Attachment C.1 Scope of Work (SOW).docx

State of South Carolina Clemson University

Competitive Negotiations Attachment C.1 Scope of Work

RFP Solicitation No. 5400023659

Attachment C.1 (Form of Work Order)

TABLE OF CONTENTS

The Offeror(s) shall provide an Enterprise Resource Planning (ERP) System and all services that are necessary to implement, integrate, support, and make the proposed ERP System available to Clemson via a SaaS model in accordance with all requirements herein (including all exhibits and attachments), all Applicable Laws, and the Offeror(s)’s response(s) thereto.

0. SCOPE OF ERP SYSTEM

It is Clemson’s intent to purchase an ERP System that will replace and/or integrate with current processes, third party tools and technologies utilized by Clemson and its related organizations. Clemson expects the Offeror(s)’s ERP System to meet Clemson’s current requirements and expectations for future functionality, workflows, automations, and user experience as defined herein.

1.1.1 Business Capabilities

The Capability Map portrayed in Figure 1 below is a summary of all the business capabilities in scope for this RFP. The purpose of Figure 1. Capability Map is not to define and detail the implementation requirements for each business capability but is merely an introduction to the scope of the application architecture.

Figure 1. Capability Map

1.1.2 Functional Groupings

Based on Figure 1. Capability Map above, the desired functionality has been organized into the following categories.

1. Manage Institutional Finances

1. Manage Supply Chain

To define the full functionality in scope for this RFP, the Functional Groupings have been further decomposed into Functions, which are mapped to their applicable sections in the table below. Section 1.4 Enterprise Resource Planning provides the scope for this solicitation with the following table further breaking down the specific scope under each Functional Grouping. These will correspond to the appropriate Scenarios as outlined in Attachment C.1 – Information for Offerors to Submit, which describe Clemson’s unique business process for offerors to describe how their proposal ERP Software System will address each scenario.

Scope

1.4.1.2 Plan Compensation

1.4.1.3 Define Skills and Career Paths

1.4.1.4 Manage Employee Lifecycle

1.4.1.5 Track Faculty Workload

1.4.1.6 Manage PDUs and Certifications

1.4.1.7 Track Time and Attendance

1.4.1.8 Recruit Employees

1.4.1.9 Process Payroll

1.4.1.10 Manage Employee Relations

1.4.1.11 Manage Employee Benefits

1.4.1.12 Manage Employee Records

1.4.1.13 Support Professional Development

1.4.1.14 Manage Employee Retirement

1.4.2.2 Maintain Accounting Processes

1.4.2.3 Manage Tax Liabilities

1.4.2.4 Manage Grant Funding

1.4.2.5 Manage Capital Projects and Programs

1.4.2.6 Manage Cash and Treasury

1.4.2.7 Manage Budgets

1.4.2.8 Manage Fixed Assets

1.4.2.9 Manage Billing and Receivables

1.4.3.2 Manage Contracts

1.4.3.3 Manage Vendors

1.4.3.4 Issue P-Cards

1.4.3.5 Manage Inventory

1.4.3.6 Manage Requisitions, Purchasing, and Receivables

1.4.3.7 Manage Accounts Payable

Each of the above listed Functional Groupings will include all generally accepted software functionality required to enable each individual Functions, as outlined above, for a higher education institution of the same size and complexity as Clemson.

1.1.3 Application Architecture

Based on the above structure, Clemson has constructed a future state application architecture (refer to Figure 2). The following is the anticipated architecture based on the available marketplace groupings.

Figure 2. Application Architecture

1.1.4 Enterprise Resource Planning

1.0 2.0 3.0 4.0 5.0 5.1 5.1.1 5.1.2 5.1.3 5.1.4

1.1.4.1 Manage Human Resources

Clemson is seeking a comprehensive, sustainable, upgradeable, secure, and integrated Human Resources solution to enable the Manage Human resources capabilities for the University and related organizations.

The Human Resources solution shall:

1. Provide start-to-finish functional and technical enablement across the entire HR lifecycle.

1. Enable users at various levels (Human Resources, managers, employees, etc.) to work collaboratively and view up-to date information.

1. Allow business processes at Clemson and related organizations (e.g., recruiting, talent acquisition and management, career management, benefit administration, exit interviews) to be standardized or processed through automated workflow, routing, and approval systems (within a module and across modules within the system).

1. Provide self-service functions for employees and managers to maintain and view personal information and team/data information including qualifications, educational background, employment history, etc.

1. Provide valuable, accurate and timely Human Resources reporting and data through intuitive and user-friendly tools.

Manage Human Resources capability at Clemson and related organizations is comprised of fourteen capabilities with corresponding functions as appropriate. The details for each Human resource capability are summarized in the sub-sections below. Each capability includes a brief definition of the business function of each capability; the expected level of configuration/customization required for the corresponding software module; and the identification of any required interfaces, analytics, and reporting. The Offeror may propose additional Human Resource capabilities not explicitly listed below if they are within the intent and spirit of this SOW.

1.1.4.1.1 Manage Positions

1. Description: The Human Resources (HR) functionality to manage all positions in a single hierarchy for the university and related organizations.

0. Identify Positions – the ability to identify and setup all required positions based on budgetary and non-budgetary approvals

0. Align Classifications and Position data – the ability to define the detailed classifications required for each position, including both external and internal classifications.

0. Document Position Qualifications – the ability to record and document the required qualifications for each position agnostic of position classification or type.

0. Maintain and Track Position Data – the ability to track changes to a position across its lifecycle.

0. Manage Position Control – the ability to manage the configuration of positions within each organization hierarchy.

1. Configuration / Interface / Report / Analytics: Clemson expects to utilize standard software functionality for Managing Positions traditionally required for a R1 Higher education Institution the size and complexity of Clemson, including the following

0. Clemson expects to deploy standard Manage Positions functionality, inclusive of the Manage Positions Scenario found in Attachment C.1.

0. External System Interfaces - for details on interfaces needed, please refer to Attachment 8.

0. Clemson expects to utilize the System’s standard reports for this functionality.

0. Clemson expects the Offeror to propose industry-standard analytics commonly used in R1 Higher Education institutions.

1.1.4.1.2 Plan Compensation

1. Description: The Human Resources (HR) functionality to plan all components of compensation and create individual Total Compensation Statements for all employees of the university and related organizations.

0. Compensation Planning – the ability to import compensation statistics and compare Clemson compensation to industry information and conduct “what-if” scenario planning.

0. Hiring Plans – the ability to build and manage hiring plans across academic and non-academic units.

0. Benefit Management – the ability to centralize and facilitate the set-up and automation, where appropriate and feasible, eligibility determination, enrollment, and subsequent management of all Clemson’s benefits.

0. Pension Management – the ability to report employee pension data on the centralized employee file from a Third-Party Pension supplier.

0. Worker’s Compensation Management - the ability to record Worker’s Compensation Administration and payment activities with the centralized employee file from Third Party Pension Suppliers.

1. Configuration / Interface / Report / Analytics: Clemson expects to utilize standard software functionality for Planning Compensation traditionally required for a R1 Higher education Institution the size and complexity of Clemson, including the following:

0. Clemson expects to deploy standard Plan Compensation functionality, inclusive of the Plan Compensation Scenario found in Attachment C.1.

0. External System Interfaces - for details on interfaces needed, please refer to Attachment 8.

0. Clemson expects to utilize the System’s standard reports for this functionality.

0. Clemson expects the Offeror to propose industry-standard analytics commonly used in R1 Higher Education institutions.

1.1.4.1.3 Define Skills and Career Paths

1. Description: The Human Resources (HR) functionality to define Skills and Career Paths, including defining, collecting, storing, and reporting on an employee’s skills and career paths and certifications for the university and related organizations.

0. Skills and Competency Management – the ability to define required skills and competencies for each position within the organization hierarchy.

0. Qualification Management – the ability to identify, record, document and track the qualifications required for each position and tracking the status of each qualification for the personnel assigned to that position.

0. Develop Career and Development Pathways – the ability to create and manage development pathways identified to assist employees manage their own career progression.

0. Certification Management – the ability to identify record, document and track the certifications required for each position and tracking the status of each certification for the personnel assigned to that position.

0. Staff Development – the ability to manage both learning and experienced-based development and record completion of development activities into the respective employee record.

1. Configuration / Interface / Report / Analytics: Clemson expects to utilize standard software functionality for Skills and Career Path traditionally required for a R1 Higher education Institution the size and complexity of Clemson, including the following:

0. Clemson expects to deploy standard Define Skills and Career Path functionality, inclusive of the Define Skills and Career Path Scenario found in Attachment C.1.

0. External System Interfaces - for details on interfaces needed, please refer to Attachment 8.

0. Clemson expects to utilize the System’s standard reports for this functionality.

0. Clemson expects the Offeror to propose industry-standard analytics commonly used in R1 Higher Education institutions.

1.1.4.1.4 Manage Employee Lifecycle

1. Description: The Human Resources (HR) functionality to manage the foundational processes associated with the management of all employee related activities for the university and related organizations.

0. Personnel Information Management – the ability to organize all employee information into a single electronic employee file (i.e., single source / master record of employee information).

0. Position Management – the ability to administer all the steps needed to manage a position, including capturing the characteristics of the position within the employee record.

0. Personnel Actions – the ability to document and record all the personnel actions attributed to the employee, including, but not limited to, hire, temporary salary adjustment for additional duties, dismiss, layoff, promote, demote, etc.

0. Organization Management – the ability to manage any organizational redesigns as Clemson restructures its departments from time to time.

0. Self-Service – providing employees and managers the ability to manage assigned data elements and transactions based on role-based security.

1. Configuration / Interface / Report / Analytics: Clemson expects to utilize standard software functionality for Managing the Employee Life Cycle traditionally required for a R1 Higher education Institution the size and complexity of Clemson, including the following:

0. Clemson expects to deploy standard Employee Life Cycle functionality, inclusive of the employee Life Cycle Scenarios found in Attachment C.1.

0. External System Interfaces - for details on interfaces needed, please refer to Attachment 8.

0. Clemson expects to utilize the System’s standard reports for this functionality.

0. Clemson expects the Offeror to propose industry-standard analytics commonly used in R1 Higher Education institutions.

1.1.4.1.5 Track Faculty Workload

1. Description: The Human Resources (HR) functionality to enable the management of each faculty member’s workload and report to the respective faculty member and school.

0. Record Faculty Assignments – the ability to record faculty assignments to faculty employee file.

0. Track Faculty Assignments – the ability to monitor and report on all faculty assignments for each respective faculty employee.

0. Determine Faculty Workload – the ability to calculate and record faculty workload per faculty member based on planning and/or faculty contracts using department specific criteria if applicable.

0. Monitor and Adjust Workloads – the ability to compare planned to actual workloads for each individual faculty member and report to school leadership.

1. Configuration / Interface / Report / Analytics: Clemson expects to utilize standard software functionality for managing faculty workload traditionally required for a R1 Higher education Institution the size and complexity of Clemson, including the following:

0. Clemson expects to deploy standard Track Faculty Workload functionality, inclusive of the Track Faculty Workload Scenario found in Attachment C.1.

0. External System Interfaces - for details on interfaces needed, please refer to Attachment 8.

0. Clemson expects to utilize the System’s standard reports for this functionality.

0. Clemson expects the Offeror to propose industry-standard analytics commonly used in R1 Higher Education institutions.

1.1.4.1.6 Manage PDUs and Certifications

1. Description: The Human Resources (HR) functionality to manage Professional Development Units (PDUs) and Certifications, including defining, collecting, storing, and reporting on an employee’s PDUs and certifications for the university and related organizations.

0. PDU Management - the ability to identify record, document and track the PDUs required for each position and tracking the status of each certification for the personnel assigned to that position.

0. Certification Management – the ability to identify record, document and track the certifications required for each position and tracking the status of each certification for the personnel assigned to that position.

0. Collect and Store Detailed Credentials – the functionality required to gather, record, view and report on faculty member credential status and faculty portfolio.

0. Credential Assessment – the facilitation and automation of the continual and annual assessment of each faculty members credentialling and alert the appropriate party on assessment results.

0. Promotion Tracking – facilitating the progress of each faculty members individual credentials as it relates to promotion and gaining tenure.

1. Configuration / Interface / Report / Analytics: Clemson expects to utilize standard software functionality for Manage PDUs & Certifications traditionally required for a R1 Higher education Institution the size and complexity of Clemson, including the following:

0. Clemson expects to deploy standard Manage PDUs and Certifications functionality, inclusive of the Manage PDUs & Certifications Scenario found in Attachment C.1.

0. External System Interfaces - for details on interfaces needed, please refer to Attachment 8.

0. Clemson expects to utilize the System’s standard reports for this functionality.

0. Clemson expects the Offeror to propose industry-standard analytics commonly used in R1 Higher Education institutions.

1.1.4.1.7 Track Time and Attendance

1. Description: The Human Resources (HR) functionality to manage the time, attendance, and leave business processes utilizing integrations and self-service for the university and related organizations.

0. Time Collection – the ability to collect all employee time for various collection schemes including, but not limited to, special FLSA rules for Police Officers (2 week FLSA) and Firefighters (3 week FLSA). Ability to use scheduling and pay from schedule. The ability to collect time from a common web application without requiring equipment.

0. Time Processing and Approvals – the ability to process and convert the various time input into a common time format required for time processing in the payroll module. Functionality to include, but not limited to, transfers to multiple jobs and the ability to allow multiple approvers for student workers with multiple jobs/multiple supervisors.

0. Time / Labor Calculations – the ability to apply complex time rules to collected time data to calculate adjustments to collected time data. Functionality to include, but not limited to, ability to accurately applying overtime calculations and processes pay from multiple account distributions.

0. Exceptions and Adjustment Processing – the ability to adjust collected time after the pay period has closed and to push the adjustment to the payroll module.

0. Leave Management – the ability to forecast, request, record, approve and execute various leaves (e.g., Annual, Sick), with the appropriate application of the resulting leave accrual applied to the various employee groups (e.g., no leave benefits, regular leave benefits, temporary grant benefits) with varying daily standard hours.

0. Holidays – Ability to assign Holidays based on the employee’s daily standard hours, work location (e.g., CU, County State) and job specifications (e.g., None, Faculty, special Police calendars (4) and Fire/EMS calendar).

0. Archiving and Retention – the ability to archive data for a certain period of time, then remove the data when retention limits are met based on Clemson and State requirements.

1. Configuration / Interface / Report / Analytics: Clemson expects to utilize standard software functionality for Time and Attendance traditionally required for a R1 Higher education Institution the size and complexity of Clemson, including the following:

0. Clemson expects the system to be flexible enough to allow modifications as mandated by changes in overall South Carolina legislation as well as requirements of the South Carolina State Division of State Human Resources (DSHR) such as annual limits on Annual Leave carryover, Sick Leave carryover, combination of Comp Time and Holiday Comp time maximums.

0. Clemson expects to deploy standard Time and Attendance functionality, inclusive of the Time and Attendance Scenario found in Attachment C.1.

0. External System Interfaces - for details on interfaces needed, please refer to Attachment 8.

0. Clemson expects to utilize the System’s standard reports for this functionality, including, but not limited to, exception reporting (e.g., timecards not approved by employee and/or by supervisor, adjustments to clocked time (punch edits), leave not approved, leave submitted by someone other than the employee, timecard edits by someone other than the supervisor, exceptions handled by someone other than the supervisor.) Action on time tracking should be fully auditable from start to finish.

0. Clemson expects the Offeror to propose industry-standard analytics commonly used in R1 Higher Education institutions.

1.1.4.1.8 Recruit Employees

1. Description: The functionality required to manage activities related to recruiting and on-boarding. The capability includes posting, tracking, and managing new employee applications, defining job requirements and qualifications, scheduling interviews, extending job offers, and facilitating the on-boarding process for the university and related organizations. This includes the start-to-finish requirement lifecycle.

0. Request to Fill – the automated notification and analysis of an existing or future position opening.

0. Recruiting – the automated requisition development from the approved Request to Fill and workflow associated with the review and approval, and job posting to multiple job boards.

0. Applicant Tracking – receiving and reviewing applications, scheduling, and conducting interviews, finalizing evaluation and selection. This includes potentially integrating with third party interview services if used.

0. Hiring – determining compensation, developing the offer letter, finalizing the contract, and scheduling an employee start date.

0. On-Boarding – the mechanism through which new employees acquire the necessary access, tools, knowledge, skills, and behaviors to become effective organization members, including completing employment forms, acquiring passcodes/security/system access, delivering organization orientation, and required training, determining workstation location and equipment, and obtaining other business accessories.

1. Configuration / Interface / Report / Analytics: Clemson expects to utilize standard software functionality for Recruiting Employees traditionally required for a R1 Higher education Institution the size and complexity of Clemson, including the following:

0. Clemson expects to deploy standard Recruit Employee functionality, inclusive of the Recruit Employee Scenario found in Attachment C.1.

0. External System Interfaces - for details on interfaces needed, please refer to Attachment 8.

0. Clemson expects to utilize the System’s standard reports for this functionality.

0. Clemson expects the Offeror to propose industry-standard analytics commonly used in R1 Higher Education institutions.

1.1.4.1.9 Process Payroll

1. Description: The functionality required to process payroll for faculty, staff, and students. The capability includes, but is not limited to: payroll scheduling, processing timesheets, calculating gross to net pay, determining stipends, posting and disbursing payments, payroll alignment to University budget, payroll withholdings linked to AP, and processing exceptions for the university and related organizations.

0. Payroll Structure and Period Maintenance – the ability to step-up and maintain multiple payroll cycles with various structures and periods. Functionality to include, but not be limited to, the ability to offer contract pay for 9-month and 12-month faculty and staff as well as graduate assistants.

0. Earnings and Deductions – the ability to manage various additional earnings and deductions programs within the payroll gross-to-net calculations.

0. Leave / Terminations – the ability to manage the implications of approved leaves and terminations on the individual payroll calculations and applying the transaction within the payroll process and automation of leave payout(s) and final paycheck insurance withholdings/refunds as applicable.

0. Retroactive Pay – the ability to apply and manage retroactive pay automatically and automation of necessary payroll adjustments.

1. Accounting Distribution of Labor– providing employees and managers the ability to manage assigned data elements and transactions based on role-based security. Configuration / Interface / Report / Analytics: Clemson expects to utilize standard software functionality for Payroll traditionally required for a R1 Higher education Institution the size and complexity of Clemson, including the following:

0. Payroll Withholding Remittances – the ability to automate data flow from paycheck withholdings to remittances to vendors.

0. Payroll Taxes – the ability to handle multi-state taxes, including, but not limited to local and special withholding taxes. Automation of FICA exemption for students per IRS guidelines.

0. Compliance Reporting – the ability to run reports to meet mandatory compliance e.g., new hire reporting, Department of Labor reports, Bureau of Labor Statistics reports.

0. Non-resident Alien / 1042 Payroll Processing – ability to track non-resident alien pay for studying and teaching, including, but not limited to, annual tax treaty limits and other special rules related to FICA. Must have flexibility to allow for both 1042 and W2 processing at calendar year end.

0. Retirement cap – ability to automate 401a maximum annual retirement limit.

0. Fringe Rates – ability to utilize pooled fringe rates as opposed to using assigned employer fringe rates at the deduction/tax level.

0. Clemson expects to deploy standard Payroll functionality, inclusive of the Payroll Scenario found in Attachment C.1.

0. External System Interfaces - for details on interfaces needed, please refer to Attachment 8.

0. Clemson expects to utilize the System’s standard reports, but several non-standards reports may be required to support additional compliance and reporting needs expected of Higher Education Institutions in the State of South Carolina. Non-standard reports may include, but aren’t limited to, South Carolina Retirement Systems (SCRS) quarterly reporting, Workers’ Compensation, Statement of Economic Interests, Commission of Higher Education.

0. Clemson expects the Offeror to propose industry-standard analytics commonly used in R1 Higher Education institutions.

1.1.4.1.10 Manage Employee Relations

Description: The functionality required to manage compliance requirements, worker complaint/ grievance support and discipline management for the university and related organizations.

Agreement Support – the ability to track, manage, and maintain all agreements, clauses, etc. and provide support for search and recovery, enforcement of guidelines, and assist in negotiations.

Compliance Management and Guidance – the ability to track and monitor adherence to federal and state regulations and ensure organizational policies and procedures are being followed.

Worker Complaint / Grievance Management – the ability to document and track employee complaints from initial reporting, analysis and investigation to disposition and corrective action.

Discipline Management – the ability to document and record the activities and results associated with behavior corrective action.

1. Configuration / Interface / Report / Analytics: Clemson expects to utilize standard software functionality for Support Professional Development traditionally required for a R1 Higher education Institution the size and complexity of Clemson, including the following:

0. Clemson expects to deploy standard Manage Employee Relations functionality, inclusive of the Manage Employee Relations Scenario found in Attachment C.1.

0. External System Interfaces - for details on interfaces needed, please refer to Attachment 8.

0. Clemson expects to utilize the System’s standard reports for this functionality.

0. Clemson expects the Offeror to propose industry-standard analytics commonly used in R1 Higher Education institutions.

1.1.4.1.11 Manage Employee Benefits

1. Description: The Human Resources (HR) functionality to manage employee benefits for the university and related organizations.

0. Maintain Benefit Plans – the ability to upload third party providers’ benefit plans into a centralized source.

0. Determine Benefit Eligibility– the ability to maintain various eligibility rules and automatically apply them during enrollment.

0. Coordinate Benefit Enrollment and Deduction – the ability to facilitate the enrollment selections during open enrollment and qualifying life change events and coordinate the selections with third party providers and payroll for benefit deductions. Functionality should include, but not be limited to, the ability to reconcile employee deduction data within the system when compared to data with the third-party providers.

0. Employee Self-Service and Maintenance – providing employees and managers the ability to manage assigned benefit data elements and transactions based on role-based security.

0. Report Employee Retirement – the ability to coordinate with Pension providers and report pension status and values on the centralized employee file. Functionality should include, but not be limited to, the ability to automate reporting to properly capture data for individuals who may change plans.

1. Configuration / Interface / Report / Analytics: Clemson expects to utilize standard software functionality for Support Professional Development traditionally required for a R1 Higher education Institution the size and complexity of Clemson, including the following

0. Clemson expects to deploy standard Employee Benefits functionality, inclusive of the Employee Benefits and Retirement Scenario found in Attachment C.1.

0. External System Interfaces - for details on interfaces needed, please refer to Attachment 8.

0. Clemson expects to utilize the System’s standard reports for this functionality.

0. Clemson expects the Offeror to propose industry-standard analytics commonly used in R1 Higher Education institutions.

1.1.4.1.12 Manage Employee Records

1. Description: The Human Resources (HR) functionality to manage employee records for the university and related organizations.

0. Set-up Employees – the ability to setup an employee and have the resulting information automatically included in a single, centralized, and electronic employee file.

0. Add Employee Data– the ability to add the employee transaction data either through integrated transaction management or self-service.

0. Maintenance of Employee Data – the ability to create, update, delete, archive and report on all employee data.

1. Configuration / Interface / Report / Analytics: Clemson expects to utilize standard software functionality for Managing Employee records traditionally required for a R1 Higher education Institution the size and complexity of Clemson, including the following:

0. Clemson expects to deploy standard Managing Employee Records functionality, inclusive of the Manage Employee Scenario found in Attachment C.1.

0. External System Interfaces - for details on interfaces needed, please refer to Attachment 8.

0. Clemson expects to utilize the System’s standard reports for this functionality.

0. Clemson expects the Offeror to propose industry-standard analytics commonly used in R1 Higher Education institutions.

1.1.4.1.13 Support Professional Development

1. Description: The functionality to manage employee goal setting and objectives, track and manage performance, aid with professional development, and provide training and learning management capabilities. Capability of the System should meet functionality for non-faculty members but not be distinct and separate for faculty.

0. On-going Talent Development and university required compliance activities – the ability to create, store, retrieve and deliver training content. The ability to advertise, schedule, enroll in, record participation/attendance, and document and store the completion record for each of the learnings required and desired for each position and individual development plans. There may be a need for an integration to support any third-party system that may be used. Functionality should enable colleges and administrative units to use the functionality to support any additional, more localized, compliance requirements and training needs.

1. Configuration / Interface / Report / Analytics: Clemson expects to utilize standard software functionality for Support Professional Development traditionally required for a R1 Higher education Institution the size and complexity of Clemson, including the following

0. Clemson expects to deploy standard Support Professional Development functionality, inclusive of the Support Professional Development Scenario found in Attachment C.1.

0. External System Interfaces - for details on interfaces needed, please refer to Attachment 8.

0. Clemson expects to utilize the System’s standard reports for this functionality.

0. Clemson expects the Offeror to propose industry-standard analytics commonly used in R1 higher education institutions.

1.1.4.1.14 Manage Employee Retirement

1. Description: The Human Resources (HR) functionality to manage personnel information, position, and organization management as it relates to termination and/or retirement; and provide self-service capabilities for the university and related organizations.

0. Employee Self-Service and Maintenance – providing employees and managers the ability to manage assigned benefit data elements and transactions based on role-based security.

0. Report Employee Retirement – the ability to coordinate with Pension providers and report pension status and values on the centralized employee file.

0. Retirement Payouts – the ability for a retirement entry to trigger payouts (such as Annual Leave) in the Time and Attendance system and to also clear out any outstanding accrual balances, as well as the ability to have the payout information flow from Time and Attendance directly to payroll.

1. Configuration / Interface / Report / Analytics: Clemson expects to utilize standard software functionality for Support Professional Development traditionally required for a R1 Higher education Institution the size and complexity of Clemson, including the following:

0. Clemson expects to deploy standard Manage Employee Retirement functionality, inclusive of the Manage Employee Retirement Scenario found in Attachment C.1.

0. External System Interfaces - for details on interfaces needed, please refer to Attachment 8.

0. Clemson expects to utilize the System’s standard reports for this functionality.

0. Clemson expects the Offeror to propose industry-standard analytics commonly used in R1 Higher Education institutions.

1.1.4.2 Manage Institutional Finances

Clemson is seeking a comprehensive, sustainable, upgradeable, secure and integrated Finance and Accounting solution to capture, record, organize, manage, access and analyze financial data for institutional, local, state, and federal compliance reporting for the University and related organizations.

The Finance System shall:

1. Provide start-to-finish functional and technical enablement across the entire Finance lifecycle.

1. Enable users at different levels to work collaboratively and view up-to date financial and budgetary information in real time or near real time.

1. Provide consistent, timely, and accurate data across the system.

1. Allow business processes at Clemson and related organizations such as accounting, AR, AP, asset management, financial and budget management, etc. to be standardized or processed through an automated workflow routing and approval system (within a module and across modules within the system). Workflow capabilities should support hierarchy as well as dimension/attribute-based initiators.

1. Provide valuable, accurate and timely financial and budgetary reporting and data through intuitive and user-friendly tools.

Financial Management at Clemson is comprised of the following capabilities with corresponding functions as appropriate. The details for each Finance capability are summarized in the sub-sections below. Each capability includes a brief definition of the business function of each capability; the expected level of configuration/customization required for the corresponding software module; and the identification of any required interfaces, analytics, and reporting.

1.1.4.2.1 Allocate Indirect Costs

1. Description – Provide the tools to Allocate Indirect Costs.

1. Configuration / Interface / Report / Analytics: Clemson expects to utilize standard software functionality for Support Professional Development traditionally required for a R1 Higher education Institution the size and complexity of Clemson, including the following

0. Clemson expects to deploy standard functionality to Allocate Indirect Costs, inclusive of the Allocate Indirect Costs Scenario found in Attachment C.1. Including, but not limited to, standard functionality to input the Federal Negotiated Indirect Cost Rate (NICR) schedule and effective dates, as well as other fixed rates, schedules and effective dates such that specific indirect cost rates can be assigned to individual projects based on award terms and conditions. It is expected that indirect cost allocations would occur routinely, or no less than on a nightly basis.

0. External System Interfaces - for details on interfaces needed, please refer to Attachment 8.

0. Clemson expects to utilize the System’s standard reports for this functionality.

0. Clemson expects the Offeror to propose industry-standard analytics commonly used in R1 Higher Education institutions.

1.1.4.2.2 Maintain Accounting Processes

1. The ability for the General Ledger (chart of accounts) to record account information needed to prepare operational, and financial statements, including accounts for assets, liabilities, revenues, expenses, and net position (fund balance), funds, department/budget centers, funding source, programmatic expenditures, encumbrances, and project accounting in accordance with GASB and FASM standards to meet Clemson’s and its related organizations’ specifications.

0. Chart of Accounts – the recording and management of all financial transactions required to develop and publish periodic federal, state, financial and operational reports including GAAP based financial statements in accordance with GASB and FASB standards for the University and its related organizations.

0. Encumbrance Accounting – prevent overspending of funds considering commitments already made. An encumbrance reserves the anticipated amounts required to cover the obligations and reduces the available budgetary balance in that particular expenditure.

0. Fund Accounting – the ability to record transactions and produce reports detailing the expenditures and revenues, assets, liabilities and net position for each of Clemson’s individual funds; and the ability to report, and the ability to summarize Clemson’s financial activities across all its funds.

0. Fiscal Year End and Periodic Close – the ability to execute the financial transaction and close the financial books at periodic milestones and at fiscal year end and produce financial and operational reports with intelligence to identify the appropriate period for posting transactions while two accounting periods (month/year) are open.

0. Journal Entries – the ability to include smart edits for user generated journal entries including but not limited to limiting access to certain components of the chart of accounts by role, standard journal entries, allocation journal entries, and correcting journal entries. The ability to check budgets prior to transactions posting to the general ledger.

0. Reporting – the ability to create and execute ad hoc and standardized reports based on user defined specifications.

0. Reconciliations – the ability to automate the reconciliation of the general ledger to subledger balances including, but not limited to accounts payable, accounts receivable, payroll, and other assets, liabilities, revenues and expenses to meet Clemson’s requirements. The ability to automate bank account reconciliations for the University’s multiple bank accounts and state treasurer’s office balances.

1. Configuration / Interface / Report / Analytics: Clemson expects to utilize standard software functionality for Maintain Accounting Processes traditionally required for a R1 Higher education Institution the size and complexity of Clemson, including the following:

0. Clemson expects to deploy standard Maintain Accounting Processes functionality, inclusive of the Maintain Accounting Processes Scenario found in Attachment C.1.

0. External System Interfaces - for details on interfaces needed, please refer to Attachment 8.

0. Clemson expects to utilize the System’s standard reports for this functionality.

0. Clemson expects the Offeror to propose industry-standard analytics commonly used in R1 Higher Education institutions.

1.1.4.2.3 Manage Tax Liabilities

1. Description – Provide the tools to manage tax liabilities.

0. Manage Tax Liability – ability to calculate, record and report on the forecasted and actual tax liability for the university and related organizations including but not limited to unrelated business income tax, sales and use tax, admissions tax, and payroll related taxes.

1. Configuration / Interface / Report / Analytics: Clemson expects to utilize standard software functionality for the Manage Tax Liability function traditionally required for a R1 Higher education Institution the size and complexity of Clemson, including the following:

0. Clemson expects to deploy standard Manage Tax Liabilities functionality, inclusive of the Manage Tax Liability scenario found in Attachment C.1.

0. External System Interfaces - for details on interfaces needed, please refer to Attachment 8.

0. Clemson expects to utilize the System’s standard reports for this functionality.

0. Clemson expects the Offeror to propose industry-standard analytics commonly used in R1 Higher Education institutions.

1.1.4.2.4 Manage Grant Funding

1. Description – Functionality to manage and award grants, including contracts, billing, receivables, payables, certification, and reporting for the university and related organizations.

0. Grantee Application – the ability to track and manage grant proposal applications.

0. Grantee Management – the ability to record and manage awarded grants throughout the lifecycle. This functionality should include, but is not limited to, sponsor attributes, letters of credit, specific award terms and conditions, as well as cost share and program income tracking.

0. Grantee budget and controls – Including, but not limited to, the ability to create, monitor and report expenses against approved project budgets; and ability to establish a budget at the project level and assign the level of control required by the sponsor whether the sponsor requires tracking at line-item detail, budget summary or overall project-total level.

0. Subaward Management and Subrecipient monitoring – Including, but not limited to, the ability to track subaward agreements issued under grant awards. Should provide an ability to identify, record subgrantee institutional risk data and profile to achieve a high or low risk rating and provide an ability to enter funding associated with the sub-awardee and encumber those funds under the sponsored project in the general ledger.

0. Grantee Administration – the ability to allocate, track and manage expenses, time and material costs, indirect costs, billings, invoices related to grants and recognize grant revenue, aged receivables, and collections. In coordination with section 5.1.4.3.9 Manage Billing and Receivables.

0. Sponsor Expense Transfers – Federal sponsors require additional justifications routing, reviews, and approvals for any expense greater than 90 days old being transferred onto a grant. Ability to ensure expenses that meet these criteria have proper justification and approvals.

1. Configuration / Interface / Report / Analytics: Clemson expects to utilize standard software functionality for managing grant funding traditionally required for a R1 Higher education Institution the size and complexity of Clemson, including the following:

0. Clemson expects to deploy standard Manage Grant Funding functionality, inclusive of the Manage Grant Funding Scenario found in Attachment C.1.

0. External System Interfaces - for details on interfaces needed, please refer to Attachment 8.

0. Clemson expects to utilize the System’s standard reports for this functionality, including, but not limited to, effort reporting to ensure compensation is accurate for sponsored projects.

0. Clemson expects the Offeror to propose industry-standard analytics commonly used in R1 Higher Education institutions.

1.1.4.2.5 Manage Capital Projects and Programs

1. Description: The ability to identify and record individual labor and material expenditures and assign them to the appropriate work order to track and report project specific transactions, with project revenues, costs, assets, and liabilities identified and allocated to projects for the university and related organizations.

0. Project and Contract set-up – the ability to set-up and track expenses based on individual projects and contracts. This functionality should include, but is not limited to, the ability to cross identify capital project expenses when a federal sponsored project is received in support of the capital project activity and track those expenses assigned specifically to the federal grant.

0. Time-tracking and Accounting – the ability to allocate and tracked direct and indirect work effort expended working on project related tasks.

0. Material Expense Tracking and Accounting – the ability to allocate direct and indirect material to projects and/or contracts.

0. Equipment and other allocations – the ability to allocate equipment and other costs to projects / contracts.

0. Asset Creation and Valuation – the ability to auto create an asset record and valuation at the completion of the project.

0. Reporting – the ability to track to-date expenditures for construction-in-progress accounting and reporting. Intelligent reporting including, but not limited to project status, financial activity, spending, budget vs. actual reporting to meet operational, state, and federal capital project reporting requirements. The ability to track cash balances of funds dedicated to capital projects.

1. Configuration / Interface / Report / Analytics: Clemson expects to utilize standard software functionality for Manage Capital Projects and Programs traditionally required for a R1 Higher education Institution the size and complexity of Clemson, including the following:

0. Clemson expects to deploy standard Manage Capital Projects and Programs functionality, inclusive of the Manage Capital Projects and Programs Scenario found in Attachment C.1.

0. External System Interfaces - for details on interfaces needed, please refer to Attachment 8.

0. Clemson expects to utilize the System’s standard reports for this functionality.

0. Clemson expects the Offeror to propose industry-standard analytics commonly used in R1 Higher Education institutions.

1.1.4.2.6 Manage Cash and Treasury

1. Description – Provide the tools to develop and manage cash flows and investments including tracking of cash receipts and cash disbursements for the university and related organizations.

0. Cash Receipts – the ability to track and manage cash receipts.

0. Cash Disbursement – the ability to track and manage outgoing cash payments.

0. Investment Management – the ability to track and manage different investments and bonds…