POS_and_Inventory_Management_System_Requirements_Workbook.xlsx
XLSX spreadsheet 69 KB Posted
- Solicitation number
- BPM050963
- Issued by
- Maryland
About this file
This document is a comprehensive technical requirements workbook for a Point-of-Sale (POS) and Inventory Management System for the University of Maryland Baltimore County (UMBC) Bookstore. The detailed spreadsheet outlines extensive technical specifications across multiple domains including system architecture, security, e-commerce, inventory management, financials, customer relationship management, and point-of-sale functionality. The requirements are structured for potential vendors to respond with detailed capabilities across over 300 specific questions, with vendors expected to answer YES, NO, or N/A and provide supporting notes for non-affirmative responses.
The requirements reflect a sophisticated, comprehensive system request that goes beyond traditional bookstore management, seeking an integrated solution capable of handling complex academic retail environments. Key functional requirements include support for multiple sales channels (in-store, online, mobile), textbook rentals, course material management, multi-term operations, integration with campus systems like PeopleSoft, comprehensive inventory tracking, robust reporting capabilities, and advanced security features including multi-factor authentication, PCI compliance, and SAML 2.0 compatibility. The document indicates UMBC is seeking a modern, flexible system that can handle the complexities of university bookstore operations across various transaction types, inventory management needs, and technological integrations.
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Other files
| File | Type | Posted |
|---|---|---|
| RFP_Template_BookstorePOS_Issued_4.28.2025.pdf | ||
| Addendum_No._1.pdf | ||
| Addendum_No._2.pdf | ||
| POS_and_Inventory_Management_System_Requirements_Workbook.xlsx | XLSX spreadsheet | |
| Higher_Education_Community_Vendor_Assessment_Tool.xlsx | XLSX spreadsheet | |
| RFP_Template_BookstorePOS_Issued_4.28.2025.pdf |
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Technical Specifications
| UMBC Bookstore |
| Point-of-Sale (POS) and Inventory Management System Requirements |
| Vendors: Please respond YES, NO, or N/A to each question. Notes required for NO or N/A answers. |
| Question Number | Requirement/Question | Answer | Notes |
| 1 | Is your solution a web based hosted solution or hosted Solution? If you offer both, please answer both. If you answer both, you will be requested to provide a cost for both solutions. | ||
| 2 | Does your solution support PCI Point-to-Point Encryption (P2Pe) | ||
| 3 | The solution should support passwords that meet LOA2 entropy requirements for non-UWO students or employees and Support Single-Sign on to allow for Shibboleth or ADFS authentication for UWO employees or students. | ||
| 4 | Support multi-factor authentication using Duo for users with access to high-risk data. | ||
| 5 | The product will need to be SAML 2.0 capable and compliant. If Yes, is this included in the initial implementation cost? | ||
| 6 | High-risk data is encrypted in transit and at rest. | ||
| 7 | Regular backups of data is required and periodically tested. | ||
| 8 | Does the system include a backup and recovery capability? If so, is this encrypted at rest? | ||
| 9 | Access to high-risk data is password protected and an inactivity auto-lock is required. | ||
| 10 | All data created with the solution is university owned and recovery mechanisms should be stated on the contract. | ||
| 11 | Software solution must maintain access support and parity with modern/current web browsers in all platforms. | ||
| 12 | Do you have a contingency plant to prevent service disruptions, disaster recovery and business continuity? | ||
| 13 | Does your software integrate with other systems? If so, are there additional costs? | ||
| 14 | Is additional software required to be purchased from Vendor to provide the services requested? If yes, please provide specifications | ||
| 15 | How often are new software updates/releases rolled out? | ||
| 16 | Does the software require additional hardware to implement? If yes, please provide specifications, minimum and preferred requirements. | ||
| 17 | Does the solution have audit trail capabilites on user activity? | ||
| 18 | Describe the product's support for managing and enforcing access rights | ||
| 19 | Do you perform an annual SSAE 16 or ISAE 3402 audit? | ||
| 20 | Do you offer any tools/facilities to import the data from other systems/spreadsheets into your software? | ||
| 21 | Does your system require additioanl software or infrastructure to support its database backend (ie: Oracle, SLQ, etc)? |
GRADED RESPONSES-PLEASE RESPOND TO EACH OF THESE QUESTIONS TO YOUR COMPANIES BEST ABILITY
| Question Number | Requirement/Question | Answer | Notes (Feel Free to add details to answers here). |
| 1 | Describe the architecture of your system. | ||
| 2 | Describe your load balancing, clustering and automatic fail-over capabilities | ||
| 3 | Describe your contingency plan to prevent service disruptions, including disaster recovery/business continuity plan | ||
| 4 | Please list the desktop operating environments supported | ||
| 5 | Please list the browsers supported (i.e. IE, Firefox, Chrome) | ||
| 6 | Describe your new release rollout methodology | ||
| 7 | Describe how the software integrates to other systems (API) | ||
| 8 | Does the application allow for an administrative user to set certain fields as required fields throughout the system (e.g., in contacts, issues, and sales management) | ||
| 9 | How long is data retained? | ||
| 10 | What are your migrating options? Is data in a migratable format? Can data be exported into other systems? Please describe. | ||
| 11 | In the event a customer decides to move away from using your software, what happens to the customer's data that is hosted on your environment? | ||
| 12 | Describe your management direction and support for information security. | ||
| 13 | Describe your controls for managing the security program internally, as well as, external business partners | ||
| 14 | Regarding physical & environmental security, describe your controls for the in scope service to prevent unauthorized access, damage and or interference to business premises | ||
| 15 | What sorts of encryption technologies does your solution use? | ||
| 16 | Will you be able to encrypt our data while it is stored at rest | ||
| 17 | Will you be able to encrypt our data during transport? | ||
| 18 | Describe your data backup policies and procedures. What security protocols and measures are in place for data backup and archiving? | ||
| 19 | Please describe how your solution manages authorization/access? Is it role-based? | ||
| 20 | Describe the product's support for managing and enforcing access rights | ||
| 21 | Does the software support different security profiles with each profile having access to different information? | ||
| 22 | Can access control be configured at the field level, not just the record level within the same screen? | ||
| 23 | Is the software's security capabilities user driven without requiring code changes? | ||
| 24 | Please Describe your Privacy Policy. | ||
| 25 | Describe the software's mobile/tablet capabilities. | ||
| 26 | Describe security controls for sensitive data if an end-user is a mobile /tablet device user | ||
| 27 | Does the system support seamless synchronization of data entered into mobile instances of the application upon renewed connectivity | ||
| 28 | Does your software support the ability to import images, documents, spreadsheets from other systems/tools? | ||
| 29 | Please provide information on your implementation methodology. i.e. sample project plan. | ||
| 30 | Describe your systems' ability to change screen layouts without requiring code changes | ||
| 31 | Describe the product's help documentation and built-in training for end users | ||
| 32 | Describe training for administrators | ||
| 33 | What approaches does your company offer for on-going customer learning and improvement | ||
| 34 | Describe the training that is available with the initial system installation. | ||
| 35 | Describe how the initial training is organized; onsite; offsite | ||
| 36 | What are the hours for tech support? | ||
| 37 | What levels of support are available? Please provide a definition of each level and the corresponding hours of operation and response times. | ||
| 38 | Does the application have an online Help Menu offering an Index of Topics that is searchable by keyword, similar to that found in Windows? | ||
| 39 | Indicate standard issue resolution response times, methods of communication, and escalation and severity levels. | ||
| 40 | What is the frequency of your product enhancements? Please describe your (version-upgrade) release schedule. | ||
| 41 | What is the frequency of your patch/maintenance activities? Please provide a release schedule. | ||
| 42 | How do you notify your clients of upcoming enhancements or maintenance activities? | ||
| 43 | Access to knowledge base of information and best practices; access to user groups, forums or communities. | ||
| 44 | Does your system allow the addition of New Fields by Users (do we have to contact you for new fields?) | ||
| 45 | Does your system allow for the addition on New Records by Users (do we have to contact you for new fields)? | ||
| 46 | Does your system have a Workflow Tool to automate and define business flows/processes (i.e. Purchase Approval)? | ||
| 47 | Does you system have the ability to support custom scripting done by users and/or 3rd parties | ||
| 48 | Does your system allow for easy modification and multiple versions of User Screens? | ||
| 49 | Does your system have a Marketplace of ready made solutions for specific business requirements? |
General Functionality
| UMBC Bookstore |
| Point-of-Sale (POS) and Inventory Management System Requirements |
| Vendors: Please respond YES, NO, or N/A to each question. Notes required for NO or N/A answers. |
| Question Number | Requirement/Question | Answer | Notes |
| 1 | Does the solution allow for an administrative user to set certain fields as required fields throughout the system? | ||
| 2 | Is the solution web enabled? | ||
| 3 | Does the solution have the ability to customize user menus and screens based on user access authority. | ||
| 4 | Does the solution have the ability for non-technical users to complete tasks and access reports in an easy intuitive manner. | ||
| 5 | Does the solution has the ability to support a physical store and an online store? | ||
| 6 | Does the solution have a report generation module? | ||
| 7 | Does the solution allow for the export of reporting data into other applications, such as CSV, PDF, Word, Excel? | ||
| 8 | Does the solution provide the ability for a user to print reports? | ||
| 9 | Does the solution allow for the user to customize reports, tailoring reports to the needs of a specific user? | ||
| 10 | Does the solution provide the ability for a user to print reports? | ||
| 11 | Does the solution provide the ability for an administrative user to create reports about activity associated with a specific contact or contact group? | ||
| 12 | Does the solution allow for the limiting of use of the reporting feature based upon a user’s specific role within the enterprise? | ||
| 13 | Does the solution provide a slate of standard reports? | ||
| 14 | Can the reports be created and modified as to date ranges? | ||
| 15 | Does the reporting feature allow for filtering? | ||
| 16 | Does the solution allow for the creation of summary activity reports? | ||
| 17 | Does the solution allow for reporting at the department level? Class level? | ||
| 18 | Does the solution allow for the ability to globally secure all accounts by users, roles, and permissions? | ||
| 19 | Does the solution provide a “mass modify” tool to make specific or global edits to data roles and permissions? | ||
| 20 | Does the solution allow an administrative user to modify, add or remove menu items throughout the system for individual users or roles (in order to remove features and functions that don't apply to select users or roles)? | ||
| 21 | Does the solution have an online Help Menu offering an Index of Topics that is searchable by keyword, similar to that found in Windows? | ||
| 22 | Does your system provide support for mobile platforms: iPhone, Android, Mobile Browsers. | ||
| 23 | As employee and contractor travel will be both commonplace and for extended periods, does your solution provide mobile access to the ERP? | ||
| 24 | Ability to access the ERP and process transactions via laptop, tablet and smartphone (i.e. iOS and Android devices) is a mandatory requirement. | ||
| GRADED RESPONSES-PLEASE RESPOND TO EACH OF THESE QUESTIONS TO YOUR COMPANIES BEST ABILITY |
| Question Number | Requirement/Question | Answer | Notes (Feel Free to add details to answers here). |
| 1 | Real-time, synchronous API for Import, Export & Integration of CRM and ERP records using SOAP-based Web Services standards | ||
| 2 | Asynchronous, programmatic API for Import, Export & Integration of CRM and ERP records using SOAP-based Web Services standards | ||
| 3 | Does your system have the ability to configure multi-level approvals for special pricing, buybacks, etc.? | ||
| 4 | Can your system be used to configure auto-reminders and notifications for internal staff? | ||
| 5 | Does your system create roles for approvals? | ||
| 6 | Does your system support the creation of customized user notifications (by role or user)? | ||
| 7 | Multi currency transaction processing, reporting, viewing of data and production of customer related artifacts (e.g. customer invoices) must be supported. | ||
| 8 | Enabled currencies must be updated systematically, i.e. via interface from a 3rd party website. The required update frequencies are: daily, last day of the month, monthly average, yearly average, as required. | ||
| 9 | Sub ledgers must be maintained in the currency of the original transaction as well as in the functional currency of the legal entity. | ||
| 10 | Location and legal entity consolidation to a common currency must be supported. | ||
| 11 | Multi language transaction processing, reporting, viewing of data and production of customer related artifacts (e.g. customer invoices) must be supported. | ||
| 12 | Can your product run multiple languages on a single instance and store data in the local language in tables | ||
| 13 | Does the solution allow for integration with mobile handheld devices? If so, please provide detail on interaction with devices and the models of devices. | ||
| 14 | Does the solution have the ability to provide a calendar for scheduling? | ||
| 15 | Does the solution provide the ability for an individual user to modify that user’s view of the application? | ||
| 16 | Does the solution allow remote access? | ||
| 17 | Does the Soulution have the ability to export data out of the system? | ||
| 18 | Does the solution feature dashboard functionality? | ||
| 19 | Does the solution allow a user to email reports directly from the interface without having to open an additional application? | ||
| 20 | Is the licensing for the reporting engine included in the pricing? Does this include viewing and a creator/editor? | ||
| 21 | Does the solution have ad hoc reporting capabilities? | ||
| 22 | If custom fields are added, can they be included as part of reports? | ||
| 23 | Does the solution allow for the ability to override global security settings and apply specific security for any individual employee? | ||
| 24 | Does the solution allow for the ability to view a historical audit trail that displays all changes made to an account, including the user who made each change and the date, time and exact fields that were changed? | ||
| 25 | Does the solution allow for the ability to automatically merge duplicate contacts/accounts and all call records/information associated with those contacts/accounts into a single account? | ||
| 26 | Does the solution allow for the system administrator to define user profiles such as a default Book Buyer home page, maximum file size capacities and password rules? | ||
| 27 | Does the solution allow for the ability to easily customize the key field terminology used throughout the system without programming or scripting? | ||
| 28 | Does the solution allow for the terminology appearing in on-screen Field Labels be to be customized? For example, can "staff" be changed to "technician" in all appropriate on-screen Field Labels? If so, can this be performed by an administrative user without coding? | ||
| 29 | Does the solution allow for the addition of custom fields? If so, can this be done by an administrative user without coding? | ||
| 30 | Does the solution allow users to add their own help text to customer fields? | ||
| 31 | Can labels of existing fields be modified? | ||
| 32 | Does the solution have a function that allows users to search the application for specific data including saved searches? | ||
| 33 | Does the solution support dynamic discovery and management of customization -- custom records, custom fields and custom lists | ||
| 34 | Does your solution have the ability to configure auto-reminders and notifications for customers? | ||
| 35 | Does your solution provide the ability to initiate and approve Purchase Requests | ||
| 36 | Does your solution have the ability to initiate and approve Journal Vouchers | ||
| 37 | Does your solution have the ability to access the Performance Management dashboard |
Course Material Management
| UMBC Bookstore |
| Point-of-Sale (POS) and Inventory Management System Requirements |
| Vendors: Please respond YES, NO, or N/A to each question. Notes required for NO or N/A answers. |
| Question Number | Requirement/Question | Answer | Notes |
| 1 | Can multiple terms be open/available for sale at the same time | ||
| 2 | Does the system allow easy import of data using a simple flat file structure | ||
| 3 | Integrate fully with Verba - Collect, Compete, Compare, Connect programs | ||
| 4 | Support VitalSource integration to sell ebooks directly through POS and our website (includes being able to download current catalog pricing and items from VitalSource) | ||
| 5 | Can the system pull student, faculty, and course information including enrollment from PeopleSoft daily? | ||
| 6 | Can the system import textbook item information from a wholesaler database (including ISBNs, pricing, editions, publisher info, etc.)? | ||
| 7 | Does the system support PO and Want List transmission by EDI to publishers and wholesalers? | ||
| 8 | Can the system automatically create purchase orders and decrement open to buy figures when retrieving EDI responses from all wholesalers and publishers? | ||
| 9 | Open to Buy can be calculated by an individual campus/term, or across multiple terms/campuses | ||
| 10 | Customer transaction tracking by Student ID number (sales, returns, buybacks, rentals, etc.) | ||
| 11 | Does your system offer an Adoption Solution | ||
| 12 | Does the Textbook module generate a list of adoptions entered for the purposes of proof reading and audit trail? | ||
| 13 | Does the adoption process support Bundles, Course Packs, and Custom Pub? | ||
| 14 | Does the adoption process fully support electronic versions of textbooks along with print versions? | ||
| 15 | Ability to add comments/notes to courses, sections, items, and customers that can be shown on the website and in-store shelf tags | ||
| 16 | Can you run a report that shows which courses do not have information listed and/or are noted as No Materials Required? | ||
| 17 | Can the system print shelf tags by course? | ||
| 18 | Can the system print shelf tags by new or changed items only? | ||
| 19 | Do you support Retail, Speculative and Wholesale buyback price levels | ||
| 20 | Do you support full returns w/in a specified window | ||
| 21 | Do you support Wholesale buybacks | ||
| 22 | Can your system generate a report for the Books purchased at buyback (retail & wholesale) | ||
| 23 | Can buyback percentages be defaulted to set prices | ||
| 24 | Does the system retain all buyback history with the ability to generate reports after the buyback has closed out? | ||
| 25 | May a customer be required for buyback transaciton for tracking, reporting and future analysis | ||
| 26 | Are rental items supported? (including unserialized rentals) | ||
| 27 | Can general merchandise, print, electronic textbooks and rental titles be sold in a single transaction? | ||
| 28 | Does the system track rental copies by student? | ||
| 29 | Does the system track rentals which are approaching due date and communicate electronically with students via email as a reminder to return their rental books? | ||
| 30 | Can Rental fees that are unable to be collected via assgned payment methods be sent to the Bursar? | ||
| 31 | Can specific attributes be set to required for rentals (i.e. Address, Email, ID, Credit Card, …) | ||
| 32 | Can rental items be segmented from an inventory perspecive so the value and quantity are easily determined | ||
| 33 | Can rental titles be manually priced? | ||
| 34 | Can the system support a title being available for rental OR purchase at the same time (both online and in-store)? | ||
| 35 | Does the system support default rental parameters for all books rented for a specific term? (for example, same due date, grace date, lost date, etc.) | ||
| 36 | When the system calculates open to buy for an upcoming term, are books rented out to customers considered stock on hand? | ||
| 37 | Can the system integrate with Campus Solution and People Soft? | ||
| 38 | Can the system process department charges | ||
| 39 | Can the system process Bursar / Student Account Charges | ||
| 40 | Are vendor Chargebacks Supported | ||
| 41 | Can the returns process be automated based upon inventory and invoice expiration? | ||
| 42 | Does the system allow for a complete audit trail of vendor returns and the ability to edit credit memos? | ||
| 43 | Will the system automatically generage the VRMA and any required transfers | ||
| 44 | Can the inventory be tracked througout the entire lifecycle of the chargeback (from initial receipt to fulfillmment to credit?) | ||
| 45 | Does the System Provide guidance as to What items to purchase and when based on Adoptions and historical Metrics | ||
| 46 | Does the System provide Want List capabilities | ||
| 47 | Can the system default to using 13-digit ISBNs vs. 10-digit ISBNs | ||
| 48 | Can you withhold Estimated Buyback quantities from Open to Buy? |
GRADED RESPONSES-PLEASE RESPOND TO EACH OF THESE QUESTIONS TO YOUR COMPANIES BEST ABILITY
| Question Number | Requirement/Question | Answer | Notes (Feel Free to add details to answers here). |
| 1 | Can the system batch process Inclusive Access charges to student accounts through bursar? | ||
| 2 | Do you support uplifts for non-cash buybacks (i.e. 10% additional if on a gift card) | ||
| 3 | Do you support Buyback quotas at various price levels | ||
| 4 | Can Wholesale buyback vendors be priortized to ensure we get the most value | ||
| 5 | Can inventory for buybacks be segragated from general inventory | ||
| 6 | Does the system create billing for rentals which are past due and collect on the guaranteed tender assigned? | ||
| 7 | Can unpaid rental fees be written off? | ||
| 8 | Can rental agreements be signed electronically via the pinpad at checkout? | ||
| 9 | Is there integration with buyback so that rentals are flagged in the system and not accidentally sold at buyback? | ||
| 10 | Can the system support text message reminders for rentals due? | ||
| 11 | If a student is signed into their account on our website, can they view their outstanding rentals? | ||
| 12 | Is the system flexible to support future payment needs | ||
| 13 | Can specific chargeback allowances be set per vendor | ||
| 14 | Can the inventory for chargebacks be segmented so it's not availble for general purchase | ||
| 15 | Describe your out of the box connectors | ||
| 16 | Purchase of your company's POS system does NOT assume automatic vendor exclusivity for buybacks and store stock sales. The bookstore can remain autonomous in its deiscretion on which vendor(s) to utilize. | ||
| 17 | Ability to mass-remove rental attribute from ISBNs | ||
| 18 | Can a user edit item property fields that have been uploaded from a wholesale database? (example: Item Description, Edition Status, etc.) | ||
| 19 | Can a report be generated by vendor of Open to Buy quantities for a specific academic term before creating a purchase order? | ||
| 20 | Can historical data be saved for up to 10 years | ||
| 21 | Can adoption records be electronically loaded and reviewed/audit by the Bookstore staff eliminating the need to re-key the adoption data? | ||
| 22 | Does the Textbook module allow you to copy course information from one term to another to begin adoptions for a new term? | ||
| 23 | Can overdue rental replacement fees be autocharged or batch processed | ||
| 24 | Can customers be marked "inelgilble" for buyback processing | ||
| 25 | Can customers be marked "inelgilble" for Rentals |
Item Set-Up and Mgt
| UMBC Bookstore |
| Point-of-Sale (POS) and Inventory Management System Requirements |
| Vendors: Please respond YES, NO, or N/A to each question. Notes required for NO or N/A answers. |
| Question Number | Requirement/Question | Answer | Notes |
| 1 | Ability to support General Merchandis, Tradebooks and Textbooks (New, Used, Digital and Inclusive Access) in the system | ||
| 2 | Ability to support campus specific attributes (i.e. ISBN, Publisher, …) | ||
| 3 | Ability to support non-serealized rental textbooks | ||
| 4 | Ability to define purchase order expected dates at the PO line level | ||
| 5 | Ability to zoom and scale images displayed on the web site | ||
| 6 | Ability to define products with no variants and then, at a later date, define variants for the product with ease | ||
| 7 | Ability to support multiple cost values | ||
| 8 | Ability to support multiple retail prices | ||
| 9 | Ability to Kit or Group Products | ||
| 10 | Ability to define product variant formats | ||
| 11 | Price change functionality to include temporary and permanent changes with the ability to schedule price change events | ||
| 12 | Ability to associate a temporary or permanent promotion to a specific SKU or group of SKUs without changing the main retail price. | ||
| 13 | Ability to define swatches for the SKU's in a product that can be associated with images so that the image displayed changes upon rollover of a swatch on the web site | ||
| 14 | Ability to define a sequencing for product images so that a retailer can control how images show up on the web site to group and/or separate certain images | ||
| 15 | Ability to define a sequencing for SKU swatches so that a retailer can control how and in which order they are displayed on the web site | ||
| 16 | Ability to exclude products and/or SKU's from defined promotions or discounts | ||
| 17 | Ability to define and configure the product and SKU information sent from the item master to the store POS | ||
| 18 | The ability to schedule and conduct store wall to wall and cycle count inventories | ||
| GRADED RESPONSES-PLEASE RESPOND TO EACH OF THESE QUESTIONS TO YOUR COMPANIES BEST ABILITY |
| Question Number | Requirement/Question | Answer | Notes (Feel Free to add details to answers here). |
| 1 | Flexible merchandise hierarchy | ||
| 2 | Product variant limits | ||
| 3 | Flexibility in product and SKU number assignment | ||
| 4 | Ability to define and manage drop ship products and SKU's | ||
| 5 | Ability to take and manage backorders where on order quantities can be taken into account for messaging to the customer regarding shipping estimates | ||
| 6 | Ability to define shipping surcharges at the product and SKU level | ||
| 7 | Ability to vary the SKU's sent to the POS by store | ||
| 8 | Ability to vary the price of SKU's sent to the POS by store | ||
| 9 | Ability to define and automate store replenishment by defining store assortments, min and max inventory levels, store replenishment groups, etc. | ||
| 10 | Visibility to store inventory in other stores and sales channels | ||
| 11 | The ability to accept and receive into inventory replenishments from the warehouse or transfers from another store | ||
| 12 | Purchase orders may need to be revised during their lifecycle prior to, during or after receipt of some of all of the merchandise on the purchase order | ||
| 13 | Retailer or supplier provided images for products | ||
| 14 | Having a single system for the majority of product information management | ||
| 15 | Ability to define a clearance flag that will drive placement and search on the web site |
Point of Sale
| UMBC Bookstore |
| Point-of-Sale (POS) and Inventory Management System Requirements |
| Vendors: Please respond YES, NO, or N/A to each question. Notes required for NO or N/A answers. |
| Question Number | Requirement/Question | Answer | Notes |
| 1 | Ability to mix General Merchandise and Books on the same transaction | ||
| 2 | Ability to Scan student ID to associate Student to transaction | ||
| 3 | Ability to Sell New, Used, Digital and rental items at the POS | ||
| 4 | Ability to process rental returns | ||
| 5 | Ability to accept campus tender payments from modern one card solution providers (i.e. CBORD, Transact, Atrium, Touch Net, etc.) | ||
| 6 | The proposed solution must support keyed and swiped credit, debit cards including chip-enabled cards, at each point of sale. | ||
| 7 | Does your solution support EMV/Chip&Pin | ||
| 8 | Mobile Point of Sale - work without corded power | ||
| 9 | Can a store associate, associate a customer with a transaction | ||
| 10 | Can a store associate search for a customer’s transaction history | ||
| 11 | Need Real-Time Inventory Visibility for all store associates across POS, MPOS and Clientelling Devices | ||
| 12 | Ability to have customer only pay once and have one receipt (i.e. swipe credit card only once for the total transaction) | ||
| 13 | Ability to suspend transaction at POS if customer wants time to add on items in order to meet next spend threshold | ||
| 14 | Handle Returns at cash register | ||
| 15 | Are these interfaces supported (e.g. mobile, handhelds, kiosks, etc.) | ||
| 16 | Generates sales receipts but also can limit printed receipts, custom needs | ||
| 17 | Basic POS transaction processing features | ||
| 18 | Clerk item/product selection during checkout – Does it support scanning? Importing product Icons? Manual entry of product name? | ||
| 19 | Can you process discounts on both a $ basis and a % basis? | ||
| 20 | Maintain separate and total counts of inventory "on-hand", "on order", "allocated/on-premise", and "allocated/on back order" where the last category refers to customer orders made, but unfulfilled as merchandise has yet to be received (advance orders). | ||
| 21 | Track inventory adjustments and reasons for the same. Scrap, Display, Donation, Production, or user-defined reason. Track where breakage occurred: Receiving, POS, Customer Returns, Shipment, Floor Breakage, Warehouse breakage, etc. | ||
| 22 | Consistent payment codes between Point of Sale and Order Entry modules (for cash, credit card, gift certificates, etc) | ||
| 23 | Provide the ability to add logos, global or personalized messages on receipts. Receipts should print on standard receipt or letter sized paper. | ||
| 24 | Does the POS solution proposed support a centralized deployment (i.e. no server in each store)? | ||
| 25 | Are all system based records and information accessible both centrally and at the store level? This would include customer information, employee information, sales information and inventory. | ||
| 26 | Do you support wireless networks? | ||
| 27 | Does your system use touch screens | ||
| 28 | POS screens can be customized | ||
| 29 | Does your system support signature capture | ||
| 30 | Can a new customer's data be entered at POS | ||
| 31 | Item look up at POS by UPC | ||
| 32 | Validated returns against original sale | ||
| 33 | Suspend and resume a sale from/to any POS | ||
| 34 | Are subtotal discounts passed to the items in the sale | ||
| 35 | Track voids and refunds with reason code | ||
| 36 | Manager override required for restricted functions | ||
| 37 | Assign to a customer at any time in the sale | ||
| 38 | POS functions when connection lost to server | ||
| 39 | Auto sync when server comes back online | ||
| 40 | Ability to sell system hosted gift cards | ||
| 41 | Print a barcode on a receipt | ||
| 42 | Receipt shows original price and sale price | ||
| 43 | Customize headers and footers on a receipt | ||
| 44 | Sale can assigned to a customer anytime during the sale | ||
| 45 | Reprint receipts from journal lookup | ||
| 46 | Electronic journal viewable for current day | ||
| 47 | Reprinted - Noted a duplicate receipt | ||
| 48 | Print gift receipts- multiple for one ticket | ||
| 49 | Select items to be printed on the gift receipt | ||
| 50 | Return sale be automatically put back original CC | ||
| 51 | Refund should be in the tender type as the sale | ||
| 52 | Support multiple tax codes | ||
| 53 | Unlimited credit card tenders per sale | ||
| 54 | Unlimited tender types per transaction | ||
| 55 | Only one active logon per POS station | ||
| 56 | Safe and till maintenance | ||
| 57 | Do you support electronic signatures | ||
| 58 | Sales analysis by clerk/shift | ||
| 59 | Sales analysis By hour | ||
| 60 | Sales analysis By Day | ||
| 61 | Sales analysis By register | ||
| 62 | Sales analysis by defined Items/sale types | ||
| 63 | Historical EOD reports can be rerun by date | ||
| 64 | Total by tender type | ||
| 65 | Paid ins/Paid out | ||
| 66 | Blind entry of tender totals for balancing the cash drawer | ||
| 67 | Global unique user IDs that can log in across stores | ||
| 68 | There must be the ability to add / delete staff | ||
| 69 | Unique user authentication. Each retail agent must login to the till | ||
| 70 | There must be a restriction of n attempts to log in to the till software | ||
| 71 | The till software must timeout once it has not been in use for a period of time | ||
| 72 | There must be a simple process for resetting login details, including pin number. Both centrally and in store | ||
| 73 | Show only available options- picture buttons, backspace button | ||
| 74 | Digital receipt generation through PoS or mobile device | ||
| 75 | Must be a option for a gift receipt | ||
| 76 | Paperless receipt support (ability to email the receipt without printing it) | ||
| 77 | There must be no limit on the number of items in one purchase | ||
| 78 | A retail agent must be able to select a method of payment | ||
| 79 | It must be possible to split payments across multiple payment methods | ||
| 80 | It must be possible to apply a local discount by a percentage or an amount | ||
| 81 | It must be possible to perform a local price override | ||
| 82 | It must be possible to perform auto discounting i.e. promotions | ||
| 83 | Ability to do a Buy X and get Y free promotion | ||
| 84 | Manage limited use coupons. Individual coupon can only be used once | ||
| 85 | It must be possible for the system to perform a ‘no sale’ transaction | ||
| 86 | It must be possible for the user to select if the return / exchange is faulty or good | ||
| 87 | When processing a refund it must be possible for the agent to select one or more items to return on the original order | ||
| 88 | In the case where an entire order is to be refunded there should be a button to select the entire order | ||
| 89 | It must be possible to centrally manage/ maintain refund reason codes and cascade to all the Epos end terminals across the company | ||
| 90 | Ability to process tax exempt transactions | ||
| 91 | It must be possible to report on refunds | ||
| GRADED RESPONSES-PLEASE RESPOND TO EACH OF THESE QUESTIONS TO YOUR COMPANIES BEST ABILITY |
| Question Number | Requirement/Question | Answer | Notes (Feel Free to add details to answers here). |
| 1 | Ability to print student book list at the register | ||
| 2 | Does your system track retail clerk hours | ||
| 3 | Ability to price merchandise, using handheld scanners, off of the manufacturer's UPC code | ||
| 4 | Generate a message (pick ticket) and tone for stockroom when an item needs to be retrieved. Include the quantity on-hand and the stock location on the pick ticket. Log time when item was requested, then time completed/closed. | ||
| 5 | Can a sale be assigned to a clerk at any time in the sale | ||
| 6 | Track employee and discounts and purchases | ||
| 7 | Can support Spiff sales with report | ||
| 8 | Any limit to the number of promotions that running concurrently at the POS | ||
| 9 | Will the customer always receive the best price based on current deals | ||
| 10 | Cash drawer reconciliation allows blind count | ||
| 11 | Integration to Kiosk | ||
| 12 | Can support Special order for item not carried but available | ||
| 13 | Does your software have a loyalty program | ||
| 14 | Does your software have a customer marketing program | ||
| 15 | Ability to design marketing campaigns based on customers purchase history | ||
| 16 | Ability to report or view Recency - the last time they shopped | ||
| 17 | Ability to rank customers by frequency, sales, profit | ||
| 18 | Sales tracking should be linked to user IDs | ||
| 19 | The software needs to be configurable so the look and feel can follow brand and user flows are intuitive and can be tailored | ||
| 20 | Payment via methods such as NFC and PayPal must be supported | ||
| 21 | Payment can be taken away from the counter using a mobile device | ||
| 22 | Ability to print student book list at the register | ||
| 23 | Provide Networked and Stand-alone cash registers. | ||
| 24 | Inventory lookup- view a picture or e-commerce image of the item | ||
| 25 | Can save and reuse a campaign | ||
| 26 | Can design email campaigns | ||
| 27 | Must be able to support customer specific promotions |
E-Commerce
| UMBC Bookstore |
| Point-of-Sale (POS) and Inventory Management System Requirements |
| Vendors: Please respond YES, NO, or N/A to each question. Notes required for NO or N/A answers. |
| Question Number | Requirement/Question | Answer | Notes |
| 1 | Ability to show New, Used, Digital, Rental Options | ||
| 2 | Ability to support Campus Specific Payment options | ||
| 3 | Ability for the solution to provide an e-commerce platform to allow customers to place orders. | ||
| 4 | Ability for the e-commerce system to be part of, or integrate seamlessly, with the ERP solution . | ||
| 5 | Ability for the solution to support thousands active customers. | ||
| 6 | Ability to be used by international customers. Countries include but not limited to: Canada, US, Mexico, UK, Germany, France, China, India, Australia, Peru. | ||
| 7 | Ability to create and process orders by the internal team on behalf of a customer. | ||
| 8 | Ability to set up shipping rules that calculate the shipping charge for the customer depending on multiple variables such as, ship-to location, shipping method, order value, order size, customer. | ||
| 9 | Ability for the customer to enter their shipping preferences while ordering, if different than what is set up on the customer profile. | ||
| 10 | Ability to interface with payment gateways seamlessly. | ||
| 11 | Ability to configure hierarchy of products to display by categories. | ||
| 12 | Ability to have a search bar that facilitates the search of products. | ||
| 13 | Ability to hide certain products according to their availability in stock or internal use. | ||
| 14 | Ability to automatically calculate sales or other tax depending on the customer's country, province, state or shipping adress. | ||
| 15 | Ability to have a self service functionality for customers to change their personnal information (e.g., credit card information, email address, shipping preferences, etc.). | ||
| 16 | Ability to track and manage registrations including being able to send communications and updates to participants. | ||
| 17 | Ability to generate sales reports for customers for specified periods. | ||
| 18 | Provides e-commerce security including customer authentication and encryption to protect customer data. | ||
| 19 | Ability to manage statuses at the order level and display them through the interface. | ||
| 20 | Ability for the customer to see shipping costs directly in the e-commerce interface. | ||
| 21 | Ability to manage multiple flags for products and/or SKU's that define the way an item is displayed on the web site | ||
| 22 | The ability to define products and/or SKU's that represent services offered and the ability to offer these on the web site for sale without the need for inventory | ||
| 23 | Ability to set product as available for shipping only or available for pick up in store only | ||
| 24 | Ability for store to control design customization and makes changes to design and layout of elements | ||
| 25 | Ability for store to create new web pages without assistance | ||
| 26 | Ability for store to edit and site menus and navigation | ||
| 27 | Ability for store to create web forms without assistance that allow customer to input information that is submitted to us | ||
| 28 | Ability to set "on sale dates" for certain academic terms. For example, the Spring term may be viewable for inquiry, however students can not purchase from it until a certain date. | ||
| 29 | Renting textbooks through the website requires the acceptance by the customer of a rental agreement. | ||
| 30 | Are changes to course material adoptions automatically fed to the website? | ||
| 31 | If a student is enrolled in classes at multiple campuses, they can purchase items from those multiple campuses in a single checkout process. | ||
| GRADED RESPONSES-PLEASE RESPOND TO EACH OF THESE QUESTIONS TO YOUR COMPANIES BEST ABILITY |
| Question Number | Requirement/Question | Answer | Notes (Feel Free to add details to answers here). |
| 1 | Abilty to show Price Compare | ||
| 2 | Ability to lookup buyback price information | ||
| 3 | Ability for the users to have an interface in different languages. Please provide a list of supported languages. | ||
| 4 | Ability to display the system in multiple languages. | ||
| 5 | Ability for the customer to log support requests which are directed through workflow to the appropriate parties. customers can see the progress of their request. | ||
| 6 | How are product and/or SKU attributes used specifically for site search and navigation? | ||
| 7 | Ability to sort products by price, relevance, newest oldest, etc | ||
| 8 | Ability to add products to wishlist | ||
| 9 | Ability to show a "quick view" shopping experience | ||
| 10 | Allow customers to choose how to view products (list vs. grid views) | ||
| 11 | Allow for importing of keywords, content and meta data using excel, csv, etc. | ||
| 12 | Ability for a customer to login to view their current rentals | ||
| 13 | Ability to show "bookstore suggested" items when a customer is viewing a specific item. | ||
| 14 | Ability for students to print booklist based on selected Term | ||
| 15 | Ability for the customers to view their order history. | ||
| 16 | Ability for the customer to have access to their purchasing history. | ||
| 17 | Ability to generate a report for sales outside of a certain range (i.g., quantity ordered is very high, etc.). | ||
| 18 | Ability to have the option to let customers order a product even if the product is on backorder. | ||
| 19 | Ability to add a limitless number of attributes to a product or SKU to be used for search, faceted navigation and other web site functionality | ||
| 20 | The ability to define a multi noded web taxonomy where products and/or SKU's can be associated to support product presentation, clearance/sale presentation, and management for promotions, price lists, or other category base logics. | ||
| 21 | Ability to add a sizing guide link to each product | ||
| 22 | Ability to allow customers to rate and review products | ||
| 23 | Allow customer to narrow searches by attributes (color, size, price slider, brand, category, style) | ||
| 24 | Ability to relate products to each other that fit and suggest the items on product pages, also enabling them to be presented in the shopping cart. | ||
| 25 | Ability for the web application to build keywords from content related to the product. | ||
| 26 | Integration with UPS shipping software to allow customers to track their orders | ||
| 27 | Ability to verify address or zip code upon check-out | ||
| 28 | Ability to create custom pages |
CRM
| UMBC Bookstore |
| Point-of-Sale (POS) and Inventory Management System Requirements |
| Vendors: Please respond YES, NO, or N/A to each question. Notes required for NO or N/A answers. |
| Question Number | Requirement/Question | Answer | Notes |
| 1 | Does the application allow the general user to enter data in the form of new customers or add information to existing customers with free-form fields and pre-populated dropdown boxes? | ||
| 2 | Promotions & Coupon Management | ||
| 3 | Basic & HTML Online Capture Forms | ||
| GRADED RESPONSES-PLEASE RESPOND TO EACH OF THESE QUESTIONS TO YOUR COMPANIES BEST ABILITY |
| Question Number | Requirement/Question | Answer | Notes (Feel Free to add details to answers here). |
| 1 | Does the application have customer service and support functionality? | ||
| 2 | Does the support system track customer communication related to support requests? If so, what features are available? | ||
| 3 | Does the support functionality have email integration? | ||
| 4 | Is there a way for customers to submit support requests outside of email? | ||
| 5 | Does the support system have the ability to automatically escalate support requests? | ||
| 6 | Issue visibility from Customer Center using external values | ||
| 7 | Integration with Customer Support | ||
| 8 | Configurable workflow using default owners, last assignees | ||
| 9 | Automatic notifications | ||
| 10 | Status Transition editor to control status transitions | ||
| 11 | Support for localized notifications | ||
| 12 | Customizable status, severity, priority values | ||
| 13 | Close customer cases when all linked issues closed | ||
| 14 | Attach files to issues | ||
| 15 | Does the application provide the ability for administrative users to customize fields and the layout of customer profiles? | ||
| 16 | Does the application provide the ability for the customized view of customer or customer group profiles to be limited based upon an assigned user’s role (e.g., sales representative, VP of sales) within the organization? | ||
| 17 | Does the application allow for a customer to be assigned a title/role? | ||
| 18 | Does the application allow for the entry and display of multiple telephone numbers for an individual customer? If so, how many? | ||
| 19 | Does the application allow for the entry and display of multiple mailing addresses for an individual customer? If so, how many? | ||
| 20 | Does the application allow for the entry and display of multiple email addresses for an individual customer? If so, how many? | ||
| 21 | Does the application allow for the creation of customer groups and the ability for a user to associate a customer with a customer group? If so, please provide detail. | ||
| 22 | Does the application allow a user to associate a customer or group of customers with a specific category (e.g., student, faculty, parent, alumni…)) of customers? If so, please provide detail. | ||
| 23 | Can the application display different types of customer information based on the customer type selected? | ||
| 24 | Does the application allow users to email directly from within the customer screen without having to open another application? | ||
| 25 | Does the application allow for the creation and distribution of blast e-mails and faxes? | ||
| 26 | Is there an audit trail on modifications that are made to customers? If so, what information is captured? | ||
| 27 | Does the application provide the ability to create a history of interaction with the customer in the form of ongoing notation with associated date, time, and user information? | ||
| 28 | Does the application allow notations entered in association with a user to be classified as a type of note? (Ex: Pre-call, Post-Call, Follow-up, Other) | ||
| 29 | Does the application have a method for logging information designated as pre-call planning and post-call follow up for individual sales representatives? If so, please provide detail. | ||
| 30 | Does the application allow for the user to identify specific notes related to an associated customer as post-call notes? | ||
| 31 | Does the dashboard allow users to click on a displayed area and see detailed information for that area? | ||
| 32 | List Segmentation for Direct Mail, Email, and Surveys | ||
| 33 | Automatic Lead Routing Rules | ||
| 34 | Promotional URLs for Online Forms | ||
| 35 | Campaign Events Tracking on Online Forms |
Inventory
| UMBC Bookstore |
| Point-of-Sale (POS) and Inventory Management System Requirements |
| Vendors: Please respond YES, NO, or N/A to each question. Notes required for NO or N/A answers. |
| Question Number | Requirement/Question | Answer | Notes |
| 1 | Matrix Items: automatically manage multiple item options | ||
| 2 | Bar Coding: items and transactions | ||
| 3 | Utilize a barcode printer to label received items: textbooks and general merchandise. | ||
| 4 | Pick, Pack, Ship | ||
| 5 | Ability to support "drill down" inquiry functionality within the merchandise hierarchy structure (e.g., choose a Department and see all Classes within the Department) | ||
| 6 | Ability to make a mass change or a mass re-alignment (re-class) to the merchandise hierarchy (e.g., add a level, consolidate departments, split departments, map old categories to new categories) | ||
| 7 | Ability to report Out-of-Stock items | ||
| 8 | Ability to report Over-stock items | ||
| 9 | Ability to report Low-Stock items | ||
| 10 | Ability to report In-stock items across all locations | ||
| 11 | Ability to track inventory quantities down to the style/color/size (SKU) level at all locations | ||
| 12 | Ability to view inventory quantities, cost and retail value on the same screen | ||
| 13 | Sales | ||
| 14 | Customer returns (POS) | ||
| 15 | Price change (permanent, markdown) | ||
| 16 | Receipts | ||
| 17 | Vendor returns | ||
| 18 | Stock counts | ||
| 19 | Physical inventory | ||
| 20 | Ability to provide stock look-up functions at back office workstations | ||
| 21 | Ability to account for non merch transactions | ||
| 22 | Ability to account for and inventory gift cards | ||
| 23 | Ability to show average margin at the style level | ||
| 24 | Ability to provide on-line real-time inquiry and update of inventory count balances | ||
| 25 | Ability to provide real time inventory visibility | ||
| 26 | Ability to post inventory counts on a daily basis | ||
| 27 | Ability to take physical inventory on demand or by schedule and by department | ||
| 28 | Ability to maintain and track the age of inventory | ||
| 29 | Ability to separate merchandise inventory from non-merchandise inventory: visibility, reporting (hierarchy consideration?): | ||
| 30 | Ability to track deals (free tee with trying on the shirt) or GWP Items - Gift with Purchase | ||
| 31 | Ability to create/adjust a large amount of user defined transactions (such as transfers, coded adjustments, etc.) all at once | ||
| 32 | Ability to support in-store cycle counting | ||
| 33 | Ability to review and approve physical inventory count reconciliation results prior to adjustments being posted | ||
| 34 | Ability to store inventory adjustment transactions | ||
| 35 | Ability to process inventory value adjustments when permanent markdowns are executed | ||
| 36 | Ability to track total markups and markdowns by period for proper inventory value adjustments | ||
| 37 | Ability to track cost/retail at the SKU level | ||
| 38 | Ability to track inventory quantity at the SKU level | ||
| 39 | Ability to account for negative inventory | ||
| GRADED RESPONSES-PLEASE RESPOND TO EACH OF THESE QUESTIONS TO YOUR COMPANIES BEST ABILITY |
| Question Number | Requirement/Question | Answer | Notes (Feel Free to add details to answers here). |
| 1 | Ability to maintain replenishment at a variety of levels: |
- Channel, District, Group of Stores, Store(s)
- Vendor
- Department, class, sub-class
- Item, style, SKU
| 2 | Ability to select items to replenish using Company structure operational hierarchy levels |
| 3 | Ability to take into consideration transit time for a group of attributed stores (e.g., Locations where distances require longer time to replenish) |
| 4 | Ability to assign inventory to a "hold" or "unsellable" status or location and segregated so as not to affect replenishment |
| 5 | Ability to allow specific unit and dollar shrink within defined merchandise hierarchy structure |
| 6 | Ability to support retail method of accounting |
| 7 | Automated Reorder Point / Lead Time Calculations |
| 8 | Workflow to process warranty claims and to refund, replace or repair returned items |
| 9 | Printable forms for better supply chain management |
| 10 | Record landed costs as part of inventory value and cost of sales |
| 11 | Ability to set up and maintain a merchandise hierarchy from the highest level to the lowest level |
| 12 | Ability to support unlimited number of levels in the Merchandise Hierarchy |
| 13 | Ability to add a level within the middle of the hierarchy after initial creation |
| 14 | Ability to set up and maintain multiple attributes at different levels within the hierarchy structures |
| 15 | Ability to support exclusive hierarchical relationships between the levels within the merchandise hierarchy (e.g., each Class reports to one and only one Department, each Department reports to one any only one Division, etc.) |
| 16 | Ability to demonstrate the impact on sales history when a change is made to the hierarchy (re-class) |
| 17 | Ability to set a start and end date for a replenishment strategy |
| 18 | Ability to run replenishment for individual DCs, 3PLs, direct, or stores at the channel/store/SKU level based on a configurable schedule |
| 19 | Ability to support replenishment by a variety of methodologies (min/max, weeks of supply) |
| 20 | Ability to report Fill rate across all stores and distribution service areas across all channels |
| 21 | Ability to report SKU screening across all locations, DCs and stores across all channels |
| 22 | Ability to report User defined exceptions |
| 23 | Ability to view inventory quantities as of a specific date in the past |
| 24 | Ability to view inventory of an item across all locations on the same screen |
| 25 | Ability for inventory values to be 'rolled up' and viewed at aggregate levels by the merchandise hierarchy (class/sub-department/department) |
| 26 | Ability to adjust stock levels (and financial values) systemically across all modules based on transaction activity from surrounding systems: |
| 27 | Ability to have user defined rules for stock adjustment determination |
| 28 | Ability to provide visibility to 3rd party inventory housed within a location |
| 29 | Ability to provide a systemic interface to 3rd party inventory not housed within a location |
| 30 | Ability to track non-owned items such as "customer owned goods" |
| 31 | Ability to manage EDI documents (810, 850 (2), 856, 860, others?) |
| 32 | Ability to account for Omni channel sales/returns (sales data, inventory data, incentive data, revenue sharing should all sync) |
| 33 | Ability to support a three-year rolling monthly snapshot history of inventory count balances within the inventory hierarchy structure |
| 34 | Ability to provide a mechanism to import external inventory count data (i.e., Excel) into the inventory update process |
| 35 | Ability to blend cost per style so that each size does not have a different cost |
| 36 | Ability to support a stock ledger for all inventory locations (DC, Store, Virtual, Multi Company, Channel) |
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