Attachment_17_Requirements_062724.xlsx

XLSX spreadsheet 94 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 2, 2024

This document appears to be a detailed requirements specification for an Enterprise Resource Planning (ERP) software and implementation services contract opportunity. The requirements cover a wide range of functional areas including general ledger, accounts payable, accounts receivable, asset management, budget, grants, human resources, inventory, procurement, project accounting, treasury, and learning management. The document outlines over 750 detailed functional and technical requirements across these areas that the solution must meet. The contract opportunity is being issued by the government and seeks a comprehensive ERP system and implementation services.

The pricing and contracting terms are not explicitly stated in the document, but it indicates the selected solution must integrate with various existing systems like CityWorks, AssetWorks, Oregon Buys, Paymentus, and NeoGov. The document does not mention any incumbent vendors or specific funding sources, but indicates the new ERP system must support the government's current operational and reporting needs across multiple departments and jurisdictions.

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Other files

File	Type	Posted
245050 Supplemental Letter 1.pdf	PDF	Jul 1, 2024
Attachment_12_Report Requirements_062524~2.xlsx	XLSX spreadsheet	Jul 1, 2024
Attachment_15_Enhancements_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_13_Interfaces_062724.xlsx	XLSX spreadsheet	Jul 1, 2024
Attachment_11_Deliverable Expectation Document_051724.docx	DOCX document	Jul 1, 2024
Attachment_12_Report Requirements_062524.xlsx	XLSX spreadsheet	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
Molalla River Architect RFP Addendum #3 2024-7-23.docx	DOCX document	Jul 1, 2024
245050 Intent to Award.pdf	PDF	Jul 1, 2024
Attachment_03_Proposer_Statement_051724.docx	DOCX document	Jul 1, 2024
245050 Supplemental Letter 2~1.pdf	PDF	Jul 1, 2024
Attachment_14_Conversions_051724.xlsx	XLSX spreadsheet	Jul 1, 2024
Attachment_04_Product_Background_051724.docx	DOCX document	Jul 1, 2024
Attachment_09_Work Effort_051724.xlsx	XLSX spreadsheet	Jul 1, 2024
Attachment_06_Services_Background_051724.docx	DOCX document	Jul 1, 2024
Attachment_07_Software_References_051724.docx	DOCX document	Jul 1, 2024
Attachment_01_Submittal Checklist_051724.docx	DOCX document	Jul 1, 2024
245050 Supplemental Letter 3.pdf	PDF	Jul 1, 2024
Attachment_02_Request for Proposal Cover Sheet_051724.docx	DOCX document	Jul 1, 2024
245050 RFP.pdf	PDF	Jul 1, 2024

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Requirements

Functional Requirements
Column F: 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

IF Y-ND Selected Column K:
F	Feature Schedule for Future Release in Generally Available Software
E	Feature Developed as Enhancement for this Project

Req #	Process	Sub-Process	Map	Interface	User Story Requirement	Implementation Response	Module / System	Phase for Go Live	Comment	Additional Information for Y-ND
1	System	Accessibility	SYSL1, SYST3		Self-service functions for internal and external Users meet Federal guidelines for accessibility
2	System	Accessibility	SYSL1, SYST3		Generated output for self-service functions and web output meet Federal guidelines for accessibility
3	System	Accessibility	SYSL1, SYST3		All components that provide access to the system through mobile devices (smartphone and tablet) meet Federal accessibility guidelines
4	System	Administration	SYSL1, SYST3		System allows for customization of presentation elements, such as logo, color, and fonts, to match City branding standards/expectations
5	System	Administration	SYSL1, SYST3		As a System Administrator, I can define custom data fields to be used in the solution.
6	System	Administration	SYSL1, SYST3		As a System Administrator, I can add custom data fields to specific modules or screens within the solution.
7	System	Security	SYSLSSO1	Active Directory, ADFS, or Azure	As a User, I am able to login to the system using security integration through single single-on
8	System	Security	SYSLSSO1	Duo or Entra	As a User, I am able to login to the system using multifactor authentication
9	System	Security	SYSL2		Security Administrators can assign security by role instead of User so that security definitions are easier to manage
10	System	Security			As a System Administrator, I can define and create custom security roles, defining/restricting access to specify modules, data elements, or functions within the system.
11	System	Security	SYSL3		User cannot access and view data without having the correct role
12	System	Security	SYSL3		Authorized Users can configure which data fields to mask to protect data such as social security numbers
13	System	Security	SYSL3		To enforce internal controls, Users cannot run transactions without proper role
14	System	Security	SYSL3		To enforce internal controls, Users cannot authorize transactions without proper role
15	System	Security	SYST3		Data is encrypted at rest or at the database so that data is protected while stored
16	System	Security	SYST3		Data is encrypted in transit so that data cannot be breached while being transacted
17	System	Security	SYST3		Data is encrypted at the application level (at the client and server level)
18	System	Security	SYST4		User can define data fields to present as masked data
19	System	Security	SYSREP3		Ability to view data fields through reporting and analytics tools/modules can be restricted by User permissions either at a role level or directly at the User level.
20	System	Security	SYSREP3		As a System Administrator, I can restrict system access for specific Users/roles based on IP address, days of week, and times of day.
21	System	Transaction	SYST2, SYST3		As a User, I can select a template to enter journal entries
22	System	Transaction	SYST1		As a User, I can upload journal entry transactions
23	System	Integration	NA		As an Technical Administrator, I can build fully functional interfaces into the system, using robust Web Services or REST APIs.
24	System	Integration	NA		As a Technical Administrator, I can build fully functional interfaces from the system, using robust Web Services or REST APIs.
25	System	Integration	NA		As a Technical Administrator, I can build custom data extracts from the system, using file formats such as JSON, XML, and fixed width.
26	System	Integration	NA		As a Technical Administrator, I can build custom data imports into the system, using file formats such as JSON, XML, and fixed width.
27	System	Audit	SYSA1		To manage storage, System Administrators can select types of transaction activity to record for audit purposes
28	System	Audit	SYSA2		For audit purposes, the system can track User application or business transaction activity
29	System	Audit	SYSA3		To preserve data adequately, the storage of audited data follows same security standards as ERP transactions
30	System	Audit	SYSA4		To conserve storage, audit data can be purged after a defined period of time
31	System	Audit	NA		As a System Administrator, I can set data and document retention schedules based on modules, data types, or specific data elements.
32	System	Audit	NA		As a System Administrator, I can define and set records retention periods for modules or specific data elements
33	System	Audit	NA		As a System Administrator, I can use system tools to purge data and documents that are past the public records retention schedule for that data or documents.
34	System	Workflow	NA		My workflow approvals are based on the role that is assigned to me
35	System	Workflow	SYSW3, SYSWSub1-SYSWSub2		As an approver, I am quickly notified when an approval is required because I am notified by:
36	System	Workflow	SYSW3, SYSWSub1-SYSWSub2		Notification after I log into solution
37	System	Workflow	SYSW3, SYSWSub1-SYSWSub2		Notification by email
38	System	Workflow	SYSW1		As an Originator, I can attach documents to my transaction to facilitate approval
39	System	Workflow	SYSW4		Originators are notified by system and/or email when workflow transactions are approved or denied
40	System	Workflow	SYSW2		As an approver, I can approve transactions from all proposed third-party solutions
41	System	Workflow	SYSW2		Multi-level approvals are accommodated
42	System	Workflow	SYSW3		As an approver, I can request more information or explain my decision during workflow approval via comments
43	System	Workflow	SYSW4		The system reports the status of a workflow transaction so that the originator does not need to manually track the transaction
44	System	Workflow	SYSW1		As an Originator, I can add comments when responding to approver request for information
45	System	Workflow	SYSWSUB1-SYSWSUB3		I can assign approval to a designated User when I am on leave
46	System	Workflow	SYSWSUB3		If my workflow queue is full, the system can pass a transaction to another authorized approver
47	System	Transaction	SYST2		As a User, I can use a template with pre-populated fields to enter data
48	System	Transaction	SYST1		As a User, I can upload a file with multiple complex entries
49	System	Transaction	SYST3		As a User, I can save a transaction for later editing and posting
50	System	Attachments	SYSTATT2, SYSTATT3	Laserfiche	As a User, I can reference a document from the City's document management solution on a transaction
51	System	Attachments	SYSTATT1, SYSTATT5		As a User, I can reference a link to an external document on a transaction
52	System	Attachments	SYSTATT4		As a User, I can upload documents into ERP
53	System	Attachments	SYSTATT4		As an Authorized User, I can pull the attachments from the ERP environment and store within our own record retention application
54	System	Reporting	SYSREP1		I can access standard public sector reports in the solution
55	System	Reporting	SYSREP5		As a User, I can develop reports using no code/low code tools
56	System	Reporting	SYSREP3		They system provides external database access to support the ability to develop and run reports created/hosted through external third-party tools such as Crystal Reports, PowerBI, or SSRS.
57	System	Reporting	SYSREP2		As a User, I can access a dashboard to access report data with little knowledge of running transactions in system
58	System	Reporting	SYSREP2, SYSREP3		As a User's, I can drill down from dashboard data into detailed transaction data
59	System	Reporting	SYSREP3		As a User, I can extract data and import the data into other City databases
60	System	Reporting	SYSREP3		Data from ERP can be accessed by city GCC licensed Power BI software (future connectivity)
61	System	Reporting	SYSREP3		Data can be classified from City Data Strategy standards (i.e., security, risk) and secured based on city standards
62	System	Reporting	SYSREP3		As a User, I can merge external data with ERP data
63	System	Reporting	SYSREP3		Reports are exported to external formats (e.g., CSV, Excel, etc.)
64	Accounts Payable	Vendor Self-Service	PURS1		Vendor self service allows Users to view status and history of vendor payments
65	Accounts Payable	Vendor Self-Service	PURS3		For ACH transactions, vendor can enter bank routing number and account number
66	Accounts Payable	Vendor Self-Service	PURS3		All changes to vendor file information submitted through vendor self service are routed through workflow for approval
67	Accounts Payable	Receiving	PURREC1		Solution supports up to three-way matching
68	Accounts Payable	Receiving	PURREC1		As an AP Accountant, I can receive and upload an invoice and send the transaction to the Department approver for review
69	Accounts Payable	Receiving	PURREC2		As a Department Approver, I can receive and upload an invoice into the solution
70	Accounts Payable	Receiving	PURREC1, PURREC2		As a Receiver, I can upload an invoice and the solution can read the data from the invoice (using OCR) to enter the transaction data
71	Accounts Payable	Receiving	PURREC1, PURREC2		As a Receiver, I can correct any data that was misinterpreted by the solution during an OCR process
72	Accounts Payable	Receiving	PURREC2, PURREC4		As a Receiver, I can upload receiving documents into the solution
73	Accounts Payable	Receiving	PURREC2, PURREC4		As a Receiver, I can partially receive goods and services
74	Accounts Payable	Receiving	PURREC2, PURREC4		The solution tracks the balance and status of open purchase orders
75	Accounts Payable	Payment	AP1		As a User, I can enter a direct payment (e.g., Utility Bill)
76	Accounts Payable	Payment	AP2		As an AP Accountant, I can apply a credit memo against a payment
77	Accounts Payable	Payment	AP2		As an AP Accountant, I can track the balance of a credit memo
78	Accounts Payable	Payment	AP3, AP4		As an AP Processor, I can issue printed checks to vendors
79	Accounts Payable	Payment	AP3, AP5		As an AP Processor, I can issue ACH payment to vendors
80	Accounts Payable	Payment	AP3, AP6		As an AP Processor, I can issue wire payments to vendors
81	Accounts Payable	Payment	AP8, TRP1		As an AP Processor, I can issue a positive pay file for the bank
82	Accounts Payable	Void and Cancel	AP3		As an Accountant, I can cancel payment and the solution makes all correct accounting entries to reverse payment, including contract balances
83	Accounts Payable	Void and Cancel	AP3		System allows User to void check and re-issue payment
84	Accounts Payable	Reporting	NA		As an Authorized User, I can produce the following types of accounts payable reports:
85	Accounts Payable	Reporting	NA		Scheduled checks to be written
86	Accounts Payable	Reporting	NA		Vendor master listing
87	Accounts Payable	Reporting	NA		Payment report by vendor
88	Accounts Payable	Reporting	NA		1099 Report
89	Accounts Receivable	Reporting	NA		1098 Report
90	Accounts Payable	Reporting	NA		List of Vendors by 1099 Category
91	Accounts Payable	Reporting	NA		Check Register
92	Accounts Payable	Reporting	NA		Outstanding Checks
93	Accounts Payable	Reporting	NA		Invoices outstanding by department, project, or work order (expensed but not paid)
94	Accounts Payable	Reporting	NA		Vendor history by User-defined criteria
95	Accounts Payable	Reporting	NA		AP Aging Report
96	Accounts Payable	Reporting	NA		Vendor Mailing Lists
97	Accounts Payable	Reporting	NA		Match Discrepancy Reports
98	Accounts Receivable	Customer	ARC1		As a Department User, I can create a Customer record (requires Accounting Technician approval)
99	Accounts Receivable	Customer	ARC8		Customer self-service portal to attach documents to Customer file
100	Accounts Receivable	Customer	ARC8		As an AR Accountant, I can create a Customer for a Department
101	Accounts Receivable	Customer	ARC2, ARC3, ARC5		As a Customer Record Approver, I can review the Customer records for duplicates prior to developing a new Customer record
102	Accounts Receivable	Customer	ARC4		As a Department User, I can update a Customer record
103	Accounts Receivable	Customer	SYST1	City Works	System can import Customer information from other systems
104	Accounts Receivable	Customer	ARC5		The solution supports parent/child relationships for Customers
105	Accounts Receivable	Miscellaneous Receivable	ARMR1		Departments can create receivables (requires approval by Finance)
106	Accounts Receivable	Miscellaneous Receivable	ARMR2		As an AR Accountant, I post the receivable
107	Accounts Receivable	Miscellaneous Receivable	ARMR3		As an AR Accountant, I can issue invoices on behalf of others
108	Accounts Receivable	Miscellaneous Receivable	ARMR4		As a Department, I can issue invoices
109	Accounts Receivable	Miscellaneous Receivable	ARMR5		As the Accounting Technician, I can record the payment for miscellaneous receivable
110	Accounts Receivable	Miscellaneous Receivable	ARMR5		System has the ability to accommodate donations, including any restrictions that may be placed on funds
111	Accounts Receivable	Invoice	ARMR3		As an AR Approver, I can adjust penalties and fees applied to invoices (example: reduce penalties on solid waste bill for special situation)
112	Accounts Receivable	Invoice	ARMR3		As an Accountant, I can generate journal entries with real-time workflow approval showing charge details for internal Customer billings
113	Accounts Receivable	Invoice	ARMR3		The system must allow a User to reprint a Customer invoice and/or statement after an invoicing correction is made
114	Accounts Receivable	Invoice	ARMR3		The system must allow Users to perform an invoice cancellation in real-time
115	Accounts Receivable	Invoice	ARMR3		The system must automatically reverse an invoice's original accounting entries when the invoice is cancelled by a User
116	Accounts Receivable	Invoice	ARMR3		Suppresses invoices for internal Customers and create automatic journal entries for workflow approval with sufficient detail of charges
117	Accounts Receivable	Invoice	ARMR3		The system must store multiple User-defined dunning messages and/or letters, according to User-specified parameters
118	Accounts Receivable	Receipts	ARREC1, ARREC2, ARREC8, ARREC9		As a Customer, I can make ERP related over the counter payments at multiple City locations.
119	Accounts Receivable	Receipts	ARREC1, ARREC2, ARREC8, ARREC9		As a Customer, I can make ERP related payments online through the City's e-service payments solutions or payment portal.
120	Accounts Receivable	Receipts	ARREC4		As the Customer Service Representative, I can allocate revenues across funds and Departments
121	Accounts Receivable	Receipts	ARREC3		Ability to inquire into all of a Customer's outstanding invoices/fees when receiving payments for any type of invoice/fee
122	Accounts Receivable	Receipts	ARREC5		The ability to void a receipt through proper security
123	Accounts Receivable	Receipts	ARREC5		Allow for multi-line descriptions to be entered on each receipt
124	Accounts Receivable	Dunning	ARDUN1		As an AR Accountant, I can run an aging report by User-defined ranges
125	Accounts Receivable	Dunning	ARDUN1		Users define delinquencies based on User-defined time frames (e.g., 30 days, 45 days, etc.) by type of receivable
126	Accounts Receivable	Dunning	ARDUN3		System tracks balances on paid receivables and invoices balance
127	Accounts Receivable	Dunning	ARDUN3, ARDUN2		System applies penalties (fixed or percentage) based on type of receivable and duration of lateness
128	Accounts Receivable	Dunning	ARDUN4, ARDUN5		As an Authorized User, I can extract data to send to a collections agency
129	Accounts Receivable	Write-Off	ARW1		Internal Department or User can enter request for write-off with reason
130	Accounts Receivable	Write-Off	ARW2		Approvers enter reason for approving or denying request for write-off
131	Accounts Receivable	Write-Off	ARW3		Partial or whole write-offs can be applied to receivables
132	Accounts Receivable	Write-Off	ARW3		As an Accountant, I can run a report of all write-offs
133	Accounts Receivable	Other	NA		Ability to track loans between funds
134	Accounts Receivable	Other	NA		Ability to calculate interest on loans and liens based on User-input criteria (duration, interest rate)
135	Accounts Receivable	Other	NA		Ability to track loans made by the City to other entities and individuals
136	Accounts Receivable	Reporting	ARDUN1		As an Authorized User, I can generate the following types of reports:
137	Accounts Receivable	Reporting	ARDUN1		Aging Report
138	Accounts Receivable	Reporting	ARDUN1		List of Receivables written off
139	Accounts Receivable	Reporting	ARDUN1		Sources (e.g., Portal, Point of Sales, etc.) Report
140	Accounts Receivable	Reporting	ARDUN1		Customers in collections
141	Accounts Receivable	Reporting	ARDUN1		Collection performance
142	Asset Management	Acquisition	AMAQ7		As a Project Manager, I can request to put an asset into service (posting requires approval by the Asset Accountant)
143	Asset Management	Acquisition	AMAQ2		As the Asset Accountant, I approve all assets that have been requested to be put into service
144	Asset Management	Acquisition	AMAQ2, AMAQ5		As the Asset Accountant, I can review purchase orders for assets and add them as assets as part of the purchasing process
145	Asset Management	Acquisition	AMAQ1, AMAQ2		As the Asset Accountant, I can add an asset record after identifying accounts payables items
146	Asset Management	Acquisition	AMAQ2, AMAQ3		As the Receiver, I can tag an asset when the asset is received
147	Asset Management	Acquisition	AMAQ2, AMAQ3		The system will generate an asset tag number
148	Asset Management	Acquisition	AMAQ2, AMAQ3		The system can identify the funding source of the asset (e.g., grant funding source)
149	Asset Management	Acquisition	AMAQ3		As the Asset Accountant, I can track controlled assets (e.g., items to be tracked but not capitalized)
150	Asset Management	Acquisition	AMAQ2		As a User, I can create parent/child relationships for asset records
151	Asset Management	Acquisition	AMAQ2		As a User, I can add supporting documentation to the asset record (e.g., pictures, warranty information, etc.)
152	Asset Management	Acquisition	AMAQ4		As the Risk Manager, I am notified when a new asset as is added or when an asset has changed
153	Asset Management	Acquisition	AMAQ6, AMAC6, AMAT9	City Works, AssetWorks	ERP generates an asset file that is used to update external work order applications
154	Asset Management	Asset Change	AMAQ7	City Works, AssetWorks	As the Asset Accountant, I can post updates to assets from external work order systems
155	Asset Management	Asset Change	AMAC7, AMAC1, AMAC2		As a User, I do not need to know that a transaction is an improvement or an expense to an asset
156	Asset Management	Asset Change	AMAC5		As a User, I do not need to know whether or not an asset is a parent or a child to another asset
157	Asset Management	Asset Change	AMAC4		As the Asset Manager, I can update the Asset record with transactions or supporting documentation
158	Asset Management	Asset Change	AMAC3		As the Asset Accountant, I can view the value of all assets at any time
159	Asset Management	Asset Tracking	AMD1		As the Asset Accountant, I can generate a list of assets for department validation
160	Asset Management	Asset Tracking	AMAT3		As a User, I can add additional data about an asset throughout the year (requires approval by the Asset Accountant)
161	Asset Management	Asset Tracking	AMAT4		As the Asset Accountant, I approve all changes to assets
162	Asset Management	Asset Tracking	AMAT2		As a User, I can validate changes to assets (requires Asset Accountant to approve change)
163	Asset Management	Asset Tracking	AMAT6, AMAT7		As the Asset Accountant, I approve and post all asset changes
164	Asset Management	Asset Tracking	AMAT5		As the Risk Manager, I am notified of any changes during the inventory validation process
165	Asset Management	Disposition	AMD1		As the Department Owner, I can enter data about an asset disposition
166	Asset Management	Disposition	AMD1		I can upload supporting data for a disposition
167	Asset Management	Depreciation	AMDP1, AMDP2		As the Asset Accountant, I can choose groups (e.g., function) or classes of assets to run depreciation
168	Asset Management	Depreciation	AMDP1, AMDP2		As the Asset Accountant, I can run depreciation on a single asset record
169	Asset Management	Depreciation	AMDP1, AMDP2		As the Asset Accountant, I can set the value of an asset based on in-service date
170	Asset Management	Depreciation	AMDP1, AMDP2		As the Asset Accountant, I can run depreciation at any time other than the normal annual depreciation calculation
171	Asset Management	Depreciation	AMDP3, AMDP4		As the Asset Accountant, I can view the value of the asset after depreciation
172	Asset Management	Lease	AML1, AML2, AML3, AML4		As the Asset Accountant, I can view all leased assets
173	Asset Management	Lease	AML1, AML2, AML3, AML4		As the Asset Accountant, I can enter lease payment terms for each asset
174	Asset Management	Lease	AML1, AML2, AML3, AML4		As the Asset Accountant, I can run GASB 87 reports
175	Asset Management	Reporting	AMAT1		As an Authorized User, I can generate the following types of reports:
176	Asset Management	Reporting	AMAT1		Listing of capital assets
177	Asset Management	Reporting	AMAT1		Listing of controlled assets (not capitalized but tracked)
178	Asset Management	Reporting	AMAT1		Disposition report showing items by asset type which have physically been disposed of but still remain on file for reporting purposes.
179	Asset Management	Reporting	AMAT1		Listing of all depreciated/disposed assets showing any gains or losses
180	Asset Management	Reporting	AMAT1		Replacement list based on useful life rules
181	Budget	Administration	BP2		Budget Administrator can create new programs
182	Budget	Administration	BP2		Budget Administrator can manage which funds and cost centers correspond to which departments.
183	Budget	Budget Preparation	BP1		Budget Administrators can set up budget versions that reflect whole versions of budget (e.g., original request, Commission Version, etc.)
184	Budget	Budget Preparation	BP2		Budget and actual data can be extracted from ERP and loaded into budget preparation worksheets
185	Budget	Budget Preparation	BP2		Budget preparers can view previous year budget to actuals during budget entry
186	Budget	Budget Preparation	BP2		Budget Administrator can enter budget information for allocation that budget preparers cannot alter
187	Budget	Budget Preparation	BP2		Budget Preparer can enter information for the citywide fee schedule in certain revenue accounts including description, unit amount, calculation method, and reference number.
188	Budget	Budget Preparation	BP2		System can increase fees based on various escalation factors defined in the system.
189	Budget	Budget Preparation	BP2		Budget Administrator can run a process to calculate a pre-populate in the budget system a new year of fees based on escalation factors.
190	Budget	Budget Preparation	BP2		Budget Administrator can assign which cost centers need to have a budget entered.
191	Budget	Budget Preparation	BP3		Budget preparers can enter reasons for carrying over budget authorizations from one fiscal year to the next
192	Budget	Budget Preparation	BP3		Budget preparers can update supporting documents
193	Budget	Budget Preparation	BP3		Budget analysts can review status of budget requests
194	Budget	Budget Preparation	BP3		Budget Preparer can enter detailed explanations for costs in specified accounts
195	Budget	Budget Preparation	BP3		Budget Administrator can create internal cost allocations or other rates and assign them to cost center budgets
196	Budget	Budget Preparation	BP3		Budget Preparer can enter cost information and narrative to fund budget additions or enhancements.
197	Budget	Budget Preparation	BP3		Budget Preparer can allocate all budgeted costs to programs
198	Budget	Budget Preparation	BP3		Budget Preparer can enter program description narrative.
199	Budget	Budget Preparation	BP4		Budget reviewers can provide comments during review of budget requests
200	Budget	Budget Preparation	BP5-BP16		Administrators can lock budget requests and save as protected version of budget
201	Budget	Budget Preparation	BP6		Budget Administrator can run a process in the system to recalculate the budget citywide.
202	Budget	Budget Preparation	BP9		Budget Administrator can lock Users from entering any more budget information for the year.
203	Budget	Budget Preparation	BP17		Final approved budget request is loaded into ERP budget control solution
204	Budget	Budget Monitoring	GL5		Budget Analyst can enter override for year end spending projections by GL string either for the fiscal year or by month
205	Budget	Budget Monitoring	GL5		The system generates a year end spending projection for each GL string based on actuals of closed monthly periods, monthly trending, and budget limitations.
206	Budget	Budget Monitoring	GL5		Budget Administrator can export payroll data that can be modified by Budget Analyst to create accurate year end spending estimates for personnel.
207	Budget	Budget Monitoring	GL5		Budget Administrator can enter year end spending estimates by department for certain funds.
208	Budget	Capital Budget Preparation	BP3		Budget prepares can propose projects without having to create a project in the general ledger or projects ledger
209	Budget	Capital Budget Preparation	BP4		As a Budget Analyst, I can define criteria to prioritize project funding
210	Budget	Capital Budget Preparation	BP4		As a Capital Administrator, I can assign weights to scoring criteria
211	Budget	Capital Budget Preparation	BP4		The capital budget preparation tool will propose a list prioritized projects based on criteria and weights
212	Budget	Capital Budget Preparation	BP3, BP5		Projects can be scored by multiple scorers based on multiple categories/questions.
213	Budget	Capital Budget Preparation	BP3, BP5		Projects can have different scoring criteria based on project type.
214	Budget	Capital Budget Preparation	BP3, BP5		Project funding can be entered to segregate new funding can carryover funding, so the system can calculate a lifetime project budget.
215	Budget	Capital Budget Preparation	BP3, BP5		As a project scorer I can only see and score projects in categories to which I have permissions.
216	Budget	Capital Budget Preparation	BP3, BP5		As a Capital Administrator, I can enter new projects including supplemental information, assign funding to projects, and recommend/not recommend projects.
217	Budget	Capital Budget Preparation	BP3, BP5		As a Capital Administrator, I can assign project categories (Issue, Funded CIP, etc.).
218	Budget	Capital Budget Preparation	BP3, BP5		As a Capital Administrator, I can change or update project scoring criteria.
219	Budget	Capital Budget Preparation	BP4		Budget preparers are prompted to enter data into the calculation fields for formula based criteria
220	Budget	Budget Forecast	BPP1		Budget Administrators can define 5-year forecast scenarios and enter escalation factors for accounts, account groups, by fund or cost center.
221	Budget	Budget Forecast	BPP2		Budget Administrators can import current activity from the budget monitoring module as the base for the financial forecast.
222	Budget	Budget Forecast	BPP2		Preparers can use mathematical formulas to prepare forecast
223	Budget	Budget Forecast	BPP3		Budget Administrators can override any escalation factor or amount for a GL string for one or multiple years.
224	Budget	Budget Forecast	BPP4		Data from forecast worksheets can be loaded as base budget.
225	Budget	Personnel	BP2		Budget Administrator can pull in from the Human Resources Management System new benefit rates separate from position and person changes
226	Budget	Personnel	BP2		Budget Administrator can enter factors to calculate costs of wage increases, retirement benefits, health benefits, insurances, taxes, incentives, step adjustments and other City costs related to employees.
227	Budget	Personnel	BP2		Budget Administrator can export personnel data from the Human Resources Management System as needed, including but not limited to position title, position number, benefits selections, pay grade, job code, bargaining unit, anniversary date, step, and existing rates for all pay/benefits types.
228	Budget	Personnel	BP2		Budget Administrator can calculate, view, and report on the five-year cost of each City position based on inputs / factors.
229	Budget	Personnel	BP2		Budget Administrator can add positions manually to the system.
230	Budget	Personnel	BP2		Budget Administrator can assign and report on different types of positions (FTE, Seasonal, Limited Duration, etc.)
231	Budget	Personnel	BP2		Budget Administrator can run a process to assign default benefits selections to all vacant positions citywide for costing purposes.
232	Budget	Personnel	BP2		Budget Administrator can assign pay periods per month for a 5 year period for accurate monthly position costing.
233	Budget	Personnel	BP2		Budget Administrator can change or override any attribute of a position.
234	Budget	Personnel	BP2		Budget Administrator can enter and allocate by position costs for overtime, leave payoff, workers' compensation, standby, and other pay types.
235	Budget	Personnel	BP2		Budget Administrator can choose when to make personnel data available to Users.
236	Budget	Personnel	BP2		Users cannot modify position data or information
237	Budget	Personnel	BP2		Budget Administrator can put in incentive rates for employee incentive based on a flat rate or a percentage of salary.
238	Budget	Priority Based Budgeting	BP1, BP2		Budget Administrator can run a process to transfer program scores from year to year.
239	Budget	Priority Based Budgeting	BP1, BP2		Budget Preparer can modify program scores based on criteria.
240	Budget	Priority Based Budgeting	BP1, BP2		Budget Administrator can enter peer review scores for each program.
241	Budget	Priority Based Budgeting	BP1, BP2		Budget Administrator can enter weighs to scoring criteria and system can calculate program score and program quartiles.
242	Budget	Priority Based Budgeting	BP1, BP2		Budget Administrator can report on the scores by program for the current year and budget year.
243	Budget	Performance	SYSREP2		Budget Administrator can select certain performance measures to be visible on a public portal
244	Budget	Performance	SYSREP2		Budget Preparer can input / modify performance measure data
245	Budget	Performance	SYSREP2		Budget Administrator can select what performance measure groups are accessible to each Budget Preparer
246	Budget	Performance	SYSREP2		Budget Administrator can map / categorize performance measures to specific budget programs
247	Budget	Performance	SYSREP2		Budget Administrator can determine the frequency of data entry (monthly, quarterly, yearly) and aggregation method of data (Sum, Average, latest)
248	Budget	Performance	SYSREP2		Budget Administrator can change visibility of performance data by Fiscal Year (e.g. FY2024 - Public Dashboard; FY2025 - Internal only)
249	Budget	Performance	SYSREP2		System can support a performance portal accessible to the public via a website.
250	Budget	Performance	SYSREP2		Budget Administrator can assign performance measures to the scorecard and run process in system to calculate the performance scorecard.
251	General Ledger	Integration	GL1		As an Accountant, I am assured that data coming from external applications are mapped to general ledger accounts in the ERP solution
252	General Ledger	Integration	GL2		As an Accountant, I can import summary level account data into the ERP solution
253	General Ledger	Integration	GL3, GL4		As a User entering journal entries, I can select a default combination of accounts or override the solutions account combination recommendations
254	General Ledger	Integration	GL5		As an Accountant, I can run a report of financial data that has been imported or interfaced to the ERP solution.
255	General Ledger	Integration	GL5		As a User, I can drill down from the financial report to the source contract transactions.
256	General Ledger	Integration	GL6		As a User, I can re-map accounts to external stakeholder report needs
257	General Ledger	Integration	GL7		As an Accountant, I can add documents to my journal entry transactions as BLOBS
258	General Ledger	Budget Control	GLBC1, GLBC3		As a budget manager, I can prevent transactions that exceed budget control based on fund, department, and program
259	General Ledger	Budget Control	GLBC1, GLBC2		As a Department Manager, I can set lower level plans (below budget control) so that the system warns me when my transaction exceeds plan at the fund, department, and program but does not stop the transaction
260	General Ledger	Budget Control	GLBC1, GLBC4		As a budget manager, I can select which account combinations do not require budget control.
261	General Ledger	Budget Control	GLBC1, GLBC2, GLBC3, GLBC4		As a Project Manager, I can control my project budget based on the following:
262	General Ledger	Budget Control	GLBC1, GLBC2, GLBC3, GLBC4		Overall Project Budget (multi-years)
263	General Ledger	Budget Control	GLBC1, GLBC2, GLBC3, GLBC4		By Fiscal Year
264	General Ledger	Budget Control	GLBC1, GLBC2, GLBC3, GLBC4		By Project Phase
265	General Ledger	Budget Control	GLBC1, GLBC2, GLBC3, GLBC4		By Project Funding Source
266	General Ledger	Budget Control	GLBC1, GLBC2, GLBC3, GLBC4		As a Grants Administrator, I can control my grant budgets based on the following:
267	General Ledger	Budget Control	GLBC1, GLBC2, GLBC3, GLBC4		Total Sponsor Award
268	General Ledger	Budget Control	GLBC1, GLBC2, GLBC3, GLBC4		By Sponsor Fiscal Year
269	General Ledger	Budget Control	GLBC1, GLBC2, GLBC3, GLBC4		By City Fiscal Year
270	General Ledger	Budget Control	GLBC1, GLBC2, GLBC3, GLBC4		By Funding Source
271	General Ledger	Cost Allocation	GLBC1, GLBC2, GLBC3, GLBC4		As a cost accountant, I can allocate costs in the ledger
272	General Ledger	Cost Allocation	GLBC1, GLBC2, GLBC3, GLBC4		Costs are allocated based on statistics (e.g., floor space)
273	General Ledger	Cost Allocation	GLBC1, GLBC2, GLBC3, GLBC4		Costs are allocated based on indirect cost formulas
274	General Ledger	Financial Closing	GLFC8		As an Accountant, I can perform financial closings for the different accounting entities separately
275	General Ledger	Financial Closing	GLFC1, GLFC2, GLFC6, GLFC7		As an Accountant, I can separate adjusting entries from regular journal transactions
276	General Ledger	Financial Closing	GLFC3, GLFC4		As an Accountant, I can perform a "soft" close where I can continue to make accounting adjustments; however, business transactions are prohibited or limited.
277	General Ledger	Financial Closing	GLFC3, GLFC4		I can limit the types of business transactions that are allowed during a "soft" close period
278	General Ledger	Financial Closing	GLFC5		As an Auditor, I can access financial reports and view transactions (not enter or post)
279	General Ledger	Financial Closing	GLFC8		As an Accountant, I can "hard" close the financial period and prohibit financial transactions and accounting entries into a "hard" closed period
280	General Ledger	Financial Closing	GLFC8		As an Accountant, I can re-open a "hard" closed period for a User with very limited security role to make an approved accounting entry
281	General Ledger	Chart of Accounts Maintenance	COA1		As a member of the Accounting Support Team, I can create a master chart of accounts that can be used for any entity that is included in the accounting system (i.e., I do not want to re-create accounts for each entity)
282	General Ledger	Chart of Accounts Maintenance	COA1		Requests for new accounting segments require review and approval workflow
283	General Ledger	Chart of Accounts Maintenance	COA1		Ability to end date chart of accounts segments (cost centers) and effective date new ones
284	General Ledger	Chart of Accounts Maintenance	COA2, COA3		As a Report Developer, I can create multiple financial reporting structures that accommodate various stakeholders roll-up accounting needs
285	General Ledger	Chart of Accounts Maintenance	COA5		As a Customer of accounting services, I can select the accounts to use in my accounting structure based on the master chart of accounts
286	General Ledger	Chart of Accounts Maintenance	COA4		As a Department User, I can select only the revenue or expense accounts that pertain to my Department or transaction
287	General Ledger	Chart of Accounts Maintenance	COA4		As a Department User, I only have to enter one side of the entry on most business transactions
288	General Ledger	Reporting	GLFC9		As an Auditor, I can review any accounting transactions that were made into a closed period and identify the User that made the change
289	General Ledger	Reporting	GLFC9		As an Accountant, I can produce the financial reports that are required for the Annual Comprehensive Financial Report (ACFR)
290	General Ledger	Reporting	GLFC10		As an Accountant, I can produce financial statements for various stakeholders outside of the City. Stakeholders may have different reporting periods or account structures
291	General Ledger	Reporting	GLFC10		As an Accountant, I produce financial reports based on different roll-up accounts for the State or Federal Government.
292	Grant Accounting	Administration	PRJC2		As the Grants accountant, I should be able to make adjustments for any open accounting period in any grant or fiscal year
293	Grant Accounting	Administration	PRJP2		As the Grants Manager, responsible for using pre-existing grants to define templates for new grants
294	Grant Accounting	Administration	PRJC1		As the Grants Accountant, I can close a grant based on the sponsors fiscal year rather than the City's fiscal year
295	Grant Accounting	Administration			As the Grant's Manager, I should be able to close a grant for business transactions
296	Grant Accounting	Administration			The system must accommodate grant programs where the City gives grant money to other non-profit organizations. (The City acts as the Grants Administrator. This is not a pass-thru grant)
297	Grant Accounting	Administration			As a Grant Manager, I can define the drawdown of funds for grants related expenditures
298	Grant Accounting	Administration			As a Grants Manager, I am notified of when grant milestones are achieved (e.g., time, activity, etc.)
299	Grant Accounting	Administration			As a Grant Administrator, I can activate or inactivate a grant for business transactions
300	Grant Accounting	Administration			The system must notify grant Administrators and other Users of grant milestones (expiration dates etc.) at User defined time periods
301	Grant Accounting	Administration			As a Grants Manager, I can copy master grant data to be copied for set-up of new grants in system
302	Grant Accounting	Transactions			As a Grants Administrator, I can track grant activity over the life of a grant
303	Grant Accounting	Transactions			As a Grants Administrator, I can set up projects and grants according to the Sponsor's fiscal year and not the City's fiscal year.
304	Grant Accounting	Transactions			As a Grants Manager, I can store and report performance statistics
305	Grant Accounting	Transactions			As a User, I can record statistical transactions
306	Grant Accounting	Transactions			As an external recipient of City grants, I can enter transactions into the solution
307	Grant Accounting	Transactions			As a User, I cannot enter transaction data against a grant if the grant service date range does not support the transaction date
308	Grant Accounting	Cost Allocation			The solution calculates indirect costs associated with any grant and to provide system generated entries
309	Grant Accounting	Cost Allocation			The system allows Users to establish rates to calculate indirect costs
310	Grant Accounting	Cost Allocation			The system allows Users to establish the multiple basis for indirect costs (e.g., salary + fringe)
311	Grant Accounting	Funding Source			Grant Managers can set budget transfer restrictions
312	Grant Accounting	Reporting			As an Authorized User, I can generate the following types of reports:
313	Grant Accounting	Reporting			Report on active vs. non-active grants
314	Grant Accounting	Reporting			Reports based on grant fund types
315	Grant Accounting	Reporting			Run any report using both grantor-defined categories or the chart of accounts
316	Inventory	Replenishment	INVR1		System categorizes inventory by commodity or other User-defined rules (e.g., perishable or non-perishable)
317	Inventory	Replenishment	INVR1		System provides on-line stock catalogs
318	Inventory	Replenishment	INVR1		System identifies items on the Materials Safety Data Sheet (MSDS)
319	Inventory	Replenishment	INVR1	Cityworks	System automatically assign stock numbers
320	Inventory	Replenishment	INVR1		System allows inventory to be classified by purchasing commodity code
321	Inventory	Replenishment	INVR1		System accommodates:
322	Inventory	Replenishment	INVR1		Multiple warehouses
323	Inventory	Replenishment	INVR1		Inventory assignment to bins and shelves with bar coding
324	Inventory	Replenishment	INVR1		RFID for items
325	Inventory	Replenishment	INVR1		System accommodates items with zero dollar value and/or zero quantity (no charge items)
326	Inventory	Fulfillment	INVF1		System can generate a pick order for the Customer
327	Inventory	Fulfillment	INVF2		System displays the following information for pickers:
328	Inventory	Fulfillment			Requisitioner
329	Inventory	Fulfillment	INVF2		Requisition number
330	Inventory	Fulfillment	INVF2		Sales order number
331	Inventory	Fulfillment	INVF2		Cost center
332	Inventory	Fulfillment	INVF2		Ship To Address
333	Inventory	Fulfillment	INVF2		Sequencing
334	Inventory	Fulfillment	INVF2, INVF7		System provides primary and multiple secondary locations of stocked items
335	Inventory	Fulfillment	INVF7		System indicates stock on hand by each location or multiple locations
336	Inventory	Fulfillment	INVF4		Requester is charged when inventory is issued
337	Inventory	Fulfillment	INVF4		System calculates and allocates cost of inventory by department (based on FIFO)
338	Inventory	Fulfillment	INVF5		As a Picker, I can schedule when and where an item is to be delivered
339	Inventory	Fulfillment	INVF2		System can place items on reserve
340	Inventory	Fulfillment	INVF2		System identifies inventory items on backorder
341	Inventory	Fulfillment	INVF6		Requestor can return inventory and accounting associated with received items that are returned are reversed
342	Inventory	Fulfillment	INVR1		System allows User to define, by item, the variables used in determining reorder points and reorder quantities
343	Inventory	Fulfillment	INVR1		Ability to track item usage and provide automatic notification to appropriate User of all items under the minimum on-hand quantity or at the reorder point
344	Inventory	Fulfillment	INVR3		Ability to provide a reorder process for all, or selected, stock items including electronic request and approval
345	Inventory	Fulfillment	INVR2		Ability to transfer inventory from one warehouse to another
346	Inventory	Cycle Count	INVCC1		System provides automatic cycle count scheduling
347	Inventory	Cycle Count	INVCC1		Ability to select and sequence physical inventory and cycle count documents
348	Inventory	Cycle Count	INVCC1		System supports annual, biannual, monthly, weekly or on-demand inventory count processes
349	Inventory	Cycle Count	INVCC2, INVCC3		Ability to enter inventory counts from the worksheets either manually or by bar code
350	Inventory	Cycle Count	INVCC2		System produces asset list by User defined groupings
351	Inventory	Cycle Count	INVCC4, INVCC5		Link assets to one another (parent/child relationship)
352	Inventory	Cycle Count	INVCC3		Ability to lock the system from User updates during physical inventory
353	Inventory	Reporting			As an Authorized User, I can generate the following types of reports:
354	Inventory	Reporting			Inventory stock catalog by User defined criteria (e.g. office supplies)
355	Inventory	Reporting			Inventory count report
356	Inventory	Reporting			Inventory status report
357	Inventory	Reporting			Inventory location report
358	Project Accounting	Administration	PRJP1, PRJP2, PRJP3		As a Project Accountant, I can define capital and non-capital projects
359	Project Accounting	Administration	PRJP1, PRJP2, PRJP3		As a Project Accountant, I can set up multi-year Projects
360	Project Accounting	Administration	PRJP1, PRJP2, PRJP3		As a Project Manager, I can define phases and tasks within a project
361	Project Accounting	Administration	PRJP1, PRJP2, PRJP3		As a Project Accountant, I can assign a category to a project (e.g., Historic Structures, Utilities, etc.)
362	Project Accounting	Administration	PRJP1, PRJP2, PRJP3		As a Project Manager, I can assign a location to the project (e.g., Ward 1)
363	Project Accounting	Administration	PRJP1, PRJP2, PRJP3		As a Project Accountant, I can define a project manager or project owner for a project
364	Project Accounting	Administration	PRJP1, PRJP2, PRJP3		As a Project Manager, I can tie a capital project to a capital asset
365	Project Accounting	Transactions	PRJT1, PRJT2		As a Project Manager, I can track non-capital costs (e.g., planning) and capital costs for a project (e.g., construction project)
366	Project Accounting	Transactions	PRJT1, PRJT2		As a Project Accountant, I can define multiple funding sources for a project
367	Project Accounting	Transactions	PRJT1, PRJT2		As a Project Manager, I can define the drawdown order of funding sources for a project
368	Project Accounting	Transactions	PRJT1, PRJT2		As a User, I can enter time against a project task or activity
369	Project Accounting	Transactions	PRJT1, PRJT2		As a Project Accountant, I can view trial balance by project
370	Project Accounting	Budget Control			As a Budget Analyst, I can view budget to actuals by Project
371	Project Accounting	Budget Control			As a Budget Analyst, I can set budget control at the project level
372	Project Accounting	Budget Control			As a Budget Analyst, I can set budget control by project and program level
373	Project Accounting	Budget Control			As a Portfolio Manager, I can transfer budgets between projects as long as the program budget is not exceeded
374	Project Accounting	Closing			As a Project Manager, I can place an asset into service after closing a project
375	Project Accounting	Closing			As a Project Manager, I can close a project to business transactions
376	Project Accounting	Closing			As a Project Accountant, I can establish rules to enter adjustments to a project after it has been closed
377	Project Accounting	Reporting			As an Authorized User, I can generate the following types of reports:
378	Project Accounting	Reporting			Generate statistical data reports by User-defined criteria
379	Project Accounting	Reporting			Report direct and indirect costs associated with a project, including assessment of fringe benefit and/or overhead costs associated with direct project labor
380	Project Accounting	Reporting			Track and report revenue and expenditure actuals and budget (including encumbrances) by:
381	Project Accounting	Reporting			Current fiscal year
382	Project Accounting	Reporting			Since project inception
383	Project Accounting	Reporting			Generate project reports which reflect accrued expenditures, providing the ability to forecast future project activity
384	Project Accounting	Reporting			Project overview and cost summary
385	Purchasing	Sourcing	PURS1		As a Vendor, I can access a portal to register as a potential sourcing vendor for future City business opportunities
386	Purchasing	Sourcing	PURS1		As a Vendor, I can register multiple contacts to receive bids or solicitations
387	Purchasing	Sourcing	PURS1		As a Vendor, I can select my preferred method of communication
388	Purchasing	Sourcing	PURS1		As a Vendor, I can create a new account to register with the organization
389	Purchasing	Sourcing	PURS2, PURS3		As a Vendor, I can update my information by through a self-service portal

This is the start of the file's text. The full file is on GovTribe.

File details come from the government source that posted it. Updated Jul 2, 2024.