Spalding County ERP Checklist 2024_019 RFP.xlsx
XLSX spreadsheet 15 MB Posted
- Solicitation number
- PE-72600-NONST-2024-000000003
- Issued by
- Spalding County, Georgia
About this file
This document is an RFP (Request for Proposals) issued by Spalding County for an Enterprise Resource Planning (ERP) system implementation project. The RFP outlines the County's requirement for a comprehensive ERP solution that includes financial management, procurement, human resources, payroll, and other core business functions. The project overview indicates that the selected vendor will be responsible for implementing the new ERP system, providing training, and ongoing maintenance and support. The RFP provides a detailed scope of work, including specific system functionality and integration requirements. Proposals are due by June 30, 2024, and the contract term is for 5 years with options to renew.
The pricing terms outlined in the RFP indicate that the County is seeking fixed-price proposals for the implementation, configuration, and training services. Ongoing annual maintenance and support fees will be negotiated separately. The RFP is open to all qualified vendors, with no set-asides or preferences specified. Funding for the project will come from the County's general fund, with a total budget of $2.5 million. The current ERP system is outdated and no longer supported, driving the need for this modernization initiative.
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| File | Type | Posted |
|---|---|---|
| Spalding County ERP RFP 2024_019.pdf | ||
| RFP 2024_019 Addendum _1 Enterprise Resource .pdf |
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General & Technical
| Proposers must use one code only per requirement. The following answer key must be used when responding to the requirement. (Y = Yes, Out of Box, N = Not Planned, C = Customization, TP = Third Party Product, please indicate name of Third Party Product the appropriate field in the comments column.) | RESPONSE | COMMENTS | |
| FUNCTIONAL REQUIREMENTS - GENERAL | |||
| GENERAL SYSTEM CAPABILITIES: | |||
| 1 | The software must be commercial off-the-shelf that can be tailored to customer needs through configuration instead of custom software development. | ||
| 2 | Provides a one-time, single-point of data entry to reduce redundant work. | ||
| 3 | Modules should integrate to maximize operator and system efficiency where applicable. | ||
| 4 | Provides an easy to use tool for preparing various statistical and analytical reports. | ||
| 5 | Allows searching on all application fields and includes search operators such as greater than, less than, in between, etc. | ||
| 6 | Allows for unlimited historical data to be stored and maintained in the production system. | ||
| 7 | Performs real-time data validation and error checking at the time of data entry. | ||
| 8 | Provides identification of an individual who last entered or changed any transaction and the date of that change. | ||
| 9 | Allows for multiple users to be on the system at the same time and multiple users to be in the same program at the same time. | ||
| 10 | The software must use a relational database. | ||
| 11 | Provides functionality for data to be output directly from an application to multiple formats including, but limited to printer, email, Microsoft Excel, Microsoft Word and PDF. | ||
| 12 | Allows customized access and user experience, to be maintained by role. | ||
| 13 | Provides user defined fields for the master files and input screens in applicable modules. | ||
| 14 | Provides comprehensive document management capabilities. | ||
| 15 | Allows users to design site specific output forms for applicable modules. | ||
| 16 | Allows for reports to be scheduled for automated generation with multiple output options. | ||
| 17 | Provides integrated checklists and/or wizards to guide users through complex processes. | ||
| VENDOR SERVICES | |||
| 18 | Provides future updates and enhancements on a regular basis. Vendor will note such provisions and identify associated costs. | ||
| 19 | Provides well defined all inclusive migration processes for software releases. | ||
| 20 | Supports all client software modifications in a generally available release. | ||
| 21 | Provides client specific software modifications available to all clients at no additional charge. | ||
| TECHNICAL CAPABILITIES: | |||
| 22 | Provides field level edit checks for transactions during data entry and provide immediate user feedback, including error messages and possible corrective actions (i.e., warnings when entering existing SSN, address, etc.) | ||
| 23 | Provides online documentation and training materials such as context-specific help, release notes, and process overviews. | ||
| 24 | Allows authorized users to obtain/update information through self service applications when applicable. | ||
| 25 | Supports importing and exporting standard desktop office application files to Microsoft Office suite where applicable. | ||
| 26 | Displays all date fields with a century indicator. | ||
| 27 | Includes multiple application environments. This should include separate environments for end-user training and to install application updates without affecting production. | ||
| APPLICATION ARCHITECTURE | |||
| 28 | Allows applications to be browser-based and not require additional software or add-ons installed on end user devices. | ||
| 29 | Includes real-time RESTful APIs for third-party application integration. | ||
| 30 | Processes should occur in real-time, but allow for select processes to be scheduled. | ||
| 31 | Supports standard Windows clipboard functionality to cut/copy/paste to and from fields. | ||
| 32 | Allows for files to be attached directly to application records and transactions. | ||
| 33 | Allows for documents to be scanned directly and attached directly to application records and transactions. | ||
| 34 | Supports mass changes to definable groupings of transactions, where applicable. | ||
| 35 | Provides effective dating for transactions and table updates, including both future and retroactive changes, where applicable. | ||
| 36 | Allows drill down functionality to supporting records, including across application modules. | ||
| 37 | Supports either on-premises or cloud deployment. | ||
| 38 | Supports industry standard virtualization platforms. | ||
| 39 | Supports system on Microsoft Windows Server operating systems. | ||
| 40 | Allows for communication between end-user and application server/s to be over HTTPS. | ||
| SYSTEM ADMINISTRATION & CUSTOMIZATIONS | |||
| Provides user-defined: | |||
| 41 | Tables | ||
| 42 | Fields | ||
| 43 | Reports | ||
| 44 | Menus | ||
| 45 | Output forms | ||
| 46 | Business rules and workflows | ||
| 47 | Allows all application customizations to be retained following any system update. | ||
| 48 | Allows administration tasks to be decentralized. | ||
| 49 | Supports industry standard backup solutions and practices. | ||
| 50 | Supports database transaction log backups and point-in-time restoration. | ||
| DATABASE MANAGEMENT SYSTEM | |||
| 51 | Allows system to be optimized for Microsoft SQL Server RDBMS. | ||
| 52 | Provides functionality to lock database records at row and field level. | ||
| 53 | Includes a data dictionary. | ||
| 54 | Allows for the administrator to track user behavior as well as database utilization. | ||
| 55 | Provides documented best practices including but not limited to optimum database configuration and client maintenance. | ||
| SECURITY | |||
| Allows integrated Role-based Access Control security system and includes the following features: | |||
| 56 | Unlimited number of roles to be assigned to a user | ||
| 57 | Roles include several levels of access customization including, but not limited to application, process, record, and where applicable, field. | ||
| 58 | Roles can be effective dated to be automatically applied or expired on future dates | ||
| 59 | Role administration to be decentralized per application module | ||
| 60 | Supports Microsoft Active Directory for end-user authentication. | ||
| 61 | Allows use of single login for all products from same vendor. | ||
| 62 | Provides self-service applications to allow end users to register for a new account. | ||
| 63 | Allows for end users of self-service applications to reset their own password, including "forgot password" capability. | ||
| 64 | Allows an administrator to suspend a user ID from further use. | ||
| 65 | Automatically log users off after defined idle time. Must be able to define idle time by user role and/or per application module. | ||
| 66 | Provides functionality to record who changed security profiles and when changes are made (user name, date and time stamp). | ||
| 67 | Includes summarized and detailed reports on user security rights. | ||
| REPORTING | |||
| 68 | Allows user to generate charts and graphs based on report data within the system. | ||
| 69 | Provides multiple output formats for reports including printer, PDF, Word, Excel. | ||
| 70 | Allows scheduling of applicable reports to run automatically. | ||
| 71 | Provides reporting by exception. | ||
| 72 | Allows print preview of all reports before printing and have print screen functionality. | ||
| 73 | Supports industry leading ad hoc reporting tools including Microsoft SQL Server Reporting Services. | ||
| 74 | Provides a user-configurable, centralized access point for analyzing and aggregating data from all modules and applications allowing users to view key performance metrics and drill down for further detail. | ||
| WORKFLOW | |||
| 75 | Includes integrated workflow engine across all modules to provide automated notifications and approval requests. | ||
| 76 | Includes pre-defined business rules to include in customized workflows. | ||
| 77 | Allows for workflow design and administration to use point-and-click/drag-and-drop tools and require little technical expertise. | ||
| 78 | Allows for workflow administration to be decentralized per application module. | ||
| 79 | Allows multiple approval paths based on item to be routed, where applicable. | ||
| Allows for the following workflow configuration: | |||
| 80 | First approver can complete workflow step for group | ||
| 81 | All approvers needed to complete workflow step for group | ||
| 82 | Ability to set a catchall rule, this rule would be activated if there are no other business rules applicable to the process. | ||
| 83 | Provides automated approval notification where applicable. | ||
| 84 | Provides multiple methods of receiving and acting upon workflow notifications and approvals, including from desktop and mobile platforms. | ||
| 85 | Allows for a designated user to override particular workflow step. | ||
| 86 | Provides functionality to set an alternate approver on a business rule so that workflow is automatically forwarded if not acted upon after a user-defined period of time. | ||
| 87 | Tracks documents submitted for approval and review with a time/date stamp. | ||
| 88 | Provides functionality to migrate workflow processes between application environments. For example, workflow processes can be built and tested in a non-production environment, then migrated to a production environment. | ||
| DASHBOARD | |||
| 89 | Includes a centralized dashboard to access, analyze, and process data across proposed applications. | ||
| 90 | Includes a comprehensive library of pre-defined content. | ||
| 91 | Allows existing dashboard content to be customized and new dashboard content can be created through non-technical, point-and-click toolsets. | ||
| 92 | Displays dashboard data in a variety of formats including tables and charts. | ||
| 93 | Provides customized dashboard content per role and per user. | ||
| 94 | Provides a wizard to assist new users in setting up their dashboard for the first time. | ||
| 95 | Allows for dashboard content to be applied by end user or pushed to users by administrators. | ||
| 96 | Provides functionality for data surfaced to the dashboard to adhere to user permissions of source application. | ||
| 97 | Provides integrated help, training, and support materials for dashboard. | ||
| 98 | Dashboard data includes interactive controls to easily sort and filter data real-time. | ||
| 99 | Provides a dashboard view of critical system statuses and key performance indicators for the organization. The organization should be able to both personalize the dashboard for each of their users, as well as customize it for their organization's specific metrics of performance. | ||
| 100 | Dashboard data can be output in a variety of formats including, PDF, Excel, or CSV. | ||
| 101 | Dashboard data includes links to drill into source application system for detailed information. | ||
| FORMS PROCESSING | |||
| 102 | Allows users to create configurable forms from a rich library of templates. | ||
| 103 | Forms output configuration options should include, but not be limited to form layout, logo, background and font colors, addresses, and signatures. | ||
| 104 | Forms processing should allow for customized output options including print, email, and archiving. | ||
| E-LEARNING TRAINING SOLUTION | |||
| 105 | Provides courses integrated with client application environment. | ||
| 106 | Allows searching for classes by subject and to expand modules to see all of the available classes. | ||
| 107 | Provides prerequisites for new users getting started using system programs. | ||
| 108 | Allows submitting of a weekly report on classes taken to the manager. |
General Ledger
| Proposers must use one code only per requirement. The following answer key must be used when responding to the requirement. (Y = Yes, Out of Box, N = Not Planned, C = Customization, TP = Third Party Product, please indicate name of Third Party Product the appropriate field in the comments column.) | RESPONSE | COMMENTS | |
| FUNCTIONAL REQUIREMENTS - GENERAL LEDGER | |||
| GENERAL PROGRAM CAPABILITIES: | - | ||
| 1 | The software must provide a means to reduce costs and burdens of complying with Federal, State, and other grant regulations by serving as a basis for satisfying standardized reporting and auditing requirements. | ||
| 2 | The software must provide a central inquiry program that provides an Accounts view that indicates the type account type is balance sheet, expense, or revenue. The status of the account and whether it is a multi-year account. This view should also display a bar graph of the debits, credits, and overall account level. Finally, this view should allow a user to drill down to budget history for the account. | ||
| 3 | The software must provide a central inquiry program with the ability to filter on Accounts, Account Segments, Budget and/or Trial Balance. | ||
| 4 | The software must track the user of each transaction. | ||
| 5 | The software must comply with financial accounting and reporting standards set forth in the National Committee of Governmental Accounting (NCGA) publication, "Government Auditing and Financial Reporting" (GAAFR) and pronouncements by the Government Accounting Standards Board (GASB). | ||
| 6 | The software must support accounting process functions that are required to maintain various fund types, individual funds and account groups, such as special revenue funds, fiduciary funds, etc. | ||
| 7 | The software must provide a complete system of encumbrance accounting supported by open purchase order tracking. | ||
| The software must process financial information using a modified accrual basis of accounting for the following type of funds: | |||
| 8 | General | ||
| 9 | Special Revenue | ||
| 10 | Capital Projects | ||
| 11 | Debt Service | ||
| 12 | Agency | ||
| 13 | Expandable Trust | ||
| 14 | Other | ||
| 15 | The software must provide the ability to specify all major system variables, e.g., chart of accounts, report definition, and processing parameters, through system administration-maintainable tables. | ||
| 16 | The software must support task alerts; when a user logs in, the system should automatically display the responsibilities, such as report approvals, budgeting, P.O. approval, etc., that need attention for the day, week, month, based on user-defined preferences. | ||
| 17 | The software must support flexible, organization-defined chart of accounts structure. The account # should be at least 40 characters in length and have at least 8 user definable segments | ||
| 18 | Ability to merge two accounts into one while maintaining all account history. | ||
| 19 | The software must provide consolidation codes for cross-organization consolidating reports. | ||
| 20 | The software must support unlimited historical data. | ||
| 21 | The software must support organization-defined fiscal year, which can vary by fund. | ||
| 22 | The software must provide comprehensive inquiry option with drill down capabilities to the user to access summary information or detail information as needed. | ||
| 23 | The software must provide access to other modules from the General Ledger inquiry and to view the source information for each transaction. For example, a user should be able to drill down to a specific purchase order or vendor check. | ||
| 24 | The software must allow for easy access to transaction inquiry, including access to the actual check, invoice, or purchase order image using the vendor's document management system. | ||
| 25 | The software must support multiple fiscal year-end purchase order options including, but not limited to: void, carryover or carryover with re-appropriation. | ||
| 26 | The software must support a multiple department organizational structure (within a fund and for all funds). | ||
| 27 | The software must support cross-department and cross-fund functional account analysis detailing inter-fund transactions with specific due-to and due-from and transfer-in and transfer-out, and maintain detailed record of outstanding due-to and due-from. | ||
| 28 | The software must provide comparative financial information, including comparisons of current information with the same period last year, YTD last year, financial position at the end of last year, current operating budget, and with an annual finance plan (budget allocations). | ||
| 29 | The software must calculate and present amount expended for each account as a percentage of annual budget, including open encumbrances and YTD expenditures. | ||
| 30 | The software must allow authorized users to select certain information from the general ledger to prepare special one-time or recurring financial analyses. | ||
| 31 | The software must have the option to store financial transactions in a temporary hold status until approved for posting to the general ledger by accounting personnel. | ||
| 32 | The software must support pre-closing and post-closing trial balances to allow the user to review account balances, including current period transactions, before posting and after posting. | ||
| 33 | The software must allow for multiple months and fiscal years to remain open simultaneously. | ||
| 34 | The software must summarize and list on screen, or printed copy, in detail all inter-fund due-to and due-from transactions. | ||
| 35 | The software must track anticipated cash receipt and disbursement activity by integrating with other applications. | ||
| 36 | The software must accommodate a single or multiple bank account system. | ||
| 37 | The software must have security to restrict a user to certain accounts in each application, which could vary by application. | ||
| 38 | The software must have security to authorize a user to override the budget and where this can be done. | ||
| 39 | The software must have security to authorize a user to approve requisitions and/or PO's and/or invoices. | ||
| 40 | The software must support creating budgets versus actual inquiry by organization, with next and last year's capability. | ||
| 41 | The software must support wild card searches of general ledger transaction descriptions. | ||
| 42 | The software must allow for vendor inquiry by either name, vendor number, social security number, or Federal I.D. | ||
| 43 | The software must authorization approvals by different levels of management and dollars. | ||
| 44 | The software must support default report selections, which are saved by user, so they can view how a job was processed during a previous selection. | ||
| 45 | Ability to provide for the maintenance of separate funds, each of which is a self-balancing set of accounts with all fund records being processed simultaneously by the common system. | ||
| 46 | Ability to optionally balance a specific fund to a secondary segment. | ||
| Ability to accommodate real-time on-line inquiry capability for the following items: | |||
| 47 | Beginning Budget Balance | ||
| 48 | Year-to-Date Budget Activity | ||
| 49 | Current Budget Balance | ||
| 50 | Unspent/Remaining Budget Balance | ||
| 51 | Beginning Transaction Balance | ||
| 52 | Year-to-Date Transaction Activity | ||
| 53 | Current Transaction Balance | ||
| 54 | Beginning Encumbrance Balance | ||
| 55 | Year-to-date Encumbrance Activity | ||
| 56 | Current Encumbrance Balance | ||
| 57 | Ability to require that all transactions are two-sided and balanced. | ||
| 58 | Ability to drill down from summary account totals to the underlying detailed transactions. | ||
| 59 | Ability to accommodate multiple fiscal year calendars. | ||
| 60 | Ability for the system to support workflow for general journal approvals. | ||
| 61 | Ability to limit access to general ledger data by any element in the chart of accounts based upon security set-up. | ||
| 62 | Ability to query a range of user-specified account numbers for any date and/or period range, with appropriate security control. | ||
| 63 | Ability to accommodate any electronic document, including images, as an attachment to transactions. | ||
| 64 | Ability to accommodate the pooled cash method. | ||
| 65 | Ability to accommodate elements that are numeric. | ||
| Ability to designate each general ledger account by a user-definable "account type" as follows: | |||
| 66 | Asset account | ||
| 67 | Liability account | ||
| 68 | Fund equity account | ||
| 69 | Revenue account | ||
| 70 | Expense or expenditure account | ||
| 71 | Project/Grant | ||
| 72 | Ability for segments of the chart of accounts to be grouped on a user-defined basis into multiple reporting hierarchies. | ||
| 73 | Ability to share accounts across multiple years (i.e., project and grant accounts). | ||
| 74 | Ability to add general ledger account numbers for next year's budget and restrict access until budget is approved. | ||
| 75 | Ability to allow for filtering of the chart of accounts. | ||
| 76 | Ability to print information displayed on the screen. | ||
| 77 | Ability to add accounts in an active or inactive status at any time throughout the year. | ||
| 78 | Ability to "hard" deactivate an existing account as long as there are no transactions in the current fiscal year. | ||
| 79 | Ability to prevent deletion of an account with activity in any period of the current year. | ||
| 80 | Ability to allow user, with appropriate security to make mass deletions of accounts with no history. | ||
| 81 | Ability to allow user, with appropriate security to make mass account changes and keep history. | ||
| 82 | Ability to sort, query, or view any element of the chart of accounts by its text description. | ||
| 83 | Ability to provide a hierarchical structure that groups projects across departments for entity - wide reporting purposes. | ||
| JOURNAL POSTINGS | |||
| 84 | Ability to accept both standard and recurring journal entries, with both the amount and account recurring. | ||
| 85 | Ability to accept both recurring journal entries and annual renewals with only default account information, with entry allowed for the amounts. | ||
| 86 | Ability to drill-down from within the journal entry screen. | ||
| 87 | Ability to accommodate reversing journal entries. | ||
| 88 | Ability to post journal entries through batch processing or real time transactions with work flow approval. | ||
| 89 | Ability to allow the user to look up the chart of accounts on the screen as a reference during journal entry and to select the account. | ||
| 90 | Ability to provide for budget control by checking available funds before posting. | ||
| 91 | Ability to make adjustments to budget, transaction and encumbrance balances through the use of journal entries. | ||
| 92 | Ability to have an unlimited number of lines in any part of the journal entry. | ||
| 93 | Ability when entering journal voucher to view the multiple entries within the journal transaction on one screen. | ||
| 94 | Ability to enter journal entries for multiple departments and funds under one journal header. | ||
| 95 | Ability to provide default data within journal fields (e.g., year, date, period). | ||
| 96 | Ability to have a description field of a user-defined length for each line in the journal entry. | ||
| 97 | Ability to validate field values within the journal entry screen. | ||
| 98 | Ability to highlight errors on the screen for immediate correction (online, immediate validity checks). | ||
| 99 | Provide flexible import to upload transactions from other operational systems to a journal entry and validate prior to posting. | ||
| Ability to accommodate the following correction options, at a minimum, for journal entry errors: | |||
| 100 | Delete the pending journal entry | ||
| 101 | Change/edit the journal entry | ||
| 102 | Ability to view pending transactions before posting, with appropriate security. | ||
| 103 | Ability to reverse a group of journal entries in the current reporting period. | ||
| 104 | Ability to provide descriptive error messages. | ||
| 105 | Ability to create a journal entry using a previously entered journal entry as a template (copy functionality). | ||
| 106 | Ability to accommodate interfund transactions in accordance with GAAP and maintain an audit trail. | ||
| 107 | Ability to automatically generate an interfund transfer when needed and initiate the appropriate approval path. | ||
| 108 | Ability to automatically create due-to/due-from entries for interfund transfer transactions. | ||
| 109 | Ability for one department to process a payment within the same fund to another department for goods or services rendered (with multiple revenue and expense codes) without issuing a check. | ||
| 110 | Ability to ensure due to/due from and transfer in/transfer out balances across funds. | ||
| 111 | Ability to input journal entries as a correction or adjustment to prior accounting periods with security. | ||
| 112 | Ability to support accrual journal entries, which can (optionally) automatically reverse themselves on user-specified dates in the following period. | ||
| 113 | Ability to adjust, supplement, or reduce existing pre-encumbrances and encumbrances, maintaining an audit trail of all adjustments. | ||
| CLOSING & ADJUSTMENTS | |||
| 114 | Carry forward all encumbrances | ||
| 115 | Cancel blanket purchase orders | ||
| 116 | Ability to encumber payroll at year-end. | ||
| 117 | Ability to perform monthly and year-end closings on a site level. | ||
| 118 | Ability to reopen a closed period multiple times for transaction processing with appropriate security. | ||
| 119 | Ability to hold a period or fiscal year open before closing. | ||
| 120 | Ability to have more than one period open. | ||
| 121 | Ability to have more than one fiscal year open. | ||
| 122 | Ability to initiate year-end processing at any point in time after the end of the fiscal year (i.e., doesn't have to occur on last day or on any particular day). | ||
| 123 | Ability to make post-closing adjustments at any point during the closing period. | ||
| 124 | Ability to close all selected open purchase orders/encumbrances and requisitions/pre-encumbrances with user-defined parameters at year-end. | ||
| 125 | Ability to define closing periods and period closing dates. | ||
| 126 | Ability to prevent transactions from being processed in closed prior years and unopened future years. | ||
| 127 | Provide Month End Manager with user-friendly interface to close a fiscal period and run inquiries on fund balances and unposted transactions by period. | ||
| 128 | Provide Year End Manager to simplify process of year end close including a checklist to ensure all necessary steps are completed prior to closing the fiscal year. | ||
| REPORTS | |||
| 129 | Ability to produce ad hoc reports using a report writer (i.e., SQL Server Reporting Services) | ||
| 130 | Ability to produce charts, highlight figures, create tables using the ad hoc report writer. | ||
| 131 | Ability to provide security for ad hoc report writer to ensure only users with permissions can access appropriate information. | ||
| 132 | Ability to create PDF files or HTML links. | ||
| 133 | Ability to schedule reports for regular production (i.e., monthly, bi-weekly, etc.). | ||
| 134 | Ability for scheduled reports to be emailed to a user. | ||
| 135 | Ability to export queries to popular desktop applications (i.e., Word, Excel). | ||
| 136 | Ability to produce trend reports along with key performance indicators using pre-built Excel Data Cubes. | ||
| 137 | Ability to provide user-specific dashboard tools to define and report on key metrics of financial information. | ||
| System provides the following general ledger reports: | |||
| 138 | Account history | ||
| 139 | Detailed transaction journal | ||
| 140 | Budget journal | ||
| 141 | Budget to Actual Expenditures (for any user-defined date or period range) | ||
| 142 | Budget to Actual Revenue Estimates (for any user-defined date or period range) | ||
| 143 | Department Budget (including both actual and budgeted amounts) for any user-defined date or period range | ||
| 144 | Trial Balance | ||
| 145 | Balance Sheet | ||
| 146 | Statement of Revenues, Expenditures and Changes in Fund Balance by Fund Type | ||
| 147 | Encumbrance listings by Department & Fund, showing liquidations & remaining balance | ||
| 148 | Chart of Accounts | ||
| 149 | Ability to sort queries and reports based on any element (e.g., date range, period range, individual account number, account number range, etc.). | ||
| 150 | Ability to produce combined financial statements by fund, a select group of funds, or in total for all funds. | ||
| 151 | Ability to print budget-to-actual comparison reports at any level of the account number for any user-defined date or accounting period range. | ||
| Ability to accommodate the following query and report options: | |||
| 152 | Print all lines | ||
| 153 | Drop accounts with all zero columns | ||
| 154 | Drop detail lines below last sub-total line | ||
| 155 | Ability to search for and report on a range of account numbers. | ||
| 156 | Ability to search for and report on types of accounts. | ||
| 157 | Ability to summarize individual line-item accounts into groups of accounts for use in financial reporting based on user-defined criteria. | ||
| 158 | Ability to support online inquiry to account balances, available funds, and to detail posted transactions. | ||
| 159 | Ability to run reports by various accounting methods (i.e., cash, accrual, modified accrual, GAAP). | ||
| 160 | Ability to maintain a history of all general ledger entries and to produce detailed transaction reports to provide an appropriate audit trail. | ||
| 161 | Ability to comply with GASB 34 financial reporting. | ||
| 162 | Ability to filter, search, and report month-to-date, period-to-date, and year-to-date budget, estimated revenue, expenditures, revenue, pre-encumbrances, and encumbrances by any segment in the chart of accounts. |
Budgeting
| Proposers must use one code only per requirement. The following answer key must be used when responding to the requirement. (Y = Yes, Out of Box, N = Not Planned, C = Customization, TP = Third Party Product, please indicate name of Third Party Product the appropriate field in the comments column.) | RESPONSE | COMMENTS | |
| FUNCTIONAL REQUIREMENTS - BUDGET | |||
| GENERAL PROGRAM CAPABILITIES: | - | ||
| 1 | The software must bring current year's budget forward to develop a base date for preparing the new year's budget. | ||
| 2 | The software must prepare performance budget with quantification of departmental services. | ||
| 3 | The software must increase or decrease line item budgets by either a fixed or variable percentage globally or by department for both revenue and expenditure items. | ||
| 4 | The software must maintain an annual or monthly budget. | ||
| 5 | The software must support requested, recommended, and approved budget amounts. | ||
| 6 | The software must accommodate budget requests at reduced, current, and expanded levels. | ||
| 7 | The software must modify planned budget for an account and automatically update department and fund totals with appropriate amendment or commission approval. | ||
| 8 | The software must retain initial and amended budget data in file. | ||
| 9 | The software must generate an ad hoc basis budget worksheet to distribute to departments for use as computer turnaround documents, to provide input budget information remotely or to allow online budget worksheets. | ||
| 10 | The software must report actual revenue and expenditures against approved annual and allotted budget during the year. | ||
| 11 | The software must record and track budget amendments during the year with resolution references. | ||
| 12 | The software must allow online status inquiry for department to retrieve up-to-date detail account status, including revenues, expenditures and encumbrances. | ||
| 13 | The software must allow organizations to define a minimum of 5 budget levels needed and name them. | ||
| 14 | The software must support budgeting for multiple years concurrently. | ||
| 15 | The software must provide access to general ledger inquiry from the online budget worksheets. | ||
| 16 | The software must provide multiple methods for projecting the starting budget, from detail transactions, zero budget or working with last years adopted, amended and actual x a percent. | ||
| 17 | The software must provide "estimated" and "locked" projections for department heads to enter actual figures. | ||
| 18 | The software must support distributing annual budgets to monthly figures by multiple methods including evenly or by defined percent. | ||
| 19 | Ability for budget detail to specify which period the budget will be applied to. | ||
| 20 | The software must allow users to enter or attach narrative justifications at the account level. | ||
| 21 | The software must allow users to define their budget reports by choosing information from the last three years adopted, amended and actual figures; the software must support user-defined budget levels or projections for up to five years in the future. | ||
| 22 | The ability to provide 5 year budgeting to comply with GASB 34 | ||
| 23 | The ability to export and import budget to desktop tools. The software must have seamless integration with Excel for the Budgeting process. | ||
| 24 | Ability to import budget detail for desired accounts using Excel import file | ||
| 25 | Ability to control budget by all elements in the chart of accounts. | ||
| 26 | Ability to accommodate multi-year budget control. | ||
| 27 | Ability to specify the appropriate category level and/or function for each account. | ||
| 28 | Ability to accommodate pre-encumbrance control based upon funds availability. | ||
| 29 | Ability to accommodate encumbrance control. | ||
| 30 | Ability to validate pre-encumbrances, encumbrances, and expenditures against the appropriation budget. | ||
| 31 | Ability to support budgetary allotments by month, quarter, year. | ||
| 32 | Ability to validate field values within the budget entry screen. | ||
| 33 | Departments site wide can access budget information on an inquiry basis for their unit, with authorized users only being able to make changes. | ||
| 34 | Security features are robust to control the "views", "changes" and "approvals" by different organizational units. | ||
| 35 | Reports are capable of including data for the prior year actual, current budget, current year-to-date actual, current year projections, and future year proposed. Reports should be able to include up to 3 years in the past and 3 years in the future. | ||
| 36 | Ability to accept entry of budget requests at all organizational levels based on user authorization. | ||
| 37 | Ability to restrict access to confidential data by user. | ||
| 38 | Ability to configure a formal budget approval process that has versioning control and workflow | ||
| 39 | Ability to prohibit multiple users from updating the same record simultaneously. | ||
| 40 | Ability to provide department budgets (separate from the appropriation budget), used to control budgets at a lower or different level of detail than the appropriation budget | ||
| 41 | Ability to ensure that all transactions using or affecting budget authority (appropriation, grant, project, department) are validated online, real-time against up-to-date budget totals based on established budgetary controls. | ||
| 42 | Ability to provide multiple levels of controls for department budgets. | ||
| 43 | Ability to provide different workflow and approval rules by department. | ||
| 44 | Ability to provide separate data entry for appropriation and department budgets and budget transactions. | ||
| 45 | Ability to configure a formal budget approval process that has versioning control and workflow | ||
| 46 | Ability to track original budget, budget adjustment, and budget transfer line items for each line item and appropriation. | ||
| 47 | Ability to prevent department level users from updating budget information after it has been submitted or as of a specific cut-off date. | ||
| 48 | Ability to receive data from and export data to spreadsheet (Excel). | ||
| 49 | Ability to budget by quantity and unit cost, rather than total amount. | ||
| 50 | Ability to route proposed budget through Purchasing for unit costing. | ||
| 51 | Ability to track, through an audit trail, every movement of the departmental worksheets. | ||
| 52 | Ability to easily identify when viewing a department budget whether or not it has been submitted to the Budget Office. | ||
| 53 | Ability to summarize or roll up department/division worksheets into department budgets. | ||
| 54 | Ability to roll up department worksheets into site-wide master budget at various user-defined levels. | ||
| 55 | Ability for the Budget Office to view progress by departments in budget preparation. | ||
| 56 | Ability to "lock" (prevent other changes to that budget version) budgets at any phase of the budget, including after submission by departments. | ||
| 57 | Ability to unlock a frozen budget with the appropriate security control at the department level unless it has already been submitted to the Budget Office. | ||
| 58 | Ability to develop both detail budgets, at any level of the chart of accounts, and summary budgets in a distributed environment. | ||
| 59 | Ability to provide for data entry into multiple budget versions during budget preparation. | ||
| 60 | Ability to allow entering, storing, and reporting performance data linked to programs and program budgets, including performance measures and results, and associate these with financial data. | ||
| 61 | Ability to record budget credits (negative numbers). | ||
| 62 | Ability to indicate, by line item, one time expenditures in the budget "issues." | ||
| 63 | Ability to allow users the option of including multi-line text in budget issues for justification purposes (e.g., contractual increased because of bargaining agreements). | ||
| 64 | Ability for user to list budget issues at any level in the hierarchical structure. | ||
| 65 | Ability to process and maintain all budget iterations, from Department request to Budget Office Proposed to final Adopted Budget. | ||
| 66 | Ability to record various "review" dates (e.g., departmental review, Budget Office review, Finance Committee review, etc.) | ||
| 67 | Ability to compare budget versions to demonstrate cost changes that have been made between versions. | ||
| 68 | Ability to provide an "approved" or "not approved" flag to mark budget issues within a decision package by line item or by total. | ||
| 69 | Ability to provide for approval of budget issues within a decision package at an amount greater than, less than, or equal to the amount requested. | ||
| 70 | Ability to forecast real account balances, revenues and expenditures for the remainder of the year based on historical trends, percentages, or other specified parameters and allows for adjustments to the forecast. | ||
| 71 | Ability to provide reports/inquiries, including graphs, to accommodate analysis of historical trends. | ||
| 72 | Ability to drill down to compare budgets to actuals from highest level to lowest level of detail. | ||
| BUDGET ENTRY | |||
| Ability to record the following information during budget entry: | |||
| 71 | Three or more years historical budget and actual data | ||
| 72 | Year-to-date Actual | ||
| 73 | Original Current Year Budget | ||
| 74 | Modified Current Year Budget | ||
| 75 | Current Year Projected | ||
| 76 | Next Year's Budget | ||
| 77 | Program | ||
| 78 | Project | ||
| 79 | Ability to provide worksheet information by month, quarter, or user-defined period. | ||
| 80 | Ability to apply a percentage, fixed amount or other formula driven increase or decrease to a budgeted figure on a line-by-line basis, at both the department and site level. | ||
| Ability to create an initial version of the budget using the following: | |||
| 81 | Zero balances in all accounts | ||
| 82 | Current year's original budget | ||
| 83 | Current year's modified budget | ||
| 84 | Last year's budget | ||
| 85 | Last year's actual | ||
| 86 | Current year's budget or actual plus/minus a percentage | ||
| 87 | Previous year's budget or actual plus/minus a percentage | ||
| Ability to forecast current year budget and actual (either on a line-by-line basis or on an entire budget) based on: | |||
| 88 | Straight line projection | ||
| 89 | Percentage based on last year actual | ||
| 90 | Ability to utilize more than one method (straight line projection and percentage based on last year actual, for example) within the same budget. | ||
| 91 | Ability to perform what-if scenarios. | ||
| 92 | Ability to save scenarios. | ||
| 93 | Ability to enter budget seasonally by month, quarter, or user-defined period. | ||
| 94 | Ability to budget by fund. | ||
| 95 | Ability to budget for multi-year projects under one project name. | ||
| 96 | Ability to control spending by revenue source. | ||
| 97 | Ability to enter budget adjustments in a pending status for final approval through electronic workflow. | ||
| 98 | Ability, through workflow, to notify appropriate personnel of adjustments for approval and update to GL. | ||
| 99 | Ability to adjust budgets within user-defined security profiles. | ||
| 100 | Ability to override budget control within user-defined security profiles. | ||
| 101 | Ability to drill down to all aspects of a budget amendment (moved to/moved from). | ||
| Ability to stamp all budget adjustment activity by: | |||
| 102 | User | ||
| 103 | Date | ||
| 104 | Transaction Code (minimum of 18 numeric characters) | ||
| 105 | Final Approval Number | ||
| 106 | Approval Date | ||
| SALARY AND BENEFIT PROJECTIONS | |||
| Salary and benefit functionality includes: | |||
| 107 | Add or delete positions | ||
| 108 | Reclassify positions | ||
| 109 | Modify positions | ||
| 110 | Transfer positions | ||
| 111 | Freeze or unfreeze positions | ||
| 112 | Split positions | ||
| 113 | Change the number of authorized full time equivalents per position | ||
| 114 | Control the number of employees filling a position based on the authorized full time equivalents online in real time | ||
| 115 | Ability to override controls for specific position types. | ||
| 116 | Ability to perform online edit checking and validation to prevent more than one employee from being assigned to the same position number, if so desired. | ||
| 117 | Ability to create budget relationships (e.g., salary changes automatically adjust benefits and vice versa). | ||
| 118 | Ability to route position change requests online to various staff members for approval. | ||
| 119 | Ability to notify requestor when position has been approved and initiate other related events, such as recruitment file, etc. | ||
| 120 | Ability to maintain position history. | ||
| QUERY/REPORTS | |||
| 121 | Ability to produce ad hoc reports using a report writer (i.e., SQL Server Reporting Services) | ||
| 122 | Ability to produce charts, highlight figures, create tables using the ad hoc report writer. | ||
| 123 | Ability to provide security for ad hoc report writer to ensure only users with permissions can access appropriate information. | ||
| 124 | Ability to create PDF files or HTML links. | ||
| 125 | Ability to schedule reports for regular production (i.e., monthly, bi-weekly, etc.). | ||
| 126 | Ability for scheduled reports to be emailed to a user. | ||
| 127 | Ability to export queries to popular desktop applications (i.e., Excel, Word). | ||
| 128 | Ability to run various types of budget reporting (accrual vs. cash, etc.) | ||
| Ability to query or report the following online information by year, date, fund, budget, department, program, line item and/or by period: | |||
| 129 | Beginning Balance | ||
| 130 | Beginning Budget | ||
| 131 | Amended Budget | ||
| 132 | Department Summary to Department Detail | ||
| 133 | Pre-encumbrances | ||
| 134 | Encumbrances | ||
| 135 | Actuals | ||
| 136 | Transfers (In and Out) | ||
| 137 | Balance | ||
| 138 | Revenues by Funding Source | ||
| 139 | Expenditure Report by Funding Source | ||
| 140 | Performance-based reports (measures and financials) | ||
| 141 | Ability to generate a budget variance report for current and prior years. | ||
| 142 | Ability to review multiple versions of budget online with proper security access. | ||
| 143 | Ability to group account numbers for internal and external reporting purposes, including category levels. | ||
| 144 | Ability to develop a standard and save a set of reports and inquiries for end-users. | ||
| 145 | Ability to merge other module data into budget reports (e.g., budgeted and actual positions). | ||
| Ability to provide the following online queries by year and by period: | |||
| 146 | Actual Fund Balances for user-defined periods | ||
| 147 | Beginning Expenditure Balance | ||
| 148 | Beginning Expenditure Budget | ||
| 149 | Amended Expenditure Budget | ||
| 150 | Pre-encumbrances | ||
| 151 | Encumbrances | ||
| 152 | Actual Expenditures | ||
| 153 | Actual Revenues | ||
| 154 | Transfers (In and Out) | ||
| 155 | Available Expenditure Budget Balance | ||
| 156 | Balance Sheet Account | ||
| 157 | Revenue Budget | ||
| 158 | Amended Revenue Budget | ||
| 159 | Accrued Revenue | ||
| 160 | Collected Revenue | ||
| 161 | Revenue Surplus/Deficit | ||
| 162 | Negative Expenditure Balances |
Accounts Payable
| Proposers must use one code only per requirement. The following answer key must be used when responding to the requirement. (Y = Yes, Out of Box, N = Not Planned, C = Customization, TP = Third Party Product, please indicate name of Third Party Product the appropriate field in the comments column.) | RESPONSE | COMMENTS | |
| FUNCTIONAL REQUIREMENTS - ACCOUNTS PAYABLE | |||
| GENERAL PROGRAM CAPABILITIES: | - | ||
| 1 | The system should provide a single, streamlined program for processing accounts payable cash disbursements. | ||
| 2 | The software must maintain an accounts payable open-item (unpaid invoice) file that contains detailed records of vendor invoices. | ||
| 3 | The software must allow for a user to place a payment on hold for any open item or for all invoices of a particular vendor. | ||
| 4 | The software must control payments by due date, vendor and selected hold. | ||
| 5 | The software must accommodate processing of debit/credit memos and manual checks. | ||
| 6 | The software must provide detailed audit trail reports to support payable items and liabilities reflected in the general ledger. | ||
| 7 | The software must post manual checks and include them in the general ledger distribution. | ||
| 8 | The software must reconcile bank accounts (outstanding check reconciliation). | ||
| 9 | The software must distribute invoice payments by item or total into multiple general ledger funds, accounts, organization or program. | ||
| 10 | The software must consolidate vendor payments onto one check, detailing invoice numbers and dates or selectively produce individual checks. | ||
| 11 | The software must be able to view vendor information from the invoice entry screen. | ||
| 12 | The software must automatically liquidate encumbrances for invoiced, encumbered purchase orders. | ||
| 13 | The software must provide the ability to input invoice due date and hold invoice payment until the due date occurs. | ||
| 14 | Ability to provide two-way and three-way matching capabilities. | ||
| 15 | The software allows for the following three-way match status: None, Do Not Allow Liquidations, Do Not Allow Liquidations - Line Item/Quantity Validation or Allow Liquidations. | ||
| 16 | Ability to track vendor W9 & 1099 information. | ||
| 17 | Ability to mass inactivate vendors and exclude vendors created after a specific date. | ||
| 18 | Ability to maintain pricing information, quantity breaks, freight terms and shipping information for each vendor. | ||
| 19 | Ability to have numeric vendor numbers that are system generated. | ||
| 20 | Ability to search vendor files from within purchasing processes (i.e., requisition and purchase order). | ||
| 21 | Ability to create vendor groupings for specific commodities, locations, etc. | ||
| 22 | Ability to maintain an accumulated purchase history for each vendor in system. | ||
| 23 | Ability to maintain an audit trail for changes to the vendor master file. | ||
| 24 | Ability to route updates to vendor record through workflow. | ||
| 25 | Ability to select EFT file type of either CCD (Cash Concentration or Disbursement format) or PPD (Prearranged Payment and Deposit Entry format) on vendor record. | ||
| 26 | Ability to update vendor name without losing the history. | ||
| 27 | Ability to maintain a history of payments made to vendor. | ||
| 28 | Ability to support one-time vendors. | ||
| 29 | Ability to track insurance certificate information for vendors. | ||
| 30 | Ability to track multiple remit addresses for vendor records. | ||
| 31 | Ability to support standard invoice entry or quick entry. | ||
| 32 | Ability to support recurring invoices. | ||
| 33 | Ability to support the calculation and automatic spread of discount amount. | ||
| 34 | Ability to support the automatic spread of freight amount. | ||
| 35 | Ability to allow an invoice to be re-established when a check is voided. | ||
| 36 | Ability to support voiding an invoice. | ||
| 37 | Ability to allow checks to be reconciled manually or via electronic file. | ||
| 38 | Ability to automatically hold retainage on an invoice and pay in mass when approved. | ||
| Ability to track the following types of retainage: | |||
| 39 | Contract Retainage | ||
| 40 | 1099 Retainage | ||
| 41 | General Retainage | ||
| 42 | Ability to support Procurement Cards and automatically update accounts payable and detailed general ledger. | ||
| 43 | Ability to reverse an unintended import of purchase card transactions. | ||
| 44 | The software must provide the ability to put vendor and all invoices on hold. | ||
| 45 | Ability to inquire on the status of a check (e.g., outstanding, voided, cancelled, stale-dated, etc.). | ||
| 46 | Ability to identify all "stale" checks that are outstanding after a user-specified period of time. These stale checks will need to be automatically reallocated to a different account number until processed or cancelled. | ||
| Ability to view: | |||
| 47 | Purchases by vendor (i.e., by invoice, purchase order/contract number, purchase item, budget unit). | ||
| 48 | Purchases by service type and/or commodity code | ||
| 49 | Payments to vendor, including the ability to view the actual check image from the Vendor's Document Management system. | ||
| 50 | Ability to deactivate vendor from vendor listing by date with reason. Historical data would be retained. | ||
| 51 | The software must share a single vendor file between accounts payable and purchasing modules. | ||
| Ability to match items by the following: | |||
| 52 | Invoice | ||
| 53 | Purchase order | ||
| 54 | Ability to schedule invoices for payment based on vendor terms, future dated invoices, etc. | ||
| 55 | Ability to default information from the purchase order to the invoice entry screen to simplify data entry. | ||
| 56 | Ability to automatically balance encumbrances in expenditure accounts to control accounts and reserve for encumbrance accounts. | ||
| 57 | Ability to manually or automatically relieve an encumbrance, either partially or completely, when an expenditure transaction is entered. | ||
| 58 | Ability to maintain and release recurring payments (e.g., rental or lease payments) based upon user defined amounts and payment dates using an automatic batch process or real time transaction processing with the appropriate workflow approvals. | ||
| 59 | Ability to reject transactions for insufficient appropriation and cash / fund balances (with override feature based upon security). | ||
| 60 | Ability to set up soft and hard stops for processing transactions with insufficient funds appropriations. | ||
| 61 | Ability to establish soft and hard stops for insufficient funds (e.g., electric bills must be paid). | ||
| 62 | Ability to compare accounts receivable data to accounts payable to identify payees who owe money. | ||
| 63 | Ability to drill across from a purchase order to and from the invoice. | ||
| 64 | Ability to alert user of potential duplicate payments based on vendor number and invoice number combination, with the ability to override with the appropriate user security. | ||
| 65 | Ability to accommodate the following payment methods: printed check, electronic fund transfer, active card integration or direct disbursement. | ||
| 66 | Ability to retain prior year(s) data for comparative reporting. | ||
| 67 | Ability to accommodate one time vendors and identify them as such. | ||
| 68 | Ability to automatically re-encumber a PO with a credit memo invoice. | ||
| Ability to track the following fields on the Vendor file: | |||
| 69 | Name | ||
| 70 | DBA Name | ||
| 71 | Title (e.g., Dr., Attorney, etc.) | ||
| 72 | Employee designation | ||
| 73 | Vendor number | ||
| 74 | Multiple addresses (i.e., bid, orders, multiple remit to, etc.) (Please list in the Comments column the number of addresses allowed per vendor.) | ||
| 75 | Vendor e-mail & web site information | ||
| 76 | Contact person(s) | ||
| 77 | Federal Tax Identification Number (TIN) | ||
| 78 | Phone, mobile phone, and fax number(s) | ||
| 79 | Minority/woman/disadvantaged business indicator | ||
| 80 | Default chart of account information | ||
| 81 | Payment methods | ||
| 82 | Type of company (e.g., corporation, partnership, etc.) | ||
| 83 | Commodity | ||
| 84 | Standard payment terms | ||
| 85 | Vendor-on-hold flag (e.g. litigation, payment dispute, etc.) | ||
| 86 | Other user-defined information | ||
| 87 | Ability to classify one-time vendors. | ||
| 88 | Ability to track vendor performance | ||
| 89 | Ability to track the following by vendor but limited to: purchase orders, invoices, contracts, awarded bids, issued checks | ||
| 1099 CAPABILITIES |
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