2107 Attachment 8 Requirements.xlsx
XLSX spreadsheet 29 KB Posted
- Attached to
- Cashiering Solution
- Solicitation number
- 2107
- Issued by
- Kenosha County, Wisconsin
About this file
This is a requirements document for a cashiering solution procurement by Kenosha County, Wisconsin, outlining functional specifications across multiple operational categories. The County is seeking a comprehensive cashiering system that will support cashier stations, an online payment portal, receipt printing, and payment gateway services, with integration capabilities to the County's Microsoft Dynamics 365 SaaS ERP solution. The document specifies 137 detailed requirements organized by functional area, including system accessibility, security controls, audit capabilities, workflow management, and ERP integration standards. The County is considering all technology deployment strategies, including on-premise, hosted, and SaaS solutions, indicating flexibility in implementation approach.
The requirements document establishes specific functional needs across eight primary categories: system-level functions (accessibility, security, audit, workflow, and integration), cashiering operations (receipting, payment processing, and transaction management), cash drawer balancing, online payment capabilities, reporting and dashboard functionality, and batch balancing procedures. Key security requirements include role-based access control, single sign-on via Active Directory, field masking for sensitive data, and comprehensive audit trails. The system must accommodate multiple payment types (cash, check, money order, EFT, e-checks, credit/debit cards, and lockbox deposits), support both single and multi-payment scenarios, and generate extensive reporting capabilities across accounts, funds, tender types, and user activities. No pricing terms, set-asides, incumbents, funding sources, or contract term information is provided in this requirements specifications document.
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Other files
| File | Type | Posted |
|---|---|---|
| 2107 Attachment 5 Prof Svcs.docx | DOCX document | |
| 2107 Attachment 3 Prop State.docx | DOCX document | |
| 2107 Attachment 4 SaaS.docx | DOCX document | |
| 2107 Attachment 6 Reference.docx | DOCX document | |
| 2107 RFP Documents.pdf | ||
| 2107 Attachment 1 Checklist.docx | DOCX document | |
| 2107 Addendum 2.pdf | ||
| 2107 Attachment 9 Cost Proposal.xlsx | XLSX spreadsheet | |
| 2107 Attachment 7 Effort.xlsx | XLSX spreadsheet | |
| 2107 Attachment 2 Signature.docx | DOCX document | |
| 2107 Addendum 1.pdf |
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Text version
Cashiering Requirements
| Functional Requirements | |
| Implementation Response: Available Responses | |
| Y | Requirement Met and Proposed (Standard features in the generally available product) |
| Y-ND | Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development) |
| N | Requirement Not Met with Proposal |
| Additional Information for Y-ND: Available Responses | |
| F | Feature Schedule for Future Release in Generally Available Software |
| E | Feature Developed as Enhancement for this Project |
| Req # | Process | Sub-Process | Interface | Requirement | Implementation Response | Module / System | Phase for Go Live | Comment | Additional Information for Y-ND |
| 1 | SYSTEM | Accessibility | Self-service functions meet Federal guidelines for accessibility | ||||||
| 2 | SYSTEM | Security | To enforce internal controls, users cannot run transactions without proper role. | ||||||
| 3 | SYSTEM | Security | To enforce internal controls, users cannot authorize transactions without proper role. | ||||||
| 4 | SYSTEM | Security | System allows more than one user to be logged-in at once provided they are editing different recorded, batches, etc. | ||||||
| 5 | SYSTEM | Security | Active Directory | Users can accessed Cashiering system via "Single Sign-On" (No additional passwords needed besides Windows log-in) | |||||
| 6 | SYSTEM | Security | Active Directory | Supports organizational units in LDAP | |||||
| 7 | SYSTEM | Security | Masks fields (i.e., credit card number, social security, only last four of credit card number are visible) | ||||||
| 8 | SYSTEM | Security | On Screen | ||||||
| 9 | SYSTEM | Security | On Receipt | ||||||
| 10 | SYSTEM | Audit | To manage storage, system administrators can select types of transaction activity to record for audit purposes. | ||||||
| 11 | SYSTEM | Audit | For audit purposes, the system can track user application or business transaction activity. | ||||||
| 12 | SYSTEM | Audit | To conserve storage, audit data can be purged after a defined period of time | ||||||
| 13 | SYSTEM | Workflow | As an approver, I am quickly notified when an approval is required because I am notified by: | ||||||
| 14 | SYSTEM | Workflow | Notification after I log into solution | ||||||
| 15 | SYSTEM | Workflow | Notification by email | ||||||
| 16 | SYSTEM | Workflow | Workflow edits are version controlled | ||||||
| 17 | SYSTEM | Workflow | Users are notified when workflow transactions occur | ||||||
| 18 | SYSTEM | Workflow | Multi-level approvals are accommodated | ||||||
| 19 | SYSTEM | Workflow | As an approver, I can request more information or explain my decision during workflow approval | ||||||
| 20 | SYSTEM | Workflow | The system reports the status of a workflow transaction so that the originator does not need to manually track the transaction | ||||||
| 21 | SYSTEM | Workflow | The originator can add comments when responding to approver request for information | ||||||
| 22 | SYSTEM | Workflow | I can assign approval to a designated user when I am on leave | ||||||
| 23 | SYSTEM | Interface-ERP | ERP | Ability to define multiple payment types (i.e., EFT, money order) on the same transaction. | |||||
| 24 | SYSTEM | Integration | ERP | Ability to import payment file into Cashiering System for processing (rather than directly into the G/L within the ERP system.) | |||||
| 25 | SYSTEM | Integration | ERP | Ability to apply revenue to multiple funds and/or accounts. | |||||
| 26 | SYSTEM | Integration | ERP | System records transactions against receivables from the ERP system | |||||
| 27 | SYSTEM | Integration | ERP | System allows collection of payments on any receivables within the ERP system, or housed directly within the Cashiering system | |||||
| 28 | SYSTEM | Integration | ERP | System can accommodate one central customer file that multiple invoices can be charged against | |||||
| 29 | SYSTEM | Integration | ERP | In cases where the G/L account is unknown (e.g. miscellaneous payments), users do not have to be restricted to where the revenue is assigned | |||||
| 30 | SYSTEM | Integration | ERP | System differentiates the payment/tender types (cash, check, etc.) within the batch that is pushed to the ERP system to clear receivables | |||||
| 31 | SYSTEM | Integration | GCS | System to accommodate interface to GCS (Tax Receipting system) including account numbers and related receivables. | |||||
| 32 | SYSTEM | Integration | HCS | System supports interface to receivables stored within the (Heath Clinic System) | |||||
| 33 | SYSTEM | Interface-ERP | System to provide "transaction detail report" from Cashiering System to ERP system automatically | ||||||
| 34 | SYSTEM | Interface-Other | Payment Gateway | System supports an interface to third-party payment processor | |||||
| 35 | CASHIERING | Receipting | Payment Gateway | Cashiering system to interface to County's chosen (PCI Compliant) Credit Card Processor | |||||
| 36 | CASHIERING | Receipting | Ability to accommodate different fee structures for different receivable types. | ||||||
| 37 | CASHIERING | Receipting | When processing payment, system provides capability to look up the customer master file by any value in customer file | ||||||
| 38 | CASHIERING | Receipting | Ability to prompt user at time of receipt entry that the account being receipted to has had a history of bad checks or other user-defined alerts. | ||||||
| 39 | CASHIERING | Receipting | Comments can be entered on receipts | ||||||
| 40 | CASHIERING | Receipting | Comments on receipts are searchable | ||||||
| 41 | CASHIERING | Receipting | Ability to generate the following information on receipts: | ||||||
| 42 | CASHIERING | Receipting | Amount | ||||||
| 43 | CASHIERING | Receipting | Customer Name | ||||||
| 44 | CASHIERING | Receipting | Customer ID (optional) | ||||||
| 45 | CASHIERING | Receipting | Customer address (optional) | ||||||
| 46 | CASHIERING | Receipting | Account number(s) and description(s) | ||||||
| 47 | CASHIERING | Receipting | Default accounts (multiple) | ||||||
| 48 | CASHIERING | Receipting | Date of service | ||||||
| 49 | CASHIERING | Receipting | Current date | ||||||
| 50 | CASHIERING | Receipting | Individual/Cashier who received the payment | ||||||
| 51 | CASHIERING | Receipting | Form of payment (check, cash, credit) | ||||||
| 52 | CASHIERING | Receipting | Bank code | ||||||
| 53 | CASHIERING | Receipting | Ability to accommodate multiple payments for a single invoice. | ||||||
| 54 | CASHIERING | Receipting | Ability to accommodate single payments applied against multiple invoices. | ||||||
| 55 | CASHIERING | Receipting | Ability to accommodate multiple payments applied against multiple invoices. | ||||||
| 56 | CASHIERING | Receipting | Ability to accommodate payments in excess of or less than the bill rendered. | ||||||
| 57 | CASHIERING | Receipting | Ability to accommodate credits during cash receipt | ||||||
| 58 | CASHIERING | Receipting | System can scan a large numbers of checks at once (e.g. run 50 checks through scanner at once) then process them. | ||||||
| 59 | CASHIERING | Reporting/Dashboard | System has the ability to search for payments by: (Name, address, Customer ID, amount, etc.) | ||||||
| 60 | CASHIERING | Receipting | System has the ability to make voids and/or corrections to transactions | ||||||
| 61 | CASHIERING | Receipting | System has the ability to void a transaction | ||||||
| 62 | CASHIERING | Receipting | System has the ability to correct a transaction | ||||||
| 63 | CASHIERING | Security | Voids restricted to certain roles | ||||||
| 64 | CASHIERING | Receipting | Ability to accommodate the following transactions for payment: | ||||||
| 65 | CASHIERING | Receipting | Cash, check and money order | ||||||
| 66 | CASHIERING | Receipting | Electronic Fund Transfers (EFT) and e-checks | ||||||
| 67 | CASHIERING | Receipting | Lock box | ||||||
| 68 | CASHIERING | Receipting | Credit Card/Debit | ||||||
| 69 | CASHIERING | Receipting | Other electronic receipts | ||||||
| 70 | CASHIERING | Receipting | System applies one payment to multiple receivables / point of sale transactions | ||||||
| 71 | CASHIERING | Receipting | System allows using multiple payment types to pay for one invoice (example: cash and credit card) | ||||||
| 72 | CASHIERING | Receipting | Apply payments against individual line items on invoice | ||||||
| 73 | CASHIERING | Receipting | System generates a receipt to the payee | ||||||
| 74 | CASHIERING | Receipting | Ability to create templates for printed receipts. | ||||||
| 75 | CASHIERING | Receipting | Ability to reprint duplicate receipts. | ||||||
| 76 | CASHIERING | Receipting | Systems can validate the American Bankers Association (ABA) routing number that identifies the specific financial institution responsible for the payment | ||||||
| 77 | CASHIERING | Receipting | System can validate the written amount on the check against the numbers provided (e.g. via Optical Character Recognition) | ||||||
| 78 | CASHIERING | Receipting | System allows receipting without a printer. | ||||||
| 79 | CASHIERING | Receipting | System has the ability to modify transaction without deleting the line/entry. | ||||||
| 80 | CASHIERING | Receipting | System defaults to "check" as the payment/tender type, not cash. | ||||||
| 81 | CASHIERING | Interface-Other | System allows customers' account statuses to change after web payment is received | ||||||
| 82 | CASHIERING | Other | System supports remote deposit capture | ||||||
| 83 | CASH DRAWER BALANCING | Reporting/Dashboard | Produces report listing total of all transactions processed by cashier during shift (z-tape report) | ||||||
| 84 | ONLINE PAYMENTS | Online Portal Pmts | System allows customers to create an account and make web payments | ||||||
| 85 | ONLINE PAYMENTS | Online Portal Pmts | System accepts credit cards online | ||||||
| 86 | ONLINE PAYMENTS | Online Portal Pmts | System accepts direct debit online from checking account | ||||||
| 87 | BALANCING | Batch Balancing | System generates bank deposit slip | ||||||
| 88 | BALANCING | Batch Balancing | Balances cash drawers by: | ||||||
| 89 | BALANCING | Batch Balancing | Cash Drawer | ||||||
| 90 | BALANCING | Batch Balancing | Cashier | ||||||
| 91 | BALANCING | Batch Balancing | System provides totals for cash drawer reconciliation including: | ||||||
| 92 | BALANCING | Batch Balancing | Beginning cash amount | ||||||
| 93 | BALANCING | Batch Balancing | Checks | ||||||
| 94 | BALANCING | Batch Balancing | Cash | ||||||
| 95 | BALANCING | Batch Balancing | Coins | ||||||
| 96 | BALANCING | Batch Balancing | Credit slips | ||||||
| 97 | BALANCING | Batch Balancing | Ending balance | ||||||
| 98 | BALANCING | Batch Balancing | External deposits | ||||||
| 99 | BALANCING | Batch Balancing | System reports cash in and cash out by components of financial dimension | ||||||
| 100 | BALANCING | Batch Balancing | Records information by cashier including the following, at a minimum: | ||||||
| 101 | BALANCING | Batch Balancing | Cashier ID | ||||||
| 102 | BALANCING | Batch Balancing | Register | ||||||
| 103 | BALANCING | Batch Balancing | Cashiering date | ||||||
| 104 | BALANCING | Batch Balancing | Beginning cash amount | ||||||
| 105 | BALANCING | Batch Balancing | Total transactions | ||||||
| 106 | BALANCING | Batch Balancing | Ending cash amount | ||||||
| 107 | BALANCING | Batch Balancing | Cash drawer logon | ||||||
| 108 | BALANCING | Batch Balancing | Logon & logoff times | ||||||
| 109 | BALANCING | Batch Balancing | Collects register activity data for each cashier, including the following: | ||||||
| 110 | BALANCING | Batch Balancing | Receipts | ||||||
| 111 | BALANCING | Batch Balancing | Voids | ||||||
| 112 | BALANCING | Batch Balancing | Refunds | ||||||
| 113 | BALANCING | Batch Balancing | Payouts | ||||||
| 114 | BALANCING | Batch Balancing | Adjustments | ||||||
| 115 | BALANCING | Receipting | Maintains a running total for transactions in progress | ||||||
| 116 | BALANCING | Audit | Produces a full audit trail of cash entry error corrections | ||||||
| 117 | BALANCING | Batch Balancing | Enters adjusting transactions to correct cash entry errors from a terminal | ||||||
| 118 | BALANCING | Audit | Requests cash audit data from the register at any time | ||||||
| 119 | REPORTING | Reporting/Dashboard | System can provide reports showing receipts by account and fund | ||||||
| 120 | REPORTING | Reporting/Dashboard | System produces the following cashiering reports | ||||||
| 121 | REPORTING | Reporting/Dashboard | Report summarizing the account, tender, user, and item data from the entire Teller system by week, month, or year. | ||||||
| 122 | REPORTING | Reporting/Dashboard | Counts and Amounts are separately listed, enabling a management view of all transactional activity. | ||||||
| 123 | REPORTING | Reporting/Dashboard | Audit report of user activities, including logon, logoff, payment activities, session activities, batch activities, cash drawer activities, etc. | ||||||
| 124 | REPORTING | Reporting/Dashboard | Log of all Cash Drawer usage, enabling audit of exceptions to normal Cash Drawer access. | ||||||
| 125 | REPORTING | Reporting/Dashboard | Listing of all cash transactions for a date range. | ||||||
| 126 | REPORTING | Reporting/Dashboard | Listing of all Check transactions for a date range. | ||||||
| 127 | REPORTING | Reporting/Dashboard | List of all transactions on credit/debit tender types, for reconciling against payment processor. | ||||||
| 128 | REPORTING | Reporting/Dashboard | List of G/L system exports (batch export list) | ||||||
| 129 | REPORTING | Reporting/Dashboard | Lists and summarize all transactions that match the criteria, grouped by G/L Account. (G/L account detail report) | ||||||
| 130 | REPORTING | Reporting/Dashboard | G/L Account Summary that provides totals by G/L Account for all transactions matching the criteria, with option to drill down to details. | ||||||
| 131 | REPORTING | Reporting/Dashboard | Account transaction listing that provides totals by Customer Account for all transactions matching the criteria. | ||||||
| 132 | REPORTING | Reporting/Dashboard | Payment listing report that shows a lists of payments based on selection of multiple parameters, including dates, amount, users, and/or address details. | ||||||
| 133 | REPORTING | Reporting/Dashboard | Item Summary Report For a given system and date period that lists all item types with count and amount collected, allowing user drill-down into the detailed transactions. | ||||||
| 134 | REPORTING | Reporting/Dashboard | Tender detail report showing a transaction listing of all transactions matching the criteria, grouped by user and tender type. | ||||||
| 135 | REPORTING | Reporting/Dashboard | Tender summary transaction totals by tender type, grouped by user, with option to drill down into details. | ||||||
| 136 | REPORTING | Reporting/Dashboard | User transaction summary showing transactions by user, based on a date range and selection of a user or group of users, grouped by item type or business system. | ||||||
| 137 | REPORTING | Reporting/Dashboard | Voids and Adjustments for a date range and other optional filters where a lists all voided payments or payment adjustment transactions, showing the details of each, who entered the payment, and who voided or adjusted it. |
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