executive summary

SECTION V

Enterprise Resource Planning Solution

Request for Proposal No 148-09

Scope of Services and Invitation for Response

UNM Hospitals RFP ERP System Proposal

Table of Contents

EXECUTIVE SUMMARY..................................................................................................... .……4

SCOPE OF SERVICES............................................................................................................................................ 4INVITATION FOR RESPONSE................................................................................................................................. 4

RFP TIMELINE.................................................................................................................................................. 5

RFP RESPONSE PROCESS............................................................................................................................... 6

RFP SUMMARY................................................................................................................................................. 8

ORGANIZATION BACKGROUND................................................................................................................. 10

OUR MISSION, VISION, AND CORE VALUES.............................................................................................10

MISSION........................................................................................................................................................... 10VISION............................................................................................................................................................ 10CORE VALUES.................................................................................................................................................. 10

UNM HOSPITALS............................................................................................................................................ 11

UNM HOSPITAL............................................................................................................................................... 11UNM CARRIE TINGLEY HOSPITAL.................................................................................................................... 11UNM CHILDREN'S HOSPITAL............................................................................................................................ 12UNM CHILDREN'S PSYCHIATRIC CENTER.......................................................................................................... 12UNM PSYCHIATRIC CENTER............................................................................................................................. 12

UNMHSC CLINICAL ENTERPRISE STRATEGIC PLAN FIVE-YEAR GOALS.......................................13

MISSION ENHANCERS....................................................................................................................................... 13MARKET MODIFIER: UNMHSC’S DESIRED MARKET POSITION....................................................................13MARKET MODIFIER: MASTER CAMPUS FACILITY PLAN.....................................................................................13ECONOMIC ENABLERS...................................................................................................................................... 13INTERNAL ENABLERS....................................................................................................................................... 14UNM HOSPITALS STATISTICS FOR YEAR ENDING JUNE 30, 2009:.......................................................................15PATIENT PAYER MIX 2009 FROM 2008:............................................................................................................15UNMH 2009 ACCOMPLISHMENTS..................................................................................................................... 15UNMH 2008 ACCOMPLISHMENTS..................................................................................................................... 16

BUSINESS ISSUES............................................................................................................................................ 17

KEY DECISION PARAMETERS, EVALUATION CRITERIA AND SCORING.........................................21

VENDOR EVALUATION MATRIX................................................................................................................ 22

RFP RESPONSES INSTEAD OF Y OR N................................................................................................................ 25

HUMAN RESOURCES - GENERAL............................................................................................................... 26

LABOR RELATIONS....................................................................................................................................... 31

RECRUITING.................................................................................................................................................... 33

EMPLOYEE BENEFITS................................................................................................................................... 37

EMPLOYEE HEALTH..................................................................................................................................... 40

UNM Hospitals RFP 148-09 of 131 ERP Solutions


Table of Contents

LEAVE MANAGEMENT................................................................................................................................. 42

COMPENSATION MANAGEMENT............................................................................................................... 44

POSITION MANAGEMENT............................................................................................................................ 47

PERFORMANCE MANAGEMENT................................................................................................................ 49

LEARNING AND DEVELOPMENT................................................................................................................ 53

SUCCESSION MANAGEMENT...................................................................................................................... 57

HR REPORTING - GENERAL........................................................................................................................ 59

EMPLOYEE SELF SERVICE.......................................................................................................................... 61

PAYROLL.......................................................................................................................................................... 62

SCHEDULING AND STAFFING GENERAL..................................................................................................72

SCHEDULING AND STAFFING..................................................................................................................... 73

FINANCIAL MANAGEMENT - GENERAL...................................................................................................78

FINANCIAL MANAGEMENT – ACCOUNTS PAYABLE.............................................................................85

FINANCIAL MANAGEMENT – ACCOUNTS RECEIVABLE......................................................................91

FINANCIAL MANAGEMENT – FIXED ASSETS..........................................................................................93

FINANCIAL MANAGEMENT – COST ACCOUNTING................................................................................96

FINANCIAL MANAGEMENT – CASH MANAGEMENT.............................................................................97

FINANCIAL MANAGEMENT – BUDGETING..............................................................................................98

FINANCIAL MANAGEMENT – PROJECT ACCOUNTING......................................................................101

FINANCIAL MANAGEMENT – FINANCIAL REPORTING......................................................................103

INVENTORY MANAGEMENT - GENERAL...............................................................................................107

MATERIALS MANAGEMENT - GENERAL................................................................................................110

PURCHASING MANAGEMENT - GENERAL.............................................................................................116

BUSINESS INTELLIGENCE.......................................................................................................................... 120

TECHNICAL QUESTIONS - GENERAL......................................................................................................122

APPENDIXES.................................................................................................................................................. 128



Table of Contents


UNM Hospitals ERP System Proposal Organization Background

Executive Summary

SCOPE OF SERVICES

UNM Hospitals is soliciting proposals from qualified and best of breed “Tier 1” software vendors to provide a comprehensive Enterprise Resource Planning solution that meets or exceeds current and future strategic and technology directions of our organization. Solution details are identified within this document.

Only vendors that are considered “Tier 1” providers of Enterprise Resource Planning (ERP) software products and can demonstrate a significant market presence with multiple university healthcare systems or publicly supported hospital systems will be considered. The RFP committee’s expectation is that any proposed vendor software solution will satisfy most if not all of the items identified within this RFP without partnering with a number of independent software vendors or business partners. Consortiums of software vendors are not encouraged to respond.

INVITATION FOR RESPONSE

UNM Hospitals is a provider of healthcare services and medical research, training and outreach to physicians, patients and customers in healthcare. It has 634 beds and 21 Offsite Clinics staffed with 6,000 employees and an annual revenue level of $650 million. The purpose of this RFP is to gather enough information to determine the degree to which your product meets the functional and technical needs of UNM Hospitals for a comprehensive ERP solution. Software packages that require significant enhancements will not be considered.

The scope of UNM Hospital services include adult and geriatric for general medical/surgical, critical care, perioperative, trauma, transplantation, AIDS, obstetric, gynecologic, pediatric, fetal, neonatal, psychiatric, pre/post acute care and outpatient services.

The preparation and issuance of this RFP is part of a comprehensive process that UNM Hospitals uses to obtain the best overall solution, including but not limited to, quality and value for the services contained in this RFP.



RFP TimelineNovember 23, 2009 RFP Released via UNM website.

December 4, 2009 Vendor Questions Due – must be submitted in writing.

Vendor questions should be submitted via email to Lynn Nelson ([email protected]) with cc to Greg Seyk at ([email protected]).

December 11, 2009 Responses due for Vendor Questions available via UNM website.

December 21, 2009 – January 15, 2010 Vendor on-site visits with core RFP members to perform UNMH business process discovery.

January 22, 2010 4:00 pm (MST). Deadline for Vendor RFP Submission.

February 1 - 12, 2010 Live Vendor Software presentations.

February 17, 2010 Finalists Identified.

February 22 - 24, 2010 Finalists Interviewed.

March 5, 2010 Finalists Best and Final Offers Due.

March 12, 2010 Vendor Selection.

Effective Date: The effective date of the agreement will be May 1, 2010 or as soon as all necessary approvals are granted.


mailto:[email protected]


RFP Response Process Review this RFP and identify any questions that may occur and submit them in writing

by the deadline identified in the “RFP Timeline”. During the time period identified in the “RFP Timeline” pre-qualified “Tier 1” vendors

will be invited onsite to allow them to participate in a Business Process Review due diligence effort to identify: Key stake holder challenges; Organization business issues; Strategic planning items and Organizational dynamics or metrics that may have an impact on the vendors RFP response.

Each pre-qualified vendor should respond to every item listed in this RFP with one of the response choices from the “RFP Responses instead of Y or N” table listed in this document.

Any pertinent detail to any of the responses may be annotated on the Appendix page(s) as appropriate by sequentially numbering each response with a “C-nn” and placing the same “C-nn” within the response cell for that RFP item.

Vendors will be provided a series of “scenarios” or scripts that the vendor will be expected demonstrate how their software product would handle the identified scenario.

Vendors will schedule an onsite “live” software presentation for the RFP committee and participants to view the general system feature functionality and that addresses each of the scenarios that were earlier provided to the vendor.

The RFP committee will identify the vendor “Finalists” and notify each of their status. An interview (possibly a teleconference) will be scheduled for each vendor finalist

during the time period identified in the “RFP Timeline”. The vendor will be expected to be available and be prepared to respond during the RFP committee’s question and answer session.

The vendor “Finalists” will be given the opportunity to revise their proposed pricing for their “Best and Final Offer” submission to the RFP committee. All costs should be identified in detail.

o Annual software maintenance should be forecast for the next five (5) years and will become a part of the contract. Annual software maintenance will be capped at a fixed percentage of the vendor discounted product retail price as established in the vendors RFP response. The annual software maintenance fee will remain stable for five years.

o In the sixth year of the contract the vendor will discount the then current product retail price by the same discount percentage as represented in the RFP response and this new amount will be used to establish the software maintenance cost using the same fixed percentage identified in the RFP response for the subsequent five years. This process will continue for each 5 year period following the original purchase.

The vendor “Finalists” are expected to:o Identify at least 3 current university affiliated healthcare / hospital clients and/or 3

publicly supported hospital systems that are currently using their software within the definitions of this RFP and that have agreed to provide a reference for the vendor. The RFP committee will schedule at the vendor clients convenience a



conference call to discuss the satisfaction with the vendors performance as well as the software product performance.

o Identify 3 former customers of their software products and provide the business decision or parameters that may have resulted in the “loss” of the client for the vendor. This request is not intended to embarrass the vendor in any way but it is our goal to identify the efforts made by the vendor to retain the customer.



RFP SummaryUNM Hospitals is seeking to identify and select an outside independent organization to provide a solution for the items listed below. The remainder of this document provides additional information that will allow a vendor to understand the scope of the effort and develop a proposal in the format desired as identified earlier under “RFP Timeline”.

The objective of the RFP is to facilitate a process so as to evaluate an integrated solution for:

Human Resources

o Compensation.o Employee Benefits.o Performance Management.o Succession Management.o Leave Management.o HR Reporting.

Labor Relations.

Recruiting.

Employee Health.

Learning and Development.

Payroll.

o Multiple pay cycles.o Multiple pay types.o Checks / Deposits.o Taxes.o Accruals.o Deductions.

Staff Scheduling.

Financial Management.

o Accounts Payable.o Accounts Receivable.

Insurance / Patient billing is not a part of this request.o Fixed Assets.o Cost Accounting.o Cash Management.o Budgeting.o Project and Activity Management.o Financial Reporting.

Inventory Management.

Materials Management.

Purchasing.

Business Intelligence.



Technical.

o The intent of this RFP is NOT to acquire any hardware technology in order to implement the software product proposed but take advantage of “cloud computing” which may take the form of an out sourced, hosted or Software as a Service (SaaS) business model. It is expected that the vendor will quote the necessary services for this type of implementation.

o Implementation and consulting services.

Please propose a phased implementation project plan.

UNMH Employee Training for the ERP system.

o For implementation / conversion.

o For ongoing operation and staff turnover.

See the following pages for specifics.



Organization Background

Our Mission, Vision, and Core Values

MISSION

Our patient care mission encompasses serving as an accessible, high quality, safety focused, comprehensive care provider for all the people of Bernalillo County, and providing specialized services for people across the State.

Our education mission focuses on creating a patient care environment which is supportive of the educational programs of the UNMHSC health professional schools.

Our research mission focuses on the application of new biomedical knowledge, translated to innovative patient care programs and models of health care delivery, leading to health status improvement for New Mexico.

VISION

UNMH will be the leader in improving New Mexico’s health outcomes through our academic specialty programs and our community responsive, culturally competent, patient care, education, and clinical research programs.

We aspire to be one of the nation’s leading university hospitals which captures the synergy in being both an excellent academic institution and an innovative, community oriented public teaching hospital. UNMH will set the standard for excellence in quality and patient safety in public teaching hospitals.

CORE VALUES

Our core values emphasize: A culture of shared expectations regarding integrity, accountability and decisiveness in

commitment to excellence; Compassion and respect in our interaction with students, patients and colleagues; Diversity in people and thinking; Effective utilization of our resources; Advancement of our institutional mission while supporting professional and personal

growth.



UNM Hospitals

UNM HOSPITAL

The UNM Health Sciences Center is a national leader among health care institutions. UNM Hospital, the HSC's primary clinical component, has consistently ranked in the 100 top-performing hospitals in the United States, and ranks among the top 10 academic centers in the nation.

The hospital operates New Mexico's only Level I Trauma Center, treating over 90,000 emergency patients and more than 450,000 outpatients annually. The Barbara & Bill Richardson Pavilion, which opened in the spring of 2007, added nearly 500,000 square feet of emergency and clinical space uniquely configured for medical efficiency and patient safety, and fitted with cutting-edge imaging, laboratory and surgical technology.

UNM Hospital serves as the primary teaching hospital for the UNM School of Medicine and participates in hundreds of advanced clinical trials annually. It also is the home of the highly regarded UNM Children's Hospital and the National Cancer Institute-designated UNM Cancer Center. The UNM Hospital system includes Carrie Tingley Hospital, UNM Children's Psychiatric Center and UNM Psychiatric Center; and shares missions and resources with UNM's College of Nursing and College of Pharmacy as well as the New Mexico Poison Center.

In addition to the main hospital, the UNM system operates 43 off-site clinics throughout the state. The hospital further expands into New Mexico's rural communities through a nationally recognized Telemedicine / Telehealth network, linking patients and physicians throughout the state to the most up-to-date research and medical information available.

UNM CARRIE TINGLEY HOSPITAL

For more than 70 years, Carrie Tingley Hospital has been providing caring, coordinated healthcare to children and adolescents with complex musculoskeletal and orthopedic conditions, rehabilitation needs, developmental issues and long-term physical disabilities.

Currently, Carrie Tingley Hospital is the only pediatric rehabilitation hospital in the state, housing a 24-bed inpatient unit in the Barbara and Bill Richardson Pavilion. We conduct more than 21 specialized clinics ranging in emphasis from brain and spinal cord injuries to development and neurological conditions to juvenile arthritis and clinical genetics. We also provide numerous therapy rooms, Gait labs, wheelchair evaluations, and braces or prosthetics.

Children, particularly those with chronic conditions, need specialized healthcare focusing on their unique needs in a child-friendly place. Hospitalized children with chronic and often life-threatening diseases need quick, easy access to surgical and imaging services available at the Pavilion. And, this continuum of care extends to services available at UNM Children's Hospital, UNM Children's Psychiatric Center and UNM Hospital.



UNM CHILDREN'S HOSPITAL

The University of New Mexico Children's Hospital, New Mexico's only dedicated Children's Hospital, is an academic medical center with health care providers expertly trained to deliver the most advanced neonatology and pediatric care in New Mexico.

Occupying nearly 500,000 square feet of the new Barbara & Bill Richardson Pavilion, UNM Children's Hospital cares for nearly 60,000 children, over half of whom live outside of the Albuquerque area. Our range of care extends from acute illness and trauma to chronic disease and disability, and draws additional expertise from UNM's School of Medicine, Colleges of Nursing and Pharmacy, and UNM Cancer Center.

The facility spans three floors of dedicated pediatric clinical space and includes a newly equipped maternity center, pediatric emergency center, newborn intensive care unit, pediatric oncology infusion center and Child Life Center.

UNM CHILDREN'S PSYCHIATRIC CENTER

UNM Children's Psychiatric Center provides intensive psychiatric treatment to children and adolescents through the age of 17. Acute inpatient care, residential care and partial (day) hospital care are provided in various settings on the Center's campus and include family education to increase parents' and siblings' understanding and ability to manage their children.

Clinical services under the direction of the UNM School of Medicine faculty include comprehensive evaluation and assessment, treatment planning, individual, group and family therapy, psychopharmacology, speech, art, recreational and occupational therapy. Children, their families, and CPC work together to design a treatment program specific to the child's strengths and needs.

UNM PSYCHIATRIC CENTER

UNM Psychiatric Center, a component of the University of New Mexico Hospitals Behavioral Health Programs, is a public not-for-profit facility, providing a full spectrum of mental health and psychiatric care for all New Mexicans. The Center was established in 1967, and since has evolved into the largest community mental health provider in the state of New Mexico with Telehealth / telemedicine links throughout our communities, schools, corrections facilities and more. In 2008, the Center admitted nearly 1,500 patients, while outpatient clinics experienced more than 190,000 visits.

Much of UNM Psychiatric Center's support and expertise comes from the UNM School of Medicine's Department of Psychiatry, comprised of an array of faculty, residents, educational programs, research activities, and clinical and community based facilities and programs. The Center also is electronically integrated with UNM Hospital and its outlying clinics to improve diagnoses and treatments as they relate to patient history, prescription medication(s) and other vital, protected patient information.



UNMHSC Clinical Enterprise Strategic Plan Five-Year Goals

MISSION ENHANCERS

• Development and implementation of report card to the community.• Successful interaction with community groups and overall tenor of relationships with

community groups.• Community support for continued tax support.• New prevention/chronic disease management programs and number of persons enrolled

in chronic disease management or prevention programs.• Successful implementation of Patient Centered Medical Home model.• Statewide reputation for leadership in community health, rural health, prevention, and

chronic disease management.• Develop data stratification to ensure equity in outcomes.

MARKET MODIFIER: UNMHSC’S DESIRED MARKET POSITION

UNMH and UNMMG desire a market position that establishes the system as the academic medical center and one of three major health care systems in the Albuquerque region including:

• In primary care and Bernalillo County, a focus on expanding services to the populations currently served and fulfilling the public teaching hospital mission.

• Growth in market presence for specialty services. Specialty clinical program development and expansion of market share will be achieved through a combination of geographic expansion and clinical program development:

o Broader geographic reach through off campus ambulatory care and hospital developments

o Clinical program development Cancer Center Cardiovascular Services Women’s and Children’s Services Neurosciences

MARKET MODIFIER: MASTER CAMPUS FACILITY PLAN

• Open Sandoval Regional Medical Center (SRMC) to expand inpatient and ambulatory services capacity (75 beds).

• Completion of Phase I and II of master facility plan.• Readiness for Phase III.

• A new 432 bed acute hospital of 1.1M square feet• Completion of new clinic building with 100,000 square feet

• Expanded ambulatory care access through new sites and growth at existing sites.

ECONOMIC ENABLERS

• Achieve the internal improvements necessary to implement the long range capital plan.• Continued County support which increases commensurate with population growth.• Secure State or other source of support for $65M for long range capital plan.



INTERNAL ENABLERS

• Clinical program enhancement increased market share in tertiary care overall and specific growth in oncology, cardiovascular, neuroscience, and women’s and children’s services.

• Quality and patient safety: development and implementation of plan to achieve break through improvement leading to top 20 UHC ranking in five years.

• Patient throughput includes an effective care management and discharge process.• UNMMG maturation measured by faculty growth, opening of SRMC, and achievement

of clinical enterprise quality goals.• Patient satisfaction: development and implementation of plan for accelerating patient

satisfaction improvement to achieve break through increases.• Staff satisfaction is an area of focus as a key driver of patient satisfaction.• Implementation of an enterprise-wide Electronic Health Record.• Effective Governance as measured by Board self evaluation process.



UNM HOSPITALS STATISTICS FOR YEAR ENDING JUNE 30, 2009:(with change rate from June 30, 2008).

Employees 5,797 (11% growth) Emergency visits 90,029 (4% growth) Outpatient visits 467,619 (4% growth) Births 3,923 (1% decline) Inpatient Days 177,325 (9% growth) Inpatient Operations 8,145 (13% growth) Outpatient Operations 9,188 (3% growth) Number of beds 634 (3% growth) Offsite clinics 21 (down 2) Payroll/Benefits $352,647,439; 52.5% of expenses (2% growth) Debt Coverage Ratio 5.5 times from 6.5 times. County Mill Levy (annual public funding) $87,764,190 (6% growth)

PATIENT PAYER MIX 2009 FROM 2008: Medicaid 30% from 32% Uncompensated care 18% unchanged Commercial/HMO 23% from 26% Medicare 18% from 17% Other 8% from 7%

UNMH 2009 ACCOMPLISHMENTS UNMH earned the HRSA Organ Donation Medal of Honor, given annually to hospitals that

achieve and sustain a donation rate of 75%+ of eligible donors. UNM Children’s Hospital, CTH distance care, and Lifeguard were featured in Children’s

Hospitals Today, a print publication of NACHRI. UNM School of Medicine named 2008 recipient of the prestigious AAMC Spencer Foreman

Award for Outstanding Community Service. College of Nursing Nurse-Midwifery Education Program ranks 3rd in nation for six consecutive

years. UNMH is designated a Top 125 Training Organization by Training Magazine. Recognized as a Quality Respiratory Care Recognition Facility for 2009. Less than 15% of

hospitals have this designation, the equivalent of Magnet! UNMH named one of the Nursing Professional Magazine Top 100 Hospitals to Work For. Maternity & Family Planning Clinics Community Health Worker Program wins NM Community

Health Worker Program of the Year Award. Truman Street Clinic one of five programs spotlighted in HRSA’s biennial report to Congress on

the Ryan White HIV/AIDS program as a premier program in reducing access disparities to care by people with HIV.

MCICU receives the AACN Beacon Award for Critical Care Excellence for Medical ICU (placing it among top ICUs in nation).

250 hospital/clinic doctors and 40 Cancer Center doctors nominated for Albuquerque the Magazine’s “Top Docs!” 7 docs won top honors in their specialty!

The nine Surgical Care Improvement Project (SCIP) measures were all at or above the 90% benchmark in 1Q 2009

Heart Failure core measure rate has consistently improved over the last two years more than tripling our rate of compliance since beginning interventions in 4Q 2007

New expanded, state-of-the-art Cardiac Catheterization Laboratories open.



Patient Satisfaction scores UP: Inpatient 81.8, Outpatient 84.1. Both all-time highs for the last 8 periods!

UNMH named most-wired nationally for 8th time, and for the 7th consecutive year! (We are the only hospital in New Mexico to make the list this year!)

We receive Advanced Certification as a Primary Stroke Center by TJC. ASAP receives TJC accreditation. The new Cancer Research and Treatment Center II opened. The Executive Director or the Children’s Psychiatric center was selected as a winner of the 2009

NurseWeek Excellence Awards, Mountain West region, Management category. Number of UNMH employees Hired in FY ’09 1334. (10.7% turnover rate Jan-June 2009). 336 RNs hired in FY 2009 (7.8% turnover rate Jan-June 2009, down from 11% last year).

UNMH 2008 ACCOMPLISHMENTS First Hospital in North America to implement Neoteric Blood System. Ranked 3rd nationally for conservative care (Consumer Reports). Named most-wired hospital nationally for 6th time. Only 9 organizations have made the list 5

times. MRSA Team receives Journey of Excellence Award from the Committee on Excellence. Performed first robotic surgery in NM. The following accomplishments are specific to the University Of New Mexico School Of

Medicine neither of which will be participating in this RFP.o School of Medicine ranks 2nd in nation for rural medicine program (US News & World

Report).o School of Medicine ranks 9th in nation for family medicine program (US News & World

Report).o School of Medicine ranks 17th in nation for occupational therapy program (US News &

World Report).o School of Medicine ranks 31st in nation for primary care program (US News & World

Report).


UNM Hospitals RFP ERP System Proposal Business Issues

Business Issues $650 million annual revenues (unadjusted). 5900 employees. Average weekly hire from 25 to 50 employees. Opened a new Children’s Hospital 2007. Opened a new Cancer Research Center this year.

Administrative (IT, HR, Finance, Payroll, Medical Billing) reside in another building away from the hospital.

Teaching hospital for University of New Mexico Health Sciences. CEO is a VP for the Health Sciences Center and reports to the Board of Regents.

Hospital is also public supported and receives approximately $85 million in public funds annually which offsets approximately $120 million in uninsured care.

45 employees in the HR department. The department head is the HR Administrator (James Pendergast) who reports to CEO (Steve McKernan). Departments under Jim Pendergast’s responsibility are Human Resources, Employee Labor Relations, Organizational and Professional Development, Parking, Security, Compensation & Benefits, Recruiting, Employee Communications & Public Relations and QA & Customer Service.

109 staff in IT department. Department head is the CIO (Ron Margolis) who reports to the CEO. The IT department is responsible for all clinical, administrative systems, telecommunications, networks, wireless, help desk, security. Multiple platforms, multiple packages, little integration. Lots of specialization in the staff, little knowledge transfer, little to no documentation for “interfaced” systems. No process flow diagrams. Many “silos” of information.

Recently implemented a new Clinical System upgrade from Cerner Systems. Implemented Cerner EMR Electronic Medical Record in October 2009. Implemented PACS Radiology System in 2007 and upgraded in 2009. In-house developed:

o Online candidate application system minimal interface to HR system. Difficult to hire for a position that was not recruited. Positions recruited and applicants will “disappear”. Takes IT and a help desk call to fix. Former employees who used the applicant system to apply for a job and were hired cannot use the system to reapply and return to the organization. The recruiting department must manually submit their application.

o Employee status change system “Live Hire” restricts status changes to a single change per day. Can’t submit a position change with a rate change in the same pay period. Multiple changes must be scheduled. Unfortunately multiple managers across system may schedule simultaneous changes occasionally impacting payroll. Status changes seem to disappear once in awhile. Any changes are “interfaced” at night with main HR system Empath.

o Informational system “DataShare” a copy of the production database occurs at 3 AM to provide employees access to HR master file information. No changes are allowed simply inquiry and report processing.

o Employee performance evaluation system. Notifies supervisor of pending evaluations. If a supervisor starts an evaluation but doesn’t complete it, no one can “see” it to complete it. Only the immediate supervisor may “see” the employee that is due an evaluation. If department reorganizations take place, evaluations become “lost”. If supervisors terminate before completing an evaluation it becomes “lost”. A recent attempt at a system change to transfer all “lost” evaluations that reflect a terminated supervisor be transferred to the Manager of Compensation seems to have had mixed results.

o Budgeting for FTE’s versus active employees is “confused”. Budget is based on .25, .50, .75 or 1.0 of an FTE. Departmental heads may hire an employee and exceed budgeted amount. Supervisors may also hire outside of budget constraints. Issues between Budget



FTE’s and active FTE’s for the cost center appear to be common place. For example, employees shared between cost centers.

o Position Control. Reporting structure, organization charts, cost center changes all require manual spreadsheets sent to IT to “update” DataShare but these “updates” DO NOT update the Empath system.

o DataShare security dependent on cost centers, but often it takes weeks to update cost center changes, supervisory changes and department reorganizations. Sometimes the organization discrepancies are only noticed when an employee “misses” a performance evaluation.

o Mass salary changes imported via spreadsheet requires “Live Hire” database to be “frozen” from any status changes submitted online in Live Hire or it may cause the mass rate change to fail.

o Minimal employee self-service, address changes and check inquiry. Implementing electronic pay stub services in October. Current initiative to implement PAY cards for employees without a “bank” account and require auto deposit with online stubs is successful.

o Benefits annual open enrollment is all paper and manual data entry. Although the effective date is August 1, employees don’t receive identification cards until a couple of weeks later making early utilization of healthcare problematic.

o Nurse Turnover “dashboard” seems to be somewhat unreliable and understanding the metrics used to determine the information that is presented is confounding. However the turnover stats are used to determine if the department head receives a semi-annual incentive. When the fiscal year was over, the turnover stats didn’t appear to be consistent from the Director level through the roll-up to the Administrator. CEO looks at nurse turnover daily.

o Excel “Database” that tracks union and non-union grievances from 1st step through 3rd step and arbitration.

o Excel “Database” that tracks disciplines by offense, department and employee.o Excel “Database” that tracks FMLA, Military Leave and LOA’s

Now Solutions “Empath” employee HR, payroll, benefits system. 12 years old, Oracle database, “antiquated”, no referential integrity, difficult to get information, entire 12 years of history on the system. Multiple vendor upgrades have either failed or were never completed due to data problems. This database “feeds” DataShare application and Live Hire application. Only Live Hire exports data back to Empath.

Ross Financial system equally as old. Also an Oracle database. Online training system “Learning Central”. Allows the employee to schedule themselves for

training and complete the course. All completed training is monitored and tracked. The system is built by Plateau and there is a maintenance contract with them. This system also monitors both classroom training and on the job training in addition to the online training. The system has the ability to assign training based on job position or department or a combination. Sends reminder emails for overdue learning and registrations. The system does not interface with the Empath system or the in-house developed Position Control system. As a result changes made to position requirements must then be made to Learning Central. Changes made to the Employee’s position must also be transcribed into Learning Central. For example “new leaders” promoted into a leadership position are not notified by Learning Central that they have new competencies to complete.

Crystal Reports (v10 a back release) used for Ad Hoc and custom reporting. Crystal Enterprise automates many of the scheduled reports. Otherwise identified users within departments must submit reports using Enterprise.



Kronos is used for time and attendance and it is not anticipated that it would be replaced. There appears to be some frustration with Kronos and the lack of information within the Kronos database versus Ross versus Empath.

Salaried employees swipe in everyday to Kronos but don’t need to swipe out. Hourly employees must swipe in and out and for lunches if greater than one half hour. Clinical staff who temporarily works in another department may change their cost center when they swipe in. Unfortunately there may not be a matching cost center and position number match in the Empath system. Finance reconciles the issue behind the scenes, and it seems to be a pretty common practice. An employees “home” cost center and position combination will determine most reporting information. However, there isn’t always a match in the position table for an employees cost center and position.

Help desk may take days to respond to issues. Users are accustomed to simply waiting. IT is hesitant to perform spreadsheet uploads to the Empath database, but there is no viable

alternative for such things as mass pay changes, particularly for employees covered by the labor union.

The budgeting cycle for next fiscal year begins in January and goes through March. Another “upload” is required for that data to be loaded into the finance side.

A single systems analyst is responsible for Empath. This employee has been at the organization for a very long time. The analyst is responsible for all security, database integrity, system changes and anything else. When out of the office obtaining appropriate assistance is problematic.

User training takes place by OJT with minimal user manual documents and no online tutorials available. One employee trains another and there is the opportunity for general knowledge “leak” as a result.

Internal documented procedures for any position or process are generally up to the individual user to create and maintain. Much of it doesn’t exist or is out dated.

Use Novel GroupWise for e-mail and network access control. Citrix is used to provide secure access to Kronos, Cerner and many of the other applications.

Employee self-service from an “outside” computer is via Citrix. Lots of manual checks and balances which has increased workload on the staff. Every week is a

pay cycle. Regular pay cycles are paid every two weeks, and “off” weeks are supplemental pay cycles. An automated report produced by Crystal Reports looks for checks over $5,000 to “audit” pay cycle.

Crystal Enterprise is used to provide several automated reports on a variety of pay cycle, weekly, monthly, quarterly, annual schedules. Selected individuals in the departments are provided Crystal Enterprise access to produce reports on a requested basis. Ad hoc reporting is provided by the HRIS Manager in HR and by one or two individuals in other departments. Most Ad hoc reporting is provided via a service request to Information Technology.

Crystal Enterprise reports are “hard coded” to be sent to a individual(s) within the department. If that individual leaves the organization it requires a manual effort to update the report processing.

Three unions involved with RN’s, LPN’s, Technical Staff, Housekeeping and Communication. They are 1199 Licensed and Technical Unit, 1199 Support Staff Unit and Communications Workers of America.

Nurses may transfer positions, departments, full-time to part-time to casual pool frequently. If going to casual pool, employee may elect to freeze benefits for one year in case they return to a benefits eligible position and then have their leave balances, LTD and employer retirement contribution benefits reactivated. If the freeze is not elected or they do not return to a benefits eligible position within one year, then vacation and holiday accruals are paid out to the employee but sick leave balances are forfeited. Unfortunately, the payroll system will not pay employees in casual pool for these types of pay so the employee must be transferred to a different payroll



group, paid and then transferred back to casual pool during supplemental pay cycles. Effective dates are critical during this time period or the system won’t pay the employee in the next normal pay cycle. Also no status changes may be submitted for the employee during this time period.

ANSOS staff scheduling system has proven inadequate for the hospital. One of the issues with ANSOS is the software does not have access to, or an interface with, either the Learning Central application that is used to maintain employee training records and competencies or the Empath HR database.

Staff credentialing is maintained manually at each of the hospital units with the exception of CPR licenses. Unfortunately ACLS and PALS licensing are currently listed in the database as simply a CPR license.

Semi-annual incentive pay based on five major goals including staff turnover, budget achievement and individual performance goals for each cost center.

Employee terminations, final pay and status changes are convoluted and often an employee is kept “active” in order to process payments within the system after termination or retirement.

University of New Mexico installed Banner software from Sungard. We’ve been unable to identify a teaching hospital / medical center nationally that uses Banner.

UNMH employees are eligible for discounts at UNM sporting events, performing arts and other functions sponsored by UNM. As a result there is a nightly data movement from the existing Empath database to the Banner system maintained by UNM. Often this data movement results in errors due to duplicated social security numbers or a number of other possibilities.

The Banner numbering protocol for UNM students and employees is the same as the current EmPath employee numbering protocol (1nnnnnnnn). This has caused overlapping employee numbers and misreporting of taxable benefits. UNMH needs an employee numbering protocol different from Banner.

The CFO has been trying to replace the Ross financial system for many years. A comma separated value file is created every week with Crystal Enterprise which contains all

new hire data for the week. This data is uploaded to the security badge system that is used to create employee access badges for all UNMH buildings. This “silo” of information and its reliability, its accuracy and its backup / recovery is a cause for concern within the organization.


UNM Hospitals RFP ERP System Proposal Vendor Evaluation Matrix

Key Decision Parameters, Evaluation Criteria and Scoring

Please see the Vendor Evaluation Matrix for detailed decision criteria on each of the following items:

1. The purchase price and the total 10 year cost to UNMH to acquire and use the Vendor's services (10%).

= Total Acquisition cost 6 points.= Total Maintenance costs 6 points.= Implementation and Support costs 6 points.= Data Ownership. 15 points.

2. The quality and reputation of the Vendor and of the Vendor’s services (9%).= Company Background 33 points.

3. Completeness and appropriateness of the Vendor’s proposal in meeting UNMH requirements (81%).= Ability to demonstrate satisfactory results from pre-defined scenarios for:

o Human Capital Management 67 points (19%).o Payroll 55 points (16%).o Financial Operations 42 points (12%).o Supply Chain Operations 36 points (10%).

= Reporting and Business Intelligence 15 points (4%).= Technology and platforms 27 points (8%).= Vendor Implementation 15 points (4%).= Training and ongoing customer support 27 points (8%).

Total RFP evaluation points 350 points.


UNM Hospitals RFP ERP System Proposal Vendor Evaluation Matrix

The following decision matrix will be used to rate each vendors proposal.

Vendor Evaluation Matrix

ERP Vendor Evaluation

Solution ComponentsVendor Scores Based on

Evaluation

Possible Rating

Vendor A

Vendor B

Vendor C

Vendor D

Purchase Price and Total 10 year CostTotal Acquisition cost 6 0 0 0 0Total Maintenance costs 6 0 0 0 0Implementation and support costs 6 0 0 0 0Data Ownership - Disaster Recovery costs 6 0 0 0 0Data Ownership - Data Storage costs 3 0 0 0 0Data Ownership - Data Backup costs 3 0 0 0 0Data Ownership - Liability for lost data 3 0 0 0 0Total 33Company BackgroundYears in Business 3 0 0 0 0Solution Fit - Short Term 2 0 0 0 0Solution Fit - Long Term 2 0 0 0 0Healthcare Industry Focus 3 0 0 0 0Market Leadership Healthcare 3 0 0 0 0Financial Stability 3 0 0 0 0R&D Spend 3 0 0 0 0Partner Ecosystem 2 0 0 0 0Strategic Acquisitions 3 0 0 0 0User Community involvement (upgrades) 3 0 0 0 0Multi-suite Comparable References 3 0 0 0 0Qualifications/experience of Vendor’s administrative team proposing to service UNMH needs 3 0 0 0 0Total 33Human Capital ManagementHRIS General Feature / Functionality 5 0 0 0 0Employee Labor Relations 5 0 0 0 0Recruiting/e-Recruiting 5 0 0 0 0Employee Benefits Management 5 0 0 0 0Employee Health 4 0 0 0 0Leave Management 4 0 0 0 0Compensation Management 5 0 0 0 0Position Management 5 0 0 0 0Performance Management 5 0 0 0 0Learning and Development 5 0 0 0 0Succession Management 5 0 0 0 0HRIS Reporting / Business Intelligence 5 0 0 0 0Employee / Manager Self Service 4 0 0 0 0Scheduling and Staffing 5 0 0 0 0Total 67


UNM Hospitals RFP ERP System Proposal Vendor Evaluation MatrixPayrollHandles complex payroll issues without customization 5 0 0 0 0Integrate with Kronos Time Collection 3 0 0 0 0Taxes and Tax Authorities 4 0 0 0 0Cost Center Allocations 2 0 0 0 0Benefit Tracking 3 0 0 0 0Accruals Tracking 3 0 0 0 0Labor Reporting 4 0 0 0 0Deduction Processing 4 0 0 0 0Check Processing 3 0 0 0 0Garnishment Support 3 0 0 0 0W-2 Processing 5 0 0 0 0Employee Self-service 3 0 0 0 0Historical Data capture 5 0 0 0 0Integrated Reporting/Business Intelligence/Drill down 5 0 0 0 0FLSA Compliance 3 0 0 0 0Total 55Financial OperationsBudgeting and Planning 1 0 0 0 0Enhanced General Ledger and Financial Close 3 0 0 0 0Financial Reporting & Consolidations 5 0 0 0 0AP/AR 3 0 0 0 0Financial Self Service 3 0 0 0 0Embedded Financial Compliance - Internal Controls / Audit controls 5 0 0 0 0Banking 3 0 0 0 0Cash Management/Treasury 3 0 0 0 0Contract Accounting 3 0 0 0 0Project Accounting 1 0 0 0 0Fixed Assets 3 0 0 0 0Travel Management 1 0 0 0 0Business Intelligence / Drill down 5 0 0 0 0Operational Analytics / KPI's 3 0 0 0 0Total 42Supply Chain OperationsStrategic Sourcing 3 0 0 0 0Contract Management 3 0 0 0 0Category Management 3 0 0 0 0Self-Service Requisitions 3 0 0 0 0Purchase Order Processing 3 0 0 0 0Evaluated Receipt Settlement/EDI 3 0 0 0 0Invoicing 3 0 0 0 0Inventory Management 3 0 0 0 0Warehousing 3 0 0 0 0Auto ID/RFID Integration 3 0 0 0 0Supplier Collaboration 3 0 0 0 0Supply Chain Analytics 3 0 0 0 0Total 36


UNM Hospitals RFP ERP System Proposal Vendor Evaluation MatrixReporting and Business IntelligenceQuerying, Reporting and Analysis 3 0 0 0 0Dashboards and Visualization 6 0 0 0 0Data Integration and Data Management 3 0 0 0 0Search and Navigation Tools 3 0 0 0 0Total 15Technology & PlatformsOpen, widely-adopted database (e.g. SQL Server, Oracle) 2 0 0 0 0Support for existing technology (e.g. Windows XP) 2 0 0 0 0Real-time Integration Across Applications 3 0 0 0 0Supports sharing of Information without duplicating records 3 0 0 0 0Ease and efficiency of integrating with other systems 3 0 0 0 0Granular security (by system, company, file, user, record) 4 0 0 0 0Client Browser Based HTML deployment 2 0 0 0 0Unlimited # of Records Storage/Archiving Capabilities 2 0 0 0 0Time and/or event based alerts 2 0 0 0 0Does not require significant product changes when data source changes are required 2 0 0 0 0Interfaces with various other systems including EMR, CPOE, Pharmacy, Lab Systems, Imaging Systems, etc. 2 0 0 0 0Total 27Vendor ImplementationBest Practices Implementation Libraries 2 0 0 0 0Solution Lifecycle Management 2 0 0 0 0Frequent, quality, timely, software updates 3 0 0 0 0Frequent, quality, timely, tax updates 4 0 0 0 0Implementation assistance (vendor or contractor) 4 0 0 0 0Total 15Training and Ongoing SupportTraining costs – onsite 2 0 0 0 0Training costs – offsite (discounted with maintenance?) 2 0 0 0 0Training costs – online (CBT) 4 0 0 0 0Training costs – ongoing 4 0 0 0 0Documentation 4 0 0 0 0Online help (how to) function 3 0 0 0 0Customizable help (desk procedure) function 3 0 0 0 0Web or email support 3 0 0 0 0Telephone support (offshore or not?) 2 0 0 0 0Total 27

GRAND TOTAL 350


UNM Hospitals RFP ERP System Proposal RFP Responses

RFP RESPONSES INSTEAD OF Y OR NFor all sections, answer the question with either:Y The product meets this requirement “out of the box”.N The product cannot meet this need under any circumstances.R This report can be generated, but only in a Report Writer.T This requirement can be met by a third party add-in or third party product.A This requirement can be met by adding a field to the application.F This requirement can be met by a future release of the core applications.M This requirement can be met, but only if the product is modified.C# Reference comment # in an Appendix.


UNM Hospitals RFP ERP System Proposal Human ResourcesGeneral

Human Resources - GeneralFUNCTION RESPONSE

General Features and Functionality: Is the software SAS-70 compliant and certified? Employee demographics.

o Name, SSN, I9 Status, Address, Spouse, Dependents, Birth dates, Telephones, Veteran Status, EEO, Automatic Deposit, W4, etc.

o Reports on number of “status changes” within a defined period.

o Tracks and reports on name changes within a defined period.o Work location information.o Union designation.o Labor union bargaining unit identification.o Seniority, certifications, degrees and licenses.o Employee identification cross-reference for an individual who

may have worked for multiple entities with different federal identifications (i.e. University, Health Sciences Center and Hospital) for the same person who may have worked at either or all of the entities.

o Track all demographic changes. Employee Self-Service.

o Pay stub (paperless paychecks).o Open enrollment.o Demographic changes.o Life Change Events submitted for approval.o Log of all changes made with before and after images.o Employee changes may be flagged for “approval” before

system accepts the change. Organization Structure Management.

o Cost Center Changes.o Reorganization of departments and department heads.o Management Position Changes.o Organizational Charts.o Employee transfers

From staff to management and management to staff. From non-patient care to patient care positions. From labor union to labor union or to non-labor union. From non-union to labor union.

Security Administration.o Restrict access for viewing, editing and reporting by module

and responsibility (manager, supervisor, clerk, volunteer and consultant).

o HIPAA Compliant.



FUNCTION RESPONSE

o Allows multiple levels of access for HR, Operational Directors, Managers, Supervisors, etc.

o Cancels security access when director, manager, supervisor, status changes.

o Reports and facilitates chance of direct reports when supervisor, manager, director status changes.

o Allows user designated security access levels.o System provides reports on security access level designations

by supervisor, manager, director etc. Business Intelligence.

o Turnover by Job Class by Department and Cost Center.o Turnover by Administrator, Executive Director, Director, Unit

Director, Manager by Department and Cost Center.o Overtime experience and projections by Job Class and Cost

Center.o Length of Time to Fill Positions by Job Class.o Cost to Fill Positions by Job Class.o Benefits eligible employees and benefit participation.o Employee Health Insurance Expense.o Employee Non-productive hours accrued.o Facility Benefits Contribution.o Facility Disability Contribution.o Facility Life/Accident/Death Insurance Contribution.o Facility Matching Plans (401a/403b) Benefit Contribution.o Facility Retirement Benefit Contribution.o Facility Health/Dental Care Benefit Contribution.o Paid Holidays taken/not taken.o Tuition Reimbursement Benefit Contribution.o Employee involuntary separations.o Employee Separations and Reasons.o Formal Union Employee Grievances.o Non-union Employee Grievances.o Employee Grievances reaching arbitrationo NLRB Recognized Labor Bargaining Units.o Unfair Labor Practice Charges.o Unfair Labor Practice Complaints.o Unionized Employees.o Union dues by title, years of service and department.o Average full-time headcount for a period (month, quarter,

year) and trend.o Compensation changes for a period (month, quarter, year) and

trend.o Employee Demographic Changes for a period (month, quarter,

year) and trend.



FUNCTION RESPONSE

o Employee Headcount for a period (month, quarter, year) and trend.

o Employee Separations for a period (month, quarter, year) and trend.

o Nursing New Hires and trend.o New Hires Processed.o Nursing Division Employees and trend.o Nursing Division New Hires and trend.o Personnel Transactions Processed.o Recruiting metrics i.e. what caused the candidate to submit an

application.o Applications received.o Full time / Part time / Temporary Hires.o House Staff Hires.o Average Placement Time.o Internal Applications Processed.o Job Postings Prepared.o Number of New Hires and trend.o Temporary Hires and trend.o Job Classification Request Turnaround.o Job Classes Maintained.o Job Descriptions Created.o Job Descriptions Processed/Handled.o Merit Increases Processed Union/Non-union/Management.o Pay Structures Maintained.o Salary Surveys Conducted.o EEO mix of candidates vs. hires.o Identify under represented EEO classes to target.o Perform “What If” scenarios on salary rate changeso Perform “What If” scenarios on Benefits changeso Perform “What If” scenarios on shift changes.o Perform “What If” scenarios on staffing changes e.g. full-time,

part-time, temporary, contract labor. Policy and Procedure Publication.

o Central Repository for all policies and procedures.o Retains history of policies and revision and effective dates.o Searchable by topic, phrase, etc.

System allows users to customize their screens based on their own work process requirements.Provides for management of a multi-entity IDN organizational structure (including multiple EIN's) under a single company structure.Centralized database to act as a repository for employee information with one record per employee.



FUNCTION RESPONSE

System provides user-defined security procedures to limit access to employee and confidential payroll information.Within a particular function, the system supports access to multiple employees (without the need to go back to a main menu).System provides the capability to purge/archive data and recall back into use files based on user-defined parameters.System can support an unlimited number of employees.System provides access to functions & screens from other functions & screens without requiring the user to go back to a main menu.System supplies on-line error documentation and provides suggestions for corrective action.

System provides help screens:At function levelAt field levelAt form levelAll procedural documentation is provided online

System delivers tools to create and access online training simulations.Online training simulations can be built by subject matter experts (no programming assistance required).System provides dynamic pull down menus at the field level (eligible codes for user selection will display automatically or on request)System provides audit trail of changes to user-designated data elements including date and time stamp, old and new values, user ID and effective date vs. actual date.System allows user to select any two audit history entries and do an online comparison between the two to see what data was changed. System retains user defined status code history on employees.System can “flag” transactions for audit. Describe audit capabilities and ability to view audit history online.Current employee master file data can be converted into the new system through an automated master file conversion.Employee records can accessed for inquiry/update by:

Name (alphabetically, first or last)Social Security NumberEmployee NumberDepartment Number

System allows you to filter employee records for online access by data elements such as job, rate of pay, supervisor, start date before or after a defined date, department, comp-ratio value, etc. Describe the ability for each user to create their customized filtered views within the application. System allows for organizational structure changes to be made from an organizational chart view.System allows for supervisory structure changes to be made from a supervisory organizational chart view.



FUNCTION RESPONSE

System allows for organizational and supervisory changes to happen through a single action, without requiring additional actions to move all impacted employees.System can manage employees with more than one work assignment and more than one rate of pay. Describe any limitations.System can manage employees with work assignments in more than one legal entity. Describe any limitations.System is integrated with financial system(s).Human resources and payroll tables share a common database with other enterprise functions, such as financials and materials management.System automatically calculates accruals and reversals for general ledger system.System automatically generates liabilities for unused time off benefits.Users can define deduction limits.System supports upload and download capabilities in multiple file formats for all data elements. Describe import/export options.Employee and manager self-service functions are provided via corporate intranet.Employee and manager self-service functions are deployed over intranet/Internet without third-party partner application.System delivers employees and managers online, searchable access to policies and procedures, FAQ’s, sample forms, etc. Describe how content is managed.System provides for data entry by:

On-lineBatch

System provides data validation tables to ensure data entry accuracy.Standard reports can be modified by System personnel without programming intervention.System provides for date-sensitive entry of data (changes can be put into the system with advance effective dates).System provides ability for advancing to or regressing from all data to a particular date in time to allow for a comprehensive online view of all retrospective or prospective data.System produces purge report for verification prior to data purge.System view and update security is defined:

- At function level- At field to field level- At record level

System delivers ability to create an unlimited number of employee groups based upon user defined criteria and parameters.System delivers the ability to ‘drill’ to more detailed information regarding desired topic (employee, company, department, pay, benefits, etc.). Do drill paths have to be established by customer? Or are all drill paths pre-delivered?Workflow solution functionality includes notifications (email, text msg., etc.)Workflow solution includes approval and escalation processes.Workflow solution includes ‘branching’ logic.



FUNCTION RESPONSE

Workflow solution includes ability to automatically make updates to the database.Workflow solution includes ability to integrate with non-ERP systems.


UNM Hospitals RFP ERP System Proposal Human ResourcesLabor Relations

Labor RelationsFUNCTION RESPONSE

Employee Labor Relations Management General Features and Functionality.

Union Identification, Membership and Reporting. Establishes and tracks seniority. Accommodates multiple seniority types. Creates seniority reports by union and by department. Contract Management. Bargaining Unit. Dispute tracking and resolution. Wage and Hour exception reporting. Employee Terminations by Type and Rehire Recommendation. Alerts functional areas for employee terminations (e.g. IT, HR,

Security). Track employee assistance referrals. Grievance Tracking and Management. Ability to search by union, employee, issue, section of contract or

supervisor. EEO. System tracks EEO/HRD complaints. Reports can be run by type of

discrimination, employee and/or attorney. Court Cases Management. System traces court cases by employee, attorney, judge, type of case,

progression through court system. System terminates union dues when union employee transfers to a

non-union position. System reinstates union dues when employee returns to a union

position or is re-hired. System tracks employees required to complete background checks,

date fingerprinted, clearance notification, rejections and reviews. System will allow a smooth transition when an employee is returned

to work from a termination. System will adjust hours if required; calculate benefits and accruals for

a specified period. System will reinstate payroll deductions that were in place prior to

termination. System tracks and reports employee certifications and licensing

requirements. System reports on any missing or expired certifications or licensing

items and notifies supervisor, manager, director, executive director and labor relations department of the expired item.

System interfaces with Staff Scheduling module and prevents scheduling employee with any missing or expired certifications or licensing items.


UNM Hospitals RFP ERP System Proposal Human ResourcesLabor Relations

FUNCTION RESPONSE

The following items also appear in Performance Management and do not need to be duplicated. They are included here to ensure they’re available.System supports tracking of disciplinary actions.System tracks the following information for all disciplinary actions:

a. Employee name and numberb. Applicable rule, policy and/or issuec. Organizational unit(s)d. Proposed disciplinee. Date discipline receivedf. Employee response dateg. Work locationh. Supervisor’s namei. Appealed?

System records and allows for reporting of historical disciplinary actions by:a. Employeeb. Level of incidentc. Date of actiond. Type of incidente. Departmentf. Bargaining unit / Union

System provides ability to track pre-discipline actions (i.e., warnings, counseling memos, verbal counseling, etc.)System automatically generates notifications and reminders to Human Resources, Managers and others when follow-up is due or overdue.System provides ability to flag employee record, once terminated, for eligibility for rehire.System tracks grievances according to user-defined processes, including the following data:

a. Date of step completionb. Arbitration informationc. Result of grievance

System allows for full narrative description of each step within a disciplinary or grievance process.System allows for attachment of documents to disciplinary or grievance records.


UNM Hospitals RFP ERP System Proposal Human ResourcesRecruiting

RecruitingFUNCTION RESPONSE

Applicant Flow and Tracking General Feature and Functionality. Applicant Screening. Web based New Employee Application Preparation. Tracking hire process by candidate/position/manager/recruiter. Applicant status self service - to include re-setting their password. Auto generated responses to applicant - to include password reset

notification. Hire process documentation. Generate job postings. New Employee On-boarding. Recruiter Statistics. Internal versus External Candidate Tracking. External Posting delayed until after Internal Posting. Internal posting vs. external posting requirements by Job Class. Link and pull info from a Position Description table. Allow recruiter to modify Position Title and/or add text specific to

recruited position, i.e. Operating Room Nurse. Allow routing of employee candidate salary calculation to multiple

levels within Human Resources for calculation and approval. Salary calculation process links to various salary tables

Allows for manager to initiate a job requisition online.Provides for user-defined, electronic routing of the requisition for approval. Describe ability to access real-time supervisory changes to ensure appropriate routing. Provides automatic routing for multiple approvers for each requisition.Ability to support multiple, user-defined types of openings/postings, such as employee, casual pool, per diem, volunteer, temporary, internship, etc.Provides functionality for applicant self-service via intranet and Internet.Allows for capturing both internal and external applicants.Allows for open competition (comparing internal and external applicants’ side-by-side, within the same data area).Allows for employees to apply to for a position and automatically populates the application with existing employee data.Links job posting to the position description.Supports matching position vacancies to employees, even if employee has not applied for a position.Controls or restricts job postings to budgeted positions within the defined cost center (position control).Supports creating a transfer pool of employees in closely related job classes.Supports creating a transfer pool of employees who have been targeted to move into this role. Please describe any integration between your recruiting functions and succession management functions.Captures relevant applicant data including demographic, skills, education, personal preferences, etc.



FUNCTION RESPONSE

Ability for applicants to identify job preferences.Allows for unsolicited applicants and an ability to indicate the positions for which they may be qualified.Allows candidate to add attachments (resumes, cover letters, etc.) to their record, with the ability for the recruiter and hiring manager to view these documents. List any restrictions on number, type or format of attachments.Able to utilize imaging to attach a resume and other applicant documents to their record. Candidate can automatically create a profile through the attachment and parsing of a resume. List any restrictions on resume formats. List any third-party contracts required to support resume parsing.Allows for client configuration of the online candidate experience, including fonts, logos, images, content, etc. Please describe.Stores job profile data such as knowledge, skills, abilities, credentials and education required. Job profile data automatically is linked to the requisition and posting, eliminating the need for a recruiter to duplicate the requisition qualifications upon posting.Allows for manual override of job profile data on requisition, if desired. Describe flexibility and limitations available for manual overrides.Ability to systematically analyze current high performing employees within a job and use that as a guide for identifying the appropriate and desired talent profile of applicants. Please describe any integration between your recruiting functions and performance management functions.System can filter candidate pool by user-defined criteria.Hiring managers can view online candidate pool. Describe how this is accomplished and whether there are any limits on the candidates which the manager can see.Multiple posting templates can be created in advance to minimize the need for generating posting verbiage for each requisition, with the ability to edit this information as needed.Provides for requisition control (list of open requisitions by department, filled requisitions by department, by whom, replacement or addition, transfers with requisition number, effective date, department to and from).System provides online job posting functionality for intranet and Internet.Allows for posting directly to third-party job boards from within the application itself. Please list applicable job boards and any restrictions to this capability.System can automatically close internal and external postings (including postings on job boards) when a position is filled.Ability to indicate a job posting only available to internal employees.Ability to set a user-defined job posting time period.Ability to leave a job posting open indefinitely.Posting rules can be defined to automate staggered postings via internal and external posting sites.Candidate can apply directly from a third-party job board site. Please describe how your system supports this process.Supports online interviews and maintains interview results.



FUNCTION RESPONSE

Supports user-defined, candidate screening questions.Please describe what types of questions can be asked (i.e., yes/no, multiple choice, short answer, essay, etc.).Is candidate allowed to continue applying if not all screening questions are answered?Allows for automatic linking to online assessments from the application. Please describe ability to link to existing third-party assessment tools.Allows for online entry of test results.Tracks whether degrees, licenses, and certifications have been verified, the date verified and by whom.Allows for consideration of candidates within the database who have not formally applied for a particular opening. Candidates can manually attach a candidate to a requisition or systematically prompt the candidate to apply for a particular opening.System auto generates all communication to candidate, hiring manager, recruiter, etc.Automates business functions such as sending ‘position has been filled’ correspondence to other applicants when a candidate has been selected for hire, etc.Applicant can see real-time status of their application for every vacancy from within their online account.Recruiter can view all positions applied for by applicant, both open and closed. Describe how a recruiter would access this information.Ability to automatically transfer applicant data to employee upon hire, including all demographic and talent profile data, such as education, competencies, skills, licenses, certifications, etc., without the need for rekeying.Provides online ability for manager to initiate an offer request.Ability to auto-generate an offer letter that can be customized to include information on employee benefits, job titles, rate of pay, start date, pre-employment instructions, etc. Allows for tracking offer results and counter offers. Provides for automation of the on boarding process specific to certain roles. Describe process and supporting functionality.Ability to track employee referrals.Ability to automate payout for employee referrals. Please describe integration to payroll for submission of these payouts.Ability to automate payouts for employee scholarships.Ability to automate payouts for sign-on bonuses.Ability to identify refunds owed by an employee for any hiring incentive paid should an employee terminate early or drops below the predetermined minimum FTE value.Ability to automatically reduce any final employee payments by the amount owed by an employee for scholarships or sign-on bonus refunds.Ability to track two-level referral source to capture detail on the source.System provides analysis for effectiveness of advertising methods, recruitment costs, and cost per hire.



FUNCTION RESPONSE

Supports user-defined categories for tracking requisition costs. Describe any limitations.Ability to post a requisition once and fill it many timesSystem can identify the applicant pool for a job posting for a specified time period in order to respond to a grievance or 3rd party suit.System allows employees to run a report that compares the qualifications on their application to all jobs they qualify for.System allows employees to run a report that compares the qualifications on their application to a position they are interested in.System allows managers to run a report identifying all employees that meet the job requirements of a position they need to fill.


UNM Hospitals RFP ERP System Proposal Human ResourcesEmployee Benefits

Employee BenefitsFUNCTION RESPONSE

Benefits General Features and Functionality. Benefits forecasting “What If” scenarios. Electronic Benefit Participation Reporting (adds, changes, deletes). COBRA Administration reporting interface with external vendor. FSA Administration reporting interface with external vendor. Demographics for Benefit Participation (married, domestic partner,

student status, etc). Employer and Employee retirement contribution tracking by plan. 401a, 403b and 457b participation. Employee Leave Management and Reporting. Transfer of or Sell Back of Earned Leave. Electronic Benefit Participation Reporting (adds, changes, deletes). Employer and Employee benefit contribution tracking by plan. Tuition Reimbursement.

System allows for maintenance of an unlimited number of benefit areas, benefit options, tiers of coverage. If not, describe limits and why are they meaningful.Ability to manage full flexible benefits programs is provided.Base system provides complete new hire and open enrollment process through employee self-service.System supports multiple benefit providers and maintains employee and dependent data for all standard and user-defined benefit plans.System provides for a variety of coverage options for each plan, e.g. individual, individual & spouse, single parent and children, etc.System provides online benefit statements through employee self-service.System provides ability to reference benefit documents for employee self-service.The system has the ability to track multiple benefit accrual rates based primarily on benefit classification with the ability to modify rate based on other fields (job class, payroll group and department).System can administer benefits premium billing for employees on paid and unpaid leave.System maintains data for retirement plans including eligibility for employer contributions, eligible earnings, vesting, employee contribution percentages, and participation dates.System is able to process deduction refunds with applicable tax effects.System provides the ability to set deduction characteristics (pre-tax/post-tax, varying frequencies, etc.) with automatic appropriate calculationsSystem automatically calculates:

a. Benefit amountb. Benefit eligibilityc. Waiting periodsd. Employee Contribution



FUNCTION RESPONSE

System automatically updates (i.e., changes, adds, or stops) benefit-related payroll deductions when benefit eligibility changes based upon user-defined rules without the need for the user keying any of the updates after the initial change.System automatically updates benefits deduction amounts and parameters when employee’s status changes (plan eligibility to in-eligibility, full time to part time, pay rate changes, group changes, etc.).System provides functionality to define varying eligibility, contribution and option rules for multiple groups of employees within the same plan structure.System calculates appropriate effective-dated benefit deduction immediately upon entry of approved employee enrollment data by employee via self-service.System provides functionality for employee to model benefit elections during open enrollment or at any time through employee self-service.System maintains data on former and non-employees with benefit coverage (retirees, spouses, students, etc.).System accommodates preventing inactive dependents from displaying during online enrollment functions, while still maintaining history on these dependents.System tracks and retains data on employee benefit changes and history.Time off accruals can be based on scheduled hours or actual hours worked.Time off plan calculations can be based upon an accrual (hours added to bank over time) or an allotment (hours added to bank up front).System can calculate time off accruals and enforce plan limits based upon any user-defined plan year (such as calendar year, fiscal year, plan year, anniversary date based, position effective date, etc.)System calculates monthly provider billing statements for all insured and self-insured plans.System produces electronic files to send eligibility and coverage updates to Third-party administrators.System generates an individualized enrollment form on paper.System generates an individualized enrollment form online for employee self-service.System supports enrollment of new or newly eligible employees on a regular basis throughout the plan year.System provides the ability to create, change, determine missed deductions and automatically update arrears and withhold from next processed payroll or multiple payroll cycles if not enough. Arrears processing.System captures all demographic data for employees, spouse or domestic partner and dependent children such as:

a. Full Nameb. Social security number (hides SSN on printed reports)c. Birth date/Age upon a specified dated. Gendere. Addressf. Type of Dependent (Spouse, DP, or Child)



FUNCTION RESPONSE

g. Student Status for Dependent Children (with status expiration date)

System captures all beneficiary information for employee upon initial hire or enrollment through self-service mechanism, sends reminders for missing beneficiary information, and tracks all subsequent changes: Life/AD&D, Voluntary Life, Retirement, and Last Paycheck/Final W-2.System handles multiple plan years (i.e., next year’s plans and rates can be set up during the current year).System allows rates for a new plan year to be added and new deductions calculated for each employee prior to the close of the old plan year.System provides benefit decision support during open enrollment and as a result of life events. Describe how the system will help an employee make appropriate benefit decisions based upon his/her specific needs.System allows for side-by-side plan and cost comparisons during the self-service enrollment process. Describe how this is delivered.System delivers user-configurable, online Total Compensation and Benefit Statements. Describe flexibility and any limitations in providing this data to employees, and how often data is updated.System accommodates changes in individual elections during the plan year based on a life event or status change.System provides within self-service functionality, a guide to employees that prompts them through all changes resulting from life events. Prevents an employee from “missing” an action due to the life event.System restricts participants from contributing more than the annual contribution limit for retirement plans.System tracks outstanding enrollment forms.System sends reminders to employees for outstanding enrollment forms.System restricts participants from receiving more than the annual contribution election limit for reimbursement accounts.System provides a set of standard reports. System provides the ability to create new reports and/or change existing standard reports without vendor intervention.System provides the capability to maintain actuarial data for benefit projections.System supports HIPAA 820 and 834 or other applicable transaction sets.System delivers analytic metrics related to benefit programs.System tracks retiree benefits eligibility, plan elections, and retiree coverage effective dates for health, dental, vision or other applicable benefit plans.System tracks employer subsidized and non-subsidized premium effective dates for retiree coverage for health, dental, vision or other applicable benefit plans.System transmits retiree benefits participation data to Third-party retiree benefits administrators.System notifies Benefits department of termination actions processed through Manager self-service and automatically generates benefit termination notices to benefit carriers


UNM Hospitals RFP ERP System Proposal Human ResourcesEmployee Health

Employee HealthFUNCTION RESPONSE

Employee Health General Features and Functionality. Routine employee health data and maintains a detailed history. Medical exam results and due dates. Notifies Employee Health when an applicant is in the pre-boarding/on-

boarding process and is due for testing. Generates rosters for Employee Health of all employees attending each

orientation session. Generates notifications and reminders to relevant parties of upcoming

or expired testing or vaccination requirements. Generates notifications for employees who transfer from a non-patient

care position to a patient care position. Workers Compensation Tracking and Liability Forecasts. Maintains Workers Compensation information. Tracks time away from work as a result of an incident or illness. Reports work restrictions by type. Tracks temporary duty by hour and job type. Tracks key dates related to work. Provides user-defined advance notices to relevant agencies for

expiration of work restriction and/or temporary duty. Generates random lists of employees for drug screening. Tracks drug testing and results. Generates an Employee Injury/Illness/Leave profile.

System maintains routine employee health data (TB tests, x-rays, hepatitis vaccines, PPD’s, access restrictions, etc.) and maintains a history of the data.System tracks medical exam results and due dates for new and existing employees.System automatically notifies Employee Health when an applicant is in the pre-boarding/on boarding process and is due for testing.System generates rosters for Employee Health of all employees attending each orientation session.System automatically generates notifications and reminders to relevant parties (including employee and manager) of upcoming or expired testing or vaccination requirements.System tracks and maintains Workers Compensation information including:

o Date of injury.o Visit history.o OSHA, non-government, and sharps reporting.o Reportable and non-reportable incidents and illnesses.o Maintain and print the OSHA 300 log series.o First Report of Injury.

System allows you to track both reportable and non-reportable incidents and illnesses.System delivers the ability to maintain and print the OSHA 300 log seriesSystem tracks data required for First Report of Injury.


UNM Hospitals RFP ERP System Proposal Human ResourcesEmployee Health

FUNCTION RESPONSE

System allows you to track time away from work as a result of an incident or illness.System tracks work restrictions by type (no accommodation required; accommodation needed; EEO and/or ADA review required; on hold pending further investigation).System tracks temporary duty by position and hours.System tracks key dates related to work restrictions (release date, start date, end date, etc.).System provides user-defined advance notices to relevant party(s) for expiration of work restriction and/or temporary duty.System tracks eligibility/requirement for specific testing or vaccinations by position/department and/or other user-defined employee group.System tracks drug testing and results (pre-employment, random, post-accident, etc.) by position/department.Report writer allows reports to be created by:

a. Employeeb. Injured Body Partc. Departmentd. Date of Injurye. Location Working

System provides the ability to request an Employee Injury/Illness history profile.System provides ability to track members of the safety committee.


UNM Hospitals RFP ERP System Proposal Human ResourcesLeave Management

Leave ManagementFUNCTION RESPONSE

System performs Leave Management and team calendaring for leave requests.System calculates holiday, vacation, major sick and minor sick accruals.System tracks and reports available and taken accruals for holiday, vacation, major sick and minor sick leave.System provides the ability to track paid leave with payment flexibility.System provides the ability to track unpaid leave.System provides capability to track family medical leave, jury duty, etc.System can define and track an unlimited number of leave types.System tracks absence by type, dates, days, hours, and reason.System will report on absence by type, dates, days, hours, and reason and trends by employee and department.System tracks transitional duty assignments.System can calculate and automatically determine eligibility for employee leaves based upon FMLA and other user-defined requirements.System will alert the FMLA administrator if an employee on FMLA has any accrued hours (sick, vacation, comp-time) paid that are not coded as FMLA.System can report off of leave taken within any user-defined period of time, including rolling 12-month periods of time.System can track alternate contact information for employee while on leave of absence.System can report and provide automatic alerts when employee’s leave time has or is about to expire.System can calculate and adjust leave balances for retroactive changes in status from eligible to ineligible and vice versa.System can calculate and adjust leave balances for retroactive payment of missing hours from prior payroll periods, or for retraction of overpaid hours from prior payroll periods.System provides mechanism for ad hoc adjustments to leave balances for reinstatement of hours, deletion of hours, and transfer of hours from one type of leave to another, transfer of hours from one employee to another, and other leave adjustments.System provides for major sick leave accruals payout on retirement.System provides for minor sick leave accruals to be transferred to annual leave (vacation) in excess of a predetermined minimum number of hours.System provides for minor sick leave accrual payout in excess of a predetermined minimum number of hours.System provides for a transfer of minor sick leave accruals to major sick leave accruals.System allows at predetermined periods employee election of excessive minor sick leave conversion to vacation or major sick hours or cash outSystem tracks Holiday hours and allows at predetermined periods employee selection of Holiday pay cash outSystem can calculate and automatically determine eligibility for employee leaves for Military Leave and other user-defined requirements.


UNM Hospitals RFP ERP System Proposal Human ResourcesLeave Management

FUNCTION RESPONSE

System can calculate and automatically determine eligibility for employee leaves for Administrative Leave (with or without pay) and other user-defined requirements.


UNM Hospitals RFP ERP System Proposal Human ResourcesCompensation Management

Compensation ManagementFUNCTION RESPONSE

Compensation Management General Features and Functionality. Interfaces with the Position Management module. Interfaces with the Staff Scheduling module. Interfaces with the Performance Management module. Interfaces with the Succession Management module. Compensation forecasting “What If” scenarios. Salary Survey comparison to “Market” data. Budgeting by position within cost center. FTE Management by cost center. Incentive Plan Management and Forecasting for multiple incentive

plans and incentive eligible employee groups. Pay changes: percentage, flat rate, individual and mass.

System provides for compensation projections and analysis (if/then scenarios).System handles employees with multiple rates of pay, multiple position assignments, and/or multiple department/cost center assignments.System is FLSA overtime compliant for both regular pay cycle and manual payments.System maintains FLSA regular rate (full blended rate) calculation compliance even when an employee works in more than one legal entity.System maintains FLSA regular rate (full blended rate) calculation compliance even when an employee works in more than one position at different pay rates.System provides the ability to track market data and perform market equity analysis.System tracks competency and skill proficiencies and expiration dates by employee.System provides the ability to simulate pay and range increases by:

a. Department / Cost centerb. Job Codec. Pay Graded. Position in Rangee. Overtimef. Double-timeg. Shift Differentialh. On Call / Call Back payi. Any Miscellaneous pay differentialj. User defined criteria

System provides ability to create/maintain multiple pay grade structures.System provides ability to create multiple versions of the same salary structure based upon applicable geographic or other user-defined differentials.System automates the creation of annual salary award budgets for particular employee groups based upon user-defined parameters.System tracks edits and controls spend against budgets within user-defined parameters.



FUNCTION RESPONSE

System automatically routes proposed merit increases based upon organization-specific routing and approval requirements. Describe flexibility and whether all proposed increases can be entered and approved at the same time.System allows for base-pay increases to be awarded out of more than one budget at a time, such as merit, promotional and bonus concurrently.System can propose a merit increase for each employee with overrides allowed by manager, within user-defined guidelines. Describe any integration between your compensation functions and performance management functions.System automatically calculates applicable lump sum payments as a result of a merit award for employees who exceed the maximum of their salary range.System automatically calculates bonus payouts for achievement of individual or organizational objectives in accordance with the applicable variable pay plan parameter(s). Describe integration between your compensation functions and any goal tracking functions.System automatically pro-rates payout calculations to adjust for employees who were eligible for the incentive compensation plan during only a portion of the plan period. Describe how data is tracked and pro-ratio’s are calculated.System can submit calculated incentive compensation plan payouts to Payroll for payment. Describe process.System allows for retroactive adjustment of pay rates without manual intervention in correcting system history.System provides for automated calculation of retroactive payments due based upon retroactive adjustments to pay rates, including automatic adjustment of FLSA regular rates when retroactive adjustments are made.System provides for multiple incentive pay methods for both exempt and non-exempt employees.System supports multiple pay out dates e.g. annual, semi-annual, anniversary.System supports unlimited payroll groups and sub-groups.System supports multiple benefit groups within a bargaining unit or payroll group.System supports unlimited pay types to accommodate differential payments by bargaining unit or management pay plans.System supports unlimited pay plans within pay groups.System tracks pay costs by payroll group, pay plan, pay types, benefit groups and bargaining units.System automatically adjusts, documents and tracks accruals for minor sick leave, major sick leave, paid leave (vacation), holiday pay and comp time based on FTE change.System creates on line access reports for employee accrual status for vacation, minor sick, major sick, holiday hours, compensatory time and other user identified accruals.System provides for upload and reporting of outside salary survey data.System prepares salary survey reporting and compares various pay levels to user designated pays.System provides creation of user salary information and reports for submission to external salary survey providers.



FUNCTION RESPONSE

System allows user designated reporting and auditing of pay information, employee status changes, pay grades, and other user designated information on multiple organizational levels and a variety of scheduled frequency’s.System provides status change reporting (before and after) on individual employee and on mass employee changes submitted to the HR system.System allows multiple simultaneous change actions to be submitted and prevents unintended data changes e.g. salary change increase followed by a decrease.System allows both mass change actions and individual change actions on designated dates, based on criteria such as pay plan type, position or title, and other designated categories.System allows for pre-designated pay increases at annual employee evaluation review date based on minimum criteria for the employee evaluation.System calculates pay reports on any payroll group or pay plan group for any designated period i.e. month, quarter, calendar year, fiscal year.System reports on any differential pay to employees for any designated period.System creates user designated reports on any category, position, FTE status, hours worked, cost center, etc.System creates pay reports by unit to show pay equitability/compression among various position levels. i.e. Tech – Supervisor – Manager - Director


UNM Hospitals RFP ERP System Proposal Human ResourcesPosition Management

Position ManagementFUNCTION RESPONSE

Position Management General Features and Functionality.Interfaces with the Staff Scheduling module.Interfaces with the Performance Management module.Interfaces with the Succession Management module.Interfaces with the Compensation Management module.System provides functionality for complete job description.Job Description Administration.

Title. Position Description. Grade. FLSA. Position Type. Pay Plan Type. Subject to other types of incentive plans.

System provides functionality for complete position definition.Position Requirements.

Education. Experience. License/Certification. Tests. Hospital Credentialing. Subject to Management Contract. Subject to Management Incentive Plan.

System provides the ability to track market data and perform market equity analysis.System provides position management reports by department and is cumulative.System provides position management reports that reflect all of a managers assigned positions and their related FTEs.System provides position management functionality, including headcount, FTE; pay rate, multiple job assignment definition.Job table and position table are completely integrated.Job information can default to related position record(s).Position information can default to related job record(s).System tracks competency and skill proficiencies by position.System provides functionality enabling job description information to be available to employee and managers.System can track job evaluation results, including job score and exempt/non-exempt position analysis.System is integrated to the compensation management functions to allow for automation of the compensation process.System is integrated to the performance management functions to allow for automation of the performance management process.


UNM Hospitals RFP ERP System Proposal Human ResourcesPosition Management

FUNCTION RESPONSE

System is integrated to the recruiting functions. Links position description to recruitment job postings.System allows Human Resources to make changes to organizational or job-specific standards and automatically update all applicable performance appraisal documents.System provides a global search and replace for each data item.System provides a revision, replacement and approval function.System provides an Activation / Inactivation / Under Construction function with effective dates.System provides a catalog of position description contents: both numerical and alphabetical.System provides a capability to submit position description revisions to HR with justification comments and approval routing.System provides a capability to link the position description to the finance cost center budgeting function.Allows users based on security access to generate requests to change:

Supervisor. Shift length. FTE points. FTE benefit status. Cost center. Other user designated categories. Any changes may be routed to multiple management levels within HR

or Finance for information, coordination and / or approval.System creates Organization Charts by cost centers, groups of cost centers, Directors, Managers, Supervisors, etc.


UNM Hospitals RFP ERP System Proposal Human ResourcesPerformance Management

Performance ManagementFUNCTION RESPONSE

Interfaces with the Position Management module.Interfaces with the Staff Scheduling module.Interfaces with the Succession Management module.Interfaces with the Compensation Management module.

Process Flow / Work Flow Management General Features and Functionality.

Sign-off’s, Approvals, etc. for Hiring, Firing, Performance Evaluations, Budgeting (over / under), Job Posting.

Effective Date Posting for position changes, salary changes, department and cost center changes.

System automatically calculates and triggers a review due date off the following employee dates:

a. Hire date.b. Adjusted hire date.c. Seniority date by department / cost center.d. Last review date.e. Position effective date.f. Birth date.g. Eligibility group effective date.h. Status Change date.i. Other annual date.

System allows multiple types of employee evaluation tools.System allows modification of evaluations for different levels of staff and management.System allows manual creation of goals specific to individual, unit and over all enterprise levels.System calculates and tracks goal achievement and pay for performance for various levels.System tracks goal achievement on various levels: individual, unit, administrator and goal type.System tracks performance review results and produces appraisal reminders.System allows for user override of due dates.System allows for user-defined special evaluations (i.e., extended probationary period).System automatically generates review due notifications and reminders for employee and manager (or others, as user defined).System provides for and tracks improvement needed situations and allows follow-up at user-defined intervals.System provides the ability for conducting paperless performance reviews.System maintains online history of all performance reviews.System provides the ability to incorporate 360 feedback through peer and self evaluations.System allows for multiple reviewers and provides aggregated results.


UNM Hospitals RFP ERP System Proposal Human ResourcesPerformance ManagementFUNCTION RESPONSE

System provides the ability to automatically tie job specific competencies to the performance appraisal.System provides the ability to automatically tie level-specific (staff, supervisor, director, etc.) core competencies to the performance appraisal.System delivers the ability to define and track the achievement of goals and objectives within the performance appraisal. System automates the cascading of organizational goals. Describe ability to define to what organizational units the goals are cascaded (i.e., to whole organization or just to defined organizational units).System allows for cascaded goals to be modified at each applicable organizational unit and/or employee to make them specific and relevant to the employee(s) involved.System supports the ability to align employees to cascaded goals.System supports SMART rating of goals.System supports the ability to weight and prioritize goals.System allows for the association of specific activities to goals to define the specific plan for achievement.System allows for specific employee goals to be included or excluded from the performance appraisal process.System allows user to set up an unlimited number of different types of appraisal forms to accommodate different review types (introductory, annual, succession, etc.) and multiple groups of employees (staff, supervisor, director, incentive 6-month group, incentive annual group, non-incentive management etc.).System allows user to set up appraisal forms with an unlimited number of user-defined sections (including, but not limited to, job-specific criteria, level-specific criteria, organization-specific criteria, goals and objectives, etc.)System allows user to set up multiple rating scales that apply to various sections of the appraisal.System allows user to set up various rules for weighting each section of the appraisal based upon the applicable employee group.System provides capability to conduct introductory and annual performance reviews in a manner that is compliant with Joint Commission Human Resources Standards. Please describe how Joint Commission accreditation requirements are met.System tracks performance review due dates and reports on timeliness of the reviews.System allows modification of a performance review due date for employees on FMLA so the evaluation is not reported as past due or delinquent.System allows tracking of more than one performance review due at a time to accommodate for employees with multiple positions or multiple types of reviews.System allows multiple supervisors to have input to a singular review in the scenario where the employee has more than one direct or indirect supervisor(s).System provides a library of healthcare-specific competencies.System provides the option for organization to create their own competencies, as well as to upload third-party competency models.



System is integrated to the compensation management functions to allow for automation of the merit increase process. Describe how performance data is shared with the merit increase function.System is integrated to the learning and development functions to allow for determination of appropriate learning activities to close documented performance gaps. System provides for ability to link to and create a specific development plan for the employee.System allows employee online access to view and propose updates to his/her development plan.System supports tracking of disciplinary actions and performance improvement plans (PIPs).System tracks the following information for all disciplinary actions and PIP’s:

a. Employee name and number.b. Applicable rule, policy and/or issue.c. Organizational unit(s).d. Proposed discipline or action.e. Date discipline or PIP received.f. Employee response date.g. Work location.h. Supervisor’s name.i. Appealed?

System records and allows for reporting of historical disciplinary actions and PIP’s by:

a. Employee.b. Level of incident.c. Date of action.d. Type of incident.e. Department.f. Bargaining unit / Union.

System allows for reporting of historical disciplinary actions and PIP trends by:

g. Employee.h. Level of incident.i. Date of action.j. Type of incident.k. Department.l. Bargaining unit / Union.m. Units.n. Organization.

System provides ability to track pre-discipline or pre-PIP actions (i.e., warnings, counseling memos, verbal counseling, etc.)System automatically generates notifications and reminders to Human Resources, Managers and others when follow-up is due or overdue.



System generates warning notice to Human Resources, Managers and others when overdue status of 20 days, 25 days and 30 days is reached. System provides monthly report of all evaluations completed when 30 days or more overdue.System provides ability to flag employee record, once terminated, for eligibility for rehire.System tracks grievances according to user-defined processes, including the following data:

a. Date of step completion.b. Arbitration information.c. Result of grievance.

System allows for full narrative description of each step within a disciplinary or grievance process.System allows for attachment of documents to disciplinary or grievance records.


UNM Hospitals RFP ERP System Proposal Human ResourcesLearning and Development

Learning and DevelopmentFUNCTION RESPONSE

Employee Training and Development General Features and Functionality.

Licensure/certification requirements interface with the Position Management module.

Licensure/certification requirements interface with the Staff Scheduling module.

Licensure/certification requirements interface with the Performance Management module.

Licensure/certification requirements interface with the Succession Management module.

Licensure/certification requirements Interface with the Compensation Management module.

Employee Licensure Tracking and Reporting (compliance, delinquencies, expirations) including “Source Agency” (Nursing Board, State, etc).

Identifies Training Needed and Completed. Tracks Certifications required by position and expiration date. Annual competency training accomplished. Annual recertification and required training accomplished. Tracks and reports licensure/certification status on multiple levels: due

within specified period, complete, delinquent, etc.System tracks educational requirements by job class/position/employee.System tracks required licenses/certifications by job class/position/employee.System tracks competency requirements by job class/position/employee.System tracks skill level requirements (by proficiency description and ratings).System can track behavioral description of skill levels for soft skills.System provides easy to create and print out of compliance reports and automatic reminders for employees and managers who skills, competencies, licensure, certification or required training has or is about to expire.System supports employee development plans (i.e., training plan, narrative goals, accomplishments, required training, professional development, etc.)System maintains education, degree, school level of employee.System maintains tuition reimbursement tracking.System supports tracking of mandatory training.System supports tracking of personal development.System tracks external training classes, seminars, conferences, etc. that an employee has successfully completed.Systems tracks actual training hours for appropriate professional certification credits.System provides online access to individual training histories (i.e., to both administrators and to the employee). System tracks due dates for required training classes, notifying managers and HR in advance of upcoming training needs of employee.



FUNCTION RESPONSE

System allows training administrators to develop and manage to an organizational development plan to meet upcoming training needs.System automates creation of a development budget based upon the organizational development plan and provides for the distribution of that budget throughout the organization’s supervisor hierarchy.System provides company training record keeping to include course catalogue, course scheduling, class enrollment lists, and training attendance.System provides ability to track course information (required, pending, approved, completed, credits achieved, CEU's, cost, dates).System provides online registration capabilities for employee and manager.System generates automatic reminders of upcoming classes by email.System allows employee to link to third-party online training content from within the application or reminder email.System automatically wait-lists overflow registrants.System automatically notifies wait listed employees of training slots as they become available due to cancellations.System automatically registers and confirms wait listed participants when space becomes available.System allows for tracking and reporting of employees who registered but did not attend a training class.System provides for the ability to track and report on employee progress through curriculum.System provides and automatically scores multiple choice exams for each competency.System provides multiple variations of the multiple choice exams for each competency so when a student retakes an exam they are not presented with the same exam.System allows student to retake exams for each competency.System delivers skill gap analysis to promote employee development for current or desired position(s).System delivers skill gap analysis at a management level for their direct reports.System delivers the ability to report on combinations of skills, training, and education.System delivers an online view of a complete talent profile for each employee.System automatically updates an employee’s talent profile based upon learning outcomes.System can compare an employee’s current skills and competencies to a position’s required skills and competencies to target appropriate learning activities.System supports advancement eligibility based upon completion of required training, certifications, competencies and education.System supports online training content including multimedia (video and audio) and performs assessments (exams).System provides asynchronous / synchronous environment to support learning groups (content folders, tracking, blogs, wikis).



FUNCTION RESPONSE

System provides access to the above by specific job type, job classification or administrator, director, manager, supervisor designation.System interfaces with Position Management to ensure required competencies are identified within curricula for the position.System identifies changes in position responsibilities and notifies employees of new required competencies for the position. For example, an employee transfers from a non-patient care position to a patient care position. Or an employee becomes a “new leader”.System provides reports to track curricula completion and scheduled offering data by position as defined in Position Management.System interfaces with other learning systems when an organization must report on non-employee competencies and track compliance with those competencies in order to work in the hospital.System supports online training content including multimedia (video and audio) and performs assessments (exams).System provides asynchronous / synchronous environment to support learning groups (content folders, tracking, blogs, wikis).System provides access to the above by specific job type, job classification or administrator, director, manager, supervisor designation.System interfaces with Position Management to ensure required competencies are identified within curricula for the position.System identifies changes in position responsibilities and notifies employees of new required competencies for the position. For example, an employee transfers from a non-patient care position to a patient care position. Or an employee becomes a “new leader”.System provides reports to track curricula completion and scheduled offering data by position as defined in Position Management.User interfaces must be easy to teach and easy to learn for all users.Ability to handle multiple domains.Customizable domain registration front-end designs with current news and updates.Include ability to attach Pre-Training and Post-Training testing for class room and online learning.Must contain fully-functional “Test Builder”, including:

Question branching. Flexible length of questions. Unlimited questions. Remediation options. Optional timed test feature. Accommodate sequenced responses. Sequence building for case studies. Optional randomizations. Fill-in-the-blank, drag & drop, short answer questions.

“Test Builder” must support a variety of media including images, flash animation and video.System allows for online class content developed in-house and by third parties.



FUNCTION RESPONSE

For Online Modules does the system contain the ability to establish prerequisites and course assignment order (one course must be completed before the next course in a predefined order)?For Classroom registration does the system contain an option to set up multiple pre-requisites for a course?Does the system accommodate a blended classroom and online attendance once the defined course has been completed and the exam passed or vice versa?Can prerequisites be required or overridden in the system by an instructor as needed on an individual basis?Does the system contain an option to solicit supervisor approval prior to allowing registration versus only a notification to the supervisor of registration?Does the system contain flexible search features including a search by course title, job title or curriculum categories?Does the system contain a Help feature for users?Does the system provide the ability for students to download course materials and other learning documentation?Does the system contain a course repository or library of books, materials, how-to’s, course tips, job-aids or follow-up information?Does the system have the ability for Instructors to selectively release course materials, lessons or links to related courses for student / material tracking?Does the system have the ability to generate customized evaluations by course owner or course title (both online and classroom)?Does the system have the ability to link evaluations to the class roster?Does the system have the ability to auto send the linked evaluation to all students following the completion of the class?Does the system contain a Survey Tool with a “send” option to all registered attendees?Does the system contain the ability to print or email Completion Certificates for courses completed online or in a classroom that contain an annual CEU approval code and the instructor electronic signature?


UNM Hospitals RFP ERP System Proposal Human ResourcesSuccession Management

Succession ManagementFUNCTION RESPONSE

Employee Succession/Career Management General Features and Functionality.

Interfaces with the Position Management module. Interfaces with the Staff Scheduling module. Interfaces with the Performance Management module. Interfaces with the Compensation Management module. Position Control. Job Descriptions Interface with Performance Evaluations. Performance Evaluations with Date Tracking and E-mail

Notifications.o Supervisor rating.o Employee signoff.o Manager signoff.

Must facilitate a non-organizational manager reviewing an employee within a different organization. For example, a university employee may have hospital employees reporting to the university employee that he/she must write an evaluation for.

o TJC compliant. Position Reporting by Job Class.

o Patient Care vs. Non-Patient Care.o Nursing (RN’s, LPN’s, etc.).o Technicians.o Behavioral Health.o Emergency Medicine.o Casual Pool.o Nurse Travelers.o Contractors.o Administrative.o Managers.o Supervisors.o Cost Centers.o Full Time vs. Part Time vs. Temporary.o Pay Plans.o Union Bargaining Unit.

System provides ability to track target job(s) by employee.System provides ability to track readiness for target job(s) by employee.System provides ability to track potential by employee.System provides a list of possible successors for a position and ranks each possible successor for “fit” for the position.System provides ability to track employee preferences related to career development, travel, relocation, etc.


UNM Hospitals RFP ERP System Proposal Human ResourcesSuccession ManagementFUNCTION RESPONSE

System allows for free-text comments on employee succession record.System provides an online view of employee’s complete talent profile which includes competencies, skills, credentials, preferences, and performance history.System supports user definition of a desired talent profile (i.e., critical competencies and success factors) for all roles within the organization.System provides ability to search the internal talent pool and perform gap analysis on employees within that pool.System supports the creation of a job-specific succession pool.System allows you to identify jobs where no successors have been targeted.System provides ability to perform employee competency gap analysis on both current and proposed positions.System provides online career management functions for employees, including the ability to match their own competencies to other positions within the organization.System provides the ability for employees to initiate a development plan, with online routing for approval.System allows for development needs identified during the succession planning process to be fed to development plan.System provides ability to flag key positions.System supports the ability to plan for succession for all positions, not just leadership positions.System provides ability to create and administer user-defined forms for capturing succession assessments of employee potential by position or other user-defined grouping.System provides the ability to take action directly from succession planning views to promote or transfer an employee within the organization.System allows for passive, internal talent to be evaluated side-by-side with active, external candidates for a requisition.System provides for a consistent job profile to be used by both the succession functions and recruiting functions. Describe integration of succession functions with recruiting functions.


UNM Hospitals RFP ERP System Proposal Human ResourcesHR Reporting - General

HR Reporting - GeneralFUNCTION RESPONSE

Compliance Reporting General Features and Functionality. FLSA. FMLA. The Joint Commission (TJC). Centers for Medicare & Medicaid Services (CMS). COBRA. EEO. VETS 100. Discrimination Testing. OSHA. ADA. MAGNET certification.

System provides for flexible import/export capability. Please describe tools/methods used.System provides for an easy-to-use ad hoc reporting tool.System delivers an enterprise wide reporting solution utilizing the same security profile as the application.System provides the ability to modify delivered reports without code or IT Department involvement.System delivers Drill Around functionality out of the box without the need for mapping data or drill paths.System provides a variety of download capabilities. Please provide a list of options.System delivers integration with Microsoft Office desktop applications.System delivers the ability to automatically distribute information electronically when user-defined thresholds or triggers for the data have been met.System delivers compliance reports (EEO, OSHA, Vet-100)System is compliant with HIPAA and COBRA reporting.System delivers defined contribution Discrimination TestingWill the system track the necessary items for the hospital to achieve and maintain “Magnet” or “Pathways” designation?

Staff Credentials. Earned Professional Certifications. Professional organization membership, activities and offices held. Professional development programs attended. Formal academic education completed. Tuition reimbursement used for professional development. Ethic Profile. Perform self performance appraisal. Perform peer performance appraisals. Perform management performance appraisals. Perform executive performance appraisals.


UNM Hospitals RFP ERP System Proposal Human ResourcesHR Reporting - General

FUNCTION RESPONSE

Staff turnover as defined by “Magnet” which includes department transfers.

Identify any “specialized” reasons for leaving the hospital or department.

Identify employees who transferred from/to direct care positions.


UNM Hospitals RFP ERP System Proposal Human ResourcesEmployee Self-Service

Employee Self ServiceFUNCTION RESPONSE

System provides for employee self-service. Please list all self service features in an appendix reference.System provides for manager self service. Please list all manager self-service features in an appendix reference.Self service is integrated with:

a. Role based dashboards.b. Workflow.c. Enterprise solutions.

Define how self service features are managed to comply with organizational policy and approval requirements.Does the system provide on-line access to pay stub information?Ability to provide on-line access to change personal information.

a. W-4.b. 401a, 403b and 457b.c. Life Insurance.d. Short Term Disability (STD).e. Long Term Disability (LTD).f. Address.g. Medical coverage.h. Leave balances (vacation, sick, major sick, etc.).i. Dental coverage.j. W-2.k. Electronic check stubs.

Does the system have the ability for employee to review their training history?Can the system perform on-line calculations against their pay stub to model benefit changes?Is the self service module web enabled?Does the self service module allow for user authentication and then direct to their personal data?Does the Self service module require any software to be downloaded to the desktop?Is there support for employee creation and submission of leave requests?Can the leave request be routed to a predefined work flow?Is there support for routing the leave request and approval by a manager?Is there EMAIL notification to the manager for approval?System has the ability to set a parameter to stop negative leave accruals?Can leave accruals be defined by job code or job class?Will the system track educational assistance eligibility and cost?


UNM Hospitals RFP ERP System Proposal Payroll

PayrollFUNCTION RESPONSE

Integrated Payroll system General Features and Functionality.Is the software SAS-70 compliant and certified?Integrated with all other system modules.

System provides functionality to define and manage a multi-entity IDN (multiple EIN's) within a single company structure.

Payroll data and processes share a common database with other enterprise processes, especially human resources, general ledger and financials.

Process and account for multiple pay plans for multiple employee groups.

System supports multiple pay period dates (weekly, bi-weekly, etc.) and multiple facilities for those pay periods.

Handles multiple pay period dates (weekly, bi-weekly, etc.) for multiple tax identifications and facilities for each pay period.

Supports multiple payroll cycles (e.g. bi-weekly) including confidential runs.

Supports supplemental pay cycle runs and manual check processing. Accommodates complex logic controlling the pay calculation and

deduction amounts. Accommodate union and non-union wage and labor hour tracking. Accommodates time and attendance tracking and import of data from

Kronos Time and Attendance. Has the ability to run more than one pay cycle per day; this may be for

different facilities or for manual or special checks with no minimum number of checks.

Pay employees with multiple pay rates and for multiple jobs.o Employees paid for multiple jobs may be paid on a single

check.o Supports multiple pay checks per employee if multiple pay

documents are submitted (user selectable option).o Supports storage of multiple pay periods by employee for on-

line inquiry based on user-defined time frames.o Salaried/non-exempt employees should be able to receive

multiple types of additional compensation (shift, bonus, on-call, call-back, etc.).

Ability to check against the hire date and termination date of employees to determine when employees may be paid.

o Allows terminated employees to be paid with warnings and an audit report.

Ability to split employee wage and benefit expense across multiple cost centers and accounts. List any limitations in an Appendix entry.

Capability to re-run selected steps of the payroll process for selected portions of the employee population.

Automatically calculates retroactive and incentive pay with user control over check production.



FUNCTION RESPONSE

Ability to automatically pay a specified amount over a specified period of time.

Ability to pay either hours or dollars with a timecard. Multiple shift reporting and multiple shift types.

o Regular, over-time, double-time, triple-time, accounting.o Shift accounting such as 8 x 5, 12 x 3, 10 x 4, etc.o Days, Swing, Nights, Weekends, and Holidays.o Provides for multiple pay rates for multiple positions worked.o Handle multiple shift differentials depending on shift type and

department.o Provide for payment of shift premiums in either a flat amount

or an hourly percentage. Provides table maintenance for all user initiated payroll issues relative

to pay types, labor hours, accruals, etc. Ability to modify or customize screen layouts by user. System has the ability to capture pay period information on hours

worked for either staffing agency or other non-employees. System provides the ability to capture the totals for all earnings,

deductions, etc. for calendar year-end or fiscal year end reconciliation’s.

System provides the ability to view system/facility general demographic data such as FTE counts, counts by Full-time and Part-time; regular and temporary; etc.

System provides the ability to flag employees who have no time entries, no check printed, delinquent deductions, etc.

System provides the ability to track paid leave with payment flexibility.

Ability to handle imputed income (i.e. life insurance or discounts extended by affiliated organizations) either annually and by pay period.

System provides table maintenance for all necessary user initiated payroll issues relative to call back pay, weekend, holiday pay, etc.

System provides the ability to deduct federal taxes at flat rates for special checks.

System provides the ability to maintain accruals of payroll records. System supports on-line update and inquiry of payroll accumulators

(YTD, QTD, MTD for hours and earnings, etc.). System automatically calculates shift differentials for more than the

traditional 3-4 shifts. System supports storage of multiple pay periods by employee for on-

line inquiry based on user-defined time frames. Exempt/non-exempt employees should be able to receive additional

compensation (shift, bonus, on-call, etc.). System automatically calculates retroactive and incentive pay with

user control over check production. Accrued benefits are validated prior to payroll processing.



FUNCTION RESPONSE

System supports paid time-off accruals and provides for carry-over of unused time into various banks.

System supports unlimited cost centers. System provides functionality enabling Activity-Based Costing

including grants, projects, etc. System provides for the conversion of worked hours into FTEs for

reporting purposes. System allows for collecting site or location specific data that may

affect the payroll process. System allows for programmatically populating site or location

specific data based on user defined parameters. System allows for importing timecard data from a variety of input

formats. System performs data validation when importing timecard data. System must allow set-up of custom user access profiles based on job

description to maintain adequate internal controls. System has unlimited timecard import ability. System allows for data imports that may update any area of the

database and maintains the data validation with the imported data. System interfaces with the general ledger at the level of detail defined

by the user. System interfaces with accounts payable to accommodate payment of

special reimbursements or other situations.

Taxes and Tax authorities. Calculation of federal taxes, state taxes for multiple states, including

applicable reciprocity calculations and local tax authorities (i.e. county, city, school district).

Deliver tax table revisions as they are mandated in order that they may be implemented for the effective date. Describe process for updating tax tables and frequency in the Appendix.

System allows for calculation of state taxes for multiple states, including applicable reciprocity calculations.

Effective date tax calculations for employee pay adjustments and for check reversals.

Integrated tax authority reporting in the format mandated. Supports electronic submission of tax data to regulatory agencies. Establish tax records for new hires and prompts for any missing tax

authority record for either the employee job location or home address. Ability to deduct federal and state taxes at flat rates for special checks. Handles Earned Income Credit.

Cost center allocations. Employee “home” cost center. Employee temporarily working in another cost center. Employee voluntarily working additional hours.



FUNCTION RESPONSE

Activity-based accounting for grants, contract by contract type, projects, etc.

Predefined percentage split between home cost center and other cost center(s) i.e. by FTE or hours worked.

Benefit tracking. Designate holiday’s at the organization level and automatically pay

employees for those holidays’ by employee group (i.e. union, non-union).

Calculates and tracks compensated time such as vacation, minor sick, major sick, etc.

Calculates and tracks holiday pay and allows designated conversion to vacation pay or to be paid out.

Transfer of accrued time from sick to vacation and reverse. Transfer of extended sick time to another employee. Transfer of vacation time to another employee to use as extended sick

time. Retro active benefit / deduction processing. Track paid leave with payment flexibility (i.e. pay half-time vs. full-

time).

Accruals tracking. Ability to maintain accruals. Accrues labor hours and dollars. Supports time-off accruals and carry over of unused time into “banks”

with maximum limits established. Benefit hour accruals for all paid benefits. Accrued benefits are validated prior to being paid in a pay cycle. Variable accrual rates based on employee length of service, FTE

status, hours worked or paid leave hours utilized in a pay period. Available paid leave will be recorded in “banks” within maximum

limits established and will update automatically with each pay period’s activity.

Accruals rates will reduce when leave banks are depleted or other leave without pay occurs for a pay period.

Stop paying accrued benefits when appropriate. Able to forecast benefit accruals for a defined period (i.e. month,

quarter, semi-annual, annual) for both calendar and fiscal years. Liability reporting for accrued leave hours and dollars by leave type

and other AD HOC parameters. System will validate timecards for all leave hours against available

accrual bank balances prior to processing payment within a pay cycle. Ability to pay an amount for accrued hours using multiple pay codes

from the same accrual. Allows conversion of designated accruals to cash or other accruals

categories i.e. minor sick to major sick, paid out or transfer to vacation.



FUNCTION RESPONSE

Calculates and tracks compensatory time. Able to forecast benefit accruals for a defined period (i.e. month,

quarter, semi-annual, annual) for both calendar and fiscal years.

Supports labor reporting for: Accommodate both calendar year and fiscal year to date reporting. Current to previous year variance (both calendar and fiscal). Multiple managerial summary levels (i.e. administrator, executive

director, director, manager, supervisor, team lead, etc.). Last year previous period (month, quarter, year) for both calendar and

fiscal years. Provides fiscal and calendar YTD figures for labor distributions. Provides for the reporting of worked hours, pay as an FTE for

budgeting purposes. System supports allocation of employee earnings and/or labor expense

to an unlimited number of cost centers. The system supports labor reporting for:

o Previous period.o Year-to-date.o Last year previous period.o Last year year-to-date.o Current to previous period variance.o Current to previous year variance.o Accommodate both calendar year and fiscal year reporting.

Deduction Processing. Maintain an unlimited number of deductions. Prorate deductions by pay period and for previous periods (catch-up). Ability to handle multiple preset parameters for deductions. Ability for deductions to be taken over a period of time with start/stop

dates, specific number of deductions, dollar limits, etc. Deductions may be processed using:

o Percent of pay.o Flat dollar amount.o YTD dollar amount.o User-defined calculations.

Handle collecting deduction arrears within predefined “minimum” pay parameters in order that an employee does not receive a zero check.

Generates notices for manual benefit payments due from employees, for example Cobra payments.

System has the ability to prorate deductions. System has the ability to adjust priorities of deductions. System has the ability to handle multiple preset parameters for

deductions (i.e. health insurance taken only 2 times monthly in a 3 pay period month for twice weekly payrolls, etc.)



FUNCTION RESPONSE

Check Processing. System provides the ability to handle direct deposit to multiple

financial institutions in various Federal Reserve districts. List any limits/restrictions in the Appendix.

Supports unlimited direct deposit accounts per employee. List any limits/restrictions in the Appendix.

System generates message on paychecks and direct deposit forms. Supports voiding checks by check number. Has the ability to void payroll checks for a specified period of time

(12 months) by the check date and apply any changes to the appropriate accounting accumulators for calendar and fiscal years.

Any check reversals are interfaced to the general ledger and to the appropriate cost centers and accounting periods.

Automatically updates earnings, hours, and deductions when a check is voided and adjusts tax authority limits if appropriate.

Automatically updates earnings, hours, and deductions when a manual check is created.

Includes regulatory limits such as FUI, SUI, Worker’s Compensation, FICA and 457(b)/403(b)/401(a) contributions in manual check calculation.

Retro Active Pay Processing.o Calculated from the date of change, forward through the most

recent pay period accommodating effective dates on taxes.o Option to select specific date range and rate information.

System provides the ability to gross up a check in order to ensure the employee receives the appropriate net pay.

System has the ability to produce a third party check tied to the employee.

System has the ability to print checks using encryption software and MICR printers.

System provides the ability to generate duplicate earnings/direct deposit statements individually.

Garnishment Support. Define federal & state disposable income. Automatically start pending garnishment(s) when current garnishment

is completed. Generate payments to creditor for wages withheld based on “order to

pay” information. Entry of court “order to release” documentation will cause

garnishment to stop in system. Automatically prorate concurrent garnishments. Adjust garnishments for voided checks and manual checks. Ability to refund garnishment amounts over-withheld or withheld in

error.

W-2 Processing.



FUNCTION RESPONSE

System has the ability to generate W-2s. System has the ability to generate previous years W-2s on demand. System provides an option for delivering online W-2s to employees. Provides an option for delivering online W-2s to employees. Electronic W-2 filing supported for Federal, State and other taxing

authorities. Generate all applicable tax reports and schedules. Supports W-2 reporting for multiple state EIN’s under a single Federal

EIN. Reports and tracks employee designated Tax Exempt status. Tracks IRS identified single and zero withhold designations. Captures pay period information on earnings and taxes for

employment agency personnel that are not employees and for other non-employee personnel.

System provides functionality to include a single employee record working in multiple EIN’s in a single period and receiving multiple W2s from that single period.

Employee self-service. Generate earnings/direct deposit statements or duplicates. For pay modeling scenarios including changes to pre-tax contributions

for 401k, 403b, 457c and “catch-up” plans. Employee accruals status for vacation, minor sick, major sick, holiday

hours, compensatory time and other user designated accruals. Employees may manage direct deposit accounts via workstations and

kiosks. Enables employees to update W-4 elections. For pay stub information for the last 24 months. Can display employer generated messages upon employee log-in.

Ability to capture historical data by: Pay period. Month to date basis. Quarter to date basis. Fiscal year-to-date basis. Calendar year-to-date basis. Position. Department or work unit. Cost center. Organization. Calendar and Fiscal Month, Quarter and Year to date accumulators Allow inquiry and update of all payroll accumulators (hours, earnings,

benefit accruals, etc.)

Produces check reconciliation.



FUNCTION RESPONSE

System provides the ability for automated bank reconciliation of the payroll account; with bank tape file matched against the check file and generate appropriate reports: cleared checks, outstanding checks, etc.

Integrated reporting. Reports employee hours and earnings by fiscal and calendar year. Reports hours and dollars by pay type. Reports by cost center hours and earnings by fiscal and calendar year. On-demand exception reports for user-defined parameters such as

hours, dollars, etc. prior to payroll run. Able to create and modify existing reports (payroll registers, check

registers, etc.). Ability to view history by facility, cost centers, departments or work

units and entire organization reflecting general demographic data such as FTE counts, counts by full-time, part-time, casual pool, contract, agency, temporary, etc.

Compares budget to actual payroll expense. Perform exception reporting on employees who have no time entries,

no check printed, delinquent deductions, etc. Can generate messages on paychecks and direct deposit forms. Generates various audit reports such as checks greater than an

identified dollar amount, active employees not paid in a defined number of pay periods, employees paid earnings with zero hours, employees exceeding an established overtime limit, etc.

Generates employer paid benefits summaries for uncompensated time by period (i.e. month, quarter, year).

System provides the ability to create ad hoc reports of historical data maintained on the system. Describe any limitations in the amount of payroll history that can be stored on the system.

Ability for users to create ad-hoc reports based on their security without IT assistance.

Integrated AD HOC reporting - ability to capture and report by hours and dollars on historical data. Selection parameters available to determine accumulators for the following:

Selected pay period(s) or check date(s)

Selected position code(s)

Selected employee(s)

Selected pay or deduction code(s)

Cost center or work unit(s).

Division / Organization(s)

Selected date range

Calendar and Fiscal Month, Quarter and Year to date accumulators

Generates ad hoc reports of historical data maintained on the system.

Able to create new reports and modify existing report formats (payroll registers, check registers, etc.,)



FUNCTION RESPONSE

Ability to view history by facility, cost centers, departments or work units and entire organization reflecting general demographic data such as FTE counts, counts by full-time, part-time, casual pool, contract, agency, etc.

Compares budget to actual payroll expense.

Perform exception reporting on employees who have no time entries, no check printed, delinquent deductions, etc.

Can display employer messages on paychecks and direct deposit forms as well as self-service inquiry screens.

On-demand exception reports for user-defined parameters such as hours, dollars, etc. prior to payroll run.

Generates various audit reports such as checks greater than an identified dollar amount, active employees not paid in a defined number of pay periods, employees paid earnings with zero hours, employees exceeding an established overtime limit, etc.

Generates employer paid benefits summaries for uncompensated time.

Describe limitations in the amount of payroll history that can be stored on the system or selection criteria that may be used in AD HOC reporting in an Appendix entry.

Drill Down. Optional summary level and/or detail level reporting.

Summary-level inquiries and reports support multiple levels of drill-down to the detail behind the reported amounts.

Drill-down (and drill-across) can reach into any integrated sub-system (e.g. Payroll Expense drills-down to the batch and then into payroll detail by location and then by department, etc.).

Drill-down (and drill-across) is delivered and dynamic (does not need to be programmed during implementation and automatically updates based on data relationships).

Drill Around on web accessed reports to source transactions and summarized balances.

Drill to detail on data fields in screens.

Drill to detail on data fields in reports.

Drill Around on data from Reports or Inquiries to detail including source transactions, any attached comments or files.

Drill-down to the next level of detail within and across modules.

Ensures FLSA compliance When multiple jobs are worked at multiple rates within the same work

period at differing locations. When multiple special pay types are paid within the same work

period. Provides for automatic calculation of new average rates and ensures

FLSA compliance on earnings affected by retroactive adjustments.



FUNCTION RESPONSE

System ensures FLSA compliance when employee works in multiple legal entities/EIN’s within the same work period.

System provides for automatic calculation of new average rates and ensures FLSA compliance on earnings affected by retroactive adjustments.


UNM Hospitals RFP ERP System Proposal Scheduling and Staffing

Scheduling and Staffing GeneralFUNCTION RESPONSE

Overall goal - Automating the medical staff scheduling process for hospital units.Key functionality includes:

Interface with current Kronos and Cerner systems. Interface with the Position Management module. Interface with the Performance Management module. Interface with the Succession Management module. Interface with the Compensation Management module. Enterprise-wide 24/7 Web-based access including remote access. Reporting and analytics related to unit management and overall staff

utilization. Notification Alerts.

The system will be interfaced or integrated with Kronos for employee timecard information and the system HR module for employee job credentialing information, demographics, and time accruals.Extensive management reporting is required to support Nursing Administration as well as Human Resources.Data needed for some of the management reports is stored in existing systems including Kronos Time and Attendance time management system and the Cerner Patient Acuity system.Key operational drivers for this project include, but are not limited to:

Reducing the significant labor required to perform the manual processes involved in each area identified by this RFP.

Improving the management of the organization and satisfying all audit requirements.

Collecting and managing information to meet regulatory obligations. Improving communication and coordination between the various

parties engaged in the operation of the hospital.Perform scheduling for employees and non-employees e.g. Nurse Travelers, Agency Staff, Consultants, UNM Students, HSC Residents.



Scheduling and StaffingFUNCTION RESPONSE

Does your product's staffing and scheduling rules operate in an enterprise wide deployment that includes but is not limited to:

a. Global Rules.b. Hospital-specific rules.c. Department-specific rules.d. Unit/floor/site-specific rules.

Does your product accommodate simple (single facility) and complex (multiple facilities) rules for an employee? Please explain on an Appendix.Does your product provide/prevent cross enterprise staffing and scheduling? Please explain on an Appendix.Does your product schedule staff in a multi-facility environment? Please describe on an Appendix.Does your product have the capability to do inter- and intra- facility conflict checking? Please explain on an Appendix.Does your product handle the scheduling of an employee from one facility that can be scheduled to work in another facility? Are there rules/logic configurations requiring setup to ensure appropriate assignment and charge back to other cost centers?Does your product have the capability to place limits at an employee level, department level or facility level? (e.g., Work no more than 3 days in a row)? Please describe the process in an Appendix reference.Can the system require a 12 hour break between shifts?Does your product save final approved schedules for later reference and reporting?Are schedule templates reusable? Can an entire unit schedule with totals for staff counts appear on the screen and in a printed schedule?Are schedule totals dynamic – where any change to the schedule immediately shows in the totals – a report does not need to be run to see staffing totals.Can you view an employee's 4-week schedule while making changes? Please explain on an Appendix.Can your product allow an employee to be scheduled for more than one shift per day? Does that show in your product and on the printed schedule? Does your product differentiate between productive direct care and productive indirect care? Please describe on an Appendix.Does your product handle on-call scheduling? Does your product track employees who are called in so another facility does not call the same employee? Please describe on an Appendix.Does your product have an alert mechanism when an employee does not meet their scheduling requirements? Can an end user use your product to search for a single employee? Does your product illustrate if an employee is off, can a reason (e.g., PTO, sick, late) be attached to the call off? Does your product provide for shift swapping by employees?Does your product account for work rotations? Please explain on an Appendix.



FUNCTION RESPONSE

Does your product identify and/or track new hires during their orientation / probation period?Does your product identify and/or track leaves of absences?Does your product show staffing surplus/shortages across the enterprise? Please explain on an Appendix.Does your product show staffing levels based on real-time unit demand? (e.g., patient census, acuity, procedures, etc)? Please describe on an Appendix.Does your product have the capability to find a list of employees for a unit with their schedule in order to recruit them for additional shifts? Please explain on an Appendix.Are employee schedule requests prioritized during the schedule generating process? Please explai on an Appendix n.Does your product allow employees to submit requests to work open shifts before being assigned?Does your product auto-generate a schedule? Please describe the process on an Appendix.Can the number of weeks the schedule is printed be customizable or are they defined (1 week, 2 week, 4 week, 6 week, 8 week, etc)? Can the paper size be scalable from letter to legal? Please explain on an Appendix.Does your product allow for varied start/end times? Describe how the changed times appear on the software and in any reports on an Appendix.Does your product handle the creation, modification and additions of shifts? Please explain on an Appendix.Are shifts specific to dept/unit, building or enterprise wide capable? Please explain on an Appendix.Are there limitations to the number of shifts allowed (dept/unit, building or enterprise-wide capable)? Please explain on an Appendix.Can your product handle shifts that span over the day-divide? Please explain on an Appendix.How does your product display changes to the following? Please explain on an Appendix.

a. Change an employee’s shift.b. Swap an employee’s shift with another employee.c. Add a shift to an employee’s schedule.d. Change an employee’s unit (float out).e. Change an employee’s hospital (float out).

Does your product provide a web-based tool for the following functions:a. Employees can view and print their schedule remotely via web

technology.b. Employees can make schedule requests remotely via web

technology (self schedule, preference schedule, off requests?c. Employees can perform shift bidding via web technology (without

needing 3rd party software).d. Employees can swap shifts via web.e. Employees can request on-call shifts.f. Employees can request to work additional shifts.



FUNCTION RESPONSE

Does your product allow staff to self-schedule based on unit needs and shift requirements? Please explain how the system prevents employees from signing up for inappropriate shifts and provide some examples on an Appendix.Can your product view an employee's total hours worked/scheduled? By pay period, by schedule? Please explain on an Appendix.Does your product indicate an employee to be scheduled will be in an overtime situation? If yes, does your product indicate the employees current overtime hours?Does your product indicate shift premiums and other bonus incentive pay? Please describe on an Appendix.Does your product generate schedules based on employee patterns? Please describe on an Appendix.Can the employees print out their monthly schedule?Can e-mail messages be sent and displayed regarding schedule changes?Can the system allow for centralized staffing to view the entire hospital, easily finding units that are understaffed and overstaffed and make changes?Can the system report on available staff with specific credentialing or licenses (i.e. show all staff with ACLS licenses)?Does the system provide real-time updates on staff by units for allocating Nursing Resources?Does your product have the capability to provide contingent (flex) pool management? Please explain on an Appendix.Does your product have the capability to provide agency staffing information for performance monitoring? Please describe on an Appendix.Can you provide show staffing agency costs daily, weekly, monthly?Does your product track the floating of employees? Describe how this appears within the application on an Appendix.Does your product accommodate an employee being floated in the middle of a shift? Please explain on an Appendix.Can I supplement a staffer into a unit without floating them? Please explain the process on an Appendix.Does your product allow staffing/scheduling management to select appropriate candidates based on rules governing use of holiday, sick, vacation, already scheduled, mandatory overtime, and personal preferences, etc? Please explain on an Appendix.Does your product provide the schedule to print with extra blank lines? Please explain on an Appendix.Does your product provide for delivered reports, including but not limited to the following:

a. 1 Week Schedule.b. 2 Week Schedule.c. 4 Week Schedule (By Skill).d. Employee List.e. List of shifts with assigned employees.f. Single Employee Schedule.g. Shift description report (list of all the shifts).



FUNCTION RESPONSE

h. Projected Staffing Agency requirements (based on targeted staffing).

i. Daily Unit Staffing.j. House-wide Staffing report (across multiple units or sites).k. Employee Float Report (within specified parameters).l. Total Hours by Activity (e.g., Sitter Hours, Sick, etc.).m. Number of “Traveler” nurses used.n. Number of Staffing Agency staff used.o. Average hourly cost by employee group (nurses, techs).p. Forecast average hourly cost with “what if” scenarios (i.e. Staffing

Agency vs. Travelers vs. an FTE employee).q. Forecast a recruiting effort to fill a projected contract expiration

date for either a “Traveler” or Staffing Agency resource.Can the above reports generate by unit, department, site, or enterprise?Can your product record and track credentials (licensures, privileges, certifications, CEU's) and competencies? Please explain on an Appendix.Does your product produce a list of available staff based on talent level, credentials, certifications, performance management or other criteria for the employee to be selected for the shift?Does your product lock out employees from being scheduled if they have expired credentials?Does your product allow for the ability to tie a scanned copy of a document to their credentialing record? For example, an actual copy of their licenses or certifications?Does your product allow for the notification of expired credentials and/or expected training? How is this accomplished?Does your product allow the scheduling of training with the ability to pick an instructor? Please explain on an Appendix.Does your product allow for additional information pertaining to a “resume” type function? If so, please explain in detail on an Appendix.Does your product allow medical staff to update and/or maintain their own credentials? If so, please explain in detail on an Appendix.Does the system have a database to record the receipt of performance reviews for TJC compliance or credentialing?Does your product allow for the following reports?

a. BLS / ACLS / PALS Certification Report.b. Educational Degree Report.c. License Expiration Report.d. Employee Statistics History Report (e.g., # of midnight shifts in a

specified time).e. Negative Time Reports (Nonproductive - LOA, Unscheduled

Time, No Call-No Show and Tracking - Tardy).f. Productivity.g. Staffing Variance.h. HPPD Variance.i. Cost per patient day.



FUNCTION RESPONSE

j. Historical experience of staff i.e. ICU, SAC, Out Patient to provide an easy reference for emergency response?

With which patient acuity systems do you have current experience interfacing? Please explain on an Appendix.Do you have your own acuity system?Does your product handle interfaces from your core Human Resource data? (Employee Demographics, Licensure, Certifications, etc.).Does your product have the capability to handle interfaces to/from third-party Time and Attendance solutions?Does your product allow for interfaces to be scheduled with a batch scheduler for un-attended operation and notification of failure? Please explain on an Appendix.


UNM Hospitals RFP ERP System Proposal Financial ManagementGeneral

Financial Management - GeneralFUNCTION RESPONSE

Is the software SAS-70 compliant and certified?

General ImplementationProvide unlimited user fields associated with chart components.

Provide mapping table(s):

a. For old accounting system chart of accounts to new accounting system chart of accounts.

b. System uses mapping table to load history from old system during conversion to new system.

c. Mapping from ‘old system’ values to new values resides on-line for end user reference.

d. Ability to use mapping table when acquisitions occur, to load month end financials from acquired company.

e. Ability to use mapping table when interfacing journals from operational systems that still use old chart of accounts.

Workflow tools for creation, routing and escalation of financial information, transactions and reportingModify and create application forms, input screens, personalized help screens, tab orders, instructions and reports without touching source application code.Upload data from Spreadsheets to any screen/form within system, such as new accounts, new cost centers, or changes to edit flags.Upload data from Spreadsheets performs the same data validation as if the data were entered online to prevent erroneous data from corrupting the database.Ability to jump to different screens in different modules without having to login separately.Ability to drill around on any data item to get all related information. (Drill around not limited to inquiry screens or amount fields).Drop down selects on fields with search and filter capabilities

Ability to have multiple screens opened on desktop simultaneously.

Context-sensitive help available throughout the system (e.g. help relates to the function/field in which the user is positioned).Ability to link one or more attachments to a record/transaction.

Ability for users to load any type of data to the system without IT assistance with protection from data corruption.

GENERAL LEDGER SETUPEntity DefinitionSystem can maintain distinct chart of accounts for each entity.

System can maintain a single chart of accounts to be used by multiple entities in the same data area.Have centralized administration of accounts with specialized user roles and access.



FUNCTION RESPONSE

Maintain multiple entities to represent different organizations.

Ability to restrict users to specific entities for viewing and editing, and reporting information. Ability to assign separate processing rules to each entity.

User defined calendar for each entity.

Ability to easily change fiscal year after the system is setup and has been used for a period of time.Ability to process closing for multiple entities simultaneously.

Ability to process closing for multiple entities in same job run.

Ability to close subsystems independently of General Ledger and control subsystem posting dates.Supports multiple preliminary closes prior to final close.

Calendar periods can be opened and closed by entity.

Ability to process inter-company transactions.

System automatically generates due-to and due-from entries when processing inter-company.User defined inter-company relationships and auto balancing accounts to be used.Ability to define multiple legal entities within a processing entity and create auto balancing entries at the legal entity level.Group entities for processing and reporting.

Ability to maintain a separate set of books for IFRS compliance.

Cost Center/DepartmentCost center/department can roll-up to unlimited groupings for reporting.

Ability to enter location code or address of cost center/department.

Ability to assign facility code to cost center/department.

Ability to assign accounting responsibility of cost center/department.

Ability to assign user fields for additional information to cost center/department.Ability to define cost center & account relationships:

a. User cannot post to account if not defined for cost center.

b. User does not see account in selection list if not defined for cost center.

c. Make additions/changes to cost center-account relationships one by one on-line.

d. Ability to mass add relationships.

e. Ability to dynamically add relationships when account is used with cost center based on rules.

f. Ability to mass delete unused relationships periodically.

g. Ability to easily replicate a new account across entities and cost centers/departments.



FUNCTION RESPONSE

Natural AccountsSeparation of the natural account from other account elements or segments in order to have a flexible structure and be easy to maintain. Summary account groupings for reporting. Individual account can belong to multiple groups.Ability to note if account is a restricted fund.

Ability to require project code when account is used.

Ability to deny a project code when account is used.

User defined account numbers.

Ability to break down an account to further detail through sub account.

Ability to post amounts and statistics.

Ability to restrict account to statistics only.

Ability to deny statistic posting to an account.

Ability to post transactions from subsystems in detail.

Ability to summarize postings from subsystems by day.

Posting accounts can restrict posting from subsystems such as only the Asset Accounting module can post to the depreciation account.Default transaction currency by posting account.

Ability to override accounting rules for an account at the cost center/department level for exceptions.Addition of Accounts:

a. On-line.

b. Upload from Excel Spreadsheet.

c. Ability to restrict specific users to view only.

d. Ability to require on-line approval by supervisor for account addition.

Account numbers validated at transaction entry in General Ledger and sub-modules.General Ledger chart of accounts is shared by all sub-modules. Chart is not defined separately in sub-modules.Support real time account validation in sub modules.

Produce Chart of account listing.

Option for end user to export chart of account listing to Excel.

Ability to do mass change/update on-line to account edit flags, status, etc.

Inactive account flag to prevent posting to an account.

Currency:a. Default base currency to transactions during data entry.

b. FASB52 compliant.

c. Ability to revalue a non-base account balance and automatically post the revaluation entry (calculated and posted by the system).



FUNCTION RESPONSE

d. Ability to define an ‘account’ currency, such as a non-base Cash Account. System should track base and account currency concurrently for reporting.

e. Ability to control what transaction currency can post to which accounts.

f. Ability to define alternate reporting currency for an entity. All activity tracked in base and reporting currency concurrently.

g. Ability to view base, transaction, account or reporting currency on-line anytime

h. Currency exchange rate table shared by all legal entities, no duplicate entry

i. Ability to consolidate multiple legal entities with different base currencies & automatically book translation gain/loss entries.

General Ledger ProcessingSupport multiple open periods for processing.

Prior period posting with control of which users have access.

Ability to start next year's processing before current year is closed.

Ability to report on 'next year' before current year is closed, including balance sheet reports.Ability to process manual journal entries.

Ability to copy a journal entry to streamline data entry.

Allow for straight-forward posting of journal entries with convenience features such as keyboard shortcuts. Pull down ‘look up’ menus at entry fields with search capabilities.

Pull down ‘look up’ menus at entry fields with filter capabilities.

Ability to capture attributes on a journal entry (e.g. description, journal voucher reference #, type, source/journal, comments).Permits unbalanced statistical journal entries.

Sub-systems can automatically post data to statistical accounts (e.g. payroll posts hours to General Ledger).Ability to search within a JE (and across multiple JE's) for a transaction by date, amount, and/or description.Post to General Ledger and Project Accounting with same journal entry simultaneously.Journal entry transactions accept amounts units or both on same transaction line or separate transaction lines.Auto reversing journal entries with ability to specify reversing period.

Ability to auto-number journal entries.

Ability to manually number journal entries.

User definable codes to represent origin of data on transactions.

User definable codes to represent type of transaction.

Require balancing entries (amounts).

Track dates on transactions:



FUNCTION RESPONSE

a. User definable posting date.

b. User definable transaction date, potentially different then posting date.

c. System date of when transaction was entered for audit.

System tracks user id that entered transaction.

Create future period journal entries (normal, auto reversing and recurring).

Upload journal entries from spreadsheet ensuring security and business rules are used.Produce journal edit listing of detailed transactions.

Ability for user to export journal listing to Excel.

Produce journal control report identifying journal entry status for all journals in a period.Recurring Journal Entries:

a. Specify all periods or selected periods for processing (monthly, quarterly, semi-annual, etc).

b. Duration of recurring entry overlaps fiscal years.

c. Recurring journal entries with ability to zero amounts but keep template for next period.

Create Recurring Journal Entries from Accounts Payable invoice entry for prepaid items.Produce recurring journal edit listing of detailed transactions.

Produce recurring journal control report identifying status for all recurring journals.Run posting once to process all entities at the same time.

Ability to post a single journal entry.

Ability to reverse incorrect entries without having to re-enter them.

Ability to back-out posted entries during the current period for corrections, with proper approvals.Ability to attach unlimited comments to journal entries.

Ability to attach backup documents to journal entries, such as Excel spreadsheets, Word documents, or .Adobe PDF files.Ability to have supervisor approve journal entries before they post.

Ability for journals that are entered in remote offices to electronically route to appropriate person at central office for approval.Ability to place Journal entries on hold to stop posting.

JE batches with errors are held in suspense until corrected.

AllocationsAllocate revenue and expenses within an entity:

a. Between posting accounts.

b. Between cost centers.

c. Optional use of contra accounts.



FUNCTION RESPONSE

Allocate revenue and expenses between entities with auto generation of due-to and due-from transaction lines.Allocation by:

a. Percent.

b. 'Fixed Factor’ (i.e. ‘Square Feet’).

c. User defined calculation based on balances within the system, amounts or statistics.

Perform multiple step allocations where the results of the first step are taken into account for the second and so on.Calculate allocations in user defined groups, to be submitted to run all at once.

Ability to re-run allocations if error was made.

ConsolidationsSystem can consolidate both mid-tier and top tier consolidations.

Detail and summary consolidations.

Automated calculations for elimination of inter-company transactions and account balances.Supports ability to mark inter-company transactions as 'reconciled' as inter-company accounts are reviewed.System supports journal entry posting to consolidation company.

System supports both consolidation and elimination entity types.

Supports consolidating budgets from multiple entities.

AnalysisDrill to detail from screen field.

Drill to detail from reports.

Drill on transaction shows all other transactions in the journal entry.

Produce Balance Sheet and Income Statement reports.

Produce balanced Financial Statements any time during the period.

Produce balanced Financial Statements below entity level.

Produce GL report detailing period GL and subsystem transactions.

Produce financial projection reports combining actual and budget amounts, units or both.Ability for accountants to create user defined report formats within system that allow for:

a. Reporting against history, multiple prior years.

b. Producing trend reports.

c. Condensed print (up to 230 characters).

d. Include amounts, budgets, and statistics.

e. Allow for formulas / ratios.

f. Allow for period, month, quarter and year comparisons.

g. Allow for multiple formats within a report.



FUNCTION RESPONSE

User defined organizational structure for reporting.

Unlimited additional organizational structures for reporting.

View journal comments on journal edit listing as well as on-line

View journal comments when drilling to detail from reports.


UNM Hospitals RFP ERP System Proposal Financial ManagementAccounts Payable

Financial Management – Accounts PayableFUNCTION RESPONSE

Vendor MasterVendor master shared by multiple legal entities, all in one data area.

Vendor master shared with Accounts Payable and Materials Management.

Current system allows maintenance of “supplier” information and multiple “payees” within each supplier. Describe in the Appendix how this function is addressed in your system.Standard report of all vendor activity across entire organization.

Centralize vendor setup and maintenance. Vendors need to be added or modified once and such information is instantly made available to the all modules.Ability for Materials Management person to start vendor setup and then have the system electronically route this to Accounts Payable to put in additional information.Alert AP Supervisor of incomplete vendor setups.

Ability to define vendor groups (e.g. for AP team assignments).

Multiple addresses/locations for the same vendor.

Separate processing rules for different locations for a vendor.

Allow for generic vendor setup for one-time payments.

Ability to define multiple types of one-time vendors with different processing rules (e.g. vendor vs. check refund customer).Designate vendor types such as suppliers, utilities, employees, etc. Ability to report by this type and run check cycles by type. Ability to place vendors on hold until they are removed from hold.

Ability to place vendors on hold for just one check run.

Alert AP Supervisor if vendor is on hold for more then a designated period of time.Ability to deactivate a vendor (e.g. inactive).

Ability to track vendor balance in non-base currency.

Ability to capture vendor contact notes.

Maintain default terms by vendor.

Supports various payment terms (1% 10, net 30… in by 20th, pay by 5th). Automatically calculate discounts amounts.Ability to designate vendor acquired by or merged with another.

Ability to direct payments from acquired vendor to new owner while maintaining history.

Vendor Master Details

Vendor lookup by partial name, vendor number, zip code, or Tax ID #.

Ability to filter to short list when searching for vendor.

Track the following information on vendor master:



FUNCTION RESPONSE

a. Vendor Name.

b. Search Name used in look-ups on line.

c. Legal Name.

d. Contact Person.

e. Additional Contacts.

f. Phone, Cell Phone, Fax, e-mail address (multiples of each).

g. Diversity, such as small business or woman/minority owned.

h. Payment Terms.

i. Vendor Bank information for EDI.

j. Tax ID.

k. Spending limits.

l. User fields which can be used to track information and group vendors for reporting/analysis.

m. Default General Ledger account distribution information.

n. Allow sub-grouping of vendors owned by a conglomerate or multi-national organization.

Invoicing.Ability to default information from Vendor to Invoices:

a. Subject to 1099

b. Vendor's payment terms.

c. Vendor's preferred method of payment (check vs. electronic).

d. Most frequently used Vendor Location.

e. Pre-defined General Ledger account distribution split.

Ability to specify multiple distribution lines per invoice.

Ability to interface purchase information with GHX system to obtain invoice information without need to manually enter the information.Ability to automatically calculate expense allocation to departments based on units (square feet) or percentage.View vendor address immediately on the invoice entry screen to ensure correct vendor location is selected.Separate date to represent the actual date of the invoice versus General Ledger posting date.Ability to specify posting date on invoice entry.

Ability to enter invoices to prior periods that have not yet been closed.

Prevent invoice entry to closed periods.

Prevent invoice entry to future periods that are not yet open.

Ability to enter an invoice and pay immediately without typing a manual check.Ability to place an invoice on hold so it does not get paid until removed from hold.Ability to place an invoice on hold for just one payment processing cycle.



FUNCTION RESPONSE

Alert AP Supervisor if invoice has been on hold for longer then a designated period of time.User option to process an invoice without a PO is allowed/not allowed.

Require a PO for certain vendor's invoices.

The Accounts Payable system must have edit checks and controls to be sure that invoices are posted to valid and active G/L accounts or account combinations.Automatically calculate due date and allowable discount with ability to override.Alert AP Supervisor if discounts will be lost due to not paying in time.

Ability to revalue open invoices of non-base currency and have a journal entry automatically created.Ability to upload invoices, debit or credit memos, from Excel with system edits performed as if the entry was made online.System calculates taxes on taxable invoices.

Ability to process both taxed and non-taxed facilities.

Ability to calculate and accrue tax when not included on invoice and automatically create associated journal entry.Supports a multi-step, user defined voucher (i.e. vendor invoice) approval routing process.Voucher approval rules trigger automatic approval routings (i.e. for over/under tolerance, for amounts in excess of a user defined limit, for all postings to a certain GL account).Ability to code invoice to integrated project accounting module.

Ability to require a project code on CIP account or other accounts.

Ability to default project code to all of the vendor’s invoices to ensure no costs are missed for a project.Ability to code an invoice to a Grant and designate type of expense.

Ability to note that an invoice is a prepayment and the system automatically creates a recurring journal entry to amortize the expense.Ability to note that an invoice is for a capital purchase and the system automatically creates an asset in the asset accounting module, subject to review/approval.Ability to enter recurring invoices such as rent payments.

Ability to check for duplicate invoices within an entity and prevent payment of the duplicate invoice.Ability to check for duplicate invoices and provide an approval process for the payment of a duplicate invoice.Ability to link/embed an attachment for supporting documentation (e.g. imaged documents) against a vendor invoice.Ability to net open credit memos against an open invoice.

Supports credit memo entry.

Ability to apply a credit memo against the vendor account (e.g. credit balance).



FUNCTION RESPONSE

Payroll Taxes, Garnishments or other items are paid directly from Accounts Payable without needing a check request but can be subject to approval.Ability to process invoices originating in a 3rd party system (e.g. Patient refunds).Ability to differentiate between 1099 eligible/ineligible payments to a specified vendor (i.e. at the invoice level).Ability to consolidate vendor purchases data to produce one 1099 per vendor (company-wide).Ability to adjust invoices after payment has been made, for 1099 information that was unavailable at the time of invoice entry or payment.Ability to notify user if 1099 reportable vendor is added to system without a tax id.Ability to automatically e-mail 1099 reportable vendor if vendor is added to system without a tax ID – requesting that they send in tax information.Ability to make only a partial amount of an invoice 1099 reportable.

Reclassify invoice distribution(s). Automatically create associated journal entry for user specified posting date/period.Ability to adjust invoice after it has posted to the General Ledger including:

a. Change the pay/due date.

b. Split the invoice into multiple payments.

c. Change the bank account the invoice should be paid from.

d. Mark the invoice for separate payment, not to be included with other invoices on a check.

e. Add comments to the invoice or invoice payment.

Payment ProcessingAbility to set up multiple bank accounts for an entity.

Ability to specify which account to pay a vendor from, ability to override at invoice level.Check processing with multiple bank accounts in one check run.

Check processing with multiple check types in one check run, such as paper check or electronic payment.Support separation of vendor setup and check generation roles.

Accounts Payable staff has the ability to override system rules for check frequency in addition to marking invoices for immediate payment.Ability to process a check for a single invoice without having to type a manual check.Supports electronic payment processing.

Ability to specify a partial payment to a vendor.

Produces a pre-check register for review and revision to the batch selection criteria.Ability to cut multiple checks for the same vendor.

Checks print with system generated remittance advice which specifies the invoices, credit memos, and other deductions associated with the payment.



FUNCTION RESPONSE

Ability to trigger an electronic comment (at vendor/invoice level) to print with the check.Ability to produce a zero value check (e.g. legal may issue a $0 check as part of a settlement).Automatically take the early pay discount whether or not it qualifies.

Ability to short pay an invoice.

Ability to print laser checks with MICR ink using Sungard Payformance encrypted check printing.Ability to control the sorting of printed checks by organization and user selection.The system must allow for easy processing of check voids and reissues.

The system allows for edits/controls against voiding cleared checks.

The system must allow for the ability to void checks and mark an invoice as 'unpaid' so that it can be repaid if appropriate.The system allows to void a payment and to cancel an invoice that is not going to be paid with an annotation to explain why it was cancelled.

AnalysisAbility to inquire on:

a. Vendors and sub-groups of vendors.

b. Invoices.

c. Payments.

d. Distributions.

Ability to drill from an invoice to:

a. Purchase Order.

b. PO Line Detail.

c. Receiving Information.

d. Requisition detail.

e. Expense distributions.

f. Payment Schedule and status.

g. Scanned copy of the vendor invoice.

Ability to provide secured Web based access to A/P system for inquiries by vendors.Ability to inquire on groups of vendors (i.e. all vendors that a similar product was purchased from).

ReportingStandard reporting of all vendor activity across entire organization:

AP distribution report, with selection criteria for date range, division, or vendor(s).

Description of standard reports available and potential for modification as needed in an Appendix entry.

Vendor list identifying payment terms for each vendor.



FUNCTION RESPONSE

Vendor analysis reports that provide financial and statistical information (i.e. invoices per vendor and average payment time frames) for a selected vendor, vendor groups or vendors “owned” by a conglomerate.Period end open invoices.

Detail expense.

Check register by date.

Outstanding checks.

Ability to produce statistical reports by user and accounts payable function.

Ability to generate periodic cash disbursement reports for administration by date range.Ability to drill to invoice images from department responsibility report (actual versus budget report for departments).Standard Reports for:

a. Open Payables.

b. Cash Forecasting.

c. Vendor Payment.

d. 1099 Reportable Income.

Ability to produce an AP aging report.

Ability to produce a projected cash requirements report.

Ability to produce a credit balance vendor listing.

Visibility to total purchases for any previous fiscal year.

Offers an accrual reconciliation report to reconcile AP balance to the GL balance.Ability to easily export any AP report to excel.

Ability to view any AP report online without printing.

Ability for department managers to access self service to view invoices charged to their area based on parameters (dates, amounts, department code, etc) that they enter.Ability for users to create ad-hoc reports based on their security without IT assistance based on selected criteria and date ranges. Describe any system limitations in the Appendix.


UNM Hospitals RFP ERP System Proposal Financial ManagementAccounts Receivable

Financial Management – Accounts ReceivableFUNCTION RESPONSE

Ability to create invoices for misc. receivables that are not patient related.

Ability to enter invoices on an ad-hoc basis.

Have a standard list of items available for selection during invoice entry.

Ability to enter invoices on a recurring basis for the same amount every month.Ability to enter invoices on a recurring basis with changing amounts every month.Automatic posting of all journal entries.

Ability to copy invoices.

Ability to have different areas in the organization:

a. Responsible for entering and printing their own misc. invoicing.

b. Print invoices that have a different look, such as separate logo.

Automatically post related journal entries.

Ability to run receivable aging by location.

Run receivable aging across entire organization including multiple entities to see entire outstanding receivables.Track customer contract information

Enter notes on customers.

Enter payments for invoices.

Ability to have cashiers enter cash for miscellaneous items and then have accounting review and determine if it should be posted to invoices or to a GL account.Ability to enter miscellaneous cash that is not Accounts Receivable related such as rebates and code the payment to a GL account.Ability to see all of a customer's history on-line.

Ability to run history reports for invoices and payments.

Ability to automatically write-off short payments of less then a designated amount.Ability to print customer statements.

System alerts user if invoice has been outstanding for longer then a designated period of time.


UNM Hospitals RFP ERP System Proposal Financial ManagementFixed Assets

Financial Management – Fixed AssetsFUNCTION RESPONSE


Asset AdditionsAbility to track assets & group them for reporting by:

a. Type of Asset

b. Physical Location

c. Accounting Location

d. User Defined Fields

Ability to attach image of asset & scanned documents to asset.

Ability to input asset tag number at receiving, in the receiving screens and have it flow through to the asset setup information.Ability to default asset setup information during asset addition to reduce keying.Ability to create assets directly from procurement process without having to rekey into Asset Accounting module.AP fixed asset addition triggers a workflow for another department to complete the fixed asset entry with asset master data and depreciation setup.Supports fixed assets to AP reconciliation.

Ability to combine all costs for CIP over time and create appropriate assets.

Ability to track non-depreciable and personal use assets.

Ability to define business use percent and depreciation limits for personal use assets.Accommodate categories of asset accounts (i.e.: IT, facilities, etc.)

Identification of assets by serial number.

System maintains asset master data for example:

Identification number.

Description.

Short Description.

Location.

Type.

Group.

Cost.

Date Acquired.

Transfer Date(s).

Depreciation Method.

Serial Number.

Model Number.

Asset Life.

Warranty.



FUNCTION RESPONSE

Supplier.

Disposal Date.

Residual Value.

Insurance Value.

Replacement value.

Salvage value.

Meets all government requirements for asset tracking and depreciation accounting.System reports on different bases for tax and financial reporting purposes.

Maintains multiple books for an individual asset.

Ability to handle an asset with multiple detachable components, which require individual asset tags.Ability to track comments (diary) by asset.

Assets can be easily tracked by cost center.

Physical locations and accounting locations can be tracked separately.

Conversion from existing system:

a. Standard function for loading assets from existing system.

b. Load assets by books at one time for all books.

c. Report on all converted assets immediately after conversion for depreciation to date and net book value for all books.

d. Ability to recalculate depreciation and make adjustments if old system was not accurate.

Ability to bar code assets and use hand held scanners.

System maintains a fixed asset physical inventory.

Ability to bar-code (tag assets) in receiving and automatically track in the fixed asset system.

Asset ProcessingAbility to change estimated life and spread remaining book value over that term.Allows you to change the value of an asset after it’s been depreciated.

Ability to change asset description with audit trail of all changes.

Ability to suspend depreciation of an asset that is being held for sale. Ability to restart depreciation where it left off if needed.Track date & time stamp as well as user id for all asset additions, adjustments, transfers, & disposals.Automatic journal entry posting to the General Ledger once reviewed and approved. These entries include additions to the asset accounts, depreciation expense and asset disposal.Ready availability of and validation against the General Ledger chart of accounts during asset addition and processing.Ability to define disposal categories to group disposals for reporting for tax purposes



FUNCTION RESPONSE

Ability to dispose of asset or partially dispose of asset (such as 1 component of an asset).Ability to dispose of assets in groups / mass select assets for disposal.

Disposal accounting entries are created automatically.

Disposed assets are retained in system for audit purposes.

Ability to reinstate asset that was disposed of, and have it pick up depreciation where it left off.Tracks asset retirements including related tax credits and gain/loss on retirement.Ability to enter proceeds if asset is sold.

Ability to enter cost of disposal.

Ability to transfer an asset an unlimited number of times with audit trail of all history with user id.Ability to transfer assets in groups / mass select for transfer.

Journal entry created automatically from asset transfer and posted to General Ledger.Supports asset transfers between locations and entities.

Transfer an asset from one entity to another creates a journal entry with auto-generation of due-to, due-from.Transfer multiple assets between entities and automatically create associated journal entries with auto-generation of due-to, due-from.Ability to capture and track repair and maintenance charges against an asset.

DepreciationAbility to track multiple books with different depreciation methods for each asset.Supports all standard depreciation methods.

Allows user defined depreciation methods.

Ability to split depreciation for an asset to multiple cost centers based on a percentageAbility to view depreciation calculation throughout the month.

Ability to process depreciation for all books in the same job run.

Projected Depreciation report to calculate next year’s depreciation for budget purposes.Enter “to be purchased” assets to be included in projected depreciation.

Calculate “what if” depreciation for various methods.

Analysis and ReportingAbility to drill from asset back to original invoice(s), purchase order(s) and requisition(s).Book comparison report for tax forms.

Current year depreciation report.

History depreciation report.



FUNCTION RESPONSE

Ability for users to create ad-hoc reports based on their security without IT assistance.Managers get a report of all assets assigned to their area.

Report on history of asset transfers including all “before and after” locations for life of asset.View net book value for all assets online.

Net Book Value report as a standard report.

Produce assets sold report.


UNM Hospitals RFP ERP System Proposal Financial ManagementCost Accounting

Financial Management – Cost AccountingFUNCTION RESPONSE

Cost Accounting General Features and Functionality.

Tracks cost data.

Cost Allocations.

Cost Allocation processing.

Cost Management.


UNM Hospitals RFP ERP System Proposal Financial ManagementCash Management

Financial Management – Cash ManagementFUNCTION RESPONSE

Current cash balance (on-hand) reporting.

Projects cash resources from accounts receivable, patient revenues and miscellaneous cash projects.Forecasts cash utilization from purchasing, accounts payable, payroll and miscellaneous cash commitments.Reports on committed funds against cash reserves or cash availability.

Updates and maintains a pay date schedule.

Track multiple cash accounts per entity.

Ability to enter cash transfers between accounts and have associated journal entries created automatically.Ability to download from bank/interface cash transfer transactions and have associated journal entries created automatically.System provides the ability for automated bank reconciliation of operating accounts; with bank tape file matched against the check file and generate appropriate reports: cleared checks, outstanding checks, etc.Ability to enter bank charges or fees.

Ability to download from bank/interface bank charges or fees and have journal entries created automatically.Electronic check reconciliation with the bank.

Ability to manually reconcile checks in the system when necessary.

Track bank accounts in non-base currencies.

Positive Pay: Provides an electronic “feed” to the bank that captures all of the checks issued, voided, and stopped along with the original check issue date.Ability to enter misc cash deposits to bank accounts and have associated journal entries created automatically.Ability to support both escheatment and payment "stale dating".

Automatically void/cancel stale checks based upon their issue date and automatically make associated journal entries.

Exception reporting or warning system for audit purposes. Report generation for issues that need to be cancelled within positive

pay. Option to automatically reclass to stale checks account, pending

escheatment process.Ability to view cash position at any time.

Ability to see each bank account's balance, what is outstanding, and what is reconciled.Ability to create AD HOC reporting for payment or deposit activity


UNM Hospitals RFP ERP System Proposal Financial ManagementBudgeting

Financial Management – BudgetingFUNCTION RESPONSE

Budgeting General Features and Functionality.

Budget Controls.

Budget Accounting.

Budget Development.

Budget Monitoring.

FTE Utilization.

Budget Allocations.

Budget on fiscal or calendar year.

Storing Budget/Forecast InformationSupport multiple budget versions per period / year.

Ability to capture multiple plans/budgets per account (i.e. initial budget, mid-year adjusted budget, etc.).Budget amounts, units or both.

Supports budgets for statistical accounts.

The Budgeting/Forecasting module should allow for long range forecasting and ‘what if’ modeling where the hypothetical forecast can be eventually accepted as the final forecast data.The system supports the capture and reporting of plans, budgets, and forecasts within the general ledger system.Ability to produce a consolidated corporate budget.

The system shall have the ability to capture the same level of detail for the budget structure as for the G/L structure.Ability to calculate a flexed budget.

Ability to track productivity by department bi-weekly (the system is able to calculate the budgeted standards and compare to the actual results).The system shall allow for multiple budget revisions and maintain history of the revisions.The system shall allow for projections (Multi-year budgets).

The system shall provide for capital budgeting for multiple years.

Ability to produce a budgeted cash flow statement and forecast.

Expense and Revenue budgets reside in same area, not in separate modules.

Ability to set productivity targets for departments.

Budget AdministrationCopy budgets to subsequent years.

Mass update budget with user defined calculations.

Upload budget information from non-integrated databases.

Convert historical budgets from non-integrated budgeting systems.



FUNCTION RESPONSE

Budgets can be exported-to and imported-from multiple Excel spreadsheets &/or an Access database using established data validation routines as if the budget was entered online.Ability to import information (i.e., statistics) from other systems for budgeting purposes.Budget Allocation by:

a. Percents.

b. ‘Fixed Factor’ (i.e. Square Feet’).

c. User defined calculation.

Ability to include projected depreciation for next year, integration with asset management.Ability to calculate budget values such as supplies cost from business drivers.

Ability to setup global factors/inflation factors to be used in budget calculations.Ability to setup user defined calculations.

Assign merit increases by employee job type. E.g. Nursing gets designated a percent on specific date.Assign merit increases based on anniversary date.

Ability to create a flex budget based on business drivers.

Excel integration for importing or exporting configuration data.

Ability to create a budget based on prior year plan or actual, plus inflation.

Ability to apportion an annual budget amount to the accounting periods.

Ability for budget administrator to see which portions of the budget have been submitted and approved, which are waiting approval, and which are still outstanding.Integration with HR system to bring in employee level data.

SecurityAbility to lock users out and ‘freeze’ the budget.

Lock budgets to prevent changes.

Some users have 'read-only' access.

Give access to user on the fly during working hours while other users are in system.User based security - each user is individually assigned access to application.

Works with single sign-on.

Manager InvolvementWeb-access for managers.

Department manager can copy, paste, and move data around.

Ability to have department managers update their forecast on a real-time basis.

Ability to setup input schedules for department managers to use.

View historical budget and actual data while creating current plan.



FUNCTION RESPONSE

Ability for department managers to do headcount planning on line.

Calculate labor costs on business drivers rather then employee counts for some departments.Ability to view each employee in a department, number and types of employees and FTE count or both.Assign merit increases to individuals.

Automatically calculate benefits and payroll taxes.

Assign employees to be shared with other departments where salary and benefits are automatically shared.Assign employees to be shared with other departments where only salary and not benefits are shared.Ability for department managers to enter their own ‘below the line’ assumptions that do not effect other users.Add comments on main and sub-schedules.

Workflow for budget approvals with e-mail alerts.

Ability to resubmit budget back to manager or staff member for adjustment or changes.Dynamic roll-up of consolidated totals after manager submits budget.

Budget AdjustmentsBudget journal entry to move dollars from one department or another or one account to another while ensuring that the total amount of the budget remains the same.Ability to make plan revisions throughout the year.

ReportingProduce projection reports combining actual and budget amounts units or both.Ability to support multiple roll-up hierarchies for reporting.

Reports automatically updated with the latest numbers.

Managers can see report of Board approved Budget vs. Actual and Flex Budget vs. Actual.Users can review budget report online.

Ability to rollup and aggregate individual cost center, business unit, entity, and entire organization.Able to print budgets individually or collectively.


UNM Hospitals RFP ERP System Proposal Financial ManagementProject Accounting

Financial Management – Project AccountingFUNCTION RESPONSE

Project Accounting General Features and Functionality.

Project and Cost Accounting.

Project and Cost Coding Structure.

Project Creation and Completion.

Project Budget Monitoring.

Cost Coding Structure.

Project Maintenance.

Transaction Processing.

Line Item Data Capture.

Project Reporting.

Project SetupAbility to track many types of projects including: IT projects, process improvements, marketing initiatives, capital projects, etc.Ability to restrict users to the appropriate project type (IT users only see IT project data).User definable project structures.

User definable posting categories for tracking different expense types.

Group projects for reporting, processing and budgeting.

Integration with subsystems (GL, AP, Payroll) for cost capture and posting as project expense including amounts and units.Restrict resources (i.e. vendors, employees) that can be charged to a project.

Ability to define a project and capture various descriptions and project attributes.Ability to create/define a project by copying a template or similar project.

Supports multiple phase projects.

Ability to break down project costs by sub-project and category.

Support for multiple-year projects.

Ability to add comments to project.

Ability to attached documents to project such as work request, sub contractor information, etc.Supports the capture of a budget of project expenditures by periods.

Supports the capture of a budget of project expenditures by fiscal year.

Supports the capture of a budget of project expenditures by life of project.

Ability to process change orders to budget with approval work flow.

Audit trail of all changes to budget.

Audit trail of all changes to project.

Automated approval process flow for project initiation and changes.


UNM Hospitals RFP ERP System Proposal Financial ManagementProject Accounting

FUNCTION RESPONSE

ProcessingIntegration to Fixed Assets for asset creation and asset improvement tracking and capitalization at the project and category levels.Detail is retained when projects are closed into fixed assets.

Ability to capture trailing costs and associate with asset that has already been created without having to manually key to fixed asset module.Calculate bond interest and apply to capital project and make associated journal entry automatically.Allocate overhead expenses to project.

Calculate allocation of expenses based on:

a. Fixed percent.

b. Weighted Average.

c. Dynamic based on balances in system, such as labor for this project versus labor for all projects.

When allocation is processed, make corresponding journal entry to move amounts to CIP account automatically.Track commitments / encumbrances to projects automatically for open requisitions, purchase orders, invoices, etc.Ability to manually enter committed costs for future known costs.

Restrict transaction entry in subsystems when budget is exceeded (including commitments/encumbrances).Ability to capture labor costs to a project or sub-project.

Ability to capture intercompany invoices in accumulating project costs.

Enter adjustments to project that updates both General Ledger and Project simultaneously.

Analysis & Reporting Ability to inquire and drill-down to:

a. Balances within a project.

b. Sub-systems for greater level of detail (timecard or P.O.)

Tracks paid and committed amounts against the capital budget.

Ability to view YTD or inception to date compared to the budget.

Reporting capabilities to include:

a. Actual and committed amounts compared to budget with remaining to spend.

b. By vendor (to be used for contract disputes).

c. % completion.

d. Labor component vs. other expenses.


UNM Hospitals RFP ERP System Proposal Financial ManagementFinancial Reporting

Financial Management – Financial ReportingFUNCTION RESPONSE

Financial Reporting General Features and Functionality.

Real Time Reporting.

Secure Access Controls.

Ad –Hoc Reporting.

Income Statements on multiple entities for multiple fiscal years.

General Ledger Reporting on multiple entities for multiple fiscal years.

Expense Reporting on multiple entities for multiple fiscal years.

Balance Sheet Reporting on multiple entities for multiple fiscal years.

Report WritingThe system offers an integrated financial report writer for developing financial statements and custom reports. Offers report writer designed for a non-programmer.

Ability to add new reporting "attributes" on entity structures and easily add new reporting attributes to a report.Ability for users to create ad-hoc reports based on their security without IT assistance.Ability for users to export data from system to Excel without IT assistance.

Graphical reports indicating areas of concern and defined Key Performance Indicators (KPI’s).

Reporting SecurityReporting leverages application security profiles.

Ability to impose additional permissions/security around reports and data analysis.With proper security authorization, ability to export any query or report to a spreadsheet, text, or Adobe PDF.Ability to restrict users to certain entities for reporting and analysis.

Ability to restrict users by data element when reporting (for example, no access to 'salary').Schedule reports to run at any time.

Ability to include reports from other systems in reporting repository and assign security to these.

Report DistributionAbility to distribute reports via web portal, e-mail, or print reports to paper.

Ability to publish reports to a dashboard accessible over the internet/intranet.

Auto distribution of completed report to user defined recipients.

Automatic electronic separation of departmental responsibility reports and other reports.



FUNCTION RESPONSE

Alerts based on pre-defined preferences, tolerances or calculated results. Results available via email, Internet, PDA's, wireless devices.Role based dash boards for various users including executives, department managers, area supervisors, unit managers, and system users.Ability to view financial reports during close process, if adjustments are made, ability to see these immediately without having to update a separate data area.

Drill Down.Optional summary level and/or detail level reporting.

Summary-level inquiries and reports support multiple levels of drill-down to the detail behind the reported amounts. Drill-down (and drill-across) can reach into any integrated sub-system (e.g. Payroll Expense drills-down to the batch and then into payroll detail by location and then by department, etc.).Drill-down (and drill-across) is delivered and dynamic (does not need to be programmed during implementation and automatically updates based on data relationships).Drill Around on web accessed reports to source transactions and summarized balances.Drill to detail on data fields in screens.

Drill to detail on data fields in reports.

Drill Around on data from Reports or Inquiries to detail including source transactions, any attached comments or files.Drill-down to the next level of detail within and across modules.

Flexible financial report definition.User defined titles and column headings.

Dynamic report definition automatically includes new/redefined accounts.

Supports conditional formatting (e.g. variance >10% is changed to bold, yellow text).Financial reports support user defined (i.e. report designer dictates) totals and subtotals.Ability to add report rows and columns to display calculated values.

User defined rounding for financial statement presentation.

User defined select, sort, and comparison options (e.g. budget vs. actual, prior period/prior year, same store comparisons).Ability to produce financial reports based on user defined accounting periods, rolling trends, quarters, years.Variances can be presented as better or worse (i.e. sometimes a negative variance is good and other times it's bad, even within a single report - so better/worse indication eliminates this confusion).Ability to produce a 12-month rolling financial statement.

Pro forma financial statements (e.g. mid-period statements as if sub-ledgers were rolled and posted).Cross-application reporting.



FUNCTION RESPONSE

The system provides the ability to generate reports based on any data within the application including cross-module data.The system provides the ability to generate reports based on multiple combined data sources including external applications.

Accessible data dictionary.Logical and English-like file and field names.

Complete data dictionary documentation.

File/field where used lookup (where used lookup returns the file and field names and related program cross-reference information).

Advanced financial modeling and analysis tools.Ability to extract, manipulate, and present data.

Ability to produce charts and graphs based on financial reports and data.

Excel query capability throughout the system with security rules enforced.

OLAP reporting with multidimensional databases.

Business Intelligence – KPI’s Accounts Receivable Turnover

Acid Test Ratio

Asset Coverage

Current Ratio

Debt to Equity

Equity to Total Liabilities

Fixed Assets to Long Term Debt

Fixed Assets Turnover

Net Income to Equity

Operating Leverage

Total Debt to Total Assets

Gross Profit Margin

Net Income

Return on Equity

Return on Total Assets

Capital Employed

Capital Structure

Cash Turnover

Equity to Non-Current Assets

Fixed Assets to Total Assets

Inventory to Working Capital

Retained Earnings to Equity



FUNCTION RESPONSE

Working Capital

Working Capital to Current Assets

Working Capital to Current Liabilities

Working Capital to Long-Term Debt

Working Capital to Sales


UNM Hospitals RFP ERP System Proposal Inventory Management

Inventory Management - GeneralFUNCTION RESPONSE

Does the software comply with GS1 Healthcare US standards?

GTIN Product Identification?

GLN Location Identification?

GDSN Data Attribute Accuracy?

Includes: Inventory tracking; Location and lot control; Par levels; Forecasting.

Maintains item number history usage, both planned and unplanned.

Provides purging of item number history based on specific data criteria.

Provides inquiry and reporting ability on inventory transactions by item number, location and transaction type.Provides item number reporting based on transactions since last cycle count.

Provides item number transaction summary reporting based on from and to dates.Provides inquiry and reporting ability based on inventory item number status.

Provides inquiry and reporting on slow moving, obsolete and expired date items.Provides for multiple facilities, warehouses, stockrooms and inventory locations.Flexible assignment of inventory processing by product and item number.

Provides for classification of items based on order activity, historic usage, historic cost, projected usage, projected cost and others.Provides for product line tracking information on the inventory master file.

Provides for item number information on the inventory master file.

Provides for item description information on the inventory master file.

Provides for manufactures name and “common name” on the inventory master file.Provides for unit of measure on the inventory master file.

Provides for equivalencies and “may substitute for” on the inventory master file.Ability to bar code items and use hand held scanners.

Inventory ManagementMaintain perpetual inventory (automatically update on-hand and on-order quantities).Ability to manage multiple stock locations.

Ability to track and process backorders.

Ability to support Just-In-Time (JIT) supply management.

Ability to issue stock items from stock location to requesting department.

Manage par stock location supply quantities and par lists.

Ability to receive in one quantity (e.g., bulk - case of 100 syringes) and issue in another quantity (e.g., each –single syringe).Ability to generate pick-lists sorted by storage location.



FUNCTION RESPONSE

Maintain item usage information by stock location.

Allow Physical inventory counts by hand held data acquisition device or paper count sheets (by location, bin or shelf).Allow Physical inventory counts (hand held or paper sheets) by group.

Issue Stock capability.

Receive Stock - Complete capability.

Receive Stock - Partial capability.

Adjust Stock capability.

PAR Location Maintenance capability.

PAR Restock capability.

Ability to print pertinent receiving documents.

Ability to perform an Inventory Adjustment on line and real time.

Ability to support Fill / Kill process.

Provide capability to utilize automated dispensing systems such as Pyxis and convert the usage information directly into refill orders.Ability to generate Open Requisitions Report by user, and printable at user requisitioning location.Ability to manage surplus and obsolete inventory.

Ability to convert PO unit price to inventory unit price.

Cycle Counts capability.

Add / Change / Delete Bins capability.

Add / Change / Delete Shelves capability.

Pick List capability.

Shipping List capability.

Provide Consignment Item Receipt.

Provide Consignment Item Inventory.

Ability to support Patient Chargeable items.

Ability to support collection of Patient Charges with Handheld.

Ability to cross reference item number with patient charge codes.

Period Close capability.

Year End Close capability.

PAR Management.

System supports hand-held data devices for par inventory management and physical inventory.List of supplies and par quantities are maintained for all exchange carts and par inventory areas.Par inventory sheets can be printed and used as inventory sheets.

Quantity remaining on shelf is entered into system, and system compares with stored par to calculate quantity to replace.Inventory process can be automated using hand held data devices.

Items are loaded onto hand held data devices in the order they are counted.



FUNCTION RESPONSE

Completed inventory data can be transmitted from the par inventory location to the stock inventory location for faster processing.System maintains usage information by line item and par inventory area and can recommend adjusted par levels.Management reports are generated for evaluating usage volumes to determine optimum par quantities.PAR Location Maintenance capability.

PAR Restock capability.

Provide capability to utilize automated dispensing systems such as Pyxis and convert the usage information directly into refill orders.

The following reports, forms or lists are generated: Par Inventory Usage.

Item Cross Reference List.

Cart/Par Value Summary.

PAR/Cart Pick List (prints a paper copy of all items to be placed on an exchange cart).

PAR/Cart Usage report (shows item usage by inventory center for specified period)

PAR/Cart Valuation Report (shows all items on a cart and the dollar amount of those items).

Lost Charges Recovery Report (lists charges by department).

Patient chargeable item reports are available: Patient Charge/Point of Use.

Enter Patient charges (allows the user to enter item charges as written on patient charge cards).

Patient Charge Labels (printed for each patient chargeable item on a cart).

Patient charge price change.

Lost charges by date.

Recovered charges by date

Patient charges entered and cross referenced to storeroom number.

System allows entry of patient charges through handheld device or online screen interfaces to patient accounting system.


UNM Hospitals RFP ERP Systems Proposal Materials Management

Materials Management - GeneralFUNCTION RESPONSE

GENERAL MATERIALS


Single-source databases across modules for all key files – vendor, general ledger chart of accounts, item master, etc.List the primary modules available with the Materials Application Suite.

Multi-company accounting integrated throughout all system modules.

Do any of the modules contain hospital specific features? If yes please identify within the Appendix.System supports the following accepted accounting practices (GAAP) for inventory valuation and expense reporting:

LIFO.

FIFO.

Average Costing.

Standard Costing.

System offers web enabled vendor information center.

System offers web enabled internal procurement center.

System supports Universal Product Numbering for items.

System has a centralized Item File that records and maintains information on all items the organization purchases.System supports records within the main Item File so that global (purchasing and receipts) information as well as location-specific (order/issue units or measure, re-order theory, etc.) information can be tracked with a single item number.Item File allows the same item to be handled as an inventory item in one location and non-inventory item in another location.Item Number of at least 10 characters.

Primary Description (with space for at least 32 alpha-numeric characters).

Secondary or Generic Description (for "nursing specifications" - can be printed on requisitions/labels).Cross-reference "look-up" capability by primary or generic description.

At least 10 Order and Issue Units of Measure for support of sub-packaging.

Product Specific Category Code (to be determined by client).

Account Category Code (for natural class/budgeting and General Ledger support).Primary Vendor Code of at least 9 characters.

Primary Vendor Catalog Number of at least 15 characters.

Primary Vendor Cost extended to a minimum of 3 decimal places.

Multiple per Order Unit of Measure.

Per Issue Unit of Measure.

Unlimited # of Alternate Vendor Codes.

Unlimited # of Alternate Vendor Catalog #’s.



FUNCTION RESPONSE

Dedicated field to store Manufacturer identification Code.

Dedicated field to store Manufacturer Catalog Number.

Costing Information includes: Average Cost, Last Cost and Last Issued Cost.

Audit file records old/new values for all changes to item master.

Receipts Information Tracking.

Calculate on Order Days.

Times Ordered.

Minimum Order Quantity.

Ability to define approvals based on dollar, location, item type, etc and fully integrated with workflow capabilities.Ability to drill down to Contract details from item number fields.

Consignment flag within Item Master (Y/N).

Date Item Added to Item Master file.

Who Added the Item?

Date Item Changed.

Who Changed the Item?

System supports a Vendor/Manufacturer File with the following Requirements:

Ability to flag record as either a Purchase from Vendor or a Remit to Vendor (or both).

Name, Address, City fields of at least 30 characters with discreet State and Zip Code fields.

Vendor Number auto-assigned.

Discreet field for storing Vendor minority status / supplier diversity code which is capable of being used for reports.

Vendor Location specific Name/Phone Number.

Vendor Location specific terms.

Service Rep/Phone Number.

EDI Phone Number.

Service Rep. Fax Number.

Purchase Order FAX Number.

Date of Last Purchase Order.

Total Purchase Orders Placed.

Total Dollars Placed:

o By product

o By buyer

o Total Lines Received.

o Total Lines Received Complete.

o Dollars per Order.

o Minimum.

o Maximum.



FUNCTION RESPONSE

o Average.

Purchase Order Freight Terms.

Multiple Payment Terms.

Multiple Sales Tax Percentage.

Discount Percentage.

Ability to inquire or report on discounts taken and discounts lost.

System supports a Contract File with the following specifications:

o Support multiple PO types including Blanket, Skeleton, Standing, Service and Contracts.

o Contract Code.

o Vendor Code.

o Contract Name.

o Ability to attach documents to contracts.

o Start Date.

o Expiration Date.

o Review Date and ability to report on when the contract should be review before expiration.

System supports multiple electronic communication methods--Efax, EDI and internet.System provides access directly to Item file or Vendor file from Contract module.Display Purchase Orders (w/Order Number, Date, Order/Open Quantity, Recieve Date).Display Department Orders (w/Requisition. Number, Date, Order/Open Quantity, Department).Display Total Inventory (with location, on-hand quantity, unit of measure).

Display Vendor Transaction Activity.

Shipments/Receipts.

P.O.’s.

Item History/Frequency.

REQUISITIONSAbility to create custom department requisitions for stock and non-stock items.Ability to support department on-line requisitioning from workstation connected to a LAN, Intranet, or Internet.Ability to use hand held scanners.

Ability to place manual requisition.

Ability to create requisition templates for organization, location, or specific individual usage. Allow requisition templates for different users without copying to that user profile (centrally located).



FUNCTION RESPONSE

Ability to generate Open Requisitions Report by user, and printable at user location (requisitioning location).Ability to route orders to appropriate vendor/order location (e.g., stocked, non-stocked).Ability to interface surgical suite management software to replenish OR-managed product.Period close capability.

Year End Close capability.

Provide synonym fields for searching. Provides for partial searches.

Allow receipt correction.

Allow requester to receive product.

Allow one item master above multiple companies, i.e. for entire organization.

Allow one vendor master above multiple companies.

Allow one vendor multiple locations purchase from and remit to.

Allow one PO with multiple receiving locations.

Ability to requisition non item file items.

Ability to requisition by Manufacturer / Manufacturer Part Number or Vendor / Vendor Part Number or defined Item NumberRequestor able to select authorized Project Numbers for individual requisition items.Integration with budget triggers warning / work flow event when requisition exceeds available budget.Requestor able to distribute costs to multiple cost centers across multiple entities.

STRATEGIC SOURCINGDoes the system support Request for Quote activities, Request for Proposal, supports bid analysis, bid award and bid tracking?Does the system support a supplier portal for registration, account management and bid responses?Does the system support automatic notification of open/closed events for registered suppliers?Does the system support electronic bid response?

Does the system support side by side comparison of bid responses?

Does the system support the ability to split bid award across multiple suppliers?Does the system automatically create award output to purchase order, agreement, blanket agreement or standing order?Does the system automatically create new vendor from awarded supplier?

Does the system generate reports? In what format?

CONTRACT MANAGEMENTDoes the system allow viewing of the complete contract file including any attachments via the web?



FUNCTION RESPONSE

Can individual documents be attached to an individual contract file? Articles? Terms and Conditions? Attachments? Can the contract be categorized based on type? (i.e.: service, software license, pricing, HIPAA, etc.).Can a subtype be associated with the contract type? (i.e.: clinical, non-clinical, etc.).Does the system track expiration dates?

Does the system report on expiration dates?

Does the system report on expiration dates via electronic notification?

Does the system track milestones?

Are there limits to the number of milestones that can be tracked?

Does the system generate automatic reminder email messages based on milestone dates?Does the system provide contract creation workflows?

Does the system support a library of contract clauses and/or templates for use in contract creation?Does the system support a library of contract questions that can be used during the creation of a contract?Does the system support amendments to a contract?

Until when?

Does the system support addendums to a contract?

Until when?

Can the system automatically create contracts based on a template library?

Does the system provide contract review and approval workflows?

Does the system provide integration with the ERP systems?

Does the system allow for contracts to be linked to other related contracts? (i.e.: parent/child organizational relationships)Does the system allow for both distributor and manufacturer contracts?

Is there a clear association between the two?

Does the system support the entry of tiers pricing?

Does the system support rebates?

Are the rebates tied to an AP system?

Can the system flag contracts as active, inactive or other status types?

How are appropriate users notified when the contract moves from one status to another?Does the system support payment hold backs (define a percentage to hold back on contract payments and automatically deduct that percent during the AP payment process)?Does the system support a full auditing of all changes made to a contract?

Can the audit be viewed on the screen?

Does the system generate reports?

In what format?

Please identify all available standard reports.



FUNCTION RESPONSE

Can the reports be downloaded to Microsoft Excel?


UNM Hospitals RFP ERP Systems Proposal Purchasing Management

Purchasing Management - GeneralFUNCTION RESPONSE

Purchasing Management General Features and Functionality. Supplier profiles

Supplier ratings.

Purchase requisition tracking.

Quotations.

Purchase Orders.

Pricing by Contract and date.

Vendor Contracts and Agreements.

Contract types (Federal, State, County)

System integrates Requisition and PO activity with Fixed Assets component.

System integrates with Project Tracking component.

PURCHASINGDoes the system include purchase orders, including electronic order submission?Direct Internet order-entry from a vendor web site, with transaction data recorded in the system?Ability to create combination purchase orders with inventory and non-inventory items.Ability to design Blanket, Standing, Capital, and Contract purchase orders.

System can combine multiple requisitions for items requested from the same vendor into one purchase order.Buyer can perform all item maintenance, source, price, etc. on a single screen.

Department Delivery tickets print only those items the department ordered, from a consolidated purchase order.Items not currently in item file database can be ordered, and added to database.

Purchase orders are identified by buyer and user-defined purchase order type.

Can purchase same item in different units of measure based on location: inventory or stockless.System will receive EDI 832 electronic pricing and EDI 855 order status confirmation from vendors.System has ability to FAX purchase orders to vendors and tools to monitor success of FAX operation.System can print a PO form with item information as well as vendor item information, date due, contract information, delivery instructions and comments.Proposed purchase orders can be edited on-screen with automatic update of purchase order master files.System supports one-time purchase of supplies, equipment and services.

Due dates for orders can be specified by purchase order and line items.



FUNCTION RESPONSE

Receiving against purchase orders can be done on-screen from workstation in the receiving area.Department delivery documents are generated at the time of receipt.

Delivery documents may be printed for written receipt of acknowledgment.

Delivery documents may be viewed and receipt acknowledged electronically by customer at time of delivery, through the use of hand-held data device.Purchase orders can be recalled using vendor name or purchase order numbers.

Receiving by exception is available.

Optional for ‘blind’ receiving with no order quantities displayed.

System is able to receive items in multiple units of measure.

System supports receiving by wireless handhelds.

System supports delivery by wireless handhelds.

System supports delivery signature capture.

System supports the ability for the user to view the status of the receiver/delivery including signature.On-screen inquiry and printed reports available to track open and completed purchase orders and receipts history.Usage history maintained indefinitely for inventory and non-inventory items.

Ability to purge history if authorized access based on user parameters.

Bid sheets available with itemized usage for inventory and non-inventory items.Items for bid sheets can be selected based on user-defined parameters.

Ability to perform vendor bid analysis available.

System provides contract database capabilities.

System will not allow a purchase order to be completed without a valid vendor.When composing a purchase order to vendor not currently existing in the Vendor File, system will allow buyer to window into vendor file for reference, or to create a new vendor record without having to leave the P.O. function.User may view outstanding purchase orders placed to a particular vendor while in the creating or viewing a purchase order function.In compose PO mode, system automatically defaults delivery date information but allows buyer to override. Delivery date information is then tracked and reported through Delivery Date Analysis.In compose PO mode, a purchase order type field is available and captured for future reports to track orders designated by such categories as capital, engineering, service, JIT, etc.In compose PO mode, standard inventory items are defaulted from the Item File.Buyer has capability to add or override information defaulted from the Item file.In compose PO mode, buyer can add purchase order notes that will be stored and can be printed on the PO document and accessed electronically by the Accounts Payable department.



FUNCTION RESPONSE

In compose PO mode, buyer can add receiving notes that will be stored and can be printed on the PO document and accessed on-line by the Receiving Department for delivery instructions.In compose PO mode, buyer can drill into the Item File, and search based on description, manufacturer, vendor name, or vendor number to determine whether or not the item has an item number assigned.System integration with healthcare specific e-Portals.

System supports Evaluated Receipts Settlement.

System supports EDI 856 Advanced Ship Notifications, creating electronic receipts. System supports "Fill or Kill" relationships with specific vendors.Able to deliver bid requests to vendors electronically.

Manufacturer ID and Manufacturer part number in dedicated field on Item Master file.UPN in discreet, dedicated field on Item Master file.

UNSPSC in discreet, dedicated field on Item Master file.

GLN, GTIN in discreet, dedicated field on Item Master file.

System tracks contract compliance.

System has tools to identify contracts about to expire and provide notice to departments at 90, 60, 30 days prior to expiration.Stockless Par Replenishment activity automatically generates P.O.’s to vendor throughout the day from multiple sites simultaneously.EDI 850 PO document generated by system, mapped, and communicated to vendor by system.System support ERS (Evaluated Receipts Settlement).

System receives EDI 855 PO Acknowledgement and compares 855 to PO details. Notice to buyer follows work flow rules.System receives EDI 832 Price file and compares it to Items defined to that vendor.Tools for mass item updates e.g. change in prime vendor.

System allows inquiry by Requisition Number, PO Number, Vendor, GL Company, Cost Center and Item number (or any combination).System supports auto-numbering of Purchase orders.

System automates selective price (and/or other item file changes) based on EDI 832 and effective on a certain future date.System can utilize an EDI 832 to create items or contracts for items.

System will allow for direct vendor-inquiry on system for account status.

INVOICE MATCHINGSystem delivers standard Invoice Matching Management Reports, including:

Invoice Matching Document.

Invoice On Hold Report.

Authorized Invoice Report.

Matched Invoice Report.

Matched Invoice Activity Report.



FUNCTION RESPONSE

Invoice Discrepancy Log.

Invoice Discrepancy Aging Report.

Invoiced Not Received Report and Received Not Invoiced Report.

Sales and Use Tax Reports.

Freight Cost Report.

System supports 2 way, 3 way and 4 way matching.

System will provide electronic invoice matching.

System provides both onscreen matching during entry and batch matching capabilities.Ability to drill to Purchase Order and/or Requisition from Invoice entry screen.Ability to match electronic invoices and produce match and discrepancy reports.Ability to allow tolerances during matching based on unit cost variance.

Ability allows for the use of Evaluated Receipt Settlement.

Business IntelligenceVendor Analysis Indicators

Percent First Receipt.

Percent Matched on Cost.

Percent Non-Compliance.

Percent Received by Due Date.

Percent Rejected Indicator Trend.


UNM Hospitals RFP ERP System Proposal Technology

Business IntelligenceFUNCTION RESPONSE

Ancillary Departments Cost Indicators CT Scan Hours Per Procedure Ratio

Labor Hours Per Test Ratio

Labor Salary Cost Per Test Ratio

MRI Hours Per Procedure Ratio

Non-Invasive Cardiology (NIC) Hours Per Procedure Ratio

Part-Time Hours Per Procedure Ratio

Radiology Hours Per Procedure Ratio

Radiation Oncology Hours Per Procedure Ratio

Debt and Capital Indicators Average Payment Period Ratio

Cash Flow to Total Liabilities Ratio

Days Cash on Hand Ratio

Days in Patient Accounts Receivable Ratio

Debt Service Coverage Ratio

Equity Financing Ratio

Long-Term Debt to Equity Ratio

Times Interest Earned Ratio

Inpatient Payer Mix Indicators Commercial Discharge Percent Ratio

Commercial Patient Days Percent Ratio

HMO Discharge Percent Ratio

Medicaid Discharge Percent Ratio

Medicaid Patient Days Percent Ratio

Medicare Discharge Percent Ratio

Medicare Patient Days Percent Ratio

Self-Pay Discharge Percent Ratio

Self-Pay Patient Days Percent Ratio

Medical/Surgical Supply Cost Indicators Surgery Nursing Hours Per Procedure Ratio

Surgery Technical Hours Per Procedure Ratio

Profitability Indicators Break-Even Ratio

Cash Flow to Net Patient Revenue Ratio

Inpatient Capitated Revenue Percent Ratio

Inpatient Commercial Revenue Percent Ratio

Inpatient HMO Revenue Percent Ratio

Inpatient Medicaid Revenue Percent Ratio



FUNCTION RESPONSE

Inpatient Medicare Revenue Percent Ratio

Inpatient Revenue Percent Ratio

Inpatient Self-Pay Revenue Percent Ratio

Net Income Ratio

Net Income to Patient Revenue Ratio

Non-operating Gain Ratio

Operating Margin Ratio

Outpatient Capitated Revenue Percent Ratio

Outpatient HMO Revenue Percent Ratio

Outpatient Medicaid Revenue Percent Ratio

Outpatient Medicare Revenue Percent Ratio

Outpatient Revenue Percent Ratio

Outpatient Self-Pay Revenue Percent Ratio

Return on Equity Ratio

Total Margin Ratio

Productivity Indicators Inpatient Staff Hours Per Visit Ratio

Nursing Hours Per Patient Day Ratio

Occupancy Percent Ratio

Outpatient Staff Hours Per Visit Ratio

Technical Hours Per Patient Day Ratio

Resource Management and Efficiency Indicators Age of Plant and Equipment Ratio

Current Asset Turnover Ratio

Net Fixed Assets Per Bed Ratio



Technical Questions - GeneralFUNCTION RESPONSE

ArchitecturePlease use a separate document to answer the following questions and cross-reference each question with a designation in the right hand column. Are your applications 3-tier? How long have they been 3-tiered? If so, describe in detail on an attached document your 3-tier

architecture. Describe what hardware is required to support each layer of this

architecture. Can I run the application tier as well as the Database tier of the

application in a UNIX environment? What are the network requirements (bandwidth) necessary to

support this architecture? Is the messaging layer of this architecture dependent upon any

specific hardware/software platform? Where is the application logic for this architecture maintained,

on the client or the server? Describe on a separate document the various user presentations

that can be used to access the application? Is this user presentation directly accessing the application and

on-line transactional data? Is this user presentation accessing a separate repository of data? Describe on a separate document what API’s are available to

communicate to/from this architecture? Are SQL tool sets required for data transfer between the

application logic layer and the data base management layer? If so, please describe in detail on an attached document. Can databases and/or applications be distributed across multiple

servers? Support unlimited on-line user sessions? Provide database view to application tables for use with in-house

developed applications?

WebPlease use a separate document to answer the following questions and cross-reference each question with a designation in the right hand column. Is a browser interface available for all applications? How long

has this interface been available?



FUNCTION RESPONSE

On a separate document please provide several clients that are currently using you Web solutions in a “LIVE” production environment.

Do the client/server GUI interface and the browser interface utilize the same screen logic?

Do the browser and GUI interfaces access the same application logic?

If so, describe on a separate document in detail how is it accomplished?

Does the system provide a web based reporting tool? Do the browser and GUI interfaces have the same design (i.e.

layout)?

Drill DownPlease use a separate document to answer the following questions and cross-reference each question with a designation in the right hand column. Is Drill Down capability available in all applications? Are Drill-Downs delivered pre-built? Can users of Drill-Down “drill” from one application into

another? How many applications can be “drilled” into? Is Drill-Down available from reports? If so, are they pre-built? Is Drill-Down available from a browser interface? If so, are they pre-built? Are the Drill-Downs that are available transaction based, object

based, or both? Can delivered Drill-Downs be modified to better accommodate

user requests?

E-mailPlease use a separate document to answer the following questions and cross-reference each question with a designation in the right hand column. Are your applications compatible with Novell GroupWise? Are your applications compatible with Microsoft Outlook? Do all application forms have delivered pre-built e-mail

capabilities? Does the delivered e-mail functionality include e-mail alerts

which are system generated? Do all application e-mails enforce application security?



FUNCTION RESPONSE

What are the network requirements (bandwidth) for application e-mails?

Please describe delivered integration.

WorkflowPlease use a separate document to answer the following questions and cross-reference each question with a designation in the right hand column. Does your product include embedded workflow? Describe the ease of creating new workflow processes and the

means by which the workflow created communicates with the system?

Is the workflow development tool GUI-based? Can transactions be automatically written to the application

through the application logic or does it require an ODBC connection directly to the database?

Is your workflow solution able to define variables which link to dynamic information within the application?

Is a separate server or desktop required to run workflow? Can I run it off a desktop? Can I run it off a diskless workstation? Can I run it off a Citrix server? Are any of the workflow solutions pre-built? If so, how many? Is the workflow solution open to other applications?

ReportingPlease use a separate document to answer the following questions and cross-reference each question with a designation in the right hand column. Is an ad-hoc report writing tool available for organizational

specific reporting? If so, describe the tool available? Will the application support Crystal Reports and Crystal

Enterprise? Does the ad-hoc report writing tool take advantage of pre-

defined data relationships within the data dictionary in order to automatically create table joins, indexes and existing conditions?

Is defined security enforced within the ad-hoc reporting tool? What open standard database connectivity API’s are available? Can the ad-hoc report writing tool access multiple databases at

the same time for a specific report?



FUNCTION RESPONSE

Can runtime selection criteria be added to ad-hoc reports in order to see only specific requested information?

Can additional links be added to a report to allow the user to directly take action from that report and update either your application or a disparate application?

Are reports stored in a centralized location? Can reports be distributed to (multiple) end-users? Can this be automated? Can end-users modify pre-developed reports? Can reports contain rich content such as bar graphs, pie charts,

etc.? How do finished ad-hoc reports get updated?

Systems ManagementPlease use a separate document to answer the following questions and cross-reference each question with a designation in the right hand column. Does your solution provide a tool which will show performance

metrics according to individual users and applications? Define what other performance metrics may be monitored? Can your systems management tool track on-line and batch

processes? Can your applications support the ARM communications

standard to industry standard system management systems such as BMC Patrol, HP Open View any others?

Can the systems management tool used to track unauthorized user security access?

Development Tools and ModificationsPlease use a separate document to answer the following questions and cross-reference each question with a designation in the right hand column. What types of development tools are available? How do the offered development tools interact with the system

in order to modify the way the applications look and behave? Explain how custom modifications are tracked and maintained

through system upgrades? If your system offers development tools what skill sets are

required in order to use? What development languages are used with your delivered

development tools? Do the offered development tools make changes at the

application layer or at the presentation layer?



FUNCTION RESPONSE

Interfaces and IntegrationPlease use a separate document to answer the following questions and cross-reference each question with a designation in the right hand column. Identify what the offered delivered interfaces are? Does your system offer industry specific interfaces to other

known vendor systems?o Kronos Time and Attendance?o Cerner Millennium Electronic Medical Record?o Cerner PowerChart?o Sungard Banner?o Plateau Talent Management Plateau Learning - Learning

Central?o Ross Financials (to accommodate insurance / patient

billing remaining on Ross)?o GHX Requisitioning?o GHX Electronic Purchasing?o GHX Interchange?o Pyxis Medication Management?o Pyxis Perioperative Solutions?o Pharmnet Pharmacy Management Services?o PACS Filmless Radiology System?o Sungard Payformance encrypted check printing?o MAXxess Access Control System/Badging System?

Does your system offer both a batch and real-time data integration offering?

o Explain the specifics. How are in-bound transactions written to the database? What methodologies are available to write outbound transactions

(e.g. triggers, stored procedures, scheduled queries)? Are there any data mapping and data transformation tools

available? Are these tools GUI based or do they require a development

language to be learned? What language is used? Can industry standard desktop tools be used for integration

purposes? Is there an additional module necessary (purchased) to integrate

to Microsoft Office products? Are their pre-defined database upload routines for performing an

initial data load?



FUNCTION RESPONSE

Supported Technology release levelsPlease use a separate document to answer the following questions and cross-reference each question with a designation in the right hand column. Identify minimum release level supported for an Oracle

database. Identify minimum release level supported for an SQL database. Identify minimum release level supported for a DB2 database. Identify minimum release level supported for Microsoft Office

products. Identify minimum release level supported for Microsoft

Windows. Identify minimum release level supported for Crystal Reports. Identify minimum release level supported for Crystal Enterprise. Identify minimum release level supported for Groupwise. Identify minimum release level supported for Internet Explorer.

Document ImagingPlease use a separate document to answer the following questions and cross-reference each question with a designation in the right hand column. Does your system offer a solution that allows pre-scanned

images to be attached to transaction records within the system? Can your system integrate with 3rd party imaging systems?

o Which ones? Can your system provide an image to be first scanned into the

system and then have a transaction automatically created?o Please explain in detail how this is accomplished?

Can your system link to a scanned image in the system and then have a transaction automatically created?

How does the application communicate with the disparate imaging system in a web-enabled environment?

SecurityPlease use a separate document to answer the following questions and cross-reference each question with a designation in the right hand column. Explain the security constructs that are available within the

system? Is the software HIPPA and PHI compliant?



FUNCTION RESPONSE

Can the end-user control what is available through a sub-set security model?

Is security roles-based? Can security utilize LDAP compliant directories for single-sign

on capabilities?o How is this done?

Is there a separate user directory that is maintained from an application security model or does it utilize the operating system username and password directory?

Can security be granted to individuals/organizations outside our organization?

How is security controlled for users who are accessing the system from areas outside the company (i.e. is there another security model)?

Support active directory authentication for user accounts? What encryption schemas / products is your system compatible

with?


UNM Hospitals RFP ERP System Proposal Appendixes

AppendixesC1. .C2. .


executive summary

Documents

unm childrens hospital

unm hospitals statistics

unm psychiatric center

unm carrie tingley hospital

market modifier

scope of services

core values

response process