Attachment_12_Report Requirements_062524~2.xlsx

XLSX spreadsheet 33 KB Posted Jul 1, 2024

Attached to: RFP No. 245050 Enterprise Resource Planning (ERP) Software and Implementation Services
Solicitation number: S-KS0043-00010843
Issued by: Marion County, Oregon

About this file

Written by GovTribe AI · Jul 31, 2024

This document is an Attachment 12: Inventory of Reports from the City of Salem, Oregon's RFP No. 245050 for an Enterprise Resource Planning (ERP) software solution and implementation services. The RFP seeks a fully integrated ERP system to provide functionality across various domains including accounting, budgeting, procurement, receivables, treasury, asset management, human resources, payroll, and time entry. Respondents must provide detailed proposals covering the software, technology deployment, implementation services, data conversion, training, and ongoing support. Proposals are due by August 9, 2024, and the city anticipates making an award in December 2024 with a notice to proceed in January 2025. The RFP does not mention any set-aside designations or restrictions on the types of organizations that can respond.

The document also includes a Schedule 2 that provides an estimate of the number of reports included in the scope and the associated work effort. It does not disclose the anticipated award value or budget range for this procurement. There is no information provided about any incumbent vendors or existing technology that requires integration.

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Other files

File	Type	Posted
Attachment_04_Product_Background_051724.docx	DOCX document	Jul 1, 2024
Attachment_06_Services_Background_051724.docx	DOCX document	Jul 1, 2024
Attachment_11_Deliverable Expectation Document_051724.docx	DOCX document	Jul 1, 2024
Attachment_14_Conversions_051724.xlsx	XLSX spreadsheet	Jul 1, 2024
Attachment_16_Costs_051724.xlsx	XLSX spreadsheet	Jul 1, 2024
Attachment_05_Technology Deployment_051724.docx	DOCX document	Jul 1, 2024
Attachment_08_Services_References_051724.docx	DOCX document	Jul 1, 2024
Attachment_10_Project_Expectations_7124.docx	DOCX document	Jul 1, 2024
Attachment_12_Report Requirements_062524.xlsx	XLSX spreadsheet	Jul 1, 2024
245050 Supplemental Letter 1.pdf	PDF	Jul 1, 2024
245050 Supplemental Letter 2~1.pdf	PDF	Jul 1, 2024
245050 Intent to Award.pdf	PDF	Jul 1, 2024
Molalla River Architect RFP Addendum #3 2024-7-23.docx	DOCX document	Jul 1, 2024
Attachment_03_Proposer_Statement_051724.docx	DOCX document	Jul 1, 2024
Attachment_09_Work Effort_051724.xlsx	XLSX spreadsheet	Jul 1, 2024
Attachment_13_Interfaces_062724.xlsx	XLSX spreadsheet	Jul 1, 2024
Attachment_15_Enhancements_051724.xlsx	XLSX spreadsheet	Jul 1, 2024
Attachment_17_Requirements_062724.xlsx	XLSX spreadsheet	Jul 1, 2024
245050 RFP.pdf	PDF	Jul 1, 2024
Attachment_01_Submittal Checklist_051724.docx	DOCX document	Jul 1, 2024
Attachment_02_Request for Proposal Cover Sheet_051724.docx	DOCX document	Jul 1, 2024
Attachment_07_Software_References_051724.docx	DOCX document	Jul 1, 2024
245050 Supplemental Letter 3.pdf	PDF	Jul 1, 2024

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Schedule_1

Schedule 1: Inventory of Reports
Column C: Available Responses
Y	Requirement Met and Proposed (Standard features in the generally available product)
Y-ND	Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development)
N	Requirement Not Met with Proposal
I	Need More Information/Discussion

Column J: Available Responses
S	Requirement and Feature Supported by Software Developer
TPS	Requirement and Feature Supported by Third Party
NS	Requirement and Feature Not Supported

			Proposer Response Section
Function	Name of Report	Description of Report	Standard Report? (Y/N)	Built Using System Reporting Tools (Y/N)	Consultant Work Effort (in hours)	Client Work Effort (in hours)	In Scope? (Y/N)	Type of Support	Comments
Accounts Payable	Aging Report	Scheduled checks to be written
Accounts Payable	Aging Report	Invoices outstanding by department, project, or work order (expensed but not paid)
Accounts Payable	Check Register	Check Register
Accounts Payable	Check Register	Outstanding Checks
Accounts Payable	Matching	Match Discrepancy Reports.
Accounts Payable	Payment Report	Payment report by vendor
Accounts Payable	Tax Reporting	1099 Report
Accounts Payable	Tax Reporting	List of Vendors by 1099 Category
Accounts Payable	Vendor History	Vendor history by user-defined criteria
Accounts Payable	Vendor master listing	Vendor master listing
Accounts Payable	Vendor master listing	Vendor Mailing Lists.
Accounts Receivable	Aging Report	Aging Report
Accounts Receivable	Collections	Customers in collections
Accounts Receivable	Collections	Collection performance
Accounts Receivable	Intake Report	Sources (e.g., Portal, Point of Sales, etc.) Report
Accounts Receivable	Tax Reporting	1098 Report
Accounts Receivable	Write-Offs	List of Receivables written off
Asset Management	Dispositions	Disposition report showing items by asset type which have physically been disposed of but still remain on file for reporting purposes.
Asset Management	Gain/Loss	Listing of all depreciated/disposed assets showing any gains or losses
Asset Management	Inventory	Listing of capital assets
Asset Management	Inventory	Listing of controlled assets (not capitalized but tracked)
Asset Management	Replacement	Replacement list based on useful life rules
Budget	Budget Year - Budget $ and FTE	Budgeted expenses and FTE by fiscal year, by cost center
Budget	Budget Year - Budget by Version report	PPY actuals, PY actuals, YTD actuals, CY budget, BY base budget, BY proposed budget, BY Recommended budget, BY adopted budget.
Budget	Budget Year - Budget program report	BY and CY budgets by program
Budget	Budget Year - Budget Reuirement by Object Category	Budgeted expenses by fund, listed by object category (ie. Personal Svcs, M&S, Capital, Debt, Contingencies, and IF Transfers
Budget	Budget Year - Budget vs CY Budget with Actuals History	BY and CY budgets, actuals history by Fiscal Year
Budget	Budget Year - Budget with pivot options.	BY budget with pivot options for Fund, Cost Center, Account, Department, Division, Account, Rev or Exp, Program, Result Area, and Fund Group
Budget	Budget Year - Detail Entry Report	Report of all accounts with budget preparer detail notes with values.
Budget	Budget Year - Enhancement Request Summary	Enhancement Requests submitted by Departemnt, including approval steps, cost, and GL string.
Budget	Budget Year - Fee Schedule Report	Report of budgeted revenue by fee
Budget	Budget Year - PBB Score by budget year	PBB criteria scores and calculated total score by program
Budget	Budget Year - Result Area Summary	BY Budget by result area, with drilldown capability.
Budget	Capital - Capital Project Budget vs Actuals	All capital Projects with budget and actuals history
Budget	Capital - CIP Report with Pivot Options	CIP Project by Catergory and sub category, by fund-cost center with five-year cost, beginning with BY
Budget	Capital - CIP Scoring Report	CIP Scoring criteria scores and total by project
Budget	CY Monitoring - Budget Compliance Monitoring	Monitroing at the Budget Adoption level (Fund, category) by month with projections, budget, actuals and variances
Budget	CY Monitoring - Monitoring Report	CY Actuals by month, by fund, cost center, and account with CY budget, projection before and after override of calculated projection, and analyst comments.
Budget	Finanacial - Budget vs Actuals	Budget to Actuals report for current and pervious fiscal years
Budget	Financial - Actuals and budget	Oracle actuals and Budgets for histroical Fiscal Years.
Budget	Financial - Actuals by Capital Project	Current and histroical actuals by Capital Project
Budget	Financial - Actuals by Operating Project	Current and histroical actuals by Operating Project
Budget	Financial - Actuals by Year	Historical actuals by Fiscal Year
Budget	Financial - Budget	Historical budgets by Fiscal Year
Budget	Financial - Budget vs actuals 3-year average	CY Budget, CY Actuals, PY Actuals, PPY Actuals, PPPY Actuals and average of 3-yr. PY actuals
Budget	Financial - CY Actuals by Month	Current Fiscal Year actuals by month
Budget	Forecast - LT Projection Report	Forecast projections as calculated beginning with base, for five years.
Budget	General Reporting	All reports should include avaliable filters for all criteria, with the ability to add or remove data sets. Reports should also include a pivot setup function that allows for rows and columns to be switched
Budget	Personnel - Cost of Pay Plan by Account	BY Cost of Pay plan with position, employee name, ID, FTE#, Step, and pay grade, by account.
Budget	Personnel - Position Allocation by Program	Positions with FTE allocation by program
Budget	Personnel - Position Summary	CY and PY Cost of Pay plan with position, employee name, ID, FTE#, Step, and pay grade with total cost.
Budget	Personnel-BY Cost of Pay Plan	Budgeted personnel by position, employee name, and ID with FTE# and step, adjustment date, and pay grade. Pay listed for five year period beginning with BY.
General Ledger	Accounting	Trial Balance by Fund
General Ledger	ACFR	ACFR Reports
General Ledger	Management	Budget to Actuals
Grant Accounting	Grant Category	Report using both grantor-defined categories or the chart of accounts.
Grant Accounting	Grant Status	Report on active vs. non-active grants.
Grant Accounting	Grant Type	Reports based on grant fund types.
Inventory	Accounting	Inventory count report
Inventory	Accounting	Inventory status report
Inventory	Accounting	Inventory location report
Inventory	Catalog	Inventory stock catalog by user defined criteria (e.g. office supplies)
Payroll	ACFR	Annual, compensatory, sick leave accrual report for CAFR
Payroll	Balancing Reports	Current, quarterly, & year-to-date balancing reports
Payroll	Benefits	Payroll costs (including City and employee contribution)
Payroll	Census	Census report/file
Payroll	Census	Full-Time Equivalent (FTE) count by department/division
Payroll	Deductions	Deduction registers by deduction code
Payroll	Department earnings	Department earnings report by calendar year, fiscal year, quarterly, month
Payroll	Department earnings	Department earnings/benefit report by calendar year, fiscal year, quarterly, month
Payroll	Employee Record	Employee history
Payroll	Employee Record	Employee pay stub reprint
Payroll	Employee Record	Longevity report
Payroll	Employee Relations	Birthday reports
Payroll	Garnishment	Child support report/file
Payroll	Leave	Annual/sick leave report
Payroll	Leave	Arrears report
Payroll	Leave	Leave balance reports
Payroll	Leave	Leave usage reports
Payroll	Leave	Hours lost due to work related injury or illness
Payroll	Payroll Adjustment	Payroll adjustment register showing all changes to employee payroll record
Payroll	Payroll Comparison	Payroll comparison report (year-over-year comparison)
Payroll	Payroll register	Payroll register
Payroll	Payroll register	Quarterly and annual payroll control register
Payroll	Post Payroll Report	Check and Advice Register
Payroll	Post Payroll Report	Payroll Summary
Payroll	Post Payroll Report	Quarterly Reports
Payroll	Post Payroll Report	GL Reports
Payroll	Post Payroll Report	Transmittal Reports
Payroll	Post Payroll Report	Retirement report
Payroll	Post Payroll Report	Add Pay Register
Payroll	Post Payroll Report	Tax Register
Payroll	Post Payroll Report	Deduction Register
Payroll	Post Payroll Report	Grand Totals Report
Payroll	Pre-Payroll Report	Hours Proof Report
Payroll	Pre-Payroll Report	Accrual Exception Report
Payroll	Pre-Payroll Report	Accrual Audit Report
Payroll	Pre-Payroll Report	Calculations Error Listing
Payroll	Pre-Payroll Report	Benefit Errors
Payroll	Pre-Payroll Report	Time Setup Errors
Payroll	Pre-Payroll Report	Contribution limits for 401k and 457 and 457 Roth plans
Payroll	Pre-Payroll Report	HSA limits
Payroll	Pre-Payroll Report	Negative/Zero checks
Payroll	Pre-Payroll Report	Preliminary Payroll Register
Payroll	Retirement	Retirement report
Payroll	Special Reports	FEMA Emergency time/benefits report
Payroll	Special Reports	Manual issue check
Payroll	Special Reports	Mid-pay period changes report
Payroll	Special Reports	Lost time injury rate
Payroll	Special Reports	Retroactive pay
Payroll	Special Reports	Salary changes
Payroll	Special Reports	Termination reports
Payroll	Special Reports	Turnover reports
Payroll	Special Reports	Vacancy reports
Payroll	Special Reports	Workers Compensation report.
Payroll	Tax Reporting	Federal 941 report
Payroll	Tax Reporting	Quarterly withholding summary
Payroll	Tax Reporting	W-2 transmittal report
Payroll	Tax Reporting	W-3 summary report
Payroll	Time Entry	Exceptions
Payroll	Time Entry	Overtime liability reports
Payroll	Time Entry	Overtime hours
Payroll	Time Entry	Hours not worked
Performance	PM Actuals & Target by FY	Performance measure historical data and targets
Project Accounting	Cost Accounting	Report direct and indirect costs associated with a project, including assessment of fringe benefit and/or overhead costs associated with direct project labor
Project Accounting	Current fiscal year	Budget to Actuals by Current fiscal year
Project Accounting	Generate project reports which reflect accrued expenditures, providing the ability to forecast future project activity	Generate project reports which reflect accrued expenditures, providing the ability to forecast future project activity
Project Accounting	Project overview and cost summary	Project overview and cost summary
Project Accounting	Since project inception	Budget to Actuals Since project inception
Purchasing	Contract Activity	Contract activity (present and past) by vendor or specific contract number.
Purchasing	Contract Activity	Expenditures per contract and vendor by user specified time period.
Purchasing	Open PO	Open PO report by: date, range of dates, vendor, account, commodity code, department, Buyer.
Purchasing	Open Requistion	Open requisition report by: date, range of dates, vendor, account, commodity code, department, requestor.
Purchasing	Receiving	Backorder reports.
Purchasing	Receiving	Receipt history report.
Purchasing	Receiving	Receipt/invoice variance report.
Treasury	Bank Reconciliation	Monthly check reconciliation report of manual transaction by fund and check type.
Treasury	Bank Reconciliation	Reconciliation activity report showing all the daily on-line update activity in the system.
Treasury	Bank Reconciliation	Report on the status of a check (e.g., outstanding, voided, cancelled, stale-dated, paid, etc.).
Treasury	Bank Reconciliation	Checks that are outstanding after a user-specified period of time with the ability to filter by amount and notify the user.
Treasury	Outdated Checks	Monthly detail outdated checks listing by fund and by check type.
Treasury	Unclaimed Property	Unclaimed Property Report providing a list of outstanding checks by account for a specified date range
Vendors should add additional reports they believe would be beneficial to the City.

&"Arial,Bold"&14Attachment 12: Inventory of Reports City of Salem, Oregon Enterprise Resource Planning Software Implementation Services

ATTACHMENT 12 | &P OF &N

Schedule_2

Schedule 2: Report Assumptions
		Number of Reports Included in Scope			Estimated Work Effort			Included in Scope
Function	Process	High	Medium	Low	High	Medium	Low	High	Medium	Low	Comments

&F &A &P

File details come from the government source that posted it. Updated Jul 31, 2024.