11-Attachment C - Functional and Technical Requirements.xlsx
XLSX spreadsheet 90 KB Posted
- Attached to
- ERP System Selection
- Solicitation number
- ITN 25-017
- Issued by
- Broward County, Florida
About this file
This document is an Excel attachment titled "Functional and Technical Requirements" for an Enterprise Resource Planning (ERP) system selection by the South Florida Regional Transportation Authority (SFRTA). The comprehensive requirements document outlines detailed functional specifications across multiple business areas including Finance, Human Resources, Payroll and Time Entry, General and Technical capabilities, and other critical modules. The requirements are meticulously categorized by business area, functional area, use case, and priority, with vendors expected to respond using specific availability codes indicating out-of-the-box functionality, reporting tools, third-party solutions, customization needs, or future release capabilities.
The document serves as a robust evaluation framework for potential ERP vendors, with 818 specific requirements ranging from essential to optional across various system components. Vendors are instructed to complete a detailed response matrix, indicating how their proposed solution meets each requirement, with options to specify product names, estimated costs for customizations, and additional comments. The requirements cover a wide range of operational needs, including accounts payable, project accounting, benefits management, payroll processing, time entry, workflow management, reporting, security, and compliance considerations. The thoroughness of the document suggests a comprehensive procurement process aimed at selecting an integrated, flexible ERP solution that can support the organization's complex operational and financial management needs.
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Instructions
Vendor Name Enter Vendor Name In This Cell
| Instructions | Vendor Name | Enter Vendor Name In This Cell | |
| The instructions provided in this section represent how Offerors should complete the Excel attachment provided. Together they define a system that will operate efficiently in the proposed computer environment while providing a high level of flexibility in meeting SFRTA’s current and future data needs. Proposers must replace cell C2 on this page with their company name. | |||
| Each Offeror should review the outcomes in the requirements tab. The outcomes relate to the business function and use case in that row. The responses should be entered under the “Availability” column of each form as follows: | |||
| Response Code | Description | ||
| Y | Functionality is provided out of the box through the completion of a task associated with a routine configurable area that includes, but is not limited to, user-defined fields, delivered or configurable workflows, alerts or notifications, standard import/export, table driven setups and standard reports with no changes. These configuration areas will not be affected by a future upgrade. The proposed services include implementation and training on this functionality, unless specifically excluded in the Statement of Work, as part of the deployment of the solution. | ||
| R | Functionality is provided through reports generated using proposed Reporting Tools. Any required costs for report creation that cannot be performed by users must be included in the pricing forms. | ||
| T | Functionality is provided by proposed third party functionality (i.e., third party is defined as a separate software Vendor from the primary software Vendor). The pricing of all third-party products that provide this functionality MUST be included in the cost proposal. | ||
| M | Functionality is provided through customization to the application, including creation of a new workflow or development of a custom interface, that may have an impact on future upgradability. The pricing of all modifications identified in the functional requirements must be included in the pricing forms. | ||
| F | Functionality will be provided through a future general availability (GA) release that is scheduled to occur within 1 year of the proposal response. | ||
| N | Functionality is not provided | ||
| Use the Cost column for “M” or "T" responses to estimate the cost to be incurred by SFRTA to secure the specification/report.Use the Comment column to provide additional comments pertaining to your response for that item. | |||
| The Required Product(s) column is to be used to specify what product (e.g. product name / software module) is proposed. | |||
| Proposers proposing a multi-product solution should complete Technical business area specification response for each product. |
Requirements
| # | Business Area | Functional Area | Use Case | Requirement | Priority | Availability | Product(s) Required | Cost | Comments |
| 1 | Finance | Accounts Payable | Maintain a Supplier File - Archiving | Ability to periodically archive inactive suppliers based upon flexible, user-generated parameters. | E - Essential | ||||
| 2 | Finance | Accounts Payable | Maintain a Supplier File - Allow one-time suppliers | System allows authorized users to enter a one-time supplier that will not be accessible as a normal supplier for future purchases. | E - Essential | ||||
| 3 | Finance | Accounts Payable | Maintain a Supplier File - Addresses | Ability to create multiple addresses per supplier with the ability to assign each address as appropriate (e.g., invoicing, remittance, ordering, 1099, etc.); and the ability to select different remit addresses during the voucher payment process. | D - Desired | ||||
| 4 | Finance | Accounts Payable | Maintain a Supplier File - Addresses | Ability to validate supplier address using ERP supplied or third-party address validation tool. | D - Desired | ||||
| 5 | Finance | Accounts Payable | Maintain a Supplier File - Payment Information | Ability to enter all needed supplier bank information for EFT payments (ABA number, bank account number, bank name, etc.) with necessary security provided. | E - Essential | ||||
| 6 | Finance | Accounts Payable | Maintain a Supplier File - Addresses | Ability to establish a control to avoid supplier profile duplication based on TIN and supplier name. | E - Essential | ||||
| 7 | Finance | Accounts Payable | Maintain a Supplier File - Addresses | Ability to store both "legal name" and "DBA" name in a supplier record. | E - Essential | ||||
| 8 | Finance | Accounts Payable | Maintain a Supplier File - Create and update Supplier records | System can require sales tax on items purchased with a supplier designated as a taxable supplier. | O - Optional | ||||
| 9 | Finance | Accounts Payable | Maintain a Supplier File - Create and update Supplier records | System can store insurance information for suppliers, including expiration date of coverage which would automatically trigger notifications to stakeholders. | E - Essential | ||||
| 10 | Finance | Accounts Payable | Maintain a Supplier File - Payment Information | System can store preferred payment method for each supplier (ACH, check, etc.). | E - Essential | ||||
| 11 | Finance | Accounts Payable | Maintain a Supplier File - Create and update Supplier records | System can verify TIN matches IRS database. | D - Desired | ||||
| 12 | Finance | Accounts Payable | Maintain a Supplier File - Track Supplier designations | Users can attach certifications and record expiration dates to a supplier record. | D - Desired | ||||
| 13 | Finance | Accounts Payable | Maintain a Supplier File - Create and update Supplier records | Users can combine multiple suppliers into a single record while maintaining the complete history of all suppliers. | O - Optional | ||||
| 14 | Finance | Accounts Payable | Maintain a Supplier File - Create and update Supplier records | Ability to provide a free text area where comments about a supplier may be attached to the supplier file record. | O - Optional | ||||
| 15 | Finance | Accounts Payable | Maintain a Supplier File - Track Supplier designations | Ability to identify suppliers who do not meet government or state regulations (i.e. Debarment, OSHA, EEO). | D - Desired | ||||
| 16 | Finance | Accounts Payable | Maintain a Supplier File - Create and update Supplier records | Ability to allow supplier data changes without affecting the supplier information on historical transactions. | D - Desired | ||||
| 17 | Finance | Accounts Payable | Enter invoices | Ability to convert invoices from a supplier self-service portal to an ERP record for approval by AP staff. | E - Essential | ||||
| 18 | Finance | Accounts Payable | Enter invoices | Ability to scan email or mailed invoices and use OCR technology to convert invoice details to ERP record. | E - Essential | ||||
| 19 | Finance | Accounts Payable | Enter invoices | Ability to access information, including attached documents, from the referenced purchase order line item(s) during invoice entry. | D - Desired | ||||
| 20 | Finance | Accounts Payable | Enter invoices | Ability to designate "separate payment" on an invoice transaction, so this payment is not combined with other payments to the same supplier. | O - Optional | ||||
| 21 | Finance | Accounts Payable | Enter invoices | Ability to distribute invoice payments by item or total into multiple general ledger accounts, department, activities, funds and cost categories, project codes, grant codes, etc. | E - Essential | ||||
| 22 | Finance | Accounts Payable | Enter invoices | Ability to enter credit amount against a PO. | E - Essential | ||||
| 23 | Finance | Accounts Payable | Enter invoices | Ability to enter unlimited line items on an invoice. | O - Optional | ||||
| 24 | Finance | Accounts Payable | Enter invoices | Ability to identify capitalized items, based on account and dollar amount, as invoices are processed and prompt user to enter fixed assets related details. | E - Essential | ||||
| 25 | Finance | Accounts Payable | Enter invoices | Ability to perform data validation in real time during invoice entry (such as verify GL is valid, supplier exists, budget is available, in supplier file, etc.). | E - Essential | ||||
| 26 | Finance | Accounts Payable | Enter invoices | Ability for a user to make a correction to an invoice entry while it is in the approval queue. The corrected amount can go back through the approval queue without re-entering the entire invoice. | E - Essential | ||||
| 27 | Finance | Accounts Payable | Enter invoices | Ability to process one invoice or multiple invoices from one purchase order and/or for one purchase order line item. | E - Essential | ||||
| 28 | Finance | Accounts Payable | Enter invoices | Ability to require follow-up actions before processing payments if the amount due on the supplier invoice exceeds the current encumbrance by more than a tolerable threshold (i.e., contact supplier, determine reason for difference, and obtain necessary workflow approvals or additional budget). | E - Essential | ||||
| 29 | Finance | Accounts Payable | Enter invoices | Ability to support creation of templates for recurring invoices that include standard information such as supplier, GL codes, etc. and allows the user to enter the new invoice amount for each line when using the template. | E - Essential | ||||
| 30 | Finance | Accounts Payable | Enter invoices | An electronic copy of the invoice can be attached to the invoice record. | E - Essential | ||||
| 31 | Finance | Accounts Payable | Enter invoices | System automatically detects potential duplicate invoices and notifies the user when this occurs. | E - Essential | ||||
| 32 | Finance | Accounts Payable | Enter invoices | System allows invoice date to be different than the transaction and accounting date when entering an invoice. | E - Essential | ||||
| 33 | Finance | Accounts Payable | Allow employees to submit expense reimbursements requests | System can calculate amount owed to the District if the submitted expenses are less than the initial advance payment and transfer to the miscellaneous billing module (or otherwise request payment) and automatically creates AR. | E - Essential | ||||
| 34 | Finance | Accounts Payable | Pay an invoice tied to a purchase order. | Ability to configure a price tolerance for PO matching and approval, based on a set dollar amount or percentage of purchase order. | E - Essential | ||||
| 35 | Finance | Accounts Payable | Pay an invoice tied to a purchase order. | System automatically routes invoice for approval based on combination of department, grant, project, and dollar amount. | E - Essential | ||||
| 36 | Finance | Accounts Payable | Pay an invoice tied to a purchase order. | System supports three-way matching of invoice to purchase order to receipt of goods/services. | E - Essential | ||||
| 37 | Finance | Accounts Payable | Create miscellaneous payment | System allows user to submit request for payment via workflow that is not tied to a purchase order. | E - Essential | ||||
| 38 | Finance | Accounts Payable | Create a recurring payment | System can create a recurring payment for a set amount to a supplier (e.g. monthly lease payment). | E - Essential | ||||
| 39 | Finance | Accounts Payable | Create payment batch | Ability for user-defined check and check stub formatting, including ability to modify without requiring assistance from the software supplier. | D - Desired | ||||
| 40 | Finance | Accounts Payable | Create payment batch | Ability of the system to have an option of printing or not printing checks that are below a defined threshold (i.e. does not print one-cent checks). | O - Optional | ||||
| 41 | Finance | Accounts Payable | Create payment batch | Ability to allow selected items to be paid and items to be withheld or deleted from payment batch for a particular check run. | O - Optional | ||||
| 42 | Finance | Accounts Payable | Create payment batch | Ability to generate manual checks on-demand. | D - Desired | ||||
| 43 | Finance | Accounts Payable | Create payment batch | Ability to notify the user when a check is to be printed that exceeds a user-defined maximum check amount. | D - Desired | ||||
| 44 | Finance | Accounts Payable | Create payment batch | Ability to produce, through secure printers, checks with MICR encoding and electronic signatures. | E - Essential | ||||
| 45 | Finance | Accounts Payable | Create payment batch | Ability to restrict the reuse of a check number. | E - Essential | ||||
| 46 | Finance | Accounts Payable | Create payment batch | System monitors available cash balance to see available funds for paying invoices. | E - Essential | ||||
| 47 | Finance | Accounts Payable | Process a payment | Ability to automatically produce payments for garnishments from Payroll data. | E - Essential | ||||
| 48 | Finance | Accounts Payable | Process a payment | Ability to group and print checks together for special mailing/distribution. | E - Essential | ||||
| 49 | Finance | Accounts Payable | Process a payment | Ability to pre-note when establishing a new bank account for payee. | E - Essential | ||||
| 50 | Finance | Accounts Payable | Process a payment | System allows users to withhold retainage from an invoice payment, and tracks the withheld amount for future reporting. | E - Essential | ||||
| 51 | Finance | Accounts Payable | Process a payment | System can automatically add retainage amounts to GL holding account. | E - Essential | ||||
| 52 | Finance | Accounts Payable | Process a payment | System generates payment of correct type (check, EFT, wire) based on defined supplier settings stored in the supplier file. | E - Essential | ||||
| 53 | Finance | Accounts Payable | Void a payment | Ability for check voiding to provide the option of restoring funds back to the appropriate encumbering document, or back into the appropriate account's available budget balance, and provides the tracking of the check void on the Purchase Order transaction. | E - Essential | ||||
| 54 | Finance | Accounts Payable | Void a payment | Ability to manage the escheating process with the state when stale checks hit threshold. | D - Desired | ||||
| 55 | Finance | Accounts Payable | Void a payment | Ability to provide full check voiding, where the supplier master file, general ledger distributions, outstanding checks, and accounts payable detail files are reversed in the general ledger to accommodate voided check. | D - Desired | ||||
| 56 | Finance | Accounts Payable | Generate 1099 forms | Ability to calculate and deduct backup withholding for suppliers that are subject to backup withholding. | O - Optional | ||||
| 57 | Finance | Accounts Payable | Generate 1099 forms | Ability to default to applicable 1099 code based on the general ledger account code used. | E - Essential | ||||
| 58 | Finance | Accounts Payable | Generate 1099 forms | Ability to identify specific invoices and payments for suppliers as 1099 transactions or non-1099 transactions. | E - Essential | ||||
| 59 | Finance | Accounts Payable | Generate 1099 forms | Ability to print 1099 information and the related forms only for suppliers with payments in excess of the designated IRS amount. | E - Essential | ||||
| 60 | Finance | Accounts Payable | Generate 1099 forms | Ability to process different types of 1099 forms. | D - Desired | ||||
| 61 | Finance | Accounts Payable | Generate 1099 forms | Ability to prohibit or provide warnings when a supplier without a TIN or SSN is entered, when it is required. | E - Essential | ||||
| 62 | Finance | Accounts Payable | Generate 1099 forms | Software supplier provides updates to annual 1099 forms, IRS file formats, etc. with the annual software maintenance agreement at no additional cost. | E - Essential | ||||
| 63 | Finance | Accounts Payable | Generate 1099 forms | Ability to track all required information for 1099 reporting purposes with ability to make corrections (i.e. 1099 payments versus non-1099 payments, supplier information, etc.) and electronically transmit to the IRS for reporting purposes. | E - Essential | ||||
| 64 | Finance | Accounts Payable | Provide supplier self-service functionality | Suppliers can submit an invoice through a supplier self-service portal. | D - Desired | ||||
| 65 | Finance | Accounts Payable | Provide supplier self-service functionality | Suppliers can view the status of their invoice through a supplier self-service portal. | D - Desired | ||||
| 66 | Finance | Accounts Payable | Provide supplier self-service functionality | Registered suppliers can attach documents to their supplier record (e.g. insurance documents, certifications, etc.). | D - Desired | ||||
| 67 | Finance | Accounts Payable | Provide supplier self-service functionality | Registered suppliers can inquire on their payment history via a self-service portal. | D - Desired | ||||
| 68 | Finance | Accounts Payable | Provide supplier self-service functionality | Suppliers can identify services they provide (commodity codes) via a self-service portal. | D - Desired | ||||
| 69 | Finance | Accounts Payable | Provide supplier self-service functionality | System can create and maintain supplier registration files with fields required by the District. | D - Desired | ||||
| 70 | Finance | Accounts Payable | Provide supplier self-service functionality | System allows suppliers to review and submit District-required information (e.g., payment method, local supplier status, tax ID, NIGP codes, any other identifying information provided by the supplier) | D - Desired | ||||
| 71 | Finance | Accounts Payable | Provide supplier self-service functionality | Supplier registrations and information changes are sent via a workflow for approval by purchasing staff. | E - Essential | ||||
| 72 | Finance | Accounts Payable | Provide supplier self-service functionality | Ability to alert suppliers that they already registered (e.g. search by TIN, SSN, address, commodity code and other fields) and then suspend further entry. | E - Essential | ||||
| 73 | Finance | Accounts Payable | Provide supplier self-service functionality | Ability to utilize supplier self-service to send purchase orders to suppliers. | E - Essential | ||||
| 74 | Finance | Accounts Payable | Create AP reports | Ability to track and report payments by department, supplier, account distribution, check or ACH number, date and amount. | E - Essential | ||||
| 75 | Finance | Accounts Payable | Create AP reports | Ability to drill-down from summary level reports to detail levels for supplier, encumbrance and invoice/payment information. | E - Essential | ||||
| 76 | Finance | Accounts Payable | Create AP reports | Ability to view check register that includes voided checks, including voided amount. | E - Essential | ||||
| 77 | Finance | Accounts Receivable | Create an Invoice | Ability to create one-time invoices (i.e., one-time customers for miscellaneous sales). | E - Essential | ||||
| 78 | Finance | Accounts Receivable | Create an Invoice | System allows for decentralized invoice entry that will be sent to finance for final approval of the invoice before it's sent to the customer. | O - Optional | ||||
| 79 | Finance | Accounts Receivable | Create an invoice | System can track receivables and generate statements that aggregate all outstanding charges for a customer. | E - Essential | ||||
| 80 | Finance | Accounts Receivable | Create an invoice | Ability to establish a series of department specific bill types for various charges. | O - Optional | ||||
| 81 | Finance | Accounts Receivable | Create an invoice | Users can create recurring invoices that will be automatically sent at user-defined intervals, with approvals. | D - Desired | ||||
| 82 | Finance | Accounts Receivable | Create an invoice | System can store attachments with an invoice. | E - Essential | ||||
| 83 | Finance | Accounts Receivable | Create an invoice | Users can configure whether attachments print with an invoice or are stored internally. | E - Essential | ||||
| 84 | Finance | Accounts Receivable | Create an invoice | System has the ability to set up charge codes for common items, with specific dollar amounts and GL accounts tied to each code. | O - Optional | ||||
| 85 | Finance | Accounts Receivable | Create an invoice | Ability to record billing line items as deferred revenue. | O - Optional | ||||
| 86 | Finance | Accounts Receivable | Create an invoice | Ability to record unbilled grant revenue based upon reimbursable grant expenditures when closing the period. | E - Essential | ||||
| 87 | Finance | Accounts Receivable | Maintain customer file | System can have parent/child relationships between customer records (e.g. link owner of building to tenants). | O - Optional | ||||
| 88 | Finance | Accounts Receivable | Maintain customer file | System can detect and prevents potential duplicate entries when a user attempts to create a new customer record. | E - Essential | ||||
| 89 | Finance | Accounts Receivable | Maintain customer file | Customer records can be merged into a single record while maintaining the complete history of the original record. | E - Essential | ||||
| 90 | Finance | Accounts Receivable | Maintain customer file | Users can inactivate a customer account, which restricts transactions from being posted to that account. | E - Essential | ||||
| 91 | Finance | Accounts Receivable | Send invoices to customers | Ability to generate one statement for all bill types being billed to same customer. | D - Desired | ||||
| 92 | Finance | Accounts Receivable | Send invoices to customers | Ability to choose delivery method of invoices to a customer, i.e. email or mail. | D - Desired | ||||
| 93 | Finance | Accounts Receivable | Process a customer payment | System can identify returned or non-sufficient funds checks and create an associated fee. | O - Optional | ||||
| 94 | Finance | Accounts Receivable | Process a customer payment | System can generate a payment plan for an outstanding receivable and track the status of individual payments. | O - Optional | ||||
| 95 | Finance | Accounts Receivable | Process a customer payment | System can prevent duplicate payments from being applied to an invoice after it has been fully paid. | E - Essential | ||||
| 96 | Finance | Accounts Receivable | Process a customer payment | Ability to apply overpayment amounts to other invoices for a customer. | O - Optional | ||||
| 97 | Finance | Accounts Receivable | Process a customer payment | Ability to process refunds against customer credit balance from overpayment. | D - Desired | ||||
| 98 | Finance | Accounts Receivable | Apply late fees and penalties | System can calculate interest and penalties using a percentage of bill amount. | O - Optional | ||||
| 99 | Finance | Accounts Receivable | Apply late fees and penalties | System can calculate interest and penalties using a flat fee. | O - Optional | ||||
| 100 | Finance | Accounts Receivable | Adjust invoices | System allows users with proper authority to adjust outstanding receivables via separate workflow transaction. | E - Essential | ||||
| 101 | Finance | Accounts Receivable | Manage outstanding receivables | System can automatically generate listing of overdue receivables once they have passed a certain threshold (e.g. list of all invoices over 30 days past due), and send list to a designated users. | E - Essential | ||||
| 102 | Finance | Accounts Receivable | Process write-offs | System can generate listing of write-offs of uncollectable accounts based on user criteria and process entry with workflow approval. | E - Essential | ||||
| 103 | Finance | Accounts Receivable | Generate Receivables based on grant reimbursements | System can generate a receivable based on pending reimbursements from the grants module. | E - Essential | ||||
| 104 | Finance | Accounts Receivable | Customer portal | Ability for customers to view their invoice history | E - Essential | ||||
| 105 | Finance | Accounts Receivable | Customer portal | Ability for customers to view payment history | O - Optional | ||||
| 106 | Finance | Accounts Receivable | Customer portal | Ability for customers to update personal information (e.g., address, contact email) | O - Optional | ||||
| 107 | Finance | Accounts Receivable | Customer portal | The system allows customers to make payments via direct debit, credit card, and ACH payment | O - Optional | ||||
| 108 | Finance | Accounts Receivable | Customer portal | Ability for customers to receive email notifications based on action in the portal | O - Optional | ||||
| 109 | Finance | Accounts Receivable | Process a customer payment | Ability to establish installment payment schedules (including over multiple years) and take partial payments, including applying interest to outstanding amounts. | O - Optional | ||||
| 110 | Finance | Bank Reconciliation | Integrate with bank | System can update check register based on data downloaded and received from the bank. | D - Desired | ||||
| 111 | Finance | Bank Reconciliation | Integrate with bank | System will accommodate an automatic posting of cash and/or investment accounts from data file sent by bank on a daily or other user defined schedule (example: wire transfers in/out, ACH transfers in/out, bank charges, interest and investment earnings, etc.) | D - Desired | ||||
| 112 | Finance | Bank Reconciliation | Integrate with bank | System will download bank activity and balances and reconcile to recorded receipts and disbursements. | D - Desired | ||||
| 113 | Finance | Bank Reconciliation | Reconcile transactions | System can automatically detect matching transactions from the bank and provide the option to clear outstanding items, as well as provide a list of exceptions to the user performing the reconciliation. | D - Desired | ||||
| 114 | Finance | Bank Reconciliation | Reconcile transactions | System will provide detail on outstanding checks and reconcile to bank activity. | D - Desired | ||||
| 115 | Finance | Bank Reconciliation | Reconcile transactions | System can reconcile multiple bank accounts. | E - Essential | ||||
| 116 | Finance | Bank Reconciliation | Reconcile transactions | Users can drill down from entry in reconciliation screen to corresponding transaction in the sub-ledger to see transaction details. | E - Essential | ||||
| 117 | Finance | Bank Reconciliation | Reconcile transactions | Reconciliation can be completed by one user and sent for approval to another user via workflow. | E - Essential | ||||
| 118 | Finance | Bank Reconciliation | Reconcile transactions | Ability to separately deposit and reconcile credit cards by Visa/MasterCard/Discover and American Express. | D - Desired | ||||
| 119 | Finance | Bank Reconciliation | Reconcile transactions | Ability to manually indicate that a check has been cashed and make corrections with an audit trail. | D - Desired | ||||
| 120 | Finance | Bank Reconciliation | Reconcile transactions | Ability to notify, track, and monitor the resolution of adjustments that need to be made as a result of an error identified within bank reconciliation. | E - Essential | ||||
| 121 | Finance | Bank Reconciliation | Reconcile transactions | Ability to execute a process to remove stale dated checks from the list of outstanding checks and create the corresponding journal entry. | D - Desired | ||||
| 122 | Finance | Bid and solicitation management | Create solicitations and accept bids | Ability to maintain bid lists of suppliers qualified to provide certain goods/services. | D - Desired | ||||
| 123 | Finance | Bid and solicitation management | Create solicitations and accept bids | Ability to create contracts from awarded solicitations. | O - Optional | ||||
| 124 | Finance | Bid and solicitation management | Create solicitations and accept bids | Ability to create solicitations from other documents (solicitations), from scratch, or from renewed contracts. | D - Desired | ||||
| 125 | Finance | Bid and solicitation management | Create solicitations and accept bids | Ability for suppliers to submit responses electronically and have the response encrypted and locked until the opening date and time specified by staff. | D - Desired | ||||
| 126 | Finance | Bid and solicitation management | Create solicitations and accept bids | Ability for suppliers to withdraw their own solicitation response from the lockbox and modify/re-submit prior to opening date and time of the solicitation. | D - Desired | ||||
| 127 | Finance | Bid and solicitation management | Create solicitations and accept bids | Ability to create questions that can be made optional or mandatory. supplier online responses cannot be submitted unless all mandatory questions are answered. | D - Desired | ||||
| 128 | Finance | Bid and solicitation management | Create solicitations and accept bids | Ability to auto attach documents to the solicitation upon solicitation creation (i.e. terms and conditions). | D - Desired | ||||
| 129 | Finance | Bid and solicitation management | Create solicitations and accept bids | Ability to create multiple solicitation templates based on supplier type, funding sources, etc. | D - Desired | ||||
| 130 | Finance | Bid and solicitation management | Create solicitations and accept bids | Ability to use common tools (MS Word, Excel) to create solicitation package. | D - Desired | ||||
| 131 | Finance | Bid and solicitation management | Create solicitations and accept bids | Ability for a solicitation to go through an approval workflow prior to being released. The solicitation shall have a solicitation available date, upon which it will be made available online after all approvals are completed. | E - Essential | ||||
| 132 | Finance | Bid and solicitation management | Create solicitations and accept bids | Ability to amend a solicitation and automatically notify suppliers. | D - Desired | ||||
| 133 | Finance | Bid and solicitation management | Create solicitations and accept bids | Ability to tabulate solicitations after solicitation opening and apply scoring preferences/penalties based on supplier categories. | D - Desired | ||||
| 134 | Finance | Bid and solicitation management | Create solicitations and accept bids | Ability to utilize weighted or point-based scoring for RFPs. | D - Desired | ||||
| 135 | Finance | Bid and solicitation management | Create solicitations and accept bids | Ability for evaluation team members to record their notes regarding a supplier's score. | D - Desired | ||||
| 136 | Finance | Bid and solicitation management | Create solicitations and accept bids | Ability for the evaluation team to enter raw scores for the evaluation criteria for the award and the system to calculate a weighted average score across evaluation criteria and scorers. | D - Desired | ||||
| 137 | Finance | Bid and solicitation management | Create solicitations and accept bids | Ability to route the award recommendation through approvals prior to creation of the awarded purchase order/contract. | E - Essential | ||||
| 138 | Finance | Bid and solicitation management | Create solicitations and accept bids | Ability to auto convert award recommendation to PO without rekeying data. | E - Essential | ||||
| 139 | Finance | Bid and solicitation management | Create solicitations and accept bids | Ability for suppliers to identify subcontractors as part of their online solicitation response. | D - Desired | ||||
| 140 | Finance | Budgeting | Create a budget request | Users can submit budget requests for approval. | E - Essential | ||||
| 141 | Finance | Budgeting | Create a budget request | Users can attach supporting documentation to budget requests. | E - Essential | ||||
| 142 | Finance | Budgeting | Create a budget request | Users can view their previously-denied budget requests. | E - Essential | ||||
| 143 | Finance | Budgeting | Create a budget request | Budget requests can be zero based. | O - Optional | ||||
| 144 | Finance | Budgeting | Create a budget request | System copies notes associated with line items copied from the previous budget. | D - Desired | ||||
| 145 | Finance | Budgeting | Create a budget request | System allows users to calculate line item request by taking a percentage of the previous year's budget. | O - Optional | ||||
| 146 | Finance | Budgeting | Compile budget requests | System can maintain multiple versions of requested, recommended, and approved budgets. | E - Essential | ||||
| 147 | Finance | Budgeting | Create a budget request | Users can create detailed line item descriptions for each budget line. | D - Desired | ||||
| 148 | Finance | Budgeting | Compile budget requests | Ability to approve all requested budget amounts at the same time, or all requests for a defined department or account range. | D - Desired | ||||
| 149 | Finance | Budgeting | Create a budget request | Ability to customize budget scenarios based on specific department scenarios and global scenarios (E.g., global increase, department % decrease). | D - Desired | ||||
| 150 | Finance | Budgeting | Compile budget requests | Ability to perform budget preparation global changes (e.g. fringe benefits, merit increases, inflation). | E - Essential | ||||
| 151 | Finance | Budgeting | Compile budget requests | Ability to allocate costs globally or to individual departments based upon percentage increase/decrease. | D - Desired | ||||
| 152 | Finance | Budgeting | Create a budget request | Ability to identify capital items in the budget with a capital item descriptor, specific to accounts. | E - Essential | ||||
| 153 | Finance | Budgeting | Create a budget request | Ability to limit user entry of specific accounts vs. central office budget planning (salaries). | O - Optional | ||||
| 154 | Finance | Budgeting | Create a budget request | Ability for users to customize the budget entry view to include previous entries, current year amounts to date, and budget-to-actuals variances. | O - Optional | ||||
| 155 | Finance | Budgeting | Create a budget request | Ability for users to directly inquire by account on current and prior years' actual activity during budget entry (i.e., drilldown on financial detail). | D - Desired | ||||
| 156 | Finance | Budgeting | Create a budget request | Ability to import developed budget information, developed in Excel, into the budget planning system. Users can use the upload process for some line items and enter other line items via budget entry screen. | O - Optional | ||||
| 157 | Finance | Budgeting | Create a budget request | Ability to plan future-dated transfers or change of positions between departments/funds. | O - Optional | ||||
| 158 | Finance | Budgeting | Create a budget request | Ability to update actual data from ERP GL to budget tool on a user-defined cadence. | D - Desired | ||||
| 159 | Finance | Budgeting | Create a capital budget | Users can submit requests for capital projects to be included in the capital plan. | E - Essential | ||||
| 160 | Finance | Budgeting | Create a capital budget | Capital budgets can be prepared on a 5-year and 20-year basis. | E - Essential | ||||
| 161 | Finance | Budgeting | Create a capital budget | Ability to classify capital project requests and provide reporting by classification or type (District can configure the categories). | E - Essential | ||||
| 162 | Finance | Budgeting | Create a capital budget | Ability to enter CIP general information and project categorization (e.g. description, map reference, notes). | E - Essential | ||||
| 163 | Finance | Budgeting | Create a capital budget | Ability to apply inflation factors to costs of CIP projects in years beyond the budget years. | D - Desired | ||||
| 164 | Finance | Budgeting | Create a capital budget | Ability to track budget and expense by project, sub-project, and phase. | E - Essential | ||||
| 165 | Finance | Budgeting | Budget for personnel | System can maintain record of positions that are currently vacant and allow for these positions to be included in the budget without assigning a person. | E - Essential | ||||
| 166 | Finance | Budgeting | Budget for personnel | Users can submit new position requests as part of the budget process. | D - Desired | ||||
| 167 | Finance | Budgeting | Budget for personnel | System can calculate position costs (wages and benefits) based on incumbent. | E - Essential | ||||
| 168 | Finance | Budgeting | Budget for personnel | System allows positions to be budgeted by a total dollar amount, FTE percentage, or total number of hours. | D - Desired | ||||
| 169 | Finance | Budgeting | Budget for personnel | Ability to perform position budgeting that includes the calculation of benefits specific to the type of position being budgeted. (i.e. benefits for new hire over 30 hours per week). | D - Desired | ||||
| 170 | Finance | Budgeting | Budget for personnel | System can calculate "what-if" scenarios (e.g., raises and transfers, inflation multiplier) during the budget development cycle | E - Essential | ||||
| 171 | Finance | Budgeting | Budget for personnel | Ability to calculate preliminary salary and benefits for unapproved/requested positions. | E - Essential | ||||
| 172 | Finance | Budgeting | Create budget forecast | Users can create revenue estimates based on prior year actuals and percentage change. | D - Desired | ||||
| 173 | Finance | Budgeting | Create budget forecast | System can store multiple budget forecasts. | E - Essential | ||||
| 174 | Finance | Budgeting | Create budget forecast | System maintains history of previous years' budget forecasts to facilitate comparisons between forecasted amounts and actual expenditures/revenues. | E - Essential | ||||
| 175 | Finance | Budgeting | Create budget forecast | Ability to perform budget forecasting that incorporates planned salary and benefit adjustments at an employee, position, or organization-wide level. | E - Essential | ||||
| 176 | Finance | Budgeting | Create non-financial performance measures | Ability to develop tables to accommodate input of performance measures (e.g., transactions processed, number of staff/customer, etc.). | D - Desired | ||||
| 177 | Finance | Budgeting | Create non-financial performance measures | Ability to establish non-financial strategic objectives and track actual performance against these objectives. | D - Desired | ||||
| 178 | Finance | Budgeting | Create non-financial performance measures | Ability to associate performance indicators and metrics to chart of accounts segments. | D - Desired | ||||
| 179 | Finance | Budgeting | Create budget book | System can create a budget book document using the approved budget data and historical data. | D - Desired | ||||
| 180 | Finance | Budgeting | Create budget book | System can create charts and graphs for the budget book using a connection to system data. If the data in the system is updated, the charts and graphs will automatically update. | D - Desired | ||||
| 181 | Finance | Budgeting | Control expenditures to remain within budget | Ability to perform funds availability checking at the project level or account level, based on configuration or if a project string is entered for a transaction. | E - Essential | ||||
| 182 | Finance | Budgeting | Control expenditures to remain within budget | Ability to perform funds availability checking by WBS/Phases/Tasks (sub-units of project). | E - Essential | ||||
| 183 | Finance | Budgeting | Control expenditures to remain within budget | Ability to support budget checking and warnings performed on all system transactions (requisitions, purchase orders, journal entries, budget change requests, etc.). | E - Essential | ||||
| 184 | Finance | Budgeting | Adjust the budget | Users can request a transfer of budgeted funds between accounts, with workflow approval. | E - Essential | ||||
| 185 | Finance | Budgeting | Adjust the budget | System maintains a history for all budget adjustments, so users can see the original budget and all amended budgets. | E - Essential | ||||
| 186 | Finance | Budgeting | Rollover the budget | User can select accounts to rollover to the next year and submit for approval via a workflow. | O - Optional | ||||
| 187 | Finance | Budgeting | Rollover the budget | Ability to view rollover encumbrance balances separate from current year budgeted amounts for an account. | D - Desired | ||||
| 188 | Finance | Budgeting | Report on the budget | Users can view budget to actuals by category, department, or fund. | D - Desired | ||||
| 189 | Finance | Cash Management | Manage cash flow | System will execute electronic transfers (e.g. wires, EFTs, and ACH), from within the system. | D - Desired | ||||
| 190 | Finance | Cash Management | Manage cash flow | Ability to manage and forecast cash flow based on projections and historical trends, with ability to manually override information. | D - Desired | ||||
| 191 | Finance | Cash Management | Manage cash flow | Ability to track daily accumulated balances and cash flows by fund, and compute an average balance based on user defined dates. | D - Desired | ||||
| 192 | Finance | Cash Management | Manage cash flow | Ability to automate input of pre-determined target balances into the current day cash position. | O - Optional | ||||
| 193 | Finance | Cash Management | Manage cash flow | Ability to automate input of control disbursements, ZBA, lockbox, and bank balances into current day cash position worksheet. | O - Optional | ||||
| 194 | Finance | Cash Management | Manage cash flow | Ability to track daily bank balances to estimate bank fees related to bank balance, repurchase agreement costs, and interest income. | O - Optional | ||||
| 195 | Finance | Cash Management | Create journal entries | System will create journal entries for investment and interest activities and post with electronic workflow approval. | E - Essential | ||||
| 196 | Finance | Contract Management | Create a contract | System can track pricing information, including quantity discounts, by contract. | O - Optional | ||||
| 197 | Finance | Contract Management | Create a contract | System allows supporting documentation (such as quotes) to be stored with a contract. | D - Desired | ||||
| 198 | Finance | Contract Management | Create a contract | System supports various contract periods, including multiple year contracts (i.e., those that span fiscal and/or calendar years). | D - Desired | ||||
| 199 | Finance | Contract Management | Create a contract | System will accommodate attaching and linking all system documents that reference a contract and ability to drill down to specific documents. | E - Essential | ||||
| 200 | Finance | Contract Management | Create a contract | Ability to track, report on, and send out automatic notifications on contract expirations. | E - Essential | ||||
| 201 | Finance | Contract Management | Create a contract | System can track supplier insurance requirements by contract. | D - Desired | ||||
| 202 | Finance | Contract Management | Create a contract | Users can create a contract document using standard templates in the system. | O - Optional | ||||
| 203 | Finance | Contract Management | Create a contract | Contract documents can be approved via a workflow in the system. | E - Essential | ||||
| 204 | Finance | Contract Management | Create a contract | Contract module can store standard terms and conditions that can be applied to a contract. | O - Optional | ||||
| 205 | Finance | Contract Management | Create a contract | Ability to convert awarded bids to approved contract. | D - Desired | ||||
| 206 | Finance | Contract Management | Create a contract | Ability to allow for multiple phases per contract. | D - Desired | ||||
| 207 | Finance | Contract Management | Create a contract | Ability to link multiple projects to one contract. | E - Essential | ||||
| 208 | Finance | Contract Management | Create a contract | System supports use of electronic signatures. | D - Desired | ||||
| 209 | Finance | Contract Management | Create a contract | Ability to notify user that there is already a contract based on supplier and commodity code when you are entering a new requisition. | D - Desired | ||||
| 210 | Finance | Contract Management | Create a contract | Ability to associate a contract with a department(s) for department management of contract including notifications, viewing, etc. | D - Desired | ||||
| 211 | Finance | Contract Management | Create a contract | Ability to link multiple vendor to a single contract. | O - Optional | ||||
| 212 | Finance | Contract Management | Create a contract | Ability to create contract categories and types for reporting and workflow purposes. | D - Desired | ||||
| 213 | Finance | Contract Management | Link contracts to purchase orders | System links purchase orders to contracts and tracks associated expenses. | D - Desired | ||||
| 214 | Finance | Contract Management | Link contracts to purchase orders | System allows multiple purchase orders to be linked to a single contract. | E - Essential | ||||
| 215 | Finance | Contract Management | Manage contracts | System will calculate and track retainage by contract. | D - Desired | ||||
| 216 | Finance | Contract Management | Manage contracts | Ability to allocate contract budget by department. | E - Essential | ||||
| 217 | Finance | Contract Management | Manage contracts | System can notify users when insurance requirements must be renewed for a contract. | E - Essential | ||||
| 218 | Finance | Contract Management | Manage contracts | Ability to encumber a portion of a contract based on fiscal year. | E - Essential | ||||
| 219 | Finance | Contract Management | Manage contracts | Ability to track the following contract information: Notice of award, notice to proceed, notice of substantial completion, notice of final completion. | E - Essential | ||||
| 220 | Finance | Contract Management | Manage contracts | Ability to track the following contract information: Notice of Final Completion. | D - Desired | ||||
| 221 | Finance | Contract Management | Manage contracts | Ability to track the following contract information: Certificates of Insurance, Performance bonds, Payment bonds, DBE payment actual amounts, and DBE sub-contractor commitment. | D - Desired | ||||
| 222 | Finance | Contract Management | Change a contract | Ability to process change orders while maintaining full history of a contract. | E - Essential | ||||
| 223 | Finance | Contract Management | Close a contract | Ability to automatically close out contracts with final payment requests or release of retention payment. | E - Essential | ||||
| 224 | Finance | Contract Management | Close a contract | Ability to place a contract on "hold" in the event of a contract dispute or termination request. | O - Optional | ||||
| 225 | Finance | Contract Management | Close a contract | Ability to reinstate a closed/terminated contract done in error. | O - Optional | ||||
| 226 | Finance | Employee expenses | Allow employees to submit expense reimbursements requests | Ability to create travel authorization before a trip which goes through workflow for approval. | E - Essential | ||||
| 227 | Finance | Employee expenses | Allow employees to submit expense reimbursements requests | Ability for system to match an approved travel authorization to an expense report automatically. | E - Essential | ||||
| 228 | Finance | Employee expenses | Allow employees to submit expense reimbursements requests | Employees can submit an expense reimbursement request that is automatically routed for approval based on the department, grant, or project. | E - Essential | ||||
| 229 | Finance | Employee expenses | Allow employees to submit expense reimbursements requests | Ability to categorize expenses by type (e.g. hotel, airfare, conference fees, etc.) | E - Essential | ||||
| 230 | Finance | Employee expenses | Allow employees to submit expense reimbursements requests | Ability to attach documents to the request (e.g. conference agenda). | E - Essential | ||||
| 231 | Finance | Employee expenses | Allow employees to submit expense reimbursements requests | Expense requests can be approved in advance, with the advance payment made to the employee. | E - Essential | ||||
| 232 | Finance | Employee expenses | Allow employees to submit expense reimbursements requests | System allows users to submit receipts after expenses have occurred for final approval of the transactions. | E - Essential | ||||
| 233 | Finance | Employee expenses | Allow employees to submit expense reimbursements requests | System tracks and provides dashboards and reports on workflow status by department, employee, etc. for submitted expense reimbursement requests. | E - Essential | ||||
| 234 | Finance | Fixed assets | Add an asset | System can accommodate workflow approval for the creation of an asset that is initiated by a purchase that is designated as a fixed asset. | E - Essential | ||||
| 235 | Finance | Fixed assets | Add an asset | Ability to default various asset GL accounts during asset set-up based on asset class and type. | E - Essential | ||||
| 236 | Finance | Fixed assets | Add an asset | System supports mass additions with ability to add unique identifier to each asset (e.g. purchase 5 vehicles and add VIN for each vehicle). | O - Optional | ||||
| 237 | Finance | Fixed assets | Add an asset | System allows assets to be categorized using user defined categories (e.g. infrastructure, land, etc.). | E - Essential | ||||
| 238 | Finance | Fixed assets | Add an asset | System allows user to modify information from the purchase when creating an asset (e.g. removing a line item from asset value). | D - Desired | ||||
| 239 | Finance | Fixed assets | Add an asset | System allows user to aggregate multiple invoices into a single fixed asset. | E - Essential | ||||
| 240 | Finance | Fixed assets | Add an asset | System allows users to create an asset not tied to a purchase/invoice. | O - Optional | ||||
| 241 | Finance | Fixed assets | Add an asset | Ability to mark an asset as a replacement for another asset, with a link to that specific asset record. | O - Optional | ||||
| 242 | Finance | Fixed assets | Add an asset | Ability to assign an asset tag number to an asset. | E - Essential | ||||
| 243 | Finance | Fixed assets | Add an asset | Ability to assign a barcode to an asset to enable users to scan an asset to view the asset in the system. | D - Desired | ||||
| 244 | Finance | Fixed assets | Create an asset via a capital project | System is able to identify/record all capitalizable costs associated with the construction or purchase/acquisition of an asset as part of a capital project (pulls data from projects module without re-entry). | E - Essential | ||||
| 245 | Finance | Fixed assets | Create an asset via a capital project | Ability to select project costs that are capitalized (i.e. total project value does not all have to be capitalized). | E - Essential | ||||
| 246 | Finance | Fixed assets | Create an asset via a capital project | A single project can be split into multiple assets. | E - Essential | ||||
| 247 | Finance | Fixed assets | Create an asset via a capital project | Multiple projects can be combined to create a single asset. | E - Essential | ||||
| 248 | Finance | Fixed assets | Maintain asset master file | System tracks key asset data including owner, value, acquisition date, and useful life. | E - Essential | ||||
| 249 | Finance | Fixed assets | Maintain asset master file | Ability to accommodate parent/child relationships between related assets, such as a master unit with one or more accessories. | E - Essential | ||||
| 250 | Finance | Fixed assets | Maintain asset master file | Ability to track funding source (e.g. grant) for each asset. | E - Essential | ||||
| 251 | Finance | Fixed assets | Maintain asset master file | Ability to maintain and track leased equipment. | O - Optional | ||||
| 252 | Finance | Fixed assets | Maintain asset master file | Ability to attach memos, word documents, picture documents, etc. to asset file. | E - Essential | ||||
| 253 | Finance | Fixed assets | Maintain asset master file | Ability to retain fully depreciated assets in the capital asset master file for inventory control purposes prior to disposition. | E - Essential | ||||
| 254 | Finance | Fixed assets | Maintain asset master file | Ability to track replacement cost/insurance value of each asset. | E - Essential | ||||
| 255 | Finance | Fixed assets | Track asset depreciation | System can automatically calculate depreciation based on asset value and useful life and post the corresponding journal entries to the GL. | E - Essential | ||||
| 256 | Finance | Fixed assets | Track asset depreciation | Ability to reclassify assets from one type to another and effectively manage the new depreciation amount. | O - Optional | ||||
| 257 | Finance | Fixed assets | Track asset depreciation | Ability to associate multiple capital accounts and multiple related depreciation expense accounts with an asset, and assign a percentage split between each. | E - Essential | ||||
| 258 | Finance | Fixed assets | Adjust an asset | System accommodates user adjusting asset details such as value or useful life remaining. | D - Desired | ||||
| 259 | Finance | Fixed assets | Adjust an asset | System can accommodate workflow approval of the transfer of assets. | E - Essential | ||||
| 260 | Finance | Fixed assets | Dispose of asset | System can accommodate workflow approval of the disposal of assets. | E - Essential | ||||
| 261 | Finance | Fixed assets | Dispose of asset | Ability to automatically track gain or loss on a sale of asset. | E - Essential | ||||
| 262 | Finance | Fixed assets | Dispose of asset | Ability to reinstate disposed asset if found (stolen or lost) with appropriate accounting workflow. | D - Desired | ||||
| 263 | Finance | Fixed assets | Track non-capital assets | System can track assets under the capitalization threshold. | E - Essential | ||||
| 264 | Finance | Fixed assets | Create fixed asset reports | System allows reporting and inquiry of assets by department or organization unit and by asset type. | E - Essential |
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File details come from the government source that posted it. Updated .