13-Appendix A – Functional Requirements.pdf

Appendix A – Functional Requirements

For each of the requirements shown in the table (beginning on the next page), the Proposer shall indicate for each requirement whether their solution fulfills the requirement and provide any associated comment(s). Failure to use this table or to provide complete information could result in proposal disqualification. For those denoted with an asterisk (*), they are considered desirable, although other than mandatory. Reference also the included separate Business Requirements Document.

Req# Requirement Meets?

Y/N Comments

FR 1.1 The system shall provide for user account and role-based access that meets departments policies and regulations.

FR 1.2 The system shall guarantee uniqueness of user credentials.

FR 1.3 The system shall be compatible with Okta and Active Directory according to City IT standards.

FR 1.4 The system shall have the ability to identify department approved users and their roles, with the role determining the key security characteristics.

FR 1.4.1 Roles

FR 1.4.2 System Owner

FR 1.4.3 System Administrator

FR 1.4.3.1 System Administrator by department/division

FR 1.4.4 Power User/Report Writer

FR 1.4.5 Contributor

FR 1.4.6 Viewer/Read Only

FR 1.4.7 Please refer to the table in appendix B to indicate if you can match these requirements

FR 1.5 The system shall have the ability to limit access to data relevant to users (e.g., only see data for user’s department/division).

FR 1.6 The system shall have a single user ID for each user, but shall have the ability to assign multiple roles to the user ID.

FR 2.1 The system shall have the ability to be configured to changing business needs.

FR 2.2 The system shall have the ability to have a button in Workday that will integrate between Workday and new repository solution.

FR 2.3 The system shall have the ability to maintain notes on the reasons for changes made to the system.

FR 2.4 The system shall have the ability for identified Admins to make modifications, updates or additions based on business needs.

FR 3.1 The system shall have the ability to store text, documents, videos, images, and audio.

FR 3.2 The system shall have the ability to support different file forms/types. Examples include, but are not limited to

FR 3.2.1 .doc

FR 3.2.2 .docx

FR 3.2.3 .pdf

FR 3.2.4 .txt

FR 3.2.5 .wpd

FR 3.2.6 .tiff

FR 3.2.7 .jpeg

FR 3.3 The system shall have the ability to have an audit trail to identify and report on changes or updates made, additions, deletions, including date, time, user ID or name of who made the changes and the IP address of where the change(s) was performed.

FR 3.4 The system shall be comprised of a multi-level pull down menu system.

FR 3.5 The system shall have point and click operations.

FR 3.6 The system shall have predictive typing features.

FR 3.7 The system shall have the ability to minimize, maximize, and resize a window.

FR 3.8 The system shall have the ability to allow users to perform a search within files, folders and subfolders for specific documents, files, names, employee etc.

across the platform.

FR 3.9 The system shall have the ability to perform a global search function (searches all modules) within each module(s).

FR 3.10 The system shall have the ability to allow users to read documents.

FR 3.11 The system shall have the ability to have a lockdown feature where document(s) cannot be edited.

FR 3.12 The system shall allow users the ability to open other applications in a separate window which would not impede the windows functionality ability to switch to other windows such as (word processor or excel).

FR 3.13 The system shall have the ability to time out after configurable amount of inactivity.

FR 3.14 The system shall have the ability to provide access and authentication via Okta and Active Directory.

FR 4.1 The system shall provide a report writer tool that is robust enough to support present and future reporting needs for all functional areas and has flexibility to be easily modified as functional and reporting requirements change.

FR 4.2 The system shall provide the ability to generate reports based on service-related data such as performance, department etc.

FR 4.3 The system shall provide the ability to create, generate and display fully customizable reports when the report option is selected.

FR 4.4 The system shall provide the ability to create, generate and display customizable dashboards.

FR 4.5 The system shall have the ability to create reports via a built-in standard reporting tool.

FR 4.6 The system shall have the ability to create a schedule to generate automated reports and deliver to identified recipients.

FR 4.7 The system shall have the ability to generate automated weekly and monthly basis reports and deliver to identified recipients.

FR 4.8 The system shall have the ability to clone and modify an existing report.

FR 4.9 The system shall have the ability to selectively print and reprint documents or reports.

FR 4.10 The system shall have the ability for reports to be displayed on the screen in .pdf format and exportable to Excel or .CSV files.

FR 4.11 The system shall ensure that standard reports and reports generated by the ad hoc report writer comply with user’s security profile. System shall not display any data that violates a user’s security profile.

FR 4.12 The system shall have the ability for a user to create a report and immediately run it.

FR 4.13 The system shall have the ability for a user to schedule a report.

FR 4.14 The system shall prevent the running of reports that could negatively impact system/network performance.

FR 4.15 The system shall have the ability to produce reports including but not limited to the identified/noted reports in appendix C. Please indicate if you can match these reports

FR 5.1 The system shall have the ability to automate record destruction notifications.

FR 5.2 The system shall have the ability to manually approve or override destruction.

FR 5.3 The system shall have the ability to automatically destroy records when approved.

FR 5.4 The system shall have the ability to provide a report of records that were destroyed.

FR 5.5 The system shall have the ability to put records on hold.

FR 5.6 The system shall have the ability to manually change retention schedule(s) according to compliance changes (Federal, State or Municipal regulations).

FR 5.7 The system shall have the ability for users to set record retention for all record types.

FR 5.8 Data with retention Until Superseded (US) must be maintained until superseded and should be destroyed at the time unless placed on hold.

FR 5.9 The system shall allow all documents with a retention of one year or less to be exempt from the destruction policy.

FR 5.10 The system shall have the ability to allow identify portions of personnel files to be kept for up to 75 years after date of separation.

FR 5.11 The system shall have the ability to manage (archive) restore and purge system data and files in accordance with COD records retention policies.

FR 5.12 The system shall have the ability to track separation date tags.

FR 5.13 The system shall have the ability to capture month, date, and year of a policy.

FR 5.14 The system shall have the ability to keep records of employees who are hired for a maximum of 75 years from termination date.

FR 5.15 The system shall have the ability to store and manage multiple hire dates and separation dates of an employee entity.

FR 5.16 The system shall have the ability to destroy non-selected employment applicant records 2 years from decision date.

FR 5.17 The system shall have the ability to lock down records.

FR 5.18 The system shall have the ability to destroy records unless there is litigation or another business reason to override destruction schedules.

FR 5.19 The system shall have the ability to follow records retention schedule or applicable law and update based on changes to the records retention schedule or applicable law.

FR 5.20 The system shall have the ability to track applicant and employee identity changes including but not limited to names and gender identification.

FR 5.21 The system shall have the ability to associate employee-dependent information with the employee.

FR 5.22 The system shall have the ability to associate employee beneficiary information to the employee.

FR 6.1 The system shall have the ability for users to upload content and other information.

FR 6.2 The system shall have the ability to organize all documents under a certain user record.

FR 6.3 The system shall have the ability to master index all data fields and their definitions.

FR 7.1 Proposer shall have the ability to train users on how to navigate the new system.

FR 8.1 The system shall have the ability to place data into an online system that is readily available in the system for user.

FR 8.2 The system shall have the ability to archive data according to the following:

FR 8.2.1 Nearline is data that is online but not readily available.

FR 8.2.2 Offline data not in the system and can be retrieved in 1-2 days.

FR 8.2.3 Retrieval means obtaining data from the system.

FR 8.3 The system shall have the ability to purge data that is no longer available to system users.