City_of_Santa_Cruz_ERP_and_UB_RFP_-_Attachment_B.xlsx
XLSX spreadsheet 311 KB Posted
- Solicitation number
- RFP No. IT-0046
- Issued by
- Santa Cruz County, San Francisco City, California
About this file
The document is a comprehensive Functional and Technical Requirements attachment (Attachment B) for the City of Santa Cruz's Enterprise Resource Planning (ERP) and Utility Billing (UB) software systems procurement. The City has issued a Request for Proposal (RFP) seeking qualified firms to replace its current Tyler Technologies Eden ERP and Utility Billing platforms with modern, integrated solutions designed to streamline and improve organizational processes. The RFP aims to implement a comprehensive software system that covers 19 functional areas, including General and Technical Requirements, General Ledger and Financial Reporting, Project Accounting and Grant Management, Utility Billing, Budget, Human Resources, Accounts Receivable, Accounts Payable, Fixed Assets, Inventory, Purchasing, Payroll, Time and Attendance, Benefits, and Data Conversion.
The procurement encompasses a total of 3,627 functional requirements across these modules, with each requirement categorized by criticality and potential implementation status (Standard, Future, Customization, or Third Party). The City seeks a solution that offers comprehensive integration, workflow capabilities, robust reporting, and the ability to support complex municipal operations. The technical requirements emphasize integration, security, user interface, reporting, and system flexibility, with specific attention to areas like project accounting, grant management, utility billing, and human resources management. The RFP indicates the City is open to comprehensive solutions or partnerships that can meet their functional needs, with a preference for commercial off-the-shelf solutions that can be configured to align with municipal best practices.
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Other files
| File | Type | Posted |
|---|---|---|
| City_of_Santa_Cruz_ERP_RFP_-_Attachment_C2.docx | DOCX document | |
| City_of_Santa_Cruz_ERP_RFP_-_Attachment_C1.xlsx | XLSX spreadsheet | |
| City_of_Santa_Cruz_ERP_RFP_-_Attachment_A.docx | DOCX document | |
| City_of_Santa_Cruz_ERP_and_UB_RFP_Specifications.pdf |
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TOC
| Table of Contents | ||
| Tab No. | Functional Area | Number of Requirements |
| 1 | General and Technical | 200 |
| 2 | General Ledger and Financial Reporting | 180 |
| 3 | Project Accounting and Grant Management | 150 |
| 4 | Utility Billing - Account Management | 333 |
| 5 | Utility Billing - Meter to Cash | 314 |
| 6 | Utility Billing - Customer Portal | 25 |
| 7 | Utility Billing - Field Service | 297 |
| 8 | Utility Billing - Refuse Services | 39 |
| 9 | Budget | 175 |
| 10 | HR and Personnel Management | 218 |
| 11 | Accounts Receivable | 170 |
| 12 | Accounts Payable | 182 |
| 13 | Fixed Assets | 87 |
| 14 | Inventory | 80 |
| 15 | Purchasing | 276 |
| 16 | Payroll | 331 |
| 17 | Time and Attendance | 294 |
| 18 | Benefits | 205 |
| 19 | Data Conversion | 26 |
| 20 | Interfaces | 45 |
| Total Functional Requirements: | 3,627 |
| Indicator | Definition | Instruction |
| S | Standard: Feature/Function is included in the current software release and will be implemented by the planned phase go-live date as part of the proposal from Offerors in accordance with agreed-upon configuration planning with the City. | Offeror are encouraged, but not required, to provide additional information in the Comments column to further demonstrate the system’s ability to meet the requirement. |
| F | Future: Feature/Function will be available in a future software release available to the City by June 1, 2024, at which point it will be implemented in accordance with agreed-upon configuration planning with the City. | If a response indicator of “F” is provided for a requirement that will be met in a future software release, the Offeror shall indicate the planned release version, as well as the time the release will be generally available. |
| C | Customization: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with custom modifications. All related customization costs should be indicated in Attachment C1 – Cost Worksheet. | If a response indicator of “C” is provided for a requirement that will be met through a custom modification, the Offeror shall indicate the cost of such a modification. |
| T | Third Party: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with integration with a third-party system. This system should be specified. | If a response indicator of “T” is provided for a requirement that will be met by integration with a third-party system, the Offeror shall identify this third-party system and include a cost proposal to secure this system. If the third-party system is a part of the proposal, the third-party shall respond to the appropriate requirements using the “S”/”C”/”T”/”N” response indicators with a clear notation that the responses are provided by the third-party. |
| N | No: Feature/Function cannot be provided. | N/A |
&"Arial,Bold"&14City of Santa Cruz, CA &"Arial,Regular"&11Functional and Technical Requirements
&"Arial,Regular"&10Attachment B &"Arial,Regular"&10Page &P of &N &"Arial,Regular"&10Last Updated: October 11, 2023
1. General and Technical
| Indicator | Definition | Instruction | ||
| S | Standard: Feature/Function is included in the current software release and will be implemented by the planned phase go-live date as part of the proposal from Offerors in accordance with agreed-upon configuration planning with the City. | Offeror are encouraged, but not required, to provide additional information in the Comments column to further demonstrate the system’s ability to meet the requirement. | ||
| F | Future: Feature/Function will be available in a future software release available to the City by June 1, 2024, at which point it will be implemented in accordance with agreed-upon configuration planning with the City. | If a response indicator of “F” is provided for a requirement that will be met in a future software release, the Offeror shall indicate the planned release version, as well as the time the release will be generally available. | ||
| C | Customization: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with custom modifications. All related customization costs should be indicated in Attachment C1 – Cost Worksheet. | If a response indicator of “C” is provided for a requirement that will be met through a custom modification, the Offeror shall indicate the cost of such a modification. | ||
| T | Third Party: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with integration with a third-party system. This system should be specified. | If a response indicator of “T” is provided for a requirement that will be met by integration with a third-party system, the Offeror shall identify this third-party system and include a cost proposal to secure this system. If the third-party system is a part of the proposal, the third-party shall respond to the appropriate requirements using the “S”/”C”/”T”/”N” response indicators with a clear notation that the responses are provided by the third-party. | ||
| N | No: Feature/Function cannot be provided. | N/A | ||
| General and Technical | ||||
| Req | Description of Capability | Criticality | Vendor Response | Comments |
| Technical Environment | ||||
| GT.1 | The system has the ability to flow all changes made in the system throughout all proposed system modules without the need for duplicate data entry. | Critical | ||
| The system has the ability to import and export data from (or to) standard file formats including but not limited to: | ||||
| GT.2 | PDFs that are text based and searchable; | Critical | ||
| GT.3 | .txt; | Critical | ||
| GT.4 | csv; | Critical | ||
| GT.5 | MS Excel (version 2016 or later); | Critical | ||
| GT.6 | MS Word (version 2016 or later); and | Critical | ||
| GT.7 | MS SQL (2014 SP3 or newer); | Critical | ||
| GT.8 | The system has the ability to view SQL statements related to a specific action (i.e., Log Explorer for Eden). | Desired | ||
| GT.9 | The system has the ability to import and export data with web services formats. | Critical | ||
| GT.10 | The system has the ability to support API's (Application Programming Interface) for third-party system integration. | Critical | ||
| GT.11 | The system has its own API keys and connectors for third-party and in-house system integration. | Critical | ||
| GT.12 | The system has the ability to provide a toolkit to create and manage API's, in an easy user-friendly interface. | Desired | ||
| GT.13 | The system has the ability to provide a centralized data dictionary, that fully describes table structure and appropriate levels of metadata. | Critical | ||
| GT.14 | The system has the ability to support the City's preferred web browsers (Chrome, Edge, and Safari). | Critical | ||
| GT.15 | The system has the ability to store and apply digital copies of signatures (e.g., DocuSign) seamlessly to documents (e.g., checks, notification letters) with appropriate security permissions. | Critical | ||
| GT.16 | The system has the ability to support a production, test and development environment including the ability to track software changes applied to each environment and roll back as necessary. | Critical | ||
| GT.17 | The system has the ability to be fully operational without an instance of an installed client on the desktop. | Desired | ||
| Document Management | ||||
| GT.18 | The system has the ability to provide "Document Management System" functionality to track electronic files associated with specific system records. | Desired | ||
| GT.19 | The system has the ability to use "drag and drop" or file upload functionality to associate documents to transactions within the system. | Desired | ||
| GT.20 | The system has the ability to automatically link imported documents to specific records. | Critical | ||
| GT.21 | The system has the ability to index documents to the system. | Desired | ||
| GT.22 | The system has the ability to allow a user to scan documents directly into the system. | Desired | ||
| GT.23 | The system has the ability to export a file directly for document storage. | Desired | ||
| GT.24 | The system has the ability to interface to an external document management system. | Critical | ||
| GT.25 | The system has the ability to email a linked image file to another party (internally or externally). | Critical | ||
| GT.26 | The system has the ability to identify records with imaged documentation. | Desired | ||
| GT.27 | The system has the ability to associate electronic files with a system record (e.g., Excel, Word, PDF, .jpg). | Desired | ||
| GT.28 | The system has the ability to support the purging of scanned documents, according to City defined schedules, allowing for differing schedules based on the document-type, module, and/or other City-defined elements | Critical | ||
| GT.29 | The system has the ability to support a hierarchy for archival and purging of data records (e.g., contract should remain active until a project is closed even if the contract has reached a City-defined threshold for archival or purging). | Desired | ||
| GT.30 | The system has the ability to support the purging of scanned documents, according to City defined schedules. | Desired | ||
| GT.31 | The system has the ability to integrate with the City's selected document management system to transfer the source attachment document and retain only a link within the ERP system if the system does not have document management capabilities (i.e., a link to the source document will be maintained in the ERP system to the document management system). | Desired | ||
| GT.32 | The system has the ability to electronically capture and store files, with Optical Character Recognition (OCR) capabilities. | Critical | ||
| Security | ||||
| GT.33 | The system has the ability to operate in a multi-domain environment (e.g. the City operates two separate AD domains). | Critical | ||
| GT.34 | The system has the ability to inherit groups from Active Directory for application authentication. | Desired | ||
| GT.35 | The system has the ability to support Single Sign On (SSO) capability in multiple environments. | Critical | ||
| GT.36 | The system has the ability to use multi-factor authentication (MFA) for access to the application. | Critical | ||
| GT.37 | The system has the ability to store passwords in encrypted form. | Critical | ||
| GT.38 | The system has the ability to encrypt data stored in the database in the production, development, and test environments. | Critical | ||
| GT.39 | The system has the ability to encrypt data stored in the application (data in transit) in the production, development, and test environments. | Critical | ||
| The system has the ability to provide security at the following levels: | ||||
| GT.40 | Department; | Critical | ||
| GT.41 | AD Group; | Desired | ||
| GT.42 | Role or group; | Critical | ||
| GT.43 | User ID; | Critical | ||
| GT.44 | Screen; | Desired | ||
| GT.45 | Menu; | Desired | ||
| GT.46 | Report; | Critical | ||
| GT.47 | Field; | Critical | ||
| GT.48 | Field value as defined by the City (e.g., position, benefit category, employee class); | Desired | ||
| GT.49 | Element in chart of accounts; and | Critical | ||
| GT.50 | Transaction type. | Critical | ||
| GT.51 | The system has the ability to initiate and complete access to security roles and can do so for user and/or System Administrator defined periods of time. | Desired | ||
| GT.52 | The system has the ability to allow the City to determine which fields are visible to roles. | Desired | ||
| GT.53 | The system has the ability to provide role-based security that is configurable and can be maintained by the City. | Critical | ||
| GT.54 | The system has the ability to transition role-based access based on changes in position control. | Critical | ||
| GT.55 | The system has the ability to clone access for role-based security. | Critical | ||
| GT.56 | The system has the ability to provide both read and write access to the system using role based security. | Critical | ||
| GT.59 | The system has the ability to provide view only access to the system using role based security | Criticality | ||
| The system has the ability to track audit changes throughout the system that creates a log of all records maintained and includes: | ||||
| GT.60 | Date; | Critical | ||
| GT.61 | Time; | Critical | ||
| GT.62 | User; | Critical | ||
| GT.63 | Information prior to change; | Critical | ||
| GT.64 | Changed information; and | Critical | ||
| GT.65 | Other administer-configurable information. | Critical | ||
| GT.66 | The system has the ability to allow auditing within modules to be determined by the module, and configured by the administrator. | Desired | ||
| GT.67 | The system has the ability to update all security roles automatically (user discretion) when a change in the "master" role is made. | Desired | ||
| GT.68 | The system has the ability to provide functional security to control what processes can be performed by certain users (i.e., view vs. edit benefit information). | Critical | ||
| GT.69 | The system has the ability to allow a City administrator to configure the duration that time audit logs are retained (e.g., 90 days). | Critical | ||
| GT.70 | The system has the ability to allow for an internal audit role to monitor ongoing audit logs. | Desired | ||
| GT.71 | The system has the ability to provide access to audit trails for only the roles with proper security based upon the user’s security profile. | Critical | ||
| GT.72 | The system has the ability to allow the System Administrator to add and change permissions for system access. | Critical | ||
| GT.73 | The system has the ability to allow for Sub System Administrator roles that allow for limited and/or restricted System Administrator system access. | Desired | ||
| GT.74 | The system has the ability to log users off the system after an administrator-defined period of inactivity, based on user-defined roles. | Critical | ||
| GT.75 | The system has the ability to allow a System Administrator to log out users. | Critical | ||
| GT.76 | The system has the ability to provide customizable audit reports. | Desired | ||
| GT.77 | The system has the ability to provide configurable exception reports. | Critical | ||
| GT.78 | The system has the ability to allow authorized users to have access to a log of security activity to determine users that have signed on and off the system, as well as unsuccessful attempts to sign on to the system. | Desired | ||
| GT.79 | The system has the ability to transfer the audit trail log to a third-party system based on a schedule as defined by the City. | Desired | ||
| GT.80 | The system has the ability to allow the audit trail to have a date/time stamp to the nearest millisecond. | Desired | ||
| The system has the ability to mask fields by user role including but not limited to: | ||||
| GT.81 | Tax numbers/ID; | Critical | ||
| GT.82 | Date of Birth; | Critical | ||
| GT.83 | Passwords; | Critical | ||
| GT.84 | Checking and banking account numbers; | Critical | ||
| GT.85 | Social Security numbers; | Critical | ||
| GT.86 | Drivers License numbers; | Critical | ||
| GT.87 | Employee contact information (e.g., address, phone, etc.); | Critical | ||
| GT.88 | Email addresses; | Critical | ||
| GT.89 | Pay rates; and | Critical | ||
| GT.90 | Other, user-defined fields. | Critical | ||
| GT.91 | The system has the ability to mask a portion of any of the above fields. | Critical | ||
| GT.92 | The system has the ability to be operational on a 24 x 7 scheduled basis. | Critical | ||
| GT.93 | The system has the ability to apply the same security permissions to system queries and reports as it does to data fields/elements, based on user (e.g., data fields masked on a record or transaction are similarly masked on reports run by the user). | Desired | ||
| GT.94 | The system has the ability to ensure that all modules are Payment Card Industry (PCI) compliant with the most recent PCI Data Security Standards (DSS) and provide Attestation of Compliance (AOC). | Critical | ||
| User Interface | ||||
| GT.95 | The system has the ability to provide drop down boxes or other pick list function for data selection. | Critical | ||
| GT.96 | The system must be compliant the American Disabilities Act (ADA). | Critical | ||
| GT.97 | The system has the ability to provide functional online help documentation for system end users. | Critical | ||
| GT.98 | The system has the ability to provide technical online help documentation for system administrators. | Critical | ||
| GT.99 | The system has the ability to provide integration with MS 365, with appropriate security permissions. | Desired | ||
| GT.100 | The system UI supports multiple languages | Desired | ||
| GT.101 | The system has the ability to provide error messages that appear in a consistent format across all system modules. | Critical | ||
| GT.102 | The system has the ability to provide error messages that are integrated with online help functionality. | Desired | ||
| GT.103 | The system has the ability to create error logs with detail associated with the error. | Desired | ||
| GT.104 | The system has the ability to provide configuration options to the System Administrator with the level of detail that is logged in error logs. | Critical | ||
| GT.105 | The system has the ability to allow users to send error reports to the System Administrator. | Desired | ||
| GT.106 | The system has the ability to provide administrator configurable error messages. | Desired | ||
| GT.107 | The system has the ability to provide user-defined fields with appropriate security permissions. | Desired | ||
| GT.108 | The system has the ability to allow the City to determine which fields are required. | Critical | ||
| GT.109 | The system has the ability to provide an administrative messaging system (e.g., a message to alert users of system maintenance activity). | Desired | ||
| GT.110 | The system has the ability to provide customizable screens based on roles and permissions. | Desired | ||
| GT.111 | The system has the ability to provide contextual help (i.e., field descriptions that are displayed based on the location of the mouse or cursor). | Desired | ||
| GT.112 | The system has the ability to provide contextual help with the ability to turn this feature off (i.e., field descriptions that are displayed based on the location of the mouse or cursor). | Desired | ||
| GT.113 | The system has the ability to provide customizable help (e.g., the City can add and/or modify the standard delivered help). | Desired | ||
| GT.114 | The system has the ability to provide data validation on entry. | Critical | ||
| GT.115 | The system has the ability to attach files to records in the system with the ability to restrict this functionality. | Critical | ||
| GT.116 | The system has the ability to add a new value to a pick list table without having to navigate from the table, with appropriate security permissions, and using an effective date to restrict uses of added values. | Desired | ||
| GT.117 | The system has the ability to provide drill down capability on all screens where applicable. | Critical | ||
| GT.118 | The system has the ability to provide drill down capability to see attachments to records based on security permissions. | Critical | ||
| GT.119 | The system has the ability to provide the user with standard field editing capabilities including but not limited to: navigation forward and backward to complete data entry and the ability to correct spelling mistakes. | Critical | ||
| GT.120 | The system has the ability to spell check on any field with the ability for a user to accept or ignore suggestion. | Desired | ||
| GT.121 | The system has the ability to provide predictive text capability with the ability to turn this functionality on or off. | Desired | ||
| GT.122 | The system has the ability to search by wild cards, based on security permissions. | Critical | ||
| GT.123 | The system has the ability to search by fragment or portion of a word. | Critical | ||
| GT.124 | The system has the ability to support pre-filled fields in appropriately pre-formatted screens eliminating redundant data entry. | Critical | ||
| GT.125 | The system has the ability to provide links to associated modules from any display screen to minimize backing out of one screen to access another, with appropriate security. | Desired | ||
| GT.126 | The system has the ability to support access from mobile devices (e.g., for City-defined approvals and Executive Information System) with appropriate security permissions. | Critical | ||
| GT.127 | The system has the ability for multiple windows to be open at the same time on a single device. | Critical | ||
| GT.128 | The system has the ability to warn a user that they are about to execute a process and ask if they want to proceed (i.e., to warn before posting a batch of changes, etc.). | Critical | ||
| GT.129 | The system has the ability to allow an administrator to configure which business process are prompted with a warning to proceed, with appropriate security permissions. | Desired | ||
| GT.130 | The system has the ability to allow the configuration of processes using only the keyboard depending on a user's preferences. | Desired | ||
| GT.131 | The system has the ability to allow the configuration of processes using either the keyboard only, the mouse only, or a combination of the two, depending on a user's preference. | Desired | ||
| GT.132 | The system has the ability to provide the user with integrated application modules that offer a consistent user interface to minimize user training and administration of the system. | Critical | ||
| GT.133 | The system has the ability to allow the system administrator to rename field labels, and propagate to other instances of the field being used and modified. | Desired | ||
| GT.134 | The system has the ability to allow all end user customizations and configurations related directly to the system to be stored in a central database and not stored in files residing on user workstations. | Desired | ||
| GT.135 | The system has the ability to recognize the device that is being used to view the software to make the necessary window adjustments (screen optimization). | Desired | ||
| Workflow | ||||
| GT.136 | The system has the ability to initiate and track the workflow and approval process. | Critical | ||
| GT.137 | The system has the ability to assign different levels of approval for the same user. | Critical | ||
| GT.138 | The system has the ability to maintain separation of duties related to workflow approval processes. | Critical | ||
| GT.139 | The system has the ability to provide workflow functionality in all applicable system modules. | Critical | ||
| GT.140 | The system has the ability to integrate workflow capability to all applications listed in the Interfaces Tab that have a type of integration of "BOTH." Exceptions should be noted in the comment field. | Desired | ||
| The system has the ability to set workflow rules by: | ||||
| GT.141 | User; | Critical | ||
| GT.142 | Role; | Critical | ||
| GT.143 | Group; | Critical | ||
| GT.144 | Department; | Critical | ||
| GT.145 | Any string in the Chart of Accounts or Account; | Critical | ||
| GT.146 | Thresholds; | Critical | ||
| GT.147 | Percentage argument; and | Critical | ||
| GT.148 | User-defined criteria. | Critical | ||
| GT.149 | The system has the ability to delegate to a user and/or a group and allow temporary status changes of users (e.g., unavailable due to vacation time). | Desired | ||
| GT.150 | The system has the ability to re-route workflow assignments based on availability triggered by unavailable status. | Desired | ||
| GT.151 | The system has the ability to re-route and/or escalate workflow assignments based on availability triggered by City-defined periods of no response. | Desired | ||
| GT.152 | The system has the ability to notify a system administrator of unsuccessful workflow processes. | Critical | ||
| GT.153 | The system has the ability to provide escalation paths based on user-defined criteria (e.g., minimum period of no response, etc.). | Desired | ||
| GT.154 | The system has the ability to provide event-driven notifications by email that may be configured at any step in any workflow routine. | Critical | ||
| GT.155 | The system has the ability to allow notifications to be configurable by the City. | Critical | ||
| GT.156 | The system has the ability to provide flexible workflow configurations allowing the advancement of a process with appropriate security permissions. | Desired | ||
| Support and Documentation | ||||
| GT.157 | The system has the ability to allow properly authorized users to configure and maintain all system settings from any workstation on the local/wide area network. | Desired | ||
| GT.158 | The system has the ability to allow centralized deployment of system updates and system maintenance. | Critical | ||
| GT.159 | The system has the ability to allow remote deployment of system updates and system maintenance. | Critical | ||
| GT.160 | The system has the ability to accommodate deployment of system updates and maintenance to all affected systems according to administrator-defined effective dates (e.g., calendar and fiscal year parameter changes). | Critical | ||
| GT.161 | The vendor must proactively notify the System Administrator regarding which releases of third-party software (JAVA virtual machine, Edge, Mozilla, Safari, etc.) are known to create problems with the current version of the vendor software. | Desired | ||
| The vendor, at a minimum must adhere to the following standards for issue resolution: | ||||
| GT.162 | Severity Level 1, system is down. Attention required immediately, maximum of 30 minute response time. | Desired | ||
| GT.163 | Severity Level 2, major functionality of the system is impacted or parts of the system are down. Maximum of 1 hour response time. | Desired | ||
| GT.164 | Severity Level 3, non-mission critical processes are impacted. Maximum of 8 hour response time. | Desired | ||
| GT.165 | The system has the ability to allow for outage times to be based on a 24x7 basis instead of working hours. | Critical | ||
| GT.166 | The system has the ability to allow for severity levels for support as defined by the City. | Desired | ||
| GT.167 | The vendor will provide support during City business hours (24/7 support needed to accommodate Public Safety). | Critical | ||
| GT.168 | The vendor will provide web-based support, with a searchable database of common problems, to assist end users in researching error messages. | Desired | ||
| GT.169 | The system has the ability to adhere to the City's security policy, requiring vendors to request access to the system when troubleshooting applications for any support or maintenance purposes. | Critical | ||
| GT.170 | The system has the ability to provide online software documentation for all software application modules. | Critical | ||
| GT.171 | The system has the ability to provide an online tutorial to assist users learning the software with the ability for the City to modify the tutorial as needed. | Desired | ||
| GT.172 | The system has the ability to provide support, through remote access, requiring vendors to request access to the application for any troubleshooting support or maintenance purposes. | Critical | ||
| GT.173 | The vendor offers software application support during planned upgrades outside of typical operating hours, as requested by the City. | Desired | ||
| GT.174 | The vendor offers access to an online user group community. | Desired | ||
| GT.175 | The vendor offers a suite of online training modules. | Desired | ||
| GT.176 | The vendor offers periodic live webinar training sessions at no cost. | Desired | ||
| GT.177 | The vendor offers recorded training sessions to be viewed at no cost. | Desired | ||
| GT.178 | The vendor offers an implementation project management website, that includes a secure process for file sharing between the vendor and client. | Desired | ||
| Reporting and Dashboards | ||||
| GT.179 | The system has the ability to provide an Executive Information System (EIS) (i.e., a performance dashboard). | Desired | ||
| GT.180 | The system has the ability to customize the information presented on the Executive Information System by user. | Desired | ||
| GT.181 | The system has the ability to customize the information presented on the Executive Information System by group of users. | Desired | ||
| GT.182 | The system has the ability to display information on the Executive Information System in real-time. | Desired | ||
| GT.183 | The system has the ability to allow a user to manually refresh the Executive Information System. | Desired | ||
| GT.184 | The system has the ability to provide a library of standard reports (i.e., "canned" reports). | Critical | ||
| GT.185 | The system has the ability to allow a user to modify or clone (create a copy and modify) existing reports, with appropriate security permissions. | Critical | ||
| GT.186 | The system has the ability to provide an integrated report writer. | Critical | ||
| GT.187 | The system has the ability to provide an integrated report writer that has a consistent look and feel across all proposed system modules. | Critical | ||
| GT.188 | The system has the ability to provide an integrated report writer that allows the creation of reports comprised of any discrete data field throughout the system with proper security permissions. | Critical | ||
| GT.189 | The system has the ability to save a report as a new template after a user copies and modifies an existing report, with appropriate security permissions. | Critical | ||
| GT.190 | The system has the ability to configure and save ad hoc reports by individual user, with the ability to provide access to other users with appropriate security permissions. | Critical | ||
| GT.191 | The system has the ability save favorite reports in a menu or pick-list by individual user. | Critical | ||
| GT.192 | The system has the ability to allow generated reports to be viewed on screen prior to printing. | Critical | ||
| GT.193 | The system has the ability to allow reports to be generated that are searchable based appropriate security permissions. | Desired | ||
| GT.194 | The system has the ability to schedule reports to run in the future. | Critical | ||
| GT.195 | The system has the ability to schedule reports to be run on a recurring basis. | Desired | ||
| GT.196 | The system has the ability to configure automatic distribution paths for generated reports (i.e., automatically send a report to a particular users email or network folder). | Critical | ||
| GT.197 | The system has the ability to schedule and to distribute reports via electronic workflow. | Critical | ||
| GT.198 | The system has the ability to display when a report is being run, or in process, so that a user does not run the report again. | Desired | ||
| GT.199 | The system has the ability to allow reports to be generated that have "drill-down" capabilities. | Critical | ||
| GT.200 | The system has the ability to notify a system administrator of reports that have been running for more than a City-specified period of time. | Desired | ||
| GT.201 | The system has the ability for a user to create custom tables and screens for configurable use (e.g., User Defined Fields and more) | Desired |
&"Arial,Bold"&14City of Santa Cruz, CA &"Arial,Regular"&11Functional and Technical Requirements
&"Arial,Regular"&10Attachment B &"Arial,Regular"&10Page &P of &N &"Arial,Regular"&10Last Updated: October 11, 2023
2. GL & Fin Rpt
| Indicator | Definition | Instruction | ||
| S | Standard: Feature/Function is included in the current software release and will be implemented by the planned phase go-live date as part of the proposal from Offerors in accordance with agreed-upon configuration planning with the City. | Offeror are encouraged, but not required, to provide additional information in the Comments column to further demonstrate the system’s ability to meet the requirement. | ||
| F | Future: Feature/Function will be available in a future software release available to the City by June 1, 2024, at which point it will be implemented in accordance with agreed-upon configuration planning with the City. | If a response indicator of “F” is provided for a requirement that will be met in a future software release, the Offeror shall indicate the planned release version, as well as the time the release will be generally available. | ||
| C | Customization: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with custom modifications. All related customization costs should be indicated in Attachment C1 – Cost Worksheet. | If a response indicator of “C” is provided for a requirement that will be met through a custom modification, the Offeror shall indicate the cost of such a modification. | ||
| T | Third Party: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with integration with a third-party system. This system should be specified. | If a response indicator of “T” is provided for a requirement that will be met by integration with a third-party system, the Offeror shall identify this third-party system and include a cost proposal to secure this system. If the third-party system is a part of the proposal, the third-party shall respond to the appropriate requirements using the “S”/”C”/”T”/”N” response indicators with a clear notation that the responses are provided by the third-party. | ||
| N | No: Feature/Function cannot be provided. | N/A | ||
| General Ledger and Financial Reporting | ||||
| Req # | Description of Requirement | Criticality | Vendor Response | Comments |
| General Requirements | ||||
| GL.1 | The system has the ability to provide a General Ledger that is integrated with all other proposed system applications so that reconciliation between applications is user friendly and efficient. | Critical | ||
| GL.2 | The system has the ability to produce statements of revenue and expense at a user defined interval (i.e., on-demand, daily, weekly, monthly, quarterly, and annually) in summary or detail and can be subtotaled at multiple levels in the chart of accounts. | Critical | ||
| GL.3 | The system has the ability to allow month end closings to occur in a new fiscal year without having to close the previous fiscal year, including producing all month end financial statements. | Critical | ||
| GL.4 | The system has the ability to note on the balance sheet financial statements that the prior fiscal year has not been closed and balances are subject to change. | Critical | ||
| GL.5 | The system has the ability to perform a soft year end close, lock balances in place, view balance sheet balances, and close the revenues and expenditures into the balance sheet zeroing them out for the new year. | Critical | ||
| GL.6 | The system has the ability to support multi-year funds. | Critical | ||
| GL.7 | The system has the ability to produce balance sheets and other financial reports from a prior closed year and period with an option to include all accounts regardless of status with activity or balance. | Critical | ||
| GL.8 | The system has the ability to roll all funds simultaneously from one fiscal year to the next. | Critical | ||
| GL.9 | The system has the ability to automatically roll forward balances for balance sheet accounts at year end for a soft close. | Critical | ||
| GL.10 | The system has the ability to automatically roll forward balances for balance sheet accounts at year end for a hard close. | Critical | ||
| GL.11 | The system has the ability to perform "soft closes" on periods so that a period may be opened again with proper permissions for the purposes of posting activity to that period. | Critical | ||
| GL.12 | The system has the ability to store at least 7 years (with the ability to maintain greater than 7 if desired) of transactional data in a live or transactional environment with the ability for the City to determine when data will be archived based on the number of years, and able to be purged at the City's discretion. | Critical | ||
| GL.13 | The system has the ability to limit account inquiry access to the balance/summary level. | Critical | ||
| GL.14 | The system has the ability to restrict user access to a City defined group of account numbers when entering a journal entry. | Critical | ||
| GL.15 | The system has the ability to restrict GL posting (i.e., live or batch) by account number. | Critical | ||
| GL.16 | The system has the ability to flag an account as inactive. | Critical | ||
| GL.17 | The system has the ability to flag an account as inactive based on a specified effective date and reconciles with related effective dates across all modules. | Critical | ||
| GL.18 | The system has the ability to carry the entire chart of accounts forward to eliminate the need to manually key these accounts into the system. | Critical | ||
| GL.19 | The system has the ability to carry a range of the chart of accounts forward to eliminate the need to manually key these accounts into the system. | Critical | ||
| GL.20 | The system has the ability to carry forward active and inactive accounts, even if they have zero balances, based on user selection of specified accounts. | Critical | ||
| GL.21 | The system has the ability to record a journal entry type (Document Type) in the general ledger for reconciliation purposes. | Critical | ||
| GL.22 | The system has user-defined fields to flag journal entries by type and frequency. | Critical | ||
| GL.23 | The system has the ability to restrict one-sided journal entries from being entered. | Critical | ||
| GL.24 | The system has the ability to restrict one-sided journal entries from being entered, with the ability to override with appropriate security permissions. | Critical | ||
| GL.25 | The system has the ability to perform automatic posting of recurring journal entries. | Critical | ||
| GL.26 | The system has the ability to perform posting of recurring journal entries with the ability to require workflow approval or to edit recurring journal entries when needed. | Critical | ||
| GL.27 | The system has the ability to flag a journal entry as a reversing journal entry and identify the new journal entry number and date. | Critical | ||
| GL.28 | The system has the ability to perform automatic reversals of month-end accruals at the beginning of the next period. | Critical | ||
| GL.29 | The system has the ability to drill down to see all account activities, to include the related accounts of the source journal. | Critical | ||
| GL.30 | The system has the ability to allow users to retrieve all GL related information that is maintained in the system. | Critical | ||
| GL.31 | The system has the ability to perform basic validation routines before data can be entered (e.g., data type checking, account validation, project numbers). | Critical | ||
| GL.32 | The system has the ability to allow the produced compliance reports to be editable by a user for formatting and final edits based on assigned security privileges (e.g., format/presentation only). | Critical | ||
| GL.33 | The system has the ability to provide fund accounting capability that complies with GAAP and GASB standards. | Critical | ||
| GL.34 | The system has the ability to display user defined reasons for rejecting general ledger transactions. | Critical | ||
| GL.35 | The system has the ability to provide at least 14 open periods, including one for audit adjustments (per 14). | Critical | ||
| GL.36 | The system has the ability to move a division or project from one department to another and carry over all associated history, with the ability for the user to turn this function on/off. | Critical | ||
| GL.37 | The system has the ability to allow selected accounts to be flagged in order to disallow any postings to occur to those accounts. | Critical | ||
| GL.38 | The system has the ability to flag by account number to require a work order, project number, or grant number to be associated with the posting transaction. | Critical | ||
| GL.39 | The system has the ability to attach documentation to an account based on account access permissions. | Critical | ||
| GL.40 | The system has the ability to provide attachment functionality to GL accounts. | Critical | ||
| GL.41 | The system has the ability to enter comments on the account based on account access permissions. | Critical | ||
| GL.42 | The system has the ability to add user date and time comments per GL account. | Critical | ||
| GL.43 | The system has the ability to add user date and time comments per GL account transaction. | Critical | ||
| GL.44 | The system has the ability to capture comments added for audit trail purposes. | Critical | ||
| The system has the ability to attach the following types documentation to entries within the system; | Critical | |||
| GL.45 | PDFs that are text based and searchable; | Critical | ||
| GL.46 | .txt; | Critical | ||
| GL.47 | csv; | Critical | ||
| GL.48 | MS Excel (version 2016 or later); | Critical | ||
| GL.49 | MS Word (version 2016 or later); and | Critical | ||
| GL.50 | MS SQL (2014 SP3 or newer); | Critical | ||
| GL.51 | The system has the ability to allow attachments to only be revised within the system application. | Critical | ||
| GL.52 | The system has the ability to allow modifying or removal of attachments with appropriate permissions. | Critical | ||
| Chart of Accounts | ||||
| GL.53 | The system has the ability to provide a single chart of accounts file that is referenced by all other system modules. | Critical | ||
| GL.54 | The system has the ability to either automatically generate or copy chart of account records when creating new funds, departments, and any other reorganizations. | Critical | ||
| GL.55 | The system has the ability to inactivate parts of an account so no posting activity can take place against the account. | Critical | ||
| GL.56 | The system has the ability to provide chart of account number "short cuts" for reducing the number of key strokes when entering or looking up chart of account numbers. | Critical | ||
| GL.57 | The system has the ability to provide "short-cuts" that are alphanumeric. | Critical | ||
| GL.58 | The system has the ability to provide a "suggested text" function for looking up and selecting account numbers, with the ability to turn this function on/off by user. | Critical | ||
| GL.59 | The system has the ability to activate new accounts or specific accounts based on dates or date ranges. | Critical | ||
| GL.60 | The system has the ability to inactivate new accounts or specific accounts based on dates or date ranges. | Critical | ||
| GL.61 | The system has the ability to provide security at a City-determined level in the chart of accounts. | Critical | ||
| GL.62 | The system has the ability to provide a flexible user defined chart of accounts which can be modified as needed by a system administrator with appropriate security permissions (e.g., segmented for fund, sub-fund, department/division, unit, sub-unit, object, and sub-object). | Critical | ||
| GL.63 | The system has the ability to set up a fund as non-interest bearing. | Critical | ||
| GL.64 | The system has the ability to track monthly fund balances for distribution of interest. | Critical | ||
| GL.65 | The system has the ability to perform interest projections based on user specifications. | Critical | ||
| GL.66 | The system has the ability to allocate interest earnings, including negative interest, based on average daily balances and/or average balances calculated from user defined to/from dates and accounts. | Critical | ||
| GL.67 | The system has the ability to maintain and report on subsidiary journal ledgers. | Critical | ||
| GL.68 | The system has the ability to create a journal entry for interest distribution to the General Ledger module. | Critical | ||
| GL.69 | The system has the ability to auto-post interest distribution to the General Ledger module. | Critical | ||
| GL.70 | The system has the ability to add system attributes that allow for rollup of subaccounts into user defined groupings. | Critical | ||
| GL.71 | The system has the ability to support at least 9 segments and 40 alphanumeric characters in the chart of accounts. | Critical | ||
| GL.72 | The system has the ability to change the name of any segment of the account number while leaving the historic description the same. | Critical | ||
| The system has the ability to support the following segments in the chart of accounts: | ||||
| GL.73 | "Fund" (at least 3 digits); | Critical | ||
| GL.74 | "Department" (at least 4 digits); | Critical | ||
| GL.75 | "Division" (at least 4 digits); | Critical | ||
| GL.76 | "Activity" (at least 4 digits); | Critical | ||
| GL.77 | "Program/Account Code" (at least 5 digits); | Critical | ||
| GL.78 | "Asset, Liability, Revenue, Expenditure" (at least 6 digits); | Critical | ||
| GL.79 | At least two other City-defined segments/fields. | Critical | ||
| GL.80 | The system has the ability to not allow duplicate fund numbers. | Critical | ||
| GL.81 | The system has the ability to support at least a 250-character long description field for each of the above fields. | Critical | ||
| GL.82 | The system has the ability to support at least a 50-character short description field for each of the above fields. | Critical | ||
| Journal Entries | ||||
| GL.83 | The system has the ability to automatically update the fiscal year and period on the first day of each period, with the ability to turn this function on/off. | Critical | ||
| GL.84 | The system has the ability to import and export journal entries and multiple general ledger dates using MS Excel spreadsheets and other user-defined formats. | Critical | ||
| GL.85 | The system has the ability to edit journal entry data that was imported prior to posting to the GL with appropriate security and audit trail information. | Critical | ||
| GL.86 | The system has the ability to post statistical or non-financial data. | Critical | ||
| GL.87 | The system has the ability to include account string verification during journal entry process. | Critical | ||
| GL.88 | The system has the ability to use workflow technology to automatically route journal entries, including reversals, with attachments, to approvers prior to posting. | Critical | ||
| GL.89 | The system has the ability to make full entries in the general ledger (inclusive of the case side of the entry) for any defined module tied to the original transaction regardless of originating module or system) with appropriate security permissions. | Critical | ||
| GL.90 | The system has the ability to provide standard, recurring, and reversing journal entry capabilities. | Critical | ||
| GL.91 | The system has the ability to maintain at least 7 years of detailed journal entry transactions and budget information and provides the ability to maintain greater than 7 years if desired. | Critical | ||
| GL.92 | The system has the ability to automatically populate fiscal year and period based on transaction type with the ability to override and disable. | Critical | ||
| GL.93 | The system has the ability to automatically populate fiscal year and period based on effective date with the ability to override and disable. | Critical | ||
| GL.94 | The system has the ability to automatically transfer activity from one account to another account with the ability to limit the setup of automatic transfers based on security permissions. | Critical | ||
| GL.95 | The system has the ability to disallow further posting to an account that is closed or inactive. | Critical | ||
| GL.96 | The system has the ability to disallow posting to a closed period. | Critical | ||
| GL.97 | The system has the ability to allow posting to a closed period based on user-defined permissions. | Critical | ||
| GL.98 | The system has the ability to allow posting a journal entry to a control account with the appropriate security. | Critical | ||
| GL.99 | The system has the ability to prevent posting a journal entry to a control account. | Critical | ||
| GL.100 | The system has the ability to prevent editing a sub-system batch prior to posting to the GL based on security permissions. | Critical | ||
| GL.101 | The system has the ability to generate date-specific reversing entries. | Critical | ||
| GL.102 | The system has the ability to accommodate free form text associated with a journal entry based on security permissions. | Critical | ||
| GL.103 | The system has the ability to accommodate attachments associated with a journal entry based on security permissions. | Critical | ||
| GL.104 | The system has the ability to automatically create due to/from G/L fund balancing entries for cross fund transactions. | Critical | ||
| GL.105 | The systems has the ability to allow users to assign locally-generated journal entry transaction numbers as needed. | Critical | ||
| GL.106 | The system has the ability to print a summary explanation report of every GL account and its description. | Critical | ||
| GL.107 | The system has the ability to perform wildcard searches. | Critical | ||
| GL.108 | The system has the ability to automatically assign sequential numbers to all journal entry transactions for audit trail purposes. | Critical | ||
| Reporting | ||||
| GL.109 | The system has the ability to provide a financial statement report writer to allow end users to create user-defined financial statement and statistical reports without users needing to know the table structure. | Critical | ||
| GL.110 | The system has the ability to provide a library of "canned" reports to be used by City staff with limited parameter entry. | Critical | ||
| GL.111 | The system has the ability to provide linkage between reportable sections of the ACFR and other generated reports (i.e., Exhibits, Management Discussion and Analysis, Notes to the Financial Statements and Statistics). | Critical | ||
| GL.112 | The system has the ability to export to various formats to create a custom designed ACFR document. | Critical | ||
| GL.113 | The system has the ability to generate information for multiple periods in one query. | Critical | ||
| GL.114 | The system has the ability to query on all data fields in the General Ledger module in order to provide a user defined query screen. | Critical | ||
| GL.115 | The system has the ability to support user defined queries and allow these queries to create reports. | Critical | ||
| GL.116 | The system has the ability to set unique security permissions for each system-generated report. | Critical | ||
| GL.117 | The system has the ability to export all system-generated reports to .xls, .csv, .pdf, and other user defined formats. | Critical | ||
| GL.118 | The system has the ability to support user defined queries and sharing of these in the system with other users. | Critical | ||
| GL.119 | The system has the ability to provide all query and reporting capabilities by summary or detail. | Critical | ||
| GL.120 | The system has the ability to export to various formats to create custom designed reports for presentation (e.g., budget documents, etc.). | Critical | ||
| GL.121 | The system has the ability to generate a report across any segment or group of segments in the chart of accounts. | Critical | ||
| GL.122 | The system has the ability to warn the user they are about to print a large report (displays number of pages) with option to proceed. | Critical | ||
| GL.123 | The system has the ability to schedule reports to be run during non-business hours on a user defined schedule. | Critical | ||
| GL.124 | The system has the ability to display all reports to the screen with a user-defined option for printing, with the ability to turn this feature on or off. | Critical | ||
| GL.125 | The system has the ability to provide comparison reports (e.g., between different periods, as user-defined). | Critical | ||
| GL.126 | The system has the ability to print financial reports on closed periods. | Critical | ||
| GL.127 | The system has the ability to select active and/or inactive accounts by year for reporting purposes for multiple user defined years. | Critical | ||
| GL.128 | The system has the ability to generate a General Ledger Audit Report based on permissions. | Critical | ||
| GL.129 | The system has the ability to produce monthly, quarterly, and annual financial statements (Income Sheet, Balance Sheet, Budget Comparisons by Department, etc.). | Critical | ||
| GL.130 | The system has the ability to produce monthly, quarterly, and annual financial statements (Cash Flow). | Critical | ||
| GL.131 | The system has the ability to produce monthly, quarterly, and annual financial statements at City-defined levels. | Critical | ||
| GL.132 | The system has the ability to print graphs and charts for presentation style reports. | Critical | ||
| GL.133 | The system has the ability to export graphs and charts for presentation style reports to common desktop publishing applications. | Critical |
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