C_Solution Functional RTM.xlsx
XLSX spreadsheet 166 KB Posted
- Attached to
- DCYF Enterprise Payment Solution
- Solicitation number
- 24-DCYF-CS-081
- Issued by
- Adams County, Asotin County, Benton County, Chelan County, Clallam County, Clark County, Columbia County, Cowlitz County, Douglas County, Ferry County, Franklin County, Garfield County, Grant County, Grays Harbor County, Island County, Jefferson County, King County, Kitsap County, Kittitas County, Klickitat County, Lewis County, Lincoln County, Mason County, Okanogan County, Pacific County, Pend Oreille County, Pierce County, San Juan County, Skagit County, Skamania County, Snohomish County, Spokane County, Stevens County, Thurston County, Wahkiakum County, Walla Walla County, Whatcom County, Whitman County, Yakima County, Asotin City, Clarkston City, Clarkston Heights-Vineland CDP, West Clarkston-Highland CDP, Benton City, Chelan City, Chelan Falls CDP, Clallam Bay CDP, Lewisville CDP, Rock Island City, Pacific Beach CDP, Whidbey Island Station CDP, Mercer Island City, Pacific City, Bainbridge Island City, Kingston CDP, Kitsap Lake CDP, Kittitas City, Klickitat CDP, Okanogan City, Anderson Island CDP, Fort Lewis CDP, Fox Island CDP, Herron Island CDP, Ketron Island CDP, North Fort Lewis CDP, Raft Island CDP, Stevenson City, Hat Island CDP, Lake Stevens City, Snohomish City, Spokane City, Spokane Valley City, Puget Island CDP, Garfield Town, Yakima City, Washington
About this file
This is a functional requirements document for the Washington State Department of Children, Youth, and Families (DCYF) Enterprise Payment Solution (DEPS) project, detailing the system requirements for a new payment solution. The document outlines comprehensive functional requirements across multiple areas including general system functionality, purchase order management, accounts payable management, payment issuance activities, garnishment processing, audit activities for underpayments and overpayments, aging claims and check management, reporting capabilities, tax reporting, and payment recipient management activities. The requirements are organized into a traceability matrix that vendors must respond to indicating how their solution meets each requirement through options such as out-of-the-box functionality, configuration, customization, third-party products, or future releases.
The requirements focus heavily on system capabilities for managing payment workflows, approval processes, accounting functions, tax calculations, integration with external systems, and compliance with state and federal regulations. Key technical requirements include the ability to interface with other state systems like OneWA Workday, handle multiple payment methods, process garnishments, manage p-card transactions, generate tax documents, and provide comprehensive reporting capabilities. The document includes detailed business rules and processes that must be supported by the solution, with requirements marked as either "Required" or "Preferred" to indicate their priority level.
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Introduction
| State of Washington Department of Children, Youth, and Families (DCYF) |
| DCYF Enterprise Payment Solution (DEPS) |
| Attachment C: DEPS Functional Requirements Traceability Matrix (RTM) |
| RFP No. 24-DCYF-CW-081 |
| Introduction |
| This document captures the Functional Requirements for the Department of Children Youth and Families' (DCYF's) DEPS Project. This document should be used in conjunction with the Business Process Analysis (BPA) report which documents the Business Process Flows and Use Cases associated with these requirements. |
The Functional Requirements document contains the following sections:
1) Introduction & Instructions
2) Final Use Case List
3) Functional Requirements
Within the Functional Requirements, the requirements are categorized by area as detailed below. Each category has its own tab in this workbook.
| Tab ID | Section Title | Tab # |
| FR | Functional Requirement Section | # |
| FR0 | General | 4 |
| FR1 | Purchase Order (Services or Goods Authorization) | 5 |
| FR2 | Accounts Payable Management | 6 |
| FR3 | Payment Issuance Activities | 7 |
| FR4 | Process Garnishments | 8 |
| FR5 | Audit Activities for Underpayment and Overpayment | 9 |
| FR6 | Audit Activities for Aging Claims and Checks (Warrant) | 10 |
| FR7 | Generate General Reports | 11 |
| FR8 | Tax Reporting and Garnishments Reporting | 11 |
| FR9 | Payment Recipient Management Activities | 12 |
| Ver | Changes in Version |
| 1.0 | Initial Document with Draft Requirements for DCYF Feedback |
| 2.0 | Final Document with Draft Requirements for DCYF Feedback (Included in Business Process Analysis Report) |
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Respondent Instructions
| State of Washington Department of Children, Youth, and Families (DCYF) |
| DCYF Enterprise Payment Solution (DEPS) |
| Attachment C: DEPS Functional Requirements Traceability Matrix (RTM) |
| RFP No. 24-DCYF-CW-081 |
| Respondent Instructions |
| This workbook contains Requirements for the DEPS system. The response codes below should be used by Vendors to indicate the fit of its solution to the State Requirements specified in this workbook. |
This template must be completed and submitted as an MS Excel file as part of the response to this RFP.
| Responses | Definition |
| Response Code: Y or N -- Will this Functional Requirement be met by your solution? | Indicate whether the requirement, as currently written, will be met by the Respondent's proposal. Respond Y=Yes or N=No. |
| Response Code: O, C, D, F, T, N -- How will this Functional Requirement be met by your solution? | Indicate how the requirement will be met by selecting either: |
O= Out of the Box, C = Configuration, D = Customization, T = Third Party Product, F = Future Release, N = Not Available
| 5 | Exceeds in all areas | ||||||
| O = Available Out of the Box. The Requirement will be met by leveraging existing out of the box application functionality available through the Vendor's existing solution to meet DCYF's requirements. | 5 | Exceeds in all areas | 4 | Exceeds in a few areas | |||
| C = Configuration. Configuration means the activation, arrangement or adjustment of software features and functionality that is part of the normal set-up of the software, such as establishing parameters, fields, and workflows. | 4 | Exceeds in a few areas | 3 | Meets requirements | |||
| D = Customization. Customization means a change or addition to software program code to update the default capabilities or extend or modify existing features and functionality. | 2 | Lacking in a few areas | 2 | Lacking in a few areas | |||
| T = Third Party Product. The Requirement will be met by commercially available third party software. The Vendor will integrate these third party products into their proposed DEPS solution architecture. In the Vendor Response column, indicate the name of the proposed third party software vendors and products and indicate its compliance with DCYF's technology or architecture standards. | 2 | Lacking in a few areas | 1 | Lacking in all areas | |||
| F = Future Release. The Requirement will be met by a future code development update to the application functionality of the Vendor's existing solution to meet DCYF's requirements within the implementation timeframe | 1 | Lacking in all areas | |||||
| N = Not Available. Requirement cannot be met. | 1 | Lacking in all areas | |||||
| Vendor Proposed Release Date -- By what date will this requirement be met? | If the Vendor Response Code is "F" Indicate by which date the requirement will be met. If not applicable, the Vendor may leave the cell blank. | ||||||
| Vendor Justification for Not Meeting Requirement, if applicable | If the Vendor Response Code is "N," the Vendor is required to provide an explanation for not meeting the requirement. | ||||||
| Additional Comments | Additional comments. (Not Required). The Vendor may include additional comments at their discretion. |
Do not edit this worksheet.
Glossary of Terms
| State of Washington Department of Children, Youth, and Families (DCYF) | ||||
| DCYF Enterprise Payment Solution (DEPS) | ||||
| Attachment C: DEPS Functional Requirements Traceability Matrix (RTM) | ||||
| RFP No. 24-DCYF-CW-081 | ||||
| # | Category | Industry Terminology | Description in the context of DEPS | Equivalent DCYF Terminology |
| 1 | Purchasing | Purchase Order | A purchase order, often abbreviated to PO, is a commercial document issued by a buyer/customer to a seller/vendor, indicating types, quantities, and agreed prices for products or services required. In the context of DEPS, a Purchase Order is the document (or screen in system) used as evidence that the purchase of services or goods has been authorized. The authorization for purchase is frequently created within a DCYF eligibility or contract management system. | Service Authorization, Goods Authorization |
| 2 | Purchasing | Service Authorization | Service authorization is the documented confirmation or a system entry that DCYF has approved the procurement of services under specified terms and conditions. It is necessary for the subsequent recognition of the liability in the accounts payable. In the DEPS context, we are treating service authorization as synonymous with a purchase order. DCYF currently uses service authorization to refer to the authorization of social services or payments for clients based on eligibility as determined in systems such as FamLink (future CCWIS) or Barcode. | |
| 3 | Purchasing | Eligibility Systems | Eligibility systems are used to ascertain if a potential payment or service recipient meets the necessary criteria to be provided with services or to be issued payments. In the context of DEPS, eligibility systems are referred to as authorized services systems. | |
| 4 | Purchasing | Qualifying Event | A Qualifying Event is any meaningful change in the payment recipients' financial or life circumstance which may alter their eligibility for social welfare programs, such as Medicaid. For example, payments for certain recipients may tip their account balances out of Medicaid eligibility. In the DCYF context, a payment disbursement can tip recipient account balances out of eligibility to receive Medicaid benefits therefore the purchase order is modified. | |
| 5 | Purchasing | Payment Recipient | Service providers, vendors, or suppliers are any individual or entity that receive payment from DCYF. These individuals or entities could include, but are not limited to, foster parents, early learning payment recipients, non-profit payment recipients, businesses such as Fred Meyer, and consultants. | |
| 6 | Invoicing | Invoice Number | The invoice number a unique identifier assigned to all invoices (payment recipient submitted) or self-billing invoices (DCYF generated). The invoice number is used to track purchases and manage accounts payable. It is critical for reconciling invoices with payments made and for ensuring that each invoice is only paid once. An example, in the DEPS context, invoice numbers are referred to as provider invoice (bill) numbers. | |
| 7 | Invoicing | Invoice | Under industry definition, an invoice represents a document submitted by a payment recipient, showing the character, quantity, price, terms, nature of delivery, and other particulars of goods or of services delivered. In the context of DCYF, invoices are referred to as payment recipient or provider submitted invoices. | Payment Recipient Submitted |
| 8 | Invoicing | Self-billing Invoice | A self-billing invoice is a DCYF generated and pre-populated invoice that the vendor claims against with limited leeway for modification. | DCYF generated invoice, Claim |
| 9 | Invoicing | Invoice Voucher | A form used by Washington State agencies to substantiate and authorize payment when a Purchase Order is not involved and where vendor invoices are not employed. The Invoice Voucher is to be generated by the agency and certified by the vendor. In the context of DCYF, Invoice Voucher (A-19) forms are used in two ways: to substantiate and authorize payments in conjunction with an Invoice or Self-billing Invoice or to substantiate and authorize payments with the Invoice Voucher (A19) as the sole means of documentation (no Invoice or Self-billing Invoice included). | A19 |
| 10 | Purchase Modifications | Change Order | A change order is a document that outlines modifications to the original purchase order (services or goods authorization) terms, such as adjustments in price, delivery schedule, or the scope of work. It is an agreement between the parties involved to implement changes after the initial contract or purchase order (services or goods authorization) was signed. This document is crucial for managing the financial implications of alterations to the contract (agreement for services or goods), ensuring that both parties agree to the updated terms and that these changes are accurately reflected in the accounting records. No meaningful difference was identified between industry and DCYF terminology for this term. | Service authorization document |
| 11 | 2-Way / 3-Way Match | Receipt | A receipt refers to any form of evidence to document that the services or goods were provided as outlined in the service agreement or contract. At DCYF, not all payments require a receipt. | |
| 12 | 2-Way / 3-Way Match | Payment Authorization | Payment authorization for DCYF is the internal process of approving the disbursement of funds to settle an invoice or other financial obligation. The payment authorization creates the corresponding liability within Accounts Payable. This is an important control mechanism to ensure that payments are made for authorized and verified expenditures. In the DEPS context, validated invoices, subject to appropriate approvals and controls and a successful 2-way or 3-way match is considered a payment authorization. In DEPS context for reoccurring payments, if a payment does not require monthly authorization, the payment authorization happens at the initial set-up and does not require payment authorization again until all monthly payments have been distributed. | |
| 13 | Accounts Payable | Accounts Payable | Under GAAP (Generally Accepted Accounting Principles), accounts payable is a liability account within the general ledger which reflects current and outstanding liabilities and is subject to accounting entries and adjustments reflecting associated financial transactions. In the context of DEPS, a 2-way or 3-way match will create a payment authorization and will trigger recognition of the liability associated with the service and/or goods delivered. The liability will be recognized within Accounts Payable. | |
| 14 | Accounts Payable | Discounts | Discounts represent a decrease in the cost of goods or services purchased due to promotional offers, volume discounts, or negotiated price reductions, among other conditions. These discounts are accounted for by reducing the accounts payable or the expense recorded for the purchase. | |
| 15 | Accounts Payable | Chart of Accounts | The CoA provides a structured framework that lists all the accounts recorded in the general ledger of a company. It organizes financial information into categories, such as assets, liabilities, equity, revenue, and expenses, allowing for systematic recording and reporting of financial transactions. No meaningful difference was identified between industry and DCYF terminology for this term. | |
| 16 | Accounts Payable | Source of Funds | Source of funds refers to the account from which the payment funds come from. | |
| 17 | Audit | Underpayment | An instance of payment recipients receiving payment less than the amount agreed upon in the service authorization and/or the value of service/goods delivered due to staff error or other factors. | |
| 18 | Audit | Credit Memo (buyer generated) | Reflects an increase in DCYF’s liability to a payment recipient, such as for receiving additional goods or services not previously invoiced or correcting a reported or audited underpayment. This document increases the Accounts Payable liability account associated with the affected payment recipient and is used to adjust the balance due. The resulting accounting adjustment is a DCYF-generated credit entry applied to the buyer's Accounts Payable. | |
| 19 | Audit | Overpayment | An instance of payment recipients receiving payment more than the amount agreed upon in the service authorization and/or the value of service/goods delivered due to staff error or other factors. | |
| 20 | Audit | Debit Memo (buyer generated) | Reflects a decrease in the DCYF’s liability to a payment recipient, such as for overpayments made. This document reduces the Accounts Payable liability account associated with the affected payment recipient and is used to adjust the balance due. The resulting accounting adjustment is a DCYF generated debit entry applied to the buyer's Accounts Payable. | |
| 21 | Payment Issuance | Payment Voucher | A payment voucher is a document that records the payment. It includes details like the amount paid, the date of payment, payee's information, and the purpose of payment. This voucher serves as proof that a financial transaction has occurred and is used for processing and recording in the accounting system. | |
| 22 | Payment Issuance | Payment Voucher Number | A voucher number is a unique identifier assigned to a voucher, which is a document used in accounting to record a financial transaction. The number facilitates tracking and management of transactions within financial systems, ensuring that every transaction can be accurately referenced and audited. | |
| 23 | Payment Issuance | Warrant Number | Number associated with the check sent to a payment recipient. | Check Identifier Number |
| 24 | Payment Issuance | Authorization Number | Number associated with the electronic funds transfer sent to a payment recipient. | Electronic Funds Transfer Identifier Number |
| 25 | Payment Issuance | Voided Check | A voided check is a check that has been canceled or nullified before it's cashed or deposited. | |
| 26 | Garnishments | Lien – Residual – Garnished Portion | When a payment recipient has a lien on their tax ID, DCYF is responsible for identifying the garnishment and splitting the payment. The lien is the amount of money identified by an individual entity that is due to them in back payment. The garnished portion is the amount of money owed to the entity(s) that has not been paid (ex. state taxes, child support). The residual portion is the amount of money the payment recipient will receive after the garnished portion is taken out. For example, if the payment recipient was owed $1,000 but had a lien of $100 owed to Washington State for taxes, the garnished portion would be $100 and the residual portion would be $900. | |
| 27 | Technical | Solution / System | DEPS - this includes all the in-scope functionality as identified in DCYF's business architecture analysis and business capability model for DEPS. At this point, DCYF is not prescribing an architecture that dictates single or multiple products to deliver the functionality required for the eventual DEPS. |
Final Use Case List
| State of Washington Department of Children, Youth, and Families (DCYF) |
| DCYF Enterprise Payment Solution (DEPS) |
| Attachment C: DEPS Functional Requirements Traceability Matrix (RTM) |
| RFP No. 24-DCYF-CW-081 |
| Use Case List | |||
| RTM Tab | Use Case Number | Use Case Name | Use Case Description |
| FR1. Service or Purchase Authorization | 1 | Prepare invoice based on payment type and receive supporting information | • Extract data from eligibility systems and classify payments into appropriate categories based on business rules. |
• Payment categories include recurring or one-time and internal operating and client related expenses.
• Generate A19 invoice voucher and populate the form with relevant information, as defined by DCYF business rules.
• Generate invoice contingent on payments pulled from eligibility System; invoices can contain a pre-filled amount for payment recipient to claim against or an open-ended amount for payment recipients to fill in.
• Identify supporting documents by payment type, transmit invoices to payment recipient or staff, request payment recipient or DCYF staff to complete and submit the claim with supporting documentation, such as p-card purchase receipts.
• Provide staff with a range of option to upload claims and documentation including, but not limited to, portal upload, email, etc.
2 Conduct three-way match • Determine compatibility with automatic three-way matching
• Match authorization, invoice and service proof automatically
• Assign appropriate DCYF staff to conduct three-way match if the activity requires human action.
FR2. Accounts Payable Management 3 Review payment coding and calculate deductions • Determine if payment coding requires staff review and assign DCYF staff for review of account coding.
• Determine if payment requires W2 household deductions and calculate W2 household deductions.
• Determine if payment requires union deductions and calculate union deductions.
4 Create and verify Accounts Payable • Create of Accounts Payable entry based on payment coding for the gross and net amount accounting for applicable deductions.
• Determine if the payment requires a final check/audit before issuance based on payment type and assign staff to conduct audit.
• Identify appropriate timing for the approved payment to be released for issuance and route for issuance accordingly.
| FR3. Payment Issuance Activities | 5 | Identify, record and report duplicate payments | • Identify duplicate payments, notify staff, and record duplicates as payments not complete due to duplication error. |
| 6 | Identify and report garnished payments | • Identify garnishable payments leveraging the list of payment recipient profiles with matched and eligible garnished payments. | |
| 7 | Transmit payment to state system for issuance | • Authorize and route non-garnished / non-garnishable payments to OneWA Workday for issuance, receive and record payment status post-issuance. |
• Route garnished payments to the garnishment process to support OneWA Workday issuance of check
• Receive / capture OneWA Workday status on payment issuance activity.
8 Receive payment authorization request and issue payment • Receive request for payment issuance from DEPS
• Determine if the payment requires an audit before issuance
• Assigns staff to review and authorize the payment
• Issue the payment to recipient using a range of payment methods including, but not limited to, checks (warrant), EFTs, etc.
FR4. Process Garnishments 9 Calculate garnished amounts from garnishable payments • Intake garnishment documents, such as court documents, from staff upload.
• Cross-reference uploaded documents against payment recipient. information, and match garnishment with payment recipient using Tax ID or other payment recipient information.
• Categorize payments as tax or non-tax reportable.
• Compute garnished portions of payments 10 Route garnished and residual provider payment for issuance and record payment status post issuance • Route lien and residual payments to OneWA Workday for issuance, receive and record payment status from OneWA Workday for both garnished and non-garnished payments issued by OneWA Workday.
• Record payments subject to garnishments but deemed non-tax reportable earnings
• Register the garnishments paid and the balance of payment paid to payment recipient to support audit and payment recipient inquiries FR5. Audit activities for underpayments and overpayments 11 Receive and review reports of underpayments and overpayments • Intake data on underpayment or overpayment via payment recipient-filled payment report from the portal, eligibility Systems
• Categorize payment error as either under or over payment
• Identify if the claimed amount on the underpayment was accurate based on proof of services rendered.
12 Correct reported underpayments • Assign underpayment record to appropriate DCYF staff for processing the requisite payment correction and AP adjustment it the underpayment was made in error
• Assign staff to validate accurate underpayments
• Notify staff and payment recipient of final adjustment processed against an underpayment report 13 Identify, track and resolve overpayments • Flag the payment recipient profile with the applicable overpayment amount and assign DCYF staff to contact and request overpayment funds back from payment recipient using a payment recipient remittance request.
• Determine if given overpayment corresponds to a one-time or recurring service.
• Determine if a payment recipient returns or does not return funds within the DCYF prescribed remittance window.
• For recurring payments, for situations when overpayments are not returned within defined window, assign staff to request payment recipient to fill unearned revenue tax form and debit Accounts Payable
• For one-time payments, for situations when the overpayments are not returned with the defined window, mark overpayment as lost capital
• Remove overpayment flag from payment recipient profile if payment recipient returns funds within the widow, or if a debit (decrease) was applied to Accounts Payable.
FR6. Audit activities for aging claims and check (warrants) 14 Audit, categorize and report aging status of uncashed checks • Conduct audit on checks at 90 days since issuance (or amount of time according to DCYF/State business rules in effect at the time) and generate daily report for staff.
• Notify the payment recipient and staff on 90-day status. (or amount of time according to DCYF/State business rules in effect at the time) 15 Issue cancellation request to OneWA Workday and assign to General Ledger 5194 • Send cancelation notice against checks at 180 days since issuance to OneWA Workday and assign check to General Ledger 5194 (or equivalent account code in effect at the time)
• Identify and alert DCYF staff on cancelled checks 16 Receive and resolve vendor request for check reissuance • Intake and record check reissuance request entered by staff on behalf of payment recipient
• Assign staff to contact affected payment recipients and solicit payment recipient affidavits, attesting check was destroyed or not received in conjunction with reissuance form, and process the reissuance.
• Input payment recipient request for check reissuance
• If the request is for a check uncashed between 180 days and 2 years (or amount of time in effect according to DCYF/State business rules at the time), assign DCYF staff to reissue check and create automatic check batching before check is reissued and receive reissue check (warrant) number.
• If check is uncashed beyond 2 years (or amount of time in effect according to DCYF/State business rules at the time), generate unclaimed property report (5194) and route report to DOR for checks unclaimed at or beyond 2 years (or amount of time in effect according to DCYF/State business rules in effect at the time) FR7. General generate reports 17 Generate list of standard reports. • Push a list of standard reports to the DCYF Finance and Accounting team and generates the report on a user dashboard.
• Display the user-selected report to the appropriate DCYF staff at a frequency defined by business rules 18 View and select reports from dashboard • Intake user-defined report parameters
• Generate an ad-hoc parameter driven report on a user dashboard FR8. Tax reporting 19 Produce information to create tax reporting • Determine if given payment requires household W2 or 1099 tax reporting using account coding and pre-established business and tax rules
• If payment recipient ID is available, consolidate payment, deduction and tax information across DCYF services and generate tax documents using payment recipient ID.
• If payment recipient ID is unavailable, assign DCYF staff to leverage alternative identifying information to consolidate payments by payment recipient, apply deductions and generate appropriate tax documents 20 Generate and assign staff to validate W2 or 1099 corrections • Intake request from payment recipient if a W2 or 1099 correction is required and retrieve preceding W2 or 1099 and generate the corrections.
• Assign staff to validate corrections information.
| FR9. Payment Recipient Management Activities | 21 | Register a new payment recipient on the portal | The Fiduciary Analyst reviews, validates, and authorizes a submitted payment authorization. |
| 22 | Provide and receive information to DCYF to support payment authorization | • Prompt payment recipient to complete the invoice and upload supporting documentation to facilitate the three-way match process |
• Provide invoice and intake claims and supporting documentation using a range of communication channels including, but not limited to, payment recipient portal, email, and interactive voice response (Interactive Voice Response (IVR)).
23 View or update profile information • Intake payment recipient request to change profile information and assign staff to review and approve request.
• Notify the program team and the payment recipient on the status of the profile change request 24 Send, receive and display notifications and information in Portal • Notify payment recipient of an underpayments or overpayments incidence, request payment recipient to return unearned payment, and provide payment recipient with additional tax documentation in case the payment recipient does not return the overpayment amount.
• Notify payment recipient on status of underpayment check issuance
• Alert payment recipient to uncashed checks at 90 and 180 days since issuance and notifies payment recipient of check cancellation at 180 days (or amount of time according to DCYF/state business rules in effect at the time)
• Request and intake payment recipient affidavit attesting check was destroyed and not received.
• Inform payment recipient on check reissuance.
• Extract payment status from OneWA Workday / State System / DEPS and generate a dashboard status of payment status
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FR0. General
| State of Washington Department of Children, Youth, and Families (DCYF) |
| DCYF Enterprise Payment Solution (DEPS) |
| Attachment C: DEPS Functional Requirements Traceability Matrix (RTM) |
| RFP No. 24-DCYF-CW-081 |
FR0: General
| DEPS Requirement # | DEPS Requirement Categorization | Requirement Sub-Categorization | DEPS Requirement Description | DEPS Requirement Prioritization | Vendor Response: | |
| Y or N | Vendor Response: | |||||
| O, C, D, T, F, N | Vendor Proposed Release Date | |||||
| (If selecting F) | Vendor Justification for Not Meeting Requirement, if applicable | |||||
| (If selecting N) | Additional Comments (Not Required) | |||||
| Usability | ||||||
| FR0.1 | General | Usability | The System shall validate all fields on pages and forms as configured according to business rules and display real-time errors to the user. | Required |
| FR0.2 | General | Usability | The System shall display clear error messages that describe the issue and potential solution and allow the user to make the necessary edits. | Required |
| FR0.3 | General | Usability | The System shall allow a DCYF staff to upload and attach files as configured according to business rules. | Required |
| FR0.4 | General | Usability | The System shall allow access for the payment recipients (supplier, vendor, service provider, caregiver, client) to be restricted based on business rules and user type. | Required |
| FR0.5 | General | Usability | The System shall provide payment recipients (supplier, vendor, service provider, caregiver, client) access to a self-service portal to communicate with DCYF. | Required |
| FR0.6 | General | Usability | The System shall provide the DCYF staff with the capability to view the Users workload with access based on security permissions. | Required |
| FR0.7 | General | Usability | The System shall provide the DCYF staff with the capability to view the workload of any Users that the DCYF staff supervises. | Required |
FR0.8 General Usability The System shall provide the designated DCYF staff with the capability to reassign work items for any Users that the DCYF staff supervises. Required
| FR0.9 | General | Usability | The System shall provide the DCYF staff with the capability to track work items that have been assigned to the DCYF staff. | Required |
| FR0.10 | General | Usability | The System shall provide the designated DCYF staff with the capability to track work items that have been assigned to any Users that the DCYF staff supervises. | Required |
| FR0.11 | General | Usability | The System shall have the capability to track multiple addresses for the payment recipient including, but not limited to: |
• Physical address.
• Legal address.
| • Mailing address. | Required | ||||
| FR0.12 | General | Usability | The System shall have the ability to apply litigation holds on records. The System shall disallow the ability add, delete or modify payment records upon application and until revocation of litigation hold. | Required | |
| FR0.13 | General | Usability | The System shall provide DCYF staff with the ability to create and maintain a repository of policy and procedure guides to be accessed by Users for reference during business processes. | Preferred | |
| FR0.14 | General | Usability | The System shall provide DCYF staff with the ability to access and view the repository of relevant policies and procedures throughout the System based on business rules. | Preferred | |
| FR0.15 | General | Usability | The System shall support the transmission of notifications to DCYF staff and payment recipients (supplier, vendor, service provider, caregiver, client) via the portal, email or other communication channel as defined by business rules. | Required | |
| FR0.16 | General | Usability | The System shall have the ability to retain and associate client level information with each issued payment. | Required | |
| Approval Workflow | |||||
| FR0.17 | General | Approval Workflow | The System shall provide designated DCYF staff the ability to approve, modify, or return transactions at all steps in the payment workflow. | Required | |
| FR0.18 | General | Approval Workflow | The System shall have the ability to perform multiple levels of approval and electronic routing | Required | |
| Controlling Vendor Access/Accounts | |||||
| FR0.19 | General | Controlling Vendor Access/Accounts | The System shall provide a mechanism to control access and information available in the payment recipient portal, including, but not limited to, the ability to deactivate an external user profile/account. | Required | |
| FR0.20 | General | Controlling Vendor Access/Accounts | The System shall retain a record of vendor and past transactions for inactive/deactivated vendor accounts | Required | |
| FR0.21 | General | Controlling Vendor Access/Accounts | The System shall allow DCYF staff to view vendor information and transaction information for inactive/deactivated vendor accounts | Required | |
| Notifications | |||||
| FR0.22 | General | Notifications | The System shall have the ability to notify DCYF staff of events related to a vendor or payment transaction, including, but not limited to: |
• workflow status changes.
• actions required.
• occurence of events such as overpayment or underpayment.
• invoices exceeding encumbrance thresholds.
• invoices exceeding grant spend down thresholds.
| • changes to vendor status impacting payment. | Required | |||
| FR0.23 | General | Notifications | The System shall have the ability to notify payment recipients of events related to a payment recipient account or payment transaction, including, but not limited to: |
• workflow status changes.
• occurence of events such as overpayment or underpayment.
• requests for additional information. Required
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&"Arial,Regular"&9&F &"Arial,Regular"&9&P of &N
FR1. Purchase Order
| State of Washington Department of Children, Youth, and Families (DCYF) |
| DCYF Enterprise Payment Solution (DEPS) |
| Attachment C: DEPS Functional Requirements Traceability Matrix (RTM) |
| RFP No. 24-DCYF-CW-081 |
FR1. Purchase Order (Services and Goods Authorization)
| Req # | Requirement Categorization | Requirement Sub-Categorization | DEPS Requirement Description | DEPS Requirement Prioritization | Vendor Response: | |
| Y or N | Vendor Response: | |||||
| O, C, D, T, F, N | Vendor Proposed Release Date | |||||
| (If selecting F) | Vendor Justification for Not Meeting Requirement, if applicable | |||||
| (If selecting N) | Additional Comments (Not Required) | |||||
| Purchase Order information ingestion and classification | ||||||
| FR1.1 | FR1. Service or Purchase Authorization | Purchase Order information ingestion and classification | The System shall have the ability to ingest purchase order (services or goods authorization) information including, but not limited to payment recipient, service type, service period, and/or contracted fees, from eligibility Systems. | Required | ||
| FR1.2 | FR1. Service or Purchase Authorization | Purchase Order information ingestion and classification | The System shall have the ability to classify payments into appropriate payment categories based on business rules. | Required | ||
| Invoice production and tracking | ||||||
| FR1.3 | FR1. Service or Purchase Authorization | Invoice production and tracking | The System shall support the production of electronic self-billing invoices (DCYF generated) and invoice vouchers (A19) in multiple formats, including, but not limited to: |
• Self-billing invoice with pre-calculated amount due for payment recipients to claim against.
• Self-billing invoice with blank fields for DCYF staff to manually enter amount due information.
• Self-billing invoices for one-time payments.
• Invoices used for a single non-repeating transaction for a one-off purchase of services or goods.
• The amount is fixed and specific to the transaction.
• Self-billing invoices for recurring payments.
| • Invoice generated on a recurring basis at at regular intervals, as determined by DCYF service agreements, for ongoing services, with either set or variable amount due based on terms of the agreement. | Required | |||
| FR1.4 | FR1. Service or Purchase Authorization | Invoice production and tracking | The System shall support the production of electronic self-billing invoices (DCYF generated) and invoice vouchers (A19) in multiple formats, including, but not limited to: |
• Self-billing invoice with pre-calculated amount due for payment recipients to claim against.
• Self-billing invoice with blank fields for DCYF staff to manually enter amount due information.
• Self-billing invoices for one-time payments.
• Invoices used for a single non-repeating transaction for a one-off purchase of services or goods.
• The amount is fixed and specific to the transaction.
• Self-billing invoices for recurring payments.
| • Invoice generated on a recurring basis at at regular intervals, as determined by DCYF service agreements, for ongoing services, with either set or variable amount due based on terms of the agreement. | Required | ||||
| FR1.5 | FR1. Service or Purchase Authorization | Invoice production and tracking | The System shall have the ability to set up a one-time payment recipient to process a one-time payment. | Required | |
| FR1.6 | FR1. Service or Purchase Authorization | Invoice production and tracking | The System shall have the ability to populate a generated self-billing invoice (DCYF generated and/or invoice vouchers (A19)) with relevant information, which may include but may not be limited to payment amount, invoice number, etc. The System shall be able to fill multiple A19 subtypes, which include but may not be limited to A19A and A19A2. | ||
| Required | |||||
| FR1.7 | FR1. Service or Purchase Authorization | Invoice production and tracking | The System shall allow DCYF staff to enter information to generate the associated self-billing invoices (DCYF generated) and/or invoice voucher (A19). | Required | |
| FR1.8 | FR1. Service or Purchase Authorization | Invoice production and tracking | The System shall support automatic propogation of line item data, using DCYF defined business rules, from purchase orders (services or goods authorization) to applicable self-billing invoices. | Preferred | |
| FR1.9 | FR1. Service or Purchase Authorization | Invoice production and tracking | The System shall support the tracking of self-billing invoices (DCYF generated invoices), invoice (payment recipient submitted), and/or invoice vouchers (A19) paid against a purchase order (services or goods authorization). Tracking may include recording events including, but not limited to: |
• Production of self-billing (DCYF generated) invoice.
• Receipt of invoice (payment recipient submitted invoice) from the payment recipient.
• Approval of invoice for payment.
| • Payment of invoice (payment recipient submitted invoice) against a purchase order (services or goods authorization). | Required | ||||
| FR1.10 | FR1. Service or Purchase Authorization | Invoice production and tracking | The System shall have the ability to identify and indicate duplicate invoices (payment recipient submitted) from the same payment recipient based on attributes such as invoice number, date, goods/services, and amount due. | Required | |
| FR1.11 | FR1. Service or Purchase Authorization | Invoice production and tracking | The System shall have the ability to perform decentralized self-billing invoice (DCYF generated and/or invoice vouchers (A19)) entry based on user-defined criteria. The criteria may include but may not be limited to: |
• An invoice with a pre-filled amount for payment recipients to claim against.
• An invoice with the ability to fill in the amount to pay.
• Invoice for one-time payment.
| • Invoice for recurring payments. | Required | ||||
| FR1.12 | FR1. Service or Purchase Authorization | Invoice production and tracking | The System shall have the ability to allow payment receipients to provide information to complete self-billing invoices (DCYF generated and/or invoice vouchers (A19)) for one-time and recurring payments, as needed by DCYF business rules. | Required | |
| FR1.13 | FR1. Service or Purchase Authorization | Invoice production and tracking | The System shall have the ability to accept and apply information related to a self-billing invoice (DCYF generated and/or invoice vouchers (A19)) and/or payment recipient submitted invoice received via different channels including, but not limited to the following: |
• Payment recipient portal upload.
| • Interactive Voice Response (IVR). | Required | ||||
| FR1.14 | FR1. Service or Purchase Authorization | Invoice production and tracking | The System shall have the ability to allow DCYF staff to validate the payment information entered by the payment recipient to support self-billing invoice (DCYF generated and/or invoice vouchers (A19)) generation. | Required | |
| Invoice editing and scheduling | |||||
| FR1.15 | FR1. Service or Purchase Authorization | Invoice editing and scheduling | The System shall have the ability for DCYF staff to edit or cancel invoices (payment recipient submitted and/or DCYF generated) by payment recipient invoice number or other payment recipient identifying information per DCYF rules, to avoid duplicate processing. | Required | |
| FR1.16 | FR1. Service or Purchase Authorization | Invoice editing and scheduling | The System shall support the scheduling of recurring invoice (self-billing and DCYF generated) payments based on time periods for services dictated by DCYF payment recipient contracts. | Required | |
| FR1.17 | FR1. Service or Purchase Authorization | Invoice editing and scheduling | The System shall support the automatic generation of due date for self-billing invoice (DCYF generated and/or invoice vouchers (A19)) and payment recipient submitted invoices based on invoice date and account coding | Required | |
| FR1.18 | FR1. Service or Purchase Authorization | Invoice editing and scheduling | The System shall support the manual override of automatically generated due dates for self-billing invoice (DCYF generated and/or invoice vouchers (A19)) and payment recipient submitted invoices. | Required | |
| FR1.19 | FR1. Service or Purchase Authorization | Invoice editing and scheduling | The System shall have the ability to schedule or defer self-billing invoices (DCYF generated and/or invoice vouchers (A19)) and/or payment recipient submitted invoices for payment based on user-defined criteria. | Required | |
| Invoice assignment and categorization | |||||
| FR1.20 | FR1. Service or Purchase Authorization | Invoice assignment and categorization | The System shall have the ability to assign invoices (payment recipient submitted) to appropriate DCYF DCYF staff based on DCYF-defined business rules, by type of invoice and other user-defined criteria, including, but not limited to, the following: |
• Payment type.
• One-time or recurring.
• Internal operating vs client related expenses.
• payment recipient.
• DCYF program area.
• Child Welfare.
• Early Learning.
Juvenile Rehabilitation.
| • Fiscal Year. | Required | |||
| FR1.21 | FR1. Service or Purchase Authorization | Invoice assignment and categorization | The System shall have the ability to categorize invoices (payment recipient submitted and DCYF generated) by user-defined criteria, including, but not limited to, the following: |
• Payment type:
• Requiring vendor claim (one-time, recurring) or not requiring vendor claim (repetitive payments).
• Internal operating or client related expenses.
• Payment recipient type.
• DCYF program area:
• Child Welfare.
• Early Learning.
• Juvenile Rehabilitation.
• Fiscal Year.
| • Funding Source. | Required | ||||
| Special Handling | |||||
| FR1.22 | FR1. Service or Purchase Authorization | Special Handling | The System shall have the ability to flag and process a self-billing invoice (DCYF generated and/or invoice vouchers (A19)) and/or a payment recipient submitted invoice for special handling (e.g., expedite, hold, etc.). | Required | |
| FR1.23 | FR1. Service or Purchase Authorization | Special Handling | The System shall have the ability to reopen closed Purchase Orders (Services or Goods Authorizations) and contracts within the current fiscal year. | Required | |
| FR1.24 | FR1. Service or Purchase Authorization | Special Handling | The System shall have the ability to process partial month payments based on service start and end dates. | Required | |
| FR1.25 | FR1. Service or Purchase Authorization | Special Handling | The System shall have the ability to assign appropriate DCYF staff with the task to review duplicate self-billing invoices (DCYF generated and/or invoice vouchers (A19)) and/or payment recipient submitted invoices and take action to avoid duplicate payments. | Required | |
| FR1.26 | FR1. Service or Purchase Authorization | Special Handling | The System shall have the ability for a DCYF staff to manually override the self-billing invoices (DCYF generated and/or invoice vouchers (A19)) and/or payment recipient submitted invoices due date. | Preferred | |
| Alerts and notifications | |||||
| FR1.27 | FR1. Service or Purchase Authorization | Alerts and notifications | The System shall have the ability to communicate with the payment recipient including the ability to transmit documents and instructions to payment recipients via different channels including, but not limited to, the following: |
• Mail.
• E-mail.
| • Payment Recipient Portal. | Required | |||
| FR1.28 | FR1. Service or Purchase Authorization | Alerts and notifications | The System shall support sending alerts and notifications to payment recipients for the following payment events, including, but not limited to: |
• Entry of information for self-billing invoices (DCYF generated and/or invoice vouchers (A19)) and/or payment recipient submitted invoices entry
• Invoice approval.
• Deduction(s) taken.
| • Payment processing status. | Required | ||||
| Invoice processing and payment calculation | |||||
| FR1.29 | FR1. Service or Purchase Authorization | Invoice processing and payment calculation | The System shall support self-billing invoices (DCYF generated and/or invoice vouchers (A19)) and/or payment recipient submitted invoices which can be routed to multiple approvers in parallel. | Required | |
| FR1.30 | FR1. Service or Purchase Authorization | Invoice processing and payment calculation | The System shall associate the correct payment recipient ID to self-billing invoices (DCYF generated and/or invoice vouchers (A19)) and/or payment recipient submitted invoices and vouchers as configured according to business rules. | Required | |
| FR1.31 | FR1. Service or Purchase Authorization | Invoice processing and payment calculation | The System shall have the ability to identify appropriate documentation required for processing self-billing invoices (DCYF generated and/or invoice vouchers (A19)) and/or payment recipient submitted invoices based on DCYF business rules. The System shall rely on factors including, but not limited to: |
a. Payment type (one-time vs recurring).
b. DCYF program area.
| Required | ||||
| FR1.32 | FR1. Service or Purchase Authorization | Invoice processing and payment calculation | The System shall support the automatic calculation of self-billing invoices (DCYF generated and/or invoice vouchers (A19)) line amount if the quantity and price are entered during the preparation of an electronic invoice. | Required |
| FR1.33 | FR1. Service or Purchase Authorization | Invoice processing and payment calculation | The System shall provide automatic generation and assignment of invoice numbers, based on user-defined criteria. | Preferred |
| Budget and encumbrance management | ||||
| FR1.34 | FR1. Service or Purchase Authorization | Budget and encumbrance management | The System shall provide ability to block the entry of self-billing invoices (DCYF generated and/or invoice vouchers (A19)) and/or payment recipient submitted invoices exceeding available encumbrance or budget amount at time of invoice entry based on user-defined parameters (e.g., percentage above PO/contract value, etc.). | Required |
| FR1.35 | FR1. Service or Purchase Authorization | Budget and encumbrance management | The System shall provide ability to track self-billing invoices (DCYF generated and/or invoice vouchers (A19)) and/or payment recipient submitted invoices blocked for exceeding available encumbrance or budget amount at time of invoice entry based on user-defined parameters (e.g., percentage above PO/contract value, etc.). | Required |
| FR1.36 | FR1. Service or Purchase Authorization | Budget and encumbrance management | The System shall have the ability to pro-rate self-billing invoices (DCYF generated and/or invoice vouchers (A19)) and/or payment recipient submitted invoices to the appropriate budgetary or balance sheet line item based on user-defined criteria. | Required |
| FR1.37 | FR1. Service or Purchase Authorization | Budget and encumbrance management | The System shall provide for supervisory override of blocked self-billing invoices (DCYF generated and/or invoice vouchers (A19)) and/or payment recipient submitted invoices. | Required |
| P-card management | ||||
| FR1.38 | FR1. Service or Purchase Authorization | P-card management | The System shall provide DCYF staff the ability to upload p-card transaction information. | |
| Required | ||||
| FR1.39 | FR1. Service or Purchase Authorization | P-card management | The System shall ingest the uploaded p-card transaction information from the DCYF staff. | |
| Required | ||||
| FR1.40 | FR1. Service or Purchase Authorization | P-card management | The System shall have the ability to define spend categories (for goods and services) for p-card usage. | Required |
| FR1.41 | FR1. Service or Purchase Authorization | P-card management | The System shall allow the p-card administrator to set up a default account code and other required fields for allocating expenses associated with each p-card. | Required |
| FR1.42 | FR1. Service or Purchase Authorization | P-card management | The System shall allow the p-card administrator to modify default account codes or select alternate account codes for allocating expenses associated with each p-card. | Required |
| Back end functionality | ||||
| FR1.43 | FR1. Service or Purchase Authorization | Back end functionality | The System shall allow creation and management of back-end payment information including, but not limited to: |
a. Various rates by payment recipient/region/location/etc.
b. State fiscal codes.
c. One-time and recurring payments.
| d. Funding source identification. | Required | ||||
| Invoice validation | |||||
| FR1.44 | FR1. Service or Purchase Authorization | Invoice validation | The System shall support 2-way and 3-way matching (e.g., invoice to purchase order to receipt) for expenses related to DCYF program transactions. The matching shall be compatible with all invoice types at DCYF including self-billing invoices (DCYF generated and/or invoice vouchers (A19)) and/or payment recipient submitted invoices. | Required | |
| FR1.45 | FR1. Service or Purchase Authorization | Invoice validation | The System shall have the ability to interface with external systems including eligibility systems (service authorization systems) to extract authorized service units, and other purchase order (services or goods authorization) information required for invoice matching as defined by DCYF business rules. | ||
| Required | |||||
| FR1.46 | FR1. Service or Purchase Authorization | Invoice validation | The System shall have the ability to interface with external systems including eligibility systems (authorized services systems) to extract delivered service units and other purchase order (services or goods authorization) information required for invoice matching as defined by DCYF business rules. | ||
| Required | |||||
| FR1.47 | FR1. Service or Purchase Authorization | Invoice validation | The System shall have the ability to interface with external systems including eligibility systems (authorized services systems) to extract payment recipient submitted inovices and other information as defined by DCYF business rules. | ||
| Required | |||||
| FR1.48 | FR1. Service or Purchase Authorization | Invoice validation | The System shall support on-line 2-way and 3-way matching (e.g., invoice to Purchase Order to receipt) | Required | |
| FR1.49 | FR1. Service or Purchase Authorization | Invoice validation | The System shall determine if the 3-way or 2-way match process requires DCYF staff involvement, based on business rules. | Required |
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