RFP PUR 26-029 ERP Modernization Oracle Fusion Cloud (SaaS) Functional Requirements_10_08_25.xlsx
XLSX spreadsheet 162 KB Posted
- Solicitation number
- BPM053643
- Issued by
- Maryland
About this file
This is a functional requirements document for RFP PUR 26-029, an ERP modernization procurement issued by Prince George's County Public Schools (PGCPS) in Maryland for Oracle Fusion Cloud (SaaS) implementation. The solicitation requested proposals for Oracle Fusion Cloud license acquisition, upgrade services from existing on-premises Oracle EBS systems, and comprehensive support services. The scope encompassed migration of twelve core modules: Human Resources Management System, Payroll, Position Control, Benefits Administration, Accounts Payable, Accounts Receivable, Cash Management, Purchasing, Supplier Management, General Ledger, Budget/EPM, and Fixed Assets, along with Capital Programs functionality. Additionally, PGCPS identified 31 existing Oracle Application Framework custom applications requiring compatibility assessment or rebuilding in the cloud environment. The implementation strategy centered on three core pillars—HCM/Payroll, ERP, and EPM—supplemented by Oracle Grants, Oracle Project, and enhanced Procurement capabilities. Support services included six months of Ultra-Hypercare and twelve months of extended Hypercare support commencing separately upon each pillar's go-live. The proposal deadline was February 27, 2026 at 11:00 a.m. EST. This procurement has been cancelled; Addendum 2, issued December 18, 2025, directed all offerors to the correct active solicitation record BPM053650.
The contract structure required a firm fixed-price arrangement with performance and labor bonding at 100% of project cost for contracts exceeding $100,000. All project team members were mandated to work physically on-site with no hybrid, remote, or offshore work permitted. Vendors were restricted to native Oracle Fusion Cloud functionality only, prohibiting third-party tools, custom code, or best-of-breed workforce management solutions. Only prime and subcontractor teaming arrangements were allowed; multi-vendor arrangements were prohibited. Qualification requirements included minimum ten years' experience in Oracle EBS to Fusion Cloud upgrades for similarly-sized K-12 districts or government entities within the past fifteen years, with designated staff possessing minimum seven years of relevant experience within the past ten years. PGCPS required at least two verifiable K-12 district references from the past fifteen years.
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Instructions Oracle Cloud is referred to as the "New System"
HRMS
HRMS Rating Legend MET - Oracle Cloud is able to meet requirement as stated MODM - Oracle Cloud is able to meet with minor miss/work around DNM - Oracle Cloud not able to meet this requirement
| Req ID # | Category, if any | Functional Requirements | Vendor Response: | |
| MET, MODM, DNM | Vendor Notes and Explainations | |||
| HRMS - 1 | Employee Assignment Record | For accurate record-keeping and reporting purposes, the new system should allow employees be assigned to multiple positions that total the employee's assigned FTE. For example, if an employee was hired at a 1.0 assignment FTE, but is an itinerant Media Specialist at Marlton ES (0.5 FTE) and Mattaponi ES (0.5 FTE), HR should be able to assign them accordingly in Oracle. Currently, the employee would be assigned to the base location with split costing to reflect each location and the proportion of time spent at that location. | ||
| HRMS - 2 | Leave Accruals & Pay Calculations | There needs to be some level of automation between HR entries that drive payroll functions, including leave accruals and rollovers based on contract months and the bargaining unit; pay types and rotation plans; earned versus paid (retroactive pay) analysis; automated reports and processing of union dues; etc. | ||
| HRMS - 3 | Onboarding Features | The new system should include a space for new employee onboarding that speaks to WebCenter. All checklists, required appointment dates, and forms should be completed/uploaded for migration to WebCenter. | ||
| HRMS - 4 | Onboarding Scheduling Feature | Rather than relying on an external platform to schedule candidates for HR appointments, the new system should include a scheduling feature that feeds into the checklist or designated flex field. | ||
| HRMS - 5 | Supervisor Changes | The new system should offer the capability to automate supervisor changes whenever there is a gap (or vacancy) in the hierarchy; when a supervisor is removed from the hierarchy, the direct reports should roll up to the next supervisor in the hierarchy. | ||
| HRMS - 6 | Split Assignments | For Itinerant Teachers who have split assignments accross more than one location, the FTE of the employee should reflect the name of the employee occupying that portion of the FTE at each location instead of one location being a "based school" and the employee's name only shows up at the "base school" as an overhire and vacant at the other locations. | ||
| HRMS - 7 | Filling Positions | Once a new hire is accepted into a position, the system should automatically notify all applicants and close out the IRC. | ||
| HRMS - 8 | Evaluation | Compatibility with eDoctrina is necessary | ||
| HRMS - 9 | Employee Case Mgmt | Compatibility with EITS is necessary | ||
| HRMS - 10 | Assignment Time Information | Automate "Assignment Time Information" to Standard Conditions and Pay Type | ||
| HRMS - 11 | Address/Personal Email Address | New system should have a flexfield to update personal email address in the "Address" section. | ||
| HRMS - 12 | US Ethnic Origin | New system should move US Ethnic Origin to a central location on the People page and make it a required field before an EIN is generated. Also, should allow the selection Hispanic or Latino without also needing the select "White" | ||
| HRMS - 13 | Final Process for Record Release | New system should automatically apply final process date when an Applicant is created. | ||
| HRMS - 14 | Updating Point Values | New system should have the ability to upload an Excel document with point values rather than updating manually (to include pay tables, emolument lookup table, etc.) | ||
| HRMS - 15 | Work Structures (creating new tables, grades, steps and end-dating those no longer used) | New system should simplify/minimize the number of steps that it takes when creating a new table, grade, step. Could this be done on one screen? Also, the new system should allow us to end-date tables, grades, steps that are no longer in use | ||
| HRMS - 16 | Compensatory Emoluments | New system should include the ability to have educators electronically "sign" the documents for the activities to which they are assigned. Currently educators and principals sign a paper/PDF copy of the Appointment and Authorization Form. | ||
| HRMS - 17 | Differential Mapping | New system should generate an error message when an employee is assigned a differential for which they are not eligible and/or moved to a position which is no longer eligible for the differential they are receiving | ||
| HRMS - 18 | Auto Grade Step Increment concurrent process | New system should allow for the concurrent process to "insert" a step change when a future-dated action is pending in the system (report generated to note where inserted so that staffing can go back to make any necessary corrections to the future-dated action) | ||
| HRMS - 19 | Self Service View | New system should refine the information that employees can see in Self Service. Allow employees to see all differentials they are receiving. Limit pay information to what is appropriate for the position held (i.e., hourly employees should only see hourly rate, salaried employees should only see annual salary) | ||
| HRMS - 20 | Second Assignment Requests | New system should allow for the submission of a second assignment request electronically (following similar submission process/hierarchy as Fill a Vacancy) | ||
| HRMS - 21 | SSN / duplicate hire | New system should allow SSN correction / merger with a personnel record that was duplicated in error. Example, employee rehired under wrong SSN and later discover the error - there no way to correct the SSN or connect the employee to their orginal personnel record. | ||
| HRMS - 22 | Confidential employee flag | New system should have a Oracle Descriptive Flexfield (DFF) so confidential employees be flagged on reports | ||
| HRMS - 23 | Board of Education employee flag | New system should have a Oracle Descriptive Flexfield (DFF) for Board of Education employees | ||
| HRMS - 24 | Salary Calculations (Red Circle/Frozen) | New system will automate salary calculation for frozen or red circle status, where the employee does not have a grade/step. | ||
| HRMS - 25 | Correction / Updates | New system allows a record to be saved an update instead of a correction when an update is made on a date there a previous date was made. For example, if an update is made on a specific date, when another update is made on that date, Oracle saves the record as a correction rather than an update, which overrides the update history on the record. | ||
| HRMS - 26 | Secondary Status / RTW link | New system should allow the "RTW Eligibility Date" link to employee status | ||
| HRMS-27 | Flexfield for Subs & Temps | New system should have a Oracle Descriptive Flexfield (DFF) in the Barganing Unit section for Sub sandTemp so that the records does not show as an incomplete record on the Missing Information Report | ||
| HRMS-28 | Termination/retirements | When an employee is terminated/quits/retires, thru the HR system, ensure that their inbox of approvals are routed automatically to their supervisor (or whoever) as the terminated employee will continue to have "in process" documents routed to their inbox. |
| Reports | ||
| HRMS-RPT-1 | Position Occupancy Reports | New system should provide the option to run position occupancy reports in a way that allows the user to filter out applicants and only show those who previously held the position |
Payroll PAYROLL Rating Legend MET - Oracle Cloud is able to meet requirement as stated MODM - Oracle Cloud is able to meet with minor miss/work around DNM - Oracle Cloud not able to meet this requirement
| Req ID # | Category, if any | Functional Requirements | Vendor Response: | |
| MET, MODM, DNM | Vendor Notes and Explainations | |||
| PAYR - 1 | New system should automatically create an accounting payroll entry and post when the pay period ends or the paycheck is issued. | |||
| PAYR - 2 | New system should validate account segments in the originating system (HRMS or Benefits) so that validation occurs prior to creating the payroll accounting entry. | |||
| PAYR - 3 | New system should allow for payroll accruals to be calculated automatically, journalized automatically , and then reversed automatically. A finance person should control the calculation and set up the schedule annually (Note Quenetta Lawrence is the accounting assistant controller in this area, this capability existed at prior employer) | |||
| PAYR - 4 | Consider using a Time and attendance system for the hourly employees. They have to sign in in the morning and sign out at night. Tracks the hours at little better. | |||
| PAYR - 5 | The new system should give us the ability to drill down on catch up costing for the detailed information. | |||
| PAYR - 6 | Ability to allow employees access to view, submit, change, and attest their time and leave on the timecard - as part of the Cloud mobile app | |||
| PAYR - 7 | New system should not allow duplicate withholding of state taxes - only resident state | |||
| PAYR - 8 | The only states for state tax withholding should be District of Columbia, Maryland and Virginia | |||
| PAYR - 9 | Enhances W2 format to include Earning Summary | |||
| PAYR - 10 | Liability Clearing: AP disbursements (checks/ACH to IRS, State, MSDE) clear the payroll liability accounts automatically. | |||
| PAYR - 11 | Drill Down: drill back from a liability balance to the payroll run that created it and vice versa | |||
| PAYR - 12 | Better functionality/increase speed of payroll processing and timecard submission and transfer processes | |||
| PAYR - 13 | Process more than 1 check at one time for multiple employees | |||
| PAYR - 14 | Efficient and accurate DataLoad software | |||
| PAYR - 15 | Ability to view multiple assignments at the same time on one paystub | |||
| PAYR - 16 | Ability to run off-cycle payment without having to deselect processed elements; Ability to check and uncheck payroll elements prior to processing off cycle payments | |||
| PAYR - 17 | A standard procedure to calculate earn vs paid for employees on extended leave, terminated, promoted, demoted, new hire, retires, or passes away | |||
| PAYR - 18 | A process to create a model check to view changes in tax elections | |||
| PAYR - 19 | Advanced Validation Rules - Implement mulitlevel AI Monitoring and highly advanced validateion rules that prevents overpayments on all employee pay; | |||
| PAYR - 20 | Need for comprehensive absence managment - FMLA/LOA/Disability Leave tracking, montioring and reporting (must include multilevel alerts) | |||
| PAYR - 21 | Comprehensive absence management solution for temps and subs to enter leave and to link coverage for absent employee or vacant position | |||
| PAYR - 22 | Need for secondary time entry for supplemental pays,late time and leave entry to include costing validation and reporting | |||
| PAYR - 23 | Abiltiy to calculate leave payouts when an employee is demoted from a 12 month position or when they exit the system | |||
| PAYR - 24 | Need comprehensive timecard system that allows for the delegation of time approval to prevent approvers from having to review and approve large volumes of employees | |||
| PAYR - 25 | Robust and comprehensive reporting capabilities from both the entries and timecard modules | |||
| PAYR - 26 | Enhance and optimize the salary administration process especially after pay table is updated; understand fast formulas within the salary admin process | |||
| PAYR - 27 | Need for robust time and labor clock solution (Webclock) for specialized employee groups to clock in and clock out | |||
| PAYR - 28 | Comprehensive timecards for specilized pays such as Transporation, Food Service, and Builiding Services to capture overtime, billable trips, call out time, training pay, substitute pay | |||
| PAYR - 29 | Ability to check and uncheck payroll elements prior to processing off cycle payments | |||
| PAYR - 30 | Ability to uncheck unprocessed pay elements after payment has been processed | |||
| PAYR - 31 | Ability to process large volume of retro payments based on new negotiated contract lanaguage without manual calcuation | |||
| PAYR - 32 | Multiple assignment statuses to easily identify when employees are on extended leave (i.e. LWP - FMLA/ LWP - Admin Leave, etc) | |||
| PAYR - 33 | Employee ability to upload documents for view by appropriate departments and for departments to upload/return forms to employee | |||
| PAYR - 34 | Employee user friendly point of access to view pay, leave, salary, address, etc in real time with the ability to make or request changes | |||
| PAYR - 35 | Ability to notify employees, timekeepers, time approvers of changes or updates in payroll processes | |||
| PAYR - 36 | Ability to identify and define pay elements based on employee categories, union type, etc. | |||
| PAYR - 37 | Alert system so that employees are made aware automatically when a garnishment has been placed on their record | |||
| PAYR - 38 | An automatic message to garnishments if a person resigns, dies, retires | |||
| PAYR - 39 | Archiving of old or no longer used vendors | |||
| PAYR - 40 | Archiving of old or no longer used elements |
| Reports | |
| PAYR-RPT-1 | Reconciliation report to ensure all extended leave has been paid out or accounted for in another element that is costed to the GL |
| PAYR-RPT-2 | Biweekly reporting to specialized employee categories for Overtime and supplemental pays (i.e PGCEA Coverage pay, workshop pay, etc) |
| PAYR-RPT-3 | Comprehensive leave report to include entry point, time approver, date approved, date charged, leave type, hours charged leave reasons, leave denied/rejected |
| PAYR-RPT-4 | Payroll reconciliation report - to compare previous payroll to current payroll; identies any employee not being paid |
| PAYR-RPT-5 | Absence management leave report - includes any employee on extended leave (FMLA/SLB/LOA); any employee on leave for more than 10 or 15 days; any employee charged leave in excess of negotirated leave language |
| PAYR-RPT-6 | Comprehensive pay report - includes date worked, hours, pay date, pay period, rate of pay, costing, pay method |
| PAYR-RPT-7 | Employee reporting access for pay and leave |
Position Control Position Control Rating Legend MET - Oracle Cloud is able to meet requirement as stated MODM - Oracle Cloud is able to meet with minor miss/work around DNM - Oracle Cloud not able to meet this requirement
| Req ID # | Category, if any | Functional Requirements | Vendor Response: | |
| MET, MODM, DNM | Vendor Notes and Explainations | |||
| POSC - 1 | Position Control/Transaction | The new system should minimize the number of clicks for an end-user when requesting to fill a vacant position. It should allow all required fields to appear on one screen with the position details and submission button. | ||
| POSC - 2 | Position Control/Transaction | The new system should provide the ability to terminate all pending transactions, at one time, as a mass update rather than through individual transactions. | ||
| POSC - 3 | Position Control/Transaction | The new system should have an integration with the applicant tracking system that allows automated vacancy announcements to be created through the position control review process. For example, if the committee approves a School Secretary I position to be posted for Gwynn Park HS, is there an integration channel that would allow Position Control to initiate the posting when processing the approval? | ||
| POSC - 4 | Position Control/Transaction | The new system should provide the option for mass updates on the fill-a-vacancy module in one screen as opposed to having to do individual manual changes when reorganizations occur | ||
| POSC - 5 | Position Control/Transaction | The new system should automatically assign a role to authorized positions assigned to submit/approve fill-a-vacancy requests. | ||
| POSC - 6 | Position Control/Transaction | The new system should auto generate a Position Description when users submit a fill-a-vacancy request to ensure the details about the position are verified before it the posting is created (but it should all be automated). | ||
| POSC - 7 | Position Control/Transaction | The new system should automatically assign the contract months to a position number in Oracle and not require this to be manually entered. | ||
| POSC - 8 | Position Control/Transaction | The new system should broadcast to users whith the responsibility when it is open or not available for transactions |
| Reports |
| POSC-RPT-1 |
| POSC-RPT-2 |
| POSC-RPT-3 |
Benefits Advanced Benefits Rating Legend MET - Oracle Cloud is able to meet requirement as stated MODM - Oracle Cloud is able to meet with minor miss/work around DNM - Oracle Cloud not able to meet this requirement
| Req ID # | Category, if any | Functional Requirements | Vendor Response: | |
| MET, MODM, DNM | Vendor Notes and Explainations | |||
| BEN-1 | New System should allow automated employee messaging (text and/or email) based on preconfigured triggers. | |||
| BEN-2 | New System should have Dependent Verification functionality in the Benefit Module (upload & archive capability) | |||
| BEN-3 | New System should have the ability to provide distinct benefits to identified subgroups (actives, retirees, rehired retirees, etc.) | |||
| BEN-4 | New System should have the ability to identify and facilitate Medicare enrollments, non-Medicare enrollments, and both Medicare & non-Medicare enrollments at the employee/retiree level. | |||
| BEN-5 | New System should allow offsite access to the employee facing Benefit Module via a mobile app. | |||
| BEN-6 | New System should allow Retiree access (non-active employee) to the Benefit Module for enrollment/disenrollment purposes. | |||
| BEN-7 | New System should have benefit deduction reconciliation cababilities for both Actives (system payroll) and Retirees (external third-party pension provider). | |||
| BEN-8 | New System requires the ability to extract monthly Retiree premiums in file format to be sent to pension provider for collection. | |||
| BEN-9 | New System needs to have the ability to facilitate separate deduction schedules for 10 month, 11 month, 12 month employees and Retirees. | |||
| BEN-10 | New System should provide Benefit Confirmation Statements. | |||
| BEN-11 | New System should have the ability to provide Total Compensation Statements. |
| Reports | |
| BEN-RPT -1 | Required IRS 1095C Reporting |
| BEN-RPT -2 | Interactive reporting capability on all data fields. |
Accounts Payables Accounts Payables Rating Legend MET - Oracle Cloud is able to meet requirement as stated MODM - Oracle Cloud is able to meet with minor miss/work around DNM - Oracle Cloud not able to meet this requirement
| Req ID # | Category, if any | Functional Requirements | Vendor Response: | |
| MET, MODM, DNM | Vendor Notes and Explainations | |||
| AP - 1 | (Not sure if this is the right tab for this request) New System should provide ability for employees to upload their documents directly to Accounts Payable for tuiton reimbursement approvals instead of it going through the Certification office before submission to Accounts Payable. | |||
| AP - 1-1 | Tuition reimbursement | The new system should allow employees to upload their tuition reimbursement documents directly to Accounts Payable. However, to ensure proper oversight, the workflow should include a dual approval process: first by HR, followed by Accounts Payable. This change would eliminate the need for routing through the Certification Office, streamlining the process and improving efficiency. | ||
| AP - 2 | Invoice Processing | The new system should incorporate Optical Character Recognition (OCR) technology to automatically scan and extract invoice details into the system. This automation will enable Accounts Payable (AP) clerks to efficiently review and validate the information, significantly reducing manual data entry and minimizing errors. |
This enhancement supports a paperless workflow, promoting sustainability and reducing physical document handling across departments.
| AP - 2 | Invoice Processing | The new system should incorporate Optical Character Recognition (OCR) technology (or the latest and greatest technology in the Industry) to automatically scan and extract invoice details into the system. This automation will enable Accounts Payable (AP) clerks to efficiently review and validate the information, significantly reducing manual data entry and minimizing errors. |
| Invoice Processing | This enhancement supports a paperless workflow, promoting sustainability and reducing physical document handling across departments. | |
| AP -2-1 | Invoice Processing | The new system will generate and save as attachment a copy of the invoice (if PGCPS decides copies are needed for audit purposes). The attached copy must be accessible to all from invoice processing through Payment |
| AP - 2-2 | Invoice Processing | The new system is capable of importing PO related invoices from various sources, e.g. from fax, email, flat file, scan, etc. |
| AP - 2-3 | Invoice Processing | The new system will automatically notify Purchasing of invoices received where the vendor status is 'inactive'; and place such invoices in a 'holding' queue until Vendor has been activated. |
| AP - 2-4 | Invoice Processing | The new system should be able to identify and import only valid Invoices (not Statements, Packing slips, ProFormas, ect. |
| AP - 3 | Parent Refund | The new system should allow to upload parent refund documents directly to Accounts Payable. However, to ensure proper oversight, the workflow should include a dual approval process: first by Food Service, followed by Accounts Payable. This change would eliminate the need for routing through the food service Office, streamlining the process and improving efficiency. |
| AP - 4 | Disbursement Authority | The new system should allow users to upload or create Disbursement Authority documents directly within the Accounts Payable module. To ensure proper oversight, the workflow should include a dual approval process: first by the appropriate department, followed by Accounts Payable. |
This would eliminate the need for routing through the related office, thereby streamlining the process, reducing delays, and improving overall efficiency. Including (Change Fund, Relocation, Praxis, Retake, Allotments,...)
AP - 5 Retainage New system should allow for the withholding of retainage and the payout of retainage. For example, the gross amount of the bill is $100k, and the retaingage is $5k. The gross amount($100k) should be entered to the expense account, and the $5k should be reflected as a credit to a retainage/liability accoount. Currently Oracle AP does not track the retainage. The net amount of the payment $95k is entered to the expense account. A journal entry is done to record the retainage and to increase the expense. ($5k). When the retainage is paid out, the retainage amount is paid out thru a DA (Disbursement Authority) . The use of a disbursement authority is ineffective because is does not reduce the Purchase order. This has to be done manually by Purchasing.
| Reports | ||
| AP-RPT -1 | 1099 | 1099 Reportable list Report |
| AP-RPT -2 | Payment Report | Generate Payment report by Purchase Order - output to include payment number, payment date and payment amount |
| AP-RPT -3 |
iexpense iexpense Rating Legend MET - Oracle Cloud is able to meet requirement as stated MODM - Oracle Cloud is able to meet with minor miss/work around DNM - Oracle Cloud not able to meet this requirement
| Req ID # | Category, if any | Functional Requirements | Vendor Response: | |
| MET, MODM, DNM | Vendor Notes and Explainations | |||
| iEXP - 1 | New System should provide ability for employees to upload their documents for tuition reimbursement directly, similar to submitting receipts for reimbursements. | |||
| iEXP - 2 | Mileage | The new system should include an embedded map feature that displays trip destinations and automatically calculates mileage based on the route taken. The system should then multiply the miles by the applicable reimbursement rate to determine the total amount for each trip. |
This enhancement will eliminate manual calculations, reduce errors, and support a more efficient and paperless reimbursement process.
iEXP - 3 Non Local Travel The new system should allow users to create and submit Non Local Travel Form directly through iExpense. To ensure proper oversight, the workflow should include an approval process: first by the appropriate department, followed by Accounts Payable.
This would eliminate the need for routing through the related office, thereby streamlining the process, reducing delays, and improving overall efficiency.
iEXP - 4 Non Local Travel The new system should allow routing the expense report/ NLT back to the expense owner, the original approver, or assign it to a different approver.
| Reports | |
| iEXP-RPT-1 | Need to be able to run report on submission history based on ee name/EIN |
| iEXP-RPT-2 | Reports showing productivity based on payment type: Local mileage, Per diem, Reimbursements |
| iEXP-RPT-3 | Search parameter by EIN, Name, amount, template and by Period |
Accounts Receivable Account Receivable Rating Legend MET - Oracle Cloud is able to meet requirement as stated MODM - Oracle Cloud is able to meet with minor miss/work around DNM - Oracle Cloud not able to meet this requirement
| Req ID # | Category, if any | Functional Requirements | Vendor Response: | |
| MET, MODM, DNM | Vendor Notes and Explainations | |||
| AR - 1 | A/R Module | Credit Memos: if the credit memos are from prior year, the memos should go to a miscellaneous revenue because it relates to prior year. However, the memo can go to the original account string but with the current year. | ||
| AR - 2 | A/R Module | For wage overpayment invoicing, there needs to be workflow to the general ledger so that a manual JE is not needed on the GL side. | ||
| AR - 3 | A/R Module | Refund Liabilities: If MSDE invoices the district for overpayment (e.g., $953,283 refund), AR/AP and GL can handle the revenue reversal + liability accrual. |
| Reports |
| AR-RPT -1 |
| AR-RPT -2 |
Cash Management Cash Management Rating Legend MET - Oracle Cloud is able to meet requirement as stated MODM - Oracle Cloud is able to meet with minor miss/work around DNM - Oracle Cloud not able to meet this requirement
| Req ID # | Category, if any | Functional Requirements | Vendor Response: | |
| MET, MODM, DNM | Vendor Notes and Explainations | |||
| CASH - 1 | Cash Management | Bank Reconciliations: Integrates with PGCPS’s banks for daily reconciliation of deposits (state aid, local county funding) and disbursements. | ||
| CASH - 2 | New system will not allow a 'cleared' check to be voided | |||
| CASH - 3 | New system will integrate with Payroll, AP, and GL to prepare the Unclaimed Property Report with the State of Maryland |
| Reports |
| CASH - RPT -1 |
Purchasing Purchasing Rating Legend MET - Oracle Cloud is able to meet requirement as stated MODM - Oracle Cloud is able to meet with minor miss/work around DNM - Oracle Cloud not able to meet this requirement
| Req ID # | Category, if any | Functional Requirements | Vendor Response: | |
| MET, MODM, DNM | Vendor Notes and Explainations | |||
| PURC - 1 | New System should provide ability to do a mass closing/cancelling of purchase orders using certain criteria at the end of the year. This will then create a reduction in the encumbrance in that fiscal year. | |||
| PURC - 2 | New System should provide ability to do a mass closing/cancelling of requisitions using certain criteria at the end of the year. This will then create a reduction in the encumbrance in that fiscal year. | |||
| PURC - 3 | New system should allow for a larger file size attachment. | |||
| PURC - 4 | PO/Req hierarchy needs to mirror HR's hierarchy in the new system | |||
| PURC - 5 | The new system should have a way to mark individual POs so that they are not sent to vendors....For example Prepays & Registrations | |||
| PURC - 6 | iProcurement - The system should allow endusers the ability to view the full site address information. | |||
| PURC - 7 | iProcurement - The system should allow data exporting. | |||
| PURC - 8 | iProcurement - When creating reqs all approvers for that cost center and amount should populate. Currently have to manually add additional approver | |||
| PURC - 9 | iProcurement - Requisitions should not go directly back to the shopping cart when purchasing returns them | |||
| PURC-10 | Amended PO should not result in a duplicate order being placed. Amended POs should list only 'changes' made to the PO and Buyers should have the option to email the 'amended PO' to the Vendor or NOT to email/mail the amended PO to the Vendor |
| Reports | |
| PURC-RPT -1 | Report that provides Vendor Spend by vendor |
isupplier isupplier Rating Legend MET - Oracle Cloud is able to meet requirement as stated MODM - Oracle Cloud is able to meet with minor miss/work around DNM - Oracle Cloud not able to meet this requirement
| Req ID # | Category, if any | Functional Requirements | Vendor Response: | |
| MET, MODM, DNM | Vendor Notes and Explainations | |||
| iSUP - 1 | Prior to submitting the iSupplier registration request, the new system should be able to provide a TIN match/validation against the IRS. | |||
| iSUP - 2 | New system should allow for a larger file size attachment. | |||
| iSUP - 3 | Step 2 of iSupplier Registration - All mandatory fields within Step 2 are completed before being able to advance to Step 3 (to include a red * for the section that was overlooked.) | |||
| iSUP - 4 | iSupplier Portal Supplier View - Organization Tab should be restricted from allowing suppliers to update Taxpayer ID and all other information that would automatically update information on the Supplier Mgmt Payables side. | |||
| iSUP - 5 | iSupplier Portal Supplier view - Address Book Tab - Should not allow suppliers the ability to update an existing address. Add or inactivate only. | |||
| iSUP - 6 | The new system should allow for customizable registration fields to capture relevant information concerning the supplier profile (Email address to be used for PO delivery, Health Department permit expiration dates, etc.) | |||
| iSUP - 7 | Vendors should be able to enter ACH banking information. However, to endure proper oversight, this information must be routed and approved by the Treasury Office before it is populated as 'approved' ACH on Vendor Master. Bank account should be masked to only show the last 4 digits of the bank account to everyone outside of the Treasury Department/Responsibility |
| Reports |
| iSUP-RPT -1 |
| iSUP-RPT -2 |
| iSUP-RPT -3 |
| iSUP-RPT -4 |
Supplier Mgmt - Payables isupplier Rating Legend MET - Oracle Cloud is able to meet requirement as stated MODM - Oracle Cloud is able to meet with minor miss/work around DNM - Oracle Cloud not able to meet this requirement
| Req ID # | Category, if any | Functional Requirements | Vendor Response: | |
| MET, MODM, DNM | Vendor Notes and Explainations | |||
| SMP - 1 | The new system should be able to provide a TIN match/validation against the IRS for requested changes to an existing supplier profile. | |||
| SMP - 2 | Supplier Profile Update Requests - Requests should also include a notification of an attachment by the supplier pending review/approval. | |||
| SMP - 3 | The new system should allow for a search by commodity codes/type | |||
| SMP - 4 | Organization Tab - Add Attachment - The new system should allow for a larger file size. | |||
| SMP - 5 | Organization Tab - The new system should allow multiple fields for the various types of inactivation dates that are required to be tracked. | |||
| SMP - 6 | Address Book Tab - When updating information on the Update screen, the new system should automatically update the same information on the Manage Site screen. | |||
| SMP - 7 | The new system should be able to provide multiple customizable Create Supplier options to include various supplier types and customizable fields that carryover to the applicable fields after hitting apply. | |||
| SMP - 8 | The new system should allow the ability to turn off PO print per supplier profile. | |||
| SMP - 9 | After approving a registration request, the new system should be able to carry over the Buyer Internal Notes to a corresponding field within the supplier profile. | |||
| SMP - 10 | The new system should provide suppliers the ability to reset their own passwords without iSupplier Support having to generate the request from the Contact Directory | |||
| SMP - 11 | The new system should allow more than 240 minutes for suppliers to establish a password. | |||
| SMP - 12 | The new system should eliminate the manual entry of supplier profiles required by the various types of Disbursement Authority requests (parent reimbursement, non-public tuition reimbursement, settlements, etc.) | |||
| SMP - 13 | The system should allows the ability to export address site information (or generate a report.) | |||
| SMP - 14 | The new system should be able to track changes (by whom, type of change/update, date) made to a supplier proifle |
| Reports | |
| SMP-RPT-1 | New Supplier Requests - Prospective Supplier Registrations - The new system should be able to provide a report of all statuses (approved, rejected, drafted, etc.) |
| SMP-RPT-2 | New system should be able to provide a report for all types (Supplier, Parent Reimbursement, etc.) and activation/inactivation status. |
| SMP-RPT-3 | New system should be able to provide a report by commodity code/type |
| SMP-RPT-4 | New system should be able to provide a report to determine if a supplier profile has established PO delivery |
| New system should be able to provide a report indicating if a supplier profile has iSupplier Portal access assigned |
General Ledger General Ledger Rating Legend MET - Oracle Cloud is able to meet requirement as stated MODM - Oracle Cloud is able to meet with minor miss/work around DNM - Oracle Cloud not able to meet this requirement
| Req ID # | Category, if any | Functional Requirements | Vendor Response: | |
| MET, MODM, DNM | Vendor Notes and Explainations | |||
| GL - 1 | General Ledger | Drilldown capabilities: Having the ability to drill down from summary to transaction level | ||
| GL - 2 | General Ledger | Journal Entries: automated journal entries such as recurring entries, allocations, and intercompany eliminations. MUST INCLUDE BLUEPRINT MONTHLY ALLOCATIONS FOR ACTUAL EXPENDITURES - THIS IS A PRIORITY! | ||
| GL - 3 | General Ledger | Journal Entries: Electronic document attachment to journal entries (supporting invoices, approvals) | ||
| GL - 4 | General Ledger | Journal Entries: Have a business process/workflow for routing JE's to the correct approver, with the attachments. Allow for rejection, send back etc in the business process. If there are journal entries above a certain dollar value, they should be sent to the Director of BMS (Peggy Harrison) for approval. Allow the user to see where the je is in the approval process. | ||
| GL - 5 | General Ledger | Journal Entries: Upon the last approver approving the entry, have the JE automatically post to the GL. Do not do use "Batch" posting. | ||
| GL - 6 | General Ledger | Journal Entries: Use an inbox approach for approvals, but allow for an approver to assign their inbox to another approver during vacation/leave | ||
| GL - 7 | General Ledger | Automated Revenue Recognition: As suppliers invoices are processed, for certain funds (89 funds) & probably grants, revenue entries should be automatically created. | ||
| GL - 8 | General Ledger | Drilldown capabilities: Ensure the drill down allows certain user to drill down to the payroll record with the persons name and amount. | ||
| GL - 9 | General Ledger | Workflow admin: Allow a super user to reroute documents for approval to others as needed. Important during monthly close and year end | ||
| GL - 10 | General Ledger | Close of Modules: Track when a user closes a module and reopens a module. Prefer a dashboard with all modules, and the status of each module(AP, Purchasing etc). Note that opening a month for the first time can take 3-5 hours. Speed up the "open" process on the financials. | ||
| GL - 11 | General Ledger | Close of Modules: When the final/finanical module is closed for the month, sent an automatic notification or email to users within a certain group. | ||
| GL - 12 | General Ledger | Set up of accounts: Allow certain super users to set up a large number of account combinations thru an integration. Currently a user has to wait until the end of the day to turn on "Dynamic Account Creation" while uploading a je which will create the combination. This should not have to be an after hours activity | ||
| GL - 13 | General Ledger | Account structure: PGCPS should have the option to structure the chart of accounts requiring the set up of a combination of segments (current enviroment), OR, setting up rules around the combination for segments, so that a superuser does not have to set up each unique combination of segments. Between the departments of grants, capital, andbudgets, we spend alot of time setting up combinations of accounts. Suggest dropping the fiscal year segement, the last segment, in the account structure. The structure of the chart of accounts affects many people, so I am not the final on this. | ||
| GL - 14 | General Ledger | Account structure: Develop a workflow approval/notification process around cost center/ fund/subobject set up, to ensure that certain structural changes are approved and users are aware of these changes. | ||
| GL - 15 | General Ledger: | Reconciliations: automate reconciliations with error detection | ||
| GL - 16 | General Ledger: | Journal Entries: automate journal entries postings | ||
| GL - 17 | General Ledger: | Audit trail: Full audit trail with user ID, timestamp, and approval | ||
| GL - 18 | General Ledger: | Allocation: Automated, rule-based allocations for blueprint ( expenses by each school's sq ft, rent by headcount, utilities by sq. ft.) | ||
| GL - 19 | General Ledger: | In coordination with the Payroll module, void checks should have a GL date within an open period. | ||
| GL - 20 | General Ledger | Account Structure : Allow for multiple "Alias" or supplemental fields for segments, such as projects. A capital project is assigned one number with PGCPS, another number at the County, and another number at the state. It would be great if there fields could be used in reporting. | ||
| GL - 21 | General Ledger | Account Structure : If a journal entry causes an account string to be over budget by a XXXX amount, it must route to a certain person for approval. Currently require a form to be filled out and approved for a budget Override and the users who can approve overrides (currently my self and Tanya Cook) has to then post it. | ||
| GL - 22 | General Ledger | GL Funds Inquiry: Should be able to accomodate multi-year budgets, allowing for teh allocation of tracking of funds accross several fiscal years, cruical for fund range 8900-8999 | ||
| GL - 23 | General Ledger | GL Funds Inquiry: Comprehensive GL Inquiry functions, ability to perform inquiries that provide fiscal data both on a year to day and project to date basis. This enables analysis of fiscal activitiy and balances for the current fiscal yar as well as for the full duration of a project or purchase agreement (Fund 8900-8999) | ||
| GL - 24 | General Ledger | GL-Payroll corrections- we require a system that will allow us to make corrections in excel and upload the payroll corrections into Oracle. | ||
| GL - 25 | General Ledger | GL-After the payroll is costed and in GL we need a detailed GL report with all entries. At the moment, it comes into GL as totals and not detail. Also, we need a system that will allow us to download the information and make corrections by using a V-lookup instead of making the corrections in the system. | ||
| GL - 26 | General Ledger | Accruals: At June 30, unpaid payroll (e.g., June 16–27 paid July 4, plus June 30 paid July 18) can be accrued using subledger accounting rules so liabilities are correct in FYxx. | ||
| GL - 27 | General Ledger | Accruals: Invoices dated June but paid in July can be accrued to ensure FY25 expenses are accurate. | ||
| GL - 28 | General Ledger | Fund 0000 → Define balancing rules in Oracle Cloud so invalid funds can’t post; transactions default correctly to Fund 0100. | ||
| GL - 29 | General Ledger | Consolidation of funds- into government wide financials statements | ||
| GL - 30 | General Ledger | Stores debt service schedules, and other ACFR schedules | ||
| GL - 31 | General Ledger | Provides source data for RSI sections (Budgetary comparison, Pension Notes under GASB 75, etc | ||
| GL - 32 | General Ledger | Create Balance Sheet, Statement of Activities, Statement of Net Position directly from the GL | ||
| GL - 33 | General Ledger | Supports custom report templates to mirror ACFR layout | ||
| GL - 34 | General Ledger | Due to/from: auto balances interfund activity with due-to/due-from entries. | ||
| GL - 35 | General Ledger | Need a reporting tool to do finanicial reporting across modules, along with training for super users. ' | ||
| GL - 36 | General Ledger | Need to be able to change finanical reports as needed. If I want to add a column to the financial statements such as "Prior YTD actual", I would like the ability to do this without having to request from IT | ||
| GL - 37 | General Ledger | New Cloud System must be able to automatically close out internal service funds to the General Fund | ||
| GL - 38 | General Ledger | Transportation recovery - automatically allocate transportation expenses back to schools cost centers | ||
| GL - 39 | General Ledger | Prior Year revenue to current year revenue - the new system should allow an automatic journal entry to reclass prior year 's revenue to current year's revenue |
Reports
| GL-RPT -1 |
| GL-RPT -2 |
| GL-RPT-3 |
| GL-RPT-3 |
Budget - EPM Budget - EPM Rating Legend MET - Oracle Cloud is able to meet requirement as stated MODM - Oracle Cloud is able to meet with minor miss/work around DNM - Oracle Cloud not able to meet this requirement
| Req ID # | Category, if any | Functional Requirements | Vendor Response: | |
| MET, MODM, DNM | Vendor Notes and Explainations | |||
| BUDG - 1 | Capital Projects | New Cloud System must be able to track "Project to Date" budgets for Capital Projects. Capital Projects budgets are cumulative and not driven by fiscal year | ||
| BUDG - 2 | Capital Projects | Need the ability to enter a budget change for capital projects and attach documentation. It would be great to have a workflow process also . Need the ability to track various types of budget changes (supplemental, transfers, etc) | ||
| BUDG - 3 | Capital Projects | The budget check for Capital Projects should be based on "Project to Date" budget and "Project to Date" actual. Currently, the Oracle system is structured to be based on fiscal year, which then requires unused budget to be "carried forward". A separate journal entry is done for "Carry Forwards". There is no need for "Carry Forwards" if the system tracks the cumulative budget. | ||
| BUDG - 4 | Capital Projects | In addition, the budget check for Capital Projects should also utilize the fund source. For example, if the state funds $1m for a certain project on a PTD basis, anything over that will need to be picked up by another fund source. This is a hard limit. | ||
| BUDG - 5 | Capital Projects | If a PO/or invoices causes a project to be overbudget, it should route to a specific approver. | ||
| BUDG - 6 | Ability to support real-time integration with other ERP modules (project, contract, human resources, financial, supply chain, etc.) in order to support development of the annual Capital and Operating Budget as well as ongoing monitoring and controlling activities; Import data from other ERP modules | |||
| BUDG - 7 | Ability to be flexible with our budget planning model (incremental, top down, bottom up, ZBB, or some combination of models) | |||
| BUDG - 8 | Ability to provide estimated budgets / forecasting | |||
| BUDG - 9 | Ability to create dynamic workflows | |||
| BUDG - 10 | Support an email based notification system with notifications at each step of workflow | |||
| BUDG - 11 | Ability to establish change control and restrict user access and/or edit rights at various stages of budget development; Ability to restrict access to data/data display based on user roles | |||
| BUDG - 12 | Ability to selectively prevent budget line items from being changed, based on various criteria | |||
| BUDG - 13 | Web-based Interface (ability to access the tool from anywhere/anytime) | |||
| BUDG - 14 | Ability to support comprehensive and intuitive report creation (should not require super user or IT to create reports) | |||
| BUDG - 15 | Ability to import / export data via multiple formats, to include Excel and CSV; ability to attach PDF docs and export data/reports to PDF | |||
| BUDG - 16 | Provide or support a reconciliation process between various systems and data elements; data validation tools | |||
| BUDG - 17 | Ability to generate analytics and BI tools to provide insight and predictive analytics for business decisions. Should be able to relate data from all areas of the ERP | |||
| BUDG - 18 | Ability to create / publish budget books | |||
| BUDG - 19 | Backup and recovery: the ability to schedule full incremental backups of all business and configuration data used and managed by the system and automate this process | |||
| BUDG - 20 | Archive / Storage of Data (at least 5 years) | |||
| BUDG - 21 | Mapping of imported data | |||
| BUDG - 22 | Version control / change management during the planning process; ability to provide auditing trail | |||
| BUDG - 23 | Record budget justifications/notes at the line-item level | |||
| BUDG - 24 | Ability to drill down on budget values to underlying cost drivers | |||
| BUDG - 25 | Attach budget support documents to departmental budget worksheets (various file formats) | |||
| BUDG - 26 | Facilitate budget process via budget submission, review, approval / reject functionality | |||
| BUDG - 27 | Refresh Oracle ERP data to include but not limited to GL (accounts, actuals and budget journals and balances), AP (payment information), Purchasing (Contracts) and HRMS (benefits, employee info, pay tables and position control data) modules | |||
| BUDG - 28 | Ability to calculate budgets within the system (based on formulas for specific line items or based on multipliers of other line items, and build budgets using zero balances in all accounts, the current year original budget, the prior year budget of the prior year annual | |||
| BUDG - 29 | Ability to compare budget versions (ability to copy budget information between budget approval levels, either overwriting or adding to existing content, maintaining an audit trail of any changes) | |||
| BUDG - 30 | Ability to provide audit trail of budget changes tracking: who made the change, when the change was made, and description of the change | |||
| BUDG - 31 | Ability to provide side-by-side comparison of the budget at specific points of time such as proposed, requested, approved vs amended budget, etc. | |||
| BUDG - 32 | Ability to use variables such as enrollment, square footage, inflation rate, etc. for revenue and cost drivers for operating, position, and capital budgets | |||
| BUDG - 33 | Ability to allow users to adjust budget at the line-item level | |||
| BUDG - 34 | Ability to support distribution of budget across months / year and to enter budget line items by month | |||
| BUDG - 35 | Ability to provide a summary / automated roll up of budget by fund type, by object, by function, by funding source | |||
| BUDG - 36 | Ability to allocate / transfer revenue or expenditures | |||
| BUDG - 37 | Ability to change one or multiple assumptions at a time (individual or mass) | |||
| BUDG - 38 | Ability to provide reports with year-to-year comparison by user selected level of details or dimensions | |||
| BUDG - 39 | Ability to track expenses at the activity level | |||
| BUDG - 40 | Ability to track the original budget versus adjusted budget | |||
| BUDG - 41 | Ability to have budget checking and potential warning performed on all system transactions with alerts sent when the approved budget limit has been reached | |||
| BUDG - 42 | Ability to prevent financial transactions on accounts that do not have sufficient funding in order to prevent cost center / department from exceeding their approved budget limits | |||
| BUDG - 43 | Ability to link the strategic plan with the capital & operating budget in order to track progress and support the development of long-term strategic (10 years) plan that can be integrated into the budget on an annual basis | |||
| BUDG - 44 | Provide trend analysis showing previous years’ budget vs actual costs, current year budget vs actual costs, along with multi-year planning / forecasting | |||
| BUDG - 45 | Ability to generate budget by position including base salary, wage increases, overtime, and other employee-related benefits and salary adjustments | |||
| BUDG - 46 | Ability to support direct integration of position budgeting with the payroll and R modules | |||
| BUDG - 47 | Ability to provide budget checking and control in real time | |||
| BUDG - 48 | Ability to update current employee’s distribution & data | |||
| BUDG - 49 | Ability to add additional distribution to a current employee (support splits-coded positions (different department / cost center) | |||
| BUDG - 50 | Ability to calculate & allocate compensation budgets | |||
| BUDG - 51 | Ability to assign an existing employee | |||
| BUDG - 52 | Ability to assign to-be-hired employee | |||
| BUDG - 53 | Ability to change employee status (email notification of change) | |||
| BUDG - 54 | Ability to remove an assignment | |||
| BUDG - 55 | Ability to add new / missing positions to the position base budget | |||
| BUDG - 56 | Ability to change FTE | |||
| BUDG - 57 | Ability to create rule-based benefits calculations | |||
| BUDG - 58 | Ability to provide financial impact when promoting a position, including fringe | |||
| BUDG - 59 | Ability to add overtime or additional earnings | |||
| BUDG - 60 | Ability to calculate average salary / annual personnel costs by grades by positions for each bargaining unit or other user defined selection criteria | |||
| BUDG - 61 | Ability to calculate “estimated” annual personnel costs for the budget period / year using estimated costs factors and current employee data, and calculate annual personnel costs for vacant positions | |||
| BUDG - 62 | Ability to provide a financial impact when adding new positions, workforce reductions, compensation & benefit changes that occur through the fiscal year by each bargaining unit and by department / cost center level. | |||
| BUDG - 63 | Ability to provide “what-if” scenarios based on adjustments of COLA, longevity, merits & step increases for each bargaining unit | |||
| BUDG - 64 | Ability to create department salary / staffing reports that show individual / positions, total compensation costs and FTEs | |||
| BUDG - 65 | Ability to provide value / financial impact on partial-year position budgeting (start / end dates, term, contract month, etc.) | |||
| BUDG - 66 | Ability to track all positions (whether filled or vacant) including the length of time a position is vacant | |||
| BUDG - 67 | Ability to project vacancies / over hires and its financial impact by job title / position, by function for each bargaining unit | |||
| BUDG - 68 | Ability to route position change requests for approval based on defined workflow hierarchies | |||
| BUDG - 69 | Ability to support the approval workflow for the creation or update of position information | |||
| BUDG - 70 | Ability to support the approval process workflow for the personnel action requests (Job change, promotions, pay changes, step increase, terminations, etc.) | |||
| BUDG - 71 | Ability to track opening balance, funding requirements, contributions and closing balance for each contingency. Balance should be updated in real-time |
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