Attachment A Functional Requirements.xlsx

XLSX spreadsheet 3 MB Posted Dec 14, 2023

Attached to: ASSET MANAGEMENT AND CMMS RFP FOR MARATHON COUNTY AND THE CITY OF WAUSAU - WISCONSIN
Solicitation number: 12052023Asset_a
Issued by: Marquette County, Wisconsin

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Written by GovTribe AI · Nov 19, 2025

This is a functional requirements document for an asset and work management system for a state and local government entity, likely involving the City of Wausau, Marathon County, and multiple departments within the CCITC network. The document outlines comprehensive requirements for asset management capabilities including user-defined asset ID structures, asset classification, attribute tracking, workflow automation, warranty management, and digital documentation attachment. The system must support preventive and corrective maintenance scheduling with automated work order generation based on calendar time and usage data, as well as asset end-of-life management and comprehensive reporting functionality. Additionally, the requirements specify geographic information system (GIS) integration enabling asset filtering by attributes and inspection status, map-based visualization, and direct asset record access through map interfaces.

The work management, warehouse inventory, and purchasing modules constitute core operational requirements with specifications for work order creation, scheduling, labor and equipment tracking, multi-warehouse inventory management with multiple valuation methods, and comprehensive purchasing workflows including requisition processing, purchase order generation, and receiving documentation. The system must operate within the existing network environment and support Microsoft SQL Server 2022, Windows Server 2022, and Windows 11 client systems with multi-entity configuration capabilities. Critical technical requirements include centralized security administration with Windows Active Directory and Azure SAML compliance, mobile functionality for iOS and Android devices with GPS and barcode scanning support, and GIS integration using ESRI data formats. The system must interface with existing platforms including Workday for financial data synchronization, LaserFiche for document management, Phoenix fueling systems, and SCADA equipment monitoring, with hosting available as a Software-as-a-Service solution.

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File	Type	Posted
Asset Management RFP Questions V3.pdf	PDF	Dec 14, 2023
Asset Management Request For Proposal v2.docx	DOCX document	Dec 14, 2023

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Asset Management

Requirement		Included in base	Requires additional module	Requires Customization	3rd Party Solution / Partner	Not Available	Comments
1.0 Asset Management
1.1 General (Asset Management)
	Ability to have a user-defined asset ID numbering structure.
	Ability to create user-defined classes of assets.
	Ability to track a user-defined set of attributes for each asset class.
	Ability to define and trigger workflows associated with asset acquistion.
	Ability to track warranty information for each asset.
	Ability to attach photographs and associated documents to an asset.
	Ability to manage assets by building, floor, room, etc.
	Ability to view assets overlayed on a digital display of a building floor plan.
	Ability to associate user defined hyperlinks to an asset. (i.e. LaserFiche Document Management)
	Ability to capture asset history that includes:
	Images
	Warranty information
	Serial number
	Asset tag number
	Model
	Installation dates and location
	Operation and maintenance instructions
	Maintenance and repair history
	Retirement and disposition
	Ability to search, select and display assets, asset condition, work history and pending work information.
	Ability to define differing salvage value hold-backs for depreciation.
	Ability to alter depreciation schedules
	Ability to add costs to an asset at a later date for major repairs or add-on improvements
	Ability to link assets in parent-child relationships.
	Ability to add workorder costs directly to an asset cost (ie, setup costs)
1.2 Preventive Maintenace / Scheduling
	Ability to use an automated process to generate scheduled work orders or inspections on assets or groups of assets based on calendar time (months, annual) and /or usage data (hours, miles)
	Ability to create user-defined maintenance and inspection checklists.
	Ability to project preventive maintenance workload in a calendar format.
	Ability to define and customize rating or grading systems for inspection and maintenance findings by asset class.
1.3 Corrective Maintenance (Asset Management)
	Ability to submit a work request via the parent or mobile app that will feed a work order if accepted.
	Ability for requestor to view submitted requests, request / work order status and resolution.
	Ability to schedule and assign corrective work orders to assets and groups of assets.
	Ability to flag work orders as preventive or corrective.
1.4 Replace / remove end-of-life assets (Asset Management)
	Ability to record asset end-of-life or removal without affecting asset history.
	Support renaming/renumbering of assets without affecting asset history.
	Ability to trigger workflows associated with asset removal.
1.5 Reporting (Asset Management)
	Ability to report or generate reports for any combination of asset attributes and conditions.
1.6 GIS (Asset Management)
	Ability to filter assets by attribute and display filtered data on the map.
	Ability to filter assets by inspection status and display filtered data on the map.
	Ability to click on the map and open the asset record.
	Ability to click on the map and open the inspection record.
	Ability to visualize asset condition on the map.
	Ability to launch user-defined hyperlinks from the map.
	Abiity to kick-off asset creation from GIS system.
2.0 Work Management Activities
2.1 Work Order General (Work Management)
	Ability to filter work order list based on individual, group, or asset class.
	Ability to define custom work order statuses.
	Ability to validate that correct data be entered on specific tasks in order for task to be completed.
	Ability to designate parts and equipment necessary to complete a work order, reserve in inventory and assign corresponding costs.
	Ability to display existing work orders against an asset while entering a work order to help prevent duplicate task creation.
	Ability to copy or duplicate a work order / task as a starting point for a new work order / task.
	Ability to identify delinquent work orders.
	Ability to charge work by line item to cost centers or general ledger accounts.
2.2 Scheduling and Work Order Creation (Work Management)
	Ability to create a work order without an assigned asset.
	Ability to assign multiple assets to a work order.
	Ability to schedule and assign work orders to employees or group.
	Ability to create and assign work orders to an asset class or grouping of assets.
	Ability to display pending or completed work by empoyee or group.
	Ability to generate a daily work list for a work team or employee.
2.3 Tracking (Work Management)
	Provide data fields to track:
	Start, Due and Completed Dates
	User defined task status
	Employee or team assigned to task
	Labor hours
	Equipment hours and equipment operator
	Materials utilized
	Contractor expenses
	Ability to require mandatory fields are populated prior to closing a work order.
	Ability to integrate requisition/purchasing data including invoices to maintenance system.
	Ability to support the outsourcing of work orders to external agencies.
	Ability to attach a work order to customer.
	Ability to add and tie location/address to the work order.
	Ability to use assemblies on work order, can create materials list and automatically allocate items in inventory system
	Ability to "soft close" work orders to prevent charges to work order ahead of closing.
	Ability to attach files to work orders at entry, management or reporting stages.
	Ability to provide a scheduling feature to automatically schedule regular service requests by calendar avoiding weekends and holidays.
	Ability to assign a sequentially generated identification number to each work order.
	Ability for a user to assign a priority to the work order being entered, based on a drop-down menu of options.
	Ability to establish multiple "activities or tasks" within a work order (i.e., a preventative maintenance work order which requires several separate tasks).
	Ability to flag work orders as a capital work order as compared to O&M work order. Accounting for capital work orders tracked separately.
	Ability to selectively apply when specific overheads apply to a work order.
	Estimated time required;
	Estimated materials required;
	Purchase orders associated with a work order; and
	Ability to capture time, materials and equipment charges on bills to internal or external parties.
	Ability to integrate with the accounts receivable module to collect for work orders billed.
	Ability to export data to the State of Wisconsin reporting system, CHEMS.
	Ability to accommodate ad hoc reporting.
	Ability to add fringe benefit allocation to labor costs.
	Ability to add overhead rate to workorder
	Ability for crew lead to schedule and track work for a work team with minimal duplicate entry.
2.4 Reporting (Work Management)
	Job Costing - Usage for specific work order (Labor, equipment, materials and additional costs)
	Job Costing - Usage rolled-up for a user selectable set of work orders.
	Allow users to display work orders using multiple selection and reporting criteria.
	Ability to report usage on an individual asset or project.
2.5 GIS (Work Management)
	Ability for open work tasks to be visualized via GIS by status.
	Ability to click on the map and open the task record.
	Ability for completed work to be searched for and visualized on a GIS map by date range and asset class.
	Ability to create tasks directly from the map.
	Ability to create tasks for multiple assets by selecting multiple assets on the map.
	Ability to create tasks by clicking on a map and setting a coordinate without associating it to an asset.
	Ability to map and display work order status for a selected group of work orders.
	Ability to disassociate and re-associate tasks to assets using the GIS map.
3.0 Warehouse / Inventory Management Activities
3.1 Inventory Management
	Ability to implement multiple warehouses and multiple stock areas within each warehouse.
	Ability to add unlimited parts or materials types to each stock area.
	Ability to support user-defined units of measure for materials.
	Ability to attach digital photos or other documents to each part/material type.
	Ability to support stock and non-stock inventory processes, and be able to transfer parts between stock and non-stock status.
	Ability to support multiple stock valuations LIFO, FIFO, Average, etc.
	Ability to record audit information for all transactions occurring in the inventory system by employee/date time
	Ability to support the following transaction types:
	Receive
	Return to Vendor
	Issue
	Return from Issue
	Transfer between warehouse
	Dispose (scrap or sale)
	Order (custom PO number from Workday (Finance) system)
	Ability to attach comments / notes to transactions
	Support wireless barcode scanners and/or smartphone-based tools for inventory management.
	Ability to implement a "self-serve" warehouse concept where employees can issue their own parts and materials.
	Ability to track non-work order consumable items and issue them to individual employees. (Safety equipment, gloves,etc.)
	Ability to alert users when stock has fallen below expected minimums.
	Support automated ordering functionality that would generate purchase orders based on re-order quantity values.
	Ability to report a disposal date and value.
	Ability to support inventory management functions that are integrated with other proposed system modules, including but not limited to; general ledger, purchasing, accounts payable, and project accounting.
	Ability to convert purchasing units into inventory units (e.g., case of toner drums versus toner drum).
	Ability to identify back order items don’t result in an over stocking of an inventory item.
	Ability to accommodate workflow processes for periodic inventory counts.
	Ability to accommodate non-stock inventory items, for linking to an asset.
	Ability to return unused items attached to the work order and restock inventory.
	Ability to track the following information for an inventory item:
	Inventory ID;
	Item name;
	Item description (short);
	Item description (long);
	Non-stock item indicator;
	Primary department;
	Location (i.e., warehouse, isle, shelf, bin etc.);
	Unit of measure for inventory;
	Unit of measure for purchasing (i.e., case, etc.);
	Unit cost;
	Actual price;
	Last purchased price;
	Bulk cost;
	Vendor number;
	Primary vendor;
	Minimum inventory points;
	Maximum inventory points;
	Quantity on hand;
	Quantity on order;
	Quantity received on order;
	Quantity on back-order;
	Quantity ordered year-to-date;
	Commodity code;
	Shelf life or expiration date;
	Warranty item;
	Component items list;
	Text/comment field;
	Latest Quantity Received and;
	Other, user-defined.
	Ability to generate a master inventory report.
3.2 Reporting (Inventory)
	Transaction reporting: part, stock area, date, cost, quantity and employee.
	Quantity on hand with minimum quantity and value
	Inventory auditing.
4.0 Core Technical Requirements
4.1 Security
	Support centralized system administration user management (add, delete, change, access levels/groups)
	Support system password management
	Provide application level security, including user or group security access configuration.
	Support Windows Active Directory single-sign-on methods
	Support Azure SAML compliant single-sign-on
	Support automated logout of users based on specified inactivity and idle timeout periods.
	Audit-tracking reports for user access and usage logs.
4.2 General
	Provide data field level edit checks during data entry and provide user feedback for inappropriate entries.
	Ability to define data field 'tab' order when performing data entry.
	Ability to restrict free form entry where possible e.g. defaulted to today’s date or calendar drop down for date field.
	Ability to spell check text field entries.
	Provide on-line help system to provide assistance to users in describing tasks or functions that a selected field or action performs.
	Provide customizable user interfaces, including ability to customize menus and forms by authorized users.
	Ability to directly export data to Excel/CSV from user interface.
	Ability for end users to define and save custom queries or filters.
	Ability to add fields to forms, change labeling, and show/hide UI elements.
	Supports standard accessibility standard based on the Federal Board's Section 508 and W3C Web Content Accessibility.
	Ability for the customer to submit a priority ticket and to provide support with a 24-hour support window until resolved.
	Ability to notify users of work order assignments and workflow notifications.
	Allow for assigning multiple labor and equipment rates with the ability to switch rates based on an effective date.
	Ability to mass update fields across like records.
	Ability to access user attached documents to assets and work orders while in the field.
	Ability to schedule reports to run automatically and send to a defined distribution list.
	Ability to provide a web support portal that allows for submittal of support requests and status of submitted items.
4.3 System Architecture/ Database / Data Storage
	Ability to setup multiple entities for security and configuration purposes (e.g. City of Wausau, Marathon County; and Multiple Departments under each entity).
	Operate within the existing CCITC network and communications environment.
	Support the development and maintenance of multiple operating environments for test, training and production.
	Support Windows 11 client operating system.
	Support Microsoft SQL Server 2022.
	Support Microsoft Windows Server 2022
	Support common web browser platforms. (Chrome, Safari, Edge,etc..)
	Provide the ability to implement as a hosted / SaaS solution.
	Support database access for development with SQL Server Reporting Services (SSRS) and SQL Server Integration Services (SSIS). Explain data access for a hosted solution.
	Support the ability to extract a full set of customer data in the event of contract termination with a hosted solution.
	Ability to provide an entity relationship diagram
	Ability to provide a data dictionary
	Ability to provide documentation for customer-accessible APIs
4.4 Performance / Availabilty / System Continuity
	Support multiple users viewing the same record simultaneously
	Support multiple users to query and run reports simultaneously
	Support the ability to send message alerts to all users
	Support multi-server configurations that distribute server workload between presentation, business logic and data tiers.
	Support incremental, differential, and full backups and restore of database, configuration, customizations and user preferences.
	System hardware and client software required to maintain integrity in the event of power failures, and or abrupt shutdowns.
	Support restarting and recovering after system failures with no loss of data or software components.
4.5 Mapping / GIS
	GIS browser/viewer to support basic GIS display functions such as: pan, zoom, display scale, on/off layer controls, measure and search.
	GIS browser/viewer to be accessed or launched directly from within system.
	Ability for records in the Asset Management system to be directly queried and displayed in the GIS GUI interface.
	GIS browser/viewer to support user permissions and security settings by role and/or user account.
	GIS browser/viewer to support the direct printing, exporting and saving of displayed map data.
	System supports ESRI data formats and architecture.
	GIS features available on small-form-factor devices, such as smartphones.
	GIS viewer to support multiple base maps including orthographic photography, topographic, and custom ESRI base maps.
	GIS system supports placing of X/Y coordinates for tasks and events not currently associated with a GIS feature.
4.5 Mobile
	Support information transfer from wireless devices operating on high-latency connections
	Support mobile app functionality with intermittent connectivity.
	Support for security (roles/groups) on mobile device
	Mobile app support for iOS and Android operating systems.
	Support for the following mobile device features:
	Geolocation (GPS)
	Device camera (photo/video)
	Speech-To-Text
	Barcode recognition (inventory control)
	Push-based alerting
5.0 Interfaces
5.1 General Interface Requirements
	The system shall utilize industry standard Application Programming Interfaces (API), adapters and adapter development to facilitate data exchange.
	Ability to connect to hosted databases.
	Identify additonal data exchange methods.
5.2 General Interface List
	ESRI GIS
	Pipeline Inspection (ITpipes) Please describe interface abilities.
	Workday
	Ability to export usage data for tasks/work orders to Excel in customized layouts for import into Workday.
	Ability to export parts material usage and costs to Excel in customized layouts for import into Workday.
	Ability to update rate structures for resources (employees, equipment and materials) from Wordkay.

Ability to communicate directly with Workday APIs for import / export / synchronization of data.

Fueling Systems - Phoenix / Petrovend

Ability to interface with the Phoenix SQL fueling system for fuel inventory reconciliation

Ability to interface with the Phoenix SQL fueling system transaction odometer readings as part of the Fleet Preventive Maintenance system.

Document Imaging / Records Management – LaserFiche (On-Premise)

Support a hyperlink to documents associated with a task, asset, or inventory item that opens in a new window.

SCADA (Rockwell)

Ability to query usage information on equipment hours or usage; to automatically schedule preventative maintenance tasks.

6.0 Fleet Vehicle Maintenance
6.1 General Fleet
	Please identify any functionality specific to fleet vehicle maintenance that is not part of the requirements listed above.
7.0 Purchasing (if applicable to your product)

	Ability to drill-down to supporting documents or transactions throughout the purchasing and inventory application/module.
	Ability to see all documentation associated with a transaction (i.e. PO, invoices, checks, etc.).
	Ability to verify funding availability at the line item, category or group, department, cost center/project, object and fund level from a department's budget at the time of a requisition, purchase order, or modification.
	Ability to require electronic approvals through workflow for approval of requisitions.
	Ability to indicate the status of a requisition, receipt status, purchase orders, and invoice/payable status at any time.
	Ability to allow entity-defined commodity codes;
	Ability to allow users to view commodity codes and their respective descriptions via drop-down menus.
	Ability to accommodate the entire commodity code description (with a minimum of 25 characters).
	Ability to provide commodity code pick list functionality.
	Ability to attach scanned documents to an electronic requisition.
	Ability to auto-populate fields based on inventory item selected.
	Ability to maintain the following data points in the requisition process:
	Origin of request (department)
	Requestor
	Date of request
	Scheduled delivery date
	Shipping address
	Delivery instructions
	Delivery contact person (Entity employee)
	Delivery contact information
	Vendor name
	Vendor number
	Vendor contact person
	Vendor email address(s)
	Comment
	Quantity requested
	Unit of measure
	Unit price
	Auto calculate extended price
	Description (minimum of 250 characters)
	Multiple Entity G/L chart of account numbers
	Work Order Number
	Quote Number
	Contract Number
	Bid Number
	Freight/shipping charges and
	Other, user-defined fields.
	Ability to create a requisition from the quote.
	Ability to allow the user to record all quotes or bids received as data elements in the requisition with appropriate attachments.
	Ability to allow requisition approval process rules to vary depending on the type of item being requisitioned.
	Ability to support entering negative requisition amounts for discounts or credits.
	Ability to convert requisitions to a purchase order.
	Ability for all attached documentation to carry forward when a requisition is converted to a purchase order.
	Ability to carry description (content the vendor should be able to view) made on the requisition forward to the purchase order.
	Ability to not carry forward comments made on the requisition forward to the purchase order.
	Ability to automatically assign a unique purchase order number sequentially, with a minimum of 9 alphanumeric characters.
	Ability to print purchase orders to a PDF.
	Ability to print attachments with a purchase order and assemble as a PDF, with the ability to ask before doing so.
	Ability to apply an electronic signature to the purchase order in the system when approving a purchase order.
	Ability to apply the electronic signature of the user approving the purchase order in the system when approving a purchase order (i.e., the Purchasing Manager is on leave, and a buyer approves a PO in their absence, the buyer's signature appear on the PO and not the Purchasing Manager's).
	Ability to electronically send purchase orders via email to the vendor.
	Ability to e-mail attachments with a purchase order, with the ability to ask before doing so.
	Ability to change the account (GL) number that is assigned to a purchase, with appropriate security permissions.
	Ability to allow multiple GL numbers on one purchase order and/or on individual line items by percentage or dollar value.
	Ability to allow multiple project numbers, work order numbers, and grant numbers on one purchase order and/or on individual line items.
	Ability to match accounts payable invoices to purchase orders.
	Ability to allow a user to determine whether a specific blanket purchase order should or should not encumber the total amount approved.
	Ability to provide a full audit trail including dates, user names/IDs, and activity for purchase orders.
	Ability for authorized users to modify the purchase order without having to void the purchase order.
	Ability to apply a due date to each line item of a PO.
	Ability to carry over purchase orders at year-end into the new year, with appropriate review and security permissions.
	Ability to allow users to select multiple "ship to" addresses for different facilities.
	Ability to allow users to select multiple "ship to" addresses for different line items.
	Ability to allow a minimum of 500 character description on purchase order.
	Ability to change the vendor on an existing purchase order without having to void or cancel the original purchase order, with appropriate security permissions.
	Ability for a batch process to create individual Purchase Orders from all requisitions that are at approved status.
	Receiving staff;
	Date and time received;
	Complete, partial, backorder, etc. flag;
	Damaged flag;
	Return status;
	Comments/notes; and
	Other, user-defined fields.
	Ability to allow delivery information to be entered by requisitioners and shown on the purchase order (e.g. deliver to side entrance).
	Ability to allow Entity staff to enter and access delivery validation information.
	Ability to provide a web-based receiving process for all items received at decentralized receiving areas.
	Ability to receive one item at a time.
	Ability to "receive all" goods/services with a single key stroke and undo a single line item.
	Ability to provide workflow functionality related to processing damaged goods or incorrect received.
	Ability to generate a report of all open purchase orders with user-defined filter criteria.
	Ability to export purchasing information to .xlsx, .csv, and .pdf formats.
8.0 Bids and Contract
	Does your software allow for any bid or contract management?

File details come from the government source that posted it. Updated Nov 19, 2025.