A2_FRR_2__Finance_Accounting_and_Reporting_Requirements.xlsx
XLSX spreadsheet 122 KB Posted
- Attached to
- Enterprise Resource Planning (ERP) System State and local contract opportunity
- Solicitation number
- P-26-08-COC
- Issued by
- Brevard County, Clewiston City, Florida
About this file
This is a Finance and Accounting Requirements specification document for the City of Waco's Municipal System Replacement initiative, detailing comprehensive functional and technical requirements for an integrated Enterprise Resource Planning (ERP) solution. The City of Waco seeks a modern, cloud-based or SaaS platform to replace legacy financial management systems, with functionality spanning General Ledger, Accounts Payable, Accounts Receivable, Budgeting, Fixed Assets, Projects & Grants, Cash Receipting, Banking, and comprehensive financial reporting capabilities. The specification document contains 234 General Ledger requirements, 127 Budget requirements, 55 Fixed Assets requirements, 55 Project & Grant Capital Project & Grant Accounting requirements, 77 Accounts Payable requirements, 63 Accounts Receivable requirements, 47 Cash Receipting requirements, 23 Banking requirements, and 39 General Financial Reporting requirements, establishing detailed functional specifications across all finance and accounting modules. The document does not specify response dates, due dates, bidder meetings, or award dates, as it represents internal requirements documentation rather than a formal solicitation notice.
The specification emphasizes a fully integrated system supporting municipal government accounting processes compliant with GASB (Government Accounting Standards Board) and GAAP (Generally Accepted Accounting Principles) standards, with capabilities including multi-fund accounting, encumbrance tracking, real-time inquiry, automated workflows, comprehensive audit trails, and integrated reporting functions. The system must support flexible chart of accounts structures, accommodate multiple fiscal years simultaneously, provide project and grant tracking across multiple funding sources, and generate ACFR (Annual Comprehensive Financial Report) documents. Critical technical requirements include the ability to store minimum 15 years of transactional data, support workflow approvals at multiple levels, maintain security controls by department/division/role/account, provide drill-down capabilities from summary to detail transactions, accommodate electronic document attachments, and interface seamlessly with other financial modules and external systems. The specification does not address pricing, set-asides, incumbents, or specific funding sources, focusing instead on comprehensive functional and operational requirements to guide vendor responses.
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Other files for this state and local contract opportunity
| File | Type | Posted |
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| P2608COC_NOTICE_OF_INTENT_TO_SHORTLIST.pdf | ||
| 08272026_P2608COC_ERP_System_Meetingv2.pdf | ||
| Master_Bid_Tabulation_Sheet_P2608COC.pdf | ||
| Addendum_3_P2608COC_QA.xlsx | XLSX spreadsheet | |
| Addendum_2_P2608COC.pdf | ||
| Addendum_1_RFP_P2608COC.pdf | ||
| A1__Proposal_Response_Forms.docx | DOCX document | |
| A2__FRR_1__General_System_Requirements.xlsx | XLSX spreadsheet | |
| A3__Terms_and_Conditions_P2608COC.docx | DOCX document | |
| A4__Combined_Proposer_Certifications_and_Affidavits.docx | DOCX document | |
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| A2__FRR_3__Purchasing_Requirements.xlsx | XLSX spreadsheet | |
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| RFP_NO._P2608COC_Enterprise_Resource_Planning_System.pdf |
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Text version
General Ledger
| General Ledger | |||
| # | Requirement | Response | Comments |
| General Requirements | |||
| 1 | Ability to provide a means to reduce costs and burdens of complying with Federal, State, and other grant regulations by serving as a basis for satisfying standardized reporting and auditing requirements. | ||
| 2 | Ability to provide an easy method to inquire real-time account balances at any time. | ||
| 3 | Ability to track the user of each transaction. | ||
| 4 | Ability to comply with financial accounting and reporting standards set forth in the National Committee of Governmental Accounting (NCGA) publication, "Government Auditing and Financial Reporting" (GAAFR) and pronouncements by the Government Accounting Standards Board (GASB). | ||
| 5 | Ability to support municipal government accounting processes that are required to maintain various fund types, individual funds and account groups, such as special revenue funds, fiduciary funds, Salaries & Wages, Benefits, Services Materials & Supplies, Capital Outlay, Grants and Aids and, Debt Services, etc. | ||
| 6 | Ability to provide a complete system of encumbrance accounting supported by open purchase order tracking and consistent with municipal government encumbrance practices. | ||
| 7 | Ability to provide an automatic and live interface between all automated financial application functions in order to eliminate the need for data re-entry, including all modules supplied as part of the system and required interfaces. | ||
| 8 | Ability to have any automatic transactions (e.g., postings, reversals) reviewed/approved (minimum of 2) manually before flowing into the General Ledger. | ||
| 9 | Ability to specify all major system variables, e.g., chart of accounts, report definition, and processing parameters, through system administration-maintainable tables. | ||
| 10 | Ability to support flexible, organization-defined chart of accounts structure. | ||
| 11 | Ability to provide consolidation codes for cross-organization consolidating reports. | ||
| 12 | Ability to provide tools to produce ACFR in-house. | ||
| 13 | Ability to support organization-defined fiscal year. | ||
| 14 | Ability to provide comprehensive inquiry option with drill down capabilities to the user to access summary information or detail information as needed. | ||
| 15 | Ability to provide access to other modules from the General Ledger inquiry and to view the source information for each transaction. | ||
| 16 | Ability to allow for easy access to transaction inquiry, such as retrieval by check number, dollar amount, description or other variables. | ||
| 17 | Ability to support multiple fiscal year-end purchase order options including, but not limited to: void, carryover or carryover with re-appropriation. | ||
| 18 | Provide a General Ledger that is integrated with all other systems. | ||
| 19 | Ability to produce statements of revenue and expenses on monthly, quarterly, and annual basis. | ||
| 20 | Ability to allow month end closings to occur in a new fiscal year, despite not closing in previous year. | ||
| 21 | Ability to support a multiple department organizational structure (within a fund and for all funds). | ||
| 22 | Ability to provide comparative financial information, including comparisons of current information with the same period last year, YTD last year, financial position at the end of last year, current operating budget, and with an annual finance plan (budget allocations), and Transfers for current year and prior year, and Amendments for Current Year and Prior Year. | ||
| 23 | Ability to calculate and present amount expended for each account as a percentage of annual budget, including open encumbrances and YTD expenditures. | ||
| 24 | Ability to allow authorized users to select certain information from the general ledger to prepare special one-time or recurring financial analyses. | ||
| 25 | Ability, based on user authorization, to add, change, delete and post entries to the general ledger. | ||
| 26 | Ability to log users off the system after a defined period of inactivity. This period is able to be determined by both administrator decision and user roles. | ||
| 27 | Ability to mask fields by user roles including: ID, password, date of birth, banking account numbers, drivers license numbers, social security numbers, email addresses, pay rates, or any user defined field | ||
| 28 | Ability to support pre-closing and post-closing trial balances to allow the user to review account balances, including current period transactions, before posting and after posting. | ||
| 29 | Ability to allow for multiple months and fiscal years to remain open simultaneously. | ||
| 30 | Ability to summarize and list on screen, or printed copy, in detail all pool cash "due-to" and "due-from" transactions. | ||
| 31 | Ability to track pending cash receipt and disbursement activity by integrating with other applications. | ||
| 32 | Ability to allocate investment earnings to various City funds based on average cash balances. | ||
| 33 | Ability to accommodate a single or multiple bank account system. | ||
| 34 | Ability to have security to restrict a user to certain accounts in each application, which could vary by application. | ||
| 35 | Ability to have security to authorize a user to override the budget and where this can be done. | ||
| 36 | Ability to have security to authorize a user to approve requisitions and/or POs and/or invoices. | ||
| 37 | Ability to provide security on the following levels: Department, Division, Role of Group, Field, Record, Chart of Account's element, Transaction type, User ID, Screen, Menu, and Database table | ||
| 38 | Ability to accumulate and report financial information for a particular fund by department (specific function or service) and by defined service levels. | ||
| 39 | Ability to accumulate and report financial information for a particular |
department/division, regardless of fund.
| 40 | Ability to support creating budgets versus actual inquiry by organization, with next and last year's capability. |
| 41 | Ability to support wild card searches of G/L transaction descriptions. |
| 42 | Ability to allow authorized users to perform vendor inquiry by either name, vendor number, social security number, or Federal I.D. with appropriate security/rights in the system (SSN ‐ FEIN). |
| 43 | Ability to see total paid to the vendor regardless of different funds or account numbers used. |
| 44 | Ability to authorize approvals by different levels of management and dollars. |
| 45 | Ability to perform validation routines before data can be entered. |
| 46 | Ability to provide for the maintenance of separate funds, each of which is a self-balancing set of accounts with all fund records being processed simultaneously by the common system. |
| 47 | Ability to accommodate real-time on-line inquiry capability for all components of the system (e.g., Beginning Budget Balance, Year-to-Date Budget Activity; Current Budget Balance; Remaining Budget Balance; Beginning Transaction Balance; Year-to-Date Transaction Activity; Current Transaction Balance; Beginning Encumbrance Balance; Year-to-Date Encumbrance Activity; Current Encumbrance Balance; Pre-Encumbrances; Pending Transactions). |
| 48 | Ability to require that all transactions are two-sided and balanced. |
| 49 | Ability to drill down from summary account totals to the underlying detailed transactions. |
| 50 | Ability to accommodate multiple fiscal year calendars. |
| 51 | Ability to store at least 15 years of transactional data. |
| 52 | Ability of the system to support workflow for General Journal Approvals. |
| 53 | Ability to limit access to general ledger data by any element in the chart of accounts based upon security set-up. |
| 54 | Ability to query a range of user-specified account numbers for any date and/or period range, with appropriate security control. |
| 55 | Ability to store 300 characters in a single description field, but they can |
be in multiple description fields (no more than five (5) description or memo fields).
| 56 | Ability to accommodate any electronic document, including images, as an attachment to transactions. If tied to the system to securely lock documents such as W‐9 (SSN) to be viewable only by user with appropriate rights or other method such as password protection. |
| 57 | Ability to display reasons for rejecting general ledger transactions. |
| 58 | Ability to designate each general ledger account by a user-definable "account type" (i.e., Asset, Liability, Fund Equity, Pool Cash, Revenue, Expense, Project/Grant). |
| 59 | Ability for segments of the Chart of Accounts to be grouped on a user-defined basis into multiple reporting hierarchies. |
| 60 | Ability to share accounts across multiple years (i.e., project and grant accounts). |
| 61 | Ability to allow for filtering of the chart of accounts. |
| 62 | Ability to search for accounts when entering transactions. |
| 63 | Ability to print information displayed on the screen. |
| 64 | Ability to add accounts in an active or inactive status at any time throughout the year. |
| 65 | Ability to prevent deletion of an account with activity in any period of the current year. |
| 66 | Ability to allow user, with appropriate security to make mass deletions of accounts with no history. |
| 67 | Ability to allow user, with appropriate security to make mass account changes and keep history. |
| 68 | Ability to sort, query, or view any element of the chart of accounts by its text description. |
| 69 | Ability to provide a hierarchical structure that groups projects across departments for entity - wide reporting purposes. |
| 70 | Ability to truncate numbers by thousands for reporting purposes. |
| 71 | Ability to associate capital outlay by the program the assets support. |
| 72 | Ability to flag an account as inactive based on a specified effective date. |
| 73 | Ability to restrict GL posting (i.e. live or batch) by account number. |
| 74 | Ability to flag by account number to require a work order, project number, or grant number to be associated with the posting transaction. |
| 75 | Ability to export reports for check run's to show all posted invoice transactions. |
| 76 | Ability to import excel files from Hansen for utilty refund reports and inventory usage reports. |
| 77 | Ability to prompt a warning to the user when creating a journal entry that crosses funds. This would be a soft warning but not a hard stop. |
| 78 | Ability to prevent posting a journal entry to a control account. |
| 79 | Ability to import and export journal entries using MS Excel spreadsheets and other user-defined formats. |
| 80 | Ability to provide journal entry upload functionality, allowing the upload of at least 600 lines (journal entries) to be uploaded in one transaction (e.g. purchase card file upload). |
| 81 | Ability to utilize workflow for journal entry upload functionality (i.e., pending for review prior to post). |
| 82 | Ability to edit journal entry data that was imported prior to posting to the GL with appropriate security and audit trail information. |
| 83 | Ability to import journal entry transactions from other vendor-developed and in-house developed systems (i.e., journal import functionality). |
| 84 | Ability to change the name of any segment of the account number while leaving the historic description the same. |
| 85 | Ability to allow selected accounts to be flagged in order to disallow any postings to occur to those accounts. |
| 86 | Ability to drill down to see all account activities, to include the related accounts of the source journal. |
| 87 | Ability to produce balance sheets and other financial reports from a prior closed year and period with an option to include inactive accounts with activity or a balance. |
| 88 | Ability to populate the project number that assigned to specific accounts. |
| 89 | Ability to populate the account/ department number when you partially type in the numbers. |
| 90 | Ability to automatically populate fiscal year and period based on transaction type. |
| 91 | Ability to sort the journal entries approving list by period/ date/ user ID. |
| 92 | Ability to search for all approved/ pending transactions by description/ date/ journal type/ creator/ approver. |
| 93 | Ability to sort by type/ period/ date/ amount in the list of all transactions in a specific accounts. |
| 94 | Ability to generate the sequential line numbers after deleting a line in the journal ( manual/ automated/ recurring/ reversing). For example, after copyng a journal entry with 6 lines, we need to delete line number 2 and 3, and then add a new line, the system should be able to reorder the line number so all the line number in sequestial - no missing line). |
| 95 | Ability to disallow posting to a closed period, without appropriate permission. |
| 96 | Ability to reject and return the entry back to creator for correction. |
| 97 | Ability to import journals using excel. |
| 98 | Ability to add new accounting strings (fund-org-object-project) without having to manually link each element. |
| 99 | Ability to support "what if" analysis on proposed journal entries' impact to account balances. |
| 100 | Ability to run reports as of a month end period. |
| 101 | Ability to update beg balances when two years are open due to new budget year and closing out previous year. |
| 102 | Capability to easily close out the months and year end. |
| 103 | Ability to export journal entry information directly to Excel from inquiry screens. |
| 104 | Ability to export journal entry line-level detail, including all debit and credit lines. |
| 105 | Ability to display all debit and credit lines of a journal entry simultaneously during entry and review, without hidden offset accounts. |
| 106 | Ability to display user ID, date/time stamp, and action (e.g., create, edit, post) for each jounral entry transaction. |
| 107 | Ability to allow drill-down from general ledger account balances to journal entries and to the originating transaction within a single navigation path. |
| 108 | Ability to filter journal entires by status, including draft, approved, and posted. |
| 109 | Ability to provide a copy journal entry function to duplicate and modify existing entries. |
| 110 | Ability to prevent manual editing of audit-related fields, including user ID and system-generated timestamps. |
| Chart of Accounts | |
| 111 | Ability to have unlimited number of account number combinations. |
| 112 | Ability to carry the entire chart of accounts forward, regardless of activity, and eliminate the need to manually key those accounts into the system. |
| 113 | Ability to activate new accounts or specific accounts based on dates or date ranges. |
| 114 | Ability to group funds together for reporting purposes. |
| 115 | Ability to link the budget and ACFR documents. |
| 116 | Ability to associate specific accounts and activities with a particular fund. |
| 117 | Ability to represent information in a graphical format with drill down capabilities. |
| 118 | Ability to maintain a crosswalk between charts of accounts. |
| 119 | Ability to define general ledger account number structure into components: fund, department, division, activity, sub-activity, element and object. Set up of these components also needs identifier to define whether an account is an Asset, Liability, Revenue or Expense. |
| 120 | Ability to roll up accounts into subtotals in sub-account levels. |
| 121 | Ability to block any entries into sub-accounts (roll up accounts), and only show totals of other accounts. |
| 122 | Ability to utilize alpha-numeric account numbers for projects only. |
| 123 | Ability to support “what-if” analysis for proposed changes to the organizational structure. |
| 124 | Ability to perform “what-if” analysis for changes to both historical and proposed future organizational structures. |
| 125 | Ability to consolidate account activity by fund, revenue, expense and expenditure type for ACFR reporting. |
| 126 | Ability to perform sub-system transactions with automatic postings to the general ledger detail and control accounts by organizational unit. |
| 127 | Ability to re-open an inactive account. |
| 128 | Ability to identify all subsystem entries posted to the general ledger. |
| 129 | Ability to validate accounts and account combinations. |
| 130 | Ability to copy/re-create accounts. |
| 131 | Ability to create "budget only" accounts. |
| 132 | Ability to "drill down" in account activity. |
| Journal Entries | |
| 133 | Ability to accept both standard and recurring journal entries, with both the amount and account recurring. |
| 134 | Ability to accept both recurring journal entries and annual renewals with only default account information, with entry allowed for the amounts. |
| 135 | Ability to drill-down from within the journal entry screen. |
| 136 | Ability to accommodate reversing journal entries. |
| 137 | Ability to easily access reversing entries and/or links to the original entry. |
| 138 | Ability to post journal entries through batch processing or real time transactions with work flow approval. |
| 139 | Ability to allow the user to look up the chart of accounts on the screen as a reference during journal entry and to select the account. |
| 140 | Ability to provide for configurable alerting for budget control when checking available funds before posting. Ability to check for period of availability on projects. |
| 141 | Ability to automatically update the budget with changes/cancellations when a check is cancelled. |
| 142 | Ability to automatically assign sequential numbers to all journal entry transactions for audit trail purposes. |
| 143 | Ability to make adjustments to budget, transaction, and encumbrance balances through the use of journal entries. |
| 144 | Ability to enter journal entries for multiple departments and funds under one journal header. |
| 145 | Ability to provide default data within journal fields (e.g., year, date, period). |
| 146 | Ability to generate date-specific reversing entries. |
| 147 | Ability to accommodate text or attachments associated with a journal entry transaction for audit trail needs. |
| 148 | Ability to highlight errors on the screen for immediate correction (online, immediate validity checks) and produce a warning for accounts requiring a project, or period of availability. |
| 149 | Ability to accommodate the following correction options, at a minimum, for journal entry errors: delete/change/edit the pending journal entry. |
| 150 | Ability to retain "deleted" journal entry information for inquiry only. |
| 151 | Ability to view pending transactions before posting, with appropriate security. |
| 152 | Ability to reverse a group of journal entries in the current reporting period. |
| 153 | Ability to provide descriptive error messages. |
| 154 | Ability to create a journal entry using a previously entered journal entry as a template (copy functionality). |
| 155 | The system is able to track audit changes throughout the system and create a log of all records which includes: date, time, user, information prior to change, changed Information, and other configurable information |
| 156 | Ability for one department to process a payment within the same fund to another department for goods or services rendered (with multiple revenue and expense codes) without issuing a check. |
| 157 | Ability to ensure due to/due from and transfer in/transfer out balances across funds. |
| 158 | Ability to input journal entries as a correction or adjustment to prior open accounting periods with security. |
| 159 | Ability to support accrual journal entries, which can (optionally) automatically reverse themselves on user-specified dates in the following period. Support a configurable workflow for approvals. |
| 160 | Ability to adjust, supplement, or reduce existing pre-encumbrances and encumbrances, maintaining an audit trail of all adjustments. |
| 161 | Ability to attach supporting documentation to a journal entry record (e.g., email, screen prints, scanned paper documents). |
| Closing & Adjustments | |
| 162 | Ability to carry forward of user-selected encumbrances. |
| 163 | Ability to perform "soft closes" on periods so that a period may be opened again with proper permission. |
| 164 | Ability to perform "hard closes" on periods so that a period is closed for the purpose of not posting. |
| 165 | Ability to accrue payroll (i.e., salaries and benefits) at year-end. |
| 166 | Ability to roll over encumbrances. |
| 167 | Ability to perform monthly and year-end closings. |
| 168 | Ability to hold a period or fiscal year open before closing. |
| 169 | Ability to have more than one period open. |
| 170 | Ability to have more than one fiscal year open. |
| 171 | Ability to initiate year-end processing at any point in time after the end of the fiscal year (i.e., doesn't have to occur on last day or on any particular day). |
| 172 | Ability to make post-closing adjustments at any point during the closing period. |
| 173 | Ability torestrict users ability to make entries during adjustment periods (periods 13). |
| 174 | Ability for two level review and approval of journal entries during adjustment period. |
| 175 | Ability to restrict users ability to make entries during Post‐closed periods (periods 14 and higher). |
| 176 | Ability to disallow further posting to an account that is closed within a project but |
open elsewhere.
| 177 | Ability to define closing periods and period closing dates. |
| 178 | Ability to prevent transactions from being processed in closed prior years and unopened future years. |
| Projects & Grants | |
| 179 | Ability to require entry of a project or grant number during transaction processing based on system configuration. |
| 180 | Ability to validate project or grant numbers to ensure accuracy and active status. |
| 181 | Ability to view all transactions associated with a project or grant within a single screen. |
| 182 | Ability to export project and grant ledger information directctly to Excel. |
| 183 | Ability to track tfunding percentages at the transaction level. |
| 184 | Ability to identify and flag assets as granted-funded during asset creation. |
| 185 | Ability to track grant eligibility period, timelines, and restrictions. |
| 186 | Ability to provide dashboards displaying project and grant balances, budgets, and expenditures. |
| Reporting & Querying | |
| 187 | At a minimum, the system is able to produce: Available Budget by Expense and Revenue Code, Cash Balance, Year-to-Date Expenditure, Month-to-Date Expenditures, Expenditures Relative to Budget, Budget to Actual by Budget Line Items, Pre-Encumbrance Report, Open Encumbrance Report, Income Statement, Cash Flow, Comparison of Expenditures by Month, Statement of Net Assets, and Schedule of Expenditures and Revenues |
| 188 | At a minimum, the system is able to produce: General Fund Financial Statements, Trend Analysis for Revenues, Trend Analysis for Expenditures, Statement of Revenues and Expenditures, Trial Balance Activity, Comparison of Revenues and Expenditures by Month/Quarter, Capital Projects, Expense Budget at Any Level, Project Reports (Detailed and Summary), Cash Balance by Fund ‐ Accounting needs the ability to designate accounts by fund, Working Capital by Fund, and Transaction Listing by Vendor/Vendor Number/Invoice Number. |
| 189 | Ability to customize headers and footers for reports on funds, basub’s, elements, and objects. |
| 190 | Provide an account history report spanning multiple fiscal years. Ability to split by project charged to account. |
| 191 | Provide a detailed transaction journal. |
| 192 | Ability to assign the refresh rate of the Executive Information System. |
| 193 | Ability to for users to manually refresh the Executive Information System. |
| 194 | Provide a Trial Balance. |
| 195 | Provide a Balance Sheet. |
| 196 | Provide a Statement of Revenues, Expenditures and Changes in Fund Balance by Fund Type. |
| 197 | Provide GAAP and GASB compliance reports. |
| 198 | Provide GASB 34, GASB 42, GASB 45, and other compliance reports. |
| 199 | Provide compliance reports to be editable by user. |
| 200 | Provide an encumbrance listings by Department & Fund, showing liquidations & remaining balance. |
| 201 | Provide a Chart of Accounts. |
| 202 | Ability to produce monthly, quarterly, and annual financial statements without the need for a financial reporter. |
| 203 | Ability to produce monthly, quarterly, and annual financial statements on defined levels. |
| 204 | Ability to fund accounting capability that complies with GAAP and GASB standards. |
| 205 | Ability to provide linkage between reportable sections of the ACFR. |
| 206 | Ability to export to various formats to create a custom ACFR document. |
| 207 | Ability to sort queries and reports based on any element (e.g., date range, period range, individual account number, account number range, etc.). |
| 208 | Ability to produce combined financial statements by fund, a select group of funds, or in total for all funds. |
| 209 | Ability to create PDF files or HTML links. |
| 210 | Ability to copy existing reports to new report titles for modification to a new report. |
| 211 | Ability to print budget-to-actual comparison reports at any level of the account number for any user-defined date or accounting period range. |
| 212 | Ability to drill down into GL entry for payroll and benefits to see such information (e.g., employee name, dollar amount, benefit). |
| 213 | Ability to accommodate the following GL query and report options: |
| 214 | Print all lines |
| 215 | Drop accounts with all zero columns |
| 216 | Drop detail lines associated with sub-total line. |
| 217 | Ability to schedule reports for regular production (i.e., monthly, bi-weekly, etc.). |
| 218 | Ability for scheduled reports to be emailed to a user. |
| 219 | Ability to produce financial information for public posting: Detailed Revenue and Expense Transaction and Employee Compensation Summary Information |
| 220 | Ability to search for and report on types of accounts. |
| 221 | Ability to run large reports with minimum system performance interface. |
| 222 | Ability to provide an integrated report writer that supports building calculations based on data values selected (i.e., percentages of existing values). |
| 223 | Ability to allow generated reports to be saved in an integrated document manager. |
| 224 | Ability to display when a report is being run, or in process, so that a user does not run the report again. |
| 225 | Ability to save a report in multiple formats including: MS Word, MS Excel, XML, PDF, XPS, CSV, etc. |
| 226 | Ability to archive reports to the City's existing document management system with default retention and the option to extend retention due to agreement requirements or litigation. |
| 227 | Ability to create reports using SQL Reporting Services or other database reporting services. |
| 228 | Ability to summarize individual line-item accounts into groups of accounts for use in financial reporting based on user-defined criteria. |
| 229 | Ability to support online inquiry to account balances, available funds, and to detail posted transactions. |
| 230 | Ability to run reports by various accounting methods (i.e., cash, accrual, modified accrual, GAAP). |
| 231 | Ability to maintain a history of all G/L entries and to produce detailed transaction reports to provide an appropriate audit trail. |
| 232 | Ability to filter, search, and report month-to-date, period-to-date, and year-to-date budget, estimated revenue, expenditures, revenue, pre-encumbrances, and encumbrances by any segment in the chart of accounts. |
| 233 | Ability to access to bundled library of reports which can be defined by Finance staff to ensure accuracy of information. |
| 234 | Ability to export reports to Excel. |
| Compliant |
| Alternative Method |
| Modification Required |
| Non-Compliant |
Budget
| Budget | |||
| # | Requirement | Response | Comments |
| General Requirements | |||
| 1 | Ability to bring current annual budget forward including relevant narrative and calculations used to build the budget forward to develop a base budget for preparing the new year's budget. | ||
| 2 | Ability to provide budget dashboard view of important indicators: Budget to Current Year to-date Actual, Revised Budget to Current Year to-date Actual, Current Year-to-Date Actual to Prior Year to-date Actual and prior year completed fiscal year actual, Current Year-to Date Actual to up to three years of actuals. Snapshot of all previously stated items by Fund, Fund Type, Department, Division, Account, Account Groupings and Capital Projects. Snapshot ability to include other miscellaneous key information such as Capital Project end dates, and other user-defined fields. | ||
| 3 | Ability to categorize accounts from the General Ledger by user defined categories such as Salaries, General Services, Maintenance, Sundry, Supplies, and Capital. | ||
| 4 | Ability to tie budget dollars to strategic plan goals and objectives. | ||
| 5 | Ability to increase or decrease line item budgets by either a fixed or variable percentage globally, by department, by account, by account type for both revenue and expenditure items. | ||
| 6 | Ability to create/modify/track multiple annual budgets to include a current year active budget, a re-forecasted budget to become active later in the fiscal year, and a next year budget to become active at the beginning of the new fiscal year. | ||
| 7 | Ability to prepare budgets that accommodate the following: department budget, division budget, program budget, grant budget, fund budget, capital projects budget, and user-defined budget information. | ||
| 8 | Ability to load budget amounts based on the following: zero balances on all accounts, current year's original budget, previous budget, current year's amended budget, previous year's actual, combination of years to create normalized 12-month total, and any years budget or actual increase/decrease. | ||
| 9 | Ability to track and enter requests for changes to a draft budget for the upcoming fiscal year including the ability to enter requests as reduced, current, and expanded levels. Also the ability to adjust the current year budget through double sided entries with a detailed audit trail. Ability to upload double sided entries. | ||
| 10 | Ability to allow changes to the original budget, showing updated revised budget for each account along with misc. descriptions validating why the change was made. | ||
| 11 | Ability to retain initial and amended budget data in file. | ||
| 12 | Ability to load budget information from third party software. | ||
| 13 | Ability to provide budget trending and forecasting capabilities including: Straight Line Projection, Percentage based on Last Year Actual, Percentage based on Last Budget, 2 to 5 year Actual average, and User-Defined. | ||
| 14 | Ability to provide salary and benefits forecasting capabilities from the payroll application and ability to pull data into a report (pdf) and excel to include: Name of employee, position title, position status (full-time or part-time), split % between funding sources, anniversary date, hire date, promotion date, termination date, current pay, previous pay, position salary range (min, mid, and max), all extra/special additional pays: longevity/stability, EMS pay, cell allowance, car allowance, education pay, etc... holiday pay days, shift differential, fringe benefits, type of position, overtime expenses, and user defined parameters. | ||
| 15 | Ability to allow at least 30 budget forecasting models to be saved. | ||
| 16 | Ability to provide long-term forecasting capabilities for a minimum of 10 years into the future. | ||
| 17 | Ability to record "what-if" projections for the budget ranging from simple to complex. | ||
| 18 | Ability to report actual revenue and expenditures against approved annual and allotted budget during the year. | ||
| 19 | Budget preparation system, at a minimum, be able to contain at least five years previous fiscal data and current year. | ||
| 20 | The following information is recorded when amendment is made: type of change, reason for change, requestor of change, approval of change, user making change, date and time of change, notes, attached documentation, and other desired protocol. | ||
| 21 | Ability to allow status inquiry for department to retrieve up-to-date detail account status, including revenues, expenditures and encumbrances. | ||
| 22 | Ability to bring detail (i.e., single line item or group of line items) from one budget level to another without having to copy/paste. | ||
| 23 | Ability to support budgeting for current, revised and next fiscal year and/or multiple year budgets | ||
| 24 | Provide access to GL inquiry from the budget worksheets. | ||
| 25 | Ability to maintain locked projections. | ||
| 26 | Ability to support distributing annual budgets to monthly figures by multiple methods including evenly or by defined percent. | ||
| 27 | Ability to allow users to enter narrative justifications at the account or department level. | ||
| 28 | Ability to auto-update amounts linked to the narratives (e.g., transmittal letter). | ||
| 29 | Ability to provide 5 year budgeting to comply with general financial reporting practices. | ||
| 30 | Ability to export and import budget to desktop tools (e.g., MS Excel, Word). | ||
| 31 | Ability to control budget by all elements (e.g., category, line item) in the chart of accounts. | ||
| 32 | Ability to accommodate multi-year budget control. | ||
| 33 | Ability to accommodate multi-year projects for budget purposes, adoption budget appropriations, and be fully integrated with the financial system and other modules. | ||
| 34 | Ability to view the budget for a multi-year project and carry-forward amounts of the budget balances. | ||
| 35 | Ability to track budget, expenditures, and funding sources for grants and multi-year funds. | ||
| 36 | Ability to accommodate encumbrance control. | ||
| 37 | Ability to validate pre-encumbrances, encumbrances, and expenditures against the appropriation budget. | ||
| 38 | Ability to accommodate automated expenditure analysis of multiple budget elements, including: Expenditures and Revenues to Date, Pre-Encumbrances, Encumbrances, Outstanding Payments, Outstanding Invoices, Estimate of Expenditure to Year End, Balance Available to Spend, Expected Total Expenditures for the Year, Estimate of Revenues to Year End, Estimated Total Revenues for the Year, Collected Revenue, and User-Defined Parameters. | ||
| 39 | Ability to support budgetary allotments by month, quarter, year or other period as defined by the user. | ||
| 40 | Ability to provide payroll and benefits information by position/employee. | ||
| 41 | Ability to set up tracked budgets (e.g., overtime for purposes of mid-year adjustment). | ||
| 42 | Ability to validate field values within the budget entry screen. | ||
| 43 | Departments site wide can access budget information on an inquiry basis for their unit, with authorized users only being able to make changes. | ||
| 44 | Security features are robust to control the "views", "changes" and "approvals" by different organizational units. | ||
| 45 | Ability to include reports that provide data for the prior year actual, current budget, current year-to-date actual, current year projections, and future year proposed. Reports should be able to include up to 5 years in the past and 5 years in the future. | ||
| 46 | Budget preparation system, at a minimum, be able to contain at least five years previous fiscal data and current year. | ||
| 47 | Ability to store minimum of 15 years budget-to-actual on all account levels. | ||
| 48 | Ability to restrict access to confidential data by user. | ||
| 49 | Ability to prohibit multiple users from updating the same record simultaneously. | ||
| 50 | Ability to ensure that all transactions using or affecting budget authority (appropriation, grant, project, department) are validated electronically, real-time against up-to-date budget totals based on established budgetary controls. | ||
| 51 | Ability to provide multiple levels of controls for department budgets. | ||
| 52 | Ability to provide separate data entry for appropriation and department budgets and budget transactions. | ||
| 53 | Ability to track original budget, budget adjustment, and budget transfer line items for each line item and appropriation. | ||
| 54 | Ability to prevent department level users from updating budget information after it has been submitted or as of a specific cut-off date. | ||
| 55 | Ability to lockout changes to the budget after defined dates. | ||
| 56 | Ability to receive data from and export data to spreadsheet (Excel). | ||
| 57 | Ability to attach files (i.e., Word, Excel) to particular issues, revisions and line items with the system; point-and-click access to attachments. | ||
| 58 | Ability to budget by quantity and unit cost, and by specific item within each account rather than a flat amount per account. | ||
| 59 | Ability to load unit cost data associated with various budget elements (e.g., car, gasoline). | ||
| 60 | Ability to track, through an audit trail, every movement of the departmental worksheets. | ||
| 61 | Ability to easily identify when viewing a department budget whether or not it has been submitted for Budgetary review. | ||
| 62 | Ability to provide memo field, minimum of 500 characters, to store notes for each account. | ||
| 63 | Ability to lock/unlock (prevent/enable other changes to that budget version) budgets at any phase of the budget preparation, including after submission by departments. | ||
| 64 | Ability to develop both detail budgets, at any level of the chart of accounts, and summary budgets in a distributed environment. | ||
| 65 | Ability to allow users to attach narratives and justifications to budget worksheets. | ||
| 66 | Ability to allow documents (e.g., contracts, MS Word/Excel documents) to be attached to budget worksheets. | ||
| 67 | Ability to indicate, by line item, one time expenditures in the budget "issues." | ||
| 68 | Ability to allow users the option of including multi-line text in budget issues for justification purposes (e.g., contractuals increased because of bargaining agreements). | ||
| 69 | Ability for user to list budget issues at any level in the hierarchical structure. | ||
| 70 | Ability to provide an "approved" or "not approved" flag to mark budget issues within a decision package by line item or by total. | ||
| 71 | Ability to require line item request marked as one time to be approved. | ||
| 72 | Ability to forecast real account balances, revenues and expenditures for the remainder of the year based on historical trends, percentages, or other specified parameters and allows for adjustments to the forecast. | ||
| 73 | Ability to drill down to compare budgets to actuals from highest level to lowest level of detail. | ||
| 74 | Ability to generate budget documents in standard approved government format. | ||
| 75 | Ability to provide document publishing features including: combining documents from various sources; flexibility on amount of detail; GFOA budget award criteria. | ||
| 76 | Ability during budget formulation to access all expenditure and revenue line items currently in use by the financial system. | ||
| 77 | Ability through security to control access to the budgeting system. | ||
| 78 | Ability to link certain accounts so when one changes notified that the other needs to change (transfers). | ||
| 79 | Ability to create budget categories/groupings for reporting purposes. | ||
| 80 | Ability to provide a reconciliation between original and revised budget. | ||
| 81 | Ability to summarize "what if" projections based on categories/groupings such as personnel cost. | ||
| 82 | Ability to upload budget numbers and minimize manual entry. | ||
| 83 | Capability to easily update the budget templates. | ||
| 84 | Ability to display budget, actual, and encumberance data within a single, consolidated view. | ||
| 85 | Ability to display remaining budget balances during requisition and purchase order entry. | ||
| Budget Entry | |||
| 86 | Ability to enter, store and track the following: Three or more years historical budget and actual data; Year to date Actual; Original Current Year Budget; Modified Current Year Budget; Current Year Projected; Next Budget; Programs; Projects. | ||
| 87 | Ability to budget by project number for both capital projects and certain operational items (e.g., Planning, Public Works, Capital Improvements and Parks programs). | ||
| 88 | Ability to provide worksheet information by month, quarter, or user-defined period. | ||
| 89 | Ability to forecast current budget and actual (either on a line-by-line basis or on an entire budget) based on: Straight-line projections; Percentage based on last year actual. | ||
| 90 | Ability to display budget-to-actual with percentages for available budget for an account at any time. | ||
| 91 | Ability to perform what-if scenarios, including for a single line item or group of items. | ||
| 92 | Ability to enter budget seasonally by month, quarter, or user-defined period. | ||
| 93 | Ability to create budget relationships (e.g., salary changes automatically adjust benefits and vice versa). | ||
| 94 | Ability to budget by fund. | ||
| 95 | Ability to control spending by revenue source. | ||
| 96 | Ability to support workflow of the City's budget process. | ||
| 97 | Ability to produce and manage a budget calendar tied to the workflow. | ||
| 98 | Ability to enter budget adjustments in a pending status for final approval. | ||
| 99 | Ability, through workflow, to notify appropriate personnel of adjustments for approval and update to GL. | ||
| 100 | Ability to allow the budget to get amended during the year and provide audit trail of amendments. | ||
| 101 | Ability to track budget and amendments while distinguishing between the two. | ||
| 102 | Ability to drill down to all aspects of a budget amendment (moved to/moved from). | ||
| 103 | Ability to stamp all budget adjustment activity by: User; Date; Transaction Code; Final Approval Number; Approval Date. | ||
| 104 | Ability for user departments to electronically submit content using a standardized Setup and Maintenance. | ||
| 105 | Ability to submit amendments through configurable workflow processes. | ||
| 106 | Ability to display real-time approval status of budget amendments within the workflow. | ||
| Payroll Budgeting | |||
| 107 | Provide for flexible payroll budgeting capabilities, including abilities to: capture all existing employees; perform what-if analyses; control start and stop dates; and, identify classes of employees and pay grade steps. | ||
| 108 | Ability to modify positions, specifically: Add or delete positions; Reclassify positions; Modify positions; Transfer positions; Freeze or unfreeze positions; split positions. | ||
| 109 | Ability to perform edit checking and validation to prevent more than one employee from being assigned to the same position number, if so desired, with override capabilities based on user-defined authorization. | ||
| 110 | Ability to route position change requests to various staff members for approval. | ||
| 111 | Ability to notify requestor when position has been approved and initiate other related events, such as recruitment file, etc. | ||
| 112 | Ability to tie back payroll, salary and benefits to the appropriated budget. | ||
| 113 | Provide the flexibility to calculate payroll budgets by position, pay types, classification and to provide %, anniversary or across the board pay and benefit increases. | ||
| 114 | Ability to load Payroll data into the General Ledger accounts, both revised and new year budget levels. | ||
| 115 | Ability to run payroll budget reports showing salary savings and creating a budget adjustment for posting to the G/L. | ||
| Reporting & Querying | |||
| 116 | Ability to build custom reports through a simple "wizard" that can query data in HR tables, budget tables and GL. | ||
| 117 | Ability to provide real-time reporting on current balances on line item accounts and line item activity that clearly identifies encumbrances, pre-encumbrances, expenditures, total obligation and remaining budgetary balance. | ||
| 118 | Ability to drill-down from any field within the budget entry screen. | ||
| 119 | Ability to query the following information by year, date, fund, budget, department, program, line item and/or by period: Beginning Balance; Beginning Budget; Amended Budget; Department Summary to Department Detail; Pre-Encumbrances; Encumbrances; Actuals; Transfers; Balance; Revenues by Funding Source; Expenditure Report by Funding Source; Performance Measures & Financial Reports. | ||
| 120 | Ability to track and report one-time and annual budget requests. | ||
| 121 | Ability to track and report on adjustments made to the budget. | ||
| 122 | Ability to perform analysis of current budget by providing reports that indicate the budget-to-actual revision/invoices/encumbrances/requisitions/available balance. | ||
| 123 | Ability to generate a Financial Report (budget variance report comparing current and prior years, produced on a monthly and quarterly basis). | ||
| 124 | Ability to develop a standard and save a set of reports and inquiries for end-users. | ||
| 125 | Ability to provide the following queries by user defined time period: Beginning Expenditure Balance; Beginning Expenditure Budget; Amended Expenditure Budget; Pre-Encumbrances; Encumbrances; Actual Expenditures; Actual Revenues; Transfers; Available Expenditure Budget Balance; Balance Sheet Account; Revenue Budget; Amended Revenue Budget; Accrued Revenue; Collected Revenue; Revenue Surplus/Deficit; Negative Expenditure Balances. | ||
| 126 | Ability to export budget information directly to Excel from inquiry screens. | ||
| 127 | Ability to drill down from budget summary data to detailed transaction-level information. |
| Compliant |
| Alternative Method |
| Modification Required |
| Non-Compliant |
Fixed Assets
| Fixed Assets | |||
| # | Requirement | Response | Comments |
| General Requirements | |||
| 1 | Provide a way for review of Fixed Assets prior to posting. Do not want Fixed Assets to autoamtically post to the Fixed Asset module. | ||
| 2 | Ability to customize depreciation entries and run depreciation by multiple funds. | ||
| 3 | Ability to track assets over $5,000. | ||
| 4 | Ability to identify grant funded assets by: identifying more than one grant associated with an asset; identifying the percentage split, or capitalization breakout (to each grant) for each asset. | ||
| 5 | Ability to export / import information to/from common spreadsheet applications. | ||
| 6 | Provide support for bar coded asset tags and portable bar code readers for performing physical inventories. | ||
| 7 | Provide support for RFID asset tags and portable RFID readers for performing physical inventories. | ||
| 8 | Ability to generate tag numbers, have external tag numbers assigned, or not have tag numbers. | ||
| 9 | Provide lists and values for infrastructure capital assets. | ||
| 10 | Ability to associate capital outlay by the program the assets support. | ||
| 11 | Ability to depreciate capital assets and allocate depreciation to those programs that use the assets. | ||
| 12 | Provide a report of information on newly obtained fixed assets for verification, with ability to review prior to posting from the A/P into Fixed Assets. No automatic postings should occur. | ||
| 13 | Ability to track multiple "user defined" fields on the asset master record. | ||
| 14 | Provide a classification scheme to code fixed assets according to type (i.e., desks, cars). | ||
| 15 | Ability to code fixed assets by Class. | ||
| 16 | Ability to report by Class, Dept. and Function for ACFR Requirements. | ||
| 17 | Provide a free-form descriptive text to further describe any asset. | ||
| 18 | Ability to idle assets (suspend depreciation). | ||
| 19 | Ability to access a master file by entering any asset field. | ||
| 20 | Ability to accommodate alpha numeric asset numbers. | ||
| 21 | Ability to accommodate parent/child relationships between related assets, such as a master unit with one or more accessories. | ||
| 22 | Ability to reassign parent/child relationships. | ||
| 23 | Ability to capitalized items in aggregate (as a group). | ||
| 24 | Ability to track "Quantity" in the asset master record. | ||
| 25 | Ability to "edit" a fixed asset entry prior to posting (to correct a type or delete a duplicate entry, for example). | ||
| 26 | Ability to search for assets by description, type, asset ID, etc. | ||
| 27 | Ability to run depreciation as of a specific period to only include active assets through that period. | ||
| Asset Entry | |||
| 28 | Ability to enter Fixed Assets that include the following information: Fund/Account Group; Property type; Building; Location; Responsibility; Department; Program; Acquisition date; Original cost; Current value; Status (active, disposed, idle); Previous asset number; Document reference number; Acquisition method (purchased, donated); Depreciation - Life to Date; Depreciation - Year to Date; Parent/Child Descriptions and Asset Numbers; Purchase Order Number; ID/Tag number; Vendor Name and ID number; Multiple description lines (brand, model and manufacturer of asset; Check number and date; Serial number; License number; Replacement cost; Group / Assets Classification Number; Fund and Department Numbers; Quantity; Unit Cost; Asset Life; Square Footage; Insurance value; Disposal value; Disposal date; Transfer date; Responsibility code; Funding source; Sale price; Warranty information; Donation; Condition; Contractor; General Fund Category; Document reference number. | ||
| 29 | Ability to direct asset entry to a specific open fiscal year. | ||
| - | Project Based Assets | ||
| 30 | Ability to capture project costs for aggregate / project assets. | ||
| 31 | Abilitly to enter assets as part of a project and query asset by Project #. | ||
| 32 | Ability to allow a project to be associated with multiple assets. | ||
| 33 | Ability to associate an asset with multiple projects. | ||
| 34 | Ability to associate multiple capital accounts and multiple related depreciation expense accounts with an asset. | ||
| 35 | Ability to track Capital Improvement Project (CIP) assets. | ||
| 36 | Ability to transfer CIP asset to an active assets and perform. | ||
| 37 | Ability to transfer assets between departments, locations and funds, accommodating interfund and inter-dept. transfers, duplicating all identifying data from original record. | ||
| 38 | Ability to maintains online history of asset transactions, including: ID Number; location; account number; status; partial disposals; valuation; date of last depreciation adjustment. | ||
| 39 | Ability to calculate asset values to replacement costs for insurance purposes. | ||
| 40 | Ability to record and report on asset replacement information, including: Expected useful life (years, mileage, cycles); date of expected replacement; current asset value; anticipated asset value at time of replacement. | ||
| 41 | Ability to retain fully depreciated assets in fixed assets for inventory control purposes prior to disposition. | ||
| 42 | Ability to allow editing of asset records after creation with appropriate security and full audit tracking. | ||
| 43 | Ability to search asset records using partial values across key fields, including asset ID, description, location, and serial number. | ||
| 44 | Ability to attach and retrieve images and supporting documents directly within the asset record. | ||
| 45 | Ability to perform bulk updates to asset records with appropriate security controls and audit tracking. | ||
| 46 | Ability to display full asset lifecycle history, including additions, adjustments, transfers, depreciation, and disposals. | ||
| 47 | Ability to track Work In Progress (WIP) and to move completed projects from WIP to fixed assets, or to expense if the project is cancelled. | ||
| Reporting & Querying | |||
| 48 | Provide a Schedule of Assets, grouped by GAAFR function and/or departments and able to be produced down to the division and/or cost center level.Must be able to provide the following queries: |
Beginning Balance by Class, Department and Function.
Current Year Additions by Class, Department & Function.
Ending Balance by Class Department an Function.
Current Year Disposals by Class, Department and Function.
Gain/loss on disposals by Class, Department and Function.
Current Year Depreciation by Class, Department and Function Year to Date Depreciation by Class Department an Function.
| 49 | Provide a Transaction Register audit trail of all acquisitions, transfers, changes, and retirements during a user-defined time period by asset type, department, or purchase amount. |
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