D_Solution Functional RTM Narrative.docx

State of Washington | RFP No. 24-DCYF-CW-081 Department of Children, Youth, and Families (DCYF) Attachment D DEPS Functional RTM Narrative Response Template

Attachment D:

DEPS Functional Requirements Traceability Matrix (RTM) Narrative Response Template

Unless otherwise directed, DCYF requires that Vendors use the provided mandatory response templates to prepare responses included in the proposal. DCYF requires that Vendors enter responses directly into templates, and not to insert “see attached file” (or similar statements) in the templates or worksheet to reference separate documents. Proposals not using the mandatory response templates will not be reviewed. Figures and tables must be numbered and referenced in the text of the proposal by that number. DCYF requests that Vendors do not submit marketing materials, product sheets, brochures, customer testimonials, or other pre-printed materials.

Table of Contents

Functional Requirements Approach for the DCYF Enterprise Payment Solution (DEPS) The Vendor must provide a narrative overview of how the proposed solution will meet the DCYF Enterprise Payment Solution (DEPS) Functional Requirements. The following questions pertaining to Functional Requirements are a required portion of the RFP response and will be evaluated by DCYF.

Instructions: Use these response sections to provide specific details of the proposed approach to meeting the Functional Requirements in each functional area. Responses should, when necessary, reference requirements using the appropriate RFP Requirement Numbers from Attachment C: Solution Functional Requirements Traceability Matrix (RTM).

Responses in this section must be highly focused on DEPS-specific business processes and requirements and not simply provide generic or marketing descriptions of solution capabilities. DCYF also expects the Vendor to propose its approach for meeting the Functional Requirements included in Attachment C: Solution Functional Requirements Traceability Matrix (RTM).

General Activities Approach The future state DEPS must be able to support Functional Requirements for the business processes related to general payment lifecycle activities, including:

Usability Approval Workflow Controlling Vendor Access / Accounts Notifications

Instructions: The Vendor must describe its approach to addressing general payment lifecycle Functional Requirements as listed in Attachment C: Solution Functional Requirements Traceability Matrix (RTM). The response to this question is limited to a maximum of three (3) pages.

< Insert Vendor Response >

Purchase Order Activities Approach The future state DEPS must be able to support Functional Requirements for the business processes related to purchase order activities, including:

Purchase Order information ingestion and classification Invoice production and tracking Invoice editing and scheduling Invoice assignment and categorization Special handling Alerts and notifications Invoice processing and payment calculation Budget and encumbrance management P-card management Back-end functionality Invoice validation

Instructions: The Vendor must describe its approach to addressing the Purchase Order Activities Functional Requirements as listed in Attachment C: Solution Functional Requirements Traceability Matrix (RTM). The response to this question is limited to a maximum of three (3) pages.

< Insert Vendor Response >

Accounts Payable Activity Approach The future state DEPS must be able to support Functional Requirements for the business processes related to accounts payable, including:

Reviewing and modifying payment coding Annotation and regulatory compliance Invoice entry and transaction management Accounting adjustments and credit memos Accounts payable tracking and monitoring Accruals and adjustments Payment distributions Overpayment collections Special payment cases P-card administration Approval workflow Tax calculation Miscellaneous Interfacing with external systems

Instructions: The Vendor must describe its approach to addressing the Accounts Payable Functional Requirements as listed in Attachment C: Solution Functional Requirements Traceability Matrix (RTM). The response to this question is limited to a maximum of three (3) pages.

< Insert Vendor Response >

Payment Issuance Activities Approach The future state DEPS must be able to support Functional Requirements for the business processes related to payment issuance activities, including:

Account and fund management Interfacing with external systems Payment approval Payment controls Payment disbursement management Payment tracking and monitoring

Instructions: The Vendor must describe its approach to addressing the Payment Issuance Functional Requirements as listed in Attachment C: Solution Functional Requirements Traceability Matrix (RTM). The response to this question is limited to a maximum of three (3) pages.

< Insert Vendor Response >

Process Garnishments Activities Approach The future state DEPS must be able to support Functional Requirements for the business processes related to process garnishments activities, including:

Ingesting garnishment documents Structing ingested data Aligning garnished entities with payment recipients Calculation of garnishment amounts Payment routing

Instructions: The Vendor must describe its approach to addressing the Process Garnishments Activities Functional Requirements as listed in Attachment C: Solution Functional Requirements Traceability Matrix (RTM). The response to this question is limited to a maximum of three (3) pages.

< Insert Vendor Response >

Audit Activities for Underpayments and Overpayments Approach The future state DEPS must be able to support Functional Requirements for the business processes related to audit activities for underpayments and overpayments, including:

Triggering of under / over payment reconciliation Categorization and validation of underpayments or overpayments Posting of accounting entries Status tracking, reporting and provider management

Instructions: The Vendor must describe its approach to addressing the Audit Activities for Underpayments and Overpayments Functional Requirements as listed in Attachment C: Solution Functional Requirements Traceability Matrix (RTM). The response to this question is limited to a maximum of three (3) pages.

< Insert Vendor Response >

Audit Activities for Aging Claims and Checks (Warrants) Approach The future state DEPS must be able to support Functional Requirements for the business processes related to audit activities for aging claims and checks (warrants), including:

Audit, categorize and report aging status of uncashed checks Issue cancellation request to OneWA Workday and assign to General Ledger 5194 Receive and resolve vendor request for check reissuance

Instructions: The Vendor must describe its approach to addressing the Audit Activities for Aging Claims and Checks (Warrants) Functional Requirements as listed in Attachment C: Solution Functional Requirements Traceability Matrix (RTM). The response to this question is limited to a maximum of three (3) pages.

< Insert Vendor Response >

Generate General Reports Activities Approach The future state DEPS must be able to support Functional Requirements for generating general reports activity, including:

Generate list of standard reports View and select reports from dashboard

Instructions: The Vendor must describe its approach to addressing the Generate General Reports Functional Requirements as listed in Attachment C: Solution Functional Requirements Traceability Matrix (RTM). The response to this question is limited to a maximum of three (3) pages.

< Insert Vendor Response >

Tax Reporting and Garnishments Reporting Activities Approach The future state DEPS must be able to support Functional Requirements for tax reporting and garnishment reporting activity, including:

Produce information to create tax reporting Generate list of standard reports

Instructions: The Vendor must describe its approach to addressing the Generate General Reports Functional Requirements as listed in Attachment C: Solution Functional Requirements Traceability Matrix (RTM). The response to this question is limited to a maximum of three (3) pages.

< Insert Vendor Response >

Payment Recipient Management Activities Approach The future state DEPS must be able to support Functional Requirements for payment recipient management activity, including:

Register a new payment recipient on the portal View or update profile information Send, receive and display notifications and information in Portal Provide and receive information to support payment authorization

Instructions: The Vendor must describe its approach to addressing the Payment Recipient Management Activities Functional Requirements as listed in Attachment C: Solution Functional Requirements Traceability Matrix (RTM). The response to this question is limited to a maximum of three (3) pages.

< Insert Vendor Response >

Functional Requirements Approach Assumptions Instructions: The Vendor must document the assumptions related to this Response Template in Table 1. Add rows as necessary. Do not change any of the completed cells.

Functional Requirements Assumptions

(Section, Page, Paragraph)

image1.jpeg