10-Software Specifications - Appendix C.xlsx

Table 1

SYSTEMS REQUIREMENTS QUESTIONNAIRE:

Response Instructions:

The software being proposed should be able to comply with the General Application, General Security, General Technical, and Specific Application requirements that are listed in this section of the RFP document.

The vendor should indicate by entering a check mark (✓) in either the Y (yes) box or the N (no) box indicating whether or not that requirement will be met. If a requirement will be met by some other means than that provided in the base system, the vendor should indicate this by entering a check mark (✓) in both the Y (yes) and either the E (enhancement) or T (Third Party) boxes and attach an explanation of how the requirement will be met, and any cost associated with that alternate means. Any box left unmarked will be assumed to be N (no).

For further clarification, vendors may refer to these examples:

● If the stated requirement is met exactly by the proposed system, indicate this, by marking only the Y box.

associated with this enhancement.

third-party vendor’s name and address and the cost associated with this third-party proposal.

attachment, the means by which this alternative will provide the required functionality.

N box.

orders, capital outlay and various special reports 005 Special request reports for school board members, budget directors and finance department showing cost analysis produced by a report generator, i.e., a mid-month financial report by organization 006 On-line financial information including detailed general ledger booking accounts with beginning and ending balances and all transactions posted to these accounts

encumbrance outstanding and encumbered balance and appropriations balance by detail account code

⚫ beginning balance ⚫ year-to-date balances ⚫ all monthly transactions (with source document references, i.e. date, invoice number, vendor number, PO number, etc.)

⚫ ending balances with summary totals

⚫ print by current month option ⚫ print current month only, up to “user-defined cut-off date” ⚫ print checks from any user-defined “from” and “to” dates ⚫ list by vendors ⚫ process accounts payable checks

leave hours (if and when eligible)

minimum number of optional deductions is twenty-four (24)

level of the previous year’s original budget, the revised budget for that year and the proposed budget for the upcoming year

⚫ delete vendors inactive since a specified date ⚫ delete indicated vendor number ⚫ add or change vendor address ⚫ add or change vendor name ⚫ add or change td 1099 number, telephone number or zip code ⚫ zero td 1099 amount ⚫ zero other amounts 114 File has at least the following fields and lengths ⚫ vendor number 10 characters ⚫ vender name 35 characters ⚫ vendor address (four lines each) 35 characters ⚫ zip code 9 characters ⚫ 1099 id number 11 characters ⚫ telephone number 12 characters ⚫ transaction count 4 characters ⚫ discount amount 10 characters ⚫ disbursement amounts register 12 characters ⚫ alpha sequence (first) 2 characters ⚫ alpha sequence (second) 2 characters ⚫ alternate alphabetic sort name 35 characters ⚫ commodity code 10 characters ⚫ sufficient blank space to add fields when necessary 115 Automatically build a key to allow the vendor to be printed alphabetically even when the vendor numbers are not assigned in alphabetical sequence 116 When used on reports, checks, purchase orders, etc., the name will be printed in the alphabetic order as indicated by the following criteria:

⚫ if the alpha sequence field (first and second) and the alternate alphabetic sort name are blank, the name will be printed ⚫ if the first alpha sequence is not blank and the second alpha sequence is blank, the sort will start with the column indicated in the first alpha sequence ⚫ if the second alpha sequence is not blank, the sort will start with the column indicated in the first alpha sequence for nine characters, then enter a space and then start with the column indicated in the second alpha sequence ⚫ sort will start at the beginning of the alternate alphabetic sort field if it is used

e xtension; compute the down total

transaction and the date and time when each transaction was entered

figured and accounts totaled 135 Encumber purchase orders against:

⚫ appropriations case basis ⚫ funds ⚫ entitlement year

⚫ journal entries for each expenditure transaction ⚫ journal entries to adjust clearing document balances ⚫ accrual basis entries for purchasing documents ⚫ table-driven offset accounting entries ⚫ encumbrance accounting entries based on contracts

“hold” until funds are transferred or authorization is given to overspend the account

financial, purchasing and warehouse systems

⚫ item number 10 characters ⚫ location ⬥ organization 3 characters ⬥ room number 4 characters ⬥ wing 2 characters ⬥ department 9 characters ⚫ quantity 5 characters ⚫ status 15 characters ⚫ cost and replacement cost 12 characters ⚫ source of funds (can allow multiple funds) ⬥ fund 4 characters ⬥ function 3 characters ⬥ object 4 characters ⬥ sub-object 2 characters ⬥ organization 3 characters ⬥ program code 6 characters ⬥ user code (five separate fields each) 2 characters ⬥ condition 20 characters ⬥ description 50 characters ⬥ serial number 15 characters ⬥ vendor number 10 characters ⬥ purchase order number 10 characters ⬥ check number 10 characters ⬥ date purchased 8 characters ⬥ department with control 10 characters ⬥ depreciation rate 5 characters ⬥ life length 2 characters ⬥ date of disposal 6 characters ⬥ disposal document number 10 characters ⬥ manner of disposition 25 characters

selected items on a monthly basis. All inventory reports should be produced upon request.

⚫ issues ⚫ receipts ⚫ description ⚫ adjustments (required due to difference between computer and physical inventory count)

(ensures that the unit cost will include freight charges)

⚫ item number 10 characters ⚫ description 50 characters ⚫ location 12 characters ⚫ in stock 1 characters ⚫ unit of measure 2 characters ⚫ capital outlay flag 1 characters ⚫ class 8 characters ⚫ order information ⬥ lead time 3 characters ⬥ minimum reorder 3 characters ⬥ date of last requisition 8 characters ⬥ last requisition number 6 characters ⬥ vendor number 10 characters ⬥ date of last order 8 characters ⬥ quantity on order 5 characters ⚫ receipt information ⬥ purchase order number 10 characters ⬥ date received 8 characters ⬥ quantity received 5 characters ⬥ vendor number 10 characters ⚫ quantity information ⬥ current unit price 6 characters ⬥ beginning of year on hand 6 characters ⬥ year-to-date received 12 characters ⬥ year-to-date issued 12 characters ⚫ price information ⬥ current unit price 8 characters ⬥ average unit price 8 characters ⬥ year-to-date received 12 characters ⬥ year-to-date issued 12 characters 173 Provides the following information within the system:

⚫ item description ⚫ unit of measure ⚫ order price ⚫ average price ⚫ vendor number ⚫ quantity on hand ⚫ quantity received on orders ⚫ ordered year-to-date ⚫ received year-to-date ⚫ issued current period ⚫ issued year-to-date

⚫ lists each inventory item indicating quantity on hand, allocated, received, available and on-order ⚫ flags any inventory items under the minimum on-hand quantity

of the item

⚫ doctor’s name and phone number ⚫ preferred hospital’s name and phone number ⚫ two occurrences of contact’s name, relationship, home phone, work phone and place of employment

⚫ position ⚫ employee verification ⚫ staff directory ⚫ campus assignment ⚫ employee summary by ethnic code and sex ⚫ professional growth ⚫ staff statistics ⚫ service pin awards (employee list by years of service) ⚫ salary supplement ⚫ contract renewals ⚫ teacher retirement ⚫ employee contract/salary

⚫ EEOC

⚫ I-9 ⚫ complete listing of all personnel data

⚫ lists of applicants with phone numbers ⚫ addresses by grade level ⚫ by type of position desired ⚫ by years of teaching experience ⚫ by interview score 208 On-line file maintenance for personnel information not in PEIMS, including:

⚫ title (Mr., Mrs., etc.)

⚫ maiden name ⚫ two (2) addresses (house, street, city, state, zip code); include apt. Number and P.O. box with address ⚫ phone number with place to note “unlisted” ⚫ job code (user-definable) ⚫ five (5) historical positions:

⬥ teaching assignment or position ⬥ campus ⬥ effective date ⬥ when remainder of salary to be paid ⬥ withdraw teacher retirement ⚫ three (3) hire/rehire dates (stipulate leave of absence) ⚫ three (3) termination dates ⚫ four (4) termination reasons (user-definable):

⬥ resign ⬥ retire ⬥ terminated ⬥ leave of absence ⚫ state sick leave balance brought forward from other districts ⚫ state personal leave days brought forward ⚫ TRS date (member, last district paid in, last year paid) ⚫ employee type (user-definable) ⚫ date of birth ⚫ marital status ⚫ bilingual (yes or no) ⚫ U.S. citizen (yes or no) ⚫ five (5) degree codes ( use PEIMS table C015 – one will be PEIMS data element ID E0730) ⚫ date and college name for each degree code ⚫ contract information ⚫ elementary education hours ⚫ hours over highest degree ⚫ twelve (12) certificates (user-definable type, area of certification, issue date, expiration date) ⚫ verification of:

⬥ official transcript

⬥ Texas certificate ⬥ service record ⬥ birth certificate ⬥ physical ⬥ insurance (health, life, dental, salary guaranteed) ⬥ criminal history report ⬥ Social Security card ⬥ driver’s check ⬥ ability to add others as required ⚫ career ladder certification status

⚫ dock ⚫ pay ⚫ carry over ⚫ lose ⚫ handle manually

population service, etc.)

maintained

New Braunfels Independent School District has over 9,700 students; a minimum of one record per student is required containing demographic and attendance data. Multiple records will be required for the attendance data for students who attended more than one school. The system must provide a Report Generator to produce user-defined reports and provide a mass update feature to change/correct student information on a user-defined selection criteria. To support this requirement, the system should be an on-line, interactive, relational database system that will support the following for each student who may have attended from one to ten campuses during the school year:

if either of these change, system will store last number automatically

zone; middle and high schools that students’ progress into when living at that address are also available 265 When attendance clerk enters an address outside the BISD area, a warning message is displayed (matches against street file discussed in a previous item)

⚫ three polio shots ⚫ one polio booster ⚫ three DPT shots ⚫ three DPT boosters ⚫ rubella shot ⚫ measles shot ⚫ measles disease date option ⚫ mumps shot ⚫ mumps disease date ⚫ exclusion reasons (religion, etc.) For each shot ⚫ code to indicate whether shot dates are actual or estimated ⚫ allow changes in number and/or types of immunizations

registrations, etc.)

phone number 301 Provide detail and summary reports with ADA and ADM calculations for any range of dates, determined from the school calendar

dates, selective reasons

⚫ student id ⚫ student name ⚫ course number ⚫ period, semester and days the course meet ⚫ entry date ⚫ absences for each day of the school year ⚫ teacher number

⚫ list of students by campus and withdrawal reason ⚫ list of students whose parents work for the federal government agencies (by campus and district) ⚫ list of students located on each street, include summary and name by campus and district ⚫ alpha listing of students by grade, campus and district ⚫ agr locator card ⚫ edits of master files (same name-different student number; half-day student with full-day absence; shot information missing, etc.)

⚫ list of students whose shots are overdue ⚫ student immunization listing ⚫ emergency notification listing ⚫ summary of enrollment by grade, sex and ethnic code (by campus and district) ⚫ entry/withdrawal listing (lists student entered by entry code and those withdrawn during a user-specified period of time) ⚫ lists of students by birth date ⚫ list of students in specific groupings (honors, esl, transfers, ineligibles, half-day, etc.)

⚫ perfect attendance report ⚫ attendance cards ⚫ attendance master ⚫ detailed attendance report (document used to support measured attendance period) ⚫ attendance tear-off strips ⚫ daily attendance report – building report ⚫ daily truant report (list of unexcused absences) ⚫ all day excused report (all absences that are exceptions) ⚫ daily teacher status ⚫ individual student attendance ⚫ subject attendance summary ***some of these reports need to have a capability for printing a record only once (after first “printing” of attendance cards, second “printing” prints only those for students not previously printed)

location will involve selection of one of twenty codes

HEB ISD but not HEB ISD students (name, address, ethnic code, sex, etc.)

337 Special education database will be purged at the end of each school year so that non-dismissed students will be retained on the database

⚫ edit for missing/incorrect data ⚫ alpha roster by district or by campus ⚫ list every six weeks students not passing all courses ⚫ list current year grade history ⚫ list of students due an evaluation in any of five different areas (REF A5) ⚫ list of students attending campuses outside their attendance zone ⚫ list of special ed students failing two or more courses based upon previous six weeks cycle grades

⚫ course number ⚫ semester taught ⚫ name ⚫ sex limitation criteria ⚫ TEA/PEIMS number ⚫ PEIMS course sequence ⚫ tea name ⚫ credits ⚫ academic record category ⚫ grade level ⚫ pass or fail ⚫ number of consecutive periods ⚫ required or elective ⚫ six (6) types of fields to further indicate course grouping criteria *** this same file should be used for grade reporting programs 350 Schedule (section) file will include:

⚫ course number ⚫ section (class) number ⚫ teacher id number ⚫ semester taught ⚫ sec limitation criteria ⚫ room number ⚫ period number ⚫ maximum seat capacity (limit and assigned after scheduling run)