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EXHIBIT C – SYSTEM SPECIFICATION
SYSTEM SPECIFICATIONS
Instructions This document presented as Exhibit C should become Section 3 of your proposal. This is not a comprehensive list of all the CRC’s requested features but includes the key specifications that will be used to evaluate the proposals and will be incorporated into the signed contracts.
Vendors must provide a rating and a comment for every item. If the specification does not pertain to the proposal being submitted, enter “N/A”. The comment should include a brief explanation of how the item is supported.
Use the following rating system to evaluate each requirement:
Ratings: Please use the following ratings along with your response:
Yes = Fully compliant out of the box No = Does not meet requirement 3rd Party = Provided by 3rd Party Partner Future = Coming in Future Release (state release date) Sample Response Format: Please use the format below when completing your response.
General Ledger
General Requirements
| GL6 |
| Audit Trail with user, date, time stamp throughout all modules. |
| Yes |
System logs all transactions and stamps them with user, date, time and before/after values. A report can be generated to review audit history.
Use the word document beginning on the next page to enter your responses, but please do not modify the format, font, etc. of this section or insert page breaks. If a submitted RFP includes blank responses the document may be considered non-responsive and rejected.
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SYSTEM SPECIFICATIONS
| Item |
| Application Specifications |
| Comments |
Information Technology
General Requirements
| IT1 |
| System should be “device independent," able to function on desktop, laptop, tablet, and mobile devices? |
| IT-2 |
| System should be "OS independent," and able to function on latest stable releases of contemporary operating systems such as Windows 10, MacOS, ChromeOS, etc. |
| IT3 |
| System supports a cloud based deployment model. |
| IT4 |
| Ability to integrate with office suite software, including Microsoft Office and Google Workspace, for import and export of documentation, via email, spreadsheets, etc. |
| IT5 |
| System supports customizable graphical dashboards for various user/role types display key performance indicators, metrics, and other analytics. The dashboards should be able to cover any of the ERP modules and their respective data. |
| IT6 |
| System includes the ability to attach documents to individual records (PDF, XLS, DOC, etc.). |
| IT7 |
| Ability for simultaneous users to access records or functions. |
| IT8 |
| System maintains audit trail with full detail of current and previous values, operator, change reason code, time/date stamp. |
| IT9 |
| Detailed online documentation should be available to assist in use of the system. |
| IT10 |
| Does the system offer a helpdesk or live chat to assist with system issues? What are the available days/hours? |
| IT11 |
| Provide uptime guarantee for access to all data and systems. |
| IT12 |
| Describe how and when system upgrades will occur and if those upgrades will negatively impact user activity or systems jobs. |
| IT13 |
| Describe the system SaaS infrastructure and where the data centers are located within the US. |
Authentication
| IT14 |
| System supports multi-factor authentication |
| IT15 |
| System requires password changes at administrator-defined intervals |
| IT16 |
| System supports account lockout after 3-5 unsuccessful sign on attempts |
| IT17 |
| System supports email notifications to users when their accounts are locked, when logging in from new device, when passwords are changed |
Security
| IT18 |
| Does the system have a documented IT security policy? |
| IT19 |
| All data within the SaaS environment is encrypted both at rest and in-transit. Data at-rest is maintained with AES-256 security. |
| IT20 |
| All user sessions are encrypted using TLS 1.3 |
| IT21 |
| Ability for administrators to define security permissions (read, write, modify) at role, user, or group levels. |
| IT22 |
| Requests to change user roles are authenticated through a workflow and maintained (archived). |
Hosting
| IT23 |
| System SaaS infrastructure is geographically dispersed across multiple data centers and fault-tolerant despite loss within a particular region. (preferably located within the US). |
| IT24 |
| Ability to maintain a 99.5% uptime access to all data and systems |
| IT25 |
| Data center has established Disaster Recovery and Business Continuity Plan (DR/BCP) which is fully tested on a regular basis. |
Backup & Recovery
| IT26 |
| Does the system have an established Disaster Recovery and Business Continuity Plan which is fully tested on a regular basis? |
| IT27 |
| Describe the system DB recovery process and the point in time for the last committed transaction recovery in the event of system failures. |
| IT28 |
| All database changes are recorded in a detailed permanent audit trail, including user, time stamp, and modifications. |
| IT29 |
| Does the system have the ability to backup and restore a functional area instead of only the entire system? |
Integration and Import
| IT30 |
| System provides a robust API integration framework that allows for creation of database connections, web services, and import/export between ERP and external applications. |
| IT31 |
| Interface capability with the following for importing and exporting information for unique data manipulation purposes: ASCII text, CSV, PDF, SQL, XML, ODBC, & Google/MS Office products. |
General Ledger
General Requirements
| GL1 |
| System complies with all GAAP and GASB requirements, Full Accrual, Modified Accrual, and Cash Basis accounting. |
| GL2 |
| General Ledger system is integrated with all other system modules |
| GL3 |
| System allows for drill-down into an account to see individual transaction details. |
| GL4 |
| System allows users to work in multiple fiscal years (3-year minimum - prior, current, next), in all modules, and should be prevented from closing a period without proper security (system does not require month-end closing). |
| GL5 |
| System allows users to maintain and compare current budget amount to original budget based on security roles. |
| GL6 |
| Audit Trail with user, date, time stamp throughout all modules. |
Account Structure
| GL7 |
| System offers a fund accounting system, capable to support combined and separate funds, with flexibility to support the Georgia Uniform Chart of Accounts coding structure. See: UCOA: Documents & Downloads | Georgia Department of Community Affairs |
| GL8 |
| System should keep a description/definition for each code in each segment that will show in system display and print on reports. Account description should permit 200+ characters. |
| GL9 |
| Account number should be able to be divided by a separator for reports and viewing. |
| GL10 |
| System provides ability to have a "short code" mapped for quick input of a full account number. |
| GL11 |
| All functional modules should have an identifier or code that posts with the transactions so that users can tell which system they originate from - A/P, A/R, PR, etc. |
Indirect Costs
| GL12 |
| System supports and tracks multiple central service cost pools and bases (fringe benefits, indirect, facilities, IT, car pool, etc.) and provides for recurring allocations to departments, grants, programs or projects. System can accommodate fixed and/or actual rate allocations. |
| GL13 |
| Ability to lock or prohibit any further cost pool allocations to a grant or project that has ended during the fiscal year. |
Journal Entries
| GL14 |
| System supports automated creation of journal entries for applicable processes, such as invoice payments, receipts, donations, etc. |
| GL15 |
| System allows for manual journal entries, including ability to create multiple journal entries at once by batch upload, and allows for multiple dates within the batch (for the same fiscal year). |
| GL16 |
| System supports creation of recurring journal entries. |
| GL17 |
| System supports automated approval workflows for journal entries. |
| GL18 |
| Are automated reversing entries provided, with ability to post date journal entries. |
| GL19 |
| System automatically posts entries from the subsidiary modules with validation of account number and security. |
| GL20 |
| System mandates balancing of journal entries, both in total and by fund. |
Bank Accounts
| GL21 |
| System contains robust bank reconciliation and import of electronic bank statements for bank account reconciliations. |
| GL22 |
| System allows users to define multiple bank accounts and bank account information to support the printing of checks, direct deposit, EFT transactions. |
| GL23 |
| System automatically records each transaction in the appropriate period based on transaction date. |
| GL24 |
| System allows users to clearly indicate the status (void, reconciled, etc.) of all deposits, checks, withdrawals, adjustments and transfers. |
Accounts Payable
General Requirements
| AP1 |
| Accounts Payable integrates with the other modules within the system. |
| AP 2 |
| Ability for the system to convert scanned text to machine-encoded text via Optical Character Recognition (OCR). |
| AP3 |
| Ability to compare OCR scanned text to reference tables within the system (i.e. Purchase Order numbers) to make logical connections and auto-populate invoice entry data |
| AP4 |
| Ability to auto-populate invoice data including GL / budget code information based on a manually entered purchase order number |
| AP5 |
| System notifies user if invoice is over the price of the PO/bid amount. |
| AP6 |
| System must be able to flag duplicate invoice numbers during entry. |
| AP7 |
| System allows users to generate mailing lists and labels for mailings to vendors in electronic or paper format. |
Vendor Management
| AP8 |
| Vendor master files with standard and user defined attributes, including the ability to track changes for audit review. |
| AP9 |
| Ability to track and maintain multiple vendor organizations with different locations under a single parent vendor |
| AP10 |
| Ability to flag/notify for vendors that already exist (or have a potential parent organization) upon vendor creation |
| AP11 |
| Vendor performance tracking functionality. |
| AP12 |
| System allows vendor look up (i.e., by name, by number, by sounds-like, by wildcard) from within any module where vendor name or number is required. |
| AP13 |
| 1099 Management, with the ability to electronically generate transmission files for submission to the IRS for 1099 MISC and 1099 NEC reporting. |
Requisitions & Invoice Approval
| AP14 |
| System supports customizable requisition/invoice approval workflow, with ability to define various dollar amount thresholds requiring different approvers. |
| AP15 |
| System notifies user (with a warning message) if a invoice/requisition amount is greater than remaining budget balance. |
| AP16 |
| Prompts user to override insufficient budget balance. Override approval resides with the authorized supervisor. |
| AP17 |
| System provides automatic email/system notifications for requisition, purchase order or service contract approvers, including reminders after a user defined set amount of time. |
| AP18 |
| System allows users to view approval history of a requisition/PO/PO change order/service contract. |
| AP19 |
| System provides a dashboard relevant to procurement including approvals, items needing additional action, etc. |
| AP20 |
| System allows users to have different ship-to locations by line item on a purchase order. |
Employee Expense Reimbursement
| AP21 |
| System has a travel request form which utilizes workflow with ability to route to multiple approvers including a budget availability check (configurable by cost center, organizational hierarchy, account fund), and the ability to reject with comments back to the employee to resolve and resubmit. |
| AP22 |
| Ability for employees to enter both travel and non-travel expenses reimbursement requests including: mileage, lodging, meal allowance / per diem, transportation fares, parking fees, airline, organizational dues, seminar fees, car rental, and other expenses. |
| AP23 |
| Ability for employees to attach supporting documentation to reimbursement request form. |
| AP24 |
| System has built-in validation to prevent ineligible/inactive employees from submitting travel request forms and/or expenses or receiving reimbursement. |
Payments
| AP25 |
| Ability to initiate paper checks or ACH payments to vendors from within the system. |
| AP26 |
| System prepares and processes remittance advice (summarized by invoice) and checks, as required, with a description of each invoice that should include at least the invoice number, amount, and short description. |
| AP27 |
| System allows multiple checks to be issued for one vendor and the consolidation of vouchers into one check by vendor. |
Accounts Receivable
General Requirements
| AR1 |
| System has a customer master file that includes user defined fields and retains any changes for audit review. |
| AR2 |
| System provides intuitive invoice designer/creation wizard that allows for creation of invoices with user defined fields. |
| AR3 |
| System automatically assigns invoice numbers. |
| AR4 |
| System allows users to allocate a line item on a receivable to multiple funds and multiple revenue codes. |
| AR5 |
| System has the ability for user to attach additional documentation to the AR record that will be included with the invoice, such as contract or supporting documentation. |
| AR6 |
| System provides ability to view and inquire on invoicing/billing history, including drill-down capabilities |
| AR7 |
| System provides the ability to produce reconciliation statements showing beginning balance, charges, credits and payments, and a new balance |
| AR8 |
| System tracks receivables by customer number/invoice #/revenue account. |
| AR9 |
| System provides the ability to prepare a list of aged analysis according to user defined categories (30, 60 or 90 days). |
Cash Receipts
| AR10 |
| System should have ability to handle payments that are received without an invoice, including the ability to enter a description/reason for the payment. |
| AR11 |
| System has the ability to record payments without requiring payor information. |
| AR12 |
| System denotes whether transaction occurred by cash, check, EDI, ACH, wire transfer, credit card, etc. |
| AR13 |
| System interfaces directly with bank reconciliation program. |
Budgeting
General Requirements
| B1 |
| Ability to utilize prior years' budget information to develop base data for preparing new budgets. Includes current and previous years' original budget amounts, revised budget amounts, position control data, and actual revenues/expenditures. |
| B2 |
| Ability to start from either a zero-base or from previous-year budgets for different cost centers or programs. |
| B3 |
| Ability to configure multi-level budget approval workflows by location, fund, account, cost center, department, etc. |
| B4 |
| Budget review/approval transparency report to identify where the budget is in the approval process (who has approved, with whom the approval currently resides, # of days in approval que) |
| B5 |
| Ability to record and track budget amendments during the year with Administrative and Board resolution references. |
| B6 |
| System maintains the history for current, previous and future multiple years. |
Human Resources
General Requirements
| HR1 |
| System provides automatic updates across all modules including HR, payroll, benefits, position control, etc. when any employee file updates are made. |
| HR2 |
| System should facilitate workflows related to performance management for tracking employee evaluations. |
| HR3 |
| System allows for processing of digital signature approvals to facilitate workflows. |
Position/Employee Management
| HR4 |
| Position control management and history includes changes and eliminations, with date of change/action, previous and updated position information, job descriptions, etc. |
| HR5 |
| Ability to maintain Salary/Wage Classification Plan that includes ranges and rules-based step increases and tie positions/job codes to a selected range. |
| HR6 |
| Ability to provide a summary view of all inventoried positions, which includes the number of positions that are filled or vacant, total FTEs, and budgeted salary versus actual salary. |
| HR7 |
| Full employee master file functionality including user defined fields and the ability to track any status changes by effective dates as well as issued equipment. |
| HR8 |
| System provides onboarding management/administration functionality. |
| HR9 |
| Employee self-service functionality that includes: |
▪ Onboarding policy review and training
▪ Online leave requests
▪ W4 Changes
▪ Demographic changes
▪ Online open enrollment
▪ Emergency Contact & Designated Beneficiary
▪ View and reprint W2’s
▪ View and print pay stubs
▪ View leave balances
| HR10 |
| Manager Self-Service: view staff leave balances, approve leave requests, performance reviews, notifications, etc. |
| HR11 |
| System allows for benefits administration and tracking of benefits plans, including open enrollment administration and provides for mass updates for all benefit-related calculations. |
| HR12 |
| System is linked to Payroll and can support forwarding of pertinent data regarding salary/changes, insurance premiums, contributions, and pre/post-tax deductions when applicable. |
| HR13 |
| System provides ability to track and attach documentation for employee absences such as STD, LTD, FMLA, PTO Leave Bank, etc. |
| HR14 |
| System should comply with all regulatory reporting and state/federal compliance requirements, including W2, ACA, sick-leave, FMLA, etc. |
| HR15 |
| Ability to manage the employee separation and termination process via workflow (both voluntary, involuntary), including processing of all payroll and benefits changes upon separation. |
Payroll Management
Time & Attendance
| PR1 |
| Ability for employees to enter time through an online timesheet via desktop, laptop, tablet, and mobile devices, with IP address info for each time the system is accessed. |
| PR2 |
| Ability to allow customizable "grace periods" (i.e. 5 minutes, 7 minutes) for non-exempt employees who clock-in/out. |
| PR3 |
| Ability to support configured workflow for approval for timesheet submissions and electronic leave requests. |
| PR4 |
| Ability to automatically populate employee timesheets for holidays, approved leaves, etc. |
| PR5 |
| Ability to have all entry errors detected, highlighted for immediate correction. |
| PR6 |
| System allows employees to charge time to multiple projects, accounts, departments on an hourly or percentage basis, via manual input or from pre-defined allocations. |
| PR7 |
| Ability to close a time period at end of week or pay period to restrict further updates. |
Payroll Processing
| PR8 |
| The Payroll system should interface with and post to the General Ledger, Budgeting and Human Resource modules. |
| PR9 |
| System should be fully integrated with Time and Attendance Portal - otherwise should be able to fully integrate with 3rd party time keeping system. |
| PR10 |
| System should maintain correct YTD totals for all wage and deduction amounts in the event of split payroll across multiple years, including calendar year date and fiscal year date. |
| PR11 |
| System should provide a payroll audit trail: the ability to track and keep history of all payroll and status changes of an employee, as well as the date of the change and who processed the change and any note/comment attached. |
| PR12 |
| System allows for electronic transmission to multiple banks for ACH direct deposits (5). |
| PR13 |
| System allows users to process payroll adjustments with single and/or replacement payroll checks in an effective manner. |
| PR14 |
| System should allow users to run multiple preliminary processing runs to edit prior to running final processing. |
| PR15 |
| System should provide for the ability to pre-notify all direct deposits with new or changed information. |
| PR16 |
| System should be capable of calculating all types of garnishments. |
| PR17 |
| System allows users to process a void and replace, and/or just void a check. |
| PR18 |
| System automatically calculates wage and tax information for quarterly tax report and 941 processing, with user override capability. |
| PR19 |
| System should have ability to generate electronic transmission files for W2s, W3s, ACAs 1094C and 1095C reporting to the IRS, SSA or DOL and make employee copy available through Employee Self-Service. |
| PR20 |
| System should provide annual reconciliation of W2 information with 941 information. |
| PR21 |
| System allows users to maintain unlimited fiscal years of salary information online for terminated employees for unemployment compensation and retirement purposes. |
Grants and Project Management
| GP1 |
| Ability to track and maintain grants information for common and other user-defined fields, etc. with ability to attach electronic award documentation to the record. |
| GP2 |
| Full project and grant accounting subledger. |
| GP3 |
| Ability to assign program/project managers to a grant, and for program managers to have their own system view of key information (i.e. spending, activity, budget remaining) for their assigned grants program. |
| GP4 |
| System provides a grants dashboard to help administrators monitor funds and compliance. |
| GP5 |
| Multi-level project hierarchy with reporting on detail or summary data to project/program, sub-project, and activity level with roll ups. |
| GP6 |
| Revenue and expenditure tracking for projects and grants that span multiple fiscal years. |
| GP7 |
| Ability to create grants reimbursement invoices via grants module or AR module. |
| GP8 |
| Ability to track program/project scopes and to electronically notify or report on grant deliverables due/completion dates. |
| GP9 |
| Ability to track and report on non-financial performance measures against a grant or sub-activity within a grant or project. |
| GP10 |
| Ability to generate federal mandated grants reports, ie SF425/SF270. |
System Wide and Module Reporting
| MR1 |
| All system modules should be fully integrated with standard reporting solution, in multiple formats, i.e. HTML, PDF, Excel, Word, etc. with export capabilities. |
| MR2 |
| Ability for users to quickly run a variety of predefined reports, which are tailored to the user's position and/or authorized access. |
| MR3 |
| Ability to general a trial balance report, including agency wide and grant/project specific for a designated period of time. |
| MR4 |
| Ability to modify and save standard reports. |
| MR5 |
| Ability for general user to create custom reports (i.e. a person without advanced programming skills). |
| MR6 |
| Drill down capability within reports and dashboards. |
| MR7 |
| Reports can be run by any date range, by closed month, or annual periods and will properly subtotal and total over date ranges and years. |
| MR8 |
| Ability to cancel/kill an in-process report. |
| MR9 |
| System supports the production of a variety of required financial statements and schedules for the preparation of an Annual Comprehensive Financial Report as required by the Government Finance Officers Association. |
Other Available Modules
| OA1 |
| List and describe other system modules not listed here that are offered within the system. |
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