COSC_ATT_G_Interface_List.xlsx
XLSX spreadsheet 24 KB Posted
- Attached to
- Enterprise Resource Planning (ERP) Software and Implementation Services State and local contract opportunity
- Solicitation number
- 2026-027
- Issued by
- Polk County, Florida
About this file
This is an Interface List attachment for the City of St. Cloud, Florida's Enterprise Resource Planning (ERP) system procurement and implementation project. The document identifies 49 existing systems and applications currently used by the City across Finance, Human Resources, Procurement, Customer Billing, and Capital Asset Management functions. For each system, the City has indicated whether it should be replaced by the new ERP system, replaced by a new Third Party System (TPS), or maintained with a permanent interface to the ERP. The Interface List requires vendors to specify the direction of data flow (Inbound Only, Outbound Only, or Bi-Directional), whether interfaces will be temporary or permanent, and the frequency of data transfers (Real-Time, Hourly, Daily, Weekly, or Monthly). Key systems planned for replacement with the ERP include AS400 (Central Square) for accounting and payroll, OpenGov for budget preparation, Cognos for reporting, HRIS for human resources, ExecuTime for timekeeping, and NeoGov for recruitment and personnel actions. Systems designated for retention with interface connections include Operative IQ for fire department asset management, CityWorks for work order tracking, RecTrac for facility rental billing, WasteWorks for utility and waste management, and LaserFiche for document storage.
The attachment serves as a completion template for vendors submitting proposals, requiring detailed descriptions of each system's use case, data elements involved, the City's planned approach, the vendor's recommendations for system replacement or retention, and any relevant comments regarding interface requirements. Vendors proposing multi-vendor solutions must clearly identify all new Third Party Systems being added to the interface list and document the data exchange requirements. This structured approach enables the City to evaluate how proposed solutions will integrate with the City's existing technology ecosystem and ensures continuity of critical business operations during the ERP implementation transition.
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Text version
Sheet1
| City of St. Cloud, FL | ||||||||
| Attachment G (Interface List) | ||||||||
| Column E: Available Responses | ||||||||
| Replace w/ERP | System is replaced with functionality native to the new the ERP | |||||||
| Replace w/New TPS | System is replaced with a new Third Party System (TPS) that has been proposed as part of the new solution | |||||||
| Keep | Keep the current system and build a permanent interface as part of the project | |||||||
| Column F: Available Responses | ||||||||
| Inbound Only | Data will be pulled from the TPS into the ERP System | |||||||
| Outbound Only | Data will be pushed from the ERP System into the TPS | |||||||
| Bi-Directional | Data will be pushed from the ERP System into the TPS and pulled from the TPS into the ERP System | |||||||
| Column G: Available Responses | ||||||||
| Temporary | Interface will be needed for limited amount of time during the project be will not be necessary after the project is completed | |||||||
| Permanent | Interface will be needed for the life-time of the ERP System | |||||||
| Column H: Available Responses | ||||||||
| Real-Time | Data is transferred, at a minimum, every 15mins. | |||||||
| Hourly | Data is transferred, at a minimum, every 60mins. | |||||||
| Daily | Data is transferred, at a minimum, every 24 hours | |||||||
| Weekly | Data is transferred, at a minimum, every 7 days | |||||||
| Monthly | Data is transferred, at a minimum, every 30/31 days | |||||||
| Column J: Available Responses | ||||||||
| Yes | ||||||||
| No | ||||||||
| NOTE: All new Third Party Systems (TPS) that are part of the proposal should be added to this list. | ||||||||
| THIS SECTION IS TO BE COMPLETED BY THE VENDOR/PROPOSER | ||||||||
| System Name | Description / Use Case | Data Elements | City's Plan | Vendor Recommendation | Direction | Temporary / Permanent | Frequency | Comments |
| AS400 (Central Square) | Record and depreciate capital assets as well as inventory | Transactions, Capital assets, various documents | Replace w/ERP | None | ||||
| Operative IQ | Used for managing all FD assets, maintenance, records, annual test, EMS, and station supply ordering, Vehicle records,and maintenance | Asset inventory | Keep | |||||
| CityWorks | GIS-centric application to track assets, service requests, and work orders (integrated with citizen reporting portal) | Work orders, service requests, asset inventory | Replace w/ERP | |||||
| LaserFische | Used to store copies of capital purchases and resolution | Capital asset purchases | Keep | None | ||||
| FacilityDude/Asset Essentials | Used to manage work orders | Work orders | Replace w/ERP | |||||
| Fuel Master | Used to manage fuel inventory in tanks | Fuel inventory | Keep | |||||
| Excel/Debt book | Used to track leases, SBITA's and debt, who is allowed to use assets | Leases, debt documents, | Keep | |||||
| CivicPlus | Used to track disposal request resolutions for City Council | Service requests | Keep | |||||
| KACE (MDM, SDA, SMA) | Used to track assets, manage system updates, ties into support ticket system. | Asset inventory | Keep | |||||
| AS400 (Central Square) | Used to house transactions | Transactions, Capital assets, various documents | Replace w/ERP | |||||
| Excel | Used for numerous required spreadsheets including financial, budgeting, asset management, etc. | Budget allocations, asset inventory | Keep | |||||
| OpenGov | Used for budget preparation | Budget allocations | Replace w/ERP | |||||
| WasteWorks | Used for billing trash and specialized recycling pickup. | Service requests, service reports | Replace w/ERP | |||||
| DetailCommander | Used for billing vendors that hire police officers for special details. | Vendor payments & invoices | Replace w/ERP | |||||
| RecTrac | Used for billing for facility rentals, summer camps, marina use, etc | Rental records | Keep | |||||
| CryWolf | Used for billing for false alarms through Public Safety's outsourced program | Out-sourced program payments & invoices | Keep | |||||
| OpenGov Permitting | Used for issuing special event permits | Permits | Keep | |||||
| DigiTech | Used for billing for emergency medical transport services, Billed monthly per services based on transaction | Medical services, payments & invoices | Keep | |||||
| TrackIt | Used for billing for citations issued by the Code Enforcement Department. / Building permit fee assessment and payment | Permits, Assessment records, payments & invoices | Keep | |||||
| Cognos | Used to produce pension reports from AS400 for pension portal./ Used for Building Monthly/Daily & Quarterly Reporting | Pension reports | Replace w/ERP | |||||
| AS400 (Central Square) | Used to store positions; Used to store Payroll information | Transactions, Capital assets, various documents | Replace w/ERP | |||||
| HRIS | Used to enter new hires, store personnel information, files, etc. | Employee positions, Employee files, Employee information | Replace w/ERP | |||||
| NeoGov | Used to store job descriptions, training, certifications, performance evaluations, e-forms | Job descriptions, Policies, Trainings, Evaluations, Certifications | Replace w/ERP | |||||
| LaserFiche | Used to store Personnel/Medical information | Employee information, Medical records | Replace w/ERP | |||||
| Cognos | Used to create and run reports from AS400/HRIS | Various reports | Replace w/ERP | |||||
| NeoGov | Used for recruitment (online application, onboarding) | Applicant information, onboarding documents | Replace w/ERP | |||||
| KACE | Ticketing system used by departments to enter personnel actions for HR to process (pay, promotions, transfers, terms) | Pay schedules, Policies, Employee files | Replace w/ERP | |||||
| ExecuTime | Used for Timesheet/timeclock entry and approvals; time off requests/approvals; pushes to AS400 | Schedules, Time reports | Replace w/ERP | |||||
| VectorSolutions | Used for scheduling and timekeeping all Fire Department staffs | Schedules, Time entry records | Replace w/ERP | |||||
| AS400 (Central Square) | Used to process payroll; Depts pull in data from Executime | Time reports, balances, rosters | Replace w/ERP | |||||
| Excel timesheets | Used for Timesheet/timeclock entry and approvals; time off requests/approvals; pushes to AS400 | Replace w/ERP | ||||||
| PointnPay (housed in TrackIT) | Used to accepts online payments and issues permits to customers | Permits, Receipts | Keep | |||||
| Selectron (housed in TrackIT) | Used to accepts online payments and issues permits to customers | Permits, Receipts | Keep | |||||
| RecTrack | Used for record rentals, programs, activities, contractor classes, etc. | Rental records, Leases, Contracts | Keep | |||||
| CryWolf | Used for alarm system registration | Account information | Replace w/ERP | |||||
| Core | Used for payments to the Fire Department and transportation fees, replacement in the work ETA 3-4 months company called LIV | Payment Receipts | Replace w/ERP | |||||
| WasteWorks | Used for utility bills & customer accounts | Utility bills, Customer accounts | Keep | |||||
| OpenGov (ProcureNow) | Used for vendor solicitation, contract storage, and communication | Contracts, Vendor lists, Vendor solicitation | Replace w/ERP | |||||
| AS400 (Central Square) | Used for issuing payments, maintaining vendor records, and tracking remittance information; used to generate live PO numbers | Vendor records, Receipts, POs, Remittances | Replace w/ERP | |||||
| Shared Drive | Used to store scanned documents outside digital systems | Document inventory | Keep | |||||
| Physical file storage | Used to store paper forms outside digital systems | Document inventory | Keep | |||||
| CivicPlus | Used to generate resolution for Council review | Resolutions, Policies | Keep |
File details come from the government source that posted it. Updated .