority (appropriation, grant, project,

department) are validated online, real‐time against up‐to‐date budget totals based on established budgetary

controls.

42 Ability to provide multiple levels of controls for department budgets.

43 Ability to provide different workflow and approval rules by department.

44 Ability to provide separate data entry for appropriation and department budgets and budget transactions.

45 Ability to track original budget, budget adjustment, and budget transfer line items for each line item and

appropriation.

46 Ability to prevent department level users from updating budget information after it has been submitted or as of

a specific cut‐off date.

47 Ability to receive data from and export data to spreadsheet (Excel).

48 Ability to budget by quantity and unit cost, rather than total amount.

49 Ability to route proposed budget through Purchasing for unit costing.

50 Ability to track, through an audit trail, every movement of the departmental worksheets.

51 Ability to easily identify when viewing a department budget whether or not it has been submitted to the Budget

Office.

52 Ability to summarize or roll up department/division worksheets into department budgets.

53 Ability to roll up department worksheets into site‐wide master budget at various user‐defined levels.

54 Ability for the Budget Office to view progress by departments in budget preparation.

55 Departments have access to view progress by sub‐units as defined by the user.

56 Ability to "lock" (prevent other changes to that budget version) budgets at any phase of the budget, including

after submission by departments.

57 Ability to unlock a frozen budget with the appropriate security control at the department level unless it has

already been submitted to the Budget Office.



COMMENTS

58 Ability to develop both detail budgets, at any level of the chart of accounts, and summary budgets in a

distributed environment.

59 Ability to provide for data entry into multiple budget versions during budget preparation.

60 Ability to allow entering, storing, and reporting performance data linked to programs and program budgets,

including performance measures and results, and associate these with financial data.

61 Ability to record budget credits (negative numbers).

62 Ability to indicate, by line item, one time expenditures in the budget "issues."

63 Ability to allow users the option of including multi‐line text in budget issues for justification purposes (e.g.,

contractuals increased because of bargaining agreements).

64 Ability for user to list budget issues at any level in the hierarchical structure.

65 Ability to process and maintain all budget iterations, from Department request to Budget Office Proposed to

final Adopted Budget.

66 Ability to record various "review" dates (e.g., departmental review, Budget Office review, Finance Committee

review, etc.)

67 Ability to compare budget versions to demonstrate cost changes that have been made between versions.

68 Ability to provide an "approved" or "not approved" flag to mark budget issues within a decision package by line

item or by total.

69 Ability to provide for approval of budget issues within a decision package at an amount greater than, less than,

or equal to the amount requested.

70 Ability to forecast real account balances, revenues and expenditures for the remainder of the year based on

historical trends, percentages, or other specified parameters and allows for adjustments to the forecast.

71 Ability to provide reports/inquiries, including graphs, to accommodate analysis of historical trends.

72 Ability to drill down to compare budgets to actuals from highest level to lowest level of detail.

73 Ability to generate budget documents in standard approved government format.

74 Ability to import standard templates and style sheets.

75 Ability to provide document publishing features including:

76 Ability during budget formulation to access all expenditure and revenue line items currently in use by

the financial system.

77 Ability through security to control access to the budgeting system.

78 BUDGET ENTRY79 Three or more years historical budget and actual data

80 Year‐to‐date Actual

81 Original Current Year Budget

82 Modified Current Year Budget

83 Current Year Projected

84 Next Year's Budget

85 Program

86 Project

87 Ability to provide worksheet information by month, quarter, or user‐defined period.

88 Ability to apply a percentage, fixed amount or other formula driven increase or decrease to a budgeted figure on

a line‐by‐line basis, at both the department and site level.



COMMENTS

89 Ability to create an initial version of the budget using the following:90 Zero balances in all accounts

91 Current year's original budget

92 Current year's modified budget

93 Last year's budget

94 Last year's actual

95 Current year's budget or actual plus/minus a percentage

96 Previous year's budget or actual plus/minus a percentage

97Ability to forecast current year budget and actual (either on a line‐by‐line basis or on an entire budget) based on:

98 Straight line projection

99 Percentage based on last year actual

100 Ability to utilize more than one method (straight line projection and percentage based on last year actual, for

example) within the same budget.

101 Ability to perform what‐if scenarios.

102 Ability to save scenarios.

103 Ability to enter budget seasonally by month, quarter, or user‐defined period.

104 Ability to create budget relationships (e.g., salary changes automatically adjust benefits and vice versa).

105 Ability to budget by fund.

106 Ability to budget for multi‐year projects under one project name.

107 Ability to control spending by revenue source.

108 Ability to enter budget adjustments in a pending status for final approval through electronic workflow.

109 Ability, through workflow, to notify appropriate personnel of adjustments for approval and update to GL.

110 Ability to adjust budgets within user‐defined security profiles.

111 Ability to override budget control within user‐defined security profiles.

112 Ability to drill down to all aspects of a budget amendment (moved to/moved from).

113 Ability to stamp all budget adjustment activity by:114 User

115 Date

116 Transaction Code (minimum of 18 numeric characters)

117 Final Approval Number

118 Approval Date

119 SALARY AND BENEFIT PROJECTIONS120 Add or delete positions

121 Reclassify positions

122 Modify positions

123 Transfer positions

124 Freeze or unfreeze positions

125 Split positions

126 Change the number of authorized full time equivalents per position

127 Control the number of employees filling a position based on the authorized full time equivalents online in real

time

128 Ability to override controls for specific position types.



COMMENTS

129 Ability to perform online edit checking and validation to prevent more than one employee from being assigned

to the same position number, if so desired.

130 Ability to route position change requests online to various staff members for approval.

131 Ability to notify requestor when position has been approved and initiate other related events, such as

recruitment file, etc.

132 Ability to maintain position history.

133 QUERY/REPORTS134 Ability to produce ad‐hoc reports using a report writer (i.e., SQL Server Reporting Services)

135 Ability to produce charts, highlight figures, create tables using the ad‐hoc report writer.

136 Ability to provide security for ad‐hoc report writer to ensure only users with permissions can access appropriate

information.

137 Ability to copy existing reports to new report titles for modification to a new report.

138 Ability to create PDF files or HTML links.

139 Ability to schedule reports for regular production (i.e., monthly, bi‐weekly, etc.).

140 Ability for scheduled reports to be emailed to a user.

141 Ability to export queries to popular desktop applications (i.e., Excel, Word).

142 Ability to run various types of budget reporting (accrual vs. cash, etc.)

143 Ability to query or report the following online information by year, date, fund, budget, department, program, line item and/or by period:

144 Beginning Balance

145 Beginning Budget

146 Amended Budget

147 Department Summary to Department Detail

148 Pre‐encumbrances

149 Encumbrances

150 Actuals

151 Transfers (In and Out)

152 Balance

153 Revenues by Funding Source

154 Expenditure Report by Funding Source

155 Performance‐based reports (measures and financials)

156 Ability to generate a budget variance report for current and prior years.

157 Ability to review multiple versions of budget online with proper security access.

158 Ability to group account numbers for internal and external reporting purposes, including category levels

159 Ability to develop a standard and save a set of reports and inquiries for end‐users.

160 Ability to merge other module data into budget reports (e.g., budgeted and actual positions).

161 Ability to provide the following online queries by year and by period:162 Actual Fund Balances for user‐defined periods

163 Beginning Expenditure Balance

164 Beginning Expenditure Budget

165 Amended Expenditure Budget

166 Pre‐encumbrances

167 Encumbrances

168 Actual Expenditures

169 Actual Revenues



COMMENTS

170 Transfers (In and Out)

171 Available Expenditure Budget Balance

172 Balance Sheet Account

173 Revenue Budget

174 Amended Revenue Budget

175 Accrued Revenue

176 Collected Revenue

177 Revenue Surplus/Deficit

178 Negative Expenditure Balances



COMMENTS

FUNCTIONAL REQUIREMENTS ‐ ACCOUNTS PAYABLE1 GENERAL PROGRAM CAPABILITIES: ‐

2The software should maintain an A/P open‐item (unpaid invoice) file that contains detailed

records of vendor invoices.

3The software should allow for a user to place a hold payment on any specific open item or for all

invoices of a particular vendor.

4 The software should control payments by due date, vendor and selected hold.

5The software should accommodate processing of debit/credit memos and manual checks.

6The software should provide detailed audit trail reports to support payable items and liabilities

reflected in the GL.

7 The software should post manual checks and include them in the GL distribution.

8 The software should reconcile bank accounts (outstanding check reconciliation).

9The software should distribute invoice payments by item or total into multiple GL funds,

accounts, organization or program.

10The software should consolidate vendor payments onto one check, detailing invoice numbers

and dates or selectively produce individual checks.

11The software should support online maintenance of vendor information from the invoice entry

screen.

12The software should automatically liquidate encumbrances for invoiced, encumbered purchase

orders.

13The software should provide the ability to input invoice due date and hold invoice payment until

the due date occurs.

14 Ability to provide two‐way and three‐way matching capabilities.

15 Ability to track vendor W9 & 1099 information.

16Ability to maintain pricing information, quantity breaks, freight terms and shipping information

for each vendor.

17 Ability to have numeric vendor numbers that are system generated.

18Ability to search vendor files from within purchasing processes (i.e., requisition and purchase

order).

19 Ability to create vendor groupings for specific commodities, locations, etc.

20 Ability to maintain an accumulated purchase history for each vendor in system.

21 Ability to maintain an audit trail for changes to the vendor master file.

22 Ability to change vendor name without losing the history.

23 Ability to maintain a history of payments made to vendor.

24 The software should support one‐time vendors.

25 The software should support standard invoice entry or quick entry.

26 The software should support recurring invoices.

27The software should support the calculation and automatic spread of discount amount.

28 The software should support the automatic spread of freight amount.

29 The software should allow an invoice to be re‐established when a check is voided.



COMMENTS

30 The software should support voiding an invoice.

31 The software should allow checks to be reconciled manually or via electronic file.

32 Ability to automatically hold retainage on an invoice and pay in mass when approved.

33 Ability to track the following types of retainage:34 Contract Retainage

35 1099 Retainage

36 General Retainage

37 Ability to support Procurement Cards and automatically update A/P and detailed G/L.

38 The software should provide the ability to put vendor and all invoices on hold.

39Ability to inquire on the status of a check (e.g., outstanding, voided, cancelled, stale‐dated, etc.).

40Ability to identify all "stale" checks that are outstanding after a user‐specified period of time.

These stale checks will need to be automatically reallocated to a different G/L number until

processed or cancelled.

41Ability to capture transaction counts and other statistical data by department and/or fund.

42Purchases by vendor (i.e., by invoice, purchase order/contract number, purchase item, budget

unit).

43 Purchases by service type and/or commodity code

44Payments to vendor, including the ability to view the actual check image from the Vendor's

Document Management system.

45 Ability to age accounts payable.

46Ability to delete or deactivate vendor from vendor listing by date with reason. Historical data

would be retained.

47 The software should share a single Vendor File between AP and Purchasing modules.

48 Ability to match items by the following:49 Invoice

50 Purchase order

51Ability to schedule invoices for payment based on vendor terms, future dated invoices, etc.

52Ability to default information from the purchase order to the invoice entry screen to simplify

data entry.

53 Ability to support pre‐encumbrances.

54Ability to automatically balance encumbrances in expenditure accounts to control accounts and

reserve for encumbrance accounts.

55Ability to manually or automatically relieve an encumbrance, either partially or completely,

when an expenditure transaction is entered.

56Ability to maintain and release recurring payments (e.g., rental or lease payments) based upon

user defined amounts and payment dates using an automatic batch process or real time

transaction processing with the appropriate workflow approvals.

57Ability to reject transactions for insufficient appropriation and cash / fund balances (with

override feature based upon security).



COMMENTS

58Ability to set up soft and hard stops for processing transactions with insufficient funds

appropriations.

59Ability to establish soft and hard stops for insufficient funds by line item (e.g., electric bills should

be paid).

60 Ability to compare accounts receivable data to accounts payable to identify payees who owe

money, suspend the payment processor and notify vendor of the amount owed.

61 Ability to drill across from a purchase order to and from the invoice.

62 Ability to alert user of potential duplicate payments based on vendor number, invoice number,

dollar amount and date, with the ability to override with the appropriate user security.

63 Ability to accommodate electronic payments (e.g., EFT, ACH, etc.).

64 Ability to maintain multiple line items within one vendor and maintain separate history for each

(for example, multiple departmental accounts under an electric company).

65 Ability to retain prior year(s) data for comparative reporting.

66 Ability to accommodate one time vendors and identify them as such.

67 Ability to automatically re‐encumber a PO with a credit memo invoice.

68 1099 CAPABILITIES

69The software should separate different types of 1099's within system, and print year‐end 1099's.

70 Ability to flag vendor, or certain invoices for a vendor, as 1099 reportable.

71Ability to collect necessary information for generation of Federal 1099s at year‐end (both

manually and per IRS approved file).

72Ability to correct 1099 information in the system, reprint the 1099 form(s), and produce a

correction file for the IRS.

73Ability to change a vendor's 1099 status at any time during the year, and all existing activity will

be automatically updated.

74Ability for individual invoices to be included or excluded from 1099 income for a vendor as

appropriate.

75Ability for 1099 status for individual invoices to be changed after invoice has been posted.

76 Ability to change the 1099 status for all invoices for a selected vendor.

77 Ability to flag invoice line item by GL object code to be 1099 reportable

78 AP INVOICE POSTING

79 Ability to default vendor's remittance address from the vendor record when processing invoices,

with override ability to another remittance address established on the vendor record.

80 Ability to override default vendor discount terms.

81 Ability to assign automatic voucher numbers in sequence.

82 Ability to allow for decentralized payment approval with centralized check printing.



COMMENTS

83Ability to have an unlimited number of detail and description lines per individual invoice

transaction.

84Ability to allow multiple invoices to be entered against the same purchase order reference, with

validation of the total quantity and amount to be paid.

85 Ability to accommodate account distributions by line item.

86Ability to change chart of account number distribution charges at the line item level on either

requisition or PO, with appropriate user security restrictions.

87 Ability to cancel a payment voucher.

88 Ability to process debit and credit memos by purchase order and/or line item.

89 Ability for credit memos to be applied against an open invoice.

90Ability to record the credit memo on the vendor record and automatically apply it with the next

invoice to be paid.

91 Ability for changes or deletions to invoice information before generation of checks.

92 Ability to schedule invoices for payment.

93Ability to process invoices for which no purchase order exists, with the appropriate security.

94Ability to allocate an invoice amount to various accounts according to a percentage of the

invoice amount or by dollar amount.

95 Ability to enter one‐time comments on the check stub to a single vendor.

96 Ability to generate accounts payable checks daily, weekly, monthly or on demand.

97Ability to generate checks based on pay dates established when invoices are entered and the

range of dates selected for payment.

98Ability to create an invoice list and preliminary check register prior to check generation.

99 Ability to generate individual checks that include payments from multiple funds.

100 Ability to add user defined fields to the invoice entry screen.

101Ability to compare control totals of invoices entered (amount) to total check run (amount) and

permit correction before check production.

102 Ability to provide audit trails with the following information:103 Invoice number

104 Disbursements

105 Purchase order number

106 Check number

107 Date(s) (e.g., payment date, etc.)

108 Payee

109 Payee Address

110 Approver and User ID

111 Account number

112 Ability to pay invoices by discount date

113 CHECK INFORMATION

114Ability to automatically update the budget with changes/cancellations when a check is cancelled.



COMMENTS

115Ability to automatically update the vendor file with changes/cancellations when a check is

cancelled.

116Ability to automatically generate check numbers based on user‐entered starting numbers.

117 Ability to compute the number of checks written per check run.

118 Ability to produce manual checks.

119 Ability to produce, through secure printers, checks with electronic signatures.

120 Ability to ensure security on check writing signatures.

121 Ability to support the use of multiple bank accounts within the same fund.

122Ability to consolidate (or choose not to consolidate) multiple invoices for the same vendor on

one check, and itemize the invoices on the check stub.

123 Ability to prevent the printing of blank, negative, or zero amount checks.

124 Ability to void checks by check number or group of check numbers.

125Ability to post voided checks to system in exact same manner as original entry with reversing

entry to GL having date of void, not original check date.

126 Ability to provide for restart procedures for the check printing routine.

127 Ability to produce a daily report showing all activity in the system.

128Ability to add comments or notes to a payment/entry that has already been processed, having no

impact on financial information.

129Ability to accommodate automatic reconciliation of bank information (i.e., by uploading data

from tape or file).

130Ability to produce a file containing all rejected check reconciliation transactions which could be

available for online corrections (i.e., exception file).

131Ability to cancel checks online and automatically generate General Ledger transactions to

reverse all accounting distributions associated with that check.

132Ability to retain cleared checks in a check reconciliation database for inquiry and/or reporting

purposes.

133Ability to place a "stop payment" on checks and generate the appropriate General Ledger

transaction.

134 Ability to suppress the printing of checks that are below a certain dollar threshold

135 QUERY/REPORT

136Ability to produce ad‐hoc reports using a report writer (i.e., SQL Server Reporting Services)







COMMENTS


Cubes.

145Vendor Inquiry (including history of commodities, departments, etc. as defined by user)

146Inquiry by Purchase Order Number, Invoice Number, Receiver Document Number, or any other

associated document

147 Ability to produce the following reports:148 Vendor Master Listing (by any element in the file)

149 Vendor Multiple Address listing

150 Summary Payment Report by Vendor (for a user determined time period)

151 Open A/P Invoices as of date report

152 Vendor Invoice List

153 1099 MISC Reporting

154 Check register

155 Bank report

156 Cash Requirements Report

157 General Ledger Interface Report

158 Invoice Ageing Report

159 Expenditure Report

160Ability to query for invoice information on any data element (e.g., invoice amount, invoice

number, date, voucher number, etc.).

161Ability to generate federal and state reporting requirements, such as W‐9, Tax IDs, IRS Form 941,

IRS Form 940, W‐2, IRS Form 1099, backup withholding, Notice B.

162 Ability to generate 1099 paper forms as well as on electronic media.

163Ability to produce graphical representations in the form of a chart, graph, etc. from accounts

payable data.

164 VENDOR SELF SERVICE165 Ability to allow Internet vendor e‐registration and updating of company information.

166 Allow vendor to select commodity codes they wish to bid on

167 Ability for vendors to request and check on submitted bids

168 Allow vendors to electronically respond to bids

169 Ability for vendor to inquire on status of PO that was issued to them

170 Allow vendor to inquire on 1099 information

171 Allow vendor to view checks that have been issued to them

172 Allow vendors to view invoices they have submitted

173 Allow vendor to electronically attach document to their profile

174 Ability for vendor to view bid tabulations



COMMENTS

FUNCTIONAL REQUIREMENTS ‐ PROJECT & GRANT 1 GENERAL PROGRAM CAPABILITIES: PROJECTS: ‐

2Ability to maintain historical data for all capital and operating projects independent of G/L data

(across multiple fiscal years).

3 Ability to record timesheet information against a project.

4 Ability to add projects in or change projects to an active or inactive status.

5Ability to enter text or comments on‐line to a specific project. (Please specify in the Comments

column how many characters are allowed.)

6Ability to accommodate multiple change orders and multiple transfers of funds within projects.

7 Ability to enter line‐item data for future expenditures to reserve funds.

8 Ability to maintain data across multiple fiscal years

9 Ability to establish project budgets (balanced) across funds.

10Ability to establish project accounts to record project budgets, encumbrances and expenditures.

11Ability to clone project accounts established from previous projects, then modify for a newly

created project.

12 Ability to record project activity over multiple years.

13 Ability to record project activity over multiple departments.

14 Ability to accommodate a variety of projects such as:15 Small capital expenses (e.g., remodeling)

16 Large capital projects (e.g., buildings, infrastructure)

17 Miscellaneous projects, such as elections

18 Routine work order(s) for non‐capital expenditures

19 Ability to classify project costs according to task (i.e., inspection, design).

20Ability to prevent charges from being allocated to a closed project, sub‐project, or phase with the

ability to override with the proper security.

21Ability to track dedicated funds set aside for selected activities in projects (e.g., set aside funds

for planned activities as they become known).

22 Ability to validate charges against project master files to determine if:23 Charges are to open projects

24Accounts charged are valid for specified projects (e.g., costs are valid or budgeted for

the project)

25 Ability to prevent entry to closed projects.

26Ability to search project titles on‐line, primarily to assist in proper identification for data entry.

27Ability to perform flexible budgeting for projects while adhering to the level of budgetary

controls established in the General Ledger.

28 PROJECT DATA29 Project Code

30 Type of project (paving, building, etc.)

31 Project Title



COMMENTS

32 Major Project Code

33 State Id #

34 Federal CFDA

35 Drawdown frequency

36 Project Description

37 Project Justification

38 Department

39 Status

40 Project available budget

41 Estimated dollar amount to complete project

42 Create Fixed Asset indicator

43User defined category indicating CAFR or GASB 34 categories (General Government, Public

Works, Public Welfare, Public Safety, Parks)

44 Project fiscal range

45 Ability to track the following dates:46 Planned start date

47 Actual start date

48 Planned completion date

49 Project completion date

50 PROJECT REPORTS





54 Ability to copy existing reports to new report titles for modification to a new report.55 Ability to create PDF files or HTML links.56 Ability to schedule reports for regular production (i.e., monthly, bi‐weekly, etc.).57 Ability for scheduled reports to be emailed to a user.58 Ability to export queries to popular desktop applications (i.e., Excel, Word).


Cubes.

60 Ability to inquire and report on any field in the Project module.

61 Ability to track and report on projects over multiple fiscal years.

62 Ability to create a Completed Project Report.

63 GENERAL PROGRAM CAPABILITIES: GRANT:

64Ability to define the program or budget year of the grant/project differently than the system

established fiscal year.

65Ability to set up and report budget items based on multiple fiscal years and grant years.



COMMENTS

66Ability to track internal transfers for the Site's cash match amount in the appropriation amount.

67Ability to accommodate grant year accounting and comply with both calendar year and fiscal

year budgeting requirements.

68 Ability to carry forward appropriations at year end.

69Ability to establish and monitor against a grant budget separate and unique from the

departmental or appropriations budget.

70Ability to track actual expenditures against budgeted/allowable expenditures by user‐defined

period (i.e., monthly, quarterly, daily, etc.).

71Ability to generate hard‐copy reimbursement requests to grantor agencies from expenditure

data.

72 Ability to establish and adjust budgets for each grant, with budget amendment.

73 Ability to add or modify grant information online with audit trail of all changes.

74 Ability to provide for grant summary history online.

75 Ability to support multiple programs per grant (sub‐grants).

76Ability to uniquely identify each sub‐grantee for grants and all grant financial activity related to

sub‐grantees.

77Ability to process data from purchasing system for purchase orders and encumbrances.

78 Ability to accommodate the following budget preparation capabilities:79 Expendable budgets

80 Reimbursable budgets

81 Budget by total grant amount

82 Budget by year

83Make adjustments for any accounting period in any fiscal year with the appropriate security

84 Ability to create user defined reimbursement categories.

85 Ability to generate bills for reimbursement costs and update G/L accordingly.

86Ability to accumulate, track and report on costs by any element in the chart of accounts.

87Ability to accumulate, track and report on costs associated with a particular activity or type of

service.

88Ability to maintain, track, and accumulate actual costs, and combine these actual costs with user‐

calculated or user‐input costs (e.g., estimates).

89 Ability to track and report reimbursable percentages of costs.

90 Ability to accumulate costs either manually or automated from the following sources:91 Ability to distribute employee costs to a project

92 Ability to distribute equipment cost to a project

93 Pay variances including overtime, sick days, holidays, etc.

94 Accounts payable information

95 Mileage/fuel expenditures

96 Equipment/asset costs



COMMENTS

97 Other user defined fields

98 GRANT INFORMATION99 Grant Title

100 Federal or State grantor agency name.

101Grant, Capital Project, Federal Assistant Grant, or Site‐approved Contract Number or Reporting

Category

102 Multiple Grant numbers

103 Grant name

104 Grant description

105 Grantor

106 Grantor Contact (Name, Phone Number, E‐mail Address)

107 Grantor's mailing address

108 Date application submitted

109 Date application approved

110 Original grant approval amount

111 Grant budget

112 Grant amendments

113 Grant carryovers

114 Grant fiscal calendar

115 Grant beginning date

116 Grant expiration date

117 Amounts of site matching funds

118 Responsible department or division

119 Department or division contact

120 Ability to capture all grant transaction activity through the general ledger.

121Ability to uniquely identify each grant through the assignment of an agency defined grant

number.

122 Ability to capture grant expenditures and revenues by:123 General ledger account numbers

124 Grantor‐defined categories or accounts

125 Grant purchase orders and encumbrances

126 Grants status codes

127 User defined fields

128 Narrative fields for miscellaneous information

129 GRANT REPORTS130 Ability to produce ad‐hoc reports using a report writer (i.e., SQL Server Reporting Services)

131 Ability to produce charts, highlight figures, create tables using the ad‐hoc report writer.

132 Ability to provide security for ad‐hoc report writer to ensure only users with permissions can

133 Ability to copy existing reports to new report titles for modification to a new report.134 Ability to create PDF files or HTML links.135 Ability to schedule reports for regular production (i.e., monthly, bi‐weekly, etc.).136 Ability for scheduled reports to be emailed to a user.



COMMENTS


138 Ability to inquire and report on any field in the Grant module.

139 Ability to produce reports for any user‐defined period, including grant life to date or grant year.

140 Ability to generate reports on either a cash or accrual basis.

141Ability to produce all reports using both grantor‐defined categories or the site's chart of

accounts.

142 Ability to provide the following reports:143 Expenditures and revenues per grant

144 Sources of revenues

145 Reimbursed costs

146 Budget vs. actual costs

147 Combined grant revenue and expenditure reports

148 Pending approval grant report

149 Pending expiration or expired grant report



COMMENTS

FUNCTIONAL REQUIREMENTS ‐ FIXED ASSETS1 GENERAL PROGRAM CAPABILITIES: ‐

2 System can be used to track "non‐capitalized" asset / equipment items (i.e.: computer

equipment, non‐licensed vehicles) per department / division for risk management purposes.

3System has the ability to track non‐depreciable technology inventory items (desktops, laptops,

etc) including detailed information such as component detail, serial numbers, technical

specifications, etc.

4 Systems has the ability to identify grant funded assets:5 By identifying more than one grant associated with an asset

6By identifying the percentage split, or capitalization breakout (to each grant) for each

asset

7 Fixed Asset system has robust query ability

8Fixed asset module has the ability to export / import information to/from common spreadsheet

applications

9The system should support bar coded asset tags and portable bar code readers for performing

physical inventories.

10 Asset numbers do not necessarily need to correlate to asset tag numbers ‐ Allow the system to

generate tag numbers, have external tag numbers assigned, or not have tag numbers

11 System lists and values infrastructure capital assets

12 System identifies capital outlay by program the assets support

13System depreciates capital assets and allocates depreciation to those programs that use the

assets

14The Fixed Asset module interfaces with the Accounts Payable modules. Information on newly

obtained fixed assets is reported for verification, then automatically transferred from the A/P

module into the Fixed Assets master file system.

15 Can track multiple "user defined" fields on the asset master record

16 Provides a classification scheme to code fixed assets according to type (i.e., desks, cars, etc.).

17Accommodates free‐form descriptive text to further describe any asset. The text is electronically

associated with the master file.

18 Security access to edit assets is assigned to each asset

19 Ability to idle assets (suspend depreciation)

20 Ability to link to all related ERP modules (Fleet, etc.)

21 Ability to access a master file by entering any asset field

22 Ability to accommodate alpha numeric asset numbers.

23Ability to accommodate parent/child relationships between related assets, such as a master unit

with one or more accessories.

24 Ability to reassign parent/child relationships.

25 Ability to capitalized items in aggregate (as a group)

26 Can track "Quantity" in the asset master record ‐ minimum of 6 digits



COMMENTS

27 Project Based Assets:

28Interfaces with the Work Order system to capture project costs for aggregate / project

assets

29 Allows a project to be associated with multiple assets

30 Allows an asset to be associated with multiple projects

31Ability to associate multiple capital accounts and multiple related depreciation expense accounts

with an asset, and assign a percentage split between each

32 Allows for tracking of Construction in Process (CIP) assets

33 Allows for process to transfer CIP asset to an active assets and perform

34 Allows for transfer of assets between departments, locations and funds, accommodating

interfund and inter‐dept. transfers, duplicating all identifying data from original record.

35 Maintains on‐line history of asset transactions, including:36 ID Number Changes

37 Location Changes

38 Account Number Changes

39 Status change

40 Change to key field in auxiliary system

41 Partial disposals

42 Valuation change

43 Date of Last Depreciation Adjustment

44 Ability to calculate asset values to replacement costs for insurance purposes.

45Supports asset value appreciation for real property and provides a detailed audit trail. Any

appreciation does not affect cost basis.

46 System has the ability to support multiple depreciation schedules

47Retention of fully depreciated assets in fixed asset master file for inventory control purposes

prior to disposition.

48 ASSET MASTERFILE49 Fund/Account Group

50 Fund Type

51 Property Type

52 Building

53 Location

54 Responsibility

55 Department

56 Custodian

57 Program

58 Acquisition Date

59 Original Cost

60 Current Value

61 Status (active, disposed, idle, etc.)

62 Previous asset number



COMMENTS

63 Document Reference Number

64 Acquisition method (purchased, donated, etc.)

65 Estimated salvage value

66 Estimated useful life

67 Replacement Cost

68 Capitalize flag

69 Depreciation flag

70 Depreciation method

71 Depreciation, Life‐to‐Date

72 Depreciation, Year‐to‐Date

73 Parent/Child Descriptions and Asset Numbers

74 Purchase Order Number

75 ID or Tag Number

76 Vendor Name and ID Number

77 Multiple Description lines (brand, model, and manufacturer of asset)

78 Check Number and Date

79 Serial Number

80 Manufacturer

81 Model

82 Model year

83 License/Registration Number

84 Group / Assets Classification Number

85 Fund and Department Numbers

86 Quantity

87 Unit of Measure

88 Unit Cost

89 Acres

90 Square Footage

91 GIS layer ID

92 Insurance Value

93 Disposal Restriction indicator

94 Disposal price

95 Disposal Date

96 Transfer Date

97 Responsibility Code

98 Funding Source

99 Sale Price

100 Scheduled replacement date

101 Warranty information

102 Donation

103 Condition

104 Contractor

105 General Fund Category



COMMENTS

106 User Defined fields

107 REPORTS





111 Ability to copy existing reports to new report titles for modification to a new report.

112 Ability to create PDF files or HTML links.

113 Ability to schedule reports for regular production (i.e., monthly, bi‐weekly, etc.).

114 Ability for scheduled reports to be emailed to a user.


116Schedule of Assets, grouped by GAAFR function and/or departments. The report can also be

produced down to the division and/or cost center level.

117Transaction Register audit trail of all acquisitions, transfers, changes, and retirements during a

user‐defined time period by asset type, department, or purchase amount.

118 New Acquisition Report showing all newly acquired fixed assets which have not been entered

into the Fixed Assets master file system. (Requires Purchasing, A/P module interface).

119Fixed Assets Detail and Summary maintained by department, fund/ account, responsible person,

property type, location, and their associated cost or replacement value, and accumulated

depreciation.

120Physical Inventory Worksheet, sorted by department, location, and/or person responsible to

assist in conducting physical inventory. Report provides the maximum amount of asset details

that would assist in identifying asset locations.

121Vehicle/Equipment Listing of master file information, including property tax number, item name,

description, location, class number, charge account number, equipment ID number, motor

number, model and manufacturer. Acquisition and disposition information

122 Schedule of Current Year's Depreciation associated with each asset.

123Replacement Report listing all assets which should be considered for replacement during a user‐

defined period.

124 Valuation (orig. cost, acc. depr., book value)

125 Net changes (additions, deletions, financial adjustments)

126 Schedule of assets (original cost or book value)

127 Asset Listing ‐ Short Form

128 Asset Listing ‐ Detail

129 Asset Transaction History

130 Depreciation Register (YTD & Total Accumulated)

131 Depreciation Estimator (annual depreciation on existing assets for future years)

132 Schedule of Additions

133 Schedule of Disposals



COMMENTS

134 Assets Transferred

135 Assets Idled

136 Financial Adjustments

137 Grant Funding

138 Related Assets (Parent/Child or Split Funded)

139 Table Listings

140Ability to produce and report a governmental year‐end capital asset activity note that shows

beginning balances, increases, decreases, and ending balances for assets and accumulated

depreciation.

141

Ability to generate a depreciation expense report charged to governmental activities: general

government, judiciary, public safety, public works, culture and recreation, and health and

welfare.

142Ability to produce and report automatically generated summary reports by category and funding

source and show previous year comparison.

143Ability to produce and generate comparable asset and depreciation reports to the previous year

that will highlight large percentage change variances.

144 Ability to generate exceptions listing for assets that have no current year depreciation.

145 Ability to run transaction history reports by date, asset, or category.

146 Ability to export data and system generated reports to a Microsoft excel spreadsheet.

147Ability to sort and report assets and depreciation expense by categories, department, and

funding source. Software should generate reports that clearly show subtotals for each section

with subtotal description.

148 Ability to generate summary and detail reports for additions and asset retirements.

149 Ability to generate historical depreciation reports.

150Ability work on fixed assets system for simultaneous fiscal year ends. For example, the user can

work with the current year and the previous fiscal year being audited without effecting

adjustments in previous year.

151Ability to have different activities for financial reporting such as governmental activities and

business‐type activities.Should have a field for each asset that allows you to choose

"Governmental" or "Business" type.

152 Ability to add asset improvements.

153Ability to partially retire assets or improvements for asset impairments. An example, would be

replacing the roof of a building.

154 Ability for user to add fields in the reference table for:

Activity codes

Category Codes

Department Codes

Function Codes

Funding Sources Codes

Location Codes

User Defined Codes



COMMENTS

Categories for Capital Asset Note

155 Ability of the software to add custom dialog boxes.

156Ability to change category for an asset record. For example and asset previously reported as land

will now be reported as infrastructure.

157 Ability to track inventory by department

158 Ability to account for construction in progress and convert to asset once completed

159 System has security to prevent accidental asset retirement and deletions

Proposers must use one code only per requirement. The following answer key must be used when responding to the requirement. (F = Fully provided out of the box, CO = Configuration table set up required no changes to source code, CU= Customization, TP = Third Party Product indicate name of Third Party Product in the comments column, R= provided with reporting tool NA = not available)


FUNCTIONAL REQUIREMENTS ‐ CAFR 1 GENERAL PROGRAM CAPABILITIES: ‐2 Allows internet access to system

3 Provides a hosted solution

4 Ability to create and maintain multiple reporting agencies statement and schedules

5 Maintains multiple reporting years for comparative reporting

6 Interface to import trail balance and budgetary data from the ERP general ledger

7 Ability to enter or modify budgetary data

8 Ability to create, import and report on component units not maintained in ERP

9Ability to create psuedo accounts from imported accounts and allocate begining and ending balances

10 Ability to consolidate and unconsolidate funds

11 Ability to change fund type of imported funds

12 Provides 5/10 testing to determine major and nonmajor funds

13Ability to create adjusting entries for government‐wide statements. System provides guidance base

on GFOA Blue Book recommendations

14 Ability to classify equity balances to fund balance and net position classifications

15Provides year‐end process that updates adjustments and beginning balance for the next reporting

year

16 Ability to purge prior reporting years

17 Support for audit trails

18 Dashboard:19 Displays main navigation to system applications

20 Provides user roles that define security access to system applications

21 Allows customization of Dashboard

22 Reporting Groups:

23Supports classification of accounts to reporting groups used when compiling financial

statements and schedules

24 System rules insure correct classification of accounts to reporting groups

25 Support for user‐defined reporting groups

26 Reporting groups are retained each year

27 Templates:28 Pre‐defined GASB compliant templates of financial statements and schedules

29 Ability to modify, format and save templates

30 Ability to preview statements and schedules from the template

31 Ability to drilldown to accounts that rollup to the reporting amount

32 Microsoft Excel Interface:33 Ability to export statements and schedules to Microsoft Excel

34 Export retains row and column total formulas

35 Export retains formatting

36Ability to incorporate exported statements and schedules into existing audit/CAFR reports or

display online

37 Includes the following CAFR Statement and Schedules:38 Managementʹs Discussion and Analysis:



39 Comparative Statement of Net Position

40 Comparative Statement of Changes in Net Position

41 Comparative Statement of Capital Assets

42 Expenses and Program Revenues ‐ Governmental Activities:43 Displays Tabular Data

44 Displays Graphical Data

45 Revenues by Source ‐ Governmental Activities:46 Displays Tabular Data


48 Expenses and Program Revenues ‐ Business Type Activities:49 Displays Tabular Data


51 Revenues by Source ‐ Business Type Activities:52 Displays Tabular Data


54 Basic Financial Statements:55 Government‐wide Financial Statements:56 Statement of Net Position

57 Statement of Activities

58 Governmental Funds:59 Balance Sheet ‐ Governmental Funds

60 Reconciliation of the Balance Sheet to the Statement of Net Assets

61Statement of Revenues, Expenditures, and Changes in Fund Balances ‐ Governmental

Funds

62Reconciliation of the Statement of Revenues, Expenditures, and Changes in Fund

Balances of Governmental Funds to the Statement of Activities

63Statement of Revenues, Expenditures, and Changes in Fund Balances ‐ Budget and

Actual ‐ General Fund

64 Proprietary Funds:65 Statement of Net Position

66 Statement of Revenues, Expenses and Changes in Fund Net Position

67 Statement of Cash Flows

68 Fiduciary Reports:69 Statement of Fiduciary Net Position

70 Statement of Changes in Fiduciary Net Position

71 Combining and Individual Fund Statements and Schedules:72 Combining Balance Sheet ‐ Nonmajor Governmental Funds

73 Combining Balance Sheet Summarized ‐Nonmajor Governmental Funds

74 Comparative Balance Sheet ‐ Major Governmental Funds

75Combining Statement of Revenues, Expenditures and Changes in Fund Balance ‐ Nonmajor

Governmental Funds

76Combining Statement of Revenues, Expenditures and Changes in Fund Balance Summarized ‐

Nonmajor Governmental Funds



77Comparative Statement of Revenues, Expenditures and Changes in Fund Balance ‐ Major

Governmental Funds

78 Combining Statement of Net Position ‐ Nonmajor Enterprise Funds

79 Comparative Statement of Net Position ‐ Major Enterprise Funds

80Combining Statement of Revenues, Expenses and Changes in Fund Net Position ‐ Nonmajor

Enterprise Funds

81Comparative Statement of Revenues, Expenses and Changes in Fund Net Position ‐ Major

Enterprise Funds

82 Combining Statement of Cash Flows ‐ Nonmajor Enterprise Funds

83 Comparative Statement of Cash Flows ‐ Major Enterprise Funds

84 Combining Statement of Net Position ‐ Internal Service Funds

85Combining Statement of Revenues, Expenses and Changes in Fund Net Position ‐ Internal

Service Funds

86 Combining Statement of Cash Flows ‐ Internal Service Funds

87 Comparative Statement of Cash Flows ‐Internal Service Funds

88 Combining Statement of Net Position ‐ Fiduciary Funds

89 Combining Statement of Changes in Net Position ‐ Fiduciary Funds

90 Combining Statement of Net Position ‐ Component Units

91 Combining Statement of Activities ‐ Component Units

92Schedules of Revenues, Expenditures, and Changes in Fund Balances ‐ Budget and Actual ‐

Nonmajor Governmental Funds

93 Statistical Section Reports ‐ Adheres to Statement 45 Requirements:94 Net Position by Component

95 Changes in Net Position

96 Fund Balances of Governmental Funds

97 Changes in Fund Balances of Governmental Funds

98 Miscellaneous and Setup Reports:99 Budget by Fund Report (shows original and final budget by fund account)

100Adjustment Reconciliation (reconciliation of governmental funds balance sheet to the

government wide Statement of Net Assets)

101Fund Totals Report (shows difference in the funds assets and liabilities to the change in net

assets)

102 5/10 Report (Analysis of Funds ‐ Major vs. Non‐major)

103Drilldown Reports (shows detail behind each figure in the statements and schedules)

104 Setup Reports (shows the setup of system )



FUNCTIONAL REQUIREMENTS ‐ PURCHASING1 VENDOR MASTERFILE

2Ability to accommodate user defined vendor categories (e.g., Disadvantaged Business Enterprises,

Problem vendors, etc.).

3 Ability to produce labels (or a label file for export) for vendors requiring a W‐9.

4Ability to maintain multiple location addresses for each vendor. Please utilize the Comments

column to notate the maximum number of addresses for each vendor.

5 Ability to provide a vendor comment file that may contain a user‐defined amount of information,

viewable by any user but updateable only by users with authorized security.

6 Ability to maintain and print out an audit trail for changes to the vendor master file.

7 Ability for users with authorized security to add or change vendor master file records.

8Ability to hide inactive vendors after a user‐specified period of time without activity, with

appropriate workflow approval.

9 Ability to add user defined fields to the vendor file.

10 Ability to delete vendors after a user‐specified period of time without activity.

11 Ability to track the following fields on the Vendor file:12 Name

13 DBA Name

14 Title (e.g., Dr., Attorney, etc.)

15 Employee designation

16 Vendor number

17Multiple addresses (i.e., bid, orders, multiple remit to, etc.) (Please list in the Comments

column the number of addresses allowed per vendor.)

18 Vendor e‐mail & web site information

19 Contact person(s)

20 Federal Tax Identification Number (TIN)

21 Phone, mobile phone, and fax number(s)

22 Minority/woman/disadvantaged business indicator

23 Last date vendor utilized

24 Default chart of account information

25 Payment methods

26 Type of company (e.g., corporation, partnership, etc.)

27 Commodity

28 Standard payment terms

29 Problem vendor flag

30Ability to scan documents into vendor file ‐ W9, Vendor Eval, Save Affidavit, Certification

31 Vendor‐on‐hold flag (e.g. litigation, payment dispute, etc.)

32 Other user‐defined information

33 Ability to classify one‐time vendors.

34 Ability to track vendor performance



Ability to track the following by vendor: POs, Invoices, Contracts, Awarded Bids, Issues

checks

35 Requisitions

36Ability to electronically process multi‐delivery, direct ship, blanket and non‐blanket requisitions.

37 Ability to display multiple account numbers on any line item on requisitions.

38Include workflows for approval process which may include special handling for certain account

codes such as SPLOST or CIP

39Ability to auto‐fill the contents from the online shopping cart of items onto the requisition using

the cXML vendor hosted website.

40 Ability to requisition with or without commodity description.

41 Ability to perform the following requisition functions, with the appropriate security:42 Inquiry

43 Add

44 Change

45 Cancel

46 Delete

47 Ability to provide for multiple lines of input per individual requisition.

48 Ability to provide reports to users and management on requisition status.

49Ability to create and track all requisitions by date, by requester, by budget, by item, by action

item, etc.

50 Ability to check against the budget and pre‐encumber requisition per line item.

51 Ability to modify items ordered through change order (add or delete) including part, class,

quantity, unit of measure, vendor, cost, project, fund, with the appropriate security.

52Ability to track requisitions and automatically date and time stamp (received, accepted, returned,

re‐received) with notes and comments.

53Ability to convert lines of requisitions to multiple purchase orders and different vendors.

54Ability to carry forward approval and user contact information from the requisition to the

purchase order.

55 Ability to limit G/L distribution accounts to only those valid for that department/user.

56Ability to have multiple line items per purchase order with capability for one/multiple delivery

schedules per line printed on purchase order.

57Ability to automatically or manually number requisitions with the ability to restart the numbering

process with each fiscal year.

58 Ability to create purchase orders from requisitions.

59Ability to allow for unlimited standard and free form messages at the header and line item level.

60Ability to generate bill to and ship to information automatically with secondary or internal delivery

to location.

61 Ability for requisition to specify multiple delivery dates and locations by line item.

62 Ability to request a budget transfer as part of the requisition process



63 Ability to notify originator when requisitions have been rejected.

64 Ability to assign a requisition to a project

65Ability to create unique workflow rules by department, dollar amount, G/L account or user.

66 Ability for user to check on status of workflow approval

67 Ability to interface to a contract file for contract items

68 Ability to create a pick ticket if item is in inventory

69 Ability to create requisition for a particular work order and task

70 Ability to change terms and discounts with proper security.

71Ability to set and track the # and dollar amount of requisitions to a certain vendor and require a

justification note if usage exceeds either limit in a set # of days.

72 Ability to notify originator when requisitions has been converted to a PO or rejected.

73 REPORTS






82 Requisition Report, which can be sorted by buyer

83 Ability to display and/or print any / all reports and screens.

84 Ability to generate vendor reports based upon user defined criteria.

85 Ability to track and report on requisition, purchase order and receiving information.

86 Ability to merge requisitions into single PO to be sent to vendor

87 Ability to create an unlimited number of user defined fields on a requisition

88 Ability to attach documents to a requisition and have those flow onto PO

89 Ability to create a bid or contract from a requisition

90 Ability to create both current and next year requisitions with proper permissions

91 Ability to create a requisition with a vendor on the fly

92 Ability to indicate on requisition if three‐way match is required

93Ability to customize requisition screens so user only sees fields that are pertinent to them

94Ability to copy line items within a requisition or copy the entire requisition to a new one

95 Ability to establish shipping locations per line item

96 Purchase Orders97 Ability to support encumbrance control for budgeted funds.



98Ability to support "soft" pre‐encumbrance control, whereby a warning is given if sufficient funds

are not available.

99Ability to copy information from one process to another without rekeying (i.e., requisition to

purchase order).

100 Ability to copy, paste all information.

101Ability for the PO to be submitted back to the vendor via the cXML interface if noted to do so on

the vendor profile.

102 Ability to drill down to supporting documents within the purchasing system.

103 Ability to establish and maintain information concerning:104 Vendors

105 Commodities and a commodity coding structure (NIGP codes)

106 Standards or specifications for items acquired

107 Standard text for terms and conditions of purchases

108 Ability to record and maintain history of purchases, commodities, and volumes.

109Ability to support workflow for procurement approval process, including multiple approvals at the

departmental and central purchasing levels.

110 Ability to support two‐way and three‐way matching of documents.

111Ability to support automatic entry into other modules, such as inventory, work orders and fixed

assets from purchasing.

112Ability to maintain history of all purchasing processes including requisitions and multiple types of

purchases.

113 Ability for end‐users to check expenditures to date against encumbrances and budgets and see

results on‐line in real time prior to processing an expenditure request.

114 Ability to support updating general ledger accounts for all procurement transactions.

115 Ability to look up real‐time status of purchasing processes.

116 Ability to track last purchase date and amount for any item.

117 Ability to track expenditures against credit cards issued to employees.

118Ability to utilize imaged or scanned documents such as vendor invoices and other source

documents.

119 Ability to accommodate partial receipts.

120 Ability to detect and measure early / late and over / under shipments.

121Ability to maintain discrepancy file by vendor, stock number, item, dates, control number,

purchase order number (receiving exception file).

122Ability to manually flag purchases for fixed asset tables upon receipt of good, with the appropriate

security.

123 Ability to audit receiving data by logon ID, date, time, etc.

124 Ability to flag received goods for entry into inventory by item number.

125Ability to support electronic (on‐line) or fax capabilities for purchase orders and other

vendor/procurement functions.

126 Ability to create PO user defined fields that are available during PO entry process.

127 Ability to support purchasing thresholds by vendor (e.g., $25,000 bid limit).



128Ability to support one master vendor file for all modules in the system, with security on the ability

to change and/or update vendor records.

129 Ability to detect duplicate vendor information upon entry of vendor information.

130 Ability for PO's to specify multiple delivery dates and locations by line item.

131 Ability to allow transactions with valid vendors only.

132Ability to allow the selective inactivation or purging of vendor records by user‐defined criteria.

133Ability to search for a vendor by item code, number, or description (in other words, attach vendor

to an item(s)).

134Ability to maintain statistics in dollar amounts for each vendor for user‐specified periods for the following criteria:

135 Payment history

136 Discounts taken

137 Purchase price variances

138 Ability to effective date transactions, either before or after the current date.

139 Ability to enter a percentage discount on the purchase order.

140 Ability to enter future dates beyond the end of the fiscal year

141Ability to summarize charges on an account and project level at the end of a purchase order.

142Ability to create PO Change Orders to the original PO document and update G/L accordingly.

143 Ability to have an integrated Document Management System where you can view all related

documents within the Purchasing module (Requisition, PO, Invoice and A/P check)

144 Provide for the following carry forward methods for POʹs at year end: 145 GAAP

146 Budgetary

147 GAAP/Budgetary

148 Transfer

149Ability to disencumber the PO from the prior year; re‐encumber and charge the expense to the

current year

150 PO REPORTS








159 Open Purchase Orders Report by Expense Account

160 Open Purchase Orders Report by Due Date

161 Open Purchase Orders Report by Vendor

162 Open Purchase Orders Report by Commodity Code

163 Open Purchase Orders Audit Report

164 Items Not Received Listing

165Ability to generate reports of all purchase orders based on calculated user‐defined criteria (e.g.,

>$2500 or between 5/1/ and 6/1).

166 Ability to workflow enable PO change orders

167 Ability to mass cancel selected POs prior to year end processing

168 Ability to carry forward open encumbrances to the new year

169 Ability to indicate on the PO if three‐way is required

170 Ability for PO receiving to automatically generate an inventory receipt transaction

171 Ability to match open PO encumbrances to associated GL accounts

172 Ability to have unlimited line items on a PO

173 Ability to have multiple accounts on a PO line

174 Ability to define ship‐to locations per PO line item

175 Ability to have unlimited characters per PO line item

176 Ablity for requisition to be assigned to buyer based on various parameters

177Provide PO report which tracks requisition to purchase order time as well as any interim steps

such as bid date

178 Ability to track PO by buyer



COMMENTS

FUNCTIONAL REQUIREMENTS ‐ BIDMANAGEMENT1 GENERAL PROGRAM CAPABILITIES: ‐2 Ability to maintain a list of all vendors who respond to solicitations

3System should provide the ability to automate selection of vendors for bids (i.e., rotation of bid list).

4Ability to access solicitations on‐line by Invitation for Bid (IFB), Request for Proposal (RFP) number or RFQ number.

5 Ability to automatically award bid and create Purchase Orders.6 Ability to automatically award bid and create contracts.7 Ability for vendor to register online.8 Ability to obtain bid analysis on‐line.

9Ability to track bid documents and their evaluation using Bid Management functionality and attach to the system. Ability for departmental users to view bid information.

10 Ability to create back‐up documentation such as Bid analysis sheets, sole source awards, etc.

11System should provide the ability to utilize the word processing feature to assist in compiling bid/specification documents

12 Ability to maintain a bidder list showing names, addresses, contact, and commodity codes.

13Ability to automatically create a vendor master file when bidder receives award, if the award is the first one the bidder receives.

14 Ability to select bidder list by all or partial selection.15 a.Same vendor file is used for procurement and Accounts Payable.16 b.System provides functionality to purge historical and one‐time vendors.

17c.Vendor maintenance will not affect the vendor information on historical transactions. This can be overridden with the proper security access

18 Ability to workflow enable the bid award process.19 Ability for distributed on‐line entry of departments requesting bid items.20 Ability to line item award bids to different vendors.

21If a bid is awarded to multiple vendors system should have the ability to create individual contracts/POs to the vendors.

22 Ability to e‐mail to bidders a link to the on‐line bid web site.23 Ability to track vendor performance by vendor bidding.24 Ability to award an entire bid to a single vendor.25 Ability to view and report on vendor bid submissions.26 Ability for vendor to indicate if they are bidding a substitute item.27 Ability to capture vendor item number on a bid and have this print on the PO.28 Ability to automatically and/or manually assign status, including:29 Requisitioned

30 Bid Document In‐Process

31 Bid Sent



COMMENTS

32 Vendor Selected

33 Purchase Order Issued

34 Invoice Paid

35 Ability to automatically or manually assign priority codes, including:36 Emergency

37 Ability to automatically tabulate Request for Quotes (RFQ) and Invitation for Bids (IFB)

38Ability to allow the online submission of RFQs and provide the vendor with an automatic receipt of submissions

39 Ability to allow the online disbursement of RFQs40 Ability to check the status of a bid online in the system41 Ability to view and report on Contract and bid data information:42 Expiration dates

43 Commodity codes

44 Vendors

45 Departments

46 PO #s

47 Insurance expiration dates, etc.

48 Performance bond expiration dates

49 Contract number

50 Contract expiration date with extensions

51 On‐line Queries

52 Ability of the system on‐line inquiry feature to include the following item: open purchase orders.

53Ability of the system on‐line inquiry feature to include the following item: closed purchase orders.

54Ability of the system on‐line inquiry feature to include the following item: partial filled purchase orders.

55 REPORTS






64 Ability to provide reports which include: bids/contracts.

65Ability to print a Bid or Quotation list with details of Bid, outstanding bids, and accepted by

prospective vendors.



COMMENTS

66 Ability of the system to reprint bid/proposal requests.

67 Ability to have the capacity to print recurring text messages on: bid/proposal requests.68 Ability to post bids on‐line69 Ability to send bid notices electronically to bidders on a no fee to vendor basis.70 Ability to connect with 5, 7 or 11 digit NIGP commodity codes.

71Ability for Purchasing to know how many and what vendors have viewed the bid but no bid detail until after secure bid opening.

72 Ability to send and download solicitations on a no fee to vendor basis.73 Ability of vendors to submit bids electronically with secure bid opening74 Ability of vendors to self‐maintain vendor registration information.

75 Ability to notify bidders of bid opportunities based on their vendor registration preference

76 Track each occasion a bidder was notified of a bid and whether they responded

77 Provide print out of vendors notified of the bid with name address, date and how notified

78 Ability to notify bidders that their registration must be updated at prescibed intervals79 Ability to transfer vendor from Purchasing to Accounts Payable vendor



FUNCTIONAL REQUIREMENTS ‐ CONTRACT MANAGEMENT1 GENERAL PROGRAM CAPABILITIES: ‐2 Ability to enter, track and inquire basic contract information online including:3 Contract name

4 Contract number

5 Contract amount

6 Contract type (IFB, RFP, RFQ)

7 Contract amount

8 Contract changes (dollar amount)

9 Audit required

10 Payments against the contract

11 Budget line item

12 Provider name and address

13 Contract balance

14 Contract starting date

15 Contract ending date

16 Contract extensions

17 Additions to the contract

18 Department

19 Commodity code

20 Bonds

21 Insurance

22 Tax standing

23 Federal debarment

24 State registration status

25 Date approved by the Council

26 System should provide the ability to track the following fields for a prime contractor:27 Contract name

28 Contract number / ID

29 Contractor name

30 Contractor address

31 Contractor contact info (phone, fax, e‐mail)

32 Contract dollar amount

33 Payments to vendor on this contract

34 Contract start date

35 Contract end date

36 Vendor Number

37 Alternate emergency contact info (phone, fax, e‐mail)

38 System should provide the ability to track the following fields for a Sub‐contractor:39 Sub‐Contractor Name

40 Sub‐Contractor address



41 Sub‐Contractor contact info (phone, fax, etc.)

42 Is the sub‐contactor a MBE, WBE, DBE firm?

43 Sub‐contract dollar amount awarded

44 Payments to subcontractor by pay request

45 Service provided on contract

46 Ability to add a subcontract number for multiple vendors

47 CONTRACT INITIATION AND APPROVAL PROCESS48 Ability to handle certifications of contracts over multiple fiscal years.49 Ability to convert awarded bids to approved contract.50 Ability to create and track blanket order contracts or encumbrances.51 Ability to allow multiple contracts per vendor.52 Ability to allow multiple vendors by subcontract.

53 Ability to allow for multiple items per contract. 54 Ability to verify contract pricing when user dept enters requisition against the contract55 Ability to set up retainage percentage or fee56 Ability to review and print contract text.57 WORKFLOW

58Ability to route the specification documents electronically to the correct Department for review/revisions.

59 Ability to view and approve contracts within the system.60 CONTRACT MANAGEMENT/TRACKING61 Ability to track multiple contracts to a single project.62 Ability to track a single contract to multiple projects.63 Ability to budget and encumber contracts and project accounting data.

64 Ability to track several purchase orders or other reference documents within a single contract.

65 Ability to create Contract user defined fields.

66Ability to record and track contract limits (i.e. multi‐year contracts) at user specified levels of

detail over the life of the contract.

67 Ability to liquidate a contract during invoice entry.68 Ability to encumber a contract based on fiscal year.

69 Ability to track and flag contract expiration/extension dates.

70Ability to provide functionality to administer a process whereby departmental input can be captured and tracked on vendor service performance against a contract

71Ability to link contract numbers to the Invitation for Bid (IFB) and Request for Proposal (RFP) number.

72Ability to track all contract information required by legal authority, including but not limited to:

73 Notice of award

74 Liens

75 Notice to proceed



76 Insurance coverage

77Ability to attach comments to each contract for users with proper security to view and update. Comments could be free‐form or standard user‐defined (selected from a menu or drop‐down list).

78Ability to provide access to contract information on‐line and in real time to central and remote users with appropriate security.

79 Ability to support procurement from Federal and State contracts.

80PO Field which enables County to track number of emergency purchases, sole source, state contract, contract, bid number or RFP number

81 Ability to track and report on Certificate of Insurance and the related expiration dates82 CONTRACT CHANGE MANAGEMENT

83Ability to accommodate subsequent contract change orders to update dollar amounts and durations.

84 Ability to change subcontractor information and payments if change order effects85 PAYMENTS

86 Ability to view all payments at a detail level that are associated with a specific contract number.

87Ability to print detailed payment information for a specific vendor name and distinguish payments to a vendor for different program activities.

88 Ability to track multiple encumbrances and payments against a single contract.

89 Ability to generate payments to contractors based on unit pricing for multiple contract line items.

90 DEOBLIGATION / DECERTIFICATION / CANCELLATION91 Ability to terminate or suspend contracts.92 Ability to list contracts that can be suspended where the contract has expired.

93Ability to suspend/archive all selected contracts without having to access each individual PO for the contract.

94 Ability to maintain a suspended/archived list with the following information:95 Contract type

96 Contract begin date


98 Vendor name

99 Vendor number

100 Funding

101 Contract name / description

102 Renewal date

103 Amount spent under this contract104 OFFICE OF EQUAL OPPORTUNITY105 Ability to track MBE/WBE/DBE utilization through contract payments106 Ability to track MWBE subcontract utilization through contract payments

107 Ability to change the subs on a Contract ‐ after the award



108 System should provide the ability to use a multi‐level approval process for contracts109 REPORTS






118Ability to track (which step, date, etc.) the status of each step in the contracting process. Should be able to look up status online and through on‐demand reports.

119Ability to search and reports/queries on contract expiration dates given certain parameters. For example, you should be able to look up all of a department’s contracts that are due to expire within the next 3 months, 6 months, 12 months, etc.

120Ability to notify buyer and project manager via E‐mail when contract is expiring within a certain time frame. Provide link to vendor evaluation form and bid document

120 Ability to report historical contracts in detail, by division121 Ability to generate reports on compliance with MBE, WBE, DBE.

122Ability to report on all sub‐contractors and historical sub‐contractors and their involvement on

projects over time.

123Ability to report all associated information on a contract, such as POs issued from that contract,

payments made, free balance, contract expiration date, vendor, etc.

124Ability to generate reports detailing every contract authorized along with the following information:

125 Contract name

126 Contract number

127 Contract type

128 Contract begin date


130 Vendor Name

131 Vendor Number

132 Contract information

133Ability to track and report, by account number, expenditures & revenue for each individual contract, including budget to actual comparisons by user‐defined period (i.e., monthly, quarterly, daily, contract year, fiscal year, contract term, etc)

134 Ability to allocate a contract by any segment of the GL account code135 Ability to allocate a contract by yearly dollar total



136 Ability to roll non‐expended contract amounts to the next year

137 Ability to use both current and next year contract dollars while working in the current year

138 Ability to generate milestones for contract events139 Ability to use a contract while there is a pending change order against it

140Ability to view all requisitions, purchase orders, and invoices ties to a contract and drill into these

documents to view specific details

141 Ability to reconcile open contract encumbrances to the GL142 Ability to convert an approved requisition to a contract



COMMENTS

FUNCTIONAL REQUIREMENTS ‐ CASH MANAGEMENT1 GENERAL PROGRAM CAPABILITIES: ‐

2Ability to integrate with accounting system transactions to provide a “budget vs. actual” cash

flow analysis

3Ability to reconcile cash accounts (book balance) with their corresponding bank accounts (bank balance), including:

4 Ability to create multiple bank account numbers for each bank code

5 Define which GL cash accounts correspond to each bank account

6Automatically provide “bank items” reconciliation file of adjustments, deposits, and AP

and Payroll reconciliations

7Ability to search bank items by bank code/account, date range, item type (adjustments,

deposits or both), and status (cleared/not cleared/all)

8 Support for reconciliation of both open and closed months

9 Support for manual or automatic transaction clearing

10Ability to drill‐down into transaction details for cleared and outstanding totals within

date range

11Ability to create recurring cash flow records to simplify entry of many redundant records, such as

payroll expenditures

12Ability to allocate interest across one or more cash accounts based on average daily balance

13 REPORTS






22 Daily treasurer’s totals

23 Cash flow summary and detail

24 Receipts, disbursements, and balances each day

25Ability to forecast cash account cash flows for any date range; integrating with actual transaction

provides a “budget vs. actual” cash flow file

26 Support for check/warrant reconciliation, including:27 Auto‐processing of files to/from the bank

28 Payables/Payroll check writing history files

29 Can manually indicate that checks have cleared



COMMENTS

30 Reports for cleared, outstanding, and voided checks

31Support for miscellaneous cash receipts, including walk‐in payments from the public, mailed‐in

payments, turnovers from other departments, payments against any outstanding invoices,

including delinquent accounts

32Daily Payments Journal that includes a detailed list of payments received, as well as a summary

by receipt and tender type



FUNCTIONAL REQUIREMENTS ‐ MISC BILLING AND AR1 GENERAL PROGRAM CAPABILITIES: ‐

2Ability to view account history, in a single window, based upon a set period of time (e.g., 24 months)

3 Receivable system can track loans and payments (receivables) linked to the loan.4 Ability to recognize or accommodate:5 Revenue earned and billed6 Revenue earned, but not billed7 Sorting and displaying accounts receivable in a prescribed aging format8 Ability to receive Electronic Fund Transfers for customer payments.

9 Ability to enter a cash receipt transaction on a decentralized (departmental) or centralized basis.10 Ability to automatically assign sequential customer and invoice numbers.11 Ability to adjust bills for a customer.

12 Ability to accommodate decentralized cash deposit entry.

13Ability to support use of bar‐coding and scanning technology for invoicing and collection.

14 Ability to have separate bank accounts

15System should provide method of user defined structures for grouping customers into unique types/classifications.

16 Ability to indicate upon customer entry when a customer already exists for a given SSN

17Ability to security sensitive customer information (e.g. Date‐of‐Birth, SSN, EFT, and driverʹs license)

18 Ability to merge customer records (singly or en masse)

19 Ability to attach documents to invoices, customers, and/or receipts.20 CUSTOMER DATA RECORD21 Customer Number

22 Customer Name

23 Customer active indicator

24 Last account activity25 Person/Entity indicator

26 Multiple Contact names27 Contact email address28 Cross Reference ID to external systems.29 Social Security Number or Tax ID Number30 User‐Defined ID Number (e.g., property index number)31 Multiple Phone number (e.g., office, cell, etc.)32 Multiple Addresses33 Web address

34 Current and unpaid late payment penalty and interest charges35 Balance due36 Last payment amount



37 Last payment date38 Year‐to‐date payments39 Customer Credit Score40 Bad check or dunning status41 Ability to flag customer with a bankruptcy status and notes42 Customer type (multiple) 43 Statement cycle (e.g., weekly, monthly)44 Notes/comments (miscellaneous additional information)45 Customer History

46 Date customer was added47 Default delivery method (i.e., Print, Fax, Email, Print/Email)

48 User Defined fields

49 INVOICES/STATEMENTS50 Ability to itemize charges on customer invoice.

51Ability to develop customized invoices (e.g., Police logo for public safety intergovernmental billings and site logo for misc. receivables)

52 Ability to produce one‐time or recurring invoices.53 Ability to perform insurance billing for retired employees54 Ability to perform automated inter‐departmental billing

55Ability to suppress invoices for internal customers and create automatic journal entries for workflow approval with sufficient detail of charges.

56 Ability to charge different rates for internal and external customers.57 Ability to include the billing date range and/or period on invoices.58 Ability to maintain and send invoices to multiple addresses for the same customer.

59Ability to generate statements showing activity and beginning and ending balances for any user‐defined time period.

60 Ability for customers to search and pay for general bills using an online citizen portal.

61 Ability to generate account statements for the following:62 Specific accounts63 Range of accounts within a department64 Range of customers65 Delinquent accounts66 Ability to generate consolidated statements for customers with multiple accounts.67 Ability to maintain detail of unbilled charges.

68Ability to exclude / include billing detail data elements, allowable charges, and overhead on specific bills or all bills.

69 Ability to correct and reprint invoices and statements.

70 Ability to accommodate online cancellation and one step automatic reversals of invoice entries.71 Ability to print a duplicate bill and or statement upon request.

72Ability to store multiple user‐defined dunning messages and/or letters, according to user‐specified parameters.



73 Ability to classify dunning notices (e.g., groups of customers)

74Ability to write‐off small discrepancies between the amount due and the amount received with proper security.

75Ability to generate an invoice with sufficient and flexible text area to adequately describe services provided‐customized invoice process

76System should allow for a single invoice to be distributed to multiple accounting distributions based on a user‐defined allocation (e.g., percentage)

77 Ability to retain history on written‐off accounts for user‐defined periods78 RECEIPTS79 Ability to record cash and check receipts.80 Ability to apply revenue to multiple funds and/or accounts.81 Ability to accommodate the following transactions for payment:82 Electronic Fund Transfers (EFT)83 Support Lockbox Processing (including NACHA formats)84 Credit Card85 Other electronic receipts86 Ability to break out EFT payments to different account numbers.87 Provides for secure / PCI Compliant Credit Card Processing88 Provides Remote Deposit Capture for Checks (Check 21 Compliance)89 Ability to accommodate multiple payments for an invoice.90 Ability to accommodate single payments applied against multiple invoices.91 Ability to accommodate payments in excess of or less than the bill rendered.92 System will notify customer that credits or overpayment has been made.

93Ability, upon customer overpayment, to optionally select to carry a credit balance or to generate a refund, kicking off the payment process and associated approvals.

94Ability to systematically prevent refunds for less than a certain dollar amount, which can vary by type of refund.

95 Ability to integrate with Accounts Payable for issuing a refund check

96Ability to calculate and accommodate user‐defined discounts (i.e., a 2% discount for early payment, etc.).

97 Ability to generate interest on overdue amounts.98 Ability to adjust interest dates at time of payment and recalculate interest owed99 Ability to generate late payment fees by either a percentage or flat amount.100 Ability to accommodate different fee structures for different receivable types.101 Ability to calculate credit score based on user defined criteria.102 Ability to generate the following information on cash receipts:103 Amount104 Customer Name (optional)105 Customer ID (optional)106 Customer address (optional)107 Default accounts (multiple)108 Date of service



109 Current date110 Individual who received the payment111 Form of payment (check, cash, credit)112 Description of service (text and/or code) (multiple)

113Ability to transfer overages to other related bills, with the appropriate accounting affect automatically.

114Ability to pull up an existing cash receipt entry and reverse it, with the appropriate accounting affect automatically.

115 Ability to provide flexible NSF rules (fixed, percentage, or escalating fee amounts)116 Ability to secure cash drawer by opening only on cash payments117 Ability to reverse a lockbox process or a batch of receipts118 REPORTS






127 Ability to generate a report by user or by department for:128 Daily cash receipts129 Cash register journals130 Daily bank deposits131 Ability to list receivables written off.132 Ability to accommodate automatic reconciliation to the bank.133 Ability to generate a variance report showing revenue accruals vs. actual collection.



COMMENTS

FUNCTIONAL REQUIREMENTS ‐ PAYROLL1 GENERAL PROGRAM CAPABILITIES: ‐

2Process more than one type of payroll, such as weekly time card, bi‐weekly salaried, monthly

salaried, multi‐divisional payroll, multi‐agency payroll, etc.

3Provide a "checklist" of process to complete a payroll, and indicate what process have been

completed

4Support specific deduction withdrawn automatically until amount is expended (pension buy‐

back).

5Generate special pays, such as merit, longevity, certificate bonus and performance, which are

void of any deductions other than taxes and possibly pension

6 Distribute payroll expense automatically to GL

7 Update the GL accounts at the time of each payroll run or special pay

8Display current period, month, quarter, and year‐to‐date hours, earnings, net, taxes and

deductions

9 Ability to interface hours worked to or from the Vendor's Work Order module

10Perform both payroll and personnel functions from a single database with automatic update of

information in both systems from a single transaction

11Support online inquiry of the entire employee database, with security on sensitive information

such as SSN or addresses

12 Support online data entry of employee and payroll data

13 Maintain the salary and wage structure by position including grade and step range

14Print pertinent information about an employee's current pay on the payroll check and check

stub, including all pay types and deductions

15 Support retirement for tax sheltered annuities

16 Provide current and year‐to‐date information on payroll check stubs, including:

17Personal leave (accrued, balance, used)

18Vacation (accrued, balance, used)

19 Comp time (accrued, balance, used)

20 Sick time (accrued, balance, used)

21Pension earnings

22 PAYROLL PROCESSING23 Automatic processing for user‐defined frequency by employee

24 Automatic start or stop based upon a specified date

25 Automatic stop when a specified limit is reached

26 Comprehensive labor distribution capabilities:27 Multiple cost centers per employee

28 Calculation of fringe benefit costs

29 Support an automatic payroll check reversal for voided checks

30 Payroll check reconciliation capabilities



COMMENTS

31 Calculate wages subject to worker's compensation

32Be able to automatically calculate retroactive pay for unlimited # of pay periods & update G/L

correctly

33 Calculate all employer‐paid benefits

34Integrate the payroll data with the Vendor's Human Resources module to eliminate redundant

data entry.

35 Simplify the restart procedure for the reprinting of a single check or group of checks

36 Automatically generate time‐sheets by department or cost center

37Provide a mechanism for balancing hours input to hours accepted and to be processed

38Provide ongoing attendance analysis per employee to include the following for each pay period and year‐to‐date:

39 Paid absences ‐ hours

40 Unpaid absences ‐ hours

41Automatically update longevity pay based upon length of service from longevity start date

42 Provide key inquiry by employee number and partial or full name

43 Create workman's compensation information

44 Support one‐time payments either taxable or non‐taxable

45 Ability of system to accommodate various attributes such as:46 Effective and end dates

47 User‐defined calculation rules

48 Pay increases based upon earnings factor (formulas)

49 Pay increases based upon fixed percentage rate(s)

50 Pay increases based upon fixed dollar amount(s)

51 Short and long descriptions

52Leave accruals/subtractions (remaining, carryover by calendar and fiscal year)

53Base pay as defined by the user (base salary plus shift differential plus longevity pay,

etc.)

54 Exception reporting

55 Earnings type (regular, overtime, etc.)

56 Hours/units

57 Dollar/hour/unit/percentage limits

58Ability to accommodate multiple pay schedules/tables. Please state in the Comments column

any limitations on the number of pay types.

59 Ability to support electronic workflow of the payroll process.

60Ability to setup new payroll codes and deduction types as needed, with the appropriate security.

61Ability to have pay codes that will generate billable transactions in a general billing module (e.g.

Police special duty)

62 Ability to handle non‐cash pay



COMMENTS

63 Ability to compute perfect attendance bonus.

64 Ability to compute complex overtime calculations that may differ by department.

65 Ability to accommodate payroll for the following types of employees:66 Full‐time

67 Regular

68 Temporary

69 Part‐time

70 Exempt

71 Non‐exempt

72 Any combination of the above designations

73 Various user‐defined designations

74Ability to accommodate automatic movement between steps/increments and/or merit steps

75Ability to define and enforce user‐defined rules for holiday, vacation, personal, and sick time

usage

76 Ability to tie back payroll to the appropriated budget

77 Ability to impose a fee for garnishments

78Ability to calculate taxes for election workers (upon reaching max over a user‐defined period of

time)

79 Ability to adjust pay calculations based on mid‐pay period hire or termination date

80 Ability to accommodate the following deductions:81 Union dues

82 Charitable contributions (United Way)

83 Medical (multiple)

84 Life insurance (multiple)

85 Rider insurance

86 Additional optional life insurance

87 Garnishments (multiple)

88 Deferred compensation plans (multiple)

89 Retirement plans (multiple)

90 Other user defined deductions

91Ability to add additional new deductions by HR as necessary. Please include any limitations on

the number of deductions in the Comments column.

92Ability to accumulate earnings and deductions on a weekly, bi‐weekly, monthly, quarterly,

annual, period, or multi‐fiscal year basis

93 Ability to calculate deductions based upon the following:94 Flat amount

95 Percent of gross

96 Percentage of any combination of pay

97 Pay after combination of deductions

98 Ability to handle the following deduction controls:99 One time only



COMMENTS

100 Every pay period

101 Bi‐monthly

102 Start and stop dates

103 Annual dollar limits

104 Pay period dollar limits

105Maximum deductions per year or pay period based upon dollar amount or percentage

of salary (i.e., minimum net pay requirements)

106Ability to "turn off" benefits accumulation for an employee or group of employees, but maintain

a record of the accumulations

107 Ability to handle the following types of garnishments:108 Multiple garnishments on the same check

109 Flat amount or percentage

110 Calculation of total after all deductions

111 Ability to print third‐party checks for garnishments and miscellaneous deductions

112 Ability to send garnishment payments via direct deposit

113 Ability to maintain garnishment information including date of order, case/court number,

collection agency, name, total collection amount. The ability to attach documentation.

114Ability to compute, on a before or after tax basis, employer and employee portions of deductions

for items such as:

115 Taxes (Federal, State and Local, etc.)

116 Life Insurance

117 Medical Insurance

118 Deferred Compensation plan

119 Long‐term disability

120 Social Security and Medicare

121 Retirement

122 Other user‐defined deductions

123 Ability to print special deduction checks

124 Ability to accommodate various pay codes such as the following:125 Regular (Full‐Time, Part‐Time, Temporary, etc.)

126 User‐defined premium pay

127 Overtime

128 Holiday

129 Floating holidays

130 Personal Days

131 Shift differential (multiple types)

132 Vacation

133 Sick leave payout

134 Comp time (exempt and non‐exempt with different calculations)

135 Comp time accrual

136 Pay‐out comp



COMMENTS

137 Safety

138 Straight pay

139 Jury duty

140 Military

141 Witness

142 FLSA

143 FMLA leave

144 On call/Beeper Pay (multiple)

145 Call back

146 Hazard duty

147 Severance/termination pay

148 Health and dependent care reimbursement

149 Sick leave/vacation after death

150 Training

151 Leave without pay

152 Leave of absence

153 Bonus

154 Mileage

155 Administrative leave

156 Merit

157 Longevity

158 Car allowance

159 Paid Time Off (PTO)

160 Other user‐defined pay codes

161Ability to cap compensation time at a user‐defined level, which can be different by department

162 Ability to track all days that any accruals were used by dates

163Ability to track compensation time and generate reports listing lowest number of hours in a user‐

defined period

164Ability to send alert or notification to employee and supervisor when vacation or compensation

time accrual maximum is approaching

165 Ability to prioritize deductions

166 Ability to override deductions on paycheck

167 Ability to track pay types and generate reports on any of the pay types

168Ability for all fields in the database to be printed on the pay stub as desired (detailed pay,

deductions, leave balance accumulators) with the associated "through" date.

169 Ability to print multiple messages on the pay stubs based upon:170 Site‐wide

171 Department

172 Job classification

173 Benefit status

174 Health plan



COMMENTS

175 Bargaining unit

176 By any deduction category

177Ability to accommodate online entry of manual checks including automatic update of all

employee and employer accumulators

178 Ability to process negative pre‐ and post‐ tax deductions

179Ability to manually adjust taxable earning fields on an annual, quarterly, and pay period basis

180 Capable of providing ACH through modem, magnetic tape or electronic means. Outputs payroll

file in ACH format and follows all ACH requirements for processing interfaces.

181Ability to accommodate automatic direct deposit of paychecks through electronic funds transfer to:

182 Multiple accounts within a bank

183 Multiple banks

184 No limit to number of automatic direct deposit accounts

185Deposits remaining net amount of check (avoids generation of another check for a

couple of pennies)

186 Ability to provide totals for reconciliation of:187 Benefit information for cost to organization

188 Changes to employer deductions and taxes

189 Government reporting for each employee

190 Annual wages in taxes from payroll to 941's and W‐2s

191Ability to provide historical records for every financial transaction as a complete audit trail

192 Ability to generate and index audit trails based on user‐defined criteria

193Ability to provide a payroll proof list of all payroll calculations, gross‐to‐net, before checks are produced, including:

194 Hours by type

195 Earnings by type

196 Employee tax liabilities

197 Employee deduction amount

198 Employer contribution amount

199 Deductions not taken and set‐up in arrears

200 Employer portion of all taxes

201 Ability to notify specified users when comp time accruals exceed limits

202 Ability to print manual checks on laser printers with digital signatures

203 Ability to define if pay code is included or excluded for calculating comp time

204 Ability to process more than one payroll simultaneously

205Ability to specify percentage of employee's pay to be distributed to different departments

206Ability to automatically clear personal time when unused by end of year, with the option to

override with appropriate security



COMMENTS

207Ability to process future pay data while current pay period is still open (i.e., need last check)

208 Ability to select type of taxation on manual checks (weekly, bi‐weekly)

209 Ability to generate off‐cycle payroll runs

210 Ability to handle off‐cycle direct deposit (longevity pay, merit pay)

211Ability to run payroll calculation multiple times for checks and balances before actually printing

checks

212 Ability for users to utilize the system when payroll is running

213 Ability to specify taxability on each of the pay codes

214 Ability to access and update effective dated tax tables

215Ability to replace a check all in one step (void original, assign new number, etc.) even in prior

year

216Ability to allow payroll adjustments to final paychecks for refund of vacation, sick, etc.

217 Ability to calculate comp time using multiple formulas

218Ability for comp time entry to vary by department and/or classification (i.e., exempt/non‐

exempt)

219 Ability to assign project numbers to employee hours

220Ability to allow employees to charge time to a specific program or project and specify the type of

work performed

221 Ability to charge time to a department other than an employee's "home" department

222 Ability to collect time input by multiple methods

223 Ability to support the concurrent use of different types of devices for data collection

224 Ability to view, edit, and/or enter hours on an individual or group basis

225Ability to verify hours worked based on work schedule and pay codes and present exceptions to a

specified user

226Ability to deliver client specified timesheets to various groups and/or types of employees, based

on workflow

227 Ability to edit time prior to payroll processing, with an audit trail of all changes

228Ability to display current leave accrual rates, codes and maximum balances for each employee

while time is being entered or reviewed

229 Ability to handle mid‐period work schedule/shift changes

230 Ability to view employee's schedule with shift and off day information at any time

231 Ability to record attendance history by day

232Ability to prevent the use of accruals over earned amount, with the ability to override with the

appropriate security

233Ability to receive notification when an employee has not been paid for pay period and is not on

established leave

234Ability to provide edit reports after time input that will capture user defined deviations such as

excessive overtime or zero hours for active employees

235 Ability for managers to approve advanced scheduled leave

236 Ability to future date transactions for processing during the appropriate pay period



COMMENTS

237Ability to accommodate multi‐level approvals and movement of electronic timesheets between

remote locations

238 Ability to automatically post pre‐approved leave during effective pay period

239 Ability to prorate accruals based on time worked

240 Ability to provide exception time only reporting for user specified groups

241Ability to produce default hours for exception‐based employees based on user profile

242 Ability to interface with decentralized timekeeping systems

243 Ability to do year‐end accruals of salaries and benefits

244 Ability to automatically produce direct deposit tapes/files for banks

245 W‐2

246Ability to produce all W‐2 information for employees and reporting agencies (i.e., IRS and State,

etc.) on laser and standard printer

247 Ability to sort W‐2 information in a user‐defined format

248 Ability to reprint a single W‐2 from current or prior year or do mass reprints

249 Ability to transmit W‐2 and payroll taxes electronically

250 Ability to test W‐2 information before making available to the employee

251 STANDARD REPORTS







Cubes.

261 Employee Detail Report262 Detail Check History Report

263 Payroll Register both Summary and Detail

264 Electronic Deduction Report (i.e., Insurance Companies, Unions, etc.)

265 A report of deductions that were not taken and reason why

266 Detail G/L Distribution Report

267 Outstanding Checks Distribution

268 Manual and Void Check Report

269 Ability to generate standard reports that reconcile earnings to 941's

270 Ability to report if an employee has both a W‐2 and a 1099



COMMENTS

FUNCTIONAL REQUIREMENTS ‐ EMPLOYEE SELF‐SERVICE1 GENERAL PROGRAM CAPABILITIES: ‐

2 Ability for employees to monitor and maintain personal and employment information such as: ‐

3 General Information ‐

4Employee can view and update their own personal information including address, personal email, phone numbers, emergency contacts, dependents, and demographic information

5 Employee can view their certifications and the status of each one6 Ability to upload documentation such as policy manuals or employee forms

7Ability to provide custom links to other URL addressable locations such as websites, emails, or shared folders

8Integration with Content Management for viewing of archived documents such as W2s, 1009Rs, and Pay Advices

9 Provide department and overall HR contact information10 Ability to view HR announcements and department information11 Support for online Leave Accrual Processing:12 Employee can submit leave requests online13 Employee can cancel requests that have not been taken yet14 Employee can view past accrual history in list and calendar views15 Employee can view accrual balances and projections of earned time16 Software can be customized to support leave rules (earn before use, etc.)17 Employee can choose reason for leave request and add custom comments

18 Ability to export requests to preferred calendar program, such as Microsoft Outlook19 Supervisor specific functionality:20 Ability to customize the number of levels of reports a supervisor can view21 Ability to view subordinate personal information22 Ability to view subordinate pay information23 Ability to view subordinate accrual information24 Ability to review and approve/decline subordinate leave requests25 Ability to view subordinate trainings26 Ability to sign up subordinates for trainings27 Ability to view team leave coverage calendar28 Support for online Time Sheet Processing:29 Employee can enter time for multiple time sheets, jobs, and pay types30 Employee can designate the account to charge time to31 Employee can allocate time to specific work orders, activity codes, and reasons32 Support for online Employee Expense Reports:33 Ability for an employee to view and potentially cancel/update pending requests



COMMENTS

34 Employee can enter expense requests online including detailed expense accounting35 Supports unlimited number of forms which can be customized by the client36 Forms and amounts allow for custom rules and requirements37 Support for online Training Enrollment:38 Ability to view upcoming training calendar39 Ability to view course history and results40 Ability to sign up for courses online41 Ability to view wait list status and information

42 Ability to export trainings to preferred calendar program, such as Microsoft Outlook43 Support for online Pay Information:

44 Listing of all employee advices including detailed pay and deduction information

45Ability for employees to run ʺWhat Ifʺ simulations to determine net effect of W4 or other changes

46 Ability to submit W‐4 changes online47 Ability to view W2 and 1099‐R information

48 Link to archived image of paycheck advice stored in Content Management system

49Summary information including current W4 selections and YTD pay and deduction information

50Support for online Salary Change Notifications with the ability for employees to acknowledge receipt of change

51 Support for online job posting & tracking:52 Applicants may attach résumé, copy of transcripts, cover letters, references, etc.

53Limitless customization of database fields by HR—State certifications, retirement system participation, language, etc.

54 Fully customizable forms with unlimited sections and fields55 Support for publishing job postings via RSS feeds

56 Allow for applicant reference checks to be completed via the Self Service application

57 Customizable postings including links to additional information or documentation58 Support for online benefits tracking:59 Ability to view current benefits

60Support for online open enrollment including customizable sections, opt‐outs, dependent/beneficiaries, and pre/post tax

61 Ability to apply for a benefits change by entering a qualifying event62 Ability to have a custom individual enrollment for qualifying events63 Ability to view per‐pay periods employee cost of benefits



COMMENTS

64 Support for online performance management:65 Employee is allowed to view their personal performance review66 Ability to enter employee comments/feedback of their review67 Ability to acknowledge receipt of performance review



COMMENTS

FUNCTIONAL REQUIREMENTS ‐ APPLICANT TRACKING1 GENERAL PROGRAM CAPABILITIES: ‐

2The system shall support the function of recruiting and applicant tracking At a minimum the following broad functions will be supported: ‐

3 Creation of job requisitions

4Automated workflow routing and approval of requisitions when position becomes vacant

5 Tracking of requisition status6 Ability to apply online with a user defined application(s)7 Ability to fill out reference questionnaires online8 Ability for applicants to apply via Social Networking web sites9 Tracking of applicants10 Processing of eligibility and referral lists11 Management and scheduling of testing and interview process12 Maintain minimum qualifications for each position13 Automatic transfer of applicant to employee once hired14 Automatic generation and routing of applications to hiring department15 JOB REQUISITION AND TRACKING16 Support the following types of job openings:17 Promotional (intra‐departmental)18 Inter‐departmental (all employees)19 Open competition (internal and external applicants)20 Vacancy notice21 Other user defined types of openings (i.e., volunteer)

22System allows for recruiting, tracking, and monitoring of vacancy postings to determine an internal candidate pool

23 System supports notifying applicants by e‐mail or US mail of the job opening24 Ability to notify the applicant that their application has been received via e‐mail

25Creation of a job opening within the system automatically (based on user defined option) makes the position available on the web site and the job line

26Creation of a job opening within the system notifies appropriate personnel that a personnel requisition is required

27 System allows applicants to apply for multiple job openings

28System supports various workflow approval routings for departments with openings to make them aware of qualified applicants

29System supports authorization approvals for hiring, central authorization approval when appropriate with the ability to appoint approval power

30System records testing and hiring process requirements (process ‐ not applicant specific), including:

31 Steps required (written test, appraisal of promotability, rating from record, etc.)



COMMENTS

32 Order of testing steps33 Dates of tests34 Locations of tests

35Testing step may be specified as general and applicable to many positions (typing test) with expiration dates

36General steps (typing test) may be skipped for individual applicants that have passed this step for another application process

37 System supports test item analysis (for validation of test components) and exam scoring38 Provide ability to exclude items that are deemed invalid from final scoring of tests39 APPLICANT TRACKING

40Ability for current employees to apply for a position that auto‐populates with existing employee data

41 Ability for applicants to indicate job preferences, such as teaching grade level

42 System provides an applicant tracking system for both external and internal job applicants

43System provides ability for users at remote locations to see both in‐house candidates and Web applicants

44 System provides requisition tracking of all vacant positions

45 System evaluates application data against job prerequisites and indicated applicant preferences46 System provides on‐line entry of interview and test results47 System stores the test scores of applicants48 Ability to track interview history49 System provides tracking of offers made to applicants50 System records results of offers

51System provides the ability to identify applicants in various stages (eg tested and untested) as separate groups

52 System supports an applicant file which can be purged or archived by user defined criteria53 System provides for user‐defined application forms (both paper and web based)

54

System supports pre‐employment criminal background screening for required positions and designated sensitive positions by establishing workflow processes to track an applicantʹs progress through the background screening, recording the information regarding the background, medical and psychological check

55Ability to track post‐offer pre‐employment physicals and medical screenings for various job categories

56 System records, tracks, and reports on the people in the screening process and sub‐processes

57Ability to notify appropriate persons that a background screening(s) is required according to type of application (i.e., professional)



COMMENTS

58 System can automatically generate ʺno thank youʺ letters to non‐hirees when a position is filled

59System facilitates the generation of follow‐up letters according to status in the hiring process (i.e., schedule test, passed test, failed test, etc.)

60System integrates employee information with all other components to eliminate duplicate data input

61 System tracks all exams individual applicants complete

62System tracks whether degrees, licenses and certifications have been verified, the date verified and by whom

63 For all contacts with applicants and people on certification lists, system tracks the following:64 Date and time65 Method of contact (telephone, mail, email, etc.)66 Person doing the contacting67 Tracks any material or notifications sent68 Position 69 Response70 DATA REQUIREMENTS

71 Personnel Requisitions and Applicant Tracking module has at least the following information:72 Position number for every position73 Position classification title74 Ability to identify positions that are vacant75 Valid dates76 Filing dates77 Role78 Task79 Assignment80 Sub‐classification title81 Hiring manager82 Organizational Unit requesting83 Date Requested84 System tracks at least the following data on each applicant: 85 Name86 Address87 Phone numbers (2 ‐ primary and secondary)88 Social Security number89 Email address90 Person taking information (if different from applicant)91 Date of contact/application



COMMENTS

92 Position(s) applied for93 Interview schedule94 Interview results95 Test schedule96 Test results97 Effective Dates for contact or application98 Referral source ‐ identify the recruitment method used to attract the person99 Qualifications for specific job classification (multiple text entries)100 Training for specific job classification (multiple text entries)101 Special skills for specific job classification (multiple text entries)102 Work eligibility (yes/no)103 References:104 Name105 Address106 Phone Number107 Date Contacted108 Person having contact109 Method of contact (telephone, mail, email, etc.)110 Results111 Interviewers (name, personnel ID#, date interviewed)112 Eligible for hire/rehire113 System supports the optional EEOC statement questionnaire items:114 Race115 Ethnicity116 Gender117 Date of Birth118 Driverʹs License

119System provides a text/comment field to record comments and events Example is an applicantʹs ad hoc request for reasonable accommodation

120 System provides comment field for each Applicant Tracking event, such as:121 Application122 Exam participation123 Exam results124 Other 125 System tracks at least the following data for each exam or test:126 Exam or test name127 Exam or test number128 Persons responsible for exam process (exam analyst)129 Valid start date130 Valid End date



COMMENTS

131 Person requesting132 Person authorizing

133 Minimum requirements for the position (10 user defined text based fields) per exam134 Attachments (any type of file (word document, spreadsheet, PDF, links, etc.)135 Unique answer key number136 Score / pass / fail criteria137 REPORTS






146 System allows applicants to query the database to find open vacancies

147 System allows applicants to determine the status of their application for any open vacancy148 System allows user to inquire on all positions applied for by an applicant

149System shall provide flexible reporting that allows the analysis of personnel requisition information, including:

150 Open personnel requisitions151 Closed personnel requisitions152 Application activity153 Demographic information of applicants154 Status of personnel requisitions

155 Allows inquiry of vacant positions (with flexible criteria) that are actively being recruited for156 System provides ability to query database for prior applications by applicant157 System produces at least the following reports:158 Individual applicant profile159 Vacant position listing160 List all applicants by name (show other data elements ‐ user definable)161 List all applicants by job code162 Test / Interview schedule list163 Unqualified applicants list164 Qualified applicants list



COMMENTS

165 System provides listings of vacant/frozen/unfunded positions as required166 System allows inquiry against applicant list167 System prints mailing lists for all applicant correspondence168 System prints form letters for distribution to applicants169 System produces statistical reports reflecting historical EEO data on applicants170 System provides a detailed report of cancellations and no‐shows

171System provides a report of training session, lesson, class, course, program, and outside training attendance



FUNCTIONAL REQUIREMENTS ‐ HUMAN RESOURCES1 GENERAL PROGRAM CAPABILITIES: ‐

2Ability to accommodate workflow approvals of human resources related processes and documents

3 Ability to provide that security is definable at multiple levels to allow employees read access to their

own data within the Self Service module with limited editing access at field level

4Ability to provide that security is definable at multiple levels to allow supervisor read access to

department data

5Ability for department level administrator to set security and passwords by field and user or user

group

6Ability to attach in date order by subject matter any electronic data (such as scanned or imaged

forms) to an employee's record (such as separation of service, change‐to‐payroll form, exit

evaluation, COBRA letter, etc.)

7 Ability to perform HR‐related transactions both real‐time and in batch

8 Ability to utilize digital signatures

9Ability for the definition of business rules that allow logic, processes, or calculations to be user

defined

10 Ability to comply with all State and Federal laws related to government entities

11 Ability to future date transactions

12 Ability to correct history based on appropriate security, with an audit trail

13Ability for employee's leave accruals to adjust as necessary with an employee type change (i.e., part

time to full time)

14Ability to track language ability (speaking and writing) other than English, including sign language

15 Ability for employee to notate whether home address should be confidential or not

16 Ability to automatically assign a numeric employee number

17 Ability to define Ethnicity categories

18 Ability to track length of time an employee has filled a position

19Ability to track and report on driver's license expirations and provide notice to employee and

supervisor of need for updated information

20 Ability to track and report on driver's license suspensions with associated reason

21Ability to record and track the items that have been assigned to an employee (i.e., keys, cell phones,

pagers, ID cards, parking passes, key cards, etc.)

22 Ability to keep history on property assigned to the employee

23Ability to provide online inquiry to the personnel master file by employee number, by employee

name, or by social security number and display in list format

24 Ability to allow limited access to personnel information using a password security system

25Ability to track employee movement between positions within the organization and keep a

permanent record of this information within the system

26 Ability to generate employee groups for tracking purposes

27Ability to provide a field for holding miscellaneous textual data of any length on any personnel‐

related screen

28 Provide for a separate file for terminated employees

29 Ability to record table‐driven reasons for termination

30 Ability to track and record volunteers with a unique identifier

31 Ability to move from volunteer status to regular employee

32 Ability to track post retirement benefit costs and who is eligible

33 Ability to maintain record of employee plan history

34 Ability to validate that the employee is eligible for the plan selected

35Ability to determine the coverage and deduction amounts for the employee using the parameters

stored in the benefit plan structure tables

36 Ability to support pre and post tax payroll deductions

37Ability for group life insurance amounts and costs to be recalculated for all employees at any time

during the year based on changed salary coverage and/or plan cost parameters



38 Ability to support cafeteria benefits

39 Ability to track imputed income for life insurance for amounts over $50,000

40Ability to have benefit premiums formula driven, established from salary, set amount, with or

without coverage limits and based on client defined eligibility

41 Other H/R Modules: (Indicate if available)42 Employee Evaluation Module to schedule and record evaluations

43 Training Module to schedule and track all required training for an employee

44 OSHA Reporting Module to track and report on all on the job injuries

45 Grievance Tracking Module

46 Online Benefits Enrollment

47 Professional Development

48 EMPLOYEE DATA49 Name

50 Prefixes (i.e., Mr., Ms., Dr.)

51 Suffixes (i.e., Jr., III)

52 Hyphenated names

53 Multiple home addresses

54 Home address confidentiality flag

55 Marital status

56 Spouse and multiple dependent data

57 Dependent SSN's

58 Social Security Number

59 SSN confidentiality flag

60 Employee number (automatically assigned)

61 Birth date

62 Gender

63 Ethnicity

64 Home phone

65 Phone number confidentiality flag

66 Cell phone

67 Pager

68 Multiple e‐mail addresses

69 Multiple emergency contact name(s)

70 Emergency contact phone (multiple)

71 Labor group code (for EEO4 purposes) ‐ defaults from Position Control

72 Veteran status

73 Reserves status

74 Work authorization flag

75 Work visa information including type, number, and expiration date

76 Original date of hire

77 FICA class

78 Benefit Date (multiple)

79 Retirement date and plan

80 Date of death

81 Driver's license information including expiration date and state

82 Education (type of degree, college, # of years attended, year earned)

83 Multiple certifications and licenses and their expiration dates

84 Multiple memberships in professional organizations or associations

85 Digitized photograph

86 Employment type (user‐defined)

87FLSA designation, exempt/non‐exempt designation and category ‐ defaults from Position Control

88 ADA accommodation

89 Grade and step plans and open range plans with a min, mid, and max

90 Current assigned division/department/function and temporary assignment(s)



91 Employee status (FLMA, active, suspended, etc.)

92 Employee group (defaults from benefit info on position control)

93 Base Salary

94 Scheduled Hours (default from scheduling system)

95 Shift and Shift Differential

96 I‐9 information (user‐defined)

97 Multiple user‐defined fields

98 POSITION CONTROL FILE99 Ability to automatically assign a number upon position creation

100Ability to report on an encumbered position and easily identify when a position is eliminated

101 Ability to ensure that only budgeted positions can be filled

102 Ability to maintain the following position data:103 Position created date

104 Position status (open or closed)

105 Job title

106 Job specification code

107 Supervisor or Manager indicator

108 EEO code

109 Union code

110 Physical work location

111 Department/Program/Project

112 Percent of full time

113 Salary grade and step

114 Full‐time/part‐time flag

115 Regular/temporary flag

116 Division/Department/Program start date

117 Workers Compensation Code

118 Function Code (denotes sub‐organizations within a department)

119 Employee Group (to denote benefit entitlement)

120 Cost Distribution Code

121 Functional Labor Code (mandatory for EEO4)

122 Skills Test Requirements

123 Other user‐defined fields

124Ability to automatically calculate new annual salary for budgeting and pay calculations

based upon changes to pay tables, etc.

125 Ability to accommodate split funded positions

126Ability to automatically figure salary calculations (step driven, flat dollar or percentage) and

budget impact statements (ie, "what if" scenarios including benefit information, trend

analysis)

127 Ability to play with different scenarios without impacting budget until finalizing

128Ability to maintain the following current salary information and display on line in a list

format:

129 Effective date (including future dates)

130 Union code

131 Salary grade and step

132 Wage grade

133 Pay change reason code (table driven)

134 Pay change reason notes/memo field

135 Previous salary

136 Other user‐defined fields (i.e., appointed, rank, sworn, etc.)

137 Ability to capture history on status changes, position changes, name changes, salary changes, location

changes, payroll changes, benefit changes, supervisor changes and organizational changes



138Ability to indefinitely view terminated employee information for reference check information

139 Ability to provide for multiple salary schedules

140 Ability to accommodate salary table linked to job/position class

141 Ability to maintain job descriptions on‐line

142Ability to support condition based position changes (i.e., positions marked for attrition or title

change)

143 Ability to accommodate positions assigned in hierarchical structure and relationships

144 Ability to provide that position can be budgeted for partial year (3, 6, 9 months)

145 Ability to set default for budgeting vacant position at user specified grade & step

146 Ability to generate a specific EEO analysis, incorporating:147 History of appointments by race & gender

148 Current number of positions in class

149 Number of positions to be filled

150 Ability to track internal promotions

151 Ability to track reclassification of positions

152 Ability to track deleted positions

153Ability to do analysis ("what if scenarios") with positions, individually by department and across the

Site as a whole

154 Ability to provide position control tracking of filled and vacant positions

155Ability to follow organization history of the position (list of employees who filled a position over a

user‐specified period of time)

156 Ability to have one employee be in multiple positions

157 Ability to track funding source to the position

158 Ability to accommodate sets of benefit options linked to employee group

159 Ability to provide tracking of death for employees, retirees, or dependents

160 Ability to provide for mass updates of employee plan designation

161 Ability to update benefits individually and as a group online

162 Ability to track current benefit elections for retirees and spouses

163 FMLA TRACKING164 Ability to send notices to employees using Microsoft Word

165 Identify multiple start dates with capability to handle intermittent time

166 Identify multiple ending dates

167Ability to track different leave types which accumulate concurrently as defined by user for each

employee (i.e., STD, Workman's Comp., FMLA, leave of absence)

168 Ability to view FMLA time off in the current rolling 12 month period

169 Ability to stop accruing leave when contracted maximums are reached

170 Ability to have multiple accrual maximums for different classes of employees

171 YEAR END ACCRUAL PROCESSING172 Buy out unused balance at a % of normal pay

173 Carry Forward

174 Lapse excess

175 Transfer Balance

176 Transfer over Limit

177 Donate to Pool

178 Zero Balance

179 REPORTS180 Ability to produce ad‐hoc reports using a report writer (i.e., SQL Server Reporting Services)181 Ability to produce charts, highlight figures, create tables using the ad‐hoc report writer.

182Ability to provide security for ad‐hoc report writer to ensure only users with permissions can access

appropriate information.

183 Ability to copy existing reports to new report titles for modification to a new report.184 Ability to create PDF files or HTML links.185 Ability to schedule reports for regular production (i.e., monthly, bi‐weekly, etc.).186 Ability for scheduled reports to be emailed to a user.




188 Personnel Action Reports

189 The software should generate a listing of benefits by employee

190 Salary Analysis Report

191 Pension Reports

192 Life Insurance Reports

193 Vacancy reports

194The software should generate vacation, sick pay and comp time reports by department, of each

employee's vacation, sick and comp time including beginning balance, days taken, and remaining

balance

195The software must provide a listing of seniority information, including continuous service dates,

review dates, birth dates, departments and job classifications



COMMENTS

FUNCTIONAL REQUIREMENTS ‐ CONTENT MANAGEMENT 1 GENERAL PROGRAM CAPABILITIES: ‐2 The system should provide the following benefits: Y3 Integration with other system modules

4Tie images of documents to system transactions (for example, link scanned copies of paper

invoices to the system's invoice transactions)

5 Support batch scanning, archiving, and indexing of paper documents

6 Should support automatic and manual indexing of archived content

7 Should allow full text search of electronic content

8Automatic archiving of electronic content in any document type, such as PDF, image, or text

9Ability to merge application data into electronic form templates that are indexed and archived automatically, including but not limited to:

10 Accounts Payable Check11 ACH/EFT12 Purchase Order13 1099M14 1099R15 Payroll Check16 Direct Deposit17 W‐218 W‐2C

19Ability to create, index, and archive an electronic copy of output from any report in the system

20 Allow those electronic copies of reports to be shared by multiple users of the system21 Provide end users the ability to view, print, e‐mail documents from desktop computer22 Offer paper or digital output23 Allows for Optical Character Recognition (OCR)

24 Should allow e‐mailing of direct deposit advices

25 Should provide security for documents from unauthorized access or permission

26 The system should provide the ability to control where, how and in what order you print:27 Purchase Order28 Invoices29 Checks

30 Ability to conform to Records Management requirements, such as document retention schedules

31Allows for Annotations: Sticky Notes, Text Stamps (manual and automatic), Redactions

32 Workflow enabled for document processes (e.g. approval processing)

33 Ability to email documents directly from application



COMMENTS

FUNCTIONAL REQUIREMENTS ‐ MEETING MANAGER1 GENERAL PROGRAM CAPABILITIES: ‐2 The system should provide the following benefits: Y3 Integration as appropriate with ERP modules.

4 Easy to use Web Interface that streamlines the process of agenda topic submission.

5 Store topics and attachments within a centralized database.

6 Offer a paperless process from topic submission through minutes publication.

7 Includes the following user‐friendly, intiutive features:8 ʺDrag and Dropʺ agenda organization9 Intuitive Dashboard10 Ability to attach documents (i.e., contracts, maps, charts, etc.)11 Ability to add notes 12 Ability to access, review, approve or reject agenda items13 Automatically generates meeting minutes through Meeting Manager module

14Ability for the public to quickly view topics and agenda attachments through a public Web portal.

15 Ability to notify users which topics have been approved and are on the agenda. 16 Ability to import, edit and publish meeting minutes.

17 Ability to designate both private and public sets of minutes.

18 Ability to store all content in one central repository.

Attachment 4

Required County Documents to be included in RFP Response

Proposal

Form

I have read and understand the requirements of the request for proposal RFP and hereby submit

my response thereto. I hereby agree to provide the software and services in accordance with

the requirements of RFP with exceptions explicitly noted in my response to RFP. The proposed

fees shall include all labor, material and equipment to provide the software and services as outlined

including any travel or per diem expenses and any other miscellaneous expense involved.

SUBMITTED BY:

PROPOSER:

SIGNATURE:

NAME (PRINT):

ADDRESS:

COUNTY/STATE: ZIP

TELEPHONE: ( )

FAX: ( )

E‐MAIL ADDRESS:

NON‐DISCRIMINATION STATEMENT The proposer certifies that:

(1) No person shall be excluded from participation in, denied the benefit of, or otherwise

discriminated against on the basis of race, color, national origin, age, disability or gender

in connection with any bid submitted to Franklin County or the performance of any

contract resulting therefrom;

(2) That it is and shall be the policy of this proposer to provide equal opportunity to all business

persons seeking to contract or otherwise interested in contracting with this Company,

including those companies owned and controlled by racial minorities, cultural minorities, and

women;

(3) In connection herewith, We acknowledge and warrant that this proposer has been made

aware of, understands and agrees to take affirmative action to provide such companies

with the maximum practicable opportunities to do business with this proposer;

(4) That this promise of non‐discrimination as made and set forth herein shall be continuing

in nature and shall remain in full force and effect without interruption; (5) That the promises of non‐discrimination as made and set forth herein shall be and are

hereby deemed to be made as part of and incorporated by reference into any contract or

portion thereof which this proposer may hereafter obtain and;

(6) That the failure of this proposer to satisfactorily discharge any of the promises of non‐

discrimination as made and set forth herein shall constitute a material breach of contract

entitling Franklin County to declare the contract in default and to exercise any and all

applicable rights and remedies including but not limited to cancellation of the contract,

termination of the contract, suspension and debarment from future contracting

opportunities, and withholding and or forfeiture of compensation due and owing on a

contract.

Signature Title

Attachment 5

Agreement Form

Proposer shall provide their proposed agreement.