Dunn County - ERP RFP Requirements _Final_For_Posting.xlsx
XLSX spreadsheet 283 KB Posted
- Attached to
- ERP
- Solicitation number
- 2024-16
- Issued by
- Eau Claire County, Wisconsin
About this file
This document is a request for proposal (RFP) from Dunn County for an Enterprise Resource Planning (ERP) system. The ERP system is required to have functionality across 15 functional areas, including General Ledger, Budgeting, Assets and Inventory, Purchasing, Payroll, and Human Resources, with a total of 3,251 functional requirements. The county is seeking a vendor that can provide a system that is integrated across all modules, with the ability to import and export data in various formats and interface with third-party systems. The system must also meet stringent security and auditing requirements. The vendor must provide pricing, implementation, and ongoing support details, with the county reserving the right to award the contract to the most advantageous proposal.
The RFP outlines detailed functional and technical requirements for the ERP system, including the ability to handle fund accounting, multi-year budgeting and forecasting, fixed asset management, and inventory control. Vendors are required to respond to each requirement, indicating whether the functionality is standard, additional, custom, or not available. The county is seeking a system that can be implemented and operational within a specified timeframe, with the vendor providing comprehensive training and support throughout the process.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| 2024-16 Addendum 3.pdf | ||
| 8537 rfp.pdf | ||
| Dunn_County_2024_ERP_RFP_Final_For_Posting.pdf | ||
| 2024-16 Addendum 4.pdf | ||
| 2024-16 Addendum 1.pdf | ||
| Updated- Dunn County - ERP RFP Requirements _Final_For_Posting-updated (1).xlsx | XLSX spreadsheet | |
| 2024-16 Addendum 5.pdf | ||
| 2024-16 Addendum 2.pdf | ||
| 2024-16 Addendum 6.pdf | ||
| Dunn_County_2024_ERP_RFP_Final_For_Posting.pdf |
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Text version
TOC
| Table of Contents | ||
| Tab No. | Functional Area | Number of Requirements |
| 1 | GT-General and Technical | 188 |
| 2 | GL-General Ledger and Financial Reporting | 179 |
| 3 | BD-Budgeting | 168 |
| 4 | AI-Assets and Inventory | 121 |
| 5 | PU-Purchasing, Bids, and Contract Management | 265 |
| 6 | AP-Accounts Payable | 185 |
| 7 | AR-Accounts Receivable and Cash Receipts | 184 |
| 8 | PG-Project Accounting and Grant Management | 137 |
| 9 | AT-Applicant Tracking | 302 |
| 10 | BA-Benefits Administration | 275 |
| 11 | TA-Time and Attendance | 302 |
| 12 | COM-Compensation | 122 |
| 13 | PR-Payroll | 363 |
| 14 | PM-Human Resources and Personnel Management | 310 |
| 15 | LP-Performance Reviews and Learning Management | 150 |
| Total Functional Requirements: | 3,251 |
| AttachD-Current List of Systems | 75 | |
| Vendor Response Options | ||
| Drop Down Options | Definition | Instruction |
| Standard | Standard - Standard functionality within the core system product. | Comment encouraged if needed to ensure understanding of the requirement is adequately relayed. |
| Additional | Additional - Functionality exists in an add-on module to the core product and is being proposed. | Comment required - Indicate which module is needed for this functionality |
| APPAPI | APPAPI - Functionality exists through use of an integrated app or API and is being proposed. Column E comment required. | Comment required - Brief description of what is proposed. |
| Custom | Custom - Functionality can be achieved with a custom enhancement and is being proposed. Column E comment required. | Comment required - Brief description of what is proposed. |
| FutureCore | FutureCore – This feature/functionality will be available by the time implementation begins, will be a part of the core product, and is being proposed. Column E comment required. | Comment required - Indicate the scheduled date of release. |
| FutureAdd | FutureAdd – This feature/functionality will be available by the time implementation begins, will be a part of an add-on module, and is being proposed. Column E comment required. | Comment required - Indicate which module is needed for this functionality AND the scheduled date of release. |
| NotAvailable | NotAvailable – Feature/Functionality is not available within this system, will not be available through confirmed and scheduled future release, and is not included in the proposal. | No comment requirements |
| NotProposed | NotProposed – Use only if the Feature/Functionality is available or can be developed within this system but is not included in the proposal, regardless of reason | Comment encouraged to relay why the feature or functionality is not being proposed. |
&"Arial,Bold"&14Calumet County &"Arial,Regular"&11Functional and Technical Requirements
&"Arial,Regular"&10Attachment B &"Arial,Regular"&10Page &P of &N &"Arial,Regular"&10Last Updated: August 30, 2022
1. General and Technical
| Drop Down Options | Definition | Instruction |
| Standard | Standard - Standard functionality within the core system product. | Comment encouraged if needed to ensure understanding of the requirement is adequately relayed. |
| Additional | Additional - Functionality exists in an add-on module to the core product and is being proposed. | Comment required - Indicate which module is needed for this functionality; confirm module cost included in the cost proposal |
| APPAPI | APPAPI - Functionality exists through use of an integrated app or API and is being proposed. Column E comment required. | Comment required - Brief description of what is proposed. |
| Custom | Custom - Functionality can be achieved with a custom enhancement and is being proposed. Column E comment required. | Comment required - Brief description of what is proposed. |
| FutureCore | FutureCore – This feature/functionality will be available by the time implementation begins, will be a part of the core product, and is being proposed. Column E comment required. | Comment required - Indicate the scheduled date of release. |
| FutureAdd | FutureAdd – This feature/functionality will be available by the time implementation begins, will be a part of an add-on module, and is being proposed. Column E comment required. | Comment required - Indicate which module is needed for this functionality AND the scheduled date of release. |
| NotAvailable | NotAvailable – Feature/Functionality is not available within this system, will not be available through confirmed and scheduled future release, and is not included in the proposal. | No comment requirements |
| NotProposed | NotProposed – Use only if the Feature/Functionality is available or can be developed within this system but is not included in the proposal, regardless of reason | Comment encouraged to relay why the feature or functionality is not being proposed. |
| General and Technical | ||
| Requirement Reference No. | Description of Feature/Functionality | Criticality - Mandatory |
Critical
| Desired | Vendor Response | Vendor Comments | ||
| Technical Environment | ||||
| GT.1 | The system has the ability to assign a minimum of 1 County employee the role of System Administrator. (i.e. This individual will have the ability, access, and permissions to make changes without the intervention of a third-party consultant. Ideally this would be 2 or more individuals.) | Mandatory | Select from dropdown | |
| GT.2 | 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. | Mandatory | Select from dropdown | |
| The system has the ability to import and export data from (or to) standard file formats including but not limited to: | ||||
| GT.3 | PDFs that are text based and searchable; | Mandatory | Select from dropdown | |
| GT.4 | .txt; | Mandatory | Select from dropdown | |
| GT.5 | csv; | Mandatory | Select from dropdown | |
| GT.6 | MS Excel (version 2016 or later); | Mandatory | Select from dropdown | |
| GT.7 | MS Word (version 2016 or later); | Mandatory | Select from dropdown | |
| GT.8 | MS SQL (2016 or newer); | Mandatory | Select from dropdown | |
| GT.9 | Other County-defined desktop productivity applications.(e.g. PowerBi) | Critical | Select from dropdown | |
| GT.10 | The system has the ability to import and export data with web services formats. (e.g. HDML file) | Critical | Select from dropdown | |
| GT.11 | The system has the ability to support API's (Application Programming Interface) for third-party system integration. | Mandatory | Select from dropdown | |
| GT.12 | The system has the ability to provide a centralized data dictionary, that fully describes table structure and appropriate levels of metadata. | Critical | Select from dropdown | |
| GT.13 | The system has the ability to support the County's preferred web browsers (i.e., Chrome, Edge, Safari). | Mandatory | Select from dropdown | |
| GT.14 | The system has the ability to store and apply digital copies of signatures to documents (e.g., checks, notification letters) with appropriate security permissions. | Critical | Select from dropdown | |
| GT.15 | 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. | Mandatory | Select from dropdown | |
| GT.16 | The system has the ability to be fully operational without an instance of an installed client on the desktop. | Critical | Select from dropdown | |
| Document Management | ||||
| GT.17 | The system has the ability to provide "Document Management System" functionality to track electronic files associated with specific system records. | Critical | Select from dropdown | |
| GT.18 | The system has the ability to use "drag and drop" or file upload functionality to associate documents to transactions within the system. | Critical | Select from dropdown | |
| GT.19 | The system has the ability to link imported documents to specific records. | Mandatory | Select from dropdown | |
| GT.20 | The system has the ability to index documents to the system. (e.g. user defined search) | Critical | Select from dropdown | |
| GT.21 | The system has the ability to interface to an external document management system. (e.g. Papervision in Child Support data is required to be separated from larger county management FEDRAMP compliance. CJIS data in Sheriff's Office) | Critical | Select from dropdown | |
| GT.22 | The system has the ability to allow a user to scan documents directly into the system using high-speed scanners. | Critical | Select from dropdown | |
| GT.23 | The system has the ability to utilize OCR scanning functionality. | Critical | Select from dropdown | |
| GT.24 | The system has the ability to export a file directly for document storage. (e.g. export reports) | Mandatory | Select from dropdown | |
| GT.25 | The system has the ability to email a linked image file to another party (internally or externally) using the County's email system. | Critical | Select from dropdown | |
| GT.26 | The system has the ability to identify records with imaged documentation. | Critical | Select from dropdown | |
| GT.27 | The system has the ability to associate electronic files with a system record (e.g., Excel, Word, PDF, .jpg, .tiff, other user defined). | Critical | Select from dropdown | |
| GT.28 | The system has the ability to support a hierarchy for archival and purging of data records in accordance with Dunn County archival standards (e.g., contract should remain active until a project is closed even if the contract has reached a County-defined threshold for archival or purging). | Critical | Select from dropdown | |
| GT.29 | The system has the ability to support the purging of scanned documents, according to County defined schedules. | Critical | Select from dropdown | |
| Security | ||||
| GT.30 | The system is configured for SAML authentication with Microsoft's EntraAD(formerly AzureAD) | Mandatory | Select from dropdown | |
| GT.31 | Support for native authentication for users without EntraAD accounts. | Mandatory | Select from dropdown | |
| GT.32 | Native authentication enforces use of two-factor authentication for access to the application. | Mandatory | Select from dropdown | |
| GT.33 | Native Authentication encrypts passwords at rest. Explain the encryption methods used. | Mandatory | Select from dropdown | |
| GT.34 | The system has the ability to store passwords using a third-party identity provider. | Mandatory | Select from dropdown | |
| GT.35 | Data stored in the database is encrypted. | Mandatory | Select from dropdown | |
| GT.36 | All data stored by the system is encrypted in transit and at rest. | Mandatory | Select from dropdown | |
| The system has the ability to provide security at the following levels: | ||||
| GT.37 | Department; | Critical | Select from dropdown | |
| GT.38 | Division; | Critical | Select from dropdown | |
| GT.39 | Role or group; | Critical | Select from dropdown | |
| GT.40 | User ID; | Critical | Select from dropdown | |
| GT.41 | Screen; | Critical | Select from dropdown | |
| GT.42 | Menu; | Critical | Select from dropdown | |
| GT.43 | Report; | Critical | Select from dropdown | |
| GT.44 | Field; | Critical | Select from dropdown | |
| GT.45 | Element in chart of accounts; and | Critical | Select from dropdown | |
| GT.46 | Transaction type/code | Critical | Select from dropdown | |
| GT.47 | The system has the ability to allow the County to determine which fields are visible to roles. | Mandatory | Select from dropdown | |
| GT.48 | The system has the ability to provide role-based security. | Mandatory | Select from dropdown | |
| GT.49 | The system has the ability to provide both read and write access to the system using role based security. | Mandatory | Select from dropdown | |
| The system has the ability to track audit changes throughout the system that creates a log of all records maintained and includes: | ||||
| GT.50 | Date; | Critical | Select from dropdown | |
| GT.51 | Time; | Critical | Select from dropdown | |
| GT.52 | User; | Critical | Select from dropdown | |
| GT.53 | Information prior to change; | Critical | Select from dropdown | |
| GT.54 | Changed information; and | Critical | Select from dropdown | |
| GT.55 | Other administer-configurable information. | Critical | Select from dropdown | |
| GT.56 | The system has the ability to allow auditing within modules to be determined by the module, and configured by the administrator. | Critical | Select from dropdown | |
| GT.57 | The system has the ability to update all security roles automatically (user discretion) when a change in the "master" role is made. | Mandatory | Select from dropdown | |
| GT.58 | 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). | Mandatory | Select from dropdown | |
| GT.59 | The system has the ability to allow a County administrator to configure the duration that time audit logs are retained (e.g., 90 days). | Critical | Select from dropdown | |
| GT.60 | The system has the ability to provide access to audit trails for only the users with proper security based upon the user’s security profile. | Critical | Select from dropdown | |
| GT.61 | The system has the ability to allow the System Administrator to add and change permissions for system access. | Mandatory | Select from dropdown | |
| GT.62 | The system has the ability to log users off the system after an administrator-defined period of inactivity, based on user-defined roles. | Critical | Select from dropdown | |
| GT.63 | The system has the ability to allow a System Administrator to log out users. (e.g. employee termination) | Mandatory | Select from dropdown | |
| GT.64 | The system has the ability to provide customizable audit reports. | Critical | Select from dropdown | |
| GT.65 | The system has the ability to provide configurable exception reports. | Critical | Select from dropdown | |
| GT.66 | 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. | Critical | Select from dropdown | |
| GT.67 | The system has the ability to allow the audit trail to have a date/time stamp resolution no greater than a second. | Critical | Select from dropdown | |
| The system has the ability to mask fields by user role including but not limited to: | ||||
| GT.68 | Tax numbers/ID; | Mandatory | Select from dropdown | |
| GT.69 | Date of Birth; | Mandatory | Select from dropdown | |
| GT.70 | Passwords; | Mandatory | Select from dropdown | |
| GT.71 | Checking and banking account numbers; | Mandatory | Select from dropdown | |
| GT.72 | Social Security numbers; | Mandatory | Select from dropdown | |
| GT.73 | Drivers License numbers; | Mandatory | Select from dropdown | |
| GT.74 | Employee contact information (e.g., address, phone, etc.); | Mandatory | Select from dropdown | |
| GT.75 | Email addresses; | Mandatory | Select from dropdown | |
| GT.76 | Pay rates; and | Mandatory | Select from dropdown | |
| GT.77 | Other, user-defined fields. | Mandatory | Select from dropdown | |
| GT.78 | The system has the ability to mask a portion of any of the above fields. | Mandatory | Select from dropdown | |
| GT.79 | The system has the ability to be operational on a 24 x 7 scheduled basis. | Mandatory | Select from dropdown | |
| GT.80 | 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 and role (e.g., data fields masked on a record or transaction are similarly masked on reports run by the user) | Mandatory | Select from dropdown | |
| GT.81 | The system has the ability to ensure that all modules are Payment Card Industry (PCI) compliant. | Mandatory | Select from dropdown | |
| User Interface | ||||
| GT.82 | The system has the ability to allow search (free text typing) | Mandatory | Select from dropdown | |
| GT.83 | The system has the ability to provide drop down boxes or other pick list function for data selection. | Critical | Select from dropdown | |
| GT.84 | The system has the ability to provide functionality or integrate with third-party products to enlarge the print on computer screens (i.e., screen magnification). | Critical | Select from dropdown | |
| GT.85 | The system has the ability to provide functional online help documentation for system end users. | Critical | Select from dropdown | |
| GT.86 | The system has the ability to provide technical online help documentation for system administrators. | Critical | Select from dropdown | |
| GT.87 | The system has the ability to provide integration with the Microsoft clipboard, with appropriate security permissions. | Critical | Select from dropdown | |
| GT.88 | The system has the ability to provide error messages that appear in a consistent format across all system modules. | Critical | Select from dropdown | |
| GT.89 | The system has the ability to provide error messages that are integrated with online help functionality. | Critical | Select from dropdown | |
| GT.90 | The system has the ability to create error logs with detail associated with the error. | Critical | Select from dropdown | |
| GT.91 | The system has the ability to provide configuration options with the level of detail that is logged in error logs. | Critical | Select from dropdown | |
| GT.92 | The system has the ability to allow users to send error reports to the County IT Department. | Critical | Select from dropdown | |
| GT.93 | The system has the ability to provide administrator configurable error messages. | Desired | Select from dropdown | |
| GT.94 | The system has the ability to provide user-defined fields with appropriate security permissions. | Critical | Select from dropdown | |
| GT.95 | The system has the ability to allow the County to determine which fields are required. | Critical | Select from dropdown | |
| GT.96 | The system has the ability to provide an administrative messaging system (e.g., a message to alert users of system maintenance activity). | Desired | Select from dropdown | |
| GT.97 | The system has the ability to provide customizable screens based on roles and permissions. | Critical | Select from dropdown | |
| GT.98 | 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). | Critical | Select from dropdown | |
| GT.99 | 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 | Select from dropdown | |
| GT.100 | The system has the ability to provide customizable help. | Desired | Select from dropdown | |
| GT.101 | The system has the ability to provide data validation on entry. (i.e. in real time) | Mandatory | Select from dropdown | |
| GT.102 | The system has the ability to attach files to records in the system with the ability to restrict this functionality. | Critical | Select from dropdown | |
| GT.103 | 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. | Critical | Select from dropdown | |
| GT.104 | The system has the ability to provide drill down capability on all screens where applicable. | Critical | Select from dropdown | |
| GT.105 | The system has the ability to provide drill down capability to see attachments to records based on security permissions. | Critical | Select from dropdown | |
| GT.106 | 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 | Select from dropdown | |
| GT.107 | The system has the ability to spell check on any field with the ability for a user to accept or ignore suggestion. | Critical | Select from dropdown | |
| GT.108 | The system has the ability to provide predictive text capability with the ability to turn this functionality on or off. | Desired | Select from dropdown | |
| GT.109 | The system has the ability to search by wild cards, based on security permissions. | Critical | Select from dropdown | |
| GT.110 | The system has the ability to search by fragment or portion of a word. | Critical | Select from dropdown | |
| GT.111 | The system has the ability to support pre-filled fields in appropriately pre-formatted screens eliminating redundant data entry. | Critical | Select from dropdown | |
| GT.112 | 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. | Critical | Select from dropdown | |
| GT.113 | The system has the ability to support access from mobile devices (e.g., for County-defined approvals and Executive Information System) with appropriate security permissions. | Critical | Select from dropdown | |
| GT.114 | The system has the ability for multiple windows to be open at the same time. | Mandatory | Select from dropdown | |
| GT.115 | 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 | Select from dropdown | |
| GT.116 | 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. | Critical | Select from dropdown | |
| GT.117 | 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. | Critical | Select from dropdown | |
| GT.118 | 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 | Select from dropdown | |
| GT.119 | The system has the ability to allow the system administrator to rename field labels. | Critical | Select from dropdown | |
| GT.120 | 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. | Critical | Select from dropdown | |
| GT.121 | 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). | Critical | Select from dropdown | |
| Workflow | ||||
| GT.122 | The system has the ability to initiate and track the workflow and approval process. | Mandatory | Select from dropdown | |
| GT.123 | The system has the ability to assign different levels of approval for the same user. | Mandatory | Select from dropdown | |
| GT.124 | The system has the ability to maintain separation of duties related to workflow approval processes. | Mandatory | Select from dropdown | |
| GT.125 | The system has the ability to provide workflow functionality in all applicable system modules. | Mandatory | Select from dropdown | |
| The system has the ability to set workflow rules by: | ||||
| GT.126 | User; | Critical | Select from dropdown | |
| GT.127 | Role; | Critical | Select from dropdown | |
| GT.128 | Department; | Critical | Select from dropdown | |
| GT.129 | Account Number; | Critical | Select from dropdown | |
| GT.130 | Thresholds; | Critical | Select from dropdown | |
| GT.131 | Percentage argument | Critical | Select from dropdown | |
| GT.132 | Process/Task; and | Critical | Select from dropdown | |
| GT.133 | User-defined criteria. | Critical | Select from dropdown | |
| GT.134 | The system has the ability to assign an approval workflow unrelated to individual completing the data entry | Mandatory | Select from dropdown | |
| GT.135 | The system has the ability to allow temporary status changes of users (e.g., unavailable due to vacation time). | Mandatory | Select from dropdown | |
| GT.136 | The system has the ability to re-route workflow assignments based on availability triggered by unavailable status. | Critical | Select from dropdown | |
| GT.137 | The system has the ability to re-route workflow assignments based on availability triggered by County-defined periods of no response. | Critical | Select from dropdown | |
| GT.138 | The system has the ability to notify a system administrator(s) of unsuccessful workflow processes. | Critical | Select from dropdown | |
| GT.139 | The system has the ability to provide escalation paths based on user-defined criteria (e.g., minimum period of no response, etc.). | Critical | Select from dropdown | |
| GT.140 | The system has the ability to provide event-driven notifications by email that may be configured at any step in any workflow routine. | Critical | Select from dropdown | |
| GT.141 | The system has the ability to allow notifications to be configurable by the County. | Critical | Select from dropdown | |
| GT.142 | The system has the ability to provide flexible workflow configurations allowing the advancement of a process with appropriate security permissions. | Mandatory | Select from dropdown | |
| Support and Documentation | ||||
| GT.143 | 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. | Critical | Select from dropdown | |
| GT.144 | The system has the ability to allow centralized deployment of system updates and system maintenance by authorized users. | Critical | Select from dropdown | |
| GT.145 | The system has the ability to allow remote deployment of system updates and system maintenance by authorized users. | Critical | Select from dropdown | |
| GT.146 | 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 | Select from dropdown | |
| GT.147 | The vendor must proactively notify the System Administrator regarding which releases of third-party software (JAVA virtual machine, Mozilla, Safari, etc.) are known to create problems with the current version of the vendor software. | Mandatory | Select from dropdown | |
| The vendor, at a minimum must adhere to the following standards for issue resolution: | ||||
| GT.148 | Severity Level 1, system is down. Attention required immediately, maximum of 30 minute response time. | Critical | Select from dropdown | |
| GT.149 | Severity Level 2, major functionality of the system is impacted or parts of the system are down. Maximum of one hour response time. | Critical | Select from dropdown | |
| GT.150 | Severity Level 3, non-mission critical processes are impacted. Maximum of eight hour response time. | Critical | Select from dropdown | |
| GT.151 | The system has the ability to allow for outage times to be based on a 24x7 basis instead of working hours. | Mandatory | Select from dropdown | |
| GT.152 | The system has the ability to allow for severity levels for support as defined by the County. | Critical | Select from dropdown | |
| GT.153 | The vendor will provide support during standard County business hours. | Critical | Select from dropdown | |
| GT.154 | The vendor will provide web-based support, with a searchable database of common problems, to assist end users in researching error messages. | Critical | Select from dropdown | |
| GT.155 | The system has the ability to adhere to the County's security policy, which requires vendors to request for access to the application for trouble shooting. | Critical | Select from dropdown | |
| GT.156 | The system has the ability to provide online software documentation for all software application modules. | Mandatory | Select from dropdown | |
| GT.157 | The system has the ability to provide an online tutorial to assist users learning the software. | Critical | Select from dropdown | |
| GT.158 | The system has the capability to provide support through remote access to the application in accordance with County procedures. | Critical | Select from dropdown | |
| GT.159 | The vendor offers software application support during planned upgrades outside of typical operating hours, as requested by the County. | Critical | Select from dropdown | |
| GT.160 | The vendor offers access to an online user group community. | Critical | Select from dropdown | |
| GT.161 | The vendor offers a suite of online training modules. | Critical | Select from dropdown | |
| GT.162 | The vendor offers periodic live webinar training sessions at no cost. | Critical | Select from dropdown | |
| GT.163 | The vendor offers recorded training sessions to be viewed at no cost. | Critical | Select from dropdown | |
| GT.164 | The vendor offers an implementation project management website, that includes a secure process for file sharing between the vendor and client. | Critical | Select from dropdown | |
| Reporting and Dashboards | ||||
| GT.165 | The system has the ability to provide a user-friendly ad-hoc reporting tool for all proposed modules. | Critical | Select from dropdown | |
| GT.166 | The system has the ability to provide an Executive Information System (EIS) (i.e., a performance dashboard). | Critical | Select from dropdown | |
| GT.167 | The system has the ability to customize the information presented on the Executive Information System by user. | Critical | Select from dropdown | |
| GT.168 | The system has the ability to customize the information presented on the Executive Information System by group of users. | Critical | Select from dropdown | |
| GT.169 | The system has the ability to display information on the Executive Information System in real-time. | Critical | Select from dropdown | |
| GT.170 | The system has the ability to allow a user to manually refresh the Executive Information System. | Critical | Select from dropdown | |
| GT.171 | The system has the ability to provide a library of standard reports (i.e., "canned" reports). | Mandatory | Select from dropdown | |
| GT.172 | The system has the ability to allow a user to modify existing reports, with appropriate security permissions. | Critical | Select from dropdown | |
| GT.173 | The system has the ability to provide an integrated report writer. | Critical | Select from dropdown | |
| GT.174 | The system has the ability to provide an integrated report writer that has a consistent look and feel across all proposed system modules. | Critical | Select from dropdown | |
| GT.175 | 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 | Select from dropdown | |
| GT.176 | 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 | Select from dropdown | |
| GT.177 | 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 | Select from dropdown | |
| GT.178 | The system has the ability save favorite reports in a menu or pick-list by individual user. | Critical | Select from dropdown | |
| GT.179 | The system has the ability to allow generated reports to be viewed on screen prior to printing. | Critical | Select from dropdown | |
| GT.180 | The system has the ability to allow reports to be generated that are searchable. | Critical | Select from dropdown | |
| GT.181 | The system has the ability to schedule reports to run in the future. | Critical | Select from dropdown | |
| GT.182 | The system has the ability to schedule reports to be run on a recurring basis. | Critical | Select from dropdown | |
| GT.183 | The system has the ability to configure automatic distribution paths for generated reports (i.e., automatically send a report to a particular user). | Critical | Select from dropdown | |
| GT.184 | The system has the ability to schedule and to distribute reports via electronic workflow. | Critical | Select from dropdown | |
| GT.185 | 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. | Critical | Select from dropdown | |
| GT.186 | The system has the ability to allow reports to be generated that have "drill-down" capabilities. | Critical | Select from dropdown | |
| GT.187 | The system has the ability to notify a system administrator of reports that have been running for more than a County-specified period of time. | Critical | Select from dropdown | |
| GT.188 | The system has the ability to notify the end user of reports that have been running for more than a County-specified period of time. | Critical | Select from dropdown |
&"Arial,Bold"&14Calumet County &"Arial,Regular"&11Functional and Technical Requirements
&"Arial,Regular"&10Attachment B &"Arial,Regular"&10Page &P of &N &"Arial,Regular"&10Last Updated: August 30, 2022
2. GL & Fin Rpt
| Drop Down Options | Definition | Instruction |
| Standard | Standard - Standard functionality within the core system product. | Comment encouraged if needed to ensure understanding of the requirement is adequately relayed. |
| Additional | Additional - Functionality exists in an add-on module to the core product and is being proposed. | Comment required - Indicate which module is needed for this functionality; confirm module cost included in the cost proposal |
| APPAPI | APPAPI - Functionality exists through use of an integrated app or API and is being proposed. Column E comment required. | Comment required - Brief description of what is proposed. |
| Custom | Custom - Functionality can be achieved with a custom enhancement and is being proposed. Column E comment required. | Comment required - Brief description of what is proposed. |
| FutureCore | FutureCore – This feature/functionality will be available by the time implementation begins, will be a part of the core product, and is being proposed. Column E comment required. | Comment required - Indicate the scheduled date of release. |
| FutureAdd | FutureAdd – This feature/functionality will be available by the time implementation begins, will be a part of an add-on module, and is being proposed. Column E comment required. | Comment required - Indicate which module is needed for this functionality AND the scheduled date of release. |
| NotAvailable | NotAvailable – Feature/Functionality is not available within this system, will not be available through confirmed and scheduled future release, and is not included in the proposal. | No comment requirements |
| NotProposed | NotProposed – Use only if the Feature/Functionality is available or can be developed within this system but is not included in the proposal, regardless of reason | Comment encouraged to relay why the feature or functionality is not being proposed. |
| General Ledger and Financial Reporting | ||
| Requirement Reference No. | Description of Feature/Functionality | Criticality - Mandatory |
Critical
| Desired | Vendor Response | Vendor 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. | Mandatory | Select from dropdown | |
| GL.2 | The system has the ability to produce statements of revenue and expense at a user defined interval (i.e., daily, weekly, monthly, quarterly, and annually) in summary or detail and can be subtotaled at multiple levels in the chart of accounts. | Critical | Select from dropdown | |
| GL.3 | The system has the ability to produce statements at any user defined interval (i.e., daily, weekly, monthly, quarterly, and annually) in summary or detail and can be subtotaled at multiple levels in the chart of accounts. | Critical | Select from dropdown | |
| GL.4 | 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 | Select from dropdown | |
| GL.5 | 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. | Desired | Select from dropdown | |
| GL.6 | The system has the ability to perform a soft year end close and lock balances in place for balance sheet balances as well as close the revenues and expenditures into the balance sheet zeroing them out for the new year. | Mandatory | Select from dropdown | |
| GL.7 | The system has the ability to support multi-year funds. | Mandatory | Select from dropdown | |
| GL.8 | 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 inactive accounts with activity or a balance. (e.g. solid waste accounts as liabilities) | Critical | Select from dropdown | |
| GL.9 | The system has the ability to roll all funds simultaneously from one fiscal year to the next. | Mandatory | Select from dropdown | |
| GL.10 | The system has the ability to automatically roll forward balances for balance sheet accounts at year end for a soft close. | Critical | Select from dropdown | |
| GL.11 | The system has the ability to automatically roll forward balances for balance sheet accounts at year end for a hard close. | Critical | Select from dropdown | |
| GL.12 | 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 | Select from dropdown | |
| GL.13 | The system has the ability to store at least 5 years of transactional data in a live or transactional environment with the ability for the County to determine when data will be archived based on the number of years. | Mandatory | Select from dropdown | |
| GL.14 | The system has the ability to store at least 10 years of transactional data in a live or transactional environment with the ability for the County to determine when data will be archived based on the number of years. | Desired | Select from dropdown | |
| GL.15 | The system has the ability to limit account inquiry access to the balance/summary level. | Desired | Select from dropdown | |
| GL.16 | The system has the ability to restrict user access to a County defined group of account numbers when entering a journal entry. | Critical | Select from dropdown | |
| GL.17 | The system has the ability to do double-entry bookkeeping or two-sided accounting balancing entries. | critical | Select from dropdown | |
| GL.18 | System has the ability to configure account segments to be selected from a drop down or similar (e.g. no free text entry of account numbers) | Critical | Select from dropdown | |
| GL.19 | System has the ability to configure account sub-segments to be selected from a drop down or similar (e.g. no free text entry of account numbers) and directly related to the nested account hierarchy. (i.e. a specific account can only be select if the appropriate fund has been selected) | Critical | Select from dropdown | |
| GL.20 | The system has the ability allow the system administrator or user with appropriate permissions to add new GL accounts, as needed (e.g. new grant received mid-year) | Critical | Select from dropdown | |
| GL.21 | The system has the ability to restrict GL posting (i.e., live or batch) by account number. | Critical | Select from dropdown | |
| GL.22 | The system has the ability to flag an account as inactive. | Critical | Select from dropdown | |
| GL.23 | The system has the ability to flag an account as inactive based on a specified effective date plus a specified grace period. | Desired | Select from dropdown | |
| GL.24 | 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 | Select from dropdown | |
| GL.25 | 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 | Select from dropdown | |
| GL.26 | The system has the ability to carry forward active and inactive accounts, even if they have zero balances. | Critical | Select from dropdown | |
| GL.27 | The system has the ability to record a journal entry type in the general ledger for reconciliation purposes. | Critical | Select from dropdown | |
| GL.28 | The system has the ability to restrict one-sided journal entries from being entered. | Critical | Select from dropdown | |
| GL.29 | The system has the ability to perform posting of recurring journal entries. | Critical | Select from dropdown | |
| GL.30 | The system has the ability to flag a journal entry as a reversing journal entry and identify the new journal entry number and date as well as a reference number for the original journal entry. | Critical | Select from dropdown | |
| GL.31 | The system has the ability to perform reversals of month-end accruals at the beginning of the next period. | Critical | Select from dropdown | |
| GL.32 | The system has the ability to perform automatic reversals of month-end accruals at the beginning of the next period. | Desired | Select from dropdown | |
| GL.33 | The system has the ability to drill down to see all account activities, to include the related accounts of the source journal. | Critical | Select from dropdown | |
| GL.34 | The system has the ability to allow users to retrieve GL related information that is a minimum 5 years old. | Critical | Select from dropdown | |
| GL.35 | The system has the ability to allow users to retrieve GL related information that is 10 years old. | Desired | Select from dropdown | |
| GL.36 | The system has the ability to perform basic validation routines before data can be entered (e.g., data type checking, account validation, project numbers, grant, etc.) | Mandatory | Select from dropdown | |
| GL.37 | The system has the ability to perform basic validation routines before data can be entered with a preview of the results prior to posting | Desired | Select from dropdown | |
| GL.38 | The system has the ability to allow the produced compliance reports to be editable by a user for formatting and final edits. | Desired | Select from dropdown | |
| GL.39 | The system has the ability to provide fund accounting capability that complies with GAAP and GASB standards. | Critical | Select from dropdown | |
| GL.40 | The system has the ability to display user defined reasons for rejecting general ledger transactions. | Critical | Select from dropdown | |
| GL.41 | CHANGE: The system has the ability to provide at least 16 open periods, including one for audit adjustments. (i.e. 13/14 for prior year posting, 15/16 for auditing) | Mandatory | Select from dropdown | |
| GL.42 | The system has the ability to move a division or project from one department to another and carry over all associated history. | Critical | Select from dropdown | |
| GL.43 | The system has the ability to allow selected accounts to be flagged in order to disallow any postings to occur to those accounts. | Critical | Select from dropdown | |
| GL.44 | The system has the ability for the system administrator or user with appropriate permissions to override and allow posting when the selected account was flagged. | Critical | Select from dropdown | |
| GL.45 | 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 | Select from dropdown | |
| GL.46 | The system has the ability to attach documentation to an account based on account access permissions. | Critical | Select from dropdown | |
| GL.47 | The system has the ability to provide attachment functionality to GL accounts. (e.g. scope of work, ordinance resolution allowing for the expenditure, etc.) | Critical | Select from dropdown | |
| GL.48 | The system has the ability to enter comments on the account based on account access permissions. | Critical | Select from dropdown | |
| GL.49 | The system has the ability to add user date and time comments per GL account. | Desired | Select from dropdown | |
| GL.50 | The system has the ability to add user date and time comments per GL account transaction. | Desired | Select from dropdown | |
| GL.51 | The system has the ability to capture comments added for audit trail purposes. | Critical | Select from dropdown | |
| Chart of Accounts | ||||
| GL.52 | The system has the ability to provide a single chart of accounts file that is referenced by all other system modules. | Mandatory | Select from dropdown | |
| GL.53 | When any segment of the Chart of Accounts needs to be noted in a field, the system has the ability to provide a dropdown (or similar) from the single chart of accounts/nested hierarchy of sub-segments (i.e. no free text entry, selection based only) | Critical | Select from dropdown | |
| 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 | Select from dropdown | |
| GL.55 | The system has the ability to inactivate parts of an account so no posting activity can take place against the account. | Critical | Select from dropdown | |
| 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 | Select from dropdown | |
| GL.57 | The system has the ability to provide "short-cuts" that are alphanumeric. | Desired | Select from dropdown | |
| 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. | Desired | Select from dropdown | |
| GL.59 | The system has the ability to activate new accounts or specific accounts based on dates or date ranges. | Critical | Select from dropdown | |
| GL.60 | The system has the ability to inactivate new accounts or specific accounts based on dates or date ranges. | Critical | Select from dropdown | |
| GL.61 | The system has the ability to provide security at a County-determined level in the chart of accounts. | Critical | Select from dropdown | |
| 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, department/division, unit, sub-unit, object, and sub-object). | Critical | Select from dropdown | |
| GL.63 | The system has the ability to set up an account as non-interest bearing. | Desired | Select from dropdown | |
| GL.64 | The system has the ability to perform interest projections based on user specifications. | Desired | Select from dropdown | |
| GL.65 | The system has the ability to allocate interest earnings, including negative interest, based on average balances calculated from user defined to/from dates and accounts. | Desired | Select from dropdown | |
| GL.66 | The system has the ability to allocate interest earnings, including negative interest, based on a point in time balance and accounts. | Desired | Select from dropdown | |
| GL.67 | The system has the ability to create a journal entry for interest distribution to the General Ledger module. | Desired | Select from dropdown | |
| GL.68 | The system has the ability to post interest distribution to the General Ledger module. | Desired | Select from dropdown | |
| GL.69 | The system has the ability to support at least 9 segments and a minimum of 42 alphanumeric characters in the chart of accounts. | Critical | Select from dropdown | |
| GL.70 | The system has the ability to change the name of any segment of the account number while leaving the historic description the same. | Desired | Select from dropdown | |
| The system has the ability to support the following segments in the chart of accounts: | ||||
| GL.71 | "Fund" (at least three digits); | Mandatory | Select from dropdown | |
| GL.72 | "Department" (at least two digits); | Mandatory | Select from dropdown | |
| GL.73 | "Division/Sub-Dept" (at least three digits); | Mandatory | Select from dropdown | |
| GL.74 | "Account" (at least five digits); | Mandatory | Select from dropdown | |
| GL.75 | "Object Code" (at least four digits); | Mandatory | Select from dropdown | |
| GL.76 | "Project" (at least 10 digits) | Critical | Select from dropdown | |
| GL.77 | "Grant" - at least 6 digits - alpha-numeric | Critical | Select from dropdown | |
| GL.78 | "Activity" - at least three digits | Critical | Select from dropdown | |
| GL.79 | "Other" at least six digits alpha-numeric | Critical | Select from dropdown | |
| GL.80 | The system has the ability to not allow duplicate fund numbers. | Critical | Select from dropdown | |
| GL.81 | The system has the ability to support at least a 250-character long description field for each of the above fields. | Critical | Select from dropdown | |
| GL.82 | The system has the ability to support at least a 50-character short description field for each of the above fields. | Critical | Select from dropdown | |
| Journal Entries | ||||
| GL.83 | The system has the ability to automatically update the fiscal year and period on the first day of each period. | Critical | Select from dropdown | |
| GL.84 | The system has the ability to import and export journal entries using MS Excel spreadsheets | Mandatory | Select from dropdown | |
| GL.85 | The system has the ability to import and export journal entries using other user-defined formats. | Critical | Select from dropdown | |
| GL.86 | 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 | Select from dropdown | |
| GL.87 | The system has the ability to import journal entries with full data validation including balancing. | Critical | Select from dropdown | |
| GL.88 | The system has the ability to post statistical or non-financial data. | Critical | Select from dropdown | |
| GL.89 | The system has the ability to use workflow technology to automatically route journal entries, including reversals, with attachments, to approvers prior to posting. | Critical | Select from dropdown | |
| GL.90 | 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). (e.g. asset module posts depreciation, etc.) | Critical | Select from dropdown | |
| GL.91 | The system has the ability to provide standard, recurring, and reversing journal entry capabilities. | Critical | Select from dropdown | |
| GL.92 | The system has the ability to maintain at least 10 years of detailed journal entry transactions and budget information and provides the ability to maintain greater than 10 years if desired. | Critical | Select from dropdown | |
| GL.93 | The system has the ability to automatically populate fiscal year and period based on transaction type with the ability to override and disable. | Critical | Select from dropdown | |
| GL.94 | The system has the ability to automatically populate fiscal year and period based on effective date with the ability to override and disable. | Critical | Select from dropdown | |
| GL.95 | 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 | Select from dropdown | |
| GL.96 | The system has the ability to disallow further posting to an account that is closed or inactive. | Critical | Select from dropdown | |
| GL.97 | The system has the ability to disallow posting to a closed period. | Critical | Select from dropdown | |
| GL.98 | The system has the ability to allow posting to a closed period based on user-defined permissions. | Critical | Select from dropdown | |
| GL.99 | The system has the ability to maintain an audit trail for transactions posted to a closed period based on user-defined permissions. | Critical | Select from dropdown | |
| GL.100 | The system has the ability to allow posting a journal entry to a control account with the appropriate security. | Critical | Select from dropdown | |
| GL.101 | The system has the ability to prevent editing a sub-system batch prior to posting to the GL based on security permissions. | Critical | Select from dropdown | |
| GL.102 | The system has the ability to generate date-specific reversing entries. | Critical | Select from dropdown | |
| GL.103 | The system has the ability to generate date-specific recurring entries. | Critical | Select from dropdown | |
| GL.104 | The system has the ability to accommodate a minimum of 50 characters free form text associated with a journal entry based on security permissions. (e.g. comments/notes from auditors) | Critical | Select from dropdown | |
| GL.105 | The system has the ability to accommodate attachments associated with a journal entry based on security permissions. | Critical | Select from dropdown |
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