9-Software Specifications - Appendix C.pdf

RFP #26-10 ENTERPRISE RESOURCE PLANNING (ERP) SYSTEM

APPENDIX C - SOFTWARE SPECIFICATIONS

(Please answer Y - yes, N - no, E - enhancement or T - third-party provider to all questions pertaining to whether the proposed system will perform the desired function by checking in the appropriate column for each Required Functionality.)

SYSTEMS REQUIREMENTS QUESTIONNAIRE:

Response Instructions:

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

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

For further clarification, vendors may refer to these examples:

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

REQ# Y N E T REQUIREMENTS

Requirement will be stated in this area …

● If the vendor as an enhancement to the system will provide the stated requirement, mark the Y box and the E box, and include the cost associated with this enhancement.

● If a third-party vendor will provide the stated requirement, as contracted by the vendor, mark the Y box and the T box, and include the third-party vendor’s name and address and the cost associated with this third-party proposal.

(Please answer Y - yes, N - no, E - enhancement or T - third-party provider to all questions pertaining to whether the proposed system will perform the desired function by checking in the appropriate column for each Required Functionality.)

● If the stated requirement will be provided by an alternate means, then the vendor should mark the Y box and the E box, and include as an attachment, the means by which this alternative will provide the required functionality.

● If the proposed system will not provide the functionality, as stated by the requirement, the vendor should indicate this by marking only the N box.

● If a stated requirement is broken down into bulleted items, mark either the Y box, N box, E box or T box that applies to that item.

● Bulleted item will be stated in this area …

(Please answer Y - yes, N - no, E - enhancement or T - third-party provider to all questions pertaining to whether the proposed system will perform the desired function by checking in the appropriate column for each Required Functionality.)

FINANCIAL

General Ledger (Jose, Vickie)

The General Ledger system must provide complete accounting and financial reporting that conforms to the TEA Financial Accountability System Resource Guide and is a Generally Accepted Accounting Principles (GAAP) system. The accounting system shall be organized and operated on a fund basis and be a double-entry (self-balancing) set of accounts. The general ledger is a detail general ledger which means that each entry made on check, receipts, purchase orders and warehouse also reflects in the general ledger giving vendor’s name, references (such as check number), invoice date, purchase order number, date, warehouse issue number, description of item issued, amount, etc.

REQ # Y N E T Description of Function

001 On-line, real-time edit and maintenance of all files in the general ledger system

002 Journal listing at the detail level

003 Multi-month processing capability

004 End-of-month processing to generate detailed general ledgers, budget status reports, check registers, outstanding purchase orders, capital outlay and various special reports

005 Special request reports for school board members, budget directors and finance department showing cost analysis produced by a report generator, i.e., a mid-month financial report by organization

006 On-line financial information including detailed general ledger booking accounts with beginning and ending balances and all transactions posted to these accounts

007 Multiple fiscal and project year processing

008 Provide a flexible method for entering the user-defined chart of accounts

009 Automatically interface with the general ledger to update the budget

010 Carry forward prior balances and activity

011 Accommodate entries for future periods

012 Process fund transfer entries

(Please answer Y - yes, N - no, E - enhancement or T - third-party provider to all questions pertaining to whether the proposed system will perform the desired function by checking in the appropriate column for each Required Functionality.)

013 Produce as many preliminary trial balances as needed at month-end and year-end before processing the final trial balance and closing the month

014 Balance both summary and detail files on a monthly basis and produce exception reports

015 Post activity to a new period before closing the current period

016 Indicate whether an amount is a debit (no character preceding the amount) or a credit amount (hyphen preceding the amount)

017 Provide for budget appropriation initialization at new year

Flexible financial report writer allowing the user to specify reports to be generated from existing financial date files; report writer must be able to sort database on user-defined account number or reference number criteria available with the account coding structure (includes five-year data)

019 Develop on-line inquiry screen from user-defined fields, such as by account number, budget, encumbrances, expenditures, and budget balance

020 Process transactions for more than one year

021 Provide reports containing original appropriations, appropriation adjustments and adjusted appropriations, expenditures, encumbrance outstanding and encumbered balance and appropriations balance by detail account code

022 Report sort levels of at least ten (10)

023 Combine codes to compile combined reports

Detail daily, monthly, and year-to-date general ledgers showing for the account:

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

⚫ ending balances with summary totals

025 Journal entries are on-line, double entry with on-line balancing edit

026 Spread expense equally or proportionally to multiple campuses by pre-defined code

027 Payable transactions have an approved PO or other reference number

028 Make single entry reversals of expenditures through the cash receipt journal (employee pays for copies, etc.)

(Please answer Y - yes, N - no, E - enhancement or T - third-party provider to all questions pertaining to whether the proposed system will perform the desired function by checking in the appropriate column for each Required Functionality.)

029 Automatic year-end closing of general ledger

030 Automatic opening general ledger entries for new fiscal year

031 Print report of selected budgetary accounts by campus or department

032 Report on multiple years

033 Inquire or use records by multiple vendors at the same time

Accounts Payable: (Jose, Vicki)

The accounts payable system is an intricate part of the New Braunfels Independent School District Financial Accounting System and used to maintain the expenditure funds to the many vendors doing business with the District. The system shall interface with purchasing to resume the processing of information created by purchase orders.

034 Multiple check cycles per month

035 Separation of duties with respect to check preparation, signing and mailing

036 Thorough audit trails at all stages of processing

037 Detailed check registers of all checks issued by the District

038 Accumulated fund charges to advise the District of the charges made to the various fund bank accounts

039 Accounts payable listing of all active accounts’ transactions by vendor within fund

040 Interfund receivables and payables entry capability

041 Multiple fund entry capability

042 Automated process of bank reconciliation

(Please answer Y - yes, N - no, E - enhancement or T - third-party provider to all questions pertaining to whether the proposed system will perform the desired function by checking in the appropriate column for each Required Functionality.)

043 Special handling of accounts payable at end-of-month and end-of-year processing

044 Provide interactive entry and correction of invoices, debit/credit memos, manually written check and voided checks

045 Automatically interface with financial accounting system

046 Allow on-line inquiry by vendor number or name with year-to-date balance and last year comparison

047 Vendor master list shows vendor number, name, address and related data and lists all vendors by vendor number or vendor name

048 Automatically disapprove any invoices which fall within a user-defined percentage of the purchase order

049 On-line entry and editing of invoice data, vendor data and master file updates

050 On-line error correction or reversal of data entered for processing

051 Printing of checks and check register

052 Use of one-time vendor numbers

053 Automatic vendor number assignment

054 Automatic notification of budgetary overruns by line item

055 Produce audit trail

056 Partially clear a referenced document

Invoice Processing: (Provide Requirements Scope here) (Jose, Vicki)

057 Validate invoice to purchase order quantity received, vendor and price

058 Check reconciliation lists all checks issued, checks outstanding and reconciliation differences

(Please answer Y - yes, N - no, E - enhancement or T - third-party provider to all questions pertaining to whether the proposed system will perform the desired function by checking in the appropriate column for each Required Functionality.)

Provide schedule of checks already written as follows:

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

060 Pay by purchase order number with automatic encumbrance cancellation

061 Flag 1099 payments for calendar year-to-date accumulation

Payroll: (Provide Requirements Scope here) (Jose, Glenda)

062 Provide for multiples of all basic payroll cycles such as weekly, bi-weekly and monthly

063 Special payroll runs that are transaction-driven

064 Pay hourly, daily, monthly and special rates and/or supplements, i.e. contract, salaries or hourly employees must be able to be charged multiple codes from information submitted at payroll time

065 Regular earnings, hours or amounts allowed for regular payroll processing

066 Allow salary accrual by individual record basis on contract, salary and hourly employees (salary earned over nine (9) or more months to be paid in twelve (12) months or any other combination as indicated by the user)

067 Allow payoff checks (all remaining and accrued to be paid in one check and taxed as several pay checks)

068 Print payroll checks in campus sequence alphabetically by employee for distribution

069 Use and account for benefits given to HEB ISD personnel by the State of Texas or the HEB ISD Board of Trustees (i.e., paid leave and insurance contribution)

070 Automatically determine the eligibility of an employee for benefits

071 Accumulate for paying and reporting purposes different types of overtime hours (paid and unpaid) and vacation hours and leave hours (if and when eligible)

072 Account for absences and substitute usage for each type of payroll

(Please answer Y - yes, N - no, E - enhancement or T - third-party provider to all questions pertaining to whether the proposed system will perform the desired function by checking in the appropriate column for each Required Functionality.)

073 Exception transaction processing supported

074 Automatically calculate all necessary payroll taxes as required by federal, state and local governments

075 Provide methods for reporting all required tax reports and forms to appropriate government agencies

076 Provide for magnetic tape reporting for normal Teacher Retirement System (TRS), grant funded TRS and W2

077 Able to tax supplements and adjustments as regular pay

078 Calculate and report the 8% over Texas Education Agency based teacher salaries to Teacher Retirement System

079 Handle tax sheltered annuities and the paying of these deductions to the companies providing the shelter

080 Support multiple optional payroll deductions that can be deducted always, until an limit is reached, or as a one time deduction;

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

081 Override any or all optional deductions by payroll office control

082 Allow automatic clearing of one or more groups of optional payroll deductions

083 Allow manual override on any taxes on supplements on any payroll run

084 Support and track all non-taxable benefits (paid or unpaid)

085 Report any benefits on the W2 as required

086 Tax tables easily maintained by New Braunfels Independent School District personnel

087 Provide for direct deposit in the NACHA format

088 Correctly handle multiple direct deposits on any payroll run

089 Allow mixing of checks and direct deposits on any payroll run

090 Allow manual override to print only checks on payroll run

091 Check stubs have a detailed summary of all earnings, taxes, deductions and an area for special messages

(Please answer Y - yes, N - no, E - enhancement or T - third-party provider to all questions pertaining to whether the proposed system will perform the desired function by checking in the appropriate column for each Required Functionality.)

092 Stubs printed for persons on direct deposit

093 Multiple check format options available

094 All standard payroll reports included in the system; including, but not limited to journals, check registers, periodic detail and summary reports, absence and overtime reports

095 Input documents provided for all payroll transactions

096 Bank check reconciliation system available

097 Data for all financial accounting included and processed to be used in the finance system

098 Payroll data feeds accounting information directly into the finance system

099 Audit trail provided for all elements used in the calculation of each payroll check

100 Provide for the handling of benefits

101 Interface with Time Clock Plus System

Budget Preparation: (Provide Requirements Scope here) (Jose, Vicki)

Produce a document similar to the attached spreadsheet; columns A, B, C, D & E should be produced from the database in the financial system; column F should have the one-line description and then allow the director multiple lines for explanation;

columns G & H would be blank to be completed by the director

103 Spreadsheet capability of formulas, or at least sub-totals and totals necessary for each fund/function/program

104 Produce a budget document/book that presents for each fund/function/program a presentation by budget code at the sub-object level of the previous year’s original budget, the revised budget for that year and the proposed budget for the upcoming year

105 Prepare summary pages of expenditure and revenue at the object level by fund/function/program

(Please answer Y - yes, N - no, E - enhancement or T - third-party provider to all questions pertaining to whether the proposed system will perform the desired function by checking in the appropriate column for each Required Functionality.)

PURCHASING

Vendor Master File: (Ginger, Ami)

This file is used primarily to obtain payee names and addresses for system-written checks, to accumulate year-to-date amounts disbursed to vendors and to accumulate year-to-date disbursements for which Treasury Department forms 1099 should be prepared. Purchasing and Accounts Payable share this file.

Separation of duties with respect to vendor set-up and management, and requisition generation

106 Each company or individual that receives payments from the district will be entered on the vendor file

107 Vendor number will be at least five (5) digits long

108 ERP will automatically assign all vendor numbers

109 Contains at least five (5) commodity codes for each vendor and provides a method to access the file by this code

110 Provide for multiple addresses per vendor

111 Allow for active/inactive vendor status

112 Maintained in numerical sequence; reports listing all vendors may be received in either numerical or alphabetical sequence

Able to do the following actions against the file:

⚫ delete vendors inactive since a specified date ⚫ delete indicated vendor number ⚫ add or change vendor address ⚫ add or change vendor name ⚫ add or change td 1099 number, telephone number or zip code ⚫ zero td 1099 amount ⚫ zero other amounts

(Please answer Y - yes, N - no, E - enhancement or T - third-party provider to all questions pertaining to whether the proposed system will perform the desired function by checking in the appropriate column for each Required Functionality.)

File has at least the following fields and lengths ⚫ vendor number 10 characters ⚫ vender name 35 characters ⚫ vendor address (four lines each) 35 characters ⚫ zip code 9 characters ⚫ 1099 id number 11 characters ⚫ telephone number 12 characters ⚫ transaction count 4 characters ⚫ discount amount 10 characters ⚫ disbursement amounts register 12 characters ⚫ alpha sequence (first) 2 characters ⚫ alpha sequence (second) 2 characters ⚫ alternate alphabetic sort name 35 characters ⚫ commodity code 10 characters ⚫ sufficient blank space to add fields when necessary

115 Automatically build a key to allow the vendor to be printed alphabetically even when the vendor numbers are not assigned in alphabetical sequence

When used on reports, checks, purchase orders, etc., the name will be printed in the alphabetic order as indicated by the following criteria:

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

117 User able to browse the vendor file either numerically or alphabetically as outlined in the alpha-sort routine

Requisition/Purchase Order: (Ginger, Ami)

An on-line requisition/purchase order system used for the input of requisitions from remote locations and the generation of approved purchase orders at a central location

(Please answer Y - yes, N - no, E - enhancement or T - third-party provider to all questions pertaining to whether the proposed system will perform the desired function by checking in the appropriate column for each Required Functionality.)

118 Print on-line purchase orders on fan-fold paper from data via ERP; multiply the quantity times the unit price; calculate the line extension; compute the down total

119 Should a requisition over-encumber an account, the system will “hold” the purchase order until approved, changed or voided

120 Provide in-line editing during requisition entry in the ERP

121 Permit both order and payment addresses, with a default to the first address, if the address is not the same as the second

122 Will not permit automatic approval of a requisition

123 Provide complete audit trail to protect and maintain integrity of all systems and identify the individual who entered each transaction and the date and time when each transaction was entered

124 Print open purchase order status report showing quantity ordered, cancelled, paid and outstanding encumbrances

125 Print list of requisitions for approval by authorized personnel

126 Print vendor names on all purchase orders, checks and reports in first, middle, and last name order as indicated on the vendor file; alpha sort sequence will also be indicated on the vendor file

127 Print vendor index by numeric, alpha or user-defined category order

128 Default to automatic numbering of purchase orders unless operator requests to assign purchase order numbers

129 Allow for receiving on any or all purchase orders

Provide for on-line entry of requisitions via ERP with subsequent inquiry capability showing status of requisition; status will be open, approved, assigned, disapproved, cancelled; when purchase order number is assigned, it will appear on the requisition inquire screen

131 Data input validation through on-line editing at the point of entry for vendor number, account distribution, ship-to location and availability of funds

132 Cancellation of purchase orders and reversal of associated accounting entries is allowed only if no action has been taken against the purchase order; mark the purchase order number as cancelled; not permitted to use the number again

133 Match purchase orders with invoices and receipts

134 Accommodation of multiple general ledger account distribution for each purchase order, with all extensions automatically figured and accounts totaled

(Please answer Y - yes, N - no, E - enhancement or T - third-party provider to all questions pertaining to whether the proposed system will perform the desired function by checking in the appropriate column for each Required Functionality.)

Encumber purchase orders against:

⚫ appropriations case basis ⚫ funds ⚫ entitlement year

136 Handle purchasing documents which reference documents from prior period

137 Maintain pre-specified-allowable variance percentage (10%)

Automatically generate:

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

139 Will not allow a purchase order to be printed for over $10,000 unless a quote number is given or authorization is given; the system will not allow a purchase order to be printed for over $25,000 unless a bid number is given or authorization is given

140 Each requisition will be handled as a complete document

141 Budget verification on all requisitions entered into the system; request from accounts with insufficient funds will be placed on “hold” until funds are transferred or authorization is given to overspend the account

142 Allow for multi-level approval depending upon budget code and/or dollar amount of request

143 Allow for central conversion of requisitions to purchase orders upon appropriate approval

144 Budgeted funds will be pre-encumbered to a requisition upon entry into the system and encumbered when a purchase order is created

145 Vendor address is shown on the requisition input screen

146 Conversion of requisitions to purchase orders can be done on an item-by-item basis or a series basis

147 Will not lock record when in use by another user

Fixed Assets: (Jose, Vicki) (Ginger, Ami)

(Please answer Y - yes, N - no, E - enhancement or T - third-party provider to all questions pertaining to whether the proposed system will perform the desired function by checking in the appropriate column for each Required Functionality.)

The fixed asset system requires the capability to build and maintain a master file of all depreciable assets. The system should automatically interface with the financial, purchasing and warehouse systems

(Please answer Y - yes, N - no, E - enhancement or T - third-party provider to all questions pertaining to whether the proposed system will perform the desired function by checking in the appropriate column for each Required Functionality.)

Maintain the following information and field lengths:

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

(Please answer Y - yes, N - no, E - enhancement or T - third-party provider to all questions pertaining to whether the proposed system will perform the desired function by checking in the appropriate column for each Required Functionality.)

149 Support fixed assets of equipment, furniture and vehicles

150 Generate individual and mass transfers

151 Provide a physical inventory turn-around document

152 Group multiple items to an asset, i.e. Video camera, recorder and monitor

153 Accumulate maintenance data on selected assets

154 Maintain warranty information

155 Produce audit trails for new, retired, transferred and lost/stolen assets

156 Provide reporting of detailed and summary costs of assets for all or selected locations

157 Provide fixed asset listing in any order requested

158 Generate potential fixed asset reports from purchase order/warehouse order using identified budget codes

Central Stores Warehousing System: (Ginger, Ami) (Jose, Vicki)

The central stores warehouse system will be an on-line system allowing multi-user warehouse requisitioning from remote locations within the district. The system will automatically interface with the financial, purchasing and fixed asset systems. The inventory system will be used to manage the storeroom inventory and to control the requisition of materials for the schools. The system should allow for the entry of physical inventory counts for all items on an annual basis and for selected items on a monthly basis. All inventory reports should be produced upon request.

Provide interactive entry and correction of:

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

160 Enter and maintain warehouse request and/or purchase request on-line, validating funding and the vendor number

(Please answer Y - yes, N - no, E - enhancement or T - third-party provider to all questions pertaining to whether the proposed system will perform the desired function by checking in the appropriate column for each Required Functionality.)

161 Provide for multi-level authorization; warehouse requests will be made over CRT; all verification made at the time of entry

162 Additions to the warehouse inventory system will be made when the purchase order is paid through the finance system (ensures that the unit cost will include freight charges)

163 Warehouse requisitions will validate quantity on hand, price and print shipping or delivery slips

164 Purchase order delivery slip will be printed for those items received by the warehouse and delivered to the organization originating the purchase order

165 Record receipts, partial or complete, against purchase order; verify quantity and vendor

166 Provides an inventory number with up to ten characters

167 Value inventory on an average cost basis

168 On-line inquiry to the inventory master file data by inventory number

169 Provides multiple warehouse locations

170 Provides date of acquisition

171 Purchase orders which post of general ledger “stores” accounts rather than to expense accounts

(Please answer Y - yes, N - no, E - enhancement or T - third-party provider to all questions pertaining to whether the proposed system will perform the desired function by checking in the appropriate column for each Required Functionality.)

The following fields will be provided for the warehouse inventory system:

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

(Please answer Y - yes, N - no, E - enhancement or T - third-party provider to all questions pertaining to whether the proposed system will perform the desired function by checking in the appropriate column for each Required Functionality.)

Provides the following information within the system:

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

174 Provides for tracking issues for “maintenance projects” for particular job and definition

Provides inventory status listing:

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

176 Provides a stock catalog

177 Provides an inventory listing

178 Lists inventory number and description by vendor, product type or inventory number

179 Provides an inventory re-order listing

180 Lists all items under the minimum on-hand quantity or at the re-order point

181 Provides an open purchase order listing which includes quantities of items ordered, received, cancelled and paid

182 Provides “maintenance projects” listing by school, project and status of completion

183 Automatic interface to the general ledger system in the area of recording all receipts and issuances based on catalog number of the item

184 Allows for vendor assignments to inventory items

185 Automatically produces purchase requests when inventory falls below minimum quantities

(Please answer Y - yes, N - no, E - enhancement or T - third-party provider to all questions pertaining to whether the proposed system will perform the desired function by checking in the appropriate column for each Required Functionality.)

186 Allows for designation of items as inventory or non-inventory

187 Will produce ship tickets by desired delivery date

188 Includes report generator capabilities

PERSONNEL (Provide Requirements Scope here) (Max, Shannon)

On-line file maintenance for emergency contact information including:

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

190 Interact with PEIMS

191 Add at least five (5) user-defined fields in the employee record and sort on these fields

192 Track and report workmen’s compensation

193 Obtain criminal history record information (CHRI) from Texas Department of Public Safety pursuant to Subchapter z, Texas Education Code, Section 21.917

194 Search on areas of certification with or without hours by employee (up to twelve (12) per employee)

195 Track and update employee certificates

196 Automatic calculation of new foundation salaries and local salaries

197 Print contracts

198 Format contracts as desired and change contract form as often as required by user

199 Have variable information (name, salary, etc.) Inserted into contract automatically at point specified by user

(Please answer Y - yes, N - no, E - enhancement or T - third-party provider to all questions pertaining to whether the proposed system will perform the desired function by checking in the appropriate column for each Required Functionality.)

200 Provide user-definable report writer which is capable of providing employee information by at least eight (8) sorts and at least fifteen (15) items listed

Generate the following reports:

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

⚫ EEOC

⚫ I-9 ⚫ complete listing of all personnel data

202 Print teacher service records

203 Downloading/uploading of selected data to/from a PC

204 Provide an “audit trail” to keep track of any modifications to the data base(s)

205 Report the “audit trail”

206 Provide for compensation to be entered in personnel and feed all data directly into the payroll system – any changes made in payroll will be reflected in personnel

Provide an applicant tracking system that allows data to be scanned and different reports to be generated from the scanned information; generates mailing address labels for applicant, folder labels, including applicant’s name and certification areas;

examples of possible reports:

⚫ lists of applicants with phone numbers ⚫ addresses by grade level ⚫ by type of position desired ⚫ by years of teaching experience ⚫ by interview score

(Please answer Y - yes, N - no, E - enhancement or T - third-party provider to all questions pertaining to whether the proposed system will perform the desired function by checking in the appropriate column for each Required Functionality.)

On-line file maintenance for personnel information not in PEIMS, including:

⚫ title (Mr., Mrs., etc.)

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

⬥ teaching assignment or position

⬥ campus

⬥ effective date

⬥ when remainder of salary to be paid

⬥ withdraw teacher retirement ⚫ three (3) hire/rehire dates (stipulate leave of absence) ⚫ three (3) termination dates ⚫ four (4) termination reasons (user-definable):

⬥ resign

⬥ retire

⬥ terminated

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

⬥ official transcript

(Please answer Y - yes, N - no, E - enhancement or T - third-party provider to all questions pertaining to whether the proposed system will perform the desired function by checking in the appropriate column for each Required Functionality.)

⬥ Texas certificate

⬥ service record

⬥ birth certificate

⬥ physical

⬥ insurance (health, life, dental, salary guaranteed)

⬥ criminal history report

⬥ Social Security card

⬥ driver’s check

⬥ ability to add others as required ⚫ career ladder certification status

Leave Accounting: (Max, Shannon) (Jose, Tyler, Lauren)

209 Control of state sick and personal leave and local sick leave (up to six (6) local leave types per employee)

210 Automatically calculates and maintains user-defined leaves and vacations

211 Automatically docks pay, if desired, when accrued sick leave is exhausted or when certain type(s) of local leave are used

212 Provide leave accounting reports

213 Add at least five (5) user-defined fields in the employee’s leave record and sort on these fields

Provide the following flexibility in leave and absence functions:

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

215 Provide user-definable report writers for leave records

(Please answer Y - yes, N - no, E - enhancement or T - third-party provider to all questions pertaining to whether the proposed system will perform the desired function by checking in the appropriate column for each Required Functionality.)

216 Provide for printing of leave balances, leave accruals and leave expended on pay check stub

217 Allowable leave able to be earned or advanced to predetermined amounts depending on personnel groups

218 Leave accounting processed as part of the payroll system but accessible to other personnel for reporting and analysis

219 Post employee absences and update/calculate balances and usages accordingly

220 Correct daily employee absences and update/recalculate balances and usages accordingly

221 Generate a new calendar file using any user input date as day number one of the calendar year

222 File maintenance for the calendar file

223 Downloading/uploading of selected data to/from a PC

224 Provide an “audit trail” to keep track of any modifications to the data base(s) and report the “audit trail”

225 Input absence/substitute pay information by scan sheet

PEIMS

PUBLIC EDUCATION INFORMATION MANAGEMENT (PEIMS) (Francie, Barbara, Melanie)

The PEIMS module must be fully PEIMS compliant and must meet all standards as set up in the PEIMS data standards or the current equivalent document.

226 Capability to use any field needed for PEIMS as it exists in the current file(s)

227 File maintenance into extracted PEIMS files

228 File maintenance for all PEIMS data fields as they are defined in Data Standards for School District Data Submission or how they exist in the current file(s)

229 Interact with personnel, payroll and finance systems

(Please answer Y - yes, N - no, E - enhancement or T - third-party provider to all questions pertaining to whether the proposed system will perform the desired function by checking in the appropriate column for each Required Functionality.)

230 User-definable reports for all PEIMS data fields

231 Provide listing of employee daily/weekly/monthly schedule as defined in PEIMS guidelines (role ID, service ID, in/out time, population service, etc.)

232 Software will be altered by vendor to meet any future changes to PEIMS Data Standards as issued to TEA

233 Provide all tables as required by PEIMS integrated with applications for verification during data entry

234 Software edit will be provided to perform same function as the edit being provided RESC’s and TEA on-site

235 Write the PEIMS data file to compatible PEIMS edit format

236 Allow access to TEA PEIMS data file on-site

237 Software vendor attends all TEA PEIMS vendor training

238 Software vendor has served on ISAC committee

239 Software vendor is on private sector mailing list for PEIMS

240 Special crosswalk software to reformat budgetary information into the PEIMS format so current coding structures can be maintained

241 Special crosswalk software to reformat course numbers used by the district into PEIMS required coding

242 Special tables to translate periods of the day into begin and end time for required PEIMS coding

243 Provide downloading/uploading of selected data to/from a PC

244 Provide an “audit trail” to keep track of any modifications to the data base(s)

245 Provide capability to report the “audit trail”

246 Provide appropriate documentation for all programs related to PEIMS

247 Software vendor has Help Desk that is familiar with PEIMS

248 Modify all PEIMS records through a “mass update capability”

(Please answer Y - yes, N - no, E - enhancement or T - third-party provider to all questions pertaining to whether the proposed system will perform the desired function by checking in the appropriate column for each Required Functionality.)

249 Interact with personnel, payroll and finance modules

250 Provide TEA updates to PEIMS modules at no additional cost to user

251 Produce a frozen PEIMS file

252 Change frozen PEIMS files

253 Mass update or change the frozen PEIMS file

254 Have a report generator that runs reports against the frozen data

255 Produce the PEIMS edit file for use with the TEA edit

256 Download PEIMS edit file to the PC

257 Produce staff responsibilities based upon Master Schedule and number of students enrolled

258 Table-driven so that schools may have their own tables for periods of the day, times of periods, etc.

(Please answer Y - yes, N - no, E - enhancement or T - third-party provider to all questions pertaining to whether the proposed system will perform the desired function by checking in the appropriate column for each Required Functionality.)

STUDENT ATTENDANCE/REGISTRATION

New Braunfels Independent School District has over 9,700 students; a minimum of one record per student is required containing demographic and attendance data.

Multiple records will be required for the attendance data for students who attended more than one school. The system must provide a Report Generator to produce user-defined reports and provide a mass update feature to change/correct student information on a user-defined selection criteria. To support this requirement, the system should be an on-line, interactive, relational database system that will support the following for each student who may have attended from one to ten campuses during the school year:

259 Open Database Connectivity (ODBC) compliant

260 Support the demographic, status and immunization data contained in the current system

261 Capability for two student ID numbers to be maintained-the primary is usually the SSN, but may be a state-assigned number;

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

262 First, last and middle names meet PEIMS minimal standards

263 Student permitted to change grades during the school year (date of change is retained)

264 Street file maintained identifying street name, beginning and ending house number and zip code per elementary attendance zone; middle and high schools that students’ progress into when living at that address are also available

265 When attendance clerk enters an address outside the BISD area, a warning message is displayed (matches against street file discussed in a previous item)

266 Student attendance zone is selected based upon the street address

267 Student permitted to change between half-day and full-day status during the school year (date of change is retained)

268 Student permitted to change eligibility status during the school year (date of change is retained)

269 Student allowed to have a legal address and a separate mailing address

(Please answer Y - yes, N - no, E - enhancement or T - third-party provider to all questions pertaining to whether the proposed system will perform the desired function by checking in the appropriate column for each Required Functionality.)

Immunization data supports the following:

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

271 Student permitted to change ESL/Bilingual status during the school year (date of change retained)

272 Table validations available for all fields where the selections must fall within certain ranges (sex code, ethnic code, reason out of attendance zone, etc.)

273 Limit the user from accessing the student data at another campus, unless authorized

274 Student not withdrawn without a valid withdrawal code

Basic demographic data record to include grade level, withdrawal reason, and other PEIMS required fields will be maintained for prior year students (because of the expanding PEIMS requirements, this file must have expansion capability of 500 characters); the number of years of records kept should be at the discretion of the user, however, a purge option should be available

276 Student records retrieved by student name or student ID number

277 Privacy code available to indicate whether the student wishes his/her address and telephone number released

278 PEIMS fields are filled to District default when left blank on add

279 Students rolled over into next school year at end of school year (may involve a campus change); promotion based upon failure criteria for previous school year subjects

280 Provide mailing labels based upon any selection of relevant items

281 Generate reports via a user-friendly report generator

(Please answer Y - yes, N - no, E - enhancement or T - third-party provider to all questions pertaining to whether the proposed system will perform the desired function by checking in the appropriate column for each Required Functionality.)

282 Provide mandatory TEA reports

286 Provide a minimum of 1000 additional characters per student for future growth (fines, fees, bus assignments, vehicle registrations, etc.)

287 Provide a direct interface with the PEIMS system and is fully PEIMS compliant

288 Provide security via a single password per user and security profiles that determines access to different modules or files

289 Audit trail generated to record each on-line transaction and the person making the change

290 Sub-system to record student discipline actions-extensive security required

291 Sub-system to process medical records for each student

292 Store and track student attendance information taken on a daily basis; easy to record and maintain absence information, produce reports and inquire upon desired students via display terminal or hard copy

293 Track attendance from one school to another via the registration entry/withdrawal file

294 Help key to obtain additional operational information

295 Input attendance information by interactive entry, optical scanning devices and an attendance/grade book program on the teacher’s desk

296 Provide capacity for up to 20 user-definable absence types

297 Capability to record full or half-day absences

298 Provide a teacher absence report for homeroom teachers including student name, grade, homeroom, reason absent, time of dismissal and tardy

299 Use various attendance calendars consisting of a maximum of two hundred twenty-five (225) days of school, allowing for the vacations, holidays, and membership days; an add, change and delete capability will exist

300 Provide a daily office report of each morning’s absences including student name, ID, grade, homeroom, reason absent and phone number

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

302 Provide illegal absence reports, suspension reports, excused absence reports by total (3 or more, 10 or more, X or more)

(Please answer Y - yes, N - no, E - enhancement or T - third-party provider to all questions pertaining to whether the proposed system will perform the desired function by checking in the appropriate column for each Required Functionality.)

303 Capability to call any student attendance record to display any month at any time

304 Provide a report which monitors student attendance records, including ranges of absences for selective students, ranges of dates, selective reasons

305 Meets state attendance reporting requirements

306 Produce attendance letters based on special criteria defined by the district

307 Incorporate selected data elements from the attendance file and registration file to be included in the attendance letters

308 Student letter capability able to accommodate up to ten (10) different types of letters and flag student’s records to keep track of type of letter sent

309 Flexible attendance letter reset capability to monitor letters sent by marking period/semester/year

310 Consecutive absence report which is parameter driven by range of dates or by absence patterns

311 Provide multiple calendars within same school year

312 System will track all student attendance throughout the day, class by class, based on student’s class schedule; system will automatically post to the daily attendance system based on user-chosen criteria

313 Allow flexibility to accommodate different attendance criteria for different buildings, network on central database approach (different buildings may have different attendance reasons, marking period dates, etc.)

314 Automatic posting to daily attendance must be based on items such as ranges of reason codes/periods/occurrences, consecutiveness of codes, allowance for other miscellaneous codes, recognition of AM, PM or both

315 Include class cut letter capability; parent letters should be produced based on individual school building criteria

316 Include as many as ten (10) different letter forms, defined by each building or by district

317 Letter forms able to be maintained via regular menu procedures

318 Ability to track all letters sent

319 Letters able to be produced in direct mailable forms

320 Track up to ten (10) periods per day

321 Attendance entry via ID data entry, scan sheet and teacher grade book package

(Please answer Y - yes, N - no, E - enhancement or T - third-party provider to all questions pertaining to whether the proposed system will perform the desired function by checking in the appropriate column for each Required Functionality.)

322 Validate student data from registration and scheduling files

Track the following per student, per course:

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

324 Handle rolling time-tables in the event some building schedules class order may change on different days

(Please answer Y - yes, N - no, E - enhancement or T - third-party provider to all questions pertaining to whether the proposed system will perform the desired function by checking in the appropriate column for each Required Functionality.)

Student attendance/registration system will…