2-FunctionalRequirements.xlsx
XLSX spreadsheet 574 KB Posted
- Solicitation number
- RFP0619-093026
- Issued by
- Hillsborough County, New Hampshire
About this file
This is a Functional Requirements Matrix for an Enterprise Resource Planning (ERP) system software procurement for the City of Nashua, New Hampshire. The City seeks a fully integrated, Windows-based ERP solution encompassing Financial, Payroll, Human Resources, Tax and Utility Billing modules, with additional desired functionality in Document Management, Licensing and Permitting, Event Management, and Timekeeping. The requirements matrix is divided into multiple sections including General Systems Mechanics, System Help, General Integration/Compatibility, User Interface, Reporting, System Security, System Training, System Workflow, General Ledger Management, Licensing and Permitting, and Project/Activity Management. The document uses a standardized rating legend to evaluate vendor responses across support categories: Supported as delivered out-of-the-box (SUP), Supported via modifications (MOD), Supported via third-party solution (3RD), Supported via customization (CST), Will be supported in future release (FUT), and Not supported (NS). The matrix contains comprehensive technical specifications spanning over 240 functional requirements addressing system architecture, database management, security protocols, reporting capabilities, workflow automation, and module-specific functionality.
The requirements demonstrate the City's need for a robust, enterprise-level system with advanced capabilities including real-time online updates, SQL-based database access, web-based architecture with thin client design, Microsoft SQL Server platform compatibility, comprehensive audit trails, multi-dimensional accounting structures, and extensive integration with external applications such as Microsoft Office products and GIS platforms. Critical functionality includes automated workflow and approval routing, configurable security at multiple levels, extensive reporting and query capabilities with AICPA, GASB, FASB, and GAAP compliance, and specialized modules for licensing and permitting with inspection scheduling, plan review tracking, contractor licensing, and environmental health licensing. The evaluation matrix indicates that all requirements have been rated as "Not supported" (NS) across all categories, suggesting this represents baseline expectations for vendor evaluation rather than current system capabilities, and vendors are expected to provide detailed responses regarding how their proposed solution addresses each requirement through various implementation approaches.
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Text version
Systems
| CITY OF NASHUA | INSTRUCTIONS | RATING LEGEND | |
| Functional Requirements Matrix | Complete the worksheet by placing an X in the most appropriate column for each criterion. The Xs should represent the current state of a particular product or service. (More than one response to a single requirement will be treated as a non-response) | SUP | Supported as delivered "out-of-the-box" |
| MOD | Supported via modifications (screen configurations, reports, GUI tailoring, etc) | ||
| Vendor Name: | 3RD | Supported via a third-party solution | |
| CST | Supported via customization (changes to source code) | ||
| FUT | Will be supported in a future release | ||
| NS | Not supported | ||
| SYSTEM MECHANICS | RATING RESPONSE | ADDITIONAL COMMENTS |
| SUP | MOD | 3RD | CST | FUT | NS | Resp | |||
| General Operating Requirements Section | |||||||||
| IT1 | The system should support real time on-line updates as the primary processing mode. | NS | |||||||
| IT2 | The system should provide the ability to selectively archive system data based on a user-defined number of years or other user-defined criteria. The archived data should be able to be accessed via another medium. | NS | |||||||
| IT3 | The system should provide the ability to schedule batch jobs. | NS | |||||||
| IT4 | The system should provide the ability to backup, recover, restart, and cancel jobs. | NS | |||||||
| IT5 | The system should use common master files across all functional modules, i.e.. Purchasing and AP will share a single vendor master file. | NS | |||||||
| IT6 | The system product database should allow access by a SQL-based language. | NS | |||||||
| IT7 | The system should provide a product data model that can be used for the review of major data entities and relationships. | NS | |||||||
| IT8 | The system should contain a date/time stamp and user information reflecting an audit trail on every data element. | NS | |||||||
| IT9 | The system should provide the ability to maintain separate testing & production environments. | NS | |||||||
| IT10 | The system should allow for vendor-approved modifications of the product made by the Client without voiding product support. | NS | |||||||
| IT11 | The system should require standard Internet connection and TCP/IP protocol to access all user interfaces | NS | |||||||
| IT12 | The system's access requirements through firewalls must be clearly identified and follow standard port designations. | NS | |||||||
| IT13 | The system and all application parameters should be table driven to maintain parameters. | NS | |||||||
| IT14 | The system's database management system should be ODBC and/or OLE DB compliant. | NS | |||||||
| IT15 | The system should be an integrated native web based system with common architecture and database, not a web-enabled add-on. | NS | |||||||
| IT16 | The system should have a thin client base and an n-tiered architecture design | NS | |||||||
| IT17 | The system database should run on the Microsoft SQL Server RDBMS platform | NS | |||||||
| IT18 | The system should provide access from outside of the firewall by non-domain external users in accordance with generally accepted security standards. | NS | |||||||
| IT19 | The system should provide self service capabilities in order to allow vendors and employees to inquire on and update their current information. Users would be able to login remotely using a web browser to view/change their information. | NS | |||||||
| IT20 | The system should contain toolsets to accommodate the following: | ||||||||
| IT20 | 1 | API maintenance | NS | ||||||
| IT20 | 2 | Archiving/purging of data | NS | ||||||
| IT20 | 3 | Database maintenance | NS | ||||||
| IT20 | 4 | End-user interface design | NS | ||||||
| IT20 | 5 | System upgrade administration and patches | NS | ||||||
| IT20 | 6 | System security | NS | ||||||
| IT21 | The proposed solution should offer a full suite of utility tools required to execute various system maintenance functions including: | ||||||||
| IT21 | 1 | Multiple monitoring sessions | NS | ||||||
| IT21 | 2 | Storage archival and retrieval | NS | ||||||
| IT21 | 3 | Performance monitoring (application and system) | NS | ||||||
| IT21 | 4 | Ability to monitor executing jobs | NS | ||||||
| IT21 | 5 | Batch monitors | NS | ||||||
| IT21 | 6 | Database optimization | NS | ||||||
| IT22 | The system should allow for the assignment of manual or automatic document numbering. | NS | |||||||
| IT23 | The system should not use any proprietary components, i.e. vendor's programming proprietary language or DBMS. | NS | |||||||
| IT24 | The system should complete an average of 90% of all online update transactions in under 1 second over any 60-minute period, during peak usage. | NS | |||||||
| IT25 | The system should complete an average of 99% of all online update transactions in under 5 seconds over any 60-minute period, during peak usage. | NS | |||||||
| IT26 | The system should complete 100% of simple, single-screen online inquiry transaction in under 1 second, during peak usage. | NS | |||||||
| IT27 | The system should track system uptime and transaction response times in order to demonstrate operation within acceptable levels. | NS | |||||||
| IT28 | The system should allow searches for documents or tables by code, page or name. | NS | |||||||
| IT29 | The system should provide the ability for the database to run its backup, while simultaneously allowing inquiry access to the database. | NS | |||||||
| IT30 | The system should provide automated transaction back-out/roll-back should the system fail during transaction processing and/or a transaction fails to reach normal processing completion. | NS | |||||||
| IT31 | The system should provide for and support the ability to control the priority of batch jobs based upon multiple user-defined criteria. | NS | |||||||
| IT32 | The system should support decentralized data entry. | NS | |||||||
| IT33 | The system should have the ability to reserve blocks of coding and migration paths for client developed new fields. Product upgrades/software releases should not overwrite these blocks of code. | NS | |||||||
| IT34 | The system should support searches by wild cards. | NS | |||||||
| IT35 | The system should allow on-line search capabilities based on any field or any combination of fields. | NS | |||||||
| IT36 | AI is present in the system | NS | |||||||
| IT36 | . | General Requirements GAP | |||||||
| IT36 | . | System Help Section | |||||||
| IT37 | The system's on-line help should be available at the system, function, screen, and field level. | NS | |||||||
| IT38 | The system's on-line help should be able to be printed, if necessary. | NS | |||||||
| IT39 | The system's on-line help should be updated with each new version release. | NS | |||||||
| IT40 | The system's on-line help should provide an index and search capability | NS | |||||||
| IT41 | The system's on-line help should be context sensitive. | NS | |||||||
| IT42 | The system help information should be able to be augmented by the Client for specific additional help information. This information is retained during upgrades. | NS | |||||||
| IT43 | The system user manual should be provided in hard copy format. | NS | |||||||
| IT44 | The system user manual should be provided in electronic format. | NS | |||||||
| IT45 | The vendor's support site should contain a knowledge base where users can access system related reference material and documents. | NS | |||||||
| IT46 | The vendor's support site should contain complete and up-to-date manuals for all system modules and functionalities. The manuals should be available for all available versions of the software. | NS | |||||||
| IT47 | The system's comprehensive technical systems documentation and technical manuals designed for IT personnel should be available for the system. | NS | |||||||
| IT48 | The vendor's support site should contain a complete data dictionary for all system tables and data fields terminology. | NS | |||||||
| IT49 | The system should allow the setup of error messages so they can be defined to allow override or block/no-override ability. | NS | |||||||
| IT50 | The system should have the ability to allow the specification of certain users that have the ability to override error messages/warnings. | NS | |||||||
| IT51 | The vendor should provide access to a help desk. | NS | |||||||
| IT52 | The system's error messages should be integrated with online help functions, allowing the data entry person to be able to click on an error message and open the online help document to the appropriate section. | NS | |||||||
| IT53 | The system should indicate required fields. | NS | |||||||
| IT53 | . | System Help GAP | |||||||
| IT53 | . | General Integration/Compatibility Section | |||||||
| IT54 | The system should be a configurable solution or allow integration through a use of a 3rd party solution | NS | |||||||
| IT55 | The system should provide full integration with standard desktop applications such as Word, Excel and Adobe Acrobat. This includes the ability to import or export data directly into or out of these desktop applications. | NS | |||||||
| IT56 | The product should provide for integration and tools to easily export data to a data warehouse. | NS | |||||||
| IT57 | The system should be 100% compatible with industry standard firewall technology. | NS | |||||||
| IT58 | The system should support standard Internet security including, but not limited to Secure Hypertext Transfer Protocol (HTTPS). | NS | |||||||
| IT59 | The system should support standard Internet security including, but not limited to Secure Socket Layers (SSL). Vendor: If SSL is not supported, please describe the supported Digital Certificates. | NS | |||||||
| IT60 | The system should support a variety of browers, including Microsoft Edge, Google Chrome or Mozilla Firefox. The system should support open web standards. | NS | |||||||
| IT61 | The system should provide enterprise application integration (EAI) functionalities. | NS | |||||||
| IT62 | The system should support data-transfer via flat files (i.e.: ASCII, variable and/or fixed length, comma-delimited, etc.) | NS | |||||||
| IT63 | The system should synchronize Active Directory users to faciliate a single sign on. It should also synchronize Active Directory groups to facilitate security controls. | NS | |||||||
| IT64 | The system should have the ability to interface or integrate with Microsoft Exchange, as well as other industry standards. | NS | |||||||
| IT65 | The system should provide Microsoft Add-In capabilities. | NS | |||||||
| IT66 | The system should provide a Software Development Kit (SDK) that allows the technical staff to enhance and integrate the system. | NS | |||||||
| IT66 | . | General Integration/Compatibility GAP | |||||||
| IT66 | . | User Interface Section | |||||||
| IT67 | The system should provide the ability to configure screens/windows per user role. | NS | |||||||
| IT68 | The system should provide the ability to AutoFill on any field, i.e auto completion of one field based on prior data entry. | NS | |||||||
| IT69 | The system should provide the ability to create templates that will AutoFill all fields based on one key field. | NS | |||||||
| IT70 | The system should allow users to perform on-line inquiries from all of the subsystems with flexible selection criteria options in order to define report parameters. | NS | |||||||
| IT71 | The system should provide data validation by providing error messages immediately after each field is entered, rather than waiting until the entire screen, record or transaction is finished. (account number, vendor ID, etc.) | NS | |||||||
| IT72 | The system should provide a user-defined executive dashboard (financial information, key performance indicators, etc.) based on user profile | NS | |||||||
| IT73 | The system should provide the capability for creating "favorites" or shortcuts to frequently used screens and reports. | NS | |||||||
| IT74 | The system should provide the capability to tailor and configure functions that do not require code changes, such as workflows, screens, outputs, codes and other normal processing items (in house). | NS | |||||||
| IT75 | The system should provide navigation using the keyboard | NS | |||||||
| IT76 | The system should provide navigation using the mouse capability. | NS | |||||||
| IT77 | The system's controlled values should be available through drop down boxes or popup windows. | NS | |||||||
| IT78 | The system should support the input of values into fields without the use of a drop down box by typing in the first few letters until a valid value appears in box. | NS | |||||||
| IT79 | The system should provide detailed error messages. | NS | |||||||
| IT80 | System error messages should appear in a consistent format across all system modules and should be customizable. | NS | |||||||
| IT81 | The system should have the ability for a user to concurrently open multiple sessions/windows for both inquiry and updating across any combination of application modules, without losing any data previously entered on an open screen. | NS | |||||||
| IT82 | The system should provide the ability to create new items by copying existing items. | NS | |||||||
| IT83 | The system should provide cut and paste capabilities to move data from field to field. | NS | |||||||
| IT84 | The system should allow data entry staff to have a choice of updating the system through use of a grid/spreadsheet interface options, or through GUI-based features. | NS | |||||||
| IT85 | The system should be able to print in batch mode and interactively. | NS | |||||||
| IT86 | The system should allow transactions to be selected by any combination of date range, transaction type, User ID, account number, etc. | NS | |||||||
| IT87 | The system should have a built in calendar allowing adjustments in processing and transaction dates for holidays, weekends, etc. | NS | |||||||
| IT88 | The system should provide the ability to send broadcast message by specified users to other users at any time, as well as messages that are displayed at logon | NS | |||||||
| IT89 | The product source code should be available to the Client | NS | |||||||
| IT90 | The system should provide the capability to store, retrieve, display and print imaged documents. The solution must provide the capability to receive scanned documents from document scanners having industry-standard connection protocols (SCI, TCP/IP, etc.) | NS | |||||||
| IT91 | The system should be able to accept scanned or electronic documents in any format (pdf, xls, doc) and link them to a data record. | NS | |||||||
| IT92 | The product source code should be available for placing into escrow to be available to the Client in the event that the vendor is acquired by another company or goes out-of-business. | NS | |||||||
| IT93 | The system should provide transaction logging or journaling at the data base level. The system should be able to recover all on-line transactions from the transaction log. | NS | |||||||
| IT94 | The system should, in general terms, promote a central repository for purposes of data security, control, backup and recovery. | NS | |||||||
| IT95 | The vendor should be capable of supporting the software 24 x 7. | NS | |||||||
| IT96 | The system should provide the ability to list all records included in a purge. | NS | |||||||
| IT97 | The system should be scalable to accommodate a potential increase in the number of users. (Vendors: please describe a common approach for application scalability under the "Additional Comments" column) | NS | |||||||
| IT98 | The system should lock records at the lowest database level when multiple users are accessing the same record. (Vendors: please describe how this process works under the "Additional Comments" column.) | NS | |||||||
| IT99 | The system should provide various program checks for controlling data files, verifying correct processing, and ensuring data integrity. | NS | |||||||
| IT100 | The system should use appropriate rules and constraints to enforce and maintain referential integrity. | NS | |||||||
| IT101 | The system should have the ability to define global business rules. | NS | |||||||
| IT102 | The system should provide table look-up fields that can be linked or refer to other tables. | NS | |||||||
| IT103 | The system should provide the ability to roll back transactions. | NS | |||||||
| IT104 | The system should be able to validate the integrity of the database before and after a purge. | NS | |||||||
| IT105 | The system should have the ability to create new items by using pre-defined item templates. | NS | |||||||
| IT106 | The system should have the capability to assign default values for fields in order to reduce the data entry effort. | NS | |||||||
| IT107 | The system should provide simultaneous access to data by multiple users, without significant degradation to the system response time. | NS | |||||||
| IT108 | The system should allow for mass updates to certain fields. | NS | |||||||
| IT109 | The system should provide active notifications based on specific events and conditions. (Vendors: Explain how this works in the system). | NS | |||||||
| IT110 | The system should integrate with existing user authentication and security. | NS | |||||||
| IT111 | The system should provide an application system log for system supporting staff. | NS | |||||||
| IT112 | The system should provide efficient application level load-balancing functionality. (Vendors: please describe the application architecture and how this works under the "Additional Comments" column.) | NS | |||||||
| IT113 | The system should provide a suspense log for rejected or unposted transactions. | NS | |||||||
| IT114 | The system should provide the capability to print specialized business forms such as checks, purchase orders, invoices, 1099's, etc. | NS | |||||||
| IT115 | The system should provide the use of signature pads in order to capture required signatures for credit card payments. | NS | |||||||
| IT116 | The system should provide the use of electronic approvals. | NS | |||||||
| IT117 | The system should provide the use of digitized signatures in order to print electronic signatures. | NS | |||||||
| IT118 | The system should allow users to print directly to any printer defined on the network (that they have security permissions to use). | NS | |||||||
| IT119 | The system should allow for the definition of default printers for each user | NS | |||||||
| IT120 | The system should provide the ability to define system key words to fit current business practices and have those key words propagate throughout the system. | NS | |||||||
| IT121 | The system should provide the ability to electronically interface with the State, banks and vendors. | NS | |||||||
| IT121 | . | User Interface GAP | |||||||
| IT121 | . | Reporting & Related Requirements Section | |||||||
| IT122 | The system should provide a robust report writer to develop customized reports. Report writing should be security enabled so that only users with the proper access can write reports. | NS | |||||||
| IT123 | The system should provide real time reporting and inquiry. | NS | |||||||
| IT124 | The system should support the ability to send report to printer, file and email (SMTP). | NS | |||||||
| IT125 | The system should allow reports to be sent to an individual or multiple individuals as a distribution list, via email. | NS | |||||||
| IT126 | The system should be able to generate customized reports that can be viewed on-screen before printing. | NS | |||||||
| IT127 | The system should present data in a graphical manner, including bar charts, line charts, pie charts, Gantt charts, etc. in reports. | NS | |||||||
| IT128 | The system should provide a report design wizard to guide users through the report creation process. | NS | |||||||
| IT129 | The system should have the capability to view the report on screen while it is in development. | NS | |||||||
| IT130 | The system should provide HTML preview that allows report authors to see how reports will look when published to the web. | NS | |||||||
| IT131 | The system should provide the ability to perform auto saving of a report (during development) after a user-defined period of time has passed. | NS | |||||||
| IT132 | The system should provide intuitive reporting tools such as vertical rulers and guides, grids - to facilitate report design and formatting | NS | |||||||
| IT133 | The system should allow for automatic/template report styles and the optional auto arrangement of report fields that have been selected to appear on the report. | NS | |||||||
| IT134 | The system should provide the ability to use a click-and-drag graphical user interface to facilitate the creation of reports. | NS | |||||||
| IT135 | The system should provide the ability to setup (multiple) user defined subtotals and totals within a report. | NS | |||||||
| IT136 | The system should provide the ability to move and resize objects and select multiple objects on a report. | NS | |||||||
| IT137 | The system should provide font formatting by style and size. | NS | |||||||
| IT138 | The system should provide the setup of horizontal or vertical page numbering. | NS | |||||||
| IT139 | The system should allow hyperlinks to be embedded into reports. | NS | |||||||
| IT140 | The system should allow users to redo an action and undo multiple times while developing a report (to undo a series of actions). | NS | |||||||
| IT141 | The system should allow for the setup of report and page footers. | NS | |||||||
| IT142 | The system should allow for the customization of report headers and column titles, and the creation of other user defined text fields. | NS | |||||||
| IT143 | The system should provide automated alerts and checks that quickly find broken links, formula errors, and dependency issues. | NS | |||||||
| IT144 | The system should provide a formula editor to assist in adding formulas to the report. | NS | |||||||
| IT145 | The system should provide the ability to export to XML, PDF, HTML, XLS (and XLSX), DOCX (and DOCX), etc. | NS | |||||||
| IT146 | The system should provide mail merge with MS Word. | NS | |||||||
| IT147 | The system should be able to publish directly to a document management system (Sharepoint 2007, etc.) | NS | |||||||
| IT148 | The system should provide the ability to customize report prompts (this includes the actual verbage of the question prompt, the default response (if any), and the specific rules established in association with the report prompt) | NS | |||||||
| IT149 | The system should provide the ability to setup prompts based on dynamic values. This means that report designers do not have to maintain static prompt value lists within individual reports. Instead, they can reuse existing prompts stored in the repository. | NS | |||||||
| IT150 | The system should enable security setup for reporting. This may include restricting users from running reports on activity that is unrelated to what they do. | NS | |||||||
| IT151 | The system should provide for calculations based on report columns, such as adding or subtracting one column from another or setting up analysis/variance columns. | NS | |||||||
| IT152 | The system should provide the ability to report or inquire on any data field within the General Ledger or any other subsystem. Selection for a report should allow mixing and matching of either/or General Ledger and Project/Activity accounts. | NS | |||||||
| IT153 | The system should allow for developing customized reports that can extract information from several subsystems and produce them on the same report. | NS | |||||||
| IT154 | The system should provide the ability to schedule/queue numerous reports for automatic printing. (schedule jobs) | NS | |||||||
| IT155 | The system should allow users to set up folders to organize the various types of previously created reports (such as by department or function of the report) | NS | |||||||
| IT156 | The system should allow sorting, and grouping of data on customized reports in user-specified orders | NS | |||||||
| IT157 | The system should provide complex selection criteria utilizing operators, such as dashes to indicate a range, and wild cards. | NS | |||||||
| IT158 | The system should allow for system generated reports to be copied over to user libraries where they can be modified without altering the original report. | NS | |||||||
| IT159 | The system should provide the capability to use "English" descriptions and/or an industry standard vocabulary for data elements, rather than specifying the exact data element name. | NS | |||||||
| IT160 | The system should allow for the creation of reports based on any data tables or data element, including all subystems and audit logs. | NS | |||||||
| IT161 | The system should allow users to run reports on prior period and prior year information for any subsystem. | NS | |||||||
| IT162 | The system should allow the system administrator to define the number of jobs that can be executed at the same time. | NS | |||||||
| IT163 | The system should allow authorized users to change the priority of their job to place it first in the queue. | NS | |||||||
| IT164 | The system should allow users to view the jobs currently being executed and the jobs waiting to be processed. | NS | |||||||
| IT165 | The system should provide details about jobs that are in the queue, such as the creator, date and time the job was created, size of job, etc. | NS | |||||||
| IT166 | The system should allow the system administrator to purge jobs. | NS | |||||||
| IT167 | The system should allow the flexibility to create conditional rules on a report. For example, if a user runs a financial statement before the month is closed, the report will indicate "draft". If the report is run after the month has been closed, the report will not indicate "draft". | NS | |||||||
| IT168 | The system's report writer should come with a library of canned reports that have been specifically developed for the report writer application. These pre-developed reports should be available as a starting point to allow the client to modify and refine them to their own needs. Examples of reports may include account listings, purchase order status reports, accounts payable detailed transaction listings, etc. | NS | |||||||
| IT169 | The vendor should provide a full set of reports that are in compliance with AICPA, GASB, FASB and GAAP standards. | NS | |||||||
| IT170 | The vendor should provide updated reports based on changes to AICPA, GASB, FASB and GAAP standards. | NS | |||||||
| IT171 | The system should provide a foundation of standard government accounting reports and provide a user friendly report writer to develop new reports or edit standard reports to meet the client's needs. | NS | |||||||
| IT172 | The system should provide for the incorporation of general information into reports, such as the current date, time, requestor, etc. | NS | |||||||
| IT173 | The system should allow for the insertion of graphics, logos. etc. into reports. | NS | |||||||
| IT174 | The system should allow for the creation of customized templates. | NS | |||||||
| IT175 | The system should provide the capability to generate letters and notices to user-defined groups. | NS | |||||||
| IT176 | The system should provide the capability to produce mailing labels. | NS | |||||||
| IT177 | The system should provide the ability to create and define an unlimited number of user defined reports utilizing query, third party report writing tools (e.g. Crystal Reports, Business Objects). | NS | |||||||
| IT178 | Users should be able to create and save their own reports. | NS | |||||||
| IT179 | The system should allow users to add or remove reports and templates to/from menus with proper security. | NS | |||||||
| IT179 | . | Reporting & Related Requirements GAP | |||||||
| IT179 | . | System Security Section | |||||||
| IT180 | They system should provide a "forget password" reset process for local accounts | NS | |||||||
| IT181 | The system should provide the ability for users to change their own password for local accounts | NS | |||||||
| IT182 | The system should have the ability to report attempts (unsuccessful login attemps) by unauthorized users to use the system. | NS | |||||||
| IT183 | The system should have the ability to suspend after "x" attempts to access the system with an incorrect password if authentication is internal to the system. | NS | |||||||
| IT184 | The system should provide the ability to assign sunset dates to user defined passwords and/or prevent user defined passwords from expiring if authentication is internal to the system. | NS | |||||||
| IT185 | The system should have a single log-on to provide access to all modules/functions | NS | |||||||
| IT186 | The system should have the ability to copy a security profile. | NS | |||||||
| IT187 | The system's Ad Hoc/Query/Reporting should be subject to application security. | NS | |||||||
| IT188 | The system should provide e-commerce security including customer authentication and encryption to protect customer data. | NS | |||||||
| IT189 | The system's e-commerce capabilities should be PCI-compliant. | NS | |||||||
| IT190 | System audit trails should distinguish between administrative and/or financial actions. | NS | |||||||
| IT191 | The system should retain audit trail information for the following: | ||||||||
| IT191 | 1 | System activity (system logins) | NS | ||||||
| IT191 | 2 | Document and data changes, including approvals | NS | ||||||
| IT191 | 3 | User name, ID, time, date, revised amount, and before and after update results | NS | ||||||
| IT192 | The system should have the ability to define user access based on: | ||||||||
| IT192 | 1 | Departments/Organizations | NS | ||||||
| IT192 | 2 | Roles | NS | ||||||
| IT192 | 3 | Active Directory Group | NS | ||||||
| IT192 | 4 | Individuals/User ID | NS | ||||||
| IT192 | 5 | Application | NS | ||||||
| IT192 | 6 | File or document type | NS | ||||||
| IT192 | 7 | Menu | NS | ||||||
| IT192 | 8 | Module | NS | ||||||
| IT192 | 9 | Report | NS | ||||||
| IT192 | 10 | Screen | NS | ||||||
| IT192 | 11 | Transaction type | NS | ||||||
| IT193 | The system should have the ability to define user access based on: | ||||||||
| IT193 | 1 | Databases | NS | ||||||
| IT193 | 2 | Tables | NS | ||||||
| IT193 | 3 | Documents | NS | ||||||
| IT193 | 4 | Data Elements | NS | ||||||
| IT194 | The system should have the ability to define and lookup a user based on: | ||||||||
| IT194 | 1 | User Name | NS | ||||||
| IT194 | 2 | Role | NS | ||||||
| IT194 | 3 | User ID | NS | ||||||
| IT194 | 4 | Organization Name/Number | NS | ||||||
| IT194 | 5 | Last login | NS | ||||||
| IT195 | The system should allow authorized users to review security transaction history on-line. | NS | |||||||
| IT196 | The system should allow authorized users to review security transaction history in a report. | NS | |||||||
| IT197 | The system should be able to automatically sign a dormant user off of the system after a user-defined time period. | NS | |||||||
| IT198 | The system should accommodate both decentralized (functional area security administrators) and centralized (IT security) security. | NS | |||||||
| IT199 | The system should allow multiple security roles to be assigned to the same user. | NS | |||||||
| IT200 | When conflicting multiple roles are assigned to the same user, the least restrictive role should prevail. | NS | |||||||
| IT201 | The system should provide for a secure database environment available only to defined processes (e.g. no direct entry/update outside of the application, except for designated administrators) | NS | |||||||
| IT202 | The system should provide the ability to define security profiles to authorize users to view, update and approve data. | NS | |||||||
| IT203 | The system should provide the ability to set up a security profile based on pre-defined job function/role, user and/or organization. | NS | |||||||
| IT204 | The system should provide the ability to configure User ID/password rules such as length, alpha/numeric, upper/lower case, password definition and expiration period. | NS | |||||||
| IT205 | The system should support role inheritance, so system administrators can combine roles, and modify the parent role to form a new role. | NS | |||||||
| IT206 | The system should suppress passwords so that they do not appear on the screen as they are being entered. | NS | |||||||
| IT207 | The system should have the ability to synchronize application security with database security. Application security should not be violated when logging into the database directly using the same user ID and password. | NS | |||||||
| IT208 | The system should allow for the definition of security on reports at any level. For example, read/write security can be placed on the report itself, on the entire folder (to enable the same security on all reports within the folder), or on any higher level | NS | |||||||
| IT209 | The system should allow for the definition of security roles on system reporting. This would enable users with similar reporting needs to be assigned to the same reporting role. | NS | |||||||
| IT210 | The system should provide the ability to view or obtain security reports showing: | ||||||||
| IT210 | 1 | Security breaches or attempts | NS | ||||||
| IT210 | 2 | Authorized system use | NS | ||||||
| IT210 | 3 | Changes to security profiles | NS | ||||||
| IT210 | 4 | Security snapshot on a specific time period specified by the user | NS | ||||||
| IT210 | . | System Security GAP | |||||||
| IT210 | . | System Training Section | |||||||
| IT211 | The system should provide computer based training programs so users can train independent of classroom training. | NS | |||||||
| IT212 | The system should provide the ability to customize computer based training to meet specific Client processes | NS | |||||||
| IT213 | The vendor should provide development tool training and support via classroom, on line, hard copy, etc. | NS | |||||||
| IT213 | . | System Training GAP | |||||||
| IT213 | . | System Workflow Section | |||||||
| IT214 | The system should provide for the electronic management, approval routing, and reporting of work generated by individuals such as requisitions (including capital asset requisitions & project requests), purchase orders, journal entries, etc. | NS | |||||||
| IT215 | The system should come with a library of canned workflow models that have been specifically developed for the workflow application. These pre-developed models should be available as a starting point to allow the client to modify and refine them to their own needs. | NS | |||||||
| IT216 | The system should provide a work queue that can be managed or owned by an individual, variable work group, department, or location. | NS | |||||||
| IT217 | Workflow activities should be able to be done sequentially, concurrently, or a combination of both (within an entire workflow set of processes). | NS | |||||||
| IT218 | The system should provide a series of queue's that can be defined based upon system exception conditions requiring follow-up, items requiring review and approval, or to do items. | NS | |||||||
| IT219 | The system should provide for e-mail notification or notification of documents pending approval. | NS | |||||||
| IT220 | The system should allow the flow of work to be defined based on any data element or combination of data elements from initiation of a work queue item through various in-process, review, and approval activities (for all system modules). The work queue will follow a logical progression. | NS | |||||||
| IT221 | The workflow tools should provide integration with Exchange capabilities, such as the recipient list, calendaring, blind copy, task creation, etc. | NS | |||||||
| IT222 | The system should have the ability to re-direct an approval based on workflow rules and setup. | NS | |||||||
| IT223 | The system work queue items should allow for modification based on user defined parameters. | NS | |||||||
| IT224 | The system work queue items should be able to have minor edits without the system re-triggering the approval back to the person who initiated it. | NS | |||||||
| IT225 | The system should have the ability to allow user-defined corrections to a document after it has been approved without affecting the approval status. (e.g. correcting an object code) | NS | |||||||
| IT226 | The system work queue items should have the ability to be deleted/cancelled (with appropriate security). | NS | |||||||
| IT227 | The system work queue items should have the ability to be reassigned to another individual, work group, department or location. | NS | |||||||
| IT228 | The system should have the ability to cancel all (or selected) previous approvals once the document is rejected. | NS | |||||||
| IT229 | The system should have the ability to "force" a modified document to go through the approval process again. | NS | |||||||
| IT230 | The system should be able to generate stagnant work notifications and/or escalate to the next approver in the queue. | NS | |||||||
| IT231 | The system should provide for work queue usage and performance reporting | NS | |||||||
| IT232 | The system should provide the capability to route scanned documents and/or reports (via workflow) to designated users (groups, individuals). | NS | |||||||
| IT233 | The system should provide for notes/comments on workflow transactions. | NS | |||||||
| IT234 | The system should record user id and dates on notes/comments | NS | |||||||
| IT235 | The system should provide the ability to view a log of all activities (approvals, notes, name of approver, date of approvals, etc) in association with a given workflow item. | NS | |||||||
| IT236 | The system should be able to send a standardized and/or customized notification to a user explaining why the document was rejected or unapproved (with user and date information) | NS | |||||||
| IT237 | The system should allow the viewing of workflow items by their status (pending approval, approved, rejected, etc.) in real time. | NS | |||||||
| IT238 | The system should provide adequate levels of management review and approval throughout the system. This may include an automatic queuing or routing of transactions pending management approval. | NS | |||||||
| IT239 | The system should provide the ability to establish approval based on user defined thresholds. | NS | |||||||
| IT240 | The system should allow electronic approval to be delegated to another individual in the event of ones absence | NS | |||||||
| IT241 | The system should provide error detection event triggers to forward user defined alerts to e-mail. | NS | |||||||
| IT241 | . | System Workflow GAP | |||||||
| IT241 | . | Goto Next Tab: |
General Ledger
| CITY OF NASHUA | INSTRUCTIONS | RATING LEGEND | |
| Functional Requirements Matrix | Complete the worksheet by placing an X in the most appropriate column for each criterion. The Xs should represent the current state of a particular product or service. (More than one response to a single requirement will be treated as a non-response) | SUP | Supported as delivered "out-of-the-box" |
| MOD | Supported via modifications (screen configurations, reports, GUI tailoring, etc) | ||
| Vendor Name: | 3RD | Supported via a third-party solution | |
| CST | Supported via customization (changes to source code) | ||
| FUT | Will be supported in a future release | ||
| NS | Not supported | ||
| GENERAL LEDGER MANAGEMENT | RATING RESPONSE | ADDITIONAL COMMENTS |
| SUP | MOD | 3RD | CST | FUT | NS | Resp | |||
| System Setup Requirements Section | |||||||||
| GL1 | The system should provide multiple accounting code elements that can be used to classify transactions (i.e.: fund, organization, department, object code summary, projects/activities,etc.) | NS | |||||||
| GL2 | The system should provide an ample field length to define each accounting structure element/code. | NS | |||||||
| GL3 | The system should provide sufficient dimensions to allow grouping or rollup of cost centers and accounts (chart of accounts) for G/L reporting and on-line inquiry. For example, each cost center can be associated with a Fund Type to identify whether they are Governmental, Business, or Component Unit. | NS | |||||||
| GL4 | The system should provide the ability to define the types of accounts that can be used in conjunction with any given cost center. For example, a cost center can be restricted so that it can only be paired with revenue and expense accounts (and not asset/liability accounts). | NS | |||||||
| GL5 | The system should provide the ability to define the subsystems in which a specific account can be used. For example, the Office Supplies account can be used within Purchasing, Accounts Payable, and the General Ledger, but it cannot be used within Accounts Receivable. | NS | |||||||
| GL6 | The system should provide the ability to assign a responsible person to each cost center. | NS | |||||||
| GL7 | The system should provide the capability to associate historic (previously used) cost center numbers with new cost center numbers. | NS | |||||||
| GL8 | The system should allow administrator control over account code terminology. In other words, the system should allow the user to establish their own group/element/dimension names for cost centers and object codes. | NS | |||||||
| GL9 | The system should allow for the creation of shortcut account numbers in order to facilitate data entry. A short series of numbers can be entered instead of the fully qualified account. | NS | |||||||
| GL10 | The system should allow for the setup of user defined month-end posting restrictions: | ||||||||
| GL10 | 1 | Number of days in which users can still post back to the prior month. The system should have the capability to define this by subsystem. For example, after the 10th day of the month, AP cannot post back to the prior month and after the 15th day of the month, no GL transactions can be booked to the prior month. | NS | ||||||
| GL10 | 2 | Each month to be defined as open or closed. | NS | ||||||
| GL10 | 3 | Administrators have the ability to override blocks so they can post back to previous months, if necessary. | NS | ||||||
| GL11 | The system should provide the ability to define the number of reporting periods within a fiscal year.This would allow for the separation of unique periods (13th, 14th, etc.) for balance forward entries, audit required adjustments, and other special closing entries. | NS | |||||||
| GL12 | The system should allow for the setup of multiple seed numbers for journals. This would allow different numbering conventions to be used for different types of journal entries, which would facilitate reporting and inquiring based on these groups. | NS | |||||||
| IT12 | . | System Setup GAP | |||||||
| IT12 | . | General Operating Requirements Section | |||||||
| GL13 | The General Ledger system should be integrated to financial, procurement, work order and payroll subsystems in order to provide centralized, real-time information to all users. | NS | |||||||
| GL14 | The system should allow processing in the current period, future periods, previous periods, and even previous years at the same time (with the proper security access). | NS | |||||||
| GL15 | The system should provide for the automation of most intrafund and interfund clearing entries based on defined rules to ensure that funds stay in balance. | NS | |||||||
| GL16 | The system should be able to support cash, budgetary, modified accrual and full accrual accounting. | NS | |||||||
| GL17 | The system should provide the ability to associate each transaction with a user name/user number, job number, entry date and time | NS | |||||||
| GL18 | The system should be able to maintain a history of all changes made to accounts and cost centers (not only the latest change) | NS | |||||||
| GL19 | The system should provide the ability to deactivate an existing account with all historical summary data maintained and detailed transactions archived. | NS | |||||||
| GL20 | The system should provide the ability to block the deletion of accounts that have associated history/transactions. (These accounts should be inactivated, not deleted). | NS | |||||||
| GL21 | The system should provide the ability to re-open inactivated accounts. | NS | |||||||
| GL22 | The system should have the ability to run a utility to change old accounts to new accounts, including the update of all historical transactions. The ability to inquire and/or view all historical transactions should still be available. | NS | |||||||
| GL23 | The system should allow the user to view the future impact to the organizational structure before making any actual change that would impact it (on-screen or by report option) | NS | |||||||
| GL24 | The system should have built-in safeguards to ensure subsidiary accounts are always in balance to G/L control accounts. | NS | |||||||
| GL25 | The system should provide for automated monthly and year end closing entries. | NS | |||||||
| GL26 | The system should provide the ability to account for pooled cash and investments. | NS | |||||||
| GL27 | The system should provide authorized users the ability to undo transactions, provided that there is an audit trail. The system should retain the data within the batch/journal so it can be reposted, if necessary. | NS | |||||||
| GL28 | The system should provide the ability to correct errors after the posting process has been completed. The system must maintain an audit trail for these corrections/changes. | NS | |||||||
| GL29 | The system should provide the ability to copy accounts to facilitate the entry of similar records. | NS | |||||||
| GL30 | The system should provide the ability to perform screen prints on request | NS | |||||||
| GL31 | The system should provide for an unlimited number of data entry lines (dr/cr's) on a journal entry. | NS | |||||||
| GL32 | The system should provide for recurring journal entry templates which can be used to create a journal entry with the same accounts and debit and credit transactions. | NS | |||||||
| GL33 | The system should have the ability to automatically produce a journal entry based upon user defined rules and calculations. This includes automated allocations: | ||||||||
| GL33 | 1 | For indirect costs, fringe costs, space costs, or other. | NS | ||||||
| GL33 | 2 | For pooled investment interest based on average daily cash balance or other chart of accounts criteria. | NS | ||||||
| GL33 | 3 | That are automatically triggered upon the completion of another transaction within the system. | NS | ||||||
| GL33 | 4 | With the ability to support multiple step allocations. | NS | ||||||
| GL33 | 5 | The system should allow users to review and make adjustments to the resulting journal entry prior to posting. | NS | ||||||
| GL34 | The system should provide the ability to create encumbrance balances in the GL upon the posting of a purchase order, contract or notice to proceed. | NS | |||||||
| GL35 | The system should provide the ability to exchange data with other subsystems and automatic posting to the GL from other subsystems | NS | |||||||
| GL36 | The system should provide the ability to warn users of errors on-line before posting (account code, budget allowance, duplicate journal entry number, dr/cr's do not balance, etc) | NS | |||||||
| GL37 | The system should provide a free form text field with the creation of journal entries that allows for ample space to include a several sentence description. | NS | |||||||
| GL38 | The system should allow for the easy correction of data entry errors before posting | NS | |||||||
| GL39 | The system should automatically generate accrual reversal entries for posting to the next accounting period or to a user defined period. | NS | |||||||
| GL40 | The system should provide the ability to calcuate and post balance forward entries to a new year. The balances should be automatically updated as additional adjustments are made to the open (prior) year. | NS | |||||||
| GL41 | The system should provide understandable general instructions on how to generate reports to ensure that the subsystems are in balance with the General Ledger. | NS | |||||||
| GL42 | The system should provide the ability to upload/download general ledger transactions (integration with desktop applications) | NS | |||||||
| GL43 | The system should provide a work order module that integrates with GL, Projects/Activity, Inventory, Fixed Assets, Payroll, Billing, etc. It must be flexible enough to interface with the Fleet Management and Fuel Management systems. | NS | |||||||
| GL44 | The system should provide the ability to link images and source documents to journal entries. | NS | |||||||
| GL45 | The system should provide the ability to route journal entries for approval based on user defined rules. | NS | |||||||
| IT45 | . | General Operating Requirements GAP | |||||||
| IT45 | . | Inquiry and Reporting Requirements Section | |||||||
| GL46 | The system should provide the ability to support trial or pre-closes with the ability to generate supporting financial reports. | NS | |||||||
| GL47 | The system should provide the ability to close books and prepare complete financial statements for any month-end, quarter-end, and/or year-end. | NS | |||||||
| GL48 | The system should provide the ability to perform consolidation and eliminations necessary to prepare entity-wide financial statements | NS | |||||||
| GL49 | The system should be able to maintain an unlimited history of transactions and balances that can be reported or inquired on. | NS | |||||||
| GL50 | The system should allow users to obtain a current on-line balance for any balance sheet or fund balance account. | NS | |||||||
| GL51 | The system should allow inquiries on prior fiscal year data in summary or detail form. | NS | |||||||
| GL52 | The system should allow reports to be generated based on any user defined selection criteria. | NS | |||||||
| GL53 | The system should allow users to monitor the cash position at any time. | NS | |||||||
| GL54 | The system should provide cash forecasting reports. | NS | |||||||
| GL55 | The system should provide the ability to report variances between actual and forecasted cash balances. | NS | |||||||
| GL56 | The system should provide the ability to drill down to detail transactions on screen or from within reports. | NS | |||||||
| GL57 | The system should allow users to print/view a proof report to verify entries before posting | NS | |||||||
| GL58 | The system should provide standard reports such as basic Financial Statements, Cost Center Expense Reports, Revenue Reports, Account Detail Report, Trial Balance etc. | NS | |||||||
| GL59 | The system should provide the ability to run reports/inquiries with the option of including unposted transactions. | NS | |||||||
| GL60 | The system should have the ability to report for any selected time period (monthly, quarterly, multi-year, prior year, etc.) that is defined by the user. | NS | |||||||
| GL61 | The system should provide the ability to meet GAAP, GAAFR/GFOA, GASB (including GASB 34) and FASB reporting requirements and any NH state reporting requirements for school and city | NS | |||||||
| GL62 | The system should include standard reports to meet the needs of proprietary funds. (i.e. operating statement, statement of cash flows, statement of net assets, etc.) | NS | |||||||
| GL63 | The system should allow for the development of customized reports to meet the client's specific reporting requirements, such as for the ACFR, Department of Education financial statements, DRA Reports and NHRS | NS | |||||||
| GL64 | The system should provide the ability to record object code and debt service principal to facilitate reporting the debt at both the fund level and government wide financial statements according to GASB 34. | NS | |||||||
| GL65 | The system should allow for the creation of comparison reports in order to compare one month's balances to another or to compare one year's balances to another. | NS | |||||||
| GL66 | The system should allow users to print reports on closed periods. | NS | |||||||
| GL67 | The system should allow for reports to be run by department, regardless of whether the activity resides in multiple funds | NS | |||||||
| GL68 | The system should provide the ability to produce graphical representations within reports, including charts, line charts, pie charts and Gantt charts. | NS | |||||||
| IT68 | . | Inquiry and Reporting GAP | |||||||
| IT68 | . | Bank Reconciliation Section | |||||||
| GL69 | The system should provide a bank reconciliation module to automate the import of transactions from the bank. | NS | |||||||
| GL70 | The system should provide for automatic matching of bank transactions with general ledger transactions based on configurable matching rules for more precise automatic reconciliation. | NS | |||||||
| GL71 | The system should allow manual matching in order to enable a user to resolve unreconciled transactions for unique situations and override automatic reconciliation matching results. | NS | |||||||
| GL72 | The system should provide the ability to manually enter checks, deposits, etc. | NS | |||||||
| GL73 | The system should allow the user to re-run reconciliations from prior months for corrections or to include auditor adjustments for prior years. | NS | |||||||
| GL74 | The system should allow for the assignment of statuses to classify the progress of bank reconciliations. | NS | |||||||
| GL75 | The system should allow for the entry of notes/comments in association with unreconciled transactions. | NS |
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