RFI_Future_ERP_Requirements.xlsx
XLSX spreadsheet 30 KB Posted
- Attached to
- Request for Information: ERP Solution Awareness
- Solicitation number
- 2025-RFI-223
- Issued by
- Allegheny County, Pennsylvania
About this file
This file is an Excel-based Request for Information (RFI) template from St. Lucie County, Florida, designed to assess vendor capabilities for an Enterprise Resource Planning (ERP) system selection project, with a related opportunity from the City of Pittsburgh, Pennsylvania seeking similar ERP solution information. The RFI contains a comprehensive evaluation framework with specific use cases across Core Financials and Human Capital Management (HCM) modules, requiring vendors to respond using standardized codes (Y-Yes, R-Reporting, T-Third Party, M-Modification, F-Future, N-Not Available) to indicate how their solutions address each functional requirement. The document covers extensive functionality including accounts payable/receivable, budget management, procurement, project accounting, grant management, payroll processing, benefits administration, recruitment, performance management, and time tracking capabilities.
The RFI establishes clear evaluation criteria for vendor responses, emphasizing out-of-the-box functionality that won't be affected by future upgrades, while allowing for reporting tools, third-party integrations, customizations, and future releases within one year of proposal submission. The comprehensive use case matrix covers over 150 specific business functions across financial management and human resources operations, indicating both jurisdictions are seeking full-scale ERP implementations to replace or modernize their existing systems. No specific pricing terms, funding amounts, contract duration, or response deadlines are detailed in this template document, as it appears to be the standardized evaluation instrument rather than the complete solicitation package.
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Instructions
| Instructions | Vendor Name | ERROR:#REF! | |
| The instructions provided in this section represent how Respondents should complete the Excel attachment provided. | |||
| Each Respondent should review the provided use cases in the "Use Case" tab. The responses should be entered under the “Availability” column of each form as follows: | |||
| Response Code | Description | ||
| Y - Yes | Functionality is provided out of the box through the completion of a task associated with a routine configurable area that includes, but is not limited to, user-defined fields, delivered or configurable workflows, alerts or notifications, standard import/export, table driven setups and standard reports with no changes. These configuration areas will not be affected by a future upgrade. The proposed services include implementation and training on this functionality, unless specifically excluded in the Statement of Work, as part of the deployment of the solution. | ||
| R - Reporting | Functionality is provided through reports generated using proposed Reporting Tools. | ||
| T - Third Party | Functionality is provided by proposed third party functionality (i.e., third party is defined as a separate software Vendor from the primary software Vendor). | ||
| M - Modification | Functionality is provided through customization to the application, including creation of a new workflow or development of a custom interface, that may have an impact on future upgradability. | ||
| F - Future | Functionality will be provided through a future general availability (GA) release that is scheduled to occur within 1 year of the proposal response. | ||
| N - Not Available | Functionality is not provided. |
County of St. Lucie, FL ERP System Selection Project &A
Use Cases
| Business Area | Functional Area | Use Case | Availability | Comments |
| Core Financials | Accounts Payable (including P-Card), Expense Tracking | Allow employees to submit expense reimbursement requests | ||
| Core Financials | Accounts Payable (including P-Card), Expense Tracking | Create a recurring payment | ||
| Core Financials | Accounts Payable (including P-Card), Expense Tracking | Create AP reports | ||
| Core Financials | Accounts Payable (including P-Card), Expense Tracking | Create a payment batch | ||
| Core Financials | Accounts Payable (including P-Card), Expense Tracking | Enter invoices | ||
| Core Financials | Accounts Payable (including P-Card), Expense Tracking | Generate 1099 forms | ||
| Core Financials | Accounts Payable (including P-Card), Expense Tracking | Provide supplier self-service functionality | ||
| Core Financials | Accounts Payable (including P-Card), Expense Tracking | Process a payment | ||
| Core Financials | Accounts Payable (including P-Card), Expense Tracking | Void a payment | ||
| Core Financials | Accounts Payable (including P-Card), Expense Tracking | Track purchases made via a purchasing card | ||
| Core Financials | Accounts Receivable | Create an invoice | ||
| Core Financials | Accounts Receivable | Adjust invoices | ||
| Core Financials | Accounts Receivable | Apply late fees and penalties | ||
| Core Financials | Accounts Receivable | Customer portal functionality | ||
| Core Financials | Accounts Receivable | Maintain a customer file | ||
| Core Financials | Accounts Receivable | Manage outstanding receivables | ||
| Core Financials | Accounts Receivable | Process a customer payment | ||
| Core Financials | Accounts Receivable | Process write-offs | ||
| Core Financials | Accounts Receivable | Generate receivables based on grant reimbursements | ||
| Core Financials | Accounts Receivable | Send invoices to customers | ||
| Core Financials | Cash Management/Bank Reconciliation | Integrate with the bank | ||
| Core Financials | Cash Management/Bank Reconciliation | Reconcile transactions | ||
| Core Financials | Cash Management/Bank Reconciliation | Create journal entries | ||
| Core Financials | Cash Management/Bank Reconciliation | Manage cash flow | ||
| Core Financials | Budget | Create a capital budget | ||
| Core Financials | Budget | Adjust a budget | ||
| Core Financials | Budget | Create a budget request | ||
| Core Financials | Budget | Create a budget forecast | ||
| Core Financials | Budget | Create a budget book | ||
| Core Financials | Budget | Control expenditures to remain within budget | ||
| Core Financials | Budget | Roll over the budget | ||
| Core Financials | Budget | Report on the budget | ||
| Core Financials | Cash Receipts | Process payments | ||
| Core Financials | Cash Receipts | Balance cash receipts | ||
| Core Financials | Cash Receipts | Create deposits | ||
| Core Financials | Cash Receipts | Manage cash batches | ||
| Core Financials | Cash Receipts | Print a receipt | ||
| Core Financials | Cash Receipts | Run cash receipting reports | ||
| Core Financials | Capital Asset Management | Add an asset | ||
| Core Financials | Capital Asset Management | Adjust an asset | ||
| Core Financials | Capital Asset Management | Create an asset via a capital project | ||
| Core Financials | Capital Asset Management | Track asset depreciation | ||
| Core Financials | Capital Asset Management | Dispose of an asset | ||
| Core Financials | Capital Asset Management | Track non-capital assets | ||
| Core Financials | Capital Asset Management | Create fixed asset reports | ||
| Core Financials | Capital Asset Management | Leasing functionality | ||
| Core Financials | Contract Management | Create a contract | ||
| Core Financials | Contract Management | Change a contract | ||
| Core Financials | Contract Management | Close a contract | ||
| Core Financials | Contract Management | Manage contracts | ||
| Core Financials | Contract Management | Link contracts to purchase orders | ||
| Core Financials | General Ledger | Create financial reports | ||
| Core Financials | General Ledger | Create journal entries | ||
| Core Financials | General Ledger | Manage the chart of accounts | ||
| Core Financials | General Ledger | Perform period-end close | ||
| Core Financials | General Ledger | Support general accounting requirements | ||
| Core Financials | General Ledger | Track financial audit trail | ||
| Core Financials | Grant Management | Track the grant application process | ||
| Core Financials | Grant Management | Grant set up | ||
| Core Financials | Grant Management | Create and manage grant budgets | ||
| Core Financials | Grant Management | Track grants | ||
| Core Financials | Grant Management | Maintain grant ledgers | ||
| Core Financials | Grant Management | Manage grant reimbursements | ||
| Core Financials | Grant Management | Manage grant costing | ||
| Core Financials | Grant Management | Close a grant | ||
| Core Financials | Grant Management | Analyze grant data | ||
| Core Financials | Grant Management | Manage different types of grants | ||
| Core Financials | Inventory Management | Adjust inventory | ||
| Core Financials | Inventory Management | Create an inventory file | ||
| Core Financials | Inventory Management | Process back orders | ||
| Core Financials | Inventory Management | Receive goods/inventory | ||
| Core Financials | Inventory Management | Replenish inventory | ||
| Core Financials | Inventory Management | Scan inventory bar codes | ||
| Core Financials | Inventory Management | Report on inventory | ||
| Core Financials | Procurement | Analyze purchasing data | ||
| Core Financials | Procurement | Approve requisitions via workflow | ||
| Core Financials | Procurement | Create requisitions for a purchase | ||
| Core Financials | Procurement | Categorize purchases via commodity codes | ||
| Core Financials | Procurement | Manage purchase orders | ||
| Core Financials | Procurement | Receive goods | ||
| Core Financials | Procurement | Year-end processing | ||
| Core Financials | Procurement | Create solicitations and accept bids | ||
| Core Financials | Project Accounting | Project set up | ||
| Core Financials | Project Accounting | Analyze project data | ||
| Core Financials | Project Accounting | Close a project | ||
| Core Financials | Project Accounting | Create and maintain project budgets | ||
| Core Financials | Project Accounting | Maintain project ledgers | ||
| Core Financials | Project Accounting | Manage project costing | ||
| Core Financials | Project Accounting | Track key project data points | ||
| Core Financials | Project Accounting | Report on projects | ||
| HCM | Benefits Administration | Enroll in benefits | ||
| HCM | Benefits Administration | Manage benefits | ||
| HCM | Benefits Administration | Report on benefits | ||
| HCM | Benefits Administration | Administer benefits payments | ||
| HCM | Benefits Administration | Manage employee leave | ||
| HCM | Benefits Administration | Track deferrals and deductions | ||
| HCM | Benefits Administration | Track dependents | ||
| HCM | Certification Tracking | Generate notifications and alerts for expiring certifications | ||
| HCM | Certification Tracking | Manage employee training requirements | ||
| HCM | Certification Tracking | Report on professional development | ||
| HCM | Certification Tracking | Track certifications and licenses | ||
| HCM | Certification Tracking | Track employee skills and competencies | ||
| HCM | Classification and Compensation | Track compensation | ||
| HCM | Classification and Compensation | Manage compensation | ||
| HCM | Classification and Compensation | Manage position classifications | ||
| HCM | Classification and Compensation | Job description management | ||
| HCM | Classification and Compensation | Organizational chart maintenance | ||
| HCM | Classification and Compensation | Pay grade and compensation structure updates | ||
| HCM | Classification and Compensation | Merit review and performance integration | ||
| HCM | Employee Files/Records | Electronic personnel file management | ||
| HCM | Employee Files/Records | Audit and compliance tracking | ||
| HCM | Employee & Manager Self-Service | Enrolling in benefits via self-service | ||
| HCM | Employee & Manager Self-Service | Entering time via self-service | ||
| HCM | Employee & Manager Self-Service | Making changes via self-service | ||
| HCM | Employee & Manager Self-Service | Accessing payroll information | ||
| HCM | Employee & Manager Self-Service | Initiate evaluations | ||
| HCM | Employee & Manager Self-Service | Initiate personal actions | ||
| HCM | Employee & Manager Self-Service | Register for training | ||
| HCM | Learning and Training Management | Create training courses and programs | ||
| HCM | Learning and Training Management | Administer training courses and programs | ||
| HCM | Learning and Training Management | Track and maintain training | ||
| HCM | Learning and Training Management | Register for training | ||
| HCM | Onboarding/Offboarding | Onboard new hires | ||
| HCM | Onboarding/Offboarding | Manage terminations | ||
| HCM | Onboarding/Offboarding | Report on terminations | ||
| HCM | Onboarding/Offboarding | Track terminations | ||
| HCM | Payroll | Setting up payroll | ||
| HCM | Payroll | Processing payroll | ||
| HCM | Payroll | Defining pay formulas | ||
| HCM | Payroll | Manage calculations | ||
| HCM | Payroll | Manage earnings | ||
| HCM | Payroll | Manage deductions | ||
| HCM | Payroll | Accommodating payroll taxes | ||
| HCM | Payroll | Manage garnishments | ||
| HCM | Payroll | Manage workers compensation | ||
| HCM | Payroll | Report on payroll | ||
| HCM | Performance Management | Initiate evaluations | ||
| HCM | Performance Management | Manage and review evaluations | ||
| HCM | Performance Management | Maintain evaluations | ||
| HCM | Performance Management | Configure evaluation templates and rubrics | ||
| HCM | Performance Management | Establish performance evaluation cycles and rules | ||
| HCM | Performance Management | Support goal setting and tracking of evaluations | ||
| HCM | Personnel Actions | Initiate personnel actions | ||
| HCM | Personnel Actions | Track personnel actions | ||
| HCM | Personnel Actions | Review and approve actions | ||
| HCM | Personnel Actions | Accessing personnel information | ||
| HCM | Personnel Actions | Administering personnel information | ||
| HCM | Personnel Actions | Managing employee discipline and relations | ||
| HCM | Personnel Actions | Employee succession planning | ||
| HCM | Position Control | Create or modify positions | ||
| HCM | Position Control | Establish position control rules and structures | ||
| HCM | Position Control | Generate position-related notifications | ||
| HCM | Position Control | Report on positions and FTE levels | ||
| HCM | Recruitment | Initiate requisition | ||
| HCM | Recruitment | Track applicants | ||
| HCM | Recruitment | Review applications | ||
| HCM | Recruitment | Conduct applicant testing | ||
| HCM | Recruitment | Coordinate interviews | ||
| HCM | Recruitment | Select applicants | ||
| HCM | Retirement | Retirement eligibility and tracking | ||
| HCM | Retirement | Retirement match and benefit calculations | ||
| HCM | Retirement | Pensionable wage management | ||
| HCM | Retirement | Retirement workflow automation | ||
| HCM | Time, Attendance, Scheduling (FMLA) | Enter time | ||
| HCM | Time, Attendance, Scheduling (FMLA) | Approve time | ||
| HCM | Time, Attendance, Scheduling (FMLA) | Calculate time | ||
| HCM | Time, Attendance, Scheduling (FMLA) | Schedule time | ||
| HCM | Time, Attendance, Scheduling (FMLA) | Manage leave time | ||
| HCM | Time, Attendance, Scheduling (FMLA) | Report on time entries |
File details come from the government source that posted it. Updated .