Colton ERP SW Sel - RFP Appendix A3 Other 2025-07-22a (CF).xlsx

XLSX spreadsheet 34 KB Posted Aug 6, 2025

Attached to: RFP - ERP Software Selection State and local contract opportunity
Solicitation number: Not on record
Issued by: San Bernardino County, California

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Written by GovTribe AI · Aug 7, 2025

This is a feature function requirements spreadsheet (Appendix A3) for the City of Colton, California's Enterprise Resource Planning (ERP) Software Selection RFP. The document contains detailed technical requirements for two key modules: Ad Hoc Reporting (Section 16) and General System and Security (Section 17), with a total of 110 specific feature requirements that vendors must evaluate and respond to. Vendors are required to indicate their capability level for each feature using a standardized scoring system that includes options for standard current functionality, next release availability, report writer capabilities, third-party applications, custom modifications, or not available, with cost estimates required in comments for non-standard solutions.

The requirements cover comprehensive functionality including agency-defined field reporting, user dashboards, report scheduling and distribution, arithmetic and statistical functions, multi-user environments, audit trails, security access controls, password encryption, multi-factor authentication, and cloud hosting capabilities. Vendors must complete electronic Excel worksheets that have been locked to ensure data integrity, and responses should include all associated costs for training, implementation, hardware specifications, interface estimates, file conversion assistance, custom modifications, annual maintenance, and ongoing support as part of the City's evaluation of new software to satisfy its Finance and Human Resources information management needs.

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Colton ERP SW Sel - RFP Appendices B-J 2025-07-30a (CF).xlsx	XLSX spreadsheet	Aug 6, 2025
Colton ERP SW Sel - RFP Appendix A1 Finance Mgt 2025-07-22a (CF).xlsx	XLSX spreadsheet	Aug 6, 2025
RFP ERP Software Selection 8-6-25.pdf	PDF	Aug 6, 2025
Colton ERP SW Sel - RFP Appendix A2 People Mgt 2025-07-22a (CF).xlsx	XLSX spreadsheet	Aug 6, 2025

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16. Ad Hoc Reporting

Colton CA - Enterprise Resource Planning Solution Feature Function Requirements
Please input a "1" in the appropriate column to the right of the feature/function/capability statement. Further explanations, or information regarding 3rd party software and/or modification costs should also be provided in the comments column and Project Costs worksheet (Appendix G), if applicable. Each "non-title" row (?.000) should have only one "1". Blank rows will be scored as Not Available.
Legend:
Standard - Current	Available in current software release
Standard - Next Release	Guaranteed available in next release of software
Report Writer	Report Writer function through Standard Reports or Ad Hoc Report Writer
3rd-Party Application	Please estimate general cost estimates in comments not a quote, unless available due to your resell arrangement.
Custom Modification	Custom programming by vendor (not meant to be a set-up configuration that is standard process through implementation. Please estimate general costs in comments (not a quote).
Not Available	Not available in current or next release; interfaced/integrated third-party application or through custom modification.
Application	Feature Number	Feature / Function / Capability	Standard - Current	Standard - Next	Report Writer	3rd-Party Application	Custom Modification	Not Available	Comments
		Ad Hoc Reporting
	16.000	GENERAL FEATURES
AD HOC REPORTING	16.001	AGENCY-DEFINED FIELD REPORTING - Ability to inquiry and report on agency-defined fields.
AD HOC REPORTING	16.002	USER DASHBOARD - Ability to create user-configurable dashboards that accesses components of all system modules.
AD HOC REPORTING	16.003	REPORT WRITER PERFORMANCE - Ability to process report writer requests at any time throughout the processing day, without impacting system performance.
AD HOC REPORTING	16.004	REPORT WRITER OPERATIONS - Ability to support menu-driven report scheduling options.
AD HOC REPORTING	16.005	REPORT WRITER OPERATIONS - Ability to generate error messages with a description of corrective actions.
AD HOC REPORTING	16.006	REPORT WRITER HELP - Ability to support online instructions "help".
AD HOC REPORTING	16.007	REPORT WRITER DATA DICTIONARY IDENTIFICATION - Ability to reference specific data items by field descriptive name (i.e., data dictionary field names and user-screen field names are the same).
AD HOC REPORTING	16.008	WILDCARD SEARCHES - Ability to perform searches by using wildcards or partial information (e.g., searching for accounts, funds, cost centers, projects, etc.)
AD HOC REPORTING	16.009	REPORT CONDITIONING OPTIONS - The following report writing capabilities need to include the ability to arithmetically calculate functions:
AD HOC REPORTING	16.010	▪ Ability to generate reports using "include" and "exclude" statements.
AD HOC REPORTING	16.011	▪ Ability to generate reports using "and" and "or" statements
AD HOC REPORTING	16.012	▪ Ability to generate reports using "equal to", "less than", and "greater than" statements.
AD HOC REPORTING	16.013	▪ Ability to use an "if-then-else" sequence within one query.
AD HOC REPORTING	16.014	REPORT FIELD SELECTION OPTIONS - Ability to combine the use of multiple fields from multiple modules’ database tables in a single query.
AD HOC REPORTING	16.015	REPORT FILE REFRESHING - Ability to store and recall items whose values are derived from other values in the data files.
AD HOC REPORTING	16.016	ARITHMETIC FUNCTIONS - Ability to support the use of arithmetic: "addition", "subtraction", "multiplication", and "division" calculations.
AD HOC REPORTING	16.017	BASIC STATISTICAL FUNCTIONS - Ability to support mean and standard deviations and to build cross tabulations.
AD HOC REPORTING	16.018	PDF FOLDERS - Ability to setup auto save folders by type of report when using a pdf writer tool.
AD HOC REPORTING	16.019	REPORT COLUMN DEFINITION - Ability to support default or special column headings.
AD HOC REPORTING	16.020	REPORT SELECTION OPTIONS - Ability to query on any element of a transaction history file, including the type of transaction and the process that originated the transaction.
AD HOC REPORTING	16.021	REPORT FIELD EDIT DEFINITION - Ability to support unique field editing (i.e., currency, symbol, commas, decimal places, etc.) on specific data items.
AD HOC REPORTING	16.022	REPORT SORTING OPTIONS - Ability to support major and minor sort options.
AD HOC REPORTING	16.023	REPORT SUBTOTALS - Ability to support subtotal and total options by field.
AD HOC REPORTING	16.024	REPORT SORTING AND TOTALING OPTIONS - Ability to choose various sorting options and report totaling options with appropriate subtotaling based on selected sort option.
AD HOC REPORTING	16.025	GRAPHS/CHARTS ON REPORTS - Ability to print graphs and charts on reports.
AD HOC REPORTING	16.026	REPORT SPECIFICATIONS - Ability to include the following on all reports:
AD HOC REPORTING	16.027	▪ Organization Name
AD HOC REPORTING	16.028	▪ Report Title
AD HOC REPORTING	16.029	▪ User That Generated Report
AD HOC REPORTING	16.030	▪ Column Heading Descriptions
AD HOC REPORTING	16.031	▪ Processing Date
AD HOC REPORTING	16.032	▪ Sequentially Numbered Pages
AD HOC REPORTING	16.033	▪ Subtotals at Each Level Break
AD HOC REPORTING	16.034	SAVE REPORT SETTINGS - Ability to save and reuse report settings on future report runs.
AD HOC REPORTING	16.035	SAVE REPORT SETTINGS - ACCESS - Ability to indicate which saved reports can only be accessed by certain individuals.
AD HOC REPORTING	16.036	ELECTRONICALLY FILE REPORTS - Ability to electronically save reports for subsequent users’ access (e.g. on an internal intranet page, user dashboard or report menu, etc.).
AD HOC REPORTING	16.037	REPORT SCHEDULING - Ability to report scheduling along with email distribution for recipients, as well as re-occurrence options of specific days, weeks, weekly, monthly, etc.
AD HOC REPORTING	16.038	REPORT OUTPUT SELECTION - Ability to support user specification of the output media (i.e., printer or screen).
AD HOC REPORTING	16.039	CLOUD BASED REPORTING - Ability to download a report created under a Cloud based deployment or maintain an unlimited amount of storage for Cloud-created reports.
AD HOC REPORTING	16.040	LARGE REPORT TO PRINT WARNING - Ability to warn the user they are about to print a large report (displays number of pages).
AD HOC REPORTING	16.041	PRODUCE STANDARD REPORTS - Ability to export report data to Microsoft Word, Microsoft Excel, PDF, and comma delimited formats.
AD HOC REPORTING	16.042	DISPLAY PRINTER QUEUES PRIOR TO PRINTING - Ability to view or print reports, as an option.
AD HOC REPORTING	16.043	PRINTING TO "SAVE" REPORTS TO OUTPUT QUEUES - Ability for printed output to be queued to any of the system or network printers.
AD HOC REPORTING	16.044	INTEGRATIONS AND INTERFACES
AD HOC REPORTING	16.045	INTEGRATION - THIRD PARTY REPORT WRITERS - Ability to integrate with third-party report writing tools, such as Crystal Reports, or Cognos, etc.
AD HOC REPORTING	16.046	SAAS/CLOUD HOSTING REPORTING
AD HOC REPORTING	16.047	REPORTING - CUSTOM REPORTS - Ability to allow users to create custom reports through the cloud-hosted solution interface.
AD HOC REPORTING	16.048	DOWNLOAD REPORTS - Ability to download reports from the cloud-hosted application.
AD HOC REPORTING	16.049	REPORTING - STORAGE - Ability to have an unlimited amount of storage for reports in the cloud. VENDOR NOTE - please use comments field to denote any limitations.
AD HOC REPORTING	16.050	DATA EXTRACTS - Ability to extract data from cloud hosted solution.

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17. Gen Sys & Security

Colton CA - Enterprise Resource Planning Solution Feature Function Requirements
Please input a "1" in the appropriate column to the right of the feature/function/capability statement. Further explanations, or information regarding 3rd party software and/or modification costs should also be provided in the comments column and Project Costs worksheet (Appendix G), if applicable. Each "non-title" row (?.000) should have only one "1". Blank rows will be scored as Not Available.
Legend:
Standard - Current	Available in current software release
Standard - Next Release	Guaranteed available in next release of software
Report Writer	Report Writer function through Standard Reports or Ad Hoc Report Writer
3rd-Party Application	Please estimate general cost estimates in comments not a quote, unless available due to your resell arrangement.
Custom Modification	Custom programming by vendor (not meant to be a set-up configuration that is standard process through implementation. Please estimate general costs in comments (not a quote).
Not Available	Not available in current or next release; interfaced/integrated third-party application or through custom modification.
Application	Feature Number	Feature / Function / Capability	Standard - Current	Standard - Next	Report Writer	3rd-Party Application	Custom Modification	Not Available	Comments
		General System and Security
	17.000	GENERAL FEATURES
SYS/SECURITY	17.001	PERSON/ENTITY - Ability to maintain central person/entity record identification information throughout all modules (e.g., Cash Receipts, Utility Billing, etc.).
SYS/SECURITY	17.002	MULTI-USER ENVIRONMENTS - Ability to prevent any master file record from being deleted if that record is referenced in any other file.
SYS/SECURITY	17.003	MULTI-USER ENVIRONMENTS - Ability to operate in a multi-user environment so record locking will be required to maintain the integrity of the data.
SYS/SECURITY	17.004	ONLINE TRAINING DOCUMENTATION - Ability to access to printable training materials and other support documentation online.
SYS/SECURITY	17.005	USER DASHBOARDS - Ability to incorporate real-time individual user dashboard capability to display dynamic charts and graphs.
SYS/SECURITY	17.006	FORWARD/BACKWARD NAVIGATION - Ability to navigate through records or files on a screen in a forward or backward direction.
SYS/SECURITY	17.007	MULTISCREEN NAVIGATION - Ability to view data across multiple screens.
SYS/SECURITY	17.008	NUMBER OF RECORDS DISPLAYED - Ability to allow users to change the number of records displayed as a result of a search (e.g., 20, 50, 100, etc.).
SYS/SECURITY	17.009	RENAME LABELS - Ability for authorized users to rename field labels.
SYS/SECURITY	17.010	REQUIRED FIELDS - Ability to designate both standard and user-defined fields as requiring data entry.
SYS/SECURITY	17.011	AUTO-FILL FIELDS - Ability to automatically populate fields (e.g., selecting a street segment from GIS pulls street name). VENDOR NOTE - please use comments field to describe extent of functionality.
SYS/SECURITY	17.012	MAINTAIN AUDIT TRAILS - Ability to maintain audit trails including changed by, changed date, and record of changes.
SYS/SECURITY	17.013	HISTORICAL DATA - Ability to maintain more than 10 years of historical transactional data. VENDOR NOTE - please use comments field to denote any limitations.
SYS/SECURITY	17.014	FAVORITES MENU - Ability to assign menu items to a favorites menu.
SYS/SECURITY	17.015	LIST OF RECENT RECORDS - Ability for a user to see a list of records they recently created/viewed/modified from their dashboard.
SYS/SECURITY	17.016	ERROR REPORT SUBMISSIONS - Ability to directly submit system generated error reports and messages to vendor software support.
SYS/SECURITY	17.017	BATCH PROCESSES - Ability to run specific assigned jobs, by permission, in a batch process.
SYS/SECURITY	17.018	MASS UPDATES - Ability to load and run mass additions, updates, deletions and purges in the system.
SYS/SECURITY	17.019	MASS UPDATES SYSTEM BACKUP UTILITIES AND PROCESSES - Ability to provide flexible backup utilities enabling the backup of individual items, application databases or the entire system.
SYS/SECURITY	17.020	EMAIL CAPABILITY - Ability to send emails from the application for notification and reporting.
SYS/SECURITY	17.021	WEB AND MOBILE APPLICATIONS - Ability for web and mobile applications to use mobile responsive design for optimized usability on a variety of screen sizes, including smart-phones, tablets, laptops, and desktops.
SYS/SECURITY	17.022	SYSTEM SECURITY
SYS/SECURITY	17.023	GENERAL SECURITY FEATURES - Ability to provide access security by:
SYS/SECURITY	17.024	▪ Application
SYS/SECURITY	17.025	▪ Field level
SYS/SECURITY	17.026	▪ Menu item/function within application
SYS/SECURITY	17.027	PASSWORD ENCRYPTION - Ability to provide password encryption. VENDOR NOTE - please describe your level and implementation of encryption in the comment field.
SYS/SECURITY	17.028	PASSWORD RECOVERY - Ability for user self-password recovery capability.
SYS/SECURITY	17.029	SECURITY ACCESS PASSWORD CHANGE - Ability to maintain the date of last password change for each user.
SYS/SECURITY	17.030	RESTRICT SECURITY ACCESS OF SELECTED TRANSACTIONS - Ability to restrict entry of certain transactions by password or access rights.
SYS/SECURITY	17.031	SECURITY ACCESS CONTROL - Ability to assign view only access to specific user profiles.
SYS/SECURITY	17.032	DRILL DOWN RESTRICTIONS - Ability to restrict certain users from being able to drill down into specific modules to view (inquire) transactions.
SYS/SECURITY	17.033	PERMISSIONS - Ability to specify read, write, edit and delete permissions.
SYS/SECURITY	17.034	RESTRICT SECURITY ACCESS - Ability to restrict users' access to specific screens and to perform certain functional processes (e.g., refunding fees).
SYS/SECURITY	17.035	RESTRICT ACCOUNT ACCESS - Ability to restrict users' ability to enter transactions based on agency-defined components of the chart of accounts (e.g., fund, department, division, object).
SYS/SECURITY	17.036	REPORT WRITING TOOLS ACCESS - Ability to allow only specific users to access report writing and query tools.
SYS/SECURITY	17.037	UPDATE CONTROLS - Ability to add and update module configurations as outlined in security roles by permission.
SYS/SECURITY	17.038	CREATE SECURITY PROFILE BY COPYING EXISTING PROFILE - Ability to create new user rights by copying another user's right levels and modifying.
SYS/SECURITY	17.039	GROUP CREATION/CONTROL – Ability to create groups of users by a role type and to apply/change access rights to groups of users.
SYS/SECURITY	17.040	USER/GROUP ACCESS CONTROL – Ability to modify a user’s or group of users’ log-in access status (e.g., active, inactive, on-hold, etc.).
SYS/SECURITY	17.041	LOG-OFF USER - INACTIVITY - Ability for the system to automatically log-off a user after a an agency defined period of inactivity.
SYS/SECURITY	17.042	FORCE USER LOG-OFF - Ability for a system administrator to log-off a user or all users from the system.
SYS/SECURITY	17.043	SECURE REPORTS - Ability to set up security for reports so only certain reports can be viewed by certain individuals
SYS/SECURITY	17.044	SINGLE SIGN-ON - ACTIVE DIRECTORY - Ability to implement Single Sign-on and Active Directory.
SYS/SECURITY	17.045	USER AUTHENTICATION - Ability to support mixed mode authentication - (i.e., if Active Directory integration is enabled, still allow non-AD user accounts to login).
SYS/SECURITY	17.046	USER AUTHENTICATION - Ability to provide added layer of security via Multi-Factor Authentication (MFA), which requires a user to submit additional authentication along with their username and password.
SYS/SECURITY	17.047	▪ MFA support for strong tamper-proof solution, like Microsoft Authenticator
SYS/SECURITY	17.048	SAAS/CLOUD HOSTING SECURITY AND ACCESS
SYS/SECURITY	17.049	THIRD-PARTY INTERFACES - Ability to send or receive interface files directly to or from cloud applications in an automated manner.
SYS/SECURITY	17.050	REST API - Ability to provide a REST API interface to facilitate integration with third-party applications.
SYS/SECURITY	17.051	AGENCY-DEFINED FIELDS - Ability to add/delete agency-defined fields.
SYS/SECURITY	17.052	BACKUP ENCRYPTION - Ability to encrypt all data backups. VENDOR NOTE - provide level of encryption in in the comments column.
SYS/SECURITY	17.053	BACKUP IMMUTABILITY - Ability to store all backups in an immutable manner.
SYS/SECURITY	17.054	DATABASE ENCRYPTION - Ability to encrypt data from all databases when at rest (stored). VENDOR NOTE - provide level of encryption in the comments column.
SYS/SECURITY	17.055	DATA CENTER RESILIENCY - Ability to maintain resilient data centers resulting in zero customer downtime in the event of a failure or compromise of one data center.
SYS/SECURITY	17.056	GOVERNMENT CERTIFIED CLOUD PROVIDER - Ability for the cloud application to be hosted by a government certified cloud provider.
SYS/SECURITY	17.057	ALLOCATED INTERNET BANDWIDTH & INTERNET RESILIENCY - Ability to maintain multiple connections from multiple internet providers with automatic failover at each data center.
SYS/SECURITY	17.058	SLA UPTIME - Ability to maintain a SLA Uptime of 99.9% or greater.
SYS/SECURITY	17.059	SOC 2 REPORT - Ability to provide a SOC 2 report outlining data center security available upon request
SYS/SECURITY	17.060	HIPAA COMPLIANCE - Ability to provide (upon request) a statement of compliance with all HIPAA guidelines as reviewed by third party.

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File details come from the government source that posted it. Updated Aug 7, 2025.