ERP Requirements Traceability Matrix.xlsx
XLSX spreadsheet 99 KB Posted
- Solicitation number
- 142927
- Issued by
- Howard County, Maryland
About this file
This is an ERP Requirements Traceability Matrix for a Maryland state and local Enterprise Resource Planning (ERP) Software and Services procurement opportunity. The document outlines a comprehensive set of 291 consolidated master requirements organized across four categories: 78 Capability (CAP) requirements defining high-level system scoping and business boundaries, 104 Functional (F) requirements specifying granular system features and workflows, 63 Technical (T) requirements addressing database schemas and security controls, and 46 Non-Functional (NFR) requirements establishing performance SLAs and availability standards. The requirements documentation focuses on native sourcing, procurement, and contract management modules, including the re-platforming of PlanetBids and DocuWare systems to create integrated workflows for solicitation management, bid processing, contract award tracking, fund encumbrance, multi-way invoice matching, vendor data management, and automated year-end 1099 processing with IRS TIN validation integration.
The traceability matrix assigns medium priority levels to the initial requirements reviewed and includes verification methods requiring procurement workflow mapping confirmation, automated system testing, penetration testing for security validation, and execution trail documentation. Each requirement includes cross-references to related functional and technical specifications, identifies legacy gaps within the current Lawson financial framework and isolated PlanetBids configurations, and specifies delivery classifications with expected availability dates and roadmap considerations. The matrix establishes measurable SLAs for fund encumbrance validation, invoice matching tolerance thresholds (ranging from 0% for capital equipment to 5% for utilities), and automated compliance portal security boundaries, with assumptions and dependencies documented for vendor self-service portal functionality and integrated certification tracking at the accounts payable sub-ledger level.
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Other files
| File | Type | Posted |
|---|---|---|
| RFP 27-05 ERP Software and Services 9.8.26.pdf | ||
| Vendor Compliance Response Workbook.xlsx | XLSX spreadsheet | |
| Minority Business Enterprise (MBE) Participation Form.docx | DOCX document | |
| 27-05 Pricing Schedule.xlsx | XLSX spreadsheet | |
| ERP Vendor Compliance Response Guide.pdf |
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Overview & TOC
| ERP REQUIREMENTS TRACEABILITY MATRIX | ||
| EXECUTIVE SUMMARY & KPIS | ||
| Requirement Category | Count of Requirements | Status Tracker / Progress Indicator |
| Capability (CAP) Requirements | 78 | High-level system scoping & business boundaries |
| Functional (F) Requirements | 104 | Granular system features, workflows, and calculations |
| Technical (T) Requirements | 63 | Database schemas, APIs, and security controls |
| Non-Functional (NFR) Requirements | 46 | Performance SLAs, availability, and recovery rules |
| Total Enterprise ERP Requirements | 291 | Consolidated master requirement count |
| TABLE OF CONTENTS & NAVIGATION PORTAL | ||
| Sheet Tab Name | Core Content / Scope Description | Direct Hyperlink Navigation |
| Overview & TOC | Executive summary dashboard, key project statistics, and navigation portal | Go to Sheet ➔ |
| Capability (CAP) | Core business capabilities, high-level functional boundaries, and vendor standards | Go to Sheet ➔ |
| Functional (F) | Detailed transactional workflows, out-of-the-box reporting, calculations, and inputs | Go to Sheet ➔ |
| Technical (T) | Database architecture, integration middleware schemas, encryption, and performance | Go to Sheet ➔ |
| Non-Functional (NFR) | Contractual SLAs, high availability, static data masking, and RTO/RPO objectives | Go to Sheet ➔ |
Capability (CAP)
| ERP REQUIREMENT TRACEABILITY MATRIX: CAPABILITY (CAP) | |||||||||||||||
| Category Count: | 78 | ||||||||||||||
| Req ID | Business Area | Category / Function | Requirement Statement | Legacy Gap / | Traces To | Verification Method / SLA | Priority | Meets Requirements Yes/No | Delivery Classification | Evidence/Proposal Reference | Explanation | Additional Cost Included in Pricing Yes/No | Assumption/Dependency | Expected Availability Date, if Roadmap | Comments |
| CAP-PRO-001 | NATIVE SOURCING, PROCUREMENT, AND CONTRACT MANAGEMENT (PLANETBIDS & DOCUWARE RE-PLATFORMING) | Sourcing Lifecycle | Standardize a native sourcing module to issue solicitation packages, log bid answers up to 400 lines, and transition successful awards directly to active agreements. System must support Excel and Word line import/export, integrated RFP evaluations, and dynamic pricing updates (Negotiations, BAFO, value engineering). | Isolated PlanetBids cloud configurations lacking automated entry channels to Lawson financials. | F-PRO-001, F-PRO-003, F-PRO-011, T-PRO-001 | Procurement workflow mapping confirmation tracking an award to a contract layout without data re-entry. | Medium | ||||||||
| CAP-PRO-002 | NATIVE SOURCING, PROCUREMENT, AND CONTRACT MANAGEMENT (PLANETBIDS & DOCUWARE RE-PLATFORMING) | Fund Encumbrance | Enforce real-time validation check parameters to automatically encumber operating fund commitments the moment an operator submits a purchasing request. | Lawson financial framework vulnerabilities allowing departments to exceed budget caps. | F-PRO-002, T-PRO-002 | Rerequisition tracking verification displaying immediate ledger point impacts for pending purchase requests. | Medium | ||||||||
| CAP-PRO-003 | NATIVE SOURCING, PROCUREMENT, AND CONTRACT MANAGEMENT (PLANETBIDS & DOCUWARE RE-PLATFORMING) | Multi-Way Matching | Configure programmable validation match options (2-way, 3-way, 4-way matching) to check invoice data against orders and inventory. Sourcing matching rules must programmatically calculate and accrue sales and use tax on mismatched or out-of-state vendor invoices. | Automated 3-way match validation blocking disbursements if supplier invoices exceed PO/receiver totals by standard tolerances of ±2% on unit price or ±3% on quantity. The system must apply configurable commodity-based thresholds (e.g., up to ±5% for utility invoices and a strict 0% tolerance for capital equipment) and block receiver creation when PO funds are insufficient. | F-PRO-006, F-PRO-007, F-PRO-008, F-PRO-010, T-PRO-004 | Automated system testing blocking supplier check runs if matching thresholds are breached. | Medium | ||||||||
| CAP-PRO-004 | NATIVE SOURCING, PROCUREMENT, AND CONTRACT MANAGEMENT (PLANETBIDS & DOCUWARE RE-PLATFORMING) | Contract Tracking | Provide enterprise-wide tracking of catalog agreements, pre-populating contracted line pricing for requisitions. The catalog tracking module must support the manual entry of cooperative contracts and accommodate multiple active contract awards for a single item. | Manual lookup tasks and data input leaks resulting in off-contract buying. | F-PRO-001, F-PRO-011, T-PRO-001 | Requisition transaction tracing proving direct selection from contracted vendor pricing models. | Medium | ||||||||
| CAP-PRO-005 | NATIVE SOURCING, PROCUREMENT, AND CONTRACT MANAGEMENT (PLANETBIDS & DOCUWARE RE-PLATFORMING) | Vendor Data Integration | Unify transaction-level historical tracking sheets inside individual vendor profiles, maintaining links to compliance certificates, W-9, and COI files natively at the AP sub-ledger level. | DocuWare structural disconnects creating isolated document folders during change orders. | F-PRO-004, F-PRO-005, T-PRO-003 | Random sampling verification tracking attachment links directly from sub-ledger fields. | Medium | ||||||||
| CAP-PRO-006 | NATIVE SOURCING, PROCUREMENT, AND CONTRACT MANAGEMENT (PLANETBIDS & DOCUWARE RE-PLATFORMING) | Compliance Portals | Deploy an isolated, secure Vendor Self-Service Portal where suppliers manage profiles and upload renewed certificates. | Manual collection of compliance papers via email attachments and offline Smartsheet tracking. | F-PRO-009, T-PRO-007 | Penetration check validation verifying data boundary isolation between the Vendor Self-Service Portal and internal ERP layers. | Medium | ||||||||
| CAP-PRO-007 | NATIVE SOURCING, PROCUREMENT, AND CONTRACT MANAGEMENT (PLANETBIDS & DOCUWARE RE-PLATFORMING) | Year-End Processing | Automate electronic compilation and secure electronic transmission of vendor IRS 1099 files directly to clearing agency networks. | Execution trail validation tracking automatic threshold filtering ($600 boundaries) and system-to-IRS transfers. The system must natively integrate with the IRS TIN Matching program via API/EDI to validate TINs before first payment and annually in October, automatically applying a 24% backup withholding hold on unvalidated vendors, and automatically adapting to annual IRS form changes (1099-NEC vs. 1099-MISC). | T-FIN-005 | Execution trail validation tracking automatic threshold filtering ($600 boundaries) and system-to-IRS transfers. | Medium | ||||||||
| CAP-PRO-008 | NATIVE SOURCING, PROCUREMENT, AND CONTRACT MANAGEMENT (PLANETBIDS & DOCUWARE RE-PLATFORMING) | Automated Fund Encumbrance SLA | The purchase requisition routing workflows must perform real-time funds-sufficiency checks and encumber funds in <= 1.5 seconds. | Manual budget checks and delayed spending recognition allowing budget overruns. | F-PRO-002, T-PRO-002 | Automated performance trace logs verifying requisition fund check response times <= 1.5 seconds. | Medium | ||||||||
| CAP-FIN-001 | CORE FINANCIALS & LEDGER OPTIMIZATION (GL, AP, AR) | General Ledger | Establish a multi-dimensional, segment-based Chart of Accounts (CoA) engine capable of validating multi-entity accounting segments and automated balancing crosswalk entries natively. | Rigid Lawson CoA structural layouts requiring manual external mapping sheets. | F-GL-001, F-GL-006, T-FIN-001 | 100% successful generation of ledger trial balance parity cross-entity mapping runs. | High | ||||||||
| CAP-FIN-002 | CORE FINANCIALS & LEDGER OPTIMIZATION (GL, AP, AR) | Accounts Payable | Separate vendor corporate legal entities from discrete payment remittance address objects within the underlying database schema to enforce secure entity relationships. | Lawson database vulnerability tracking overlapping master entities. | F-AP-001, F-AP-002, T-FIN-001 | Database structural validation confirms path separation without record duplication. | High | ||||||||
| CAP-FIN-003 | CORE FINANCIALS & LEDGER OPTIMIZATION (GL, AP, AR) | Accounts Receivable | Maintain real-time account-level balance tracking within sub-ledgers while expanding to support Club Automation, Clippers, rent, and village receivables, targeting an average customer refund turnaround of 6 to 8 weeks during peak season via workflow approvals. | Eliminates manual Access/Excel workarounds and reduces customer refund turnaround from disorganized legacy timelines to an audited 6-to-8 week peak-season workflow cycle via automated digital routing and Treasurer approval. | F-AR-001, F-AR-002, F-AR-003, F-BIL-013 | UAT validation verifying instantaneous transaction tracking updates across selected test accounts. | High | ||||||||
| CAP-FIN-004 | CORE FINANCIALS & LEDGER OPTIMIZATION (GL, AP, AR) | Bank Reconciliation | Integrate automated real-time matching rules to reconcile processed checks, credit cards, ACH, and EFT transactions against data feeds from Bank of America (BOA). Ensure support for multiple bank accounts segregated by function (e.g., payroll, concentration, credit card). | Successful automated execution of end-to-end clearing runs with zero balance variances, backed by automated daily sub-ledger reconciliation (continuous close) controls to prevent cash-book imbalances. | F-AR-003, T-FIN-006 | Successful automated execution of end-to-end clearing runs with zero balance variances. | High | ||||||||
| CAP-FIN-005 | CORE FINANCIALS & LEDGER OPTIMIZATION (GL, AP, AR) | Intercompany Accounting | Automate programmatic cost distributions, cross-department journal tracking, and overhead allocations across distinct CA operational divisions and multi-accounting units (since we are one company). | Manual monthly accounting adjustments processed through offline workspace templates. | F-GL-007 | Multi-entity transaction auditing tracking balanced general ledger entries with zero human handling. | High | ||||||||
| CAP-FIN-006 | CORE FINANCIALS & LEDGER OPTIMIZATION (GL, AP, AR) | Accrual Processing | The system must support both automated, date-driven reversing journal accruals based on predefined payroll schedules, as well as on-demand, user-triggered reversing entries to accommodate both standard bi-weekly payroll and ad-hoc mini-pay payroll runs ingested from Ceridian Dayforce. | Ledger execution log validation capturing correct entry adjustment postings across periods, integrated into a unified ledger lock process that synchronizes Dayforce payroll ledger feeds, Club Automation CRM cash postings, and IVR self-service queries concurrently during period close. | F-GL-004, T-FIN-004, T-FIN-006 | Ledger execution log validation capturing correct entry adjustment postings across periods. | High | ||||||||
| CAP-FIN-007 | CORE FINANCIALS & LEDGER OPTIMIZATION (GL, AP, AR) | Compliance Archiving | Partition transaction histories past a 7-year timeline threshold into an isolated read-only data compliance vault to optimize active database performance parameters. | System slowdown risks caused by storing unsegmented data logs within live tables. | F-AR-001, T-INF-004, T-MIG-002 | Data dictionary mapping showing query path routing to the archive framework for records past 7 years. | High | ||||||||
| CAP-EAM-001 | MOBILE-FIRST ENTERPRISE ASSET MANAGEMENT (EAM) & FACILITY MAINTENANCE LIFECYCLE (MICROMAIN & SMARTSHEET) | Asset Master Records | Segment the asset register into two distinct structures: (1) Non-Capitalized Assets (for tracking maintenance work on pools, gym parts, and facility equipment below capitalization thresholds); and (2) Capitalized Fixed Assets (assets that actually depreciate and are shown on financial statements). | MicroMain platform abandonment leading to fragmented tracking setups across Smartsheet silos. | F-EAM-001, F-EAM-006 | Inventory count parity checked against master registry data to confirm completeness of migrated fields. | Medium | ||||||||
| CAP-EAM-002 | MOBILE-FIRST ENTERPRISE ASSET MANAGEMENT (EAM) & FACILITY MAINTENANCE LIFECYCLE (MICROMAIN & SMARTSHEET ) | Financial Capitalization | Link Construction-in-Progress (CIP) tracking parameters directly to fixed asset tables, converting completed assets to active depreciation rules on field service dates. | Cumbersome manual tracking steps requiring offline spreadsheets to reallocate capital spending items. | F-EAM-002, T-PRO-005 | Financial transaction test verifying automated ledger posting updates upon project asset closure. | Medium | ||||||||
| CAP-EAM-003 | MOBILE-FIRST ENTERPRISE ASSET MANAGEMENT (EAM) & FACILITY MAINTENANCE LIFECYCLE (MICROMAIN & SMARTSHEET ) | Mobile Field Operations | Deploy a mobile-first field work management application to dispatch work assignments, capture site updates, and log parts usage from the field. | Paper-heavy tracking chains and data keying lags across facilities maintenance operations. | F-EAM-004, F-EAM-007 | User acceptance check running task completions on field mobile devices with immediate data sync. | Medium | ||||||||
| CAP-EAM-004 | MOBILE-FIRST ENTERPRISE ASSET MANAGEMENT (EAM) & FACILITY MAINTENANCE LIFECYCLE (MICROMAIN & SMARTSHEET ) | Maintenance Scheduling | Configure automated preventive maintenance rules driven by calendar dates, performance run hours, or seasonal markers (vital for CA pools and community infrastructure). | Reactive workflow patterns resulting in equipment downtime and manual ticket logging. | F-EAM-003 | System test verifying scheduled workflow releases and tracking updates on asset registries. | Medium | ||||||||
| CAP-EAM-005 | MOBILE-FIRST ENTERPRISE ASSET MANAGEMENT (EAM) & FACILITY MAINTENANCE LIFECYCLE (MICROMAIN & SMARTSHEET ) | Cost Allocation Loops | Automate cost mapping rules to flow equipment repair costs directly to assigned general ledger accounts. The system shall automatically block and route maintenance and capital invoices for review when invoice amounts exceed approved work order estimates by more than 10%. Maintenance and capital invoices exceeding $2,500 shall be routed for executive approval. The approval threshold may be re-evaluated by CA following implementation. | Manual invoice-review and approval processes require inconsistent routing and oversight for maintenance and capital expenditures, increasing financial-control risk and limiting audit visibility into invoice variances and approval workflows. | F-EAM-005, F-EAM-007, F-EAM-008 | System audit trail and voucher match logs verifying that: (1) any maintenance vendor invoice exceeding the approved work order estimate by more than 10% is automatically blocked and routed for review; and (2) all maintenance and capital invoices exceeding $2,500 are automatically routed through the required executive approval workflow, with complete audit-trail documentation of routing, approvals, and final disposition. | Medium | ||||||||
| CAP-EAM-006 | MOBILE-FIRST ENTERPRISE ASSET MANAGEMENT (EAM) & FACILITY MAINTENANCE LIFECYCLE (MICROMAIN & SMARTSHEET ) | Asset Depreciation | Embed straight-line asset depreciation calculators within the asset module, separating tracking requirements for grant-funded capital properties. | Disconnected sub-ledger asset records resulting in external reconciliation loops during audits. | F-EAM-002, F-EAM-006, T-PRO-006 | Ledger balance run confirming automated value adjustments across multi-tiered asset definitions. | Medium | ||||||||
| CAP-EAM-007 | MOBILE-FIRST ENTERPRISE ASSET MANAGEMENT (EAM) & FACILITY MAINTENANCE LIFECYCLE (MICROMAIN & SMARTSHEET ) | Mobile Field Sync Rate | Mobile-first field work management dispatches and task completions logged in the field must sync with core database registries within <= 3.0 seconds. | Paper-heavy tracking chains and data keying lags across facilities maintenance. | F-EAM-004, F-EAM-007 | Network sync performance traces capturing field mobile data transfer times <= 3.0 seconds. | Medium | ||||||||
| CAP-BIL-001 | AUTOMATED RULES-BASED PROPERTY TAX BILLING ENGINE (ACA REPLACEMENT) | Tax Computation Engine | Build a dynamic rules-based evaluation architecture within the ERP core to calculate annual property charges, tax credits, and phase-in caps automatically. | 5,800 lines of undocumented, procedural COBOL code prone to batch compilation failures. | F-BIL-001, F-BIL-010, T-BIL-001, T-BIL-003 | 100% ledger parity verified across a parallel programming test-bed using a Python 3 comparison engine. | High | ||||||||
| CAP-BIL-002 | AUTOMATED RULES-BASED PROPERTY TAX BILLING ENGINE (ACA REPLACEMENT) | Ingestion Pipelines | Standardize automated ETL extractors to parse, clean, and map public fixed-width Maryland SDAT text blocks containing 400 fields per record in under 1 hour. | ETL execution logs mathematically verifying complete parsing, address-formatting standardization, and database staging of the 400-field Maryland SDAT file in < 1 hour during the annual billing run | F-BIL-006, F-BIL-009, T-BIL-002, T-BIL-007 | Execution log metrics demonstrating data capture and staging transformations inside the tight window. | High | ||||||||
| CAP-BIL-003 | AUTOMATED RULES-BASED PROPERTY TAX BILLING ENGINE (ACA REPLACEMENT) | Exception Management | Embed real-time validation gates to capture, flag, and divert corrupt legacy transaction numbers (e.g., zero-dollar record loops) to an isolated processing queue. | Legacy AR560 integration failure loops crashing downstream invoice calculation passes. | F-BIL-015, T-BIL-005 | Anomaly simulation checks proving continuous file throughput while isolating malformed payloads. | High | ||||||||
| CAP-BIL-004 | AUTOMATED RULES-BASED PROPERTY TAX BILLING ENGINE (ACA REPLACEMENT) | Revenue Operations Scaling | Scale transactional throughput limits to compute and generate ~27,000 unique billing statements and handle $50M in annual revenue without database locks. | System processing performance limits causing system crashes during peak billing operations. | F-BIL-007, F-BIL-011, F-BIL-012, F-BIL-017, T-BIL-004 | Concurrent high-volume simulation runs showing transaction completeness under peak community load patterns. | High | ||||||||
| CAP-BIL-005 | AUTOMATED RULES-BASED PROPERTY TAX BILLING ENGINE (ACA REPLACEMENT) | Billing Adjustment Workflow | Integrate automated multi-tiered approval paths for credits and adjustments, directly associating supporting documentation to the target record. | Offline email requests and manual Excel manipulation steps to route billing exceptions. | F-BIL-004, F-BIL-005, F-BIL-013, F-BIL-014, F-BIL-017 | System tracing validation showing correct routing paths from field entry to General Ledger update. | High | ||||||||
| CAP-BIL-006 | AUTOMATED RULES-BASED PROPERTY TAX BILLING ENGINE (ACA REPLACEMENT) | Collection Telemetry | Interest assessment and dunning cycles must be fully configurable business rules, not fixed calendar events. The system must allow administrators to override the interest charge date, including early month processing (e.g., charging interest “as of 6/30” but running the job mid June). The system must calculate monthly interest at exactly 0.5% per month (6% annually) on the total outstanding balance due, to be applied on the last day of each month. Automated dunning letters must trigger strictly according to the following schedule: (1) Second Notice at Due Date + 60 days (October 1); (2) Manager Letter at Due Date + 120 days (December 1); (3) Legal Letter at Due Date + 165 days (February 15); and (4) MCLA Letter of Intent at Due Date + 205 days (March 15). No installment payment schedules are allowed; payments are due in full within 30 days. | Replaces manual tracking with an automated dunning engine that programmatically executes notifications and escalations in strict compliance with the Maryland Contract Lien Act (MCLA) statutory timelines (from Second Notice at Due Date + 60 days through to the MCLA Letter of Intent at Due Date + 205 days | F-AR-002, T-BIL-006 | Validation testing proving automated fee generation and status changes on delinquent accounts. | High | ||||||||
| CAP-BIL-007 | AUTOMATED RULES-BASED PROPERTY TAX BILLING ENGINE (ACA REPLACEMENT) | Billing Computational SLA | The tax calculation engine must process and generate annual assessment statements for ~27,000 unique accounts in < 1 hour without database locks or performance degradation. | System-wide freezes and concurrency lockouts during peak billing runs. | F-BIL-007, F-BIL-012, T-BIL-004 | Computational telemetry logs and database locking audit checks confirming complete batch processing under 1 hour. | High | ||||||||
| CAP-BGT-001 | UNIFIED BUDGETING, PLANNING, AND EXECUTIVE BI ANALYTICS (QUESTICA POWERPLAN & BOARD BOOK AUTOMATION) | Financial Planning Core | Replace Questica PowerPlan with a native enterprise budgeting suite featuring automated scenario replication and multi-version forecasting models. | Questica platform performance drops and data concurrency lockups under multi-user access. | F-BGT-001, F-BGT-005 | Performance trace verification demonstrating stable sub-second data updates during multi-user budget edits. | Medium | ||||||||
| CAP-BGT-002 | UNIFIED BUDGETING, PLANNING, AND EXECUTIVE BI ANALYTICS (QUESTICA POWERPLAN & BOARD BOOK AUTOMATION) | Position-Level Budgeting | Synchronize employee lifecycle objects from Ceridian Dayforce HRIS to calculate detailed workforce cost projections and compensation models. | Offline spreadsheet trackers used to manage headcount plans and structural shifts. | F-BGT-001, F-GL-004 | HR system data link check verifying exact base-level staff cost projections across departments. | Medium | ||||||||
| CAP-BGT-003 | UNIFIED BUDGETING, PLANNING, AND EXECUTIVE BI ANALYTICS (QUESTICA POWERPLAN & BOARD BOOK AUTOMATION) | Executive Reporting Mesh | Deploy embedded semantic business intelligence views (comparable to Power BI) to query core transaction data and ledger values instantly. | Total organizational dependence on manual Microsoft Access database extract files. | F-BGT-003, F-GL-003, F-GL-005, T-FIN-002 | Interface usability verification running deep custom reporting queries with zero offline translation steps. | Medium | ||||||||
| CAP-BGT-004 | UNIFIED BUDGETING, PLANNING, AND EXECUTIVE BI ANALYTICS (QUESTICA POWERPLAN & BOARD BOOK AUTOMATION) | Document Compilation | Embed dynamic text template tools to auto-assemble management reports, data graphs, and exhibits into standardized, board-ready packages. | 30-minute Access-to-Excel-to-Word pipeline tasks to compile Quarterly Board Books. | F-GL-003, T-FIN-003 | Automated asset compilation runs generating complete report books for executive leadership review. | Medium | ||||||||
| CAP-BGT-005 | UNIFIED BUDGETING, PLANNING, AND EXECUTIVE BI ANALYTICS (QUESTICA POWERPLAN & BOARD BOOK AUTOMATION) | Variance Controls | Implement customizable variance thresholds by department and expense type, with automated notification alerts for budget deviations. | Operational gaps across real-time spending tracking and budget targets. | F-BGT-004, T-FIN-007 | System test verifying email/alert routing when a test account exceeds assigned variance limits. | Medium | ||||||||
| CAP-BGT-006 | UNIFIED BUDGETING, PLANNING, AND EXECUTIVE BI ANALYTICS (QUESTICA POWERPLAN & BOARD BOOK AUTOMATION) | Historical Telemetry | Maintain accessible data lookup capabilities across a rolling 7-year timeline of granular historical budget logs to drive comparative forecasting. | Access limits to past context files during active planning rounds. | F-BGT-002 | Query test validating data retrieval parameters across multi-year ledger balance sets. | Medium | ||||||||
| CAP-BGT-007 | UNIFIED BUDGETING, PLANNING, AND EXECUTIVE BI ANALYTICS (QUESTICA POWERPLAN & BOARD BOOK AUTOMATION) | Asset Management (EAM) | The system must enforce hierarchical capital budgeting controls, tracking both project-specific budgets (e.g., $200,000 for Columbia-wide parking lots) and the overall consolidated capital budget ($14.5M). It must programmatically allow authorized finance users to formally lock completed capital projects, immediately blocking any downstream requisitioning or cost postings against that code. | Addresses absence of systemic capital project controls in legacy environment. Introduces the ability to enforce hierarchical capital budgeting controls and programmatically lock completed capital projects to block downstream requisitioning or cost postings against that code | F-BGT-001, F-EAM-002, T-PRO-005 | Configure a test hierarchy with a project-specific budget (e.g., $200,000) rolling up to a consolidated capital budget (e.g., $14.5M). Run a test script to formally change the status of a completed capital project to "Locked" inside the ERP. Attempt to submit a purchase requisition, purchase order, timesheet labor allocation, or general ledger journal entry against the locked code, and verify that the system programmatically blocks the transaction with a hard validation error. 100% block rate on locked codes; real-time transactional blocking of cost postings or requisitions against a locked project code in ≤ 1.5 seconds | Medium | ||||||||
| CAP-PORT-001 | MULTI-CHANNEL SELF-SERVICE ARCHITECTURE & PAYMENT GATEWAY PROCESSING (CUSTOMER PORTAL & MODERNIZED IVR) | Customer Portal | Deploy a secure online Customer Portal allowing property owners to verify account balances, print statements, and trigger payments. | Heavy support call volumes and manual email tasks to provide residents with invoice copies. | F-PORT-001, F-PORT-004, F-BIL-008, T-IVR-003 | Interface validation confirming account data access via web and mobile interfaces. | Medium | ||||||||
| CAP-PORT-002 | MULTI-CHANNEL SELF-SERVICE ARCHITECTURE & PAYMENT GATEWAY PROCESSING (CUSTOMER PORTAL & MODERNIZED IVR) | Payment Tokenization | Integrate a PCI-DSS v4.0 Tier-1 payment processing gateway utilizing tokenized hosted fields to protect the environment from card data. | Risk exposures from transiting raw card numbers across local file staging areas. | F-PAY-001, F-PAY-003, T-IVR-005 | Qualified Security Assessor (QSA) signed validation statement confirming tokenized payment isolation. | Medium | ||||||||
| CAP-PORT-003 | MULTI-CHANNEL SELF-SERVICE ARCHITECTURE & PAYMENT GATEWAY PROCESSING (CUSTOMER PORTAL & MODERNIZED IVR) | Audio Masking Security | Enforce carrier-level session Dual-Tone Multi-Frequency (DTMF) clamping proxy protections to obscure telephone payment data. | PCI compliance limitations preventing secure over-the-phone payment processing options. | F-PAY-002, T-IVR-004, F-SEC-005 | Call recording audit demonstrating that card entry tones are completely clamped from voice records. | Medium | ||||||||
| CAP-PORT-004 | MULTI-CHANNEL SELF-SERVICE ARCHITECTURE & PAYMENT GATEWAY PROCESSING (CUSTOMER PORTAL & MODERNIZED IVR) | ACH Bank Processing | Build native iPaaS middleware integration rails to support electronic check validations and automated ACH clearing connections directly with Truist Bank. | Manual lockbox import steps and ledger holding account workarounds. | F-PAY-004, F-PAY-006 | Inbound clearing log audit showing successful electronic fund validation and direct ledger matching. | Medium | ||||||||
| CAP-PORT-005 | MULTI-CHANNEL SELF-SERVICE ARCHITECTURE & PAYMENT GATEWAY PROCESSING (CUSTOMER PORTAL & MODERNIZED IVR) | Transaction Idempotency | Enforce mandatory transaction idempotency key parameters (X-Idempotency-Key) on all inbound customer portal API payment requests. | Duplicate ledger entries and balance discrepancies caused by network connection dropouts. | F-PAY-005, T-INT-006 | Automated duplicate payload injection testing confirming the system blocks duplicate payment entries. | Medium | ||||||||
| CAP-PORT-006 | MULTI-CHANNEL SELF-SERVICE ARCHITECTURE & PAYMENT GATEWAY PROCESSING (CUSTOMER PORTAL & MODERNIZED IVR) | Document Generation | Configure an optimized electronic document generation tool to render, cryptographically sign, and distribute digital invoices and receipts. | Disjointed third-party formatting templates and manual PDF splitting tasks. | F-REC-001, F-REC-002, F-REC-003, F-REC-004, T-IVR-006 | Verification of tamper-evident SHA-256 digital signatures on portal statement downloads. | Medium | ||||||||
| CAP-PORT-007 | MULTI-CHANNEL SELF-SERVICE ARCHITECTURE & PAYMENT GATEWAY PROCESSING (CUSTOMER PORTAL & MODERNIZED IVR) | Fallback Automation | Configure closed-loop fallback scripts within the middleware to switch telephony operations to safe alternate notifications if downstream lines drop. | Broken phone loops and unmonitored call drops during network downtime. | F-AUD-003, T-IVR-007, F-INT-008 | Connection loss simulation checking the execution of automated telephony script fallbacks. | Medium | ||||||||
| CAP-PORT-008 | MULTI-CHANNEL SELF-SERVICE ARCHITECTURE & PAYMENT GATEWAY PROCESSING (CUSTOMER PORTAL & MODERNIZED IVR) | Portal Performance SLA | The secure online resident portal must render standard dashboard views, billing statements, and payment screens completely in < 2.0 seconds under standard network loads. | Slow system load times and page rendering lags on legacy interfaces. | F-PORT-001, T-IVR-003 | User acceptance load testing and browser network telemetry captures verifying UI page load times <= 2.0 seconds. | Medium | ||||||||
| CAP-INT-001 | API-FIRST INTEGRATION MESH (IPAAS MIDDLEWARE ARCHITECTURE FOR RETAINED SPOKES) | iPaas Middleware | Centralize system interactions via an API-first Integration Platform as a Service (iPaaS) middleware layer to govern all data transactions across applications. | Fragile point-to-point flat file transfers and custom SFTP overnight scripts. | F-INT-001, T-INT-001, F-PORT-005 | Active system interface catalog verifying 100% of connections route through the iPaaS middleware gateway. | Medium | ||||||||
| CAP-INT-002 | API-FIRST INTEGRATION MESH (IPAAS MIDDLEWARE ARCHITECTURE FOR RETAINED SPOKES) | Data Transformation | Configure programmatic string transformation and mapping rules within the middleware to align data schemas across applications without manual formatting. | Rigid 9-character description caps causing truncation errors and manual data scrubbing in Excel. | F-INT-001, T-INT-003 | Payload tracking confirmation proving formatting data parity across connected endpoints. | Medium | ||||||||
| CAP-INT-003 | API-FIRST INTEGRATION MESH (IPAAS MIDDLEWARE ARCHITECTURE FOR RETAINED SPOKES) | Message Broker | Implement a resilient iPaaS middleware asynchronous message broker pipeline to buffer high-volume transactions from spoke systems safely. | Data packet drop vulnerabilities during high-volume batch interface updates. | F-INT-003, F-INT-004, T-INT-003 | Integration performance testing showing data completeness during high-volume data ingest simulations. | Medium | ||||||||
| CAP-INT-004 | API-FIRST INTEGRATION MESH (IPAAS MIDDLEWARE ARCHITECTURE FOR RETAINED SPOKES) | Club Automation CRM Link | Establish an event-driven webhook sync to ingest and process daily customer membership revenue and point-of-sale data under 5 minutes. | Manual data entry and file parsing steps to translate CRM outputs into usable financials. | F-INT-003, T-INT-004 | Integration trace logs capturing automated transaction posting completions under the 5-minute target. | Medium | ||||||||
| CAP-INT-005 | API-FIRST INTEGRATION MESH (IPAAS MIDDLEWARE ARCHITECTURE FOR RETAINED SPOKES) | Dayforce HRIS Integration | Configure secure REST endpoints to pull batched employee profile changes and payroll journal metrics from Dayforce to the ERP general ledger. | Manual spreadsheet manipulation tasks to split payroll distributions by cost code. | F-INT-004, T-INT-005, F-GL-004 | Integration processing history capturing complete data sync actions inside a 15-minute SLA window. | Medium | ||||||||
| CAP-INT-006 | API-FIRST INTEGRATION MESH (IPAAS MIDDLEWARE ARCHITECTURE FOR RETAINED SPOKES) | Isolation Safeguards | Build automated read-replica cache parameters inside the iPaaS layer to process external balance lookups without locking core database tables. | Database row lockouts during peak billing windows that previously forced IT to deactivate phone lookups. | F-INT-005, F-BAL-001, T-IVR-001, T-INF-006 | Concurrency trace verification showing safe data access paths under high-volume lookup tests. | Medium | ||||||||
| CAP-INT-007 | API-FIRST INTEGRATION MESH (IPAAS MIDDLEWARE ARCHITECTURE FOR RETAINED SPOKES) | Error Quarantine | Enforce domain-specific Dead-Letter Queues (DLQs) inside the orchestration layer to catch and isolate malformed transaction payloads automatically. | Validation errors and unparsed formatting structures crashing downstream database runs. | F-INT-006, F-AUD-002, T-INT-007 | Error injection test proving payload isolation within the DLQ quarantine boundary with zero impact on main pipelines. | Medium | ||||||||
| CAP-INT-008 | API-FIRST INTEGRATION MESH (IPAAS MIDDLEWARE ARCHITECTURE FOR RETAINED SPOKES) | Middleware High Availability | The Integration Platform as a Service (iPaaS) middleware layer must maintain a contractually guaranteed >= 99.9% uptime, engineered with active-active multi-zone clustering and seamless load-balancing. | Frequent dropouts on legacy file feeds and lack of systemic load-balancing. | F-INT-001, T-INT-008 | Monthly service level reviews and middleware uptime logs verifying system availability >= 99.9%. | Medium | ||||||||
| CAP-INT-009 | API-FIRST INTEGRATION MESH (IPAAS MIDDLEWARE ARCHITECTURE FOR RETAINED SPOKES) | Integration Sync Availability | Define strict transactional availability for Club Automation sync with ingestion latency < 5 minutes for daily transaction sync, and Dayforce sync with ingestion latency < 15 minutes for payroll files. | Manual re-keying and spreadsheet string-splitting of Club Automation MAS90 reports and manual payroll journal adjustments. | F-INT-003, F-INT-004, T-INT-004, T-INT-005 | iPaaS processing logs and middleware message broker telemetry confirming ingestion latencies under their respective targets. | Medium | ||||||||
| CAP-SEC-001 | ZERO-TRUST SECURITY ENGINEERING, IDENTITY GOVERNANCE (IAM), AND OMNICHANNEL COMPLIANCE | Identity Governance | Federate application login pathways with centralized corporate Directory architectures using SAML 2.0 or OIDC authentication profiles. | Fragmented local user profiles across separate applications creating access control gaps. | F-SEC-003, T-SEC-001, F-PORT-002 | Single Sign-On (SSO) validation test verifying account access using unified enterprise user credentials. | High | ||||||||
| CAP-SEC-002 | ZERO-TRUST SECURITY ENGINEERING, IDENTITY GOVERNANCE (IAM), AND OMNICHANNEL COMPLIANCE | User Provisioning | Enforce real-time automated user lifecycle adjustments (adds, changes, deletions) across applications via standardized SCIM infrastructure rules. | Manual account cleanup delays when internal staff change roles or depart the organization. | F-SEC-003, T-SEC-001 | Identity access log audit showing immediate account access updates following a simulated HR profile change. | High | ||||||||
| CAP-SEC-003 | ZERO-TRUST SECURITY ENGINEERING, IDENTITY GOVERNANCE (IAM), AND OMNICHANNEL COMPLIANCE | Access Enforcement | Enforce multi-layered Role-Based Access Control (RBAC) maps to separate ledger maintenance profiles from asset tracking views. | System privilege validation trace proving strict enforcement of Segregation of Duties (SoD) boundaries. Specifically: (1) AP: Programmatically block users from approving invoices or releasing payments for vendors they created or modified; (2) AR: Block users from applying receipts to property accounts where they modified abatements, caps, or exemption parameters; (3) GL: Block manual journal entry originators from executing final ledger postings (dual authorization required). | F-SEC-001, T-SEC-002, F-PORT-004 | System privilege validation trace proving strict enforcement of Segregation of Duties (SoD) boundaries. | High | ||||||||
| CAP-SEC-004 | ZERO-TRUST SECURITY ENGINEERING, IDENTITY GOVERNANCE (IAM), AND OMNICHANNEL COMPLIANCE | Data Cryptography | Apply validated AES-256 cryptographic encryption protocols for data at rest and TLS 1.3 parameters for data in transit across all endpoints. | Plaintext transactional data visibility hazards inside staging directories. | F-SEC-007, T-SEC-003 | Automated security network scan confirmation verifying cryptographically secured data pipelines. | High | ||||||||
| CAP-SEC-005 | ZERO-TRUST SECURITY ENGINEERING, IDENTITY GOVERNANCE (IAM), AND OMNICHANNEL COMPLIANCE | Key Governance | Isolate data encryption keys within a cloud-based Key Management Service (KMS), enforcing automated annual rotation rules under NIST 800-57 guidelines. | Fixed key dependencies embedded within localized database configuration files. | F-SEC-008, T-SEC-004 | Cloud KMS system settings audit proving compliance with security rotation rules. | High | ||||||||
| CAP-SEC-006 | ZERO-TRUST SECURITY ENGINEERING, IDENTITY GOVERNANCE (IAM), AND OMNICHANNEL COMPLIANCE | Privilege Management | Require administrative access modifications to route through a secure Privileged Access Management (PAM) gateway with Just-In-Time (JIT) rules. | Persistent, unmonitored master administrative privileges increasing security risks. | F-SEC-009, T-SEC-005 | System audit trail check proving automatic expiration of elevated privilege tokens within 2 hours. | High | ||||||||
| CAP-SEC-007 | ZERO-TRUST SECURITY ENGINEERING, IDENTITY GOVERNANCE (IAM), AND OMNICHANNEL COMPLIANCE | Step-Up Check Controls | Require multi-factor step-up authentication checks whenever a user attempts to update sensitive vendor banking or sub-ledger parameters. | Unauthorized sub-ledger edits lacking context-aware confirmation challenges. | F-SEC-002, T-SEC-007, F-PORT-003 | Session verification log showing step-up checks triggering on bank data modification paths. | High | ||||||||
| CAP-SEC-008 | ZERO-TRUST SECURITY ENGINEERING, IDENTITY GOVERNANCE (IAM), AND OMNICHANNEL COMPLIANCE | Threat Telemetry | Embed automated threat detection rules to track and flag suspicious user actions, access spikes, or abnormal error trends in real time. | Delayed operational visibility regarding environment security threats. | F-SEC-011, T-SEC-011, F-AUD-005 | Threat simulation testing verifying immediate system alerts when failed checkouts spike beyond limits. | High | ||||||||
| CAP-SEC-009 | ZERO-TRUST SECURITY ENGINEERING, IDENTITY GOVERNANCE (IAM), AND OMNICHANNEL COMPLIANCE | Framework Parity | Maintain framework compliance alignment with Maryland state data protection rules, NIST 800-53 controls, and ISO/IEC 27001 standards. | Unaligned legacy platform setups lacking verifiable cybersecurity framework mappings. | F-SEC-010 | Comprehensive third-party gap analysis report verifying compliance alignment across all system controls. | High | ||||||||
| CAP-SEC-010 | ZERO-TRUST SECURITY ENGINEERING, IDENTITY GOVERNANCE (IAM), AND OMNICHANNEL COMPLIANCE | Centralized Monitoring & APM | Deploy an enterprise-grade Application Performance Monitoring (APM) and centralized security event logging (SIEM) ruleset configured to alert IT security administrators within <= 10 minutes if failed checkout or payment transactions exceed 15 errors in a rolling 10-minute window. | Total visibility blind spots regarding real-time payment gateway failures and security threats. | F-SEC-011, T-SEC-011 | Threat simulation testing confirming automated security email and SMS alerts trigger within 10 minutes of threshold breach. | High | ||||||||
| CAP-INF-001 | CLOUD INFRASTRUCTURE, MULTI-TENANT DATABASE ARCHITECTURE & DISASTER RECOVERY | SaaS Cloud Hosting | Deploy core platform resources across a highly resilient, modern multi-tenant SaaS architecture utilizing local multi-zone cloud configurations. | Private cloud hosting models limiting modern API deployments. | T-INF-001 | Vendor infrastructure SLA contract audit confirming multi-zone coverage guarantees >= 99.95%. | Medium | ||||||||
| CAP-INF-002 | CLOUD INFRASTRUCTURE, MULTI-TENANT DATABASE ARCHITECTURE & DISASTER RECOVERY | Storage Allocation | Provision a highly scalable core transactional environment with a baseline capacity minimum of 500 GB to support incoming asset histories. | Performance risks caused by unmitigated table size growth across legacy systems. | F-MIG-002, T-INF-002 | Cloud infrastructure metrics confirming active database storage allocations. | Medium | ||||||||
| CAP-INF-003 | CLOUD INFRASTRUCTURE, MULTI-TENANT DATABASE ARCHITECTURE & DISASTER RECOVERY | Continuous Availability | Architect high-availability auto-scaling compute nodes to balance workload shifts dynamically during complex year-end closing periods. | System latency spikes and query timeouts during intensive cost distribution runs. | T-INF-003, T-INF-007 | Load testing simulations capturing zero performance lag under peak operational transaction volumes. | Medium | ||||||||
| CAP-INF-004 | CLOUD INFRASTRUCTURE, MULTI-TENANT DATABASE ARCHITECTURE & DISASTER RECOVERY | Business Continuity | Automate continuous incremental backup processes and multi-region database failover scripts to secure transactional data layers. | Manual backup dependencies and disaster risk vulnerabilities on legacy networks. | T-INF-005 | Disaster recovery drill proving a Recovery Time Objective (RTO) < 4 hours and Recovery Point Objective (RPO) < 1 hour. | Medium | ||||||||
| CAP-INF-005 | CLOUD INFRASTRUCTURE, MULTI-TENANT DATABASE ARCHITECTURE & DISASTER RECOVERY | Database Partitioning | Implement hot/cold data segregation rules within transactional database indices to optimize processing efficiency for active operational tables. | Database slowdowns caused by searching unindexed tables containing decades of historical logs. | T-INF-004 | Trace file validation showing storage segregation of old database logs. | Medium | ||||||||
| CAP-INF-006 | CLOUD INFRASTRUCTURE, MULTI-TENANT DATABASE ARCHITECTURE & DISASTER RECOVERY | Multi-Tier Environment Landscape | The vendor must provision five fully isolated application environments (DEV, QA, UAT, TRN, PROD). All non-production environments must use Static Data Masking (SDM) to permanently scramble employee SSNs and resident financial PII before cloning. | Lower sandbox environments regularly refreshed with unmasked, live production data, violating privacy laws. | T-INF-001 | Security audit checks and sandbox database inspection logs confirming 100% PII sanitization. | Medium | ||||||||
| CAP-INF-007 | CLOUD INFRASTRUCTURE, MULTI-TENANT DATABASE ARCHITECTURE & DISASTER RECOVERY | Release Management Controls | The vendor must deploy all upgrades, hotfixes, and patches to the non-production QA environment for validation a minimum of 7 days prior to production release, with formal CA approval required. | Unscheduled vendor-initiated production outages and custom script breakages. | T-INF-001 | Formal patch release logs, QA environment test results, and documented CA change control sign-offs. | Medium | ||||||||
| CAP-MIG-001 | DATA QUALITY GOVERNANCE, CLEANSING PIPELINES, AND HIGH-FIDELITY CUTOVER RUNBOOKS | Data Pipeline Governance | Structure the data migration project around a strict 6-step ETL quality pipeline: Profile, Cleanse, Map, Transform, Validate, and Migrate. | Disorganized ledger extractions risking data loss during conversion windows. | F-MIG-001, T-MIG-001 | Technical committee sign-off on transformation schemas and execution logs. | Medium | ||||||||
| CAP-MIG-002 | DATA QUALITY GOVERNANCE, CLEANSING PIPELINES, AND HIGH-FIDELITY CUTOVER RUNBOOKS | Retention Boundary Rules | Enforce automated database filtering parameters to align historical record migration with master enterprise retention schedules. | System bloat risks from loading decades of obsolete, sensitive legacy data logs. | F-AR-001, T-MIG-002 | Pre-migration database validation scans proving exclusion of records outside scope parameters. | Medium | ||||||||
| CAP-MIG-003 | DATA QUALITY GOVERNANCE, CLEANSING PIPELINES, AND HIGH-FIDELITY CUTOVER RUNBOOKS | Change Data Capture | Deploy real-time Change Data Capture (CDC) replication lines to sync ongoing system updates continuously leading up to final cutover deployment. | Protracted system deactivation windows disrupting resident payment services during transition windows. | F-MIG-003, T-MIG-003 | Cutover weekend availability logging capturing near-zero customer portal downtime. | Medium | ||||||||
| CAP-MIG-004 | DATA QUALITY GOVERNANCE, CLEANSING PIPELINES, AND HIGH-FIDELITY CUTOVER RUNBOOKS | Ledger Parity | The data migration pipeline must validate ledger replication and parity using a multi-tiered data verification routine, including: (1) schema-conforming row-count matches; (2) target-field column-sum aggregations; and (3) programmatic sub-ledger-to-general-ledger trial balance parity verifications | Balance mismatches and data corruption risks from unverified flat-file conversions. | F-MIG-004, F-MIG-007, T-MIG-004 | Post-migration database check logs showing exact record-count and financial ledger parity. | Medium | ||||||||
| CAP-MIG-005 | DATA QUALITY GOVERNANCE, CLEANSING PIPELINES, AND HIGH-FIDELITY CUTOVER RUNBOOKS | Rollback Orchestration | Configure automated transformation safety controls to halt execution pipelines and roll back to the last valid state if verification steps fail. | Manual database cleanup risks and database corruption hazards if script routines crash mid-migration. | F-MIG-005, T-MIG-005 | Simulated environment crash testing verifying automated target state rollback with zero data corruption. | Medium | ||||||||
| CAP-MIG-006 | DATA QUALITY GOVERNANCE, CLEANSING PIPELINES, AND HIGH-FIDELITY CUTOVER RUNBOOKS | Delta Exception Routing | Deliver tested ledger tie-back scripts, exception routing rules, and verification criteria inside a formal Open-Transaction Cutover Runbook. | Manual data cleanup loops to fix unmapped transaction deltas post-go-live. | F-MIG-008, T-MIG-006 | Executed Cutover Runbook sign-off and successful completion of user acceptance testing validations. | Medium | ||||||||
| CAP-MIG-007 | DATA QUALITY GOVERNANCE, CLEANSING PIPELINES, AND HIGH-FIDELITY CUTOVER RUNBOOKS | Master Cataloging | Compile a comprehensive field-level schema blueprint dictionary tracking all chart of accounts segments and integrated data objects. | Operational knowledge gaps and system management risks caused by undocumented legacy fields. | F-MIG-009, T-MIG-007 | Formal Senior Leadership Team and Executive Steering Committee configuration dictionary sign-off. | Medium | ||||||||
| CAP-MIG-008 | DATA QUALITY GOVERNANCE, CLEANSING PIPELINES, AND HIGH-FIDELITY CUTOVER RUNBOOKS | Trial Balance Matching | Build programmatic ledger trial balance parity verification queries to compare legacy system closing balances directly against target cloud configuration states to enforce the bifurcated migration accuracy model: verifying absolute 100% mathematical balance parity (zero-variance $0.00) across all general ledger accounts, active open receivables, and account transaction histories feeding the Maryland Contract Lien Act (MCLA) dunning clock, while validating a minimum 99.5% accuracy threshold for closed historical trial balance detail. | Labor-intensive manual accounting verification check steps post-go-live. | F-MIG-010, T-MIG-008 | Post-migration matching report confirming trial balance parity with zero financial variance exceptions. | Medium |
Functional (F)
| ERP REQUIREMENT TRACEABILITY MATRIX: FUNCTIONAL (F) | ||||||||||||||||
| Category Count: | 104 | |||||||||||||||
| Req ID | Business Area | Category / Function | Requirement Statement | Legacy Gap / | Traces To | Compliance / Security Reference | Verification Method / SLA | Priority | Meets Requirements Yes/No | Delivery Classification | Evidence/Proposal Reference | Explanation | Additional Cost Included in Pricing Yes/No | Assumption/Dependency | Expected Availability Date, if Roadmap | Comments |
| F-PRO-001 | NATIVE SOURCING, PROCUREMENT, AND CONTRACT MANAGEMENT (PLANETBIDS & DOCUWARE RE-PLATFORMING) | Sourcing-to-Purchasing Flow | Implement a native, automated sourcing-to-purchasing flow where active vendor negotiations, solicitations, and approvals are routed natively. | PlanetBids, manual OneDrive processes | CAP-PRO-001, CAP-PRO-004 | N/A (Standard Back-Office Flow) | Production workflow validation and user adoption audits. | Medium | ||||||||
| F-PRO-002 | NATIVE SOURCING, PROCUREMENT, AND CONTRACT MANAGEMENT (PLANETBIDS & DOCUWARE RE-PLATFORMING) | Fund Encumbrance | Programmatically apply real-time operating fund encumbrances for any open requisition upon workflow routing. | Infor/Lawson V10 | CAP-PRO-002, CAP-PRO-008 | N/A (Standard Back-Office Flow) | Ledger entry verification on pending purchasing requests. | Medium | ||||||||
| F-PRO-003 | NATIVE SOURCING, PROCUREMENT, AND CONTRACT MANAGEMENT (PLANETBIDS & DOCUWARE RE-PLATFORMING) | PO Migration | Migrate active open purchase orders (POs) and in-progress capital project POs from Lawson. | Infor/Lawson V10 | CAP-PRO-001 | N/A (Standard Back-Office Flow) | Cutover open PO audit and reconciliation report. | Medium | ||||||||
| F-PRO-004 | NATIVE SOURCING, PROCUREMENT, AND CONTRACT MANAGEMENT (PLANETBIDS & DOCUWARE RE-PLATFORMING) | Document Continuity | Natively link all supporting documents (quotes, original contracts, and W-9s) to their corresponding open POs in the ERP. This permanently resolves the DocuWare "orphaned documents" issue. | DocuWare (not retained) | CAP-PRO-005 | N/A (Standard Back-Office Flow) | Random sampling audit of migrated and active PO attachments. | Medium | ||||||||
| F-PRO-005 | NATIVE SOURCING, PROCUREMENT, AND CONTRACT MANAGEMENT (PLANETBIDS & DOCUWARE RE-PLATFORMING) | Invoice Dispute Management | Automated Invoice Dispute & Payment Hold Workflow: System must allow AP staff to flag invoices as 'Rejected' (returns to AP for research/resend) or 'Disputed' (places payment hold and alerts buyer/vendor of price, quantity, or product mismatches). | Manual email chains, offline spreadsheet tracking, manual Lawson payment block holds | CAP-PRO-005 | N/A (Standard Back-Office Flow) | Workflow Audit: Flag a test invoice as disputed; verify payment run automatically excludes the invoice, sends vendor notice, and maintains an immutable audit record. | Medium | ||||||||
| F-PRO-006 | NATIVE SOURCING, PROCUREMENT, AND CONTRACT MANAGEMENT (PLANETBIDS & DOCUWARE RE-PLATFORMING) | 3-Way Match Exception Handling | Automated Tolerances & Exception Routing: System must enforce configurable 3-way matching tolerance thresholds (e.g., ±2% price or dollar variance). Mismatches exceeding tolerances must automatically route to the designated requisitioner/approver with side-by-side PO, receipt, and invoice visual comparisons. | Manual Lawson-to-DocuWare verification ("ping-pong" workflow), manual Notepad edits | CAP-PRO-003 | N/A (Standard Back-Office Flow) | Performance Test: Submit invoice with 5% price variance over PO; verify system blocks automated posting and routes approval task to requisitioner within <30 seconds. | Medium |
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