Attachment A-Revised.xlsx

XLSX spreadsheet 67 KB Posted Nov 20, 2025

Attached to: ENTERPRISE RESOURCE PLANNING (ERP)SYSTEM State and local contract opportunity
Solicitation number: 5400019402
Issued by: Greenville County, South Carolina

About this file

Written by GovTribe AI · Nov 20, 2025

This file is a vendor qualification questionnaire for an Enterprise Resource Planning (ERP) system being procured by South Carolina for higher education institutions. The document contains a comprehensive assessment matrix organized into eight functional modules: Corporate (8 questions), Educational Continuing Education (EDCT) (44 questions), Student (63 questions), Financial Aid (93 questions), Customer Relationship Management (CRM) (20 questions), Payroll (80 questions), Human Resources (HR) (78 questions), and Finance (25 questions), with an additional Technology section (48 questions) covering system architecture, security, mobility, reporting, and hosting requirements. The questionnaire evaluates vendor capabilities across core institutional functions including student lifecycle management, financial aid administration, payroll processing, human resources management, general ledger operations, and continuing education delivery. Vendors must respond to each question by indicating whether solutions are delivered as standard functionality, customized, or provided through third-party integrations, and are required to provide detailed explanations and supporting evidence for their responses.

The evaluation criteria emphasize platform alignment with major vendors such as Microsoft, demonstration of higher education expertise, flexibility in deployment models, and compliance with regulatory requirements including FERPA, Title IV financial aid rules, and state reporting obligations. Key technical requirements include single sign-on capabilities, ADA/Section 508 compliance, mobile-responsive design, role-based access controls, comprehensive reporting and analytics functionality, and data security measures including encryption and PCI/DSS compliance. The RFP prioritizes integrated solutions minimizing third-party dependencies, date-driven rather than term-driven system architecture, workflow automation capabilities, and proven implementation experience with institutions managing multiple concurrent academic terms and diverse student populations including traditional, non-traditional, and online learners. References from current higher education customers are required, particularly those demonstrating deployment of multiple academic delivery models and complex financial aid scenarios.

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Other files attached to ENTERPRISE RESOURCE PLANNING (ERP)SYSTEM, newest first.
File	Type	Posted
Amendment 1.docx	DOCX document	Nov 20, 2025
Amendment 2.docx	DOCX document	Nov 20, 2025
Amendment 5.docx	DOCX document	Nov 20, 2025
Amendment 3.docx	DOCX document	Nov 20, 2025
Notice of Award Posting.doc	DOC document	Nov 20, 2025
Award Extension.doc	DOC document	Nov 20, 2025
Amendment 4.docx	DOCX document	Nov 20, 2025
Solicitation.docx	DOCX document	Nov 20, 2025

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Corporate

Additional Vendor questions / response detail
Corporate - (8 questions)
Area	Question / Comment	Response	Delivered, Customization or 3rd Party? (Specify if applicable)	Comments
Corporate
1	How long has your company been in business?
2	Is your company's sole vertical higher education?
3	How many customers use your solution?
4	What is the number or percentage of your customers that are higher education institutions?
5	Solution must be aligned with a major platform such as Microsoft. Vendor must provide an infrastructure diagram that demonstrates this platform alignment and strategic partnership.
6	Demonstrated flexibility in deployment models and schedules. Vendor must provide evidence of how customer priorities and constraints impacted the sequence and approach of the solution implementation
7	Vendor must provide implementation path or team for product rollout. Is the implementation team in-house or 3rd party?
8	Regulatory compliance (FA, SC Lottery, etc...) updates de-coupled from SIS updates. Vendor must provide evidence of their federal regulatory reporting support.

Attachment A Technical Quality Spreadsheet

EDCT

EDCT - (44 questions)
Area	Question / Comment	Response	Delivered, Customization or 3rd Party? (Specify if applicable)	Comments

EDCT - (Cont. Ed)
1	Can you clone a course to create a new course?
2	Can system manage various course types to include bundles and hybrids?
3	Can expenses be paid from different accounts such as food and materials?
4	Can you deliver instructor evaluations digitally and report off of results?
5	Can you track or report on instructor hiring, cost and credentials?
6	Do you have the ability to email students within the software (Receipts / maps)?
7	Is your application mobile ready and a responsive design?
8	Do you have a shopping cart method for selecting courses?
9	Can you provide pathways recommendations to students during registration? If so how does this work?
10	Do you track any student engagement and if so how does this work?
11	Do you track any web analytics?
12	Any integration with economic development data to include identification of recommended courses?
13	How do you prevent duplicate students within system?
14	Do you have the ability to have both home address and company address on students account?
15	If users are working on the same student record how is this handled in the system as far as record locks?
16	Can you bill to more than one account on the same invoice?
17	How do you handle refunds or fee waivers?
18	Can you print and pay a zero balance invoice?
19	Can you track different type of students such as co-op, internships and apprenticeships?
20	What is the capability to mass register students for a corporate account?
21	Do you have the ability to transfer a student from one course to another and the money paid transfer with it.
22	What type of Ad/Hoc reports can be generated?
23	Can you create Ad-Hoc reports that can the saved?
24	What is the process for archiving older data?
25	Do you have user defined fields that can be used within the system?
26	Do you have a defined data dictionary that can be viewed to aid in reporting?
27	Can user interface be customized with different permission levels, personal preferences for screens and behavior, and selected viewing (i.e. active courses)
28	Is there a defined process for creating customized routines to meet unique needs
29	What customer relationship management tools are available and how are they integrated to identify and communicate with target markets?
30	How are email and/or text communications with students, instructors and staff integrated into the system? Is there an emergency notification functionality?
31	What dashboard and statistical reporting tools are built into the system? Can these tools be used for predictive analytics?
32	How quickly can commonly used reports be accessed, printed and/or exported? Can they be customized?
33	What flexibility does the system have for creating/modifying the student web experience? How can this be modified per course?
34	Can the system support waitlisting students and, if so, how is this done?
35	How are special payments suchs as memberships, conferences, bundled courses, coupons or donations handled?
36	What tools are available to quickly modify course data from one time period to schedule new courses?
37	How does the system support building a budget for a course and tracking course-related expenditures?
38	Can program brochures and course catalogs be generated from the system?
39	How are firms tracked in the system(contracts, employee enrollments, company information, etc.)
40	What codes are available for registration tracking (how a student heard about course, payer, status, attendance)?
41	Are there provisions for special support for contract trainign customers (such as customized web interfaces, speed entry, company invoicing)
42	Describe 3rd party billing and/or payment plan capabilities and explain how this is handled for multiple course registrations.
43	What data cleanup routines are available?
44	What calendar functions are available and how can the calendar be customized for unique views (i.e., for only one subject area)

Student

Student (63 questions)
Area	Question / Comment	Response	Delivered, Customization or 3rd Party? (Specify if applicable)	Comments
Student system
Self-Service
	Applicant / Prospect
1	Allows for electronic applications with tracking, monitoring, reporting with communication between all parties.
2	Supply real-time information on application status completed and required transactions.
	Student
3	Provides faculty, advisors, staff, and students access to their degree audit or academic program evaluation along with their planed list of courses.
4	Provides the ability to register, add, drop classes with tracking ability.
5	Provides the ability for students to update their address and phone number. Also, provide a process to confirm their grades and course attendance.
6	Provides 24x7 access to important information, including personal class schedules, assignments, events, announcements, and submitted documents.
	Faculty
7	Provides online rosters, emails, chats, quizzes, gradebook, blogs, wikis, etc.
8	Allows the advisors and faculty to track, send notifications, and handle case management type planning.
9	Provides set up of permission rights to remain in compliance with FERPA regulations.
10	System should provide the capability of a single screen Student 360 degree view. This view should include, but not limited to term related data such as:
	Ledger Balance
	Cumulative GPA
	Academic Status
	Enrollment Status Student Load
	Campus
	Mid Term Grades
	Work Study Time Sheets
	Student Holds
	Extracurricular Activities
	Prospects
11	Provides a CRM for recruiting, communication, tracking, reporting and monitoring applicants for recruitong purposes.
12	Eliminates duplicate names that may have been submitted by more than one source provided by duplicate detection.
13	Provides the ability to design and track a personalized flow of communication for an individual or groups by email, mail and text.
	Application
14	Enables users to establish specific admission requirements based on applicant’s program.
15	Provides the ability to record test score(s) manually and supports scores from testing services such as ACT, SAT, ETS, COMPASS, Accuplacer.
16	Provides the ability to query and report on any piece of information in the system in regard to prospect and applicant data to analyze admissions data and yield data. Includes the ability to report on trends.
	Instruction
17	Provides a flexible term structure that accommodates any defined term or session.Provides the ability for all terms and sessions to contain overlapping date ranges.
18	Provides functionality to create academic programs for double or multiple majors/minors.
19	Provides the ability to assign the catalog year, maintain complete academic history to a student’s academic program.
20	Provides identifying of pre-requisite and co-requisite courses to be associated with each course.
21	Provides a means to enter, store and present to students the textbook information required by Higher Education Opportunity Act Section 133.
22	Provides the ability to display course offerings, including meeting dates and times and location via the web.
23	Provides the ability to coordinate classroom facilities and characteristics with course requirements, such as handicapped access, lab, special equipment, etc. with reporting options.
Academic & Enrollment Management
	General
24	The system must handle multiple concurrent academic terms structures with correlating financial aid. Vendor must provide references of current customers that have deployed multiple types of academic delivery models and varying terms, with financial aid that follows the progression of each student individually.
25	Provide online real-time transaction entry and registration updates, including drops and adds.
26	Assures students’ right to privacy by adhering to FERPA and Buckley Amendment standards.
27	Includes the capability to interface with a campus electronic ID card system.
28	Provides an emergency form that can identify where a student may be contacted in an emergency situation.
29	Provides the ability to automatically assign and maintain required documents.
30	Provides the ability to capture academic documents electronically.
31	Includes reporting tools that can perform trend analysis and/or longitudinal studies of student progress and cohort analysis.
32	Provides a standard process to verify that all the information is valid prior to submitting the information to the National Student Clearinghouse.
33	Provides a process to generate a record of a student’s schedule and tuition charges.
	Registration Events
34	Capability to verify co-requisites during pre-registration, registration, and when a student adds a course.
35	Provides the ability to handle course limitations, time conflicts, course conflicts, repeat limitation, seat restrictions, labs, and closed classes for registration.
	Restrictions / Holds
36	Provides the ability to user-defiead automatically set limitations for business office approval, accounts receivable status, Non-Sufficient Funds, account balance, unpaid fees and fines.
	Overloads & Overrides
37	Includes waitlist functionality by course section to be user defined, including maximums limits and by student type. Ability to open, close, and set time limits.
	Transcripts
38	Provides a transfer equivalency report that gives information about each external course and the corresponding equivalent course(s) assigned by date.
39	Provides the ability to provide transcripts for continuing education students, undergraduate and graduate students and IGETC and GE certification, etc.
	Grades
40	Conforms to AACRAO standards for grading
41	Supports a wide variety of grading schemes including letter grades, plus and minus grades, numeric grades, credit/no credit, satisfactory/unsatisfactory, and incomplete
42	Provides the ability to verify grades prior to updating the student’s permanent record
43	Provides the ability to automatically create an audit trail of modification of grades
44	Provides the ability to calculate overall GPA by term and automatically recalculate a student’s GPA when a grade is changed
45	Tracks suspension and probation dates by supportig academic probation policy of the college.
	Enrollment Verification
46	Supports an automated enrollment verification system for the National Student Clearinghouse
	Attendance
47	Provides the abilirty to track and report attendnace and communicate withdrawal status to the student and faculty.
	Graduation
48	Allows the ability to maintain, track, report and communicate any graduation function with students and faculty and staff.
	Advising / Degree Audit
49	Provides advising via the Web for the traditional one-on-one format, impromptu advising sessions, complete online self-advising, or a combination of all three techniques, 24x7
50	Integrates with the Registrar/Records information to use up‑to‑date course registration and completion data in the determination of progress toward degree requirements
51	Provides the ability to define articulation agreements for the evaluation of transfer credits from other institutions, and permit the registrar to enter subjective decisions regarding course equivalencies
	Student Accounts
52	Includes unlimited subsidiary ledgers for different types of receivables
53	Enables users to view logged transactions as they relate to the invoice, term, the semester, the year or any date range required
54
55	Generates a daily cash receipts register by cashier and payment type
56	Capability to process NSF checks
57	Provides the ability for the business office to specify withholding registration privileges for any student with an accounts receivable balance
58	Enables users to define billing criteria
59	Calculates the changes automatically in real-time
60	Includes a system-wide parameter that allows institutions to determine how non-term payments can be system allocated by payment allocation processes
61	Tracks funds awarded to students by sponsors, maintaining an audit trail for financial aid records and accounts receivable
	Student Services
62	Provides the ability to produce directories in compliance with FERPA
63	Provides the ability to establish specific admission requirements for international students

Fin-Aid

Fin-Aid (93 questions)
Area	Question / Comment	Response	Delivered, Customization or 3rd Party? (Specify if applicable)	Comments
Financial Aid
	General
1	Enables applicants and students to apply for or change loan amounts via the Web
2	Allows the applicant or student to accept/reject awards within parameters set by the institution
3	Displays the applicant’s or student’s financial aid package and award letter for the year selected, including any changes the applicant or student made to accept/reject the awards in real time. And have the ability for staff to print on demand.
4	Integrates with the other areas in the student system to ensure that financial aid is appropriately administered and distributed
5	Permits online and/or batch transmittal of awards to accounts receivable
6	System provides full integration of ERP allowing for real-time seamless flow of information. Ie. Academic records, AR, student services info.
7	Credits tied to degree evaluation approved financial aid automatically - So we can know which courses are outside of student's major to deny Title IV aid.
8	Provides the ability to electronically capture financial aid document then link them to an individual sztudent record, such as student aid reports, promissory notes, date of birth verifications, etc.
9	Uses the institution’s business rules to route incoming documents to staff members assigned to process them
10	Provides a secure and instantly accessible repository for financial aid documents which authorized financial aid staff can access
11	Provides seamless access to all critical student demographic and institutional information needed to manage all aspects of financial aid processing
12	Provides a setup menu for establishing financial aid parameters
13	Includes forms for creating, deleting, storing, and managing financial aid file suites
14	Provides the ability to import and export financial aid data with appropriate agencies. Also have the option to automate this feature.
15	Includes an auto-packaging component
16	Includes dynamic award recalculation
17	Supports an academic progress calculator and ties to student eligibility
18	Provides the ability to maintain, update, and purge information for a financial aid transcript
19	Provides a financial aid transcript that includes academic year, academic program, includes free-form comments, awards and amounts, and date printed
20	Furnishes a financial aid transcript that includes fields to record historical information about loans and awards through another institution
21	Provides work-study features that instantly transfers information between the financial aid and human resources offices
22	Provides verification of limits for work-study and non work-study payroll
23	Links work-study dollar amount limits with the payroll solution
24	Debits the work-study payroll earnings in the student’s financial aid file
25	Provides the ability to enter data from various verification forms, analyze verification data and update in batch mode.
26	Enables users to incorporate a variety of formatting, calculations, and alert functionality into their reports
27	Provides an audit trail of student aid totals through registration, accounting for adds/drops
28	Includes reports on aid, scholarships, loan totals by student, and types of awards
29	Provides a report used to generate a list of all the budget rules for a selected year
30	Provides the ability to generate a report that will verify all conditions of the rules for a given set of students for a given academic year
31	Provides a process to compare two copies of the student’s financial aid application as a means to identify fields where differences occur
32	Provides a list for the personnel office of the students who are eligible for work-study or other payroll-related awards
33	Delivers a report to identify students who have over awarded funds, including negative unmet needs and negative unmet cost values
34	Provides the ability to generate a report of SAP results by student and SAP type
35	Provides a detail and summary report of the awards that have been entered for a specific academic year
36	Provides a report to compare financial aid information with registration information
37	Delivers a report to identify applicants who have received an award for which they are not qualified due to restrictions that have been defined for specific funds
38	Includes a process to generate mailing labels for a group of financial aid applicants
39	Delivers a report to list total award amounts, total award amounts by action category, and total transmitted award amounts by award, office, and student
40	Includes an unconverted records report that lists unlinked Response File application records that are not linked to a student’s application
	Application
41	Enables users to enter financial aid application data before a student is in Admissions or Student Records
42	Supports electronic applications, corrections and payment reporting
43	Provides a Financial Aid Awarding menu for entering awards in summary and detail
44	Includes the ability to accept all central processor applications and corrections electronically
45	Tracks incoming correspondence to determine when application and financial aid documentation requirements are complete
46	Provides the ability to generate notifications to the student and/or the parent for missing or incomplete documents
47	Ability to input a savedlist, send a customized email communication to student's in that savedlist, then track that correspondence in student's record.
48	Ability calculate or modify a budget, perform a needs analysis and view calculation results
	Packaging
49	Provides the ability to package student awards
50	Provides the ability to assign an estimated award package to incoming students
51	Provides the ability to simulate packaging for “what if” analysis without allowing student records to be updated
52	Provides the ability to identify students for award packaging based on institution rules, allow for overrides, and have an auto-package.
53	Provides the ability to accommodate customized authorization limits and relationships among funds during the packaging process
54	Includes the capability to perform awarding using a batch process, as well as a singled individuals
55	Provides the ability to provide repeated individual revision and repackaging capabilities
56	Provides the ability after repackaging to perform the appropriate updating
57	Provides the ability after repackaging to provide the option to select the type of notification to be sent to the student
58	Provides the ability after repackaging to produce a report of those students who were updated
	Awarding
59	Provides the ability to consider academic information when making awards in the Financial Aid office
60	Ensures automatically that each student is taking enough courses to retain his or her financial aid eligibility
61	Provides the ability to track continued student eligibility for financial aid
62	Provides the ability to post financial aid awards to accounts receivable when appropriate
63	Includes action codes that describe the status of awards
64	Provides sponsor information for stewardship purposes
65	Provides automated award recalculation based on enrollment patterns and award eligibility
66	Supports institution defined criteria for full- and part-time status
67	Allows the institution to set a percentage or amount limit for over‑award situations to identify whenever a student has received more than the allotted aid in any area
68	Allows the institution to track award statuses by student and by fund
69	Provides for updating the appropriate application status
70	Provides the ability to create the student attendance pattern
71	Allows the financial aid office to set standards using a rules-based algorithm that can access any of the data elements in the system
72	Verifies student eligibility each time users allocate awards or transmit awards to the accounts receivable solution
73	Provides eligibility verification with flexible parameters
74	Allows the Financial Aid Office to set a standard of satisfactory progress for students to qualify for various forms of financial aid
75	Has the capability of checking satisfactory academic progress during the award packaging process
76	Provides the ability to customize the system to determine satisfactory academic progress
77	Provides the ability to establish a link between financial aid information and a census date
	Budgeting
78	Provides the capability to develop and assign custom financial aid budgets for multiple types of students, including annual budgets
79	Supports tracking of student costs versus financial aid available
80	Allows for assignment of cost of attendance values to each applicant based on budget categories in effect at the institution on a term-by-term (unlimited) basis
81	Provides the ability to recalculate a student’s financial need whenever a change is made to a student’s budget
82	Provides the ability to override system-assigned budgets and budget components, and the ability to maintain changes made
	Loan Processing
83	Provides a loan summary that displays the student loan history
84	Provides the institution the functionality to enforce annual and aggregate loan limits
85	Provides the ability to evaluate loan eligibility
86	Provides the ability to verify student data on the loan application and report missing and or inconsistent data
87	Provides the ability to track the complete loan application process from application to loan disbursement
88	Provides the ability to store information on multiple lenders
89	Provides student loan management for federal loans as well as other types of loans
90	Enables users to record details about a student's loans
91	Provides the institution the functionality of processing loans both in batch and individually
92	Module to calculate and manage the R2T4 process. Ability to capture unique student terms in a module format based on aid disbursed and not-disbursed.
93	Ability to set rules for, and reconcile work-study program.

CRM

CRM - (20 questions)
Area	Question / Comment	Response	Delivered, Customization or 3rd Party? (Specify if applicable)	Comments
CRM System Requirements
1	Indicate if your product offering is built on top of an enterprise CRM platform such as Salesforce or MS Dynamics.
2	The CRM solution must be tightly integrated with the vendor's SIS.
3	Supports all phases of the student lifecycle: Recruitment, Retention & Student Success.
4	Offers audit functionality of how and who updated records or data.
5	Describe your solution’s ability to track history of communications, dates, interactions, email clicks and event information.
Prospect
6	Intelligent rating system to measure interest/ enrollment, retention.
7	Describe self service ability for prospective students and applicants.
Analytics and Reporting
8	Write, run, and view detailed analytics for all stages and modules to include but not limited to: Prospect, Application, Communication, Marketing, Event Planning, Social Media, Conversion rates.
9	Customizable reporting and dashboard view of CRM activities with ability to support the needs of various stakeholders and key performance indicators.
10	Predictive modeling system that is adaptable to traditional, non-traditional, and online populations, that allows each campus to utilize its own unique predictive model information.
11	Export data in different format such as .csv, excel, and PDF.
12	Describe system’s ability to provide performance metrics for measuring success of campaigns and initiatives.
Retention
13	Ability for an Administrator to track student progress.
14	Send alert notifications to students, their advisors (multiple for a single student) and other relevant staff via email or text
15	Faculty/Staff able to identify students in a batch (batch assignment to include student name, student ID, reason for referral, date of referral, name of referrer, email address, and department).
16	Faculty/Staff able to view student history with early alert.
17	Provide student surveys measuring psychosocial and other indicators correlated to retention (configurable survey administration, e.g. 1 month before enrollment, 3 weeks after the first day of classes, the end of the first semester), with resulting data compiled and made available to faculty/staff online.
Communications Management
18	Describe ability to handle complex campaigns for communications. Include the ability to trigger communication plans / campaigns / print jobs based on multiple fields supporting tailored responses and personalized communications.
19	Track results for communications plans, including email campaigns. Describe your solution’s ability to View and report communications and interactions, regardless of channel, through individual contact record and as an overall campaign. Please describe how you provide this feature.
Social Media
20	Integration with social networks, i.e.: Facebook, Twitter, and YouTube.

Payroll

Payroll - (80 questions)
Area	Question / Comment	Response	Delivered, Customization or 3rd Party? (Specify if applicable)	Comments
Payroll
1	Processes miscellaneous or stipend pay on regular or separate payroll runs
2	Provides the ability to punch in and out on a timecard
3	Calculates and distributes overtime pay, with optional manual overtime distribution
4	Provides the ability to pay salaries over 9, 10, or 12 months
5	Provides the ability to process a special payroll, such as a bonus or end of semester payment (not a standard pay period)
6	Provides the ability to track employment start/end dates for contract, payment, and deduction purposes
7	Allows maintenance of appropriate tax and mandatory reporting routines
8	Uses annualized tax calculations for more accurate tax withholding
9	Processes tax-deferred deductions, such as 403B plans
10	Calculates Group Term Life insurance tax (imputed income)
11	Provides the ability to adjust payroll earnings, benefits and taxes during payroll
12	Provides the ability to reverse payroll checks and advices
13	Provides the ability to void and reissue as another form of payment (ie advice as a check)
14	Provides a manual check calculation
15	Provides a replacement check process
16	Provides the ability to define multiple earning codes
17	Provides the ability to define multiple payment methods
18	Supports employees in multiple labor distributions
19	Provides the ability to process payroll for hourly and/or salaried employees
20	Provides the ability to run the payroll in an audit mode without affecting historical information
21	Provides the ability to override standard labor distribution with a special labor distribution by earning code, by employee category
22	Provides the ability to automatically adjust calculations for mid-pay period salary and employment actions
23	Supports employees in multiple job assignments
24	Provides the ability to work on multiple payrolls at the same time
25	Provides flexibility to be able to include or exclude various types of earnings
26	Maintains a separate filing status for each tax
27	Provides for proper tax calculations for one-time payments
28	Provides the ability to define multiple pay frequencies including weekly, bi-weekly, semi-monthly, and monthly
29	Provides the ability to calculate and store an unlimited number of total gross pay amounts for calculation of deductions and employer contributions
30	Provides the ability to manage deductions with flexible begin and end schedules, including statutory deductions
31	Provides the ability to calculate and withhold garnishments
32	Provides the ability to calculate deductions and employer contributions by dollar amounts, percentages and/or age or age ranges
33	Provides for individual overrides of specific deductions
34	Provides the ability to calculate deductions and employer contributions with monthly limits and/or annual limits
35	Provides for an unlimited number of deductions, reductions and employee contributions
36	Provides the ability to recover total amount of deduction arrearage and employer contribution arrearage in one payroll and/or over multiple pay periods
37	Provides the ability to define a list of deductions to be included on a per payroll basis
38	Allows salary and benefit dollars to be encumbered to the general ledger, based on wage information in the system at the time the encumbrance is made
39	Provides the ability to produce pay checks on a special run basis
40	Provides the ability to produce one pay check for multiple assignments
41	Provides the ability to calculate one-time payments and deductions
42	Provides the ability to accept a tape from a bank and perform bank account reconciliation
43	Provides the ability to calculate deductions and employer contributions with fiscal year/plan year limits
44	Provides the ability to print pay checks and notice of direct deposit
45	Provides the ability to define multiple direct deposit accounts for each employee
46	Provides the ability for employees to enter and change their direct deposit information online
47	Provides the ability to create electronic transactions in NACHA format for direct deposits by magnetic media or electronic transaction for both earnings and deductions
48	Maintains historical records on both a fiscal year and a calendar year basis, by individual and by position
49	Provides a process to purge historical checks and advice records when user initiated
50	Maintains monthly, quarterly, calendar year and fiscal year totals for employees, their assignments, benefits, deductions, and earnings
51	Maintains multiple years of pay history online
52	Provides the ability to view advices online
53	Provides the ability to view W-2's online
54	Provides the ability to have all payroll adjustments update the totals maintained in payroll history
55	Provides a method to adjust the taxable amount for any of the benefit/deductions displayed, add another taxable benefit/deduction, or both, for an employee
56	Maintains unlimited historical detail for use in reports and analysis
57	Generates payroll totals by employee, type of employee, and grand totals for specified periods
58	Provides the ability to view payroll expenditures by employee within a defined date for a user-specified earning or deduction/benefit
59	Provides the ability to produce all standard payroll reports in the audit mode
60	Provides the ability to generate electronic transmissions to outside suppliers to report deductions or employee paid benefits
61	Provides standard payroll reports such as payroll registers, balancing reports, deduction registers, and labor distribution reports
	End of Year Regulatory Processing
62	Provides a secure address to be used specifically for processing W-2 data for employees
63	Processing quarterly and yearly data for the fourth quarter
64	Reporting W-2 data to employees and the Social Security Administration (SSA)
65	Making the data for the calendar year that is being closed available for viewing during the next calendar year
66	Monitoring each step of the processing
67	Provides the ability to make any necessary adjustments to an employee’s taxable benefits and deductions before the W-2 data is gathered and calculated
68	Provides the ability to make any necessary adjustments to an employee’s W-2 data after it has been calculated
69	Provides the ability to print or reprint W-2 forms for the current year
70	Provides the ability to print or reprint W-2 forms for previous years
71	Provides a method to adjust the taxable amount for any of the benefit/deductions displayed, add another taxable benefit/deduction, or both, for an employee
72	Provides the ability to create an export file of the W-2 data in the required MMREF-1 format for submission to the Social Security Administration
73	Provides the ability to monitor the sequence in which the institution runs the quarterly and year-end processes and allows the institution to view the status of each process involved
74	Provides the ability to store and maintain data needed to produce the federal 941 report
75	Provides the ability to report multiple State Taxes, Worker’s Comp and Unemployment Insurance
76	Provides the ability to compute and report group term life for eligible employees to be included with earnings on W-2
77	Provides the ability to manipulate dollars in W-2 boxes by including/excluding specified earning types and/or deductions
78	Adheres to IPEDS regulations and produces necessary reports
79	Provides the ability to produce quarterly reports
80	Provides for tracking and reporting EEO and affirmative action data

HR (78 questions)
Area	Question / Comment	Response	Delivered, Customization or 3rd Party? (Specify if applicable)	Comments
Human Resources
1	Position ID can be user defined, to include alpha and/or numeric coding
2	Single or multiple persons can be assigned to the same position ID
3	The same person can be assigned to more than one position ID and effective/end dates maintained for each
4	Position information can be changed upon reclassification without changing the Position ID
5	Position fields accommodate all required reporting information: position ID, state title, internal title, position start date, end date, authorized date, department, location, classification, CIP code, position type, FLSA, EEO, SOC, Class code, Slot Number, pay class, earning code, census code, funding source, GL account and distribution
6	Provides the ability to create an unlimited number of positions
7	Code tables can accommodate State code values (ex: appointment reasons; wage reasons; classification types; earn types; statuses; job skills; education level, position ending reasons, etc.)
8	Provides the ability for editing or creation of new organizational units (departments, divisions, etc.) without IT/programming or vendor professional services required
9	Provides the ability to create and maintain organizational data and hierarchies
10	Maintains a history of wage changes per person and per assigned position
11	Handles employees with multiple pay rates
12	Provides the ability to maintain employee demographic data, educational information, faculty credentials, etc.
13	Provides the ability to track non-employees or volunteers
14	Provides the ability to maintain multiple email addresses (i.e. Webadvisor, Gmail, Personal) and designate a preferred email
15	Provides the ability to track multiple dates per employee (State hire date, agency hire date, college hire date, leave date, term date, break in service date, rehire date, etc.)
16	Generate, identify, and track all employee types by a unique employee number
17	Maintains historical data for current/former employees (names, positions, performance ratings, status, pay, etc.)
18	Maintains audit trails of employee file and data updates by date, time, and origin of update
19	Provides the ability to extract secure data file for FTP transmittal to SCTCS office.
20	Provides the ability to enter a workload percentage and edit the percentage for a certain time period. This should be recorded as a wage line entry (many faculty have a reduced load for the summer)
21	Provides the ability to track last/next performance review dates, rater, ratings, and review cycles
22	Ability to create record batches based on selection criteria, review and edit batch before processing bulk changes (i.e. general increases based on percentage or dollar amount, universal performance ratings, etc)
23	Ability to process more than one wage change for an employee on the same day (ex: reassignment with an additional duties increase requires separate wage reasons within the State)
24	Ability to pay an employee a stipend beyond his or her regular wage
25	Ability to link a stipend payment to a particular position
26	Ability to enter one or more GL numbers for a stipend payment using an earnings type and GL account number that is different than the person's position
27	Ability to set up a restricted stipend over a certain number of payments or an ongoing stipend
28	Enables date driven salary changes (allowing past and future changes)
29	Provides the ability to view and print pay advices via the web
30	Provides flexibility to be able to include or exclude various types of earnings
31	Accommodates multiple regular payroll processing cycles and the ability to run extra payroll
32	Pro-rates wage based on effective date
33	Provides the ability to integrate HR employee file scan software to each employee file with easy access to electronic file records
34	Provides the ability to import/integrate current scanned files during conversion.
35	Allows for electronic processing of adjunct pay for assigned courses based on GTC's adjunct pay schedule
36	The HR system interfaces with the Student system to provide electronic processing of faculty contracts for pay based on actual instructional and non-instructional workload assignments
37	Ability to produce a faculty work load report of assigned courses during a defined time period
38	Provides the ability to correct status, termination, position and benefit dates
39	Ability to track employee participation on external associations and boards.
40	Provides for regulatory reporting (EEO, IPEDS, ACA) as well as custom reports from system data
	Benefits / Deductions
41	Ability to automatically process 1095-C forms
42	Ability to track and report credited work time for ACA
43	Provides global update processes for benefit plans and deductions
44	Provides for multiple benefit employer and employee premium calculation methods including flat amounts, percentages, and monthly, yearly, and lifetime limits
45	Provides the ability to define effective start dates based on each benefit/deduction based on service date, beginning of next month, or user-specified, including future dates
46	Provides the ability to assign priorities to benefits/deductions for payroll calculation purposes
47	Provides the ability to designate and calcuate imputed income for taxable fringe benefits
48	Provides the ability to produce total compensation statements for each employee
49	Automatically maintains and monitors various leave types based on multiple accrual methods and defined service dates
50	Provides the option to limit the number of leave hours an employee can carry over from one year to the next
51	Provides the ability to process and track all paid and unpaid leave requests
52	Employees will be able to request leave, and supervisors will be able to approve their leave requests via the web
53	Provides the ability to report employee and employer contributions
	Talent Management
54	Posts jobs internally and/or externally to a branded career page (based on effective dates for posting internally, externally, or both)
55	Career page is mobile responsive and provides for a user-friendly job search and application experience
56	Provides for electronic requisition creation and customizable electronic workflow for approval
57	Provides for HR to review the applications for minimum qualficiations first, then advance to hiring authority, then hiring committee
58	Allows administrators to establish access levels in the system by role
59	Provides the ability to track the status of each applicant and requisition, including real time activity reporting
60	Provides the ability to produce and send standard applicant correspondence
61	Ability to search applicants by a variety of search criteria (name, education level, skill, certifications, etc)
62	Ability to print job opening notices and applications
63	Provides the ability to hire applicants into system with applicable content populating the employee record (name, address, demographic information, education level, etc)
64	Allows applicant to include attachments in addition to the completed application
65	Provides the ability to produce and export standard and custom reports regarding requisitions and applicants
66	Provides onboarding functionality for new hires to complete forms and view assigned tasks
67	Provides dashboard for employee, manager, and HR regarding outstanding onboarding items
68	Ability to configure onboarding requirements by employee group
69	Ability to complete employee performance reviews electronically (including signatures)
70	Ability to export performance review to PDF
	Time Entry
71	Provides the ability to track time on a daily basis with real-time clock in/out
72	Allows for multiple positions and/or cost centers for clocking in and out
73	Provides the ability for the faculty or staff worker to submit the final timesheet to their supervisor for approval after leave and work hours have been entered
74	Provides the ability to run status reports prior to running payroll to notify supervisors and managers of unapproved time entry forms
75	Tracks hours worked per work week and automatically populates comp-time for eligible employees
76	Provides easy reporting of total hours per work week, including worked time, leave time, holiday time, etc.
77	Can calculate comp time based on 28-day cycle for law enforcement officers
78	Offers physical clock option for areas without computer access

Finance

Finance
Area	Question / Comment	Response	Delivered, Customization or 3rd Party? (Specify if applicable)	Comments
Financial
Finance (25 questions)
	General Ledger
1	Describe the project accounting capabilities
2	Describe the fixed asset process
3	Describe the approval level assignment processes
4	What are the online viewing capabilities
5	Describe the reporting capabilities
6	What are the methods for creating entries
7	Describe functionality for automating the reconciliation of the Financial Aid System, the Student System, the General Ledger and COD/G5
8	What are the financial statement processing/reporting capabilities
9	Describe the standard higher ed reporting functions
10	Describe the purchasing process
11	Describe the standard accounts payable process
12	Describe the electronic payments capabilities
13	Describe employee reimbursement processing and reporting capabilities
14	Describe the invoicing and payment processes
15	Describe the reconciliation process for paper and electronic payments
16	Describe any forecasting capabilities
17	Describe the budget process
18	Describe the available options in the payroll cycles
19	What are the timecard capabilities including the calculation of overtime.
20	How are benefit and tax deductions maintained
21	How are last minute changes accomodated during the payroll cycle
22	What information can be accessed/entered by the employee. For example entering direct deposit information, accessing pay advices and W2s.
23	Describe payroll reporting capabilities
24	Provides the ability to run the payroll in an audit mode
25	Describe the year end regulatory processing

Technology

Technology - (48 Questions)
Area	Question / Comment	Response	Delivered, Customization or 3rd Party? (Specify if applicable)	Comments
Technology Requirements / Comments
Architecture
1	Is the system is built on a single technology platform, minimizing need for third party solutions for core functionality (Financial Aid, HR payroll, Financial systems and student system)?
2	Extensibility for 3rd party integrations for complementary functionality. Vendor must provide evidence of how their solution is easily extensible to integrate with 3rd party vendors.
3	System is built on database or Data warehouse that allows for end user reporting.
4	Application rules, configurations can be easily created and maintained by a knowledgeable end-user, not just IT staff
5	Is software is date-driven rather than term-driven?
6	System includes a way for institutions to avoid duplicate records in System and will address a new range of student Id numbers.
7	Solution supports business process and workflows across departments. These can include, but not limited to notification emails and communication workflow that enables the automation of routine tasks.
8	System supports development, testing, and production environments.
9	Workflow events can be triggered from any point within the approval chain and routed through a predefined path from start to finish as a single transaction or multiple transactions.
10	System supports and utilized referential integrity and other methods to ensure integrity of data being entered.
11	Database is capable of both on-line and offline backups, full and incremental timeframes.
12	Upgrades are self-installing, or managed by vendor, and have rollback functionality.
13	Tools used for Application development supports all aspects of software development, including design, coding, testing, implementing, tuning, and maintenance.
14	Procedures are available for populating the test environment with subset of production data.
Security
15	Supports role based access, such as by job, application, group, least privileged access etc.
16	Ability to secure or obfuscate sensitive data at an individual’s level, such as SSN.
Mobility
17	What type of moblie app(s) are provided to access ERP system?
18	Is your application mobile ready and a responsive design?
Reporting & Analytics
19	End user is able to select from many different display mediums for reports, such as printer, PDF, Excel, etc.
20	The reporting capability includes, or is compatible with, a database query tool with access (search/select) to all fields, which would support a variety of ad-hoc reporting needs.
21	Vendor-designed reports can be easily modified to suit the needs of the institution.
22	The results of queries can be generated in user-defined formats, such as charts, graphs, or tables.
23	Dashboards and KPIs can be created and deployed to the web to assist the institution in decision-making.
24	System provides or supports the capability to provide management-level information to feed the planning process throughout the institution in all areas: what-if scenarios, modeling, statistics, and trend analyses.
25	The system will enable the creation of KPIs and dashboards to provide information regarding the progress toward goals
26	Ad-Hoc reporting tool should have a wizard driven report creation tool for easy report creation.
Document Management
27	Dose the ERP system offer a document management application or intergration with other soultions?
Functionality for System Administration
	Accessibility
28	Solution is ADA/Section 508 compliant.
	Authentication and Access
29	Single Sign-on (SSO) using SAML 2.0 using Service Provider (SP) and Identity Provider (IdP) federated model OR SAML 2.0 using Identity Provider initiated sign-on.
	Backup and archives
30	Backup and retrieval options at the system administrator level.
	Migration Tool
31	Describe conversion and/or deployment process for moving data to your solution.
	Security (Information Technology)
	Operations
32	Process for identifying and addressing vulnerabilities in network, system and application.
33	Security and incident requirements defined.
34	Describe administrator access to production infrastructure for management.
35	How to you address PCI / DSS compliance?
	Change Management
36	Describe how code is deployed to production.
	Corporate
37	Security program requirements defined.
38	Controls exist to protect a compromise in the corporate environment from affecting production.
	Infrastructure (Information Technology)
	Network
39	Describe the network design that supports the application.
	Systems
40	PC Software and hardware requirements.
41	Is your solution Browser agnostic?
	Monitoring
42	Discribe your production system / network performance monitoring prcoess.
	Application Requirements (Information Technology)
	Environment
43	Frameworks and programming languages used to create the application.

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File details come from the government source that posted it. Updated Nov 20, 2025.