functional requirements matrix - accounts payable

Req # Functional Area Category Application Requirements

Supports out of the box

Supports through

advanced configuration

Supports through customization or

development (explain)

Supports via 3rd party(explain)

Does Not Support

Proposed Alternative

Vendor CommentsAccounts Payable General Information Ability to track and report on the following information in the accounts payable module:

AP001 Accounts Payable General Information Coding structure elements (from chart of accounts)AP002 Accounts Payable General Information Batch number (system assigned), batch date (system recorded) and batch total AP003 Accounts Payable General Information User ID (system recorded)AP004 Accounts Payable General Information Posting dateAP005 Accounts Payable General Information Discounts (offered, taken, and lost)AP006 Accounts Payable General Information Due dateAP007 Accounts Payable General Information Purchase order numberAP008 Accounts Payable General Information Invoice number, amount and date (in comments column, please provide the number of

characters available for the invoice number)AP009 Accounts Payable General Information Description/comments/memos on checks/payments AP010 Accounts Payable General Information Contract number/informationAP011 Accounts Payable General Information Document (transaction) numberAP012 Accounts Payable General Information User-defined fieldsAP013 Accounts Payable General Information Payment type/code (e.g. special handling, EFT, ACH, Wires)AP014 Accounts Payable General Information Payment date(s)AP015 Accounts Payable General Information Payment termsAP016 Accounts Payable General Information Check/EFT/ACH numberAP017 Accounts Payable General Information Bank clearance date/Encashment/Void date for check, posting date for ACH, Return/Void Date

on electronic pmtsAP018 Accounts Payable General Information Ability for a unique identifier for individual ACH/EFT/Wire paymentsAP019 Accounts Payable General Information Ability for authorized user to set which fields are required to complete for invoices, to

streamline invoice processing AP020 Accounts Payable General Information Ability to post invoices which will subsequently update the accounts payable file, reduce the

related encumbrance(s), update the vendor master file, update the general ledger, generate checks, ACH and wires and create detailed transaction records for audit and analysis

AP021 Accounts Payable General Information Ability to handle file maintenance and process any other transaction entries in real time

AP022 Accounts Payable General Information Ability to create payables transactions in the General Ledger on automated and user-defined schedules

AP023 Accounts Payable General Information Fixed assets validation based on account numbers / amountsAP024 Accounts Payable General Information Ability to provide a method of assigning separate approval levels to users for processing

invoices, receiving reports, payments, requisitions and purchase orders (edit and update functions)

AP025 Accounts Payable General Information Ability to establish levels of approval and at least one individual with approval authority by Department and within central review organizations (e.g., Purchasing, Fiscal Management, Budget)

AP026 Accounts Payable General Information Ability to track and reconcile travel advancesAP027 Accounts Payable General Information Petty cash reconciliation (and change fund reconciliation) part of the networked A/P system

Accounts Payable General Information Ability to flag or prohibit the following with the ability of authorized users to override:AP028 Accounts Payable General Information The receiving date from being earlier than the requisition dateAP029 Accounts Payable General Information The quantity received from being greater than the quantity approved on the purchase order /

contractAP030 Accounts Payable General Information The unit price from being greater than the unit price approved on the purchase order / contract

AP031 Accounts Payable General Information The payment amount is greater than the defined budgetary category balanceAccounts Payable Vendor File Set-Up and Vendor File Set-Up and Maintenance

AP032 Accounts Payable Vendor File Set-Up and Maintenance

Ability to set up alternate vendor for payment i.e. payment to IRS rather than vendor


"Make check payable to" field, alternate payee


Ability for departments to initiate vendor setup with final Finance activation/approval


Ability to have a "Bunch" of email addresses/phone numbers/contacts


Ability to establish a control to avoid vendor profile duplication; but allow multiple physical locations and doing business as

THE ABILITY AND MEANS TO SUPPORT THESE ATTRIBUTES WILL BE CONSIDERED WHEN EVALUATING PROPOSALS

Functional Requirements Matrix - Accounts Payable

Place an X in ONE column for each numbered requirement and provide explanation where applicable


Ability to streamline the process for adding vendors to the system (e.g., use of workflows, automated vendor numbers)


Ability to notify requestor when a vendor is setup


Ability to automatically assign vendor numbers, without the option to be able to manually assign the numbers (must prevent duplicate vendor numbers from being used)


Ability to provide controls around the vendor information recorded in order to minimize duplicate entries of the same vendor providing warnings to system users of duplicates


Ability to restrict access to designated vendor attributes based on user role (e.g., AP versus Purchasing)


Ability to assign classifications to vendors (i.e. Regular, One-Time, Employee, EFT, Payroll, etc) and the ability to limit access for updating vendor information based on vendor classification

AP043AP044 Accounts Payable Vendor File Set-Up and

MaintenanceAbility to search payments by vendor name/tax id/DBA


Ability to create multiple addresses per vendor with the ability to assign each address as appropriate (i.e. invoicing, remittance, ordering, 1099, etc)


Ability to create foreign address with a minimum of 6 lines


Ability to track and search on vendor file address fields including name, address (multiple), phone (multiple), fax and email, contact info, number, type, status (active / inactive), tax ID & type, commodity code (multiple)


Ability to designate which City bank account a vendor will be paid from


Ability to include attachments to EFT/ACH/Wire advice


Ability to enter all needed vendor bank information for EFT payments (ABA number, bank account number, bank name, etc) with necessary security provided


Ability for EFT payment information to be edited by vendors using workflow-based self service function, with notification to or approval from Finance


Ability to merge or associate duplicate vendors

Accounts Payable Vendor File Set-Up and Maintenance

Ability to track the following information in the vendor master file:


Vendor number


Status (active, inactive, comments exist, do not use)


Contact name, address, phone number, remit-to name, and remit-to address (including enough fields/characters for plaintiff and attorney name for settlement checks, for example)


Vendor bank number (for ACH payments)


Federal ID/Social Security Number (with appropriate security)


Self-employed status


W-9 provided


Type of minority business


Vendor type


Confidential vendor indicator


Last time vendor used


YTD expenditures on the vendor by fiscal or calendar year


Vendor comment field with read/write limits (AP & Purchasing)


Payment processing information (e.g., terms)


Insurance information


1099 Category


Business classification


Additional user-defined fields


Ability to track and report on all changes to the vendor master record


Ability to establish security for limited access to social security numbers/FEIN on vendor file


Ability to interact with vendors through web services to place orders, receive invoices and make payments electronically

Accounts Payable Vendor self service functions Ability to perform the following vendor self service functions, including:

AP074 Accounts Payable Vendor self service functions Register online, identify the services they provide (commodity codes)

AP075 Accounts Payable Vendor self service functions

AP076 Accounts Payable Vendor self service functions Inquire on payment status, items being paid, invoice and PO #'s, etc

AP077 Accounts Payable Vendor self service functions

AP078 Accounts Payable Vendor self service functions Inquire on payment history

AP079 Accounts Payable Vendor self service functions Submit invoices, with automatic linking to the purchase order

AP080 Accounts Payable Vendor self service functions Ability to attach communications and other documents to the vendor record


Ability to annually archive inactive vendors based upon flexible, user-generated parameters

Accounts Payable Invoice Entry and Processing Invoice Entry and Processing

AP082 Accounts Payable Invoice Entry and Processing Ability to restrict the processing of a vendor invoice (i.e. W-9 is not on file)

AP083 Accounts Payable Invoice Entry and Processing Ability to support centralized entry and workflow processing related to invoice entry and confirmation of receipt

AP084 Accounts Payable Invoice Entry and Processing Ability to auto-populate receipt date with override ability

AP085 Accounts Payable Invoice Entry and Processing Ability to receive and process invoices electronically from vendors

AP086 Accounts Payable Invoice Entry and Processing Ability to enter invoices in batch (or one at a time) providing control totals reconcilable by user

AP087 Accounts Payable Invoice Entry and Processing Ability to default purchase order information on the invoice during invoice entry with source transaction information

AP088 Accounts Payable Invoice Entry and Processing Ability to perform data validation in real time during invoice entry including purchase order number, vendor number and coding elements, checking for required fields as well as allowable field values with the ability to override, with appropriate security System should provide error messages for on-line transactions (i.e. future payment/posting dates)

AP089 Accounts Payable Invoice Entry and Processing Ability to change payment method by invoice

AP090 Accounts Payable Invoice Entry and Processing Ability to see retainage amount at invoice level

AP091 Accounts Payable Invoice Entry and Processing Ability to pay retainage through vendor default payment method

AP092 Accounts Payable Invoice Entry and Processing Ability to permit an error to be corrected by the user without having to back out of the invoice and resubmit it with appropriate workflow

AP093 Accounts Payable Invoice Entry and Processing Ability to process one invoice or multiple invoices from one purchase order (or encumbrance) and/or for one purchase order line item

AP094 Accounts Payable Invoice Entry and Processing Ability to hold/repeat vendor information when keying multiple invoices into a batch

AP095 Accounts Payable Invoice Entry and Processing Ability to have system check for and warn/prohibit entry of duplicate invoices for a vendor

Accounts Payable Identify different invoice types

Ability to identify different invoice types including:

AP096 Accounts Payable Identify different invoice types

Regular Purchase Order


Blanket Purchase Order



Credit/Debit Memos

Accounts Payable Invoice Related Information Ability to enter the following information related to an invoice:

AP100 Accounts Payable Invoice Related Information

AP101 Accounts Payable Invoice Related Information Invoice number (alphanumeric); responder to provide maximum character limit

AP102 Accounts Payable Invoice Related Information Invoice date

AP103 Accounts Payable Invoice Related Information Description of what was bought

AP104 Accounts Payable Invoice Related Information Special instructions

AP105 Accounts Payable Invoice Related Information Additional text to be printed with the check

AP106 Accounts Payable Invoice Related Information Ability to accommodate future OR state taxing issues

AP107 Accounts Payable Invoice Related Information Ability to enter an unlimited number of invoice line items on an invoice

AP108 Accounts Payable Invoice Related Information Ability for automated system budget checking and control and define at certain levels (Fund etc)


AP110 Accounts Payable Invoice Related Information Ability to recognize a PO when an invoice is entered

AP111 Accounts Payable Invoice Related Information Ability to scan a vendor invoice with a template applied to that invoice for that vendor that recognizes and pre-fills the invoice entry screen with purchase order number, invoice number, invoice date and invoice amount

AP112 Accounts Payable Invoice Related Information Ability to support creation of templates for recurring invoice (e.g., utility bills, credit card statements)

AP113 Accounts Payable Invoice Related Information Ability to cancel an invoice and automatically create the appropriate reversing entries back into the purchasing system

AP114 Accounts Payable Invoice Related Information Ability to create notification when a PO invoice is reversed

AP115 Accounts Payable Invoice Related Information Ability to access information, including attached documents, from the referenced purchase order line item(s) during invoice entry

AP116 Accounts Payable Invoice Related Information Ability to distribute invoice payments by item or total into multiple general ledger accounts, department, activities, funds and cost categories, project codes, etc


AP118 Accounts Payable Invoice Related Information Ability for authorized users to make edits and revisions to unposted invoice transactions prior to posting

AP119 Accounts Payable Invoice Related Information Ability to designate "separate check" on an invoice transaction

AP120 Accounts Payable Invoice Related Information Ability to designate certain purchase order types to always require a 3-way match (e.g., regular and blanket purchase orders) and others to only require a 2-way match based on the purchase order type and dollar amount Ability to route workflows for approval based on 3-way or 2-way matching requirements

AP121 Accounts Payable Invoice Related Information Ability to add shipping charges to a purchase order, up to a user-defined threshold


AP123 Accounts Payable Invoice Related Information Ability to edit a batch without reentering or reprocessing the entire batch


AP125 Accounts Payable Invoice Related Information Ability of the system to flag transactions detected in error in the batch processing and preclude only erroneous transactions from further processing

AP126 Accounts Payable Invoice Related Information Ability to delete or modify an invoice record before it is scheduled for payment

AP127 Accounts Payable Invoice Related Information Ability to use debit/credit memos for corrections (including all applicable pay codes, such as state sales tax)

AP128 Accounts Payable Invoice Related Information Ability to clear a credit/debit memo without processing payment

AP129 Accounts Payable Invoice Related Information Ability to identify capitalized items as invoices are processed and prompt user to enter fixed assets related details

AP130 Accounts Payable Invoice Related Information Ability to make partial payments on purchase orders based on invoice amount (i.e., progress payments)

AP131 Accounts Payable Invoice Related Information Ability for employees to submit scanned receipts for travel via a workflow, or indicate that receipt(s) is missing and populate the necessary fields

AP132 Accounts Payable Invoice Related Information Ability to adjust the invoice amount, up to a user-defined threshold, and have the change flow-through to adjust the encumbrance though GL, encumbrance, PO/PI side etc

AP133 Accounts Payable Invoice Related Information Ability to designate a workflow substitute/delegate that is easily identified (to locate the current approver when staff are out of the office)

AP134 Accounts Payable Invoice Related Information Ability to withhold payment at the invoice line , invoice, or vendor level

Accounts Payable Payment Processing Payment ProcessingAP135 Accounts Payable Payment Processing Ability to pre-note when establishing a new bank accountAP136 Accounts Payable Payment Processing Ability to determine the remaining budget/appropriation amount on a project or purchase

orderAP137 Accounts Payable Payment Processing Ability to withhold a user-defined percentage or fixed amount of a payment (i.e., retainage) on

an invoice under certain user-defined situations (e.g., tax and audit, levies)

AP138 Accounts Payable Payment Processing Ability to produce independent checks for IRS Tax Levy and the vendor from a single invoice with appropriate workflow

AP139 Accounts Payable Payment Processing Ability to assign user security roles to prevent the altering of the payment information (e.g., vendor name) once invoices have been linked to PO's or approval of the payment has been secured

AP140 Accounts Payable Payment Processing Ability to insert/apply a code to payables prior to printing checks that must be grouped/printed together for special mailing/distribution

AP141 Accounts Payable Payment Processing Ability to automatically produce payments for garnishments from Payroll dataAP142 Accounts Payable Payment Processing Ability to prevent double posting of batchesAP143 Accounts Payable Payment Processing Ability to automatically liquidate current or prior year (as applicable) encumbrances upon

posting of payment with ability to track current and prior year purchase order liquidations separately

AP144 Accounts Payable Payment Processing Ability to pay via ACH (regular), wire and check, Epayables and p-cardAP145 Accounts Payable Payment Processing Ability to drill down from check to invoice/PO/requisitionAP146 Accounts Payable Payment Processing Ability to process credits from vendors in the form of discounts or return orders

Accounts Payable Tracking ACH related Ability to track the following ACH information:AP147 Accounts Payable Tracking ACH related

informationACH effective date

AP148 Accounts Payable Tracking ACH related information


Federal holiday calendar


Free form addenda record


NACHA SEC (Standard Entry Class) codes for addenda records


Ability to attach multiple addenda records


Ability to process and transmit ACH payments multiple times per day


Ability to set/generate Check Run schedule and/or deadlines

Accounts Payable Check Processing/Printing Check Processing/PrintingAP155 Accounts Payable Check Processing/Printing Ability to optionally consolidate multiple payments to the same vendor in a check run or have

separate checks issued to the same vendor in a check run or have some checks consolidated and some checks separate

AP156 Accounts Payable Check Processing/Printing Ability for user-defined check and check stub formatting, including ability to modify without requiring assistance from the software vendor

AP157 Accounts Payable Check Processing/Printing Ability to have several check print formatting options availableAP158 Accounts Payable Check Processing/Printing Ability to process one check per vendor with all claims detail support on the corresponding page

for additional check stub overflow capacity (if necessary)AP159 Accounts Payable Check Processing/Printing Ability to schedule check runs in the system and alert users of deadlines for check runs (i.e.,

reminder)AP160 Accounts Payable Check Processing/Printing Ability to process check runs at anytimeAP161 Accounts Payable Check Processing/Printing Ability to select vouchers for check processing based upon various parameters (i.e. regular,

express, one-time, EFT, employee, workers comp, etc)AP162 Accounts Payable Check Processing/Printing Ability to allow selected items to be paid and items to be withheld or deleted from payment for

a particular check runAP163 Accounts Payable Check Processing/Printing Ability to restrict printing of a negative check amountAP164 Accounts Payable Check Processing/Printing Ability to use sequentially checks and EFTsAP165 Separate sequence for EFT/ACHAP166 Accounts Payable Check Processing/Printing Ability to not be restricted on the number of digits for the check numberAP167 Accounts Payable Check Processing/Printing Ability to restrict the reuse of a check number unless check is being reprinted

AP168 Accounts Payable Check Processing/Printing Ability to customize order that checks are printed (vendor name, check number or other user-defined order)

AP169 Accounts Payable Check Processing/Printing Ability of the system to provide for mid-cycle restart of check forms during check run

AP170 Accounts Payable Check Processing/Printing Ability to create and send a positive pay file to the bank for all accounts (i.e., Payroll, AP, etc)

AP171 Accounts Payable Check Processing/Printing Ability to issue checks or EFT payment out of various bank accounts, including providing detailed email notification (include information which would have been on check stub) to vendor of EFT transmittal

AP172 Accounts Payable Check Processing/Printing Ability to store and use the next sequential check number to be used for each bank's checking account

AP173 Accounts Payable Check Processing/Printing Ability to produce, through secure printers, checks with MICR encoding and electronic signatures

AP174 Accounts Payable Check Processing/Printing Ability to print retainage reconciliation to check amount on voucherAP175 Accounts Payable Check Processing/Printing Ability to generate manual checks on-demand locally

Accounts Payable Void Check and Reissue Process

Void Check and Reissue Process

AP176 Accounts Payable Void Check and Reissue Process

Ability to provide full check voiding, including encumbrance and PO/PI side, where the vendor master file, general ledger distributions, outstanding checks, and accounts payable detail files are reversed in the general ledger to accommodate voided check


Ability for check voiding to provide the option of restoring funds back to the appropriate encumbering document, or back into the appropriate account's available budget balance, and provides the tracking of the check void on the Purchase Order transaction


A system with the ability to generate a notification when payments have been reversed The workflow notification process must provide an audit trail of approvals that are stored with the transaction


Ability, on voided checks, to either issue a replacement check, stale date, or cancel the check with no replacement with a comment field


Ability, on voided checks, to cross-reference the new check to the voided check number or a journal number


Ability to prompt the user if the Purchase Order should be reinstated, when performing a check void


Ability to provide security measures by allowing only certain authorized personnel to reissue checks


Ability to restart jammed check runs on the printer and the appropriate checks in the process when using pre-printed check stock


Ability to void and replace checks by: individual check, block of checks or entire check run

Accounts Payable 1099 Processing 1099 ProcessingAP185 Accounts Payable 1099 Processing Ability to comply with IRS reporting requirements for tracking vendor payments that are subject

to 1099 reporting (including rebates paid by the City)AP186 Accounts Payable 1099 Processing Ability to prohibit or provide warnings when a vendor without a TIN or SSN is entered, when it is

requiredAP187 Accounts Payable 1099 Processing Ability to calculate and deduct backup withholding for vendors that are subject to backup

withholdingAP188 Accounts Payable 1099 Processing Ability to easily identify specific invoices and payments for vendors as 1099 transactions or non-

1099 transactionsAP189 Accounts Payable 1099 Processing Ability to process different types of 1099 formsAP190 Accounts Payable 1099 Processing Ability to access at least 5 calendar years of 1099 information onlineAP191 Accounts Payable 1099 Processing Ability to track all required information for 1099 reporting purposes with ability to make

corrections (i.e. 1099 payments versus non-1099 payments, vendor information, etc) and electronically transmit to the IRS for reporting purposes

AP192 Accounts Payable 1099 Processing Ability to provide updates to annual 1099 forms, IRS file formats, etc Should be provided with the annual software maintenance agreement

AP193 Accounts Payable 1099 Processing Ability to generate necessary analysis reporting for 1099 generation purposes (summary and invoice detail history sorted by tax ID, Report combining multiple vendors with same tax ID)

AP194 Accounts Payable 1099 Processing Ability to print 1099 information and the related forms only for vendors with payments in excess of the designated IRS amount

AP195 Accounts Payable 1099 Processing Ability to print on demand, SINGLE 1099 information and the related form for SINGLE vendor regardless of dollar amount

AP196 Accounts Payable 1099 Processing Ability to default 1099 codes based on the general ledger account codeAccounts Payable Interfaces Ability to accept transactions from other local systems/applications including the following:

AP197 Accounts Payable Interfaces Ability to accept transactions from State systems (to and from) with the ability to transmit payment data back to source system

AP198 Accounts Payable Interfaces Payroll (garnishments, benefit providers, etc)AP199 Accounts Payable Interfaces Workers Compensation

AP200 Accounts Payable Interfaces P-card providerAP201 Accounts Payable Interfaces All sub ledgers-refunds, payments from purchasing, Court, Utilities, Building, Planning, AR,

Debt/Investments, etcAP202 Accounts Payable Interfaces Ability to charge items on an invoice to one or more work orders and/or functionsAP203 Accounts Payable Interfaces Ability to have a complete audit trail of transactions passed to accounts payable from other

applications or systemsAP204 Accounts Payable Interfaces Ability to import check information from the bank for purposes of performing bank

reconciliation, including identifying 'matches' and 'mismatches' from the bankAP205 Accounts Payable Interfaces Ability to perform P-card encumbrances as transactions are downloaded from the bank, and

liquidate the encumbrance as the transactions are processed AP206 Accounts Payable Interfaces Ability to save all export files, import files and check images within the system for retrieval

AP207 Accounts Payable Interfaces Ability to scan/attach electronic documents to requisitions, purchase orders and invoices

AP208 Accounts Payable Interfaces Ability to prevent users from removing electronic documents attached within the system Audit trail and history must be retained

AP209 Accounts Payable Interfaces Ability to interface to IRS for TIN-Matching in advance of 1099 productionAccounts Payable Reporting Reporting

AP210 Accounts Payable Reporting A system with the ability to track and report payments by department, by vendor, by account distribution, by check or ACH number, by date and by amount

AP211 Accounts Payable Reporting Ability to automatically generate performance measures on the AP process (e.g., number of errors on invoice entry, time to process an invoice, etc)

AP212 Accounts Payable Reporting Ability to allow P-card data to be defined (including who has possession of card)AP213 Accounts Payable Reporting Ability to query the system for: open invoices by vendor, fund and department including ones

on hold, unmatched, disputed, unapproved and approved by vendor, fund and department

AP214 Accounts Payable Reporting Ability to query the system for transactions setup for batch processingAP215 Accounts Payable Reporting Ability of the system to include full drill-down capabilities from summary levels to detail levels

for vendor, encumbrance and invoice/payment informationAP216 Accounts Payable Reporting Ability to perform ad hoc reportingAP217 Accounts Payable Reporting Ability to define specific search criteria (summary and detail) and limits while performing an

inquiryAP218 Accounts Payable Reporting Ability to download 1099 information onto a magnetic media meeting IRS requirements

AP219 Accounts Payable Reporting Ability for departments to print their own reportsAP220 Accounts Payable Reporting Ability to print a Capital Asset Expenditure report which includes reporting from Accounts

Payable to show those assets that were coded towards capital accountsAP221 Accounts Payable Reporting Ability to link communications/notes to the invoices and other documents in the system

AP222 Accounts Payable Reporting Ability to view a Check Register which contains a cumulative list of all checks issued, including those later voided, and must be updateable with information received electronically from the bank

AP223 Accounts Payable Reporting Ability to view a Check Register for multiple payment methods i.e. garnishments, welfare

AP224 Accounts Payable Reporting Ability to view Check Register with full VOID dollar amount not zero as is currentAP225 Accounts Payable Reporting Ability to sort check register by vendorAP226 Accounts Payable Reporting Ability to identify multiple cash accountsAP227 Accounts Payable Reporting Ability to associate the cash account with a project


Supports out of the

box

Supports through





Does Not Support


Vendor CommentsBank Reconciliation System Requirements System Requirements

BR001 Bank Reconciliation System Requirements Ability to capture the type of payment (cash, check, ACH, wire, credit card) by location when reconciling on both deposits and withdrawals

BR002 Bank Reconciliation System Requirements Ability to separately deposit and reconcile credit cards by card and interfaceBR003 Bank Reconciliation System Requirements Ability to import a list of cleared checks from the bank for each accountBR004 Bank Reconciliation System Requirements Ability to manually indicate that a check has been cashedBR005 Bank Reconciliation System Requirements Ability to make corrections with an audit trail BR006 Bank Reconciliation System Requirements Ability to cancel checks by batch or check number rangeBR007 Bank Reconciliation System Requirements Ability to use drill-down capabilities to see if a check has been issued/cleared for a specified

account and originating transaction documentation via a document management program

BR008 Bank Reconciliation System Requirements Ability to track manual check issues, voids and replacements and original dollar amount of voided check

BR009 Bank Reconciliation System Requirements Ability to notify, track and monitor the resolution of adjustments that need to be made as a result of an error identified within bank reconciliation

BR010 Bank Reconciliation System Requirements Ability to enter adjustments through a journal voucher with proper authorizationBR011 Bank Reconciliation System Requirements Ability to account for missing checks due to issues with printing and $0 checks

Bank Reconciliation System Processes System ProcessesBR012 Bank Reconciliation System Processes Ability to export data into spreadsheets, text files, word documentsBR013 Bank Reconciliation System Processes Ability to manage unclaimed/stale dated checks For example, export vendor details for mail

merge, track activity detail, etcBR014 Bank Reconciliation System Processes Ability to accept paid check image file from bank which will update the appropriate sub-system

(check register) in the relevant areaBR015 Bank Reconciliation System Processes Ability to track check status including outstanding, cleared, stale-dated, replaced, returned and

voidedBR016 Bank Reconciliation System Processes Ability to execute a process to remove stale dated checks from the list of outstanding checks and

create the corresponding journal entry when escheating Payroll checks The payroll system needs to stay intact and NOT reflect it as reversed/voided

BR017 Bank Reconciliation System Processes Ability to execute a process to remove stale dated checks from the list of outstanding checks and create the corresponding journal entry when escheating A/P checks The A/P system needs to stay intact and NOT reflect it as reversed/voided

Bank Reconciliation System Interfaces System InterfacesBR018 Bank Reconciliation System Interfaces Ability to import/download bank item activity (BAI transmission) from Financial Institution

BR019 Bank Reconciliation System Interfaces Ability to import any type of payment (i.e., cash, check, ACH, Wire, credit card) from the bank for a from/through date range

BR020 Bank Reconciliation System Interfaces Ability to create automated postings for repetitive imported bank transactions such as ZBA internal transfers (i.e., recurring journal entries with varying dollar amounts based on an original financial institution import, to self-clear a ZBA account)

BR021 Bank Reconciliation System Interfaces Ability to perform clearing transactions to match imported bank items to journal entries

BR022 Bank Reconciliation System Interfaces Ability to perform automated clearing transactions between general ledger accounts (i.e., zeroing-out and/or matching balances)

BR023 Bank Reconciliation System Interfaces Ability to reset/correct clearing transactions for bank items and journal entriesBR024 Bank Reconciliation System Interfaces Ability to provide an interface from Cash Receipts module that includes daily deposits by

payment type by location and user for reconciliation purposesBR025 Bank Reconciliation System Interfaces Ability to reconcile deposits with cash receipt details that tie back to a deposit slip with a

breakdown by bank account/subaccount and/or GLBR026 Bank Reconciliation System Interfaces Ability to interface with the Cash Receipting system for accessing scanned checks that were

receiptedBR027 Bank Reconciliation System Interfaces Ability to provide an interface with all sub-modules for drilldown capabilities for all transactions

to see originating entry, including scanned documentsBR028 Bank Reconciliation System Interfaces Ability to provide an interface, including backup documentation via some sort of document

management program, and history of entry, including adjusting or reversing entries associated with the original entry

Bank Reconciliation Reporting ReportingBR029 Bank Reconciliation Reporting Ability to create a report of incoming/outgoing bank items that captures all bank activity

BR030 Bank Reconciliation Reporting Ability to generate a Batch Balance Report that lists any errors that require resolution (e.g., non-match, date errors, etc) This compares the downloaded listing of checks cleared with those generated from the source systems

BR031 Bank Reconciliation Reporting Ability to create a Bank Reconciliation Report, listing GL cash balances, payments and deposits for a user-defined time period, and outstanding payments (e.g., checks) and deposits for each bank account

Bank Reconciliation Cross Reference with Accounts Payable

Additional Cross Reference with Accounts Payable

BR032 Bank Reconciliation Cross Reference with Accounts Payable

Ability to view a Check Register for multiple accounts, which contains a cumulative list of all checks issued, including those later canceled and cleared

Bank Reconciliation Cross Reference with Treasury Additional Cross Reference with Treasury

BR033 Bank Reconciliation Cross Reference with Treasury Ability to integrate debt service and investment functionality with the bank reconciliation process

BR034 Bank Reconciliation Cross Reference with Treasury Ability to track balances by fund and tie back to posted bank items (To reconcile bank receipts to total of all funds, validate total of all funds to individual funds)

Functional Requirements Matrix - Bank Reconciliation

THE ABILITY AND MEANS TO SUPPORT THESE ATTRIBUTES WILL BE CONSIDERED WHEN EVALUATING PROPOSALS Place an X in ONE column for each numbered requirement and provide explanation where applicable



Supports through





Does Not Support


Vendor CommentsBilling and Accounts Receivable

Customer Management Customer Management

AR001 Billing and Accounts Receivable

Customer Management Ability for system to generate customer ID numbers and link ID to master name.


Customer Management Ability to identify customer numbers as A/R customers (vs. A/P vendors)

Billing and Accounts Receivable

Customer Management System Requirements


Customer Management Ability to split or combine customer accounts.


Customer Management Ability to transfer charges/payments from one customer account to another.


Customer Management Ability to change customer type. (i.e.: wrong customer type setup in error)


Customer Management Ability to identify duplicate accounts


Customer information System must provide the ability to maintain and query the following customer information:


Customer information Customer Number


Customer information Name of Customer


Customer information Separate fields for First Name, Middle Name, Last Name


Customer information Separate field to designate either individual or business


Customer information Owner / Business Address(s)


Customer information Customer master two addresses lines (i.e., physical vs. mailing)


Customer information Bill To Address (Nine Digit Zip Code)


Customer information Description (Vendor)


Customer information Telephone - Work/Cell/Home


Customer information FAX Number


Customer information Customer Type (e.g., individual, property, hangar)


Customer information Number of Insufficient Fund Checks Received


Customer information Date of Last Insufficient Fund Check Received


Customer information Last payment date


Customer information Last payment amount


Customer information Email Address (possibility to have multiple email addresses)


Customer information Customer Notes (in log form, tracking user ID, date, and time), read/ability. Other departments should not be able to edit other departments notes/comments.


Customer information Unlimited number of user defined fields


Customer information Current balance


Customer information Last invoice date


Customer information Due date


Customer information Prepaid deposit/advance on account


Customer information Pending transactions


Customer information Last statement balance


Customer information Liens


Customer information Installment (Payment) Plans, with varying terms and annual increases per customer


Customer information Lease terms and conditions


Customer information Ability to review a customer's billing/transaction history at a summary level and be able to drill down and select a bill or transaction item to view in detail.


Customer information Ability for the system to automatically maintain and allow viewing of an audit log of all changes to a customer account.


Customer information Ability to block postings to an inactive account.


Customer information Ability to develop user-defined flags and warnings.


Customer information Ability to block customer account for payment and provide a notification/warning (e.g., to notify the clerk/customer that additional action is needed first or the payment must be paid at a different location).


Customer information Ability to establish effective and end dates for managing all customer flags.


Customer information Accepts overpayments and stores a credit balance in the appropriate account/customer record, including the appropriate accounting entry based on Organization defined accounts (i.e., suspense accounts), based on Business Unit.


Customer information Ability to process refund against customer credit balance from overpayment.


Customer information Ability for the system to generate reports indicating which accounts have credit balances greater than the Organization threshold, and for a user to use minimal clicks (e.g., select all, deselect some) for mass approval to process refunds.


Customer information Ability to apply overpayment amounts to other invoices for that customer.


Customer information System to warn for customer overpayment


Customer information Ability to support eGovernment customer self-service function, whereby each customer has the ability to access customer account level information, including viewing their invoices, payments, a statement, minimum amount due to avoid shut-off, etc.


Customer information Ability to see all outstanding receivables on a customer's account across all implemented modules


Customer information Ability to manage outstanding invoices


Customer information Ability to accept a payment and apply to billings on user defined bill types


Customer information Ability to report customers that have had no activity as of a user specified date, so that the customer can be archived from the system and option to reactivate.


Customer information Ability to prevent inactivation of a customer's record if there is an outstanding activity.


Miscellaneous Billing and Invoicing Miscellaneous Billing and Invoicing


Miscellaneous Billing and Invoicing Ability to support recurring billing functions allowing the user to establish effective date and frequency of recurring billing.


Miscellaneous Billing and Invoicing Ability to enter information to automatically adjust recurring billing amounts, such as number of days in the month or percentage increases over time.


Miscellaneous Billing and Invoicing Ability to bill a minimum billing amount based on bill type (e.g., for installment agreements).


Miscellaneous Billing and Invoicing Ability to select the "remit to" address on the invoice from a list of centrally approved/managed addresses.

Functional Requirements Matrix - Billing & A/R

Place an X in ONE column for each numbered requirement and provide explanation where applicable

THE ABILITY AND MEANS TO SUPPORT THESE ATTRIBUTES WILL BE CONSIDERED WHEN EVALUATING PROPOSALS


Miscellaneous Billing and Invoicing Ability to establish a series of department specific bill types for various charges.


Miscellaneous Billing and Invoicing Ability to establish bill types and rate tables and schedules for each with the ability for authorized users to change these default rates on invoices.


Miscellaneous Billing and Invoicing Ability to accommodate various bill calculation methods using rate tables (e.g., flat rate, unit charge, flat rate plus a unit charge, etc.).


Miscellaneous Billing and Invoicing Ability for a particular bill type to be configured to require the association of that bill to a parcel number or other user defined field (e.g., unique identifiers for interface transactions).


Miscellaneous Billing and Invoicing Ability for the system to automatically apply penalties and interest based upon system-defined rules and/or criteria


Miscellaneous Billing and Invoicing Ability to recalculate penalty and interest for customer accounts that have administrative corrections. (e.g., G/L account number, charge code)


Miscellaneous Billing and Invoicing Ability to enter payment with an effective (posting) date for payment


Miscellaneous Billing and Invoicing Ability to apply overpayment to principal or future payments


Information associated with a particular bill type

Ability to maintain the following information associated with a particular bill type:



Associated customer accounts



Revenue and receivable accounts



Related department



Frequency



Ability for user to define an invoice format specific to each bill type without programming intervention required.



Ability for the bill print formatting features to be enabled by forms design tools, not performed through mail merge.



Ability to print invoices in a specified order such as customer number, customer name, invoice number, zip code etc.



Ability to establish installment payment schedules (including over multiple years) and take partial payments, including applying interest to outstanding amounts.



Ability to notify cashier that loan amount is within a user-defined threshold to notify citizen that final payment amount is minimal, or for City to finalize the loan and write-off any minimal amount remaining.



Ability for the system to generate installment payment coupons (coupon books) to send to customers, with coupons printing in a format to provide to customers in monthly order, with minimal human intervention needed.



Ability to automatically generate separate GL batches when processing invoices, payments, adjustments, etc.



Produce customer reconciliation statements showing beginning balance, charges, credits and payments, and a new outstanding balance.



Produce standard, Organization-wide, bill type, and business-unit aging reports, past due reports, account statuses, and collections statuses.



Ability to send an "estimate/deposit" (should not be labeled as an invoice, should be labeled as an "estimate/deposit").



Ability to establish user-defined receivable types.



Ability to input billing information at the departmental level.



Ability to generate a credit memo/adjustments to specific invoices or to a group of invoices (e.g., regular automated review for errors, such as inappropriate delinquent charges, and potential corrections), with scheduled reports to notify users of corrections identified and ability to multi-select and post.



Ability to manage return payments on customer accounts (i.e., record payment reversals for NSF checks).



Ability to import/export invoice line item information from/to external data sources (i.e., Excel) into a working (not yet printed/posted) invoice.



Ability to barcode invoices and have receipting scanners identify the customer account/invoice for applying payments.



Ability to establish payment terms (# days until due) based on bill type.



Ability to allow one-time invoices (i.e., one-time customers for miscellaneous sales).



Ability to credit each line item on an invoice to multiple revenue accounts.



Ability to reprint original / historical billings/invoices.



Ability to bill electronically



Ability to develop invoices with multiple pages of detail with the option to summarize the charges onto one line item with an attachment.



Ability to specify due dates for bills, based on type of bill or billing frequency, such as 30 days from the printing or mailing date or other user-defined criteria.



Ability to specify invoice numbering schemes specific to each bill type (i.e., alphanumeric).



Ability to set effective dates for fee increases.


Late Charges/ Interest/Penalty Late Charges/ Interest/Penalty


Late Charges/ Interest/Penalty Ability to electronically send out delinquency notifications


Late Charges/ Interest/Penalty Ability for payment reminders (delinquent notices) to print based on user defined criteria and/or month end, quarter end.


Late Charges/ Interest/Penalty Ability to establish late charges and penalties as a percentage of overdue amount, a flat penalty, a daily penalty, etc..


Late Charges/ Interest/Penalty Ability to establish late charges with user definable frequency as to when late charges are applied (I.e. daily, weekly, monthly, quarterly, etc.).


Late Charges/ Interest/Penalty Ability to waive penalty for an individual customer or invoice with proper authorization.


Late Charges/ Interest/Penalty Ability to include messages on bills.


Statement Processing Statement Processing


Statement Processing Ability to generate one statement for all bill types being billed to same customer.


Statement Processing Ability to electronically generate bills and monthly statements


Statement Processing Ability to support late notice statement processing with configurable language based on the aging results.


Statement Processing Ability to print statements with zero balances if there was any activity for the month


Statement Processing Ability to print statement with zero balances on request if there was no activity for the month


Receivables Management Receivables Management


Receivables Management Ability to establish loans for payment types (attached to properties) and calculate/track amortization in the system for interim and final payments.


Receivables Management Ability to print promissory notes from the system, based on terms entered into the system.


Receivables Management Ability to setup liens when loans are provided and remove liens when loans are closed off, with workflow reminders for steps.


Receivables Management Ability to download special assessments and lien information so that the account data can be uploaded to the lien docket electronically.


Receivables Management Ability for the system to be configured to allow decentralized entry and workflow to central authorized users for review of any and all remotely entered information for accuracy before billing and final posting to the General Ledger and Accounts Receivable.


Receivables Management Ability to identify on an unpaid invoice on the customer record, if an item is "in Collections".


Receivables Management Ability to assign an unpaid invoice to Collections with proper authorization (e.g., via a user-defined field on the invoice record, not the customer record).


Receivables Management Ability to identify on an invoice on the customer record, if an item is being disputed.


Receivables Management Ability to indicate if a receivable is included in a bankruptcy filing.


Receivables Management Ability to have an approval process where a request is routed through a workflow including approval of a write off or adjustment.


Receivables Management Ability to attach documents to records/accounts, including invoices (add DMS/Laserfiche tie-in)


Receivables Management Ability to set security rights for viewing attachments, such as limiting only designated users access to HIPAA sensitive information (e.g., inmate billings).


Compile delinquent receivables System must provide the ability to compile delinquent receivables for:


Compile delinquent receivables Transfer/export to a collection agency and/or associated JE


Compile delinquent receivables Write-off the balance and adjust GL


Compile delinquent receivables Adjustment of the balance and adjust GL


Compile delinquent receivables When invoices are transferred to a collection agency, the system has the ability to automatically post these to a different AR account in GL


Compile delinquent receivables Ability to generate notices for mailing to customers resulting from NSF checks that includes a returned check fee.


Interfaces / Integration Interfaces / Integration


Interfaces / Integration Ability to integrate to a Point Of Sale (POS) system.


Interfaces / Integration Ability to send or receive a billing file to/from a 3rd party for the printing and mailing of the invoices and statements, bi-directional interface


Interfaces / Integration System integrates with a voice response system to allow customers to be able to inquire on their account and bill information via phone.


Interfaces / Integration System allows for the import of electronic payment files from various sources (bank, credit card merchants, etc.)


Interfaces / Integration Ability to automatically match incoming cash receipts to corresponding billing/invoice.


Interfaces / Integration Ability to override automatic matching for incoming cash receipts in order to split the application of payments to multiple invoices and modules


Interfaces / Integration Ability to clear over/under payments to cash over /short account with threshold based on Organization policy,


Interfaces / Integration restricting who has access to change thresholds within the system.


Interfaces / Integration Ability to change the general ledger account that charge codes are posted to, without impacting historical information.


Interfaces / Integration Ability to attach liens to land files. (is there a local GIS data tie-in here)


Interfaces / Integration Ability to attach liens to receivables.


Interfaces / Integration Ability to type in customer information and see all invoices, accounts, etc. , ability to pay on any account, whether they are a customer or a vendor.


Reporting Reporting


Reporting Ability to create Federal Form 1098


Reporting Ability to create and save report variants.


Reporting Ability to report based on user defined period-to-date; summary or detail.


Reporting Ability to export reports to Excel, Word, and other common third party software.


Reporting Ability to create A/R reports for user selected GL accounts


Reporting Automatic notifications or reporting for items needing attention, such as past due, unpaid balances, disputed items, etc.


Reporting Ability to pull customer detail reports by Fund.


Reporting Ability to create a "point in time" trial balance


Reporting Review their entry, auto generate a report, so they can verify their data while it's still a pending transaction.


Reporting Need an aging report.


Reporting Ability to run report for deposit activity. (for example, deposit required customer rentals)


Reporting Ability to run report identifying loans.


Reporting Ability to run report identifying prior period charges (for example, charge was put on in one accounting period, but with a prior period transaction date.)



Supports through





Does Not Support


Vendor CommentsBudget Budget Preparation Budget Preparation

BP001 Budget Budget Preparation Ability to maintain budget history based on user defined requirementsBP002 Budget Budget Preparation Ability to support generation of a biennial budget.BP003 Budget Budget Preparation Ability to develop budgets for multiple individual fiscal years.BP004 Budget Budget Preparation Ability for assumptions made to one year of a budget to automatically update future year(s)

(e.g., for payroll, changes to positions).BP005 Budget Budget Preparation Identify, at the account level, accounts that should have same budget in second year of

biennium with the ability to copy budget comments and amounts from year to year when developing the budget.

BP006 Budget Budget Preparation Ability to develop budgets at any level of account structure, including the ability to assign project numbers.

BP007 Budget Budget Preparation Ability to include a narrative explanation or attach supporting documentation to a budget change item by fiscal year at the account level associated with budget level.

BP008 Budget Budget Preparation Ability to include a narrative explanation or attach supporting documentation to active budget changes during the fiscal year at the account level, associated with the budget adjustment impacting the GL.

BP009 Budget Budget Preparation Ability to maintain multiple budget versions per fiscal year: (requested, proposed, current, approved, amended, projected/forecast).

BP010 Budget Budget Preparation Ability to maintain multiple stages of budget development before the final recommended version. (i.e. Department requested, Council requested, reduction scenarios, one time vs. recurring)

BP011 Budget Budget Preparation Ability to add/eliminate 'budget levels' as necessary and no limit to the number 'budget levels' that can be created during a budget cycle.

BP012 Budget Budget Preparation Ability to eliminate a 'budget level' as long as user has proper security to do so and there are multiple opportunities to cancel the request.

BP013 Budget Budget Preparation Ability to clear data from a 'budget level' (and re-populate) w/o having to create a new 'budget level'.

BP014 Budget Budget Preparation Ability to merge 'budget levels' into a single new 'budget level' (e.g. Proposed+Budget Commission Changes=Budget Commission Recommended)

BP015 Budget Budget Preparation Ability to copy budget to a new version as a starting point for incorporating changes.BP016 Budget Budget Preparation Ability to allow for departmental budget entry in an account listing style, such as by account,

functional area, activity code.BP017 Budget Budget Preparation Ability to flag departmental budget preparation at defined levels as completeBP018 Budget Budget Preparation Ability to implement security related to who has access to budget development and view based

on their department and organization.BP019 Budget Budget Preparation Ability to customize budget scenarios based on specific department scenarios and global

scenariosBP020 Budget Budget Preparation Ability to allow for users to input and view comments per budget item / line.BP021 Budget Budget Preparation Ability to require comments per item for specific accounts with the budget request.BP022 Budget Budget Preparation Ability to identify capital items in the budget with a capital item descriptor, specific to accounts.

BP023 Budget Budget Preparation Ability to generate proposed budget line item detail by extrapolating multi-year historical financial data using user-defined criteria/specifications.

BP024 Budget Budget Preparation Ability for system to notify staff when they input or approve a budget that has line items that are significantly different from historical trends.

BP025 Budget Budget Preparation Ability to require staff to enter comments or acknowledge approval if budget amounts are significantly different from historical trends (e.g., activity in the past but $0 in current year).

BP026 Budget Budget Preparation Ability for the system to break out annual budgets into months, based on straight-line or historical seasonality, with ability to override calculated amounts.

BP027 Budget Budget Preparation Ability to limit changes within the unadopted budget after a certain point in the budget process has been reached, and require appropriate user authorization to implement any changes.

BP028 Budget Budget Preparation Ability to limit user entry of specific accounts vs. central office budget planning (salaries)

BP029 Budget Budget Preparation Ability to display two previous budget periods (four fiscal years) year actualsBP030 Budget Budget Preparation Ability to display current year estimated to dateBP031 Budget Budget Preparation Ability to display current year actuals to dateBP032 Budget Budget Preparation Ability to display current year budget vs. actual (variances)BP033 Budget Budget Preparation Ability for users to directly inquire by account on current and prior year actual activity during

budget entry i.e. drilldown on financial detailBP034 Budget Budget Preparation Ability to import off-line developed budget information into the budget planning system.

BP035 Budget Budget Preparation Ability to generate budget schedules and report on budget data for various categories and functions.

BP036 Budget Budget Preparation Ability to prepare base budgets from prior year actual expenditures.BP037 Budget Budget Preparation Ability to plan transfers or change of positions between departments/funds for budget and

analytical purposes. (What if scenarios)BP038 Budget Budget Preparation Ability to forecast at user-determined and prescribed intervals beyond current budget cycle.

BP039 Budget Budget Preparation Ability to track quantities of items for budgets and actuals (i.e., intending to purchase 20 items, have bought 5 to-date)

BP040 Budget Budget Preparation Ability to set performance based budgets, using non-financial information (i.e., key performance indicators or KPIs).

BP041 Budget Budget Preparation Ability to build a calendar of dates into the system for budget entry, to automate the opening and closing (i.e., lock down) of the budget preparation time period.

BP042 Budget Budget Preparation Ability for users to have view-only access, by default, to the budget when it is locked-down.

BP043 Budget Budget Preparation Provide user-defined notes fields for individual accounts with privileges based on user roles and audit trail.

BP044 Budget Budget Preparation Ability to develop overhead allocations. Budget Position Budgeting Position Budgeting

BP045 Budget Position Budgeting Ability to perform Budget Prep global changes (Fringe Benefits, merit increases, inflation).

BP046 Budget Position Budgeting Ability to import position information if coming from an external payroll system.BP047 Budget Position Budgeting Ability to develop budgets by position type and specific pay level as well as budgeting by

employee & actuals including relational benefits (full cost).BP048 Budget Position Budgeting Ability to perform budget forecasting that incorporates planned salary and benefit adjustments

by either percentage, flat rate or other variable to salaries and/or benefits provided by position, department, start and end date, or for other groups/all employees.

BP049 Budget Position Budgeting Ability to perform budget projections for salaries and benefits based on review date, bargaining unit contract dates or other as of dates.

Budget Position Budgeting Ability to enter globally or provide calculation-only fields for:BP050 Budget Position Budgeting # of pay periods for upcoming budget yearBP051 Budget Position Budgeting Medicare calculation based on wagesBP052 Budget Position Budgeting Retirement System calculation based on wagesBP053 Budget Position Budgeting Worker's Comp calculation based on the combination of wages and a fixed rate BP054 Budget Position Budgeting Health insurance costs, including medical insurance, dental insurance, deductibles, co-

insurance, etc.BP055 Budget Position Budgeting Scheduled merit increases and step increasesBP056 Budget Position Budgeting Scheduled cost-of-living-adjustment (COLA)BP057 Budget Position Budgeting Other pay factors as identified by CityBP058 Budget Position Budgeting Ability to perform position budgeting that includes the calculation of benefits specific to the

type of position being budgeted. (i.e.. benefits for extra hire over 30 hours per week)

BP059 Budget Position Budgeting Ability to integrate the position budgeting functionality with the Payroll and HR modules

BP060 Budget Position Budgeting Ability to assist with managing new budget implications of live payroll changes (e.g. raises & transfers) performed during the budget development cycle.

BP061 Budget Position Budgeting Ability to perform position budgeting for vacant positions without the need to assign employees to these positions that includes both salary and fringe projections.

BP062 Budget Position Budgeting Ability to perform position budgeting for promotions without the need to assign employees to these positions that includes both salary and fringe projections.

BP063 Budget Position Budgeting Ability to budget based on position type.BP064 Budget Position Budgeting Ability to calculate current and forecast future salary and benefits for unapproved/requested

positions.BP065 Budget Position Budgeting Ability to perform budget projections for salaries and fringes under different scenarios without

the need to use or impact data in the LIVE system (limiting access to the budget team).

BP066 Budget Position Budgeting Ability to budget for partial-year positionsBP067 Budget Position Budgeting Ability to budget for fixed term and limited term positionBP068 Budget Position Budgeting Ability of system to provide budget checking control for creation of new positions.

Functional Requirements Matrix - Budget


BP069 Budget Position Budgeting Ability for system to create visual organization chart (org chart) based on information within position budgeting.

BP070 Budget Position Budgeting Ability to change the ‘global/master’ rates for any benefit that comes over from the live payroll system. By specific group parameters, (i.e. Union Group).

BP071 Budget Position Budgeting Ability to adjust individual position benefit rates (e.g. all benefit rates should be entered into a ‘global/master’ area applied to all positions, but then the user has the ability to over-ride the rate for a specific individual/position as necessary).

BP072 Budget Position Budgeting Ability to add benefits and associated rates (since sometimes new benefits are added for a new fiscal year and thus wouldn’t have come over from the live payroll system). By specific group parameters, (i.e. Union Group).

BP073 Budget Position Budgeting Ability for the system to calculate wage/step increases based on the individual’s review date and existing step. The system should also allow user to establish a ‘rule’ whereby the maximum number of steps is established (e.g. no step/wage increases beyond, say, 6 steps).

BP074 Budget Position Budgeting Ability to associate FTE (employee, temp, etc) with each position based on number of annual hours.

BP075 Budget Position Budgeting Ability to show authorized FTE (employee, temp, etc) with the option to exclude individual position/FTE (employee, temp, etc) from being budgeted. That is, the FTE (employee, temp, etc) is still authorized and thus would show up in FTE (employee, temp, etc) reports, but the position won’t actually be budgeted for (e.g. authorized/unbudgeted positions).

BP076 Budget Position Budgeting Ability to change the account splits for the individual/position (e.g. some individuals are billed to multiple funds/departments and this option needs to be available for the budget and live payroll systems).

BP077 Budget Position Budgeting Ability for all grade/step (job group) tables to ‘roll’ from the live payroll system into the budget system with the ability to adjust existing grade/step tables and/or create new grade/step tables.

BP078 Budget Position Budgeting Ability to roll from the live payroll system to the budget payroll system all of the position files, authorizations (by individual names/position), grade/step tables, ABT codes, Add pay codes, add rate codes, benefit codes, tax code/rate tables, and workers comp codes. With the exception of deduction codes which should not roll.

BP079 Budget Position Budgeting Provides employee demographic information, limited to employee name and birth date.

Budget Capital Budgeting Capital BudgetingBP080 Budget Capital Budgeting Ability to integrate with "Fleet" or Fixed Asset module to assist with analyzing equipment

replacement (including replacement criteria).BP081 Budget Capital Budgeting Ability to integrate with capital project system to assist with capital budget development.

BP082 Budget Capital Budgeting Ability to report on all expenditures by classification or type.BP083 Budget Capital Budgeting Ability to manage a multi-year (e.g. six) CIP program.BP084 Budget Capital Budgeting Ability to apply inflation factors to costs of CIP projects in years beyond the budget year.

BP085 Budget Capital Budgeting Ability to track budget, expense, and revenue by CIP project.BP086 Budget Capital Budgeting Ability to track budget and expense of operations and maintenance associated with a CIP

project.Budget Project / Grant Budgeting Project / Grant Budgeting

BP087 Budget Project / Grant Budgeting Ability to use project budgeting within or across funds as specified by the user. BP088 Budget Project / Grant Budgeting Ability to track grant budgets to the level needed for annual reporting

Budget Budget Maintenance Budget MaintenanceBP089 Budget Budget Maintenance Ability to track changes that occur from one authorization point to another, who made the

change, and when the change was made, and why the change was made (i.e., comments), by producing an audit trail.

BP090 Budget Budget Maintenance Ability to prevent or indicate out-of-balance conditions for budget requests with corrections to actuals defined by the user.

BP091 Budget Budget Maintenance Ability to configure a workflow for entry of budget transfer requests with multi-level approval functionality.

BP092 Budget Budget Maintenance Ability to enter budget amendments during the fiscal year (appropriations or revenue estimates) that impact/adjust the General Ledger. Note, this is different than doing a 'revised' mid-fiscal year budget, which would be done in a separate 'budget level' and would NOT impact the general ledger.

BP093 Budget Budget Maintenance Ability to record and track multiple budget amendments requests during the year and inquire on the adjustments after the fact.

BP094 Budget Budget Maintenance Ability to record and track multiple amendment types during the year and inquire on the adjustments after the fact.

BP095 Budget Budget Maintenance Ability for workflow requests to notify users who need to be informed, but do not need to approve (e.g., division supervisors).

Budget Budget Checking and Controls Budget Checking and ControlsBP096 Budget Budget Checking and Controls Ability to perform funds availability (budget vs. actual variance) checks at the project level

and/or account level.BP097 Budget Budget Checking and Controls Ability to perform funds availability checking by account seriesBP098 Budget Budget Checking and Controls Ability to perform funds availability checking by grantBP099 Budget Budget Checking and Controls Ability to perform funds availability checking by user defined budget unit (i.e. program)

BP100 Budget Budget Checking and Controls Ability to view “available budget” during requisition/purchase order entry for any type of purchase order, journal entry, or accounts payable invoice transaction, with budget warnings/error messages at account and project levels.

BP101 Budget Budget Checking and Controls Ability to optionally configure budget control at the account level, in addition to the category level.- i.e. controlling at fund, program, series or GL level (account level).

BP102 Budget Budget Checking and Controls Require balanced entries for budgeted transfers or interdepartmental allocations (category level) as desired.

BP103 Budget Budget Checking and Controls Mandatory balancing feature between rev/exp so that it won’t let you key it and save unbalanced entries

BP104 Budget Budget Checking and Controls Ability to prevent users from requesting budget transfers from other departments' budgets.

Budget Reporting ReportingBP105 Budget Reporting Ability to run both pre-defined and user-defined budget reports based on 'budget level',

account number (multiple and nonsequentional), fund, department, and user comments.

BP106 Budget Reporting Ability to display reporting results to charts/graphs.BP107 Budget Reporting Ability to compare budget/actuals to incremental averages (five year, ten year, etc.).

BP108 Budget Reporting Ability to display two previous fiscal year actuals along with current year budget, proposed (next year's) budget and ability to select which 'budget levels' to include in the report.

BP109 Budget Reporting Ability to define date range of expenditures (not just paid to date through current date, i.e.. monthly expenditures, quarterly, etc.).

BP110 Budget Reporting A report that shows each employee’s salaries, benefits, and totals, for both extra hires and full hires for one or both years of the biennium.

Budget Maintain annual budget totals for one or both years of the biennium

Ability to maintain the following annual budget totals for one and both years of the biennium:

BP111 Budget Maintain annual budget totals for one or both years of the biennium

Original and Adjusted Budget Amounts


City Manager proposed


Budget Committee approved


Council adopted


Ability to report on historic, current, future, and forecasted budget version or type.


Ability to include user comment fields in reporting output.



Supports through





Does Not Support


Vendor CommentsCapital Assets General Requirements General Requirements

CA001 Capital Assets General Requirements The system is compatible with GASB 34 and all related GASB requirements.Capital Assets Track Capitalized/Non Capitalized

ItemsSystem can track:

CA002 Capital Assets Track Capitalized/Non Capitalized Items

Ability to track Capitalized items

CA003 Capital Assets Track Capitalized/Non Capitalized Items

Ability to track non-capitalized items

Capital Assets Tracks categories of assets System tracks the following categories of assets:CA004 Capital Assets Tracks categories of assets LandCA005 Capital Assets Tracks categories of assets BuildingsCA006 Capital Assets Tracks categories of assets ImprovementsCA007 Capital Assets Tracks categories of assets EquipmentCA008 Capital Assets Tracks categories of assets Furniture & FixturesCA009 Capital Assets Tracks categories of assets Vehicles (light and heavy)CA010 Capital Assets Tracks categories of assets Capitalized leasesCA011 Capital Assets Tracks categories of assets InfrastructureCA012 Capital Assets Tracks categories of assets ConveyancesCA013 Capital Assets Tracks categories of assets Works of Art, Historical Treasures or Other Similar AssetsCA014 Capital Assets Tracks categories of assets Intangible AssetsCA015 Capital Assets Tracks categories of assets User defined categories (e.g. Construction in progress - CIP and Asset Impairment)CA016 Capital Assets Tracks categories of assets Ability to break above asset categories into multiple subcategories.CA017 Capital Assets Tracks categories of assets Ability to identify assets based on user-defined thresholds CA018 Capital Assets Tracks categories of assets System tracks all types of acquisitions (purchases/donations/CIP/Impairment)CA019 Capital Assets Tracks categories of assets System allows for upload of multiple assets at once

Capital Assets Activation Process Ability to assign asset numbers: (alpha/numeric field)CA020 Capital Assets Activation Process AutomaticallyCA021 Capital Assets Activation Process Manually

Capital Assets Identifies potential Capital Assets from purchasing module

System identifies potential Capital Assets from purchasing module by:

CA022 Capital Assets Identifies potential Capital Assets from purchasing module

Chart of accounts


Dollar amount


Commodity Codes

Capital Assets Identifies potential Capital Assets from A/P module

System identifies potential Capital Assets from A/P module by:

CA025 Capital Assets Identifies potential Capital Assets from A/P module

Chart of accounts


Dollar amount


System allows creation of asset without having to go through purchasing module or A/P module


Asset below capitalization dollar threshold


Ability to track assets with shared ownership (shared internally or with external organizations e.g. City, Transit Agency, etc.) and percentage (%) of asset owned


Ability to restrict the payment for an item until capital asset information is completed and a number has been assigned.


Ability to have multiple user defined fixed asset capitalization thresholds (e.g.. Technology threshold is different from construction which is different from fleet)


Ability to automatically assign and track asset identification, or "tag" numbers in a capital asset master file. Manually entered tag numbers can also be accommodated, assuming there is system default for duplicate error checking.


Ability to establish a capital asset in progress to accumulate capital project costs before being capitalized and placed into service.


Ability for the user to define the activation date for an asset that may be based on date purchased, date received, or date completed.


Ability to aggregate a series of AP purchases into a single capital asset – building a skeleton.

Capital Assets Determine the total cost of an asset Ability to include the following items in determining the total cost of an asset:

CA036 Capital Assets Determine the total cost of an asset Original cost

CA037 Capital Assets Determine the total cost of an asset Donation value (assessed fair market value at receipt of donation)

CA038 Capital Assets Determine the total cost of an asset Additional costs

CA039 Capital Assets Determine the total cost of an asset Ability to transfer assets at completion of construction. (Construction in progress --> specific asset)

CA040 Capital Assets Determine the total cost of an asset Ability to transfer assets between departments (vehicles being sold and transferred between departments)

CA041 Capital Assets Determine the total cost of an asset Ability to track non-depreciable assets in the fixed asset module.

CA042 Capital Assets Determine the total cost of an asset If an asset is a replacement of another asset, old asset can be identified and flagged for disposal.

CA043 Capital Assets Determine the total cost of an asset Ability to notify users, via pop-ups, exception reports, and/or other means, if a purchase less than the capitalization threshold is posted to a fixed asset account.

Capital Assets Asset Master File Asset Master FileCA044 Capital Assets Asset Master File Ability to assign asset number ranges by departmentCA045 Capital Assets Asset Master File Ability to generate tag numbers, have external tag numbers assigned or not have tag numbers.

CA046 Capital Assets Asset Master File Ability to restrict the reuse of tag numbers.CA047 Capital Assets Asset Master File Ability to accommodate parent/child relationships between related assets and inventory, such

as a master unit with one or more accessories.CA048 Capital Assets Asset Master File Ability to reassign parent/child relationships.CA049 Capital Assets Asset Master File Ability to accommodate free-form descriptive text to further describe equipment, land, or

buildings. CA050 Capital Assets Asset Master File Descriptive text is electronically associated with the master file.

Capital Assets Identify grant funded assets Ability to identify grant funded assets:CA051 Capital Assets Identify grant funded assets By identifying more than one grant associated with an assetCA052 Capital Assets Identify grant funded assets By identifying the percentage split, or capitalization breakout (to each grant) for each asset

CA053 Capital Assets Identify grant funded assets Ability to track the funding source for grant funded assets.CA054 Capital Assets Identify grant funded assets Ability to identify financing / leasing information for lease assets.CA055 Capital Assets Identify grant funded assets Ability to attach memos, word documents, pictures, etc. to asset file.CA056 Capital Assets Identify grant funded assets Ability to identify capital outlay by user identified field

Capital Assets Key data elements for an asset Ability to assign, track (i.e., search on), and maintain the following key data elements for an asset:

CA057 Capital Assets Key data elements for an asset Asset numberCA058 Capital Assets Key data elements for an asset Tag numberCA059 Capital Assets Key data elements for an asset Fund numbersCA060 Capital Assets Key data elements for an asset Department numbersCA061 Capital Assets Key data elements for an asset Original Funding Source - Funds CA062 Capital Assets Key data elements for an asset Original Funding Source - DepartmentsCA063 Capital Assets Key data elements for an asset Location Code CA064 Capital Assets Key data elements for an asset Estimated useful life (Need estimated life in months and remaining life in months )CA065 Capital Assets Key data elements for an asset Asset Acquisition Cost (999,999,999.99)CA066 Capital Assets Key data elements for an asset Serial numberCA067 Capital Assets Key data elements for an asset Vendor numberCA068 Capital Assets Key data elements for an asset Purchase Order NumberCA069 Capital Assets Key data elements for an asset Vendor nameCA070 Capital Assets Key data elements for an asset General descriptionCA071 Capital Assets Key data elements for an asset Date acquiredCA072 Capital Assets Key data elements for an asset In-Service DateCA073 Capital Assets Key data elements for an asset Acquisition method (i.e. Purchase, Contribution, Construction, etc.)CA074 Capital Assets Key data elements for an asset Chart of Account distribution: asset account, depreciation account, gain/loss account, and

accumulated depreciation accountCA075 Capital Assets Key data elements for an asset Asset condition (working, impaired, damaged, etc.)CA076 Capital Assets Key data elements for an asset Asset status (i.e. inactive)CA077 Capital Assets Key data elements for an asset Asset typeCA078 Capital Assets Key data elements for an asset Asset ClassCA079 Capital Assets Key data elements for an asset Asset classification (further breakdown of asset class)CA080 Capital Assets Key data elements for an asset Depreciation conventionCA081 Capital Assets Key data elements for an asset Accumulated depreciationCA082 Capital Assets Key data elements for an asset Current fiscal year depreciation (needs to be broken down by Monthly/Year to Date/Life to

Date)CA083 Capital Assets Key data elements for an asset Disposal reasonCA084 Capital Assets Key data elements for an asset Disposal limitations (grant prohibits sale or sale proceeds to go to funding agency)CA085 Capital Assets Key data elements for an asset Disposal methodCA086 Capital Assets Key data elements for an asset Disposal dateCA087 Capital Assets Key data elements for an asset Net Book Value

Functional Requirements Matrix - Capital Assets


CA088 Capital Assets Key data elements for an asset Trade in ValueCA089 Capital Assets Key data elements for an asset SizeCA090 Capital Assets Key data elements for an asset Model NumberCA091 Capital Assets Key data elements for an asset Model NameCA092 Capital Assets Key data elements for an asset Model YearCA093 Capital Assets Key data elements for an asset User defined fieldsCA094 Capital Assets Key data elements for an asset Linkage to other assetsCA095 Capital Assets Key data elements for an asset Federal Funding indicatorCA096 Capital Assets Key data elements for an asset Quantity/Linear feetCA097 Capital Assets Key data elements for an asset Responsible department or individualCA098 Capital Assets Key data elements for an asset To Depreciate (y/n)CA099 Capital Assets Key data elements for an asset Replacement CostCA100 Capital Assets Key data elements for an asset Sale priceCA101 Capital Assets Key data elements for an asset Emergency Project Management asset flagCA102 Capital Assets Key data elements for an asset Risk Management specific data fields (e.g., insurance replacement value)CA103 Capital Assets Key data elements for an asset Comment fieldCA104 Capital Assets Key data elements for an asset Ability to add or change data fields to meet changing requirements.CA105 Capital Assets Key data elements for an asset Ability to retain fully depreciated assets in the capital asset master file for inventory control

purposes prior to disposition.CA106 Capital Assets Key data elements for an asset Ability to default various asset accounts during asset set-up based on asset class and type.

CA107 Capital Assets Key data elements for an asset Ability to copy an asset record when recording like assets (Multiple vehicle purchases)

Capital Assets Asset Management Asset Management (Adds, Adjustments, Retirements, Transfers)CA108 Capital Assets Asset Management Ability for departments to retire, transfer or request disposition of assets through system

workflow (access limitations)CA109 Capital Assets Asset Management Ability for departments to transfer asset between funds through system workflow.

Capital Assets Asset mass change Ability to perform a "mass change" of ownership for the following fields:CA110 Capital Assets Asset mass change FundCA111 Capital Assets Asset mass change DepartmentCA112 Capital Assets Asset mass change LocationCA113 Capital Assets Asset mass change Asset classCA114 Capital Assets Asset mass change Ability to capitalize items in aggregate (as a group)CA115 Capital Assets Asset mass change Ability to search on asset description, and includes "begins with," and "contains," functionality

and create a list for similar items.CA116 Capital Assets Asset mass change Ability to refine search results by asset description by types, funds, etc.CA117 Capital Assets Asset mass change Ability to have a complete audit trail of fixed asset activity.CA118 Capital Assets Asset mass change Ability to transfer assets between departments, locations and funds, accommodating inter-fund

and inter-dept. transfers, duplicating all identifying data from original record.

CA119 Capital Assets Asset mass change Ability to automatically track gain or loss on a sale of asset and determine value of acquired asset (trade-in)

CA120 Capital Assets Asset mass change Ability to track improvements on an existing asset.CA121 Capital Assets Asset mass change Ability to perform a partial disposition / retirement, for example bundled assetsCA122 Capital Assets Asset mass change Ability to make disposals effective as soon as the disposal information is entered versus waiting

until the end of the year and specification of retirement date.CA123 Capital Assets Asset mass change Ability to calculate change in fair market value of donated assets and automatically generate a

journal entry to record annual loss or gain.CA124 Capital Assets Asset mass change Ability to reinstate disposed asset if found (stolen or lost) with appropriate accounting

workflow. CA125 Capital Assets Asset mass change Ability to make manual adjustments to assets for additions, disposals, transfers, adjustments

(i.e.. Impairments/obsolescence, write-offs, partial retirements, etc.) and depreciation.

Capital Assets Asset Inventory Asset InventoryCA126 Capital Assets Asset Inventory Ability to support bar-coded asset tags and portable barcode readers for performing physical

inventories.CA127 Capital Assets Asset Inventory Ability to print bar-coded tags or labels for fixed asset identification.CA128 Capital Assets Asset Inventory Ability to utilize RFID for asset trackingCA129 Capital Assets Asset Inventory Ability to track and report (detailed information such as component detail, serial numbers,

technical specifications, etc.) low value assets and capital asset levels at different locations and segments.

CA130 Capital Assets Asset Inventory Ability to print inventory reports of assets by data elementsCA131 Capital Assets Asset Inventory Ability to maintain and track non-owned assets.CA132 Capital Assets Asset Inventory Ability to maintain and track leased equipment.

Capital Assets Asset Depreciation Asset DepreciationCA133 Capital Assets Asset Depreciation Ability to depreciate capital assets and allocate depreciation to those programs that use the

assets.CA134 Capital Assets Asset Depreciation Ability to reclassify assets from one type to another and effectively manage the new

depreciation amount.CA135 Capital Assets Asset Depreciation Ability to set-up a depreciation based on useful life for each asset class or subclassCA136 Capital Assets Asset Depreciation Ability to support multiple depreciation schedules / per asset typeCA137 Capital Assets Asset Depreciation Ability to associate multiple capital accounts and multiple related depreciation expense

accounts with an asset, and assign a percentage split between each.CA138 Capital Assets Asset Depreciation Ability to idle assets (suspend or modify depreciation on impaired assets).CA139 Capital Assets Asset Depreciation Ability to run depreciation on monthly or annual basis and generate accounting entries

Capital Assets Special Situations Special SituationsCA140 Capital Assets Special Situations Ability to track asset / equipment items that the City does not hold title to (i.e.: computer

equipment, non-licensed vehicles or grant funded assets owned by the grantor) per department / division.

CA141 Capital Assets Special Situations Ability to allow change in asset values or asset life - with the appropriate accounting entries generated

Capital Assets Interface / Integration Interface / IntegrationCA142 Capital Assets Interface / Integration Ability for the Fixed Asset module to integrate with the Accounts Payable and procurement

modules. Information on newly obtained Capital Assets is reported for verification, then automatically transferred from the A/P module into the Capital Assets master file system. Ability to make corrections by the asset accountant

CA143 Capital Assets Interface / Integration Ability to integrate to Cash Receipting for Capital Asset disposals.Capital Assets Create Project Based Assets Ability to create Project Based Assets, that:

CA144 Capital Assets Create Project Based Assets Interface with the Project Accounting system to capture project costs for application of overhead costs

CA145 Capital Assets Create Project Based Assets Allow a project to be associated with multiple assetsCA146 Capital Assets Create Project Based Assets Allow an asset to be associated with multiple projectsCA147 Capital Assets Create Project Based Assets Ability to code transactions as CIP (Construction In Progress) and ability to transfer to

depreciable asset once project is complete.Capital Assets Reporting Reporting

CA148 Capital Assets Reporting Ability for all fixed asset reporting to be run based on multiple data fields and "as of" date and a "date range", to recreate a summary and detail level information 'as of' a point in time that may be in a prior accounting period.

CA149 Capital Assets Reporting Ability to run depreciation reports based on a user defined date range (daily, monthly, annually, etc.)

CA150 Capital Assets Reporting Ability to print a Capital Asset Expenditure Report which includes daily reporting from AP to show those assets that were coded towards capital accounts

CA151 Capital Assets Reporting Ability to print reports to support taking of physical inventory by department and location.

CA152 Capital Assets Reporting Ability to create a report listed by any data element.

CA153 Capital Assets Reporting Ability to create a report from the asset master file by any data element. With an additional ability to sort the data by various types and combinations. i.e.. vehicle listing for active and fully depreciated assets, then sort by fund and department or sort by fund and acquisition method.

CA154 Capital Assets Reporting Ability to generate a report that can sort and print by data elements such as a combined Fund/Asset Type or Type/Department report used for audit

CA155 Capital Assets Reporting Ability to generate capital assets monthly file maintenance that shows all activity to the asset master file during the month.

CA156 Capital Assets Reporting Ability to run historical data comparison reports for any of the fixed asset reports aforementioned



Supports through advanced

configuration




Does Not Support


Vendor CommentsCash Receipts Daily Processing Ability to accept multiple payment types including:

CR001 Cash Receipts Daily Processing CashCR002 Cash Receipts Daily Processing Checks/money orders/cashier's checksCR003 Cash Receipts Daily Processing Credit cardsCR004 Cash Receipts Daily Processing Debit cardsCR005 Cash Receipts Daily Processing Automated Clearing House (ACH) paymentsCR006 Cash Receipts Daily Processing Electronic Funds Transfer (EFT) paymentsCR007 Cash Receipts Daily Processing Near Field Communication (NFC - chip credit card technology)CR008 Cash Receipts Daily Processing PayPal, Google Wallet, etc.CR009 Cash Receipts Daily Processing Online payments through 3rd party gateway (Electronic Transaction Receipting,

including credit cards, debit/visa cards, EFT)CR010 Cash Receipts Daily Processing Ability to upload/import payment file(s) for ANY/ALL types of electronic or bank

payments/systemsCR011 Cash Receipts Daily Processing Ability to configure and process workflows for approvals, review, and modification.CR012 Cash Receipts Daily Processing Ability to maintain a complete audit trail for all transactions.CR013 Cash Receipts Daily Processing Ability for transactions to be posted real-time, in order for information to show on the account

immediately after posting the transaction.Cash Receipts Payment and Receipt Processing Payment and Receipt Processing

CR014 Cash Receipts Payment and Receipt Processing Warn users when applying payment to zero balance account

CR015 Cash Receipts Payment and Receipt Processing Ability to connect credit card machines to system for processing payments.CR016 Cash Receipts Payment and Receipt Processing Ability to provide cash drawer functions.CR017 Cash Receipts Payment and Receipt Processing Ability to provide multiple drawer functionality.CR018 Cash Receipts Payment and Receipt Processing Ability to accept over-the-counter payments and generate appropriate credit.CR019 Cash Receipts Payment and Receipt Processing Ability to easily access a menu of receivable/charge code types when accepting payments over-

the-counter.CR020 Cash Receipts Payment and Receipt Processing Ability to select the type of cash receipt or bill, then have the screen provide the appropriate

field to populate.CR021 Cash Receipts Payment and Receipt Processing Ability to assign codes to particular projects and grants.CR022 Cash Receipts Payment and Receipt Processing Ability to filter the list of AR and codes when processing a payment based on the user's

authority.CR023 Cash Receipts Payment and Receipt Processing Ability to restrict payment to cash only as directed by item alerts.CR024 Cash Receipts Payment and Receipt Processing Ability to calculate the amount of change due back from amount tendered.CR025 Cash Receipts Payment and Receipt Processing Ability to identify, code and process transaction feesCR026 Cash Receipts Payment and Receipt Processing Ability to void all or part of a transaction independent of batch status.CR027 Cash Receipts Payment and Receipt Processing Ability to automatically void a transaction if the payment form is declined (e.g., for credit card

transactions)CR028 Cash Receipts Payment and Receipt Processing Ability to indicate which voids result in the printing of a receiptCR029 Cash Receipts Payment and Receipt Processing Ability to interface with electronic deposit software for check processing.CR030 Cash Receipts Payment and Receipt Processing Ability to customize error messages.CR031 Cash Receipts Payment and Receipt Processing Ability to view all customer information on a single screen, with drill-down capabilities as

necessary (i.e., a dashboard)CR032 Cash Receipts Payment and Receipt Processing Ability to define batch payment creation (electronic checks, over the counter, mail, etc.).

Cash Receipts Payment and Receipt Processing Ability to assign priority to payment by date/typeCR033 Cash Receipts Payment and Receipt Processing Ability to have multiple batches open and to change the batch type if the wrong type was

selected for a transaction, in order for totals per batch to be accurate for reconciling.

Cash Receipts Information on external receipts for individual transactions

Ability to include the following information on external receipts for individual transactions:

CR034 Cash Receipts Information on external receipts for individual transactions

Name of payment entry staff


Customer Name with separate fields for First Name, Middle Initial and Last Names


Payer Name


A/R Account number


G/L Account coding


Description for the transaction


Amount


Account Balance


Check number (if payment by check)


Credit Card Type (Visa, MasterCard and Discover, etc.) and last 4 digits


Effective Date


Customer ID


Location ID (dept/division)


Ability to process the City's internal payments (i.e., credit memos) without actually entering a payment while not affecting the deposit and updating the correct ERP module (i.e. permits, utility billing, misc. billing, etc.)


Option to suppress printing or select individual printing


Ability to print predefined configurable comments and messages on the receipt.

Cash Receipts Track and search system (internal) records

Ability to track and search system (internal) records by:

CR050 Cash Receipts Track and search system (internal) records

Amount


Bank Account


Batch Number


Check number (if payment by check)


Clerk ID/Name


Credit Card Type (i.e. Visa, MasterCard, Discover, etc.)


Customer Name with separate fields for First Name, Middle Initial and Last Names


Payer Name


Customer ID


Customer/Type


A/R Account number


Account Balance


Day of Month


Day of Week/Business Day


Date (or date range) of transaction


Entry Date


GL Account Receipted


Key Code / CR Type


Location ID (dept/division)


Receipt Number/Document Number


Terminal


Time of Day


Type of Bill


Type of Payment

Functional Requirements Matrix - Cash Receipts



Description for the receipt


Next Payment Due Date


Customer Phone Number


Customer Email Address


Ability to see the full account description when processing a receipt.


Ability to have a multiple number of detail lines per receipt


Ability to specify the order in which receipts are processed against outstanding receivables with the option of overriding the order. This would include outstanding receivables across all modules.


Ability to designate whether a transaction was post-marked on-time to remove potential interest that may be applied to the bill associated with that payment (e.g., use of effective dates).


Ability to assign each transaction a unique receipt number which is auto-generated by the system.


Ability for the receipt numbering system to automatically reset itself based on the City's defined number of digits per receipt.


Ability to have receipt number ranges or receipt number format “masks”


Ability to add comments to receipts (external) until the time they are printed and posted.


Ability to change the payment type (cash, check, credit card, etc.) without voiding a receipt with proper authorization


Ability to use Optical Character Recognition (OCR) or laser bar code readers for scanning receipted bills.


Ability to pay multiple bills with a single payment w/ description


Ability to print account number and transaction number on checks receipted


Ability to print amount receipted on checks


Ability to accept full or partial payments and payments without prior bill. Accepts deposits, bonds, etc.


Ability to enter comments (to be used internally) at time of receipt and after transaction is posted.


Ability to define multiple payment types (i.e., EFT, money order) on the same transaction.


Ability to reprint duplicate receipts.


Ability to provide pre-coded templates for ease of input.


Ability to lock pre-coded templates to prevent changes by other users.


Ability to save & copy pre-coded templates with a new name when changes are made.


Ability to query lists of all pre-coded transaction templates


Ability to automatically retrieve account information including amount owed from scanned bills. User only has to "key in" amount paid, if different from amount owed.


Ability to prompt user at time of entry/scan that the account being receipted to has had a history of bad checks/credit card chargeback's based on user defined rules.


Ability to enter in a cash receipt that does not have pre-defined codes where the clerk will have to enter in the GL account(s) manually.


Ability to split charge codes to multiple GL accounts based on a percentage (e.g., 70/30) or a flat amount, with flexibility to change the breakout as needed.


Ability to store effective dates for changes to charge codes, in the event that payments need to be applied to periods before or after the effective date.


Ability to break out sales tax payment based on cash receipt code


Ability to select from standard reason codes when canceling any payment.


Ability to apply payments in current year for a future year license/services/fees and automatically post to deferred revenue


Ability to process multiple accounts with one payment source

Cash Receipts Deposits DepositsCR108 Cash Receipts Deposits Ability to track and maintain any customer payments towards an account(s) / retainers where

customer pre-pays (e.g., deposits, escrows, pre-pays) and as transactions occur/services provided, the balance is adjusted down.

CR109 Cash Receipts Deposits Ability to perform after-the-fact adjustments to deposits w/approvals.Cash Receipts Credit Card Processing Credit Card Processing

CR110 Cash Receipts Credit Card Processing Ability to provide a credit card solution that will interface with the third-party gateway and payment processor.

CR111 Cash Receipts Credit Card Processing Solution conforms to Payment Card Industry (PCI) standards and has received PCI-DSS certification.

CR112 Cash Receipts Credit Card Processing Ability to generate credit card authorizations.CR113 Cash Receipts Credit Card Processing Ability to print credit card receipts with authorization number.CR114 Cash Receipts Credit Card Processing Ability to support credit card refunds, including partial refunds.CR115 Cash Receipts Credit Card Processing Ability to access customer information after a transaction is completed. CR116 Cash Receipts Credit Card Processing Ability to support separate Merchant ID for each physical location for accepting credit cards.

CR117 Cash Receipts Credit Card Processing Ability to charge a convenience fee, configurable per module and/or per chargeCash Receipts Closing, Balancing and Depositing Closing, Balancing and Depositing

CR118 Cash Receipts Closing, Balancing and Depositing Ability to close registers at the end of the day to a holding area until they are later approved and posted. Summary information is posted to the G/L with drill down capabilities and the detail receipt information posted to the individual modules.

CR119 Cash Receipts Closing, Balancing and Depositing Ability to distinguish among tender types (e.g., cash, check or credit card payment) and to provide separate totals at days end to assist in balancing the drawer.

CR120 Cash Receipts Closing, Balancing and Depositing If a cashier is over or short when balancing, ability to submit a workflow with details to a manager for approval

CR121 Cash Receipts Closing, Balancing and Depositing Ability to summarize and post daily cash receipts by validated General Ledger account.

CR122 Cash Receipts Closing, Balancing and Depositing Ability to settle batches individually, by multiple batches, or by selection versus all open batches.

CR123 Cash Receipts Closing, Balancing and Depositing Ability to edit and correct transaction errors prior to posting with proper authorization and print once completed.

CR124 Cash Receipts Closing, Balancing and Depositing Ability to prohibit posted transactions and receipts from being edited.

CR125 Cash Receipts Closing, Balancing and Depositing Ability to work with specific user's open batches based on user authority to balance/close batch.

CR126 Cash Receipts Closing, Balancing and Depositing Ability to allow/require cashiers to enter cash, check, and other balances at the end of the day, for a "blind" check in which the system indicates whether the totals agree with the amount expected to be on hand.

CR127 Cash Receipts Closing, Balancing and Depositing Ability to provide end-of-day check list by user detailing each check included in a deposit.

CR128 Cash Receipts Closing, Balancing and Depositing Ability to process NSF checks as a reversal to the original revenue posting.

Cash Receipts Interfaces and Integration Interfaces and IntegrationCR129 Cash Receipts Interfaces and Integration Ability to manage overpayments and store a credit balance in the appropriate account/customer

record.CR130 Cash Receipts Interfaces and Integration Ability to establish and use validations from the G/L chart of accounts.CR131 Cash Receipts Interfaces and Integration System integrates with an integrated voice response (IVR) system to allow payments via phone.

CR132 Cash Receipts Interfaces and Integration Ability to print an exception report in cash receipts for any payments that do not match the balance due in the other appropriate modules (Utility Billing, Misc. Billing, Permits, etc.) or if there are duplicate payments.

CR133 Cash Receipts Interfaces and Integration Ability to restrict user access and set parameters based on users needs.CR134 Cash Receipts Interfaces and Integration Ability to create/maintain specific codes used for recording payments, Payment Types, Tender

Types, Reason Codes, etc..CR135 Cash Receipts Interfaces and Integration Ability to work with lock box processes and batch uploads.CR136 Cash Receipts Interfaces and Integration Ability to transmit electronic receipts to customer if email address is present on account. (add to

payment and receipt processing)

CR137 Cash Receipts Interfaces and Integration Ability to print receipts from customer portal.

CR138 Cash Receipts Interfaces and Integration Other/Miscellaneous (Journal Entries, Interfaces, Court, Loan Payments).CR139 Cash Receipts Interfaces and Integration Ability to integrate with the Budget module for annual budget purposes.CR140 Cash Receipts Interfaces and Integration Integration with third party payment processors where payments are accepted outside the

financial system (such as parking station machines, Library kiosks, etc.) so that transactional data associated with payments is easily uploaded to the C/R system.

Cash Receipts Reporting ReportingCR141 Cash Receipts Reporting Ability to create exception reports.

CR142 Cash Receipts Reporting Ability to create a User/P.O.S. Terminal Productivity Report, showing number of transactions processed per day, by operator, by P.O.S. terminal, and by transaction type. Shows average time to process a transaction.

CR143 Cash Receipts Reporting Ability to wildcard (*) search or report on any field captured by the system.CR144 Cash Receipts Reporting Ability to create and save report variants.CR145 Cash Receipts Reporting Ability to report based on user defined period-to-date; summary or detail.CR146 Cash Receipts Reporting Ability to export reports to Excel or other common third party software.CR147 Cash Receipts Reporting Automatic balancing of all tender types in one function rather than separate batches and

manual balancing. CR148 Cash Receipts Reporting Ability to create reports based on type codes, types of paymentsCR149 Cash Receipts Reporting Ability to create cash distribution reports by designating application ie.ARCR150 Cash Receipts Reporting Ability to reprint batch settlement reports for online payments processingCR151 Cash Receipts Reporting Ability to create reports for all payments with the ability to identify the operator, batch ID, Date,

Receipt number, tender with additional selection available



Supports through




Supports via 3rd party

(explain)

Does Not Support


Vendor CommentsContract/Bid Mgmt Bid/Quote Management Ability to automatically generate multiple boiler plate solicitation and contract ?? document

templates and have the ability to integrate Terms and Conditions, Special Provisions, General Provisions/ Conditions, Scope of Work or Specification for:

CB001 Contract/Bid Mgmt Bid/Quote Management EquipmentCB002 Contract/Bid Mgmt Bid/Quote Management Agreements (contracts & intergovernmental)CB003 Contract/Bid Mgmt Bid/Quote Management Professional ServicesCB004 Contract/Bid Mgmt Bid/Quote Management ProjectsCB005 Contract/Bid Mgmt Bid/Quote Management ConstructionCB006 Contract/Bid Mgmt Automatically generate multiple

boiler plate solicitation and contract document templates

Commodity/Goods

CB007 Contract/Bid Mgmt Automatically generate multiple boiler plate solicitation and contract document templates

Trade Services


Vehicles


Professional Services


Construction


Verbal Quotes


request for qualification


RFI request for information


Request for bid/Request for Quote


RFP/request for proposals


Q&A and Addenda


Ability to pull up prior bid/proposal documents by various user defined criteria such as commodity codes and copy information to new solicitation


Ability to convert awarded bid/proposal to PO or approved contract


Ability to maintain a list of all vendors who respond to solicitations and a list of all vendors who received a solicitation


Ability to automate selection and notification of vendors for bids/proposals by commodity codes.


System can accommodate bid exempt purchases, i.e. state contracts or "piggybacking" on other governmental agency competitive contract awards.


System can accommodate bid exempt purchases i.e. single or sole source and special procurements


Ability to access solicitations online by Invitation for Bid (IFB), Request for Proposal (RFP) number and provide features to control what is made available online and specify duration


Ability to add a link for plans and specifications stored in one or more online plan rooms


Ability to use remote access to inquire and obtain copies of solicitations.


Ability to complete vendor/supplier registration on-line.


Ability to obtain/publish bid results online.


Ability for departmental users to view bid information.


Ability to create and publish back-up documentation such as bid analysis sheets, award notices, etc.


Ability to use importing feature to assist in compiling bid/specification documents.


Ability to view and maintain a bidder list and plan holder list showing names, addresses, contact, and commodity codes.


Notice of surplus goods


Ability to produce bid closeout file that captures all project documents, searchable and retrievable and add/remove files from the closeout file

Contract/Bid Mgmt Assign status: Automatically or manually

Ability to automatically and/or manually assign status, including:

CB034 Contract/Bid Mgmt Assign status: Automatically or manually

Bid Document In-Process


Bid Sent


Bid Evaluated


Bid Ready for Approval


Bid Approved


Bid Ready to Open


Bid Open


Bid to PO


Ability to view or select bidder list for RFQ, by all or partial selection


Ability to automatically tabulate responses to Request for Quotes (RFQ) and Invitation for Bids (IFB).


Ability to allow the online submission of responses to ITBs (Invitation to Bid) and RFPs (Requests for Proposal) and provide vendor with an automatic receipt (including time of day) of submission. Provide online vault functionality to prevent opening of files until specified date and time.


Ability to allow the online distribution of RFQs, ITBs and RFPs including automated notification of addendums to vendors registered for solicitation.


Ability for vendor to check the status of a bid, proposal or quote, online

Contract/Bid Mgmt Report on Contract and bid data Ability to view and report and notify on Contract and bid data information:CB047 Contract/Bid Mgmt Report on Contract and bid data PO #sCB048 Contract/Bid Mgmt Report on Contract and bid data Performance bond expiration dates and insurance expiration datesCB049 Contract/Bid Mgmt Report on Contract and bid data Contract number CB050 Contract/Bid Mgmt Report on Contract and bid data Contract expiration date with extensions CB051 Contract/Bid Mgmt Report on Contract and bid data Project expiration dateCB052 Notification of lease expirationCB053 Contract/Bid Mgmt Report on Contract and bid data Define time period to receive advance notice prior to contract/expiration/extension and

automatically notify Departments when contract approaches expiration based upon user-defined timeframe

Contract/Bid Mgmt Contract Set-Up Contract Set-UpCB054 Contract/Bid Mgmt Contract Set-Up System allows users to attach documents/files to contract such as special provisions, Non-

Collusion Affidavit, Non-Disclosure Form and etc.Contract/Bid Mgmt Contract related information (enter,

track and inquire)Ability to enter, track and inquire on basic contract information online including:

Functional Requirements Matrix - Contract & Bid Management


CB055 Contract/Bid Mgmt Contract related information (enter, track and inquire)

Funding Source (local, state, federal, or other)


Commodity Code (NIGP)


Contract amount


Contract balance, which can access real-time contract financial data via bidirectional communication with AP and other related modules


Contract ending date, including notice that contract end is approaching, based upon user-defined period of time


Contract name


System-assigned contract numbers and task order numbers, with the ability to override automatic assignment


Contract starting date


Contract type (Professional Services, Construction, Maintenance Services, Lease, Materials, IGAs, etc.)


Contractor name, address, contact info (phone, fax, e-mail)


Cooperative contract (yes/no)


Date approved by various and multiple personnel depending upon circumstance


Department


Division


GL Account where funds are encumbered


Services Description


Maintenance agreements associated with contract (yes/no)


Payment method codes (e.g., flat monthly amount, monthly actual invoice, times unit rate)


Payments against the contract


Period of Warranty (if it exists)


Progress/Expense reports required (yes/no)


User/Contract Manager


Project Manager


Renewal Options Available


Requisitioner


Revised ending date


State registration status


Local Business License (Y/N)


Vendor Number


Is the contractor a MBE, WBE, DBE, Local, PCC, small business firm and total % of same

Contract/Bid Mgmt Track and report fields for Sub-contractor

Ability to track and report the following fields for a Sub-contractor:

CB085 Contract/Bid Mgmt Track and report fields for Sub-contractor

Sub-Contractor Name


Sub-Contractor address


Sub-Contractor contact info (phone, fax, etc.)


Is the sub-contactor a MBE, WBE, DBE, small, local, PCC firm and total % of same


Sub-contract dollar amount


Service provided on contract


Ability to designate a user-defined maximum dollar and quantity thresholds for contracts.


Allow for managing of contract or lease details (dates, late fee amounts, increase amounts and frequency schedules, subcontractor certifications, etc.)

Contract/Bid Mgmt Contract Initiation and Approval Process

Contract Initiation and Approval Process

CB093 Contract/Bid Mgmt Contract Initiation and Approval Process

Ability to handle contracts over multiple fiscal years.


Ability to convert awarded bids to approved contract.


Ability to create and track task order contracts and encumbrances.


Ability to allow multiple contracts per vendor.


Ability to allow multiple vendors per contract.


Ability to allow for multiple phases per contract.


Ability to review and print contract text.


Ability to support electronic signatures


Ability to support document upload


Ability to set-up contracts with recurring payments to vendors with the ability to make one-time payment amount adjustments without affecting the remainder of the contract payment schedule and amount.

Contract/Bid Mgmt Workflow / Change Management Workflow approvals is required for the following changes:

CB103 Contract/Bid Mgmt Workflow / Change Management Change in contract dollar amount

CB104 Contract/Bid Mgmt Workflow / Change Management Material Change in eligible uses of contract funds (change in scope of work)

CB105 Contract/Bid Mgmt Workflow / Change Management Material change in milestone schedule

CB106 Contract/Bid Mgmt Workflow / Change Management Change in contract start or end dates

CB107 Contract/Bid Mgmt Workflow / Change Management Change in contract scope (addition or deletion of contract scope)

CB108 Contract/Bid Mgmt Workflow / Change Management Ability to support on-line work order requests, creation, updates, status and approval workflow including signatures

CB109 Contract/Bid Mgmt Workflow / Change Management Ability to route the documents electronically to the correct Department for review/revisions.

CB110 Contract/Bid Mgmt Workflow / Change Management Ability to view and approve contracts within the system.

CB111 Contract/Bid Mgmt Workflow / Change Management Workflow with security levels for lease and term changes.

CB112 Contract/Bid Mgmt Workflow / Change Management Automatically add vendor/supplier, allow self-serve lists

CB113 Contract/Bid Mgmt Workflow / Change Management Notification of plan center of solicitation, notifications to bidders, etc

CB114 Contract/Bid Mgmt Workflow / Change Management Workflow and timeslots for uploads

CB115 Contract/Bid Mgmt Workflow / Change Management Bid opening if online only

CB116 Contract/Bid Mgmt Workflow / Change Management Error if bid vendor is not AP vendor and initiate vendor creation process



Supports through





(explain)

Does Not Support


Vendor CommentsGeneral & Technical System and Technical

DocumentationDocumentation

IT001 General & Technical System and Technical Documentation

Ability to provide software documentation, topology, and detail design for all software application modules.


Ability to provide an on-line tutorial to assist users learning the software.


Ability to provide all vendor supplied software that is accompanied by sufficient technical documentation to enable comprehensive understanding of its internal structure and operating procedures.


Ability to provide Release Notes that document changes between version releases. These documents must be written in a fashion that is easily understandable by the end user. The format of the Release Notes must be conducive to analyzing which changes affect the organization.


Documentation must be Section 508 compliant, if published on the web


Ability to provide a copy of the database schema, ERD (entity relation diagram), network diagram, data dictionary.

General & Technical Help System Help SystemIT007 General & Technical Help System Ability to provide a menu-driven system with comprehensive utility and

"help" screen capabilities at the field and the page level.

IT008 General & Technical Help System Ability to provide field-level and screen level help throughout the application that can be customized by trained and authorized users.

General & Technical Customer Support Online Vendor Customer Support PortalIT009 General & Technical Customer Support Ability to provide online vendor customer self-serve support portalIT010 General & Technical Customer Support Flexible support services delivered via the phone, email and through vendor

hosted forums, webinars, and when required, on-site training. Support includes:24-hour/365-day per year vendor phone support for system failure and/or Pacific Coast time business day urgent processing system issues.

General & Technical Online Technical Knowledge base Ability to provide a portal solution to access various on-line information regarding the vendor's solution including:

IT011 General & Technical Online Technical Knowledge base Release notes

IT012 General & Technical Online Technical Knowledge base Other documentation

IT013 General & Technical Online Technical Knowledge base Upcoming releases

IT014 General & Technical Online Technical Knowledge base Software changes

IT015 General & Technical Online Technical Knowledge base Ability to provide a portal solution that allows users to submit enhancement requests and system bugs on-line that allows for tracking of progress on individual items.

IT016 General & Technical Online Technical Knowledge base Ability to provide a portal solution that allows users to query on specific items that they and other clients have submitted.

IT017 General & Technical Online Technical Knowledge base Ability to provide an on-line user community for posting questions and sharing information.

General & Technical Error Processing Error ProcessingIT018 General & Technical Error Processing Ability to specify users or groups to be notified when user-defined actions or

system error is encountered. IT019 General & Technical Error Processing Ability to customize or modify system provided error messages and store/log

for future review and reporting. Error messages should be meaningful to the user versus being of a technical nature.

IT020 General & Technical Error Processing Ability to allow the system administrator or authorized users to view the error log on-line to provide support for the users.

IT021 General & Technical Error Processing Ability to provide error checking modules/functionality to verify the quality of the information being entered.

IT022 General & Technical Error Processing Ability to turn on/off different levels of error logging functionality within the system.

General & Technical Forms Processing Forms ProcessingIT023 General & Technical Forms Processing Ability to generate forms using a solution that could integrate Microsoft

Office or other third party applicationsIT024 General & Technical Forms Processing Ability to generate interactive forms using a solution that could integrate

Microsoft Office or other third party applicationsIT025 General & Technical Forms Processing Ability to use either blank paper stock or pre-numbered check stock (i.e.,

system generates forms on blank paper, routing & check numbers on blank check paper, etc.).

IT026 General & Technical Forms Processing Ability for trained users to customize forms without the need for Vendor assistance. Customized forms will be able to be incorporated into future vendor releases without the need for retro-fitted changes.

IT027 General & Technical Forms Processing Standard software functionality provides the ability for all forms created within the vendor's solution to be stored and allow for future use of that form within the vendor's solution.

General & Technical Security and Auditing Security and AuditingIT028 General & Technical Security and Auditing Ability to use Active Directory (AD) or LDAP, as the source for security

credentials. AD shall be used as the primary authentication level for user sign-on into the system (single sign-on).

IT029 General & Technical Security and Auditing Ability to restrict access for add/update/view/delete at the transaction level.

IT030 General & Technical Security and Auditing Ability to deliver security in a layered format (i.e. data, database, application, network physical).

IT031 General & Technical Security and Auditing Ability to restrict a user's access to specific screens.IT032 General & Technical Security and Auditing Ability to define standard security roles for entry, query and reporting

IT033 General & Technical Security and Auditing Ability to provide security at the record level.IT034 General & Technical Security and Auditing Ability to turn on/off auditing at the table level.IT035 General & Technical Security and Auditing Ability to configure security access to restrict a user's access to individual

fields utilizing RBAC (Role-Based Action Control) through active directory.

IT036 General & Technical Security and Auditing Ability to maintain system security controls regardless of device being used

IT037 General & Technical Security and Auditing Ability to log all file changes in a detailed permanent audit trail, by user ID, based on user login.

IT038 General & Technical Security and Auditing Ability to have locks on time/date stampIT039 General & Technical Security and Auditing Ability for an administrator to change a user's status to inactive.IT040 General & Technical Security and Auditing Ability to support electronic/digital signatures using Microsoft v3 Templates,

2048-bit key length, User Certificates (AD integrated).IT041 General & Technical Security and Auditing Ability to trace the source of all transactions at both terminal and ID user

levels.IT042 General & Technical Security and Auditing Ability to identify users making inquiries or extracting reports from key

databases.IT043 General & Technical Security and Auditing Ability to support the encryption of data communications between the client

and the server.IT044 General & Technical Security and Auditing Ability to support the encryption of stored data in the database.IT045 General & Technical Security and Auditing Ability to define specific user access to processes, icons, screens, reports,

records and code tables based on individual and group profiles.

IT046 General & Technical Security and Auditing Ability to restrict a user's access to records meeting certain criteria (I.e., certain divisions, modules).

IT047 General & Technical Security and Auditing Ability to apply security restrictions to report writer utilities.IT048 General & Technical Security and Auditing Ability to apply security restrictions to global update functions.IT049 General & Technical Security and Auditing Ability to apply security restrictions to all data connections such as ODBC,

JDBC, OLE.IT050 General & Technical Security and Auditing Ability to differentiate access between ability to view versus update for

specific data elements.IT051 General & Technical Security and Auditing Ability to restrict the accessing of security configuration and audit logs based

upon user profiles or administrator level settingsIT052 General & Technical Security and Auditing Standard system functionality restricts System Administrator account from

performing transactions on the system.IT053 General & Technical Security and Auditing Ability to monitor concurrent users accessing the database through the

application (e.g. open connections).IT054 General & Technical Security and Auditing Ability to automatically log off an inactive user. This should be configurable

based on the organization's needs.IT055 General & Technical Security and Auditing Ability to visually obfuscate password entry (******* appears instead of

clear text).IT056 General & Technical Security and Auditing Ability to track the relevant audit trails and allow "drill down to the source"

functionality to review the history of all changes to the data.

IT057 General & Technical Security and Auditing Ability to allow management to review the system administrator's activities.

Functional Requirements Matrix - General & Technical


IT058 General & Technical Security and Auditing Ability to provide a "flexible" system audit (can be configured to audit based upon "criticality levels" identified by management for each action performed within the system).

IT059 General & Technical Security and Auditing Ability to provide audit reporting that is "user friendly" (audit reports are not "cryptic", they are easy to understands and act upon).

IT060 General & Technical Security and Auditing Ability to provide a certificate of compliancy for Payment Card Industry DSS 3.0

IT061 General & Technical Security and Auditing Ability to meet HIPAA requirements around the protection of data for EMS transport billing

IT062 General & Technical Security and Auditing Ability to meet general data protection requirements for both Federal and State of Oregon "Red Flag" data containing PII.

General & Technical Archiving ArchivingIT063 General & Technical Archiving Ability to provide an archiving solution for all data elements which provide

configuration options for archiving schedules.IT064 General & Technical Archiving Ability to interface with a third party document management system for

archiving (such as Laserfiche)IT065 General & Technical Archiving Ability to preserve historic transactional integrity when master data changes.

IT066 General & Technical Archiving System design provides an “archive” environment for historical data.

General & Technical Integration and Interfacing Integration and InterfacingIT067 General & Technical Integration and Interfacing Ability to import / export non-configuration data (e.g. transaction data)

to/from a common data interchange format (e.g. ASCII, XML, etc.)

IT068 General & Technical Integration and Interfacing Ability to import / export configuration data to/from a common data interchange format (e.g. ASCII, XML, etc.)

IT069 General & Technical Integration and Interfacing Ability for all data import functions in the system to observe all pre-set data validation rules to enforce data / database integrity

IT070 General & Technical Integration and Interfacing Ability to support web services as a means of real-time data exchange with other applications (i.e. Accela, Authorize.net, PayPal).

IT071 General & Technical Integration and Interfacing Ability to import data into master files (commodity codes, Zip, etc.).

IT072 General & Technical Integration and Interfacing Ability to provide utilities to assist in data conversion of subset data from existing system to replicate environment

IT073 General & Technical Integration and Interfacing Ability to apply security restrictions to all imports performed by a user.

IT074 General & Technical Integration and Interfacing Ability to attach multiple documents / images to a single ERP transaction and have that attachment flow with the transaction throughout it’s life in the ERP (i.e. requisition to purchase order).

IT075 General & Technical Integration and Interfacing Ability to create transactions/records with future dates (i.e. benefits premiums during open enrollment, increased fee, etc.)

IT076 General & Technical Integration and Interfacing All databases tables are accessible for custom reporting across all modules

IT077 General & Technical Integration and Interfacing Ability to interface with Microsoft Office applications (Word, Excel, Exchange, Outlook, etc.)

IT078 General & Technical Integration and Interfacing Ability for all ERP modules to interface where logical (e.g., Community applications interface to Land and Cash Receipts, Work management application interfaces to Purchasing/Inventory and Payroll, etc.).

IT079 General & Technical Integration and Interfacing Ability to type in customer information and see all invoices, accounts, etc. , ability to pay on any account, whether they are a customer or a vendor.

General & Technical System Installation System InstallationIT080 General & Technical System Installation Ability to provide capabilities for system to be deployed with an "agentless

client".IT081 General & Technical System Installation Ability to provision "thick client" with an MSI package that allows only

automated configuration via industry desktop management solutions (e.g.. Desktop Central); no manual post-configurations necessary.

IT082 General & Technical System Installation Ability to retain user preferences when installing new releases of the vendor's software.

IT083 General & Technical System Installation Ability to support the following environments during system implementation including: TEST, LIVE.

IT084 General & Technical System Installation Ability to customize the amount of data transferred between the system environments TEST, LIVE.

IT085 General & Technical System Installation Ability to provide a configuration management solution to allow for easy management of moving data and programs between the various environments.

General & Technical System Operations and Administration

System Operations and Administration

IT086 General & Technical System Operations and Administration

Ability to supply various utilities to facilitate file maintenance, data manipulation, and backup/recovery. These may include, but are not limited to, sorts, file generators, and file-to-file copying utilities.


Ability for system to include the appropriate administrative and programming toolsets to configure, modify and customize the software applications.


Ability for the software vendor(s) to have the facilities to diagnose and maintain the application software and database remotely.


Ability for the vendor to provide ongoing software maintenance and new software releases periodically to meet all State and Federal requirements at no additional charge (included in the m & s contract).


If system allows user to switch screens to display in another language, the system provides a user-friendly process for changing the language back and forth.


Terminology to be consistent throughout the applications, and unique for particular fields (to minimize confusion, e.g., pending vs. un-posted)

General & Technical Technical Standards & Preference Technical Standards & Preferences - Applies to ALL products being proposed by the vendor.

IT092 General & Technical Technical Standards & Preference System wide spell check on all data fields.

IT093 General & Technical Technical Standards & Preference Spell check dictionary can be added to for non-standard words.

IT094 General & Technical Technical Standards & Preference Spell check can be turned off on fields which are not appropriate for checking spelling(e.g., code fields)

IT095 General & Technical Technical Standards & Preference Ability to provide system components that operate under a web services solution environment.

IT096 General & Technical Technical Standards & Preference Ability to provide a system that operates under a Service Oriented Architecture (SOA) environment.

IT097 General & Technical Technical Standards & Preference Ability to use existing computers and printers.

IT098 General & Technical Technical Standards & Preference Ability to use recent versions of different web browsers (IE, Firefox, etc.)

IT099 General & Technical Technical Standards & Preference Ability to support virtualized server environment; City currently uses VMWare 5.5.

General & Technical Data Management Data ManagementIT100 General & Technical Data Management Ability for all informational data elements tracked to be maintained in an MS

SQL database to allow efficient data sharing, customized report writing, and automated posting.

IT101 General & Technical Data Management Ability for system to interact with the relational database through SSRS and offer robust querying and online analysis tools that do not require programming knowledge, allowing users to pick and choose fields, link tables, and establish criteria under appropriate security controls.

IT102 General & Technical Data Management Ability to log all production input and provide the ability to recover the data files to the point of the last transaction in the event of a programming or system failure. This recovery process should minimize user involvement.

IT103 General & Technical Data Management Ability to access tables from other systems using both SQL and non-SQL data sources.

IT104 General & Technical Data Management Ability to flag specific information as confidential, and mask it, so that it is not provided to the public with open records requests.

IT105 General & Technical Data Management Ability to construct and apply user profiles to groups of usersGeneral & Technical User Interface User Interface

IT106 General & Technical User Interface Ability for system to ensure that all features and functions within the application will be available regardless of the user interface that is used (i.e., web-based or client-based, tablet vs. laptop, etc.).

IT107 General & Technical User Interface Ability to ensure that the software complies with accessibility standards including all system components. To meet ADA requirements, the technology's accessibility level must comply with accessibility standards set forth in Section 508 of the Rehabilitation Act.

IT108 General & Technical User Interface Ability for system to ensure a consistent use of command keys and screen layouts across the application.

IT109 General & Technical User Interface Ability for system to allow multiple screens to be open simultaneously within the same session.

IT110 General & Technical User Interface Ability to allow unused data elements to be removed, hidden or modified to conform to existing practices without compromising the ability to perform system updates that will result in these changes being lost.

IT111 General & Technical User Interface Self-service for password/account resetIT112 General & Technical User Interface Ability to modify pull down menus and pick lists, with proper security

authorization.General & Technical Data Entry & Transaction

ProcessingData Entry & Transaction Processing

IT113 General & Technical Data Entry & Transaction Processing

System prompts for verification before saving, updating or deleting.


Ability to control validation rules for data entry.


Ability to have data entry fields automatically default to a specific value (e.g., date fields should default to current date).


Ability to configure tabbing order on all data entry screens.


User-defined configuration of tabbing order for data entry.


System utilizes keyboard shortcuts for navigation of UI (i.e., using Alt+Left arrow to go back)


Ability to “auto fill” in field level information (i.e. – vendor name, account name) based on information entered (e.g., enter vendor #, name populates, etc.) with ability for users to select from multiple choices when similar choices exist.


Ability for the system including complete system backup activities, to be available 24 hours a day.


System provides record locking functionality which only allows viewing and query access to system records by users, while a user is making edits to the record.


Ability for system to provide free form comments fields for transactions – prior to posting, after the fact (multiple un-editable comments with user stamping and date stamping)


A system that functions with a mouse, keyboard and 10-key for data entry.

General & Technical Central Document / Transaction Workflow Engine

Central Document / Transaction Workflow Engine

IT124 General & Technical Central Document / Transaction Workflow Engine

Ability to provide workflow functionality, automating business processes within the system that can be controlled and managed by a trained end-user. This workflow includes routing based on roles defined in the system and assigned to each user and rules determining how a process is handled and works consistently across all module areas and user interfaces (e.g., queues) within the application.


Ability to set up workflows to allow for user-defined levels of approval.


System provides audit trail history of transaction approvals.


Ability to provide workflow functionality that allows users to lookup a transaction and see the status in an approval tree.


Ability to provide workflow functionality that is role based such that departments can perform approvals


Ability to configure workflow driven notifications (e.g., email, prompts etc.)


Ability to enforce the same workflow rules regardless of the user interface that is used (i.e., web-based or client-based interface).


Ability to allow for user-defined, authorized delegation of workflow driven tasks to accommodate approvals, task completion etc.(i.e., to account for employee out-of-office time)


Ability to set user-defined start/stop dates for delegated authorities.


Ability for authorized users to apply delegation rights to subordinate user classes. (i.e., so that department managers or IT staff can assign temporary approvers, task completers, etc. to accommodate for unexpected leave)


Ability to provide workflow functionality such that in a parallel approval the following options are possible:* All users must approve an item before moving to the next step* One user must approve an item before moving to the next step* Rejection by only one of the users will push the workflow back to the previous step. * Previous step of process is locked once approval is authorized


Ability to provide workflow functionality that allows for reporting on how long each step in a workflow is taking to perform.


Ability to supply user-defined status codes to various steps of the workflow to approve, disapprove, hold the workflow on a workflow task.


Ability to provide workflow functionality that allows for notification of the results of a workflow step to be sent to a user via e-mail or be viewable internally within the application. The type of notification (e-mail or internal to application) can be customizable for each individual user.


Ability to provide workflow functionality that allows for users receiving workflow updates via email to click on a link provided within the email that takes the user to the appropriate area within the application to perform the next steps on that workflow or complete the process.


Ability to automatically route reports via a workflow.


Options to incorporate a map base display and position (geocode) address locations using a Geographic Information System (GIS) server based web mapping application or similar application capability

General & Technical Reporting and Printing Reporting and PrintingIT141 General & Technical Reporting and Printing Ability to interface with a third-party business intelligence solution/data

warehouse (SSRS, Cognos)IT142 General & Technical Reporting and Printing Third-party report writing tools can leverage LDAP to facilitate single sign-on.

IT143 General & Technical Reporting and Printing Ability to provide a real-time snapshot of performance based on key defined metrics determined by the administrator/user.

IT144 General & Technical Reporting and Printing Ability to export data to MS Excel format for ad hoc reporting.IT145 General & Technical Reporting and Printing Ability to provide a user-configurable 'management dashboard' which allows

users to identify and view key summary performance statistics from various components of the ERP system and drill into them for further detail.

IT146 General & Technical Reporting and Printing Report Writer capability with file organization structure consistent between all application modules

IT146 General & Technical Reporting and Printing System supports the use of receipt printers (vendor to supply supported makes/models).

IT147 General & Technical Reporting and Printing Ability to set up ODBC connections for 3rd party reporting applications and direct SQL queries without additional cost

IT148 General & Technical Reporting and Printing Ability to run reports without impacting system performanceGeneral & Technical Integrated report writer Ability for system to have an integrated report writer with the following

features:IT149 General & Technical Integrated report writer Flexible report formatting capabilitiesIT150 General & Technical Integrated report writer Ability to modify or create underlying reporting structureIT151 General & Technical Integrated report writer Mailing list and label generation capabilityIT152 General & Technical Integrated report writer Ability to retrieve information from multiple tables / filesIT153 General & Technical Integrated report writer Ability to specify desired subtotal breaks and totaling fieldsIT154 General & Technical Integrated report writer Ability to obtain reports in different sort sequencesIT155 General & Technical Integrated report writer Ability to make minor alterations to previously defined reports.IT156 General & Technical Integrated report writer Ability to prepare / print reports from any accounting period and across

periods.IT157 General & Technical Integrated report writer Ability to set up menus of created reports for easy access and printing

IT158 General & Technical Integrated report writer Generate sequentially numbered pages on reportsIT159 General & Technical Integrated report writer Represent current date and reports "as of" dateIT160 General & Technical Integrated report writer Option available to send report to the screen, a printer, file, or email, without

need for additional formatting for presentation purposes.

IT161 General & Technical Integrated report writer When exporting reports to Excel files, ability for formulas to export to Excel (e.g., totals and multiples are based on formulas rather than hard-entered data)

IT162 General & Technical Integrated report writer Ability for reports to be scheduled and generated to a target output format (i.e. to PDF)

IT163 General & Technical Integrated report writer Ability for scheduled reports to be automatically sent to applicable staff (e.g., Department Heads), with staff ability to opt-out of receiving.

IT164 General & Technical Integrated report writer Ability for consistent report naming convention that describes contents within report.

IT165 General & Technical Integrated report writer Setup reports to accommodate optimized page size and layout (e.g. portrait and landscape orientations).

IT166 General & Technical Integrated report writer Ability to select any account or range of accounts in the chart of accounts for inclusion in reports or exclusion

IT167 General & Technical Integrated report writer Data fields include commas, decimal points, dollar signs, +/- signs, etc. and are right or left justified as appropriate

IT168 General & Technical Integrated report writer Ability to "drill down" allowing a user to begin with a summary level screen / online report and inquire on progressively more detailed (i.e., source) transactions.

IT169 General & Technical Integrated report writer Ability to export data electronically to outside entities.IT170 General & Technical Integrated report writer Ability to allow search criteria on reports to be not-exact matches, partials, or

similar (e.g., soundex).IT171 General & Technical Integrated report writer Ability to provide system-wide search functionality for keyword search,

across all master and transaction records.IT172 General & Technical Integrated report writer Ability to reprint reports, or bills with restart capability when reports, or bills

being printed are interrupted.IT173 General & Technical Integrated report writer Ability for the user to print all reports from their PC's using their choice of

installed system printer(s) IT174 General & Technical Integrated report writer Ability for system to provide report formats that are developed to maximize

data available on a page while still being readable. IT175 General & Technical Integrated report writer Ability to report/query on all user defined fields




configuration




(explain)

Does Not Support


Vendor CommentsGeneral Ledger Financial accounting and reporting

standardsStandards:

GL001 General Ledger Financial accounting and reporting standards

GASB (Governmental Accounting Standards Board) statements


CAFR (Comprehensive Annual Financial Reporting) requirements (i.e. government-wide and fund statements)


Cash basis of accounting


Modified accrual basis of accounting


Full accrual basis of accounting


Ability to allow multiple fiscal years to be open (and have transactions processed against them) simultaneously. This includes the ability to have related reversing entries automatically post to the new fiscal year (i.e. AP, inter-fund journals, accruals, etc.).

General Ledger Chart of Accounts Chart of AccountsGL007 General Ledger Chart of Accounts Ability to generate chart of accounts based on sequential order of chart “segments” (i.e. fund,

account, category, division, department, etc.) defined within the system.GL008 General Ledger Chart of Accounts General ledger will reconcile with all sub applicationsGL009 General Ledger Chart of Accounts Full integration between all subsidiary ledgers that are part of the vendor’s proposal (e.g.,

Accounts Payable, Accounts Receivable, and Cash Receipts) so they are in balance with the G/L through single entry.

GL010 General Ledger Chart of Accounts Capability to classify accounting transactions by the following structures examples: fund, program, organization, project, activity, cost center, object class, and any other data elements needed to meet the data classification and/or reporting needs of the agency.

GL011 General Ledger Chart of Accounts Ability to modify and customize the chart of accounts structure to be specific to the organization.

GL012 General Ledger Chart of Accounts Ability to establish rules to validate segments of the components of the Chart of Accounts.

GL013 General Ledger Chart of Accounts Ability to expand chart of account segments at any point in time without re-entering/re-converting entire chart.

GL014 General Ledger Chart of Accounts Ability to provide options for account roll-up capabilities at any level of the chart of account segments.

GL015 General Ledger Chart of Accounts Ability to support sub-level chart of account codes that roll up to standard account codes.

GL016 General Ledger Chart of Accounts Ability to associate user logins with an organization, or other segment within the chart, and only allow user access to transactions and balances related to that user’s segment as defined by permissions.

GL017 General Ledger Chart of Accounts Ability to associate an account type (revenue, expense, fund balance, asset, liability, net assets, etc.) with each account when defining the chart of accounts.

GL018 General Ledger Chart of Accounts Ability to support crosswalk from existing chart of accounts for data conversion purposes, retaining the historical chart of accounts in a separate field for reference.

General Ledger Retain history on account segment combinations

Ability to retain history on account segment combinations:

GL019 General Ledger Retain history on account segment combinations

Current Year Adopted Budget Amount (expenditures and revenue)


Current monthly, quarterly and Year-to-Date actual Amounts (all balance sheet and income statement accounts)


Current and Prior Year Budget Adjustments


Biennial Budget


Budget Balance Remaining (Adjusted Budget minus Year-to-Date Actuals)


Amounts Encumbered


Prior Year Monthly Totals


Prior Year Final and Amended Budget Amount


Prior Year Adopted Budget Amount


Transaction dates, when account was activated, deactivated, or changed.

General Ledger Support the use of 'Cost Centers' Ability to support the use of 'Cost Centers'

GL029 General Ledger Support the use of 'Cost Centers' Group (xxx)GL030 General Ledger Support the use of 'Cost Centers' Department (xxx)GL031 General Ledger Support the use of 'Cost Centers' Division (xxx)GL032 General Ledger Support the use of 'Cost Centers' Activity (xxx)GL033 General Ledger Support the use of 'Cost Centers' Subactivity (xxx)GL034 General Ledger Support the use of 'Cost Centers' Ability to retain history of chart of accounts and run reports based on the chart of accounts as of

a stated effective date (i.e., retain an audit trail of changes), in order to view current information in comparison to previous presentation, for example.

GL035 General Ledger Support the use of 'Cost Centers' Ability to produce activity reports on a given date range and the ability to compare results to the same date range for previous years

GL036 General Ledger Support the use of 'Cost Centers' Ability to use "classification codes" or "reporting trees" that can map accounts for reporting purposes other than the CAFR (e.g., based on Organization-wide categories), which may change over time.

GL037 General Ledger Support the use of 'Cost Centers' Need to see original and adjusted budgets at the line item levelGeneral Ledger Account Information Account Information

GL038 General Ledger Account Information Ability for users to lookup account numbers (a portion, wild card, etc.).GL039 General Ledger Account Information Ability to accommodate at least a 50-character transaction description, per transaction.

GL040 General Ledger Account Information Ability to maintain a self balancing set of accounts for each fund including assets, liabilities, fund balance, expenditures and revenues including the ability to automatically close to fund balance (user defined) to open the new year.

GL041 General Ledger Account Information Ability to optionally configure budget control at the account level, in addition to the category level.- i.e. controlling at fund, program, series or GL level (account level) or requiring balanced entries for budgeted transfers or interdepartmental allocations (category level) as desired

GL042 General Ledger Account Information Ability to assign activity to specific program area (departments, functions, sub functions, projects)

GL043 General Ledger Account Information Achieve consistency between budget and accounting classifications (i.e., mapping) and ability to synchronize to other deliverables (i.e., CAFR, budget document, grant reporting) that may require a different mapping scheme/structure.

General Ledger Ledgers LedgersGL044 General Ledger Ledgers Ability to look back at any period in a subsidiary ledgers and see balance at that point in time,

regardless of any future activity. (e.g., AP, AR, CR, etc.)GL045 General Ledger Ledgers Ability to view (drill down, report) subsidiary detail by fund.

General Ledger Fund Information Fund InformationGL046 General Ledger Fund Information Ability to indicate whether funds are governmental, debt service, capital, or other categories for

summarization in the CAFR.GL047 General Ledger Fund Information Ability for the system to calculate whether a fund is a "major fund" for CAFR purposes.

GL048 General Ledger Fund Information Ability to accommodate fund/encumbrance-based accounting.GL049 General Ledger Fund Information Ability to reverse encumbrances in the period when they were established.GL050 General Ledger Fund Information Ability to define the details of a fund including: fiscal year, posting periods, valid posting date

ranges, etc.General Ledger Allocations Allocations

GL051 General Ledger Allocations Ability to allocate between specific accounts (or account groups) as defined by the user (e.g., for lease chargebacks).

GL052 General Ledger Allocations Ability to perform journal entry functionality to provide assistance in performing allocations, by a percentage or based on a separate allocation table.

GL053 General Ledger Allocations Ability to support managerial cost accounting by providing the capability to measure and report the costs of each segment's output.

GL054 General Ledger Allocations Ability to establish/use multiple assignment methods, such as fixed fee, square footage, full-time equivalent (FTE).

GL055 General Ledger Allocations Ability to allocate direct and indirect costs differently.GL056 General Ledger Allocations System allows changing allocation schedule at any time during year i.e. ISC monthly, in-service

change.GL057 General Ledger Allocations Automatically prepare a journal entry from each allocation schedule.

General Ledger Transaction Processing Transaction ProcessingGL058 General Ledger Transaction Processing Ability to import General Ledger transactions from external data sources with validation rules

and exception reports for items that do not meet the validation rules.

GL059 General Ledger Transaction Processing Ability to set up security to have individual levels of authorization.GL060 General Ledger Transaction Processing Ability to either have transaction posting require authorization or be automatic based on user

security.GL061 General Ledger Transaction Processing For purchasing (PO & Non PO), restrict GL use to only the expenditure accountsGL062 General Ledger Transaction Processing For all functions posting transactions require GL validation and restriction to types of accounts

GL063 General Ledger Transaction Processing Ability to limit the accounts eligible to be selected for posting revenue to the general ledger by individual user or by department (i.e., limiting access to post to cash).

GL064 General Ledger Transaction Processing Ability to allow for transaction / batch approval prior to posting the transaction.

Functional Requirements Matrix - GL


GL065 General Ledger Transaction Processing Ability to restrict posting transactions to non-active (budget, inactivated) accounts.GL066 General Ledger Transaction Processing Ability to retain all transactions for user defined time period in the production environment.

GL067 General Ledger Transaction Processing Ability to identify the sub-ledger source for transactions.GL068 General Ledger Transaction Processing Ability to enter transactions and inquire of master file data in the production environment,

interactive mode, providing an audit trail of each transaction.GL069 General Ledger Transaction Processing Ability to allow or prevent one-sided transactions.GL070 General Ledger Transaction Processing Ability to generate internal billings based on defined criteriaGL071 General Ledger Transaction Processing Ability to validate internal transfers and billing transactions.GL072 General Ledger Transaction Processing Ability to attach files, images, word processing and configure the file attributes (i.e. invoice,

approval, supporting documentation, etc) to a transaction within the system.

GL073 General Ledger Transaction Processing Ability to subset and subtotal transactions by transaction data elementsGL074 General Ledger Transaction Processing Ability to add notes/comments to a transaction after it is posted.GL075 General Ledger Transaction Processing Ability to enter text description next to each individual GL line item within the journal entry.

General Ledger Inter-Fund Accounting Inter-Fund AccountingGL076 General Ledger Inter-Fund Accounting Ability to perform and track inter-fund transfers ("due to" and "due from").GL077 General Ledger Inter-Fund Accounting Ability to flag inter-fund entries for review and reconciliation of inter-fund receivables and

payables. System has the ability to automatically generate the required inter-fund transactions based on fund relationship definitions.

General Ledger Edits/Validations Edits/ValidationsGL078 General Ledger Edits/Validations Ability to add and maintain validation rules.GL079 General Ledger Edits/Validations Ability to apply all established validation rules during the data entry process, giving the user a

warning or error message but allowing them to save the transaction – for further review and edit / approval.

GL080 General Ledger Edits/Validations When transactions are created or edited, apply validation rules regarding debits and credits balance, balance by fund, etc.

General Ledger Journaling JournalingGL081 General Ledger Journaling Ability to define level of precision (number of decimal places) for budget journal entry amounts.

GL082 General Ledger Journaling Ability to define level of precision (number of decimal places) for general ledger journal entry amounts.

GL083 General Ledger Journaling Ability to process automated recurring journal entries based on user-defined criteria

GL084 General Ledger Journaling Ability to process system-generated transactions, such as automated accruals, closing entries, cost assignment transactions, and recurring payments.

GL085 General Ledger Journaling Ability to establish, save and use journal entry templates that will allow users to easily create new journal entries using pre-saved journal entry details.

GL086 General Ledger Journaling Ability to have journal entry approval functionality include rejection abilities, comment abilities, response with attachments, and re-routing to originator for correction.

GL087 General Ledger Journaling Ability to maintain Disaster Tracking information.GL088 General Ledger Journaling Ability to record recurring accruals and the related reversing journal entries in the next period or

next year.GL089 General Ledger Journaling Ability for system to calculate accruals, such as for payroll periods lapsing yearend (based on

number of days in payroll period).GL090 General Ledger Journaling Ability to journal in batches.GL091 General Ledger Journaling Ability to allow entries to unlimited accounts with one journal entry (one credit and multiple

debits, multiple debits and multiple credits, etc.) with validation of all transactions being in balance.

GL092 General Ledger Journaling Ability to summarize distributions to the same account (e.g., cash) or show details of every transaction (i.e., multiple cash disbursements are displayed/stored on-line as a single, summary cash disbursement and shows the details of the balancing disbursements) based on user definition.

GL093 General Ledger Journaling Ability to create and approve journal entries via automated workflow.GL094 General Ledger Journaling Ability to select transactions and submit a workflow to indicate overpayment and if the

transaction should be refunded or reclassified. GL095 General Ledger Journaling Ability to route journal entries via workflow based on the type of journal, e.g., reversing entries.

GL096 General Ledger Journaling Ability to support journal entries with dollar amounts in excess of $999,999,999.99GL097 General Ledger Journaling Ability to delegate approvals to other authorized users, excluding the user who initiated the

transaction.GL098 General Ledger Journaling User entry and query screens support validation of codes entered on the screen and assist users

in determining correct codes to use (e.g., entering a number displays the related account description; a drop down box/search can be used to find the appropriate account)

General Ledger Financial Audit Trail Financial Audit TrailGL099 General Ledger Financial Audit Trail Ability to track all workflow components. (i.e., creator, approver, attachments, date and time,

status, changes)GL100 General Ledger Financial Audit Trail Provide audit trails to trace transactions from source documents, original input, other systems,

system-generated transactions, and internal assignment transactions.

GL101 General Ledger Financial Audit Trail Ability to drill down into detail, for instance fund/department/account/PO/expenditure/check issued/receipt detail.

GL102 General Ledger Financial Audit Trail Provide audit trails to trace source documents and transactions through successive levels of summarization to the financial statements and the reverse.

GL103 General Ledger Financial Audit Trail Provide audit trails to identify changes made to all system parameters and tables.GL104 General Ledger Financial Audit Trail Ability to select transactions for review based on user-defined criteria

General Ledger Period End Processing Period End ProcessingGL105 General Ledger Period End Processing Ability to perform closes at monthly or annual periods.GL106 General Ledger Period End Processing Ability to roll forward balance sheet accounts. GL107 General Ledger Period End Processing Ability to roll forward unexpended available balances, unreleased encumbrances over to a new

year, with warnings for negative balances.GL108 General Ledger Period End Processing Ability to suppress roll forward of appropriations and encumbrances at fund level, department

level and/or the grant/project level based on user defined roll forward criteria.

GL109 General Ledger Period End Processing Ability to start processing against any designated period in the new fiscal year prior to close of last fiscal year. Retroactive transactions only to open periods are allowed.

GL110 General Ledger Period End Processing Ability for authorized users to reopen closed periods.GL111 General Ledger Period End Processing Ability to provide year-end closing procedures that close-out revenues and

expenditures/expenses, and carry forward the appropriate balances.GL112 General Ledger Period End Processing Ability to support at least 13-month periods (i.e., to show adjusting journal entries for categories

such as accruals, reclassifications for reporting purposes, etc.). GL113 General Ledger Period End Processing Ability to process journal entries in multiple months simultaneously.

General Ledger Integration IntegrationGL114 General Ledger Integration Ability to provide a software integration environment where other applications will be interfaced

into the GL.GL115 General Ledger Integration Ability to track posting status of other ERP application modulesGL116 General Ledger Integration Ability to maintain the budget as compared to actual reporting, by fund, account, category,

division and department (i.e. any segment) within the General Ledger module, regardless of whether the Budget module is implemented.

GL117 General Ledger Integration Ability to display budget to actual information on one screen, with account numbers and descriptions.

GL118 General Ledger Integration Ability to enter and maintain the original budget, supplemental budgets and budget transfers into the General Ledger module, regardless of whether the Budget module is implemented.

GL119 General Ledger Integration Ability to maintain unique security on payroll data elements in the General Ledger.GL120 General Ledger Integration Ability to perform timesheet capture to include additional field level tracking to identify usage /

quantity and have a rate structure identified that could be used for cost allocation (i.e. FEMA equipment rates).

GL121 General Ledger Integration Interface with Budgeting module to load chart of accounts and budget information on July 1 of new fiscal year

General Ledger Reporting Reporting and Production Environment InquiryGL122 General Ledger Reporting Ability to enter parameters for running reports, including entering ranges that are not in

consecutive order. By any segment typeGL123 General Ledger Reporting Ability to create financial reports for any set of dates regardless of period.GL124 General Ledger Reporting Ability to provide a financial system report writer that allows for custom report configurations to

be saved for future use.GL125 General Ledger Reporting Ability to generate a report on-demand that allows exceptions to be easily defined and indicates

those accounts with an abnormal balance (e.g., asset with a credit balance).

GL126 General Ledger Reporting Ability to indicate whether to include pending unposted transactions, pre-encumbrances, and encumbrances in reports.

GL127 General Ledger Reporting Ability to allow for departments to view budgeted and actual revenue and expenditure activity against their accounts at any time.

GL128 General Ledger Reporting Ability to subtotal and subset selected account totals on-screen.GL129 General Ledger Reporting Ability to support cross-department and cross-fund account analysis.GL130 General Ledger Reporting Ability to prepare preliminary financial statements before period close.GL131 General Ledger Reporting Ability to summarize defined activities/functions across selected departments or funds.

GL132 General Ledger Reporting Ability to run Historical General Ledger reporting across fiscal and calendar years with a minimum of current and four previous years.

GL133 General Ledger Reporting Ability to populate trend information for user-defined activity and time periods.GL134 General Ledger Reporting Ability to produce reports using different sort sequences and totaling (i.e., cost center, etc.).

GL135 General Ledger Reporting Ability for users to design reports and extract files for their specific requirements and to perform table look-ups and expansion of codes when needed to clarify the information contained within those reports based on user role/security levels.

GL136 General Ledger Reporting Ability to provide an option to list all detailed accounts that are combined into each line of the financial reports for verification of accounting accuracy.

GL137 General Ledger Reporting Ability to search chart of accounts for inactive accounts with no history (by user defined time period) / budget to permit batch deletion / inactivation.

GL138 General Ledger Reporting Ability to generate a Trial Balance, by fund and fund rollup (detail and summary) by account. Description field should display full description for fund and account. Total should be generated for total assets and total liabilities & fund balance, revenue, expense and other financing sources and uses.

GL139 General Ledger Reporting Ability to report according to account classification structure established for a specific accounting period (i.e., retaining mapping from prior periods for reporting purposes).

GL140 General Ledger Reporting Ability to create a General Ledger - Ledger Activity ReportGL141 General Ledger Reporting Ability to create all required reports for production of the CAFR.GL142 General Ledger Reporting Ability to report on cash, modified, full accrual accounting for all funds.GL143 General Ledger Reporting Ability to prepare Single Audit Report, such as Schedule of Expenditures of Federal Awards.

GL144 General Ledger Reporting Ability to create an Overhead Rate Report, showing a rate that can be used for charge backs, grants, etc. Rate is based on expenditures by department, location and/or service category.

GL145 General Ledger Reporting Ability to upload or download data using Excel or any other format.General Ledger Interest Allocation Interest Allocation

GL146 General Ledger Interest Allocation Ability to define interest apportionment requirements and create automatic allocation entry.

Misc Misc MiscGL147 General Ledger Misc Ability to round up to nearest hundred for budgetGL148 General Ledger Misc Ability to change title after account has been created, and control who has the ability to change

titlesGL149 General Ledger Misc Ability to combine history when GL accounts are moved/combinedGL150 General Ledger Misc Ability to utilize account notesGL151 General Ledger Misc Ability to create financial reports for any period or range of periods.GL152 General Ledger Misc Ability to implement a workflow that allows review before pass through to GLGL153 General Ledger Misc Ability to error out on invalid GL and PA #'sGL154 General Ledger Misc Ability to close gl periods/years by module




configuration




(explain)

Does Not Support Proposed Alternative

Vendor CommentsGrants/Projects Create, maintain, track, update the

following types of accounts and general financial project information during all phases of grant/project lifecycle.

Ability to create, maintain, track and update the following:

GP001 Grants/Projects Ability for authorized users to reclassify the grant coding/reference # after the transactions are posted with detailed audit trail that is reportable.

GP002 Grants/Projects Ability for system to calculate retainage and show amounts appropriately as a liability within the system (and not as "paid out" in procurement or A/P modules)

GP003 Grants/Projects Ability to accumulate and report on grant/project equipment costs by establishing equipment rate schedules (this is a non-cash transaction--just an allocation to the proper grant/project coding).

GP004 Grants/Projects Ability to accumulate and report on grant/project personnel costs by person by user defined criteria.

GP005 Grants/Projects Ability to accumulate grant activity costs to a holding area, until the new grant is awarded i.e. pre-award activities

GP006 Grants/Projects Ability to allow both automatic grant/project numbering or user-defined grant/project number assignment; if user defined, system validation to disallow duplicates.

GP007 Grants/Projects Ability to create grant/project cycles that are in addition to the fiscal year.GP008 Grants/Projects Ability to designate whether or not grant/projects are to be capitalized (construction-in-

progress).GP009 Grants/Projects Ability to electronically notify in advance of upcoming grant spending deadlines including final

close out.GP010 Grants/Projects Ability to enter CIP general information and grant/project categorization. (e.g. description, map

reference, notes).GP011 Grants/Projects Ability to establish key performance indicators (KPIs) for grant/projects with ability to configure

KPIs by grant/projectGP012 Grants/Projects Ability to establish system wide grant rules that may disallow the charging of expenditures to

Grants/Projects that have a closed or inactive status.GP013 Grants/Projects Ability to generate a notification based on effective/expiration dates for fixed term

appointments/grant funded positions.GP014 Grants/Projects Ability to generate an edit listing of accounts prior to a closeGP015 Grants/Projects Ability to generate an edit listing of CIP prior to a close and transfer to fixed asset account

GP016 Grants/Projects Ability to have multi-level grant/project roll up.GP017 Grants/Projects Ability to notify designated staff (by grant/project) a defined number of days prior to deadline

for grant reporting submission.GP018 Grants/Projects Ability to separate one grant/project into multiple categories.GP019 Grants/Projects Ability to track and monitor key grant/project elements (financials, milestones)GP020 Grants/Projects Ability to track and report on non-financial performance measures against a grant/project or sub-

activity within a grant or project.GP021 Grants/Projects Ability to track grant applications information to determine whether to apply for similar

Grants/Projects in the future (e.g., success rate, issues, amount of time spent on grant application based on payroll/timesheet data, amount spent fulfilling grant requirements)

GP022 Grants/Projects Ability to track grant applications status (e.g., in progress, submitted) and next steps (e.g., due dates).

GP023 Grants/Projects Ability to track multiple grant/projects simultaneously GP024 Grants/Projects Ability to track program income for specific grant types. Program income includes payments

from community member to the City for interest or loan repayments. For certain Grants/Projects (e.g., Neighborhood Stabilization), use of program income, including both cash outflows and inflows, must be tracked.

GP025 Grants/Projects Ability to track resources (equipment, personnel, contractors, other)GP026 Grants/Projects Ability to transfers CIP accounts to fixed asset accounts at grant/project close or completion

GP027 Grants/Projects Ability to view Contractor(s) name associated with Grants/Projects and projects (e.g., who is providing funding for the grant, project, subproject, activities/task)

GP028 Grants/Projects Ability to view detail on contractor (name, contact, address, certifications, Fed ID number, EEO)

GP029 Grants/Projects Accounting basis (e.g. cash vs. accrual)GP030 Grants/Projects Actual grant/project completion dateGP031 Grants/Projects Actual grant/project start dateGP032 Grants/Projects Allowable amounts and other information re: restricted use of fundsGP033 Grants/Projects Alphanumeric grant/project numbers (coding assigned by authorized users to be used to identify

grant/projects, including case numbers for example)GP034 Grants/Projects Amendments (dates, dollars, activity being amended) and allows for multiple amendments

GP035 Grants/Projects Amendments/Change ordersGP036 Grants/Projects Approvals of Changes in ScopeGP037 Grants/Projects Balance sheet accounts (example: receivables, retainage)GP038 Grants/Projects Budget detail per grant, project, subproject, activities/task, objectiveGP039 Grants/Projects Capital Assets GP040 Grants/Projects Catalog of Federal Domestic Assistance (CFDA) numberGP041 Grants/Projects Contract number(s) for grant/projects--could have multiple contracts for eachGP042 Grants/Projects Contractor costs/professional servicesGP043 Grants/Projects Date of certification (related to Minority Contractors)GP044 Grants/Projects Department and person(s) responsible for the grant/project or grantGP045 Grants/Projects Descriptions / CommentsGP046 Grants/Projects Designate reimbursement or advanceGP047 Grants/Projects Direct payments (not through purchasing)GP048 Grants/Projects EncumbrancesGP049 Grants/Projects End date for phase (for determining eligible expenditures)GP050 Grants/Projects Equipment costsGP051 Grants/Projects ExpendituresGP052 Grants/Projects Expenditures for capital project can be identified as capitalized expensesGP053 Grants/Projects Federal and Federal funds passed through state, local or other entities.GP054 Grants/Projects Five-year budget forecasting.GP055 Grants/Projects FoundationGP056 Grants/Projects Funding source(s)/grantors (e.g., who is providing funding for the grant, project, subproject,

activities/task) including contact information and dollar amount for each funding source

GP057 Grants/Projects Funding Sources (multiple funding sources for each grant/project)GP058 Grants/Projects Grant type, name (program title)GP059 Grants/Projects Grant/Project milestone and phase start and end datesGP060 Grants/Projects Hours for Project (direct hours) - from time and attendance moduleGP061 Grants/Projects In kind matches, contributionsGP062 Grants/Projects Indicator of whether or not there is Grant matching, how much, and type (cash, in kind, staff

time, etc.) by % or valueGP063 Grants/Projects Individual project manager (responsible for project)GP064 Grants/Projects Jobs / ActivitiesGP065 Grants/Projects Key dates (approval date, start date, end date, extension date, date of last draw, final

performance report, and user-defined key reporting dates)GP066 Grants/Projects LocalGP067 Grants/Projects Material costs and quantitiesGP068 Grants/Projects Minority ContractorsGP069 Grants/Projects Multiple other user defined fieldsGP070 Grants/Projects One grant/project can be converted into multiple assetsGP071 Grants/Projects Ordinance or legislative reference number (s) for grant/project - could have multiple ordinances

for each including ordinances for extensionsGP072 Grants/Projects Other key dates and completion for milestonesGP073 Grants/Projects Other user defined grant/project typesGP074 Grants/Projects Overhead costs (indirect costs) with ability to manually override overhead allocation

GP075 Grants/Projects Pass-through grant indicator and entity and grant #GP076 Grants/Projects Penalties/Liquidated damagesGP077 Grants/Projects Percent CompleteGP078 Grants/Projects Planned start and completion datesGP079 Grants/Projects Prioritization GP080 Grants/Projects Project/Grant budgetGP081 Grants/Projects ProjectsGP082 Grants/Projects ReimbursementsGP083 Grants/Projects Relevant GL accounts (for revenues and expenditures)GP084 Grants/Projects Resolution # for ApprovalGP085 Grants/Projects Retainage requirementsGP086 Grants/Projects RevenuesGP087 Grants/Projects Salary Costs (direct costs)GP088 Grants/Projects ScopeGP089 Grants/Projects SponsorGP090 Grants/Projects Start date for phase (for determining eligible expenditures)GP091 Grants/Projects StateGP092 Grants/Projects Status: Fully funded, partially funded, non-fundedGP093 Grants/Projects Sub recipient informationGP094 Grants/Projects Sub-Projects/PhasesGP095 Grants/Projects Substantial completion dateGP096 Grants/Projects Supplies from inventoryGP097 Grants/Projects System allows creation of asset before grant/project close

Functional Requirements Matrix - Grants


GP098 Grants/Projects System allows importing/exporting to and from other formats (excel, Microsoft project, word)

GP099 Grants/Projects System allows users to attach documents/files (Spreadsheets, schedules, pdfs)GP100 Grants/Projects System allows users to determine what costs should be capitalizedGP101 Grants/Projects System will move a grant/project to Fixed Assets but allow for any subsequent expenditures to

be charged to that grant/project. (partial settlement of assets under construction)

GP102 Grants/Projects System-generated reminders to users of key reporting datesGP103 Grants/Projects Templates for various grant/project thresholds (mega, major, minor)GP104 Grants/Projects Templates for various grant/project types (assessments, planning, design, construction,

relocations) with required and optional fields defined by the CityGP105 Grants/Projects Total grant/project budget amount, over multiple years as necessaryGP106 Grants/Projects Track EEOC and Davis/Bacon informationGP107 Grants/Projects Type GP108 Grants/Projects User-defined grant/project attributes related to grant/project types, phases, etc.GP109 Grants/Projects Variances

Grants/Projects Identification Grants/Projects are identified as: (could be more than one)GP110 Grants/Projects Identification Capital projectsGP111 Grants/Projects Identification Debt projectsGP112 Grants/Projects Identification Maintenance projectsGP113 Grants/Projects Identification Operating projectsGP114 Grants/Projects Identification Reserve projectsGP115 Grants/Projects Identification Special projects

Grants/Projects Interfaces / Integration Interfaces / IntegrationGP116 Grants/Projects Interfaces / Integration A system that can be interfaced to third-party systems.GP117 Grants/Projects Interfaces / Integration Ability to assign a grant/project to certain general ledger accounts in order to prevent incorrect

journal entries (i.e., validation). For example, storm water projects should only post to storm water revenue and expense accounts.

GP118 Grants/Projects Interfaces / Integration Ability to associate a grant/project number with the transaction, for all source transactions (including: requisitions, purchase orders, vouchers, invoices, contracts, cash receipts, work orders, general ledger transactions) to or from other modules within the system using the proper chart of account codes

Grants/Projects Phases Projects and grant/project phases have the following status:GP119 Grants/Projects Phases Active GP120 Grants/Projects Phases InactiveGP121 Grants/Projects Phases Other user defined phasesGP122 Grants/Projects Phases Pending (Cannot post financial transactions)

Grants/Projects Relationship Grants/Project are linked to:GP123 Grants/Projects Relationship Contracts/ Purchasing ModuleGP124 Grants/Projects Relationship Fixed AssetsGP125 Grants/Projects Relationship Other grants/projects

Grants/Projects Activity Grant/Project ActivityGP126 Grants/Projects Activity Ability to associate a grant/project number with a financial transaction even after the transaction

has posted with appropriate security, workflow and audit trail.GP127 Grants/Projects Activity Ability to collect labor time, machine usage, services/subcontract costs, and material usage data

for individual Grants/Projects, potentially interfacing with a third party system. (e.g. labor compliance)

GP128 Grants/Projects Activity Ability to designate funds as restricted/nonrestricted, by category, type (e.g., solicitations, donations and contributions)

GP129 Grants/Projects Activity For Grants/Projects issued by the City, system provides ability to accept grant applications with supporting documentation online.

GP130 Grants/Projects Activity For Grants/Projects that are received annually (e.g., entitlement Grants/Projects such as Community Development Block Grant, or CDBG), ability to indicate which year of funding is being used for a grant, and warn staff if they are not selecting the oldest amounts available (funds can be taken away if not used).

Grants/Projects Budget Grant/Project BudgetingGP131 Grants/Projects Budget Ability to assist with contract development by summarizing actual costs incurred for prior similar

grant/projects.GP132 Grants/Projects Budget Ability to enter and maintain time-phased budgets for a grant/project or grant, including multi-

year grant/projects.GP133 Grants/Projects Budget Ability to forecast hours/fees required to complete the grant/project based on remaining

activities from grant/project budget.GP134 Grants/Projects Budget Ability to view upcoming FY project/grant numbers with budgeted amountsGP135 Grants/Projects Budget Ability to identify and generate carry over grant/projects balances as well as set up information

between fiscal years, unless flagged as closed.GP136 Grants/Projects Budget Ability to include annual increases ("escalators") in budget projections.GP137 Grants/Projects Budget Ability to integrate grant/project cost planning with budget planning moduleGP138 Grants/Projects Budget Ability to notify designated staff (by grant/project) a defined number of days or months prior to

expiration.GP139 Grants/Projects Budget Ability to prepare cash flow grant/projections for grant/projects.GP140 Grants/Projects Budget Ability to provide drill down capabilities on budgets, cost estimates, actual, based on user

permissionsGP141 Grants/Projects Budget Ability to roll forward grant/project budgets, including line items with ability to include a

comment for what the funds will be used for.GP142 Grants/Projects Budget Ability to support entry and provisioning of grant/project cost estimates prior to approval of the

grant/project budget.Grants/Projects Costing Grant/Project Costing

GP143 Grants/Projects Costing A system that can calculate and provide reports for indirect rates for staff and overhead.

GP144 Grants/Projects Costing Ability for auto warning/notification when budget is nearly exhausted based on percentage or dollar amount

GP145 Grants/Projects Costing Ability for automatic notification of cost overrunsGP146 Grants/Projects Costing Ability for the Grants/Projects module to allow for journal entry of costs GP147 Grants/Projects Costing Ability to automatically allocate employee benefit costs to grant/projects based on hours worked

or user defined percentages.GP148 Grants/Projects Costing Ability to change the allocation formula without affecting prior allocations.GP149 Grants/Projects Costing Ability to define specific employee benefit types that can be allocated to individual grant.

GP150 Grants/Projects Costing Ability to display unencumbered balance and unexpended balance for each grant/project based on annual and biennial budget, and total grant/project funding.

GP151 Grants/Projects Costing Ability to generate alerts prior to cost overruns.GP152 Grants/Projects Costing Ability to recognize grant/project expenditures and revenues on an accrual basis (when the work

is performed) rather than when the invoice is received or when payroll is processed. This provides the ability to maintain an accrual basis of accounting and identify potential budget concerns on a timely basis.

GP153 Grants/Projects Costing Ability to set a cost allocation plans on grant/projects.GP154 Grants/Projects Costing Ability to split any transaction by percent or flat amount (e.g., labor, inventory, equipment use,

square footage, etc.) to one or more grant/projects.Grants/Projects Pre-Award Grant Activities Pre-Award Grant Activities

GP155 Grants/Projects Pre-Award Grant Activities Ability to automate the process for requesting and establishing a new grant via workflow and be able to view the status of the workflow.

GP156 Grants/Projects Pre-Award Grant Activities Ability to submit pre-approval requests for grant workflows in the system to gauge if realistically can be met.

GP157 Grants/Projects Pre-Award Grant Activities Workflow can be configured to be dependent upon grant attributesGrants/Projects Reimbursements Grant/Project Reimbursements

GP158 Grants/Projects Reimbursements A system that alerts grant/project manager in advance if spending is nearing the allowable reimbursable amount particularly as it relates to accumulating salary & benefits costs

GP159 Grants/Projects Reimbursements A system that can track reimbursement by grant/project for a single or multiple grant/projects funded by a single grant.

GP160 Grants/Projects Reimbursements Ability to configure a grant reimbursement request workflow.GP161 Grants/Projects Reimbursements Ability to create a billing / receivable / drawdown for grant activity based on workflow billed to

funder based upon a user defined set of accumulated grant expenditures.

GP162 Grants/Projects Reimbursements Ability to designate expenditures as non-reimbursable.GP163 Grants/Projects Reimbursements Ability to indicate that only portions of every expense are reimbursable (e.g., 10% of every

invoice submitted).GP164 Grants/Projects Reimbursements Ability to notify responsible department(s) for sending out and receiving reimbursement requests

Grants/Projects Reporting ReportingGP165 Grants/Projects Reporting A system that can provide reports for personnel, interdepartmental, and other expenses and

compare this information to budgets, based on year. GP166 Grants/Projects Reporting Ability to complete grant/project reporting requirements in configurable formats.GP167 Grants/Projects Reporting Ability to create reports in compliance with Single Audit Act (e.g., Schedule of Expenditures of

Federal Awards, or SEFA). Indicates Federal and pass-through grant/projects. Tracks EEOC and Davis/Bacon information for contractors, etc. including tracking revenue by CFDA number.

GP168 Grants/Projects Reporting Ability to prepare grant/projects in progress reporting, including fiscal performance.GP169 Grants/Projects Reporting Allow user-specified grouping of individual grant/projects for summary reporting purposes (e.g.

multiple grant/projects associated with widening the same street over a number of years).

GP170 Grants/Projects Reporting System has pre-defined reports, with ability to save new report formats to templates.

GP171 Grants/Projects Reporting System provides an executive level dashboard to track real-time status of grant/project activity with graphical representation of information through charts.

GP172 Grants/Projects Reporting System provides grant/project managers to track status and progressGP173 Grants/Projects Reporting Ability to archive completed grant/projects data and retrieve historical data GP174 Grants/Projects Reporting Ability to collaborate between project managers, administrators, internal customers

GP175 Grants/Projects Reporting Ability to define standard and AdHoc reports based upon user defined criteria.GP176 Grants/Projects Reporting Ability to identify grant/projects approaching budget and schedule thresholds, and critical time

constraintsGP177 Grants/Projects Reporting Ability to report upon one grant/project by multiple categories.GP178 Grants/Projects Reporting Ability to report upon revenue allocations by grant/project.GP179 Grants/Projects Reporting Ability to report using budget and scheduling what-if scenarios

GP180 Grants/Projects Reporting Ability to track and report by (multiple): account number, grant/project numbers, categories, expenditures & revenue for each individual grant/project, including budget to actual comparisons by user-defined period. Pull data from other modules for reporting

GP181 Grants/Projects Reporting Report personnel time allocation on each grant/project at each grant/project phase (planning, design, bidding, construction)

GP182 Grants/Projects Reporting System has grant/project calendaring and scheduling capabilityGP183 Grants/Projects Reporting System has reports that track all grant/projects providing a summary report of all grant/project

detailsGrants/Projects Close Grant/Project Close

GP184 Grants/Projects Close Ability to hold a grant open after the grant term – to accumulate grant costs & accommodate end of grant corrections and reclassifications.

GP185 Grants/Projects Close Ability to inactivate a grant/project.GP186 Grants/Projects Close Prior to closing a grant or project, have the ability to check for open or pending items (i.e. if the

grant or project is identified on an open encumbrance, un-related project, un-related grant, unpaid payment document, fixed asset, etc.), prompt the user about whether or not this project or grant should be closed.




configuration




(explain)

Does Not Support


Vendor CommentsHR001 Human Resources General Integration General IntegrationHR001 Human Resources General Integration Ability to perform both payroll and personnel functions from a single database with

automatic bidirectional transfer and update of information in both systems from a single transaction.

HR002 Human Resources General Integration Ability to integrate position request with Budget module for development of personnel budget.

HR003 Human Resources General Integration Ability for the position requisition function to integrate to the Payroll and Human Resources functions to create a position upon approval, and manage the process through workflows.

HR004 Human Resources General Integration System allows for attachment of electronic documents (documents, spreadsheets, images, PDF's, emails saved to HTML, etc.) to employee record.

HR005 Human Resources General Integration System natively integrates to the City office productivity suite for mail merge of letters.

HR006 Human Resources General Integration Ability to seamlessly integrate with Accounts Payable to automatically process payments to insurance/benefits providers.

HR007 Human Resources General Integration Ability to associate specific job characteristics to a position.Human Resources Position Control, Classification & Tracking Position Control, Classification & Tracking

HR008 Human Resources Position Control, Classification & Tracking Ability to have unique identifier for each position.HR009 Human Resources Position Control, Classification & Tracking Ability to handle several types of position classifications, including part time, full,

temp part / full time, seasonal, casual, elected, volunteers other.

HR010 Human Resources Position Control, Classification & Tracking Ability to create, view, inquire and report on job descriptions. (Classifications)

HR011 Human Resources Position Control, Classification & Tracking Ability to perform online Position Description approvals. (Supported by workflow process)

HR012 Human Resources Position Control, Classification & Tracking Ability to maintain history of position creations, promotions, changes and abolishment's - to coding, position attributes (e.g., end dates), title, pay range assignments, definitions.

HR013 Human Resources Position Control, Classification & Tracking Ability to associate an employee with a position or multiple positions.HR014 Human Resources Position Control, Classification & Tracking Ability to calculate and monitor employee turnover rates by job classification,

department, and other user-defined criteria.HR015 Human Resources Position Control, Classification & Tracking Ability to create Head Count Reports. HR016 Human Resources Position Control, Classification & Tracking Ability to maintain Position Control history.HR017 Human Resources Position Control, Classification & Tracking Ability to track length of time (by date) positions that have been vacant.HR018 Human Resources Position Control, Classification & Tracking Ability to create and track all position request activities, status and progress.

HR019 Human Resources Position Control, Classification & Tracking Ability to report salary change history by single class or group of classes.HR020 Human Resources Position Control, Classification & Tracking Ability to incorporate salary schedule and pay ranges into system.HR021 Human Resources Position Control, Classification & Tracking Ability to flag classifications (positions) that should not be filled.HR022 Human Resources Position Control, Classification & Tracking Ability to notify appropriate users of upcoming employee step increases based on

review date and generate workflow PA form. HR023 Human Resources Position Control, Classification & Tracking Ability for system to be set up for positions, classifications and relational benefits,

including differentials, which is shared by all users (Dept., HR, etc.).

Human Resources Recruiting RecruitingHR024 Human Resources Recruiting Ability to track new position lifecycle including advertising approaches used per open

position (e.g. Facebook, Monster, newspaper, etc.).HR025 Human Resources Recruiting Ability to track advertising costs for Recruitment per position.HR026 Human Resources Recruiting Ability to track recruitment plan tasks and notes of all activities.HR027 Human Resources Recruiting Ability to centralize recruitment/examination plan (maintain all history of events

related to recruitment and exam plans within one central repository, i.e. job posting, applicants, hurdles, written/oral exam questions, physicals, advertisements, notes, etc.).

HR028 Human Resources Recruiting Ability to create, post and print job announcements.HR029 Human Resources Recruiting Ability to post job posting to the recruitment website.HR030 Human Resources Recruiting Ability for job posting to auto-expire after their closing date and automatically be

removed from the website.HR031 Human Resources Recruiting Ability to accept and separately track applications for volunteer and other non-paid

positions.HR032 Human Resources Recruiting Ability to manage volunteers by groups in cases where individual names are not

available.HR033 Human Resources Recruiting Ability to for the City to configure data entry screens for online applications.

HR034 Human Resources Recruiting Ability to allow an applicant to create their own profile online and provide security such that the applicant can view and modify only their data and check the status of the application and apply for future job postings.

HR035 Human Resources Recruiting Ability to allow applicants to apply online for open positions by filling out online application and attaching additional electronic documents.

HR036 Human Resources Recruiting Ability for the applicant to respond to job specific questions maintained in a database, to filter out employees who do not meet minimum qualifications.

HR037 Human Resources Recruiting Ability to send an automatic notification to the applicant acknowledging receipt of an application both on the screen and by email. The system must have the ability to mail merge and print a hard copy.

HR038 Human Resources Recruiting Ability to stop an application process when defined minimum requirements are not met (i.e., the applicant would receive a message immediately after supplying a value that does not meet the minimum).

HR039 Human Resources Recruiting Ability to send "end of process" thank-you emails manually and/or automatically.

HR040 Human Resources Recruiting Ability to track applicant skills. (including all history related to requirement for each candidate)

Human Resources Testing TestingHR041 Human Resources Testing Ability to create test questions for applicants.HR042 Human Resources Testing Ability to perform multiple levels of applicant testing and allow for applicant lookup of

test results completed.HR043 Human Resources Testing Ability to track results of Pre-employment drug testing and background check.

Human Resources Applicant Hiring Decision Support Applicant Hiring Decision SupportHR044 Human Resources Applicant Hiring Decision Support Ability to track applicant reference and reference checking results.HR045 Human Resources Applicant Hiring Decision Support Ability to allow multiple approach of scoring applicants, such as on minimum

qualifications plus desirables.HR046 Human Resources Applicant Hiring Decision Support Ability to score, rank and refer applicants.HR047 Human Resources Applicant Hiring Decision Support Ability to set minimum allowable score in various categories.HR048 Human Resources Applicant Hiring Decision Support Ability to refer certified applicants electronically (refer certified candidates including

scanned hardcopy materials to hiring managers online) and flag applicants that are eligible for Veteran's Preference and internal candidates that are required to be interviewed.

HR049 Human Resources Applicant Hiring Decision Support Ability to collect and report on Affirmative Action Plan.HR050 Human Resources Applicant Hiring Decision Support Ability to track, analyze and report on key hiring metrics.HR051 Human Resources Applicant Hiring Decision Support Ability to track pre-employment recruitment process status (e.g. drug test complete,

all forms complete). Human Resources Employee Onboarding Employee Onboarding

HR052 Human Resources Employee Onboarding Ability to perform 'hire' action which will populate all information related to the applicant into the HR and Payroll functions.

HR053 Human Resources Employee Onboarding Ability to define and establish a listing of onboarding activities for the City, and track onboarding progress against those activities for each new hire.

HR054 Human Resources Employee Onboarding Ability to define and establish electronic forms and workflows that need to be completed for onboarding activities, which shall populate the appropriate HR and payroll information.

HR055 Human Resources Employee Onboarding Ability to track multiple hire dates including original hire, position hire and benefit date. (As required by Oregon PERS)

Human Resources Personnel Administration Ability to maintain the current status and chronological history of all employees and allow comprehensive searching/sorting/reporting on the following information:

HR056 Human Resources Personnel Administration Identification number (different from Social Security Number)HR057 Human Resources Personnel Administration Employee name (ability to search by first and/or last name)HR058 Human Resources Personnel Administration Address (multiple)HR059 Human Resources Personnel Administration Phone (multiple)HR060 Human Resources Personnel Administration Former/maiden name (unlimited)HR061 Human Resources Personnel Administration Adjusted effective hire dateHR062 Human Resources Personnel Administration Allowance amounts (Uniforms, phone stipend, car allowance)HR063 Human Resources Personnel Administration Anniversary date (i.e., time in job)HR064 Human Resources Personnel Administration Base, range and current salaryHR065 Human Resources Personnel Administration Birth dateHR066 Human Resources Personnel Administration Certifications/licenses (license number, expiration date(s), endorsements)

HR067 Human Resources Personnel Administration CitizenshipHR068 Human Resources Personnel Administration Completed physicalHR069 Human Resources Personnel Administration Job classification and grade change historyHR070 Human Resources Personnel Administration Date of deathHR071 Human Resources Personnel Administration Work scheduleHR072 Human Resources Personnel Administration DepartmentHR073 Human Resources Personnel Administration Dependents (names, ages, social security numbers)HR074 Human Resources Personnel Administration Discipline records (With purging ability)HR075 Human Resources Personnel Administration Education/training received (degrees, majors/minors/training)

Functional Requirements Matrix - HR


HR076 Human Resources Personnel Administration Email (both Work / Personal)HR077 Human Resources Personnel Administration Emergency information i.e. contact name (minimum of 3), phone, address, doctor

preference and medical alert)HR078 Human Resources Personnel Administration Employment status changes (including dates)HR079 Human Resources Personnel Administration Ethnic background/EEOC classification/Standard Occupational Classification (SOC)

HR080 Human Resources Personnel Administration GenderHR081 Human Resources Personnel Administration Grant funding (e.g., for interns)HR082 Human Resources Personnel Administration Hiring dates/termination dates (cumulative employment history)HR083 Human Resources Personnel Administration Hours worked (including for volunteers) and days worked HR084 Human Resources Personnel Administration I-9 certification statusHR085 Human Resources Personnel Administration ImmunizationsHR086 Human Resources Personnel Administration Languages spokenHR087 Human Resources Personnel Administration Last date workedHR088 Human Resources Personnel Administration Layoff/leave of absence/recall/return dates (including military leave)HR089 Human Resources Personnel Administration Leave of absence start and stop dates, type of leave, hours, remarksHR090 Human Resources Personnel Administration Safety sensitive positionHR091 Human Resources Personnel Administration W4 Information (in order to ensure those that claim exempt have still submitted a

completed W4 each year).HR092 Human Resources Personnel Administration Leave accrualHR093 Human Resources Personnel Administration Marital statusHR094 Human Resources Personnel Administration Other/user-definedHR095 Human Resources Personnel Administration Overall wage historyHR096 Human Resources Personnel Administration Pay range, stepHR097 Human Resources Personnel Administration Performance evaluations and dates (including next review date)HR098 Human Resources Personnel Administration Photograph of employee (including date) HR099 Human Resources Personnel Administration Position change history (including dates)HR100 Human Resources Personnel Administration Position numberHR101 Human Resources Personnel Administration Preferred name / aliasHR102 Human Resources Personnel Administration Probation datesHR103 Human Resources Personnel Administration Probationary statusHR104 Human Resources Personnel Administration Promotions/demotions/transfer and datesHR105 Human Resources Personnel Administration Retirement effective dateHR106 Human Resources Personnel Administration Scheduled hoursHR107 Human Resources Personnel Administration Seniority dates (multiple) with adjustments (classification, department, city)

HR108 Human Resources Personnel Administration Service dateHR109 Human Resources Personnel Administration Social Security numberHR110 Human Resources Personnel Administration Spouse's nameHR111 Human Resources Personnel Administration Step increase dateHR112 Human Resources Personnel Administration Supervisor (multiple organizational levels)HR113 Human Resources Personnel Administration Accrual usage historyHR114 Human Resources Personnel Administration Termination date and reasonHR115 Human Resources Personnel Administration Training History (City, prior employers and certifications)HR116 Human Resources Personnel Administration Veteran statusHR117 Human Resources Personnel Administration Visa type & expirationHR118 Human Resources Personnel Administration Work locationHR119 Human Resources Personnel Administration Workers Compensation codeHR120 Human Resources Personnel Administration Unlimited user defined fieldsHR121 Human Resources Personnel Administration Ability to auto-generate unique employee id number for new hires with no duplicate

id numbers.HR122 Human Resources Personnel Administration System provides an "Employee Communications" log which can be used by Personnel

staff to log conversations with employees related to various aspects of their employment. Log is easily visible from the main electronic employee record.

HR123 Human Resources Personnel Administration Ability to grant review rights and set security levels on active/terminated/ retired employee history.

HR124 Human Resources Personnel Administration Ability to track the same information for employees, regardless of temporary or regular status.

HR125 Human Resources Personnel Administration System provides functionality to manage employee assigned city assets (e.g. security ID badges/key fobs, fire extinguishers, AED, vehicles, IT resources, etc.) including tracking of historical assignments.

HR126 Human Resources Personnel Administration Ability to enter future personnel/payroll actions, e.g.,. be able to submit actions at the time the actions are known rather than waiting until effective date.

HR127 Human Resources Personnel Administration Ability to set up employees with regular and special work hour schedules.HR128 Human Resources Personnel Administration Ability to assign only one employee identification number per employee regardless of

the number of positions held.HR129 Human Resources Personnel Administration Ability to enter one employee in multiple positions with multiple job titles, pay rates,

classifications, cost centers, etc. during the same pay cycle without the need for manual journal entries; show cross reference in payroll register. Produces only 1 check and W-2. Needs to include aggregating FTE for seniority, leave accrual, and benefit eligibility.

HR130 Human Resources Personnel Administration Ability to automatically give cost of living increases based on the base salary.

HR131 Human Resources Personnel Administration Ability to produce mass changes by employee group using percentages or flat rates with effective dates.

HR132 Human Resources Personnel Administration Ability to track supervisor relationships on the employee level. When positions are moved, there should be system defaults established to move/assign supervisors automatically so no employee is in the system without a supervisor.

HR133 Human Resources Personnel Administration Ability to enter/key more than one personnel action at a time.HR134 Human Resources Personnel Administration Ability to track multiple employee status changes on the same day (i.e.. enter

duplicate dates).HR135 Human Resources Personnel Administration Ability to track reemployment eligibility for laid off employees.HR136 Human Resources Personnel Administration Ability to flag terminated employees who are ineligible for rehire. Configurable text.

HR137 Human Resources Personnel Administration Ability to track sick leave accrual based on hours worked in multiple positions.

Human Resources Employee Self-Service Employee Self-ServiceHR138 Human Resources Employee Self-Service Ability to view and update demographic data.HR139 Human Resources Employee Self-Service Ability to start workflow driven tasks when demographic data changes.HR140 Human Resources Employee Self-Service System provides capabilities to configure and administer an online employee open

enrollment, allowing employees to view their benefit choices, costs, copays, deductibles, prior election and how their current elections affect their paychecks (e.g., annual out-of-pocket costs), etc.

HR141 Human Resources Employee Self-Service Ability to have tiered benefit tables (e.g., one code would have Employee Only, 2-party and Family tiers with associated employee and employer costs) so when updating at open enrollment only codes need to be updated, with ability to report by org. level (e.g. Police, Fire, other unions, and non-union staff).

HR142 Human Resources Employee Self-Service Ability for employee to enter family status changes and change beneficiaries and initiate HR/Payroll approval process.

HR143 Human Resources Employee Self-Service Ability for employee to view current and historical pay stubs (with all benefits/leave balances).

HR144 Human Resources Employee Self-Service Ability for designated personnel to view information and enter status changes for designated employees and employees with no self-service (i.e., Manager Self-Service).

HR145 Human Resources Employee Self-Service Ability for manager (or backup) to view their employees information including pay rate in bi-weekly / hourly / monthly figures, range, job title, next review date, original hire date, position hire date, general leave balances including holiday, comp time earned/taken, and training hours/courses YTD, merit date, retirement participation date, history of earnings for 10 years, working title. Employee's view provides the same, personal information. System provides the appropriate security.

HR146 Human Resources Employee Self-Service Ability for managers to access a screen which will show/calculate cash-out value of all general leave balances based on balance, rate of pay and available unused leave.

HR147 Human Resources Employee Self-Service Ability for employees to enroll in training classes online.HR148 Human Resources Employee Self-Service Ability for employees to view records, enroll and participate in wellness program

activities online.HR149 Human Resources Employee Self-Service Ability to manage and route an employee suggestion box.HR150 Human Resources Employee Self-Service If an employee indicates that they had a life event change within self-service, system

automatically sends them information regarding potential changes to make and deadlines, with reminders.

HR151 Human Resources Benefits BenefitsHR151 Human Resources Benefits Ability to track, inquire and report on Medicare as second payer for self insured payers

& spouses, including Medicare number, eligibility status / dates

HR152 Human Resources Benefits Ability to enter dependents and beneficiaries in one table and then tie the appropriate records from that table to all applicable benefits (avoiding entering the same dep/ben data multiple times).

HR153 Human Resources Benefits Ability to determine benefit eligibility and automatically recalculate premiums based on an employee's position.

HR154 Human Resources Benefits Ability to manually override benefits assigned based on business rules.HR155 Human Resources Benefits Ability to perform online update of employees benefit enrollment status for each

benefit plan.HR156 Human Resources Benefits Ability to support multiple carriers for each benefit plan.HR157 Human Resources Benefits Ability to automatically flag for FMLA/OFLA leave eligibility after based on respective

lawHR158 Human Resources Benefits Ability to accommodate and identify multiple types of benefit plans (e.g., health,

dental, life insurance, etc.) that are employee and/or employer paid with multiple premium amounts per plan (individual, individual+1, family).

Human Resources Set and calculate variable employee and employer contribution amounts on employee benefit deduction records

Ability to set and calculate variable employee and employer contribution amounts on employee benefit deduction records based on the following input transaction fields:

HR159 Human Resources Set and calculate variable employee and employer contribution amounts on employee benefit deduction records

Effective date


Benefit plan


Dependent coverage (individual +1, family)


Employee group


Eligibility


Combination of the above fields


Coverage amount/level


Ability to track employee assignment of benefits prior to the related deduction being taken


Ability to automatically assign end dates for benefits when employee is terminated.


Ability for accrual rate to default to zero upon employee separation. If a rehire happens, accrual adjustments should be done accordingly (e.g., if employee is rehired within 180 days).


Ability to handle employees with multiple retirement programs based on employee group. Police and Civilian, several different options in each plan.


Ability to automatically create GL entries to appropriate fund account for employer contributed benefits.


Ability to select specific enrollment information and define the format for interfaces to outside carriers including medical, dental, vision and life.


Ability to automatically calculate service for benefit eligibility, i.e. eligible the first of the month after 30 days of employment.


Ability to calculate time in medical plan for employee and dependents (history).

Human Resources Calculate service by Ability to calculate service by:HR174 Human Resources Calculate service by HoursHR175 Human Resources Calculate service by Elapsed timeHR176 Human Resources Calculate service by Elapsed time with multiple breaks in serviceHR177 Human Resources Calculate service by Ability to calculate the cost of lost work time due to an accident, illness, or

FMLA/OFLA.HR178 Human Resources Calculate service by Ability to check and flag dependents who no longer qualify for insurance benefits (age

23 or 27).HR179 Human Resources Calculate service by Ability to record employee and dependents' enrollment in health and dental insurance

programsHR180 Human Resources Calculate service by Ability to retain dependent data for a user-specified period of time after the

dependent is no longer covered on the employee’s insurance. Also need to include tracking when dependents are still eligible for insurance, but the employee is no longer eligible for insurance.

HR181 Human Resources Calculate service by Ability to track and report on all benefit enrollment history including employee and dependents' data.

HR182 Human Resources Calculate service by Ability to identify all COBRA eligible actions and flag employees/dependents as they become COBRA eligible.

HR183 Human Resources Calculate service by Ability to calculate and deduct life insurance, short-term and long-term disability premiums each month for all employees based on gross wages and employee age.

HR184 Human Resources Calculate service by Ability to move from Active employee to retireeHR185 Human Resources Calculate service by Ability to move from Active employee to COBRA participantHR186 Human Resources Calculate service by Ability to automatically update all master files when certain insurance master file data

is updated.HR187 Human Resources Calculate service by Ability to allow only authorized users to modify/adjust pay rates.HR188 Human Resources Calculate service by Ability to record and summarize benefits by any employee group level or class.

HR189 Human Resources Calculate service by Ability to pool hours for vacation donation, allowing employees to donate vacation time to the pool from their accrued balances (participation restricted by leave plan).

HR190 Human Resources Calculate service by Ability to use a code to track donated hours for sick leave and set rules for maximums and types of hours that may be donated.

HR191 Human Resources Calculate service by Ability to setup sick leave pools based on pay rates. i.e., if an employee earning $30/hr donates to a person earning $10/hr, the person taking leave will have 3 hours available.

HR192 Human Resources Calculate service by Ability to track information on each employee (including deductibles, coverages, and co-pays of health benefits), by type

HR193 Human Resources Calculate service by Allows pre-enrollment.HR194 Human Resources Calculate service by Ability to track multiple pension categories for flexible spending accounts (FSA) for

medical and dependent careHR195 Human Resources Calculate service by Ability to allow changes by employees to insurance plans, dependent care, flexible

spending accounts at times of qualifying events.HR196 Human Resources Calculate service by Ability to associate benefit with employee classHR197 Human Resources Calculate service by Ability to calculate benefits (e.g., LTD & life insurance) with different caps for different

employee groups.HR198 Human Resources Calculate service by Ability to import rate changes for benefits and deductions in mass.HR199 Human Resources Calculate service by Ability to automatically calculate multiple overtime and other premiums (e.g., shift

differential) based on actual worked hours outside the employees’ scheduled hours or time of day (schedule deviation) and rules built into the system. Overtime calculations will take into account start and stop times, scheduled hours, type of duty performed.

HR200 Human Resources Calculate service by Ability to configure multiple categories of leave accumulators (including vacation, leave, sick, FMLA/OFLA, and comp adjustments) and formulas in the system, without needing special programming or technical skills.

HR201 Human Resources Calculate service by Ability to define method of PTO/Sick leave benefit accrual (banked, accrued) including eligibility rules, rate, plan year, allowed, rollover rules and caps)

HR202 Human Resources Calculate service by Ability to limit leave accruals based on maximum for defined plan, job class, department, status, etc. and record the time lost as a result of the limits.

Human Resources Benefit Reporting Benefit ReportingHR203 Human Resources Benefit Reporting Ability to produce letters for COBRA and HIPAA that include all necessary data.

HR204 Human Resources Benefit Reporting Ability to view/print deduction reports to document the amounts of the employee and employer contributions.

HR205 Human Resources Benefit Reporting Ability to view/print a list of employees contributing to charitable organizations and amount contributed.

HR206 Human Resources Benefit Reporting Ability to create a leave activity report.HR207 Human Resources Benefit Reporting Ability to create a leave balance report.HR208 Human Resources Benefit Reporting Ability to create annual health insurance benefits summaries by carrier, employee or

other user sort.HR209 Human Resources Benefit Reporting Ability to view/print benefit enrollment by benefit or by employee.HR210 Human Resources Benefit Reporting Ability to report on census data for insurance providers and the actuary.HR211 Human Resources Benefit Reporting Ability to create an employee statement of current benefits.HR212 Human Resources Benefit Reporting Ability to create an employee confirmation statement.HR213 Human Resources Benefit Reporting Ability to create an employee benefit report that details insurance benefits and costs

for each employee ("total compensation").Human Resources Produce a notice of benefit changes Ability to produce a notice of benefit changes whenever any of the following

conditions is encountered:HR214 Human Resources Produce a notice of benefit changes Employee's name changesHR215 Human Resources Produce a notice of benefit changes Employee terminates employmentHR216 Human Resources Produce a notice of benefit changes Employee moves to a non-pay statusHR217 Human Resources Produce a notice of benefit changes Employee's deduction is administratively canceledHR218 Human Resources Produce a notice of benefit changes Employee and/or the employer contribution amount is administratively changed

HR219 Human Resources Produce a notice of benefit changes Marital status changeHR220 Human Resources Produce a notice of benefit changes Dependent status changeHR221 Human Resources Produce a notice of benefit changes On demand, configurableHR222 Human Resources Produce a notice of benefit changes Ability to view/print a report or flag employee when move from full time benefit

eligible to less than full time benefit eligible. Or vice versaHR223 Human Resources Produce a notice of benefit changes Ability to view/print a report on employee injuries (DOB, Address, SSN, wage, start

date, etc.).HR224 Human Resources Produce a notice of benefit changes Ability to generate notice of work injury form.HR225 Human Resources Produce a notice of benefit changes Ability to view/print an auto accident report.HR226 Human Resources Produce a notice of benefit changes Ability to view/print a general liability report.

Human Resources Training Management & Administration Training Management & AdministrationHR227 Human Resources Training Management & Administration Ability to register employees for training courses offered.

HR228 Human Resources Training Management & Administration Ability to develop, maintain, inquire and report on the various data elements for each training course available, including: Course, description, hours, materials, IT requirements, min/max employees, etc.

HR229 Human Resources Training Management & Administration Ability to develop, maintain, inquire and report on the various data elements for each section (instance) of when a course is offered: Date, location, instructor, feedback, registrants, etc.

HR230 Human Resources Training Management & Administration Ability to enter courses a trainer is eligible to teach.HR231 Human Resources Training Management & Administration Ability to automatically update employee records for attendance in a class.HR232 Human Resources Training Management & Administration Ability to categorize training by various job categories (i.e., management, supervisory,

professional, technical, clerical, skilled, semiskilled and service related).

HR233 Human Resources Training Management & Administration Ability to subcategorize training within job categories by required, strongly encouraged and optional.

HR234 Human Resources Training Management & Administration Ability to flag a class as a requirement for various certificate programs (e.g. CDL, ESDP or ICMA).

HR235 Human Resources Training Management & Administration Ability to record training time completed courses, classes, and seminars.HR236 Human Resources Training Management & Administration Ability to provide edits/warnings if employee tries to enroll in a class already taken.

HR237 Human Resources Training Management & Administration Ability to view/print training by topic, department, employee and job category.

HR238 Human Resources Training Management & Administration Ability to view/print a report indicating those employees who have received training and those scheduled for future training classes.

HR239 Human Resources Training Management & Administration Ability to list outside (not internal program) courses identified as effective in meeting specific training needs.

HR240 Human Resources Training Management & Administration Ability to select specific employees and view/print individual training profiles.

HR241 Human Resources Training Management & Administration Ability to capture, track, workflow, approve, inquire and report on employee requests for travel and / or external training, including tracking of projected and actual training and travel cost.

HR242 Human Resources Training Management & Administration Ability for approved travel / training requests to be printedHR243 Human Resources Training Management & Administration Ability to view/print a full-year or monthly training calendar by course name and job

category.HR244 Human Resources Training Management & Administration Ability to view/print number of training hours completed annually by individual, by

department and by division.HR245 Human Resources Training Management & Administration Ability to view/print a roster of class attendees.HR246 Human Resources Training Management & Administration Ability to send calendar appointments (e.g., to Outlook calendar) when employee

enrolls in training.HR247 Human Resources Training Management & Administration Ability to generate training notification messages.HR248 Human Resources Training Management & Administration Ability to view/print a list of available training programs and prerequisites to the

individual programs.HR249 Human Resources Training Management & Administration Ability to view/print reports to conduct employee program review, curriculum

development, new discipline candidates, and skills and general program development.

HR250 Human Resources Training Management & Administration Ability to view/print a list of employees who have not taken a specific class based on additional user defined criteria.

HR251 Human Resources Training Management & Administration Ability to view/print employee certificate of completion.HR252 Human Resources Training Management & Administration Ability to track training data for volunteers and non-paid staff.

Human Resources Skills Tracking Skills can be tracked and linked to:HR253 Human Resources Skills Tracking Positions (requirement)HR254 Human Resources Skills Tracking Employees (possession)HR255 Human Resources Skills Tracking Department objectives (target)

Human Resources Certifications / Licenses Certifications / LicensesHR256 Human Resources Certifications / Licenses Ability to record and flag yearly training requirements and certifications, including

expiration dates, as needed to keep professional licenses per employee.

HR257 Human Resources Certifications / Licenses Ability to flag CDL and/or FTA employees and CDL supervisors who have not taken their annual training.

HR258 Human Resources Certifications / Licenses Ability to track licenses, certifications, and continuing education units.Human Resources Wellness Program Wellness Program

HR259 Human Resources Wellness Program Ability to configure Wellness programs (e.g. health fairs, flu shots, blood drives, lunch & learns, etc.) administered by the organization and their related meetings / activities.

HR260 Human Resources Wellness Program Ability to route wellness enrollment reminders.HR261 Human Resources Wellness Program Ability to track, manage, inquire and report on wellness program activity participation

per employee.HR262 Human Resources Wellness Program System provides wellness program activity reporting.

Human Resources Compliance Tracking & Reporting Ability to track and report all necessary elements for compliance with the following laws:

HR263 Human Resources Compliance Tracking & Reporting Equal Employment Opportunity (EEO) - all categories including ADEA (Age Discrimination and Employment Act) and any other data fields needed record Standard Occupational Classification (SOC) codes and EEO 4 data

HR264 Human Resources Compliance Tracking & Reporting COBRAHR265 Human Resources Compliance Tracking & Reporting INS - immigration laws including fields for tracking I-9 documents verified.HR266 Human Resources Compliance Tracking & Reporting VeteransHR267 Human Resources Compliance Tracking & Reporting Disabilities (ADA)HR268 Human Resources Compliance Tracking & Reporting Accommodations - free form text field for accommodations providedHR269 Human Resources Compliance Tracking & Reporting Fair Labor Standards (FLSA) status by position for all positionsHR270 Human Resources Compliance Tracking & Reporting Unemployment claimsHR271 Human Resources Compliance Tracking & Reporting Child LaborHR272 Human Resources Compliance Tracking & Reporting Federal Transportation Administration (FTA)HR273 Human Resources Compliance Tracking & Reporting Approved exceptions to Fair Labor Standards (FLSA) status for all positions.HR274 Human Resources Compliance Tracking & Reporting Vendor provides software updates to maintain compliance with all applicable Federal

and State laws related to HR tracking and management.HR275 Human Resources Compliance Tracking & Reporting Ability for system to determine monthly COBRA payments based on workforce

reduction agreement rules.Human Resources Other Reporting Requirements Other Reporting Requirements

HR276 Human Resources Other Reporting Requirements Ability to track "light-duty "(staff on FLSA disability who work for up to 120 days of light duty), similarly to extra hires, and flexibility within this feature.

HR277 Human Resources Other Reporting Requirements Ability to export any system report to a text file or spreadsheet.HR278 Human Resources Other Reporting Requirements Ability to perform online inquiry for data sets previously listed.HR279 Human Resources Other Reporting Requirements Ability to create organizational chart based on department, division, supervisor,

position, union HR280 Human Resources Other Reporting Requirements Ability to view/print a list of employees with automatic eligibility for promotion and

eligibility date.HR281 Human Resources Other Reporting Requirements Ability to view/print advance notifications to department heads of who is approaching

retirement qualification dates (reflect multiple retirement systems and multiple requirements of those systems).

HR282 Human Resources Other Reporting Requirements Ability to produce reports by department, work location, responsible supervisor, and outcomes on performance evaluations for all probationary and regular employees (to be accessible to appropriate users).

HR283 Human Resources Other Reporting Requirements Ability to produce reports by department, work location and responsible supervisor on performance evaluations scheduled, completed and not completed on a monthly, quarterly and annual basis (for regular and extra hires).

HR284 Human Resources Other Reporting Requirements Ability to report as of a 'point in time'.HR285 Human Resources Other Reporting Requirements Ability to create a leave without pay workflow and management leave balance report

(e.g., trigger off-time entry data so letters can automatically be sent to employees out on AWOP or sick for more than X pay period(s). Trigger (copy of letter) should also be sent to HR for follow-up).

HR286 Human Resources Other Reporting Requirements Ability to create retroactive pay calculations and net credited service dates of any employee.

HR287 Human Resources Other Reporting Requirements Ability to report on temporarily promoted employees and employees on an acting assignment including "extra duty" with a scheduled end date (Temporary Assignment or Extra Duty Pay).

HR288 Human Resources Other Reporting Requirements Ability to report on temporary and part-time, casual and seasonal employees, plus paid and unpaid interns by department.

HR289 Human Resources Other Reporting Requirements Ability to create CDL background check formsHR290 Human Resources Other Reporting Requirements Ability to create Gym Membership formsHR291 Human Resources Other Reporting Requirements Ability to create monthly lists of employees in safety sensitive positions for random

drug testing including ability to run lists for different groups of employees such as fire, police and CDL.

HR292 Human Resources Other Reporting Requirements Ability to create summary reports of all service awards, licenses, certificates, and credentials earned by each employee.

HR293 Human Resources Other Reporting Requirements Ability to create a Promotion/Demotion/Transfer Report, by EEOC classification and department.

HR294 Human Resources Other Reporting Requirements Ability to create a Seniority Listing Report which is system calculated and considers seniority adjustments.

HR295 Human Resources Other Reporting Requirements Ability to create an EEOC report.HR296 Human Resources Other Reporting Requirements Ability to view/print a report of employees near max of FMLA/OFLA hours.HR297 Human Resources Other Reporting Requirements Ability to have ad hoc report capability with user defined sort on all employees

indicating any data maintained in system data elements.HR298 Human Resources Other Reporting Requirements Ability to print mailing labels for employees based on any field of the employee or

position record.HR299 Human Resources Other Reporting Requirements Ability to create Fitness for Duty and Return to Duty Forms.HR300 Human Resources Other Reporting Requirements Ability to view/print workers comp incidents or liability claims by employee group,

class or department, and hours worked.HR301 Human Resources Other Reporting Requirements Ability to track hours for Time in Job (RIF or seniority) analysis.

Human Resources Reporting - Pension / Retirement Reporting - Pension / Retirement - Ability to report the following individual retirement deduction information in each retirement system's prescribed format:

HR302 Human Resources Reporting - Pension / Retirement Employee identificationHR303 Human Resources Reporting - Pension / Retirement Retirement plan identificationHR304 Human Resources Reporting - Pension / Retirement Employee earnings informationHR305 Human Resources Reporting - Pension / Retirement Employee contribution informationHR306 Human Resources Reporting - Pension / Retirement Employer contribution information

HR307 Human Resources Reporting - Pension / Retirement Employer identificationHR308 Human Resources Reporting - Pension / Retirement Total member contribution informationHR309 Human Resources Reporting - Pension / Retirement Ability to produce deduction statistical reports which provide extensive detail and

summary totals of deductions withheld.HR310 Human Resources Reporting - Pension / Retirement Ability to track total voluntary contributions by individual and total by plan.

Human Resources Workflow Workflow/RoutingHR311 Human Resources Workflow Ability to electronically route personnel action forms from end-users/departments to

multiple individuals for approvals.HR312 Human Resources Workflow Ability to automatically create a Performance Appraisal workflow based on specified

date and administer performance appraisal process including notice to manager set number of days prior to performance review, multiple notices if not completed and notice to the manager's boss or HR if still not completed after effective date.

HR313 Human Resources Workflow Ability to electronically route and approve time and attendance data for at least multiple levels (employee, supervisor, department payroll clerk, department director, Personnel, Fiscal/Payroll).

HR314 Human Resources Workflow Ability to schedule appointments (exams, oral boards, interviews, physicals, etc.) through workflows

HR315 Human Resources Workflow Ability to route training reminders to employee and supervisor.HR316 Human Resources Workflow Ability to route notices to all appropriate departments (benefits, payroll, training, IT,

etc.) when an employee is terminated in the system.HR317 Human Resources Workflow Ability to route notices to all appropriate departments (benefits, payroll, IT, etc.) when

an employee's special appointment or temporary promotion ends.

HR318 Human Resources Workflow Ability to archive/inactivate extra hires/special appointment hires after a certain user-defined period of no activity.

HR319 Human Resources Workflow Ability to inquire and report on where routed approvals are in the queue (whose inbox the forms are in and how long they have been there).

HR320 Human Resources Workflow Ability to develop and utilize workflows for position requisitions.HR321 Human Resources Workflow Ability to develop and utilize workflows for classification and compensation.

HR322 Human Resources Workflow Ability to develop and utilize workflows for appeal process.Human Resources Employee Relations Employee Relations

HR323 Human Resources Employee Relations Ability to track grievances and complaints, including status.HR324 Human Resources Employee Relations Ability to generate user defined reports on grievance and complaint information.

HR325 Human Resources Employee Relations Ability to track online grievances and complaints by department, employee and type / class.

Human Resources Risk Management Risk ManagementHR326 Human Resources Risk Management Ability to track and report on Workers' Compensation claim activity, including date of

loss, injury type, WC-1, restrictions, appointments, notes, etc.

HR327 Human Resources Risk Management Ability to auto populate employee demographic information when submitting a claim.

HR328 Human Resources Risk Management Ability to mange a paid loss retro plan and forecast future benefit payments (similar to self insured model).

Human Resources Track, manage, inquire and report on accidents, incidents and losses

System provides functionality to track, manage, inquire and report on accidents, incidents and losses including:

HR329 Human Resources Track, manage, inquire and report on accidents, incidents and losses

Type


Date


Description


Causes


Consequences


Timing and allocation


Other qualitative data


Other quantitative data


Multiple other user defined fields


Carrier


Type


Claim information (multiple fields)


Incident date


Claim date


Status


Resolution


Multiple other user defined fields


System provides functionality to track insurance certificates.


System provides functionality to track what insurable properties the City owns.

Human Resources Performance Management Performance ManagementHR348 Human Resources Performance Management Ability to perform and track online performance evaluations.

Human Resources Performance Management Ability to maintain the following data elements:HR349 Human Resources Performance Management Date of performance and salary review, date completedHR350 Human Resources Performance Management Date of next performance and salary reviewHR351 Human Resources Performance Management Position at time of reviewHR352 Human Resources Performance Management Performance RatingHR353 Human Resources Performance Management Reason for more than recommended increaseHR354 Human Resources Performance Management Other user-defined datesHR355 Human Resources Performance Management Ability to link more than one evaluation date to each recordHR356 Human Resources Performance Management Ability to link salary changes to performance ratings.HR357 Human Resources Performance Management Ability to support 360 degree performance reviews.HR358 Human Resources Performance Management Ability to provide tools to report on or identify departments with potential

performance problems.HR359 Human Resources Performance Management Ability to link position attributes to performance evaluationsHR360 Human Resources Performance Management Ability to accommodate on-demand appraisalsHR361 Human Resources Performance Management Ability to accommodate multiple evaluation types for employees (i.e., bargaining

units).HR362 Human Resources Performance Management Ability to utilize e-mail to notify employees for acknowledgements needed.

HR363 Human Resources Performance Management Ability to generate individualized performance developmental plans. HR364 Human Resources Performance Management Administration of 360 surveys for rating competencies.HR365 Human Resources Performance Management Product has the ability to do tracking, reporting, and objective setting on

Individual/Team/Organizational performance.HR366 Human Resources Performance Management Product allows for competencies.HR367 Human Resources Performance Management Product has a succession planning/management module.HR368 Human Resources Performance Management Product has a Talent Profile component.HR369 Human Resources Performance Management Ability to search and report on specific capabilities, skills and competencies.

Human Resources Off boarding Off boardingHR370 Human Resources Off boarding Ability to track exit activities, including return of City material assignments, exit

interview results, etc.HR371 Human Resources Off boarding Ability to support collection of City assets (phone, laptop, etc.).HR372 Human Resources Off boarding Ability to assist with security changes, inactivating badgesHR373 Human Resources Off boarding Ability to provide user-configurable checklist for exiting employees.

Human Resources Succession and Career Planning Succession and Career PlanningHR374 Human Resources Succession and Career Planning Ability to maintain internal/external job management.HR375 Human Resources Succession and Career Planning Ability to maintain career development.HR376 Human Resources Succession and Career Planning Ability to create career profiles.HR377 Human Resources Succession and Career Planning Ability to perform replacement planning - domino effect.HR378 Human Resources Succession and Career Planning Ability to compare changes over time in regards to transfers, terminations, and

retirement rates.Human Resources Interfaces Interfaces

HR379 Human Resources Interfaces Ability to interface with an external applicant tracking system (NeoGov).HR380 Human Resources Interfaces Ability to interface with benefit providers (i.e. retirement plan, health providers, etc.)

[Utilize electronic data interface].HR381 Human Resources Interfaces Ability to support reporting requirements for the ACA.HR382 Human Resources Interfaces Ability to interface with time and attendance module.HR383 Human Resources Interfaces Ability to interface with time and attendance module

Human Resources Protected leaves and other leaves InterfacesHR384 Human Resources Protected leaves and other leaves Ability to provide notification when documentation such as medical certification or fit

for duty forms have not been returned by the specified timeframe.

HR385 Human Resources Protected leaves and other leaves Ability to record administrative comments.




configuration




(explain)

Does Not Support


Vendor CommentsInventory Inventory Master Record Inventory Master Record

IV001 Inventory Inventory Master Record Ability to support multiple inventory numbering schemes and locations in a single system.

IV002 Inventory Inventory Master Record Ability to cross-reference the above-mentioned numbering scheme to vendor and vendor part number

IV003 Inventory Inventory Master Record Ability to support user defined numbering schemes. Inventory Maintenance of data elements for

all inventory itemsAbility to provide for maintenance of the following data elements for all inventory items. Inquiry and reporting on inventory items can be based on any of the following fields:

IV004 Inventory Maintenance of data elements for all inventory items

Alternate Item Number


Audit Priority for continuous inventory (A,B,C)


Average Cost


Bin Number/Shelf number


Charge to Job/Account


Classification, type


Current Cost (last price paid)


Current Cost Date


Custodian/Assigned to (either staff or asset)


Date Issued


Date Item Entered Inventory


Date Item Ordered


Quantity (that it comes in or came in last)


Employee Name and Number Ordering Item(s)


Critical Asset


Item Expiration Date


General Ledger Account Number (including Program)


Inventory Item Location


Inventory Item Number


Issue Tracking (history, ability to track item)


Issued By


Issued To


Item Commodity


Item Description


Latest Quantity Received


Manufacturer Name


Manufacturer Part Number


How much received by date range


Most Recent Purchase Order Number


Multiple Vendor Numbers


Ordering Account Number


Mark-up Rate for both flat amount and percentage


Quantity Available


Quantity on Hand


Quantity on Order


Quantity Reserved


Received By


Received Date


Reorder Point (maximum/minimum) and Replenishment Quantity


Total Value of Quantity on Hand


Type (each, dozen, etc.)


Units of Measure for Issue


Units of Measure for Purchase


Vendor Part Number (as cross reference)


Warehouse Identifier


Year-to-Date Receipts


Ability to have fields auto fill when information is available.


Ability to accommodate alphanumeric commodity and sub-commodity codes, consistent with universal commodity codes.


Ability to notify appropriate users when inventory levels have reached the reorder point.

Inventory Ordering / Reordering Ordering / ReorderingIV053 Inventory Ordering / Reordering Configurable workflow shared with Inventory and Purchasing modules to control process of

ordering, replenishing, and removing inventory items.

IV054 Inventory Ordering / Reordering Ability to process back orders.

Inventory Inventory Withdrawal Inventory WithdrawalIV055 Inventory Inventory Withdrawal Ability to support the development of a catalogue of inventory available to internal customers

(including both regular and surplus inventory).IV056 Inventory Inventory Withdrawal Ability for designated staff to place on-line orders. IV057 Inventory Inventory Withdrawal Ability to remove materials or parts from inventory based on work order requirements. System is

updated automatically when parts are issued to work/job orders

IV058 Inventory Inventory Withdrawal Ability to handle multiple inventory locations and prioritize them for stock picking purposes.

IV059 Inventory Inventory Withdrawal Ability to provide a surplus “excess or obsolete” function to withdraw inventory, posting to a separate GL account.

IV060 Inventory Inventory Withdrawal Ability to restrict inventory access to those items / locations the user is authorized for.

IV061 Inventory Inventory Withdrawal Supported barcode scanners that have ability to scan inventory item and interact with inventory system directly from scanner, perhaps through pick lists to populate additional required fields for issuance.

Inventory Receiving ReceivingIV062 Inventory Receiving Ability to print barcode labels with system defined data relating to the inventory item.

IV063 Inventory Receiving Ability for authorized users to perform inventory level adjustmentsIV064 Inventory Receiving Ability to process receipts at multiple receiving locations.IV065 Inventory Receiving Ability to create a cycle count report without freezing inventory.

Inventory Physical Inventory Physical InventoryIV066 Inventory Physical Inventory Ability to perform a cycle count or annual inventory countsIV067 Inventory Physical Inventory Ability to rank inventory based on ABC ranking

Functional Requirements Matrix - Inventory


IV068 Inventory Physical Inventory Ability to inventory partial sections of a physical location and limit exception reporting only to that partial selection.

Inventory Costing CostingIV069 Inventory Costing Ability to automatically calculate weighted average, FIFO, LIFO, etc. cost of inventory items when

stock contains items at multiple prices.IV070 Inventory Costing Ability for barcode scanners to perform a real-time connection to inventory.IV071 Inventory Costing Ability to price-average based on last purchase.IV072 Inventory Costing Ability to support RFID (Radiofrequency Identification)IV073 Inventory Costing Ability to apply an overhead rate/markup to the item cost for an inventory item.

Inventory Interfaces / Integration Interfaces / IntegrationIV074 Inventory Interfaces / Integration Ability to link work orders to inventoryIV075 Inventory Interfaces / Integration Ability to link fleet job order to inventory (Collective Pro for current fleet maintenance)

IV076 Inventory Interfaces / Integration Ability to link service request to inventoryIV077 Inventory Interfaces / Integration Ability to interface to 3rd party fuel system (Petrovend)IV078 Inventory Interfaces / Integration Ability to interface with other systems.IV079 Inventory Interfaces / Integration P card interfaceIV080 Inventory Interfaces / Integration Ability to attach documents to recordIV081 Inventory Interfaces / Integration Ability to add notes/commentsIV082 Inventory Interfaces / Integration Ability to integrate spreadsheets, CSV into system

Inventory Reports ReportsIV083 Inventory Reports Ability to provide on-line access to inventory transactions (receipt, issues, and adjustments) and

status.IV084 Inventory Reports Ability to generate inventory reports on an ad-hoc (one or multiple fields) and/or systematic

basis IV085 Inventory Reports Ability to support reporting by multiple inventory/warehouse locations.IV086 Inventory Reports Ability to report on vendor activity, by item, date, or value.IV087 Inventory Reports Ability to create a vendor/Item Cross Reference Report.IV088 Inventory Reports Ability to produce an ABC Inventory Analysis.IV089 Inventory Reports Ability to generate a price list for each item.IV090 Inventory Reports items below reorder point Ability to report on current inventories and historical usage to be used in capacity planning.

IV091 Inventory Reports items below reorder point Ability to identify available funds by inventory commodity

IV092 Inventory Reports items below reorder point Ability to require the validation of funds prior to release of requisition orders or purchase requests for inventory items.

IV093 Inventory Reports items below reorder point Low Usage or Possible Obsolete Report

Inventory Reports items below reorder point Ability to create a report of Recommended Orders, for all or user-selected items below reorder point, including:

IV094 Inventory Reports items below reorder point Maximum and Minimum Reorder Points

IV095 Inventory Reports items below reorder point Date of Last Purchase

IV096 Inventory Reports items below reorder point Year-to-Date Issuances

IV097 Inventory Reports items below reorder point Year-to-Date Receipts

IV098 Inventory Reports items below reorder point Ability to generate a Back Order Status report, of all items currently on back order.

IV099 Inventory Reports items below reorder point Ability to generate a Receiving Report, with each item by date or vendor or P.O.#.

IV100 Inventory Reports items below reorder point Ability to create an Active Parts Report, lists all materials and parts currently assigned to open work orders.

IV101 Inventory Reports items below reorder point Ability to create a Material Usage Report, including value and quantities by account, department, division, vehicle, part number, or program for a specified time period.

IV102 Inventory Reports items below reorder point Ability to notify system user of inactivity of inventory items for user specified time.




configuration




(explain)

Does Not Support


Vendor CommentsMaster Addresses Master Address Functional

RequirementsSystem Functional Requirements

MA001 Master Addresses Master Address Functional Requirements

Master address is a centralized geodatabase that is integrated with other ERP modules which contain parcel, address, owner information (please identify those applications which are integrated and those which are not).


Other ERP modules which track information related to land file (e.g., parcel numbers, addresses) to allow the user to specify the related data in the transaction / information entered.


The street index includes address ranges for each street.


Ability to support a standard naming convention including segments for all streets and addresses.


Street Dictionary necessary for data integrity


System provides the ability to associate multiple addresses with a parcel


System provides the ability to associate multiple parcels with an address


System's master address function is integrated to all other system modules receiving alerts created in that module and displaying them to the other modules.


Ability to view, add, delete, or change user comments depending on user security roles.


System includes standard functionality to attach electronic documents to addresses and parcels.


Ability to create a master record which allows for suite/apartment address records (e.g., hierarchical structure for parcels, addresses, structure, and individual units)


Ability to transfer all parcel and/or address information from a temporary parcel identification number and/or address to a permanent number, including all related license, permit and other transactional information


Ability for data validation to prohibit duplicated parcel records.


System is capable of integrating to the City’s ESRI GIS to synchronize property information (e.g. parcel, street name, etc.) and for spatial displays and queries


User comments follow the hierarchical structure for parcels, address, structure, and individual units (i.e. a comment on the parcel will cascade down to lower records)


System provides referential integrity capabilities based on the hierarchical structure.


System integrates with ESRI GIS services which allows for viewing of other GIS layers in context of location.


Ability to meet USPS Publication 28: Postal Addressing Standards for street address and street naming convention including segments for all addresses within the system.

Master Addresses Maintaining a separate components for an address record

Ability to maintain separate components for an address record including:

MA019 Master Addresses Maintaining a separate components for an address record

House number


Pre-Directional


Street name


Street suffix


Post Directional


Unit


City


State


Zip code + 4


Ability to create user defined attributes (e.g., zoning, flood plain, fire district, etc.)

Master Addresses Accommodate foreign addresses for land-owner information

Ability to accommodate foreign addresses for land-owner information

MA029 Master Addresses Accommodate foreign addresses for land-owner information

Standard system functionality provides ability to import data from external data.


Ability to maintain history of a piece of property that identifies how the property record originated and subsequent changes.


Ability to relate historical property records to the current record so that a complete history of a property is available in one place.


Ability to not assign an address to a parcel if desired, leave blank (rather than putting unknown or the lot number).


Ability to track liens against properties.


Ability to identify if the address is within defined bounds (e.g., city limits, UGB, etc.)


Ability to specify whether fields on a location record are mandatory or optional


Ability to perform bulk refreshes of parcel and parcel owner information


Ability to view other ERP application activity against a parcel (e.g., building permits, code enforcement activity, etc.)


Ability to create export file of land data.

Functional Requirements Matrix - Master Addresses





configuration




Does Not Support


Vendor CommentsMaster Customers Master Customers Functional


MC001 Master Customers Master Customers Functional Requirements

Master Customer is a centralized database that is integrated with other ERP modules which contain Name/Business Name, DBA, 2 address lines, phone number, other business/account information


System provides the ability to associate multiple addresses with a customer/vendor


Ability to view, add, delete, or change user comments depending on user security roles.


System includes standard functionality to attach electronic documents to customer/vendor.


Ability for data validation to prohibit duplicated customer/vendors.


System is capable of integrating to the City’s ESRI GIS, or other database, to synchronize address information (e.g. street name, etc.) and for spatial displays and queries.


Ability to meet USPS Publication 28: Postal Addressing Standards for street address and street naming convention including segments for all addresses within the system.

Master Customers Maintaining a separate components for a name record

Ability to maintain separate components for an name record including:

MC008 Master Customers Maintaining a separate components for a name record

Unique identifying number


First Name


Last Name


Middle Name


DBA


Phone Number


Email address

Master Customers Maintaining a separate components for an address record

Ability to maintain separate components for an address record including:

MC015 Master Customers Maintaining a separate components for an address record

House number


Pre-Directional


Street name


Street suffix


Post Directional


Unit


City


State


Zip code + 4

Functional Requirements Matrix - Master Customers





configuration




Does Not Support


Vendor CommentsPayroll HR Payroll functional Requirements Functional Requirements

PR001 Payroll HR Payroll functional Requirements Ability for system to calculate payroll for mid pay period personnel actions.

PR002 Payroll HR Payroll functional Requirements Ability to prorate employee pay calculation based on FTE. PR003 Payroll HR Payroll functional Requirements Ability to assign/change FTE amount for each employee so we can pull accurate city-

wide FTE reportsPR004 Payroll HR Payroll functional Requirements System provides all mandated State and Federal payroll reports, and includes updates

with the standard software maintenance agreement.PR005 Payroll HR Payroll functional Requirements Ability to restrict access to Payroll/Personnel system according to specific end user

roles.PR006 Payroll HR Payroll functional Requirements Ability to configure multiple categories of leave accruals and formulas in the system,

without needing special programming or technical skills.PR007 Payroll HR Payroll functional Requirements Ability to perform supplemental payroll processing to support tax reporting

requirements and perform year-end processing and quarterly tax adjustments.

PR008 Payroll HR Payroll functional Requirements Ability to set different worker's comp rates for the different types of job classifications or type of job (i.e. Safety vs. Non-Safety employees)

PR009 Payroll HR Payroll functional Requirements Ability to adjust all accumulated totals that are affected by an adjustment (e.g., FICA-subject wages, taxes, and retirement).

PR010 Payroll HR Payroll functional Requirements Ability to match every payment and adjustment with the pay period where the adjustment applies.

PR011 Payroll HR Payroll functional Requirements Ability to pay employees semi-monthly but have the choice of producing vendor checks (i.e. Federal, state, insurances, etc.) on the same cycle or monthly.

PR012 Payroll HR Payroll functional Requirements Ability to change position, pay rate, wages, deductions, and job class mid-pay cycle and calculates changes accurately

PR013 Payroll HR Payroll functional Requirements Ability to generate multiple checks for an employee within a single pay cycle.

PR014 Payroll HR Payroll functional Requirements Ability to provide extensive audit trails of payroll transactions and employee payroll record changes

PR015 Payroll HR Payroll functional Requirements Ability to perform both payroll and personnel functions from a single database with automatic update of information in both systems from a single transaction.

PR016 Payroll HR Payroll functional Requirements Ability to maintain salary information for terminated employees for a user-defined time interval.

PR017 Payroll HR Payroll functional Requirements Ability to reconcile COBRA payments made with eligibility records in HR.PR018 Payroll HR Payroll functional Requirements Ability to automate deductions for payment plans (employee overpayments and

buybacks) and report on the amounts outstanding.PR019 Payroll HR Payroll functional Requirements Ability to automatically stop deductions when employee overpayments are fully re-

paid.PR020 Payroll HR Payroll functional Requirements Ability to view/print a report to document deductions not taken even though

scheduled.PR021 Payroll HR Payroll functional Requirements Ability to make payments & adjustments (deductions) to employees above their

regular pay and define these payments as taxable/non-taxable, FLSA/non-FLSA, or Pensionable/non-pensionable.

PR022 Payroll HR Payroll functional Requirements Ability to track base pay (per contract hourly pay) and premium pays (i.e. shift differential, longevity, overtime, etc.) separately and list all of these earnings separately on the check stub, with complete names/descriptions for each category.

PR023 Payroll HR Payroll functional Requirements Ability to track step increases for pay, with premium or incentive pay having no impact on step increases.

PR024 Payroll HR Payroll functional Requirements Ability to send appropriate electronic notifications to HR/Payroll Personnel when important payroll functions have occurred (checks printed, etc.)

PR025 Payroll HR Payroll functional Requirements Ability for end-users to submit changes to payroll via an automated workflow and provide notifications when changes have been made (i.e. changes to W4, bank details, time entry, self-service functionality).

PR026 Payroll HR Payroll functional Requirements Ability for employee to donate leave to an individual.PR027 Payroll HR Payroll functional Requirements Ability to customize leave accruals and automate calculation/pro-rate leave accruals

based on union contracts, regardless of when employees are hired or transferred (e.g., mid-pay period or mid fiscal year).

PR028 Payroll HR Payroll functional Requirements Ability to have workflows or other tools for payroll processing, to incorporate a checklist to ensure that steps are followed in the appropriate order, during the year and at year-end.

Payroll Employee Setup and Maintenance Employee Setup and MaintenancePR029 Payroll Employee Setup and Maintenance Ability to group employees by a minimum of three organization levels (Division,

Department, etc.)PR030 Payroll Employee Setup and Maintenance Ability to classify employees in variety of ways (active, terminated, inactive, on-call,

seasonal, permanent, temporary term, intermittent, full-time, part-time, elected, exempt, non-exempt, and user-defined other).

PR031 Payroll Employee Setup and Maintenance Ability to classify an employee as Medicare only, both Social Security and Medicare or exempt from both Social Security and Medicare.

PR032 Payroll Employee Setup and Maintenance System must provide the ability to safeguard against using duplicate Social Security Numbers.

PR033 Payroll Employee Setup and Maintenance System must provide the ability to safeguard against using duplicate unique identifier such as multiple Personnel numbers (e.g. retirees, employees, extra-hires) and relate them if necessary.

PR034 Payroll Employee Setup and Maintenance Ability to display employee information without displaying the SSN.PR035 Payroll Employee Setup and Maintenance Ability to enter multiple location codes per employee, such as work location, paycheck

location (for distribution purposes), etc.. And the flexibility to change the locations by the Department as often as needed.

Payroll Deductions and Contributions Ability to track and query the following information:PR036 Payroll Deductions and Contributions Basic and additional life insurance (i.e. supplemental, double-supplemental,

dependent)PR037 Payroll Deductions and Contributions Charitable contributionsPR038 Payroll Deductions and Contributions Credit union (or other banking facility)PR039 Payroll Deductions and Contributions Deductions for Organization Liabilities (i.e. Pension Obligation Bond, Retiree Health)

PR040 Payroll Deductions and Contributions Deductions with a future effective date(s)PR041 Payroll Deductions and Contributions Deferred compensation (457)PR042 Payroll Deductions and Contributions Dependent coverage (single +1, family)

Payroll Deductions and Contributions (Eligibility) Eligibility PR043 Payroll Deductions and Contributions (Eligibility) Federal, state, FICA, Medicare taxesPR044 Payroll Deductions and Contributions (Eligibility) Flexible spending/cafeteria plan (health and dependent care)PR045 Payroll Deductions and Contributions (Eligibility) Multiple Garnishment Types including: PR046 Payroll Deductions and Contributions (Eligibility) Child SupportPR047 Payroll Deductions and Contributions (Eligibility) Federal/State LeviesPR048 Payroll Deductions and Contributions (Eligibility) CreditorPR049 Payroll Deductions and Contributions (Eligibility) BankruptcyPR050 Payroll Deductions and Contributions (Eligibility) Other user definedPR051 Payroll Deductions and Contributions (Eligibility) Multiple garnishment types as defined above applied across multiple states (i.e. Child

Support)PR052 Payroll Deductions and Contributions (Eligibility) Long-term disability insurancePR053 Payroll Deductions and Contributions (Eligibility) Multiple Insurance plansPR054 Payroll Deductions and Contributions (Eligibility) Workers compensationPR055 Payroll Deductions and Contributions (Eligibility) Uniquely identified deductions for an employee or group of employees (i.e. Probation

Offset, etc.)PR056 Payroll Deductions and Contributions (Eligibility) Unlimited number of deductions

Payroll Deductions and Contributions (by pay/deduction code) Ability to specify, by pay/deduction code:

PR057 Payroll Deductions and Contributions (by pay/deduction code) Which codes apply to which employees.

PR058 Payroll Deductions and Contributions (by pay/deduction code) Which are for retroactive pays.

PR059 Payroll Deductions and Contributions (by pay/deduction code) Which deductions apply by pay period and employee/bargaining group.

Payroll Deductions and Contributions (Start and stop dates) Deductions with begin and stop dates for such items as:PR060 Payroll Deductions and Contributions (Start and stop dates) Recurring deductionsPR061 Payroll Deductions and Contributions (Start and stop dates) Minimum/maximum percentage of earnings amountPR062 Payroll Deductions and Contributions (Start and stop dates) Minimum/maximum fixed dollar valuePR063 Payroll Deductions and Contributions (Start and stop dates) PriorityPR064 Payroll Deductions and Contributions (Start and stop dates) Frequency for withholdingPR065 Payroll Deductions and Contributions (Start and stop dates) Ability to allow for leave without pay with the ability to continue employer paid

deductions (FMLA/OFLA, USERRA, Injury Pay - Safety).PR066 Payroll Deductions and Contributions (Start and stop dates) Ability to have on-line real-time update capability of the deduction table.PR067 Payroll Deductions and Contributions (Start and stop dates) Ability to provide mass update functionality on payroll tables.PR068 Payroll Deductions and Contributions (Start and stop dates) Ability to produce mass changes by employee group using percentages or flat rates

with effective datesPR069 Payroll Deductions and Contributions (Start and stop dates) Ability to set-up arrears rules by deduction type.

Payroll Deductions and Contributions (method of computing employee and employer contribution)

Ability to allow the selection of the method of computing employee and employer contribution amounts based on the following:

PR070 Payroll Deductions and Contributions (method of computing employee and employer contribution)

Flat dollar amount


Percentage of the total contribution amount


Amount per hour worked

Functional Requirements Matrix - Payroll



Formula


Percent of earnings


Annual wages


Ability to produce audits of employee deductions for the purpose of detecting the absence of a required deduction.


Ability to produce audits of employee deductions for the purpose of detecting the existence of an unauthorized deduction.


Ability to determine if a deduction should be applied to a particular payment based on such criteria as earnings type, effective dates, and employee group restrictions.


Ability to determine if earnings are sufficient to withhold a deduction.

Payroll Deductions and Contributions (accumulate totals per employee deduction)

Ability to accumulate totals per employee deduction for the following employee and employer contribution amounts:

PR080 Payroll Deductions and Contributions (accumulate totals per employee deduction)

Current wage period

Payroll Deductions and Contributions (accumulate totals per employee deduction)

Ability to accumulate totals per employee deduction for the following employee and employer contribution amounts:


Month-to-date


Quarter-to-date


Year-to-date


Fiscal-to-date


Life-to-date


Ability to process special supplemental deductions.


Ability to assign employee retirement contribution rates based on State/Organization plans.


Ability to set up deduction with different taxability for Income taxes, Social Security and Medicare taxes (for example deferred comp, section 125 plan earnings).


Ability to do a monthly accumulation of insurance premiums for reconciliation to insurance providers' invoice file. Provide for method of comparison.


Ability to calculate and deduct life insurance, short-term and long-term disability premiums each month for all employees based on gross wages and employee's age.


Ability to generate automatic multiple G/L journal entries for all deductions each pay period to multiple GL accounts.


Ability to add unlimited number of user-defined deductions.


Ability to auto adjust all deductions at termination


Ability for the system to set up deductions as pre-tax or post-tax and automatically select proper taxability based on deduction type (for example Dependent Life should be post-tax).


Ability for the system to automatically select proper State/Federal taxability for section 125 cost of coverage of registered/non-registered domestic partners


Ability to automatically change deferred comp max's annually by age of employee (i.e. in the calendar year an employee turns 50, the legal cap for employee contributions increases.)

Payroll Deductions and Contributions (Garnishments) Garnishments PR097 Payroll Deductions and Contributions (Garnishments) Ability to process garnishments for third-parties, child support, bankruptcy, federal

levy.PR098 Payroll Deductions and Contributions (Garnishments) Ability to setup varying computational methods for each garnishment type, such as

determining an employee' s disposable earnings for each garnishment type (gross minus required withholdings) including accommodations for varying tax filing status'.

PR099 Payroll Deductions and Contributions (Garnishments) Ability to enter specific or multiple garnishment(s) withholding amounts for an employee for each pay period.

PR100 Payroll Deductions and Contributions (Garnishments) Ability to record the following information with each garnishment:PR101 Payroll Deductions and Contributions (Garnishments) Name and address of the levying partyPR102 Payroll Deductions and Contributions (Garnishments) Case numberPR103 Payroll Deductions and Contributions (Garnishments) Garnishment amountPR104 Payroll Deductions and Contributions (Garnishments) BalancePR105 Payroll Deductions and Contributions (Garnishments) Ability to flag employee when garnishment balance and interest is paidPR106 Payroll Deductions and Contributions (Garnishments) Ability to generate an individual or combined garnishment checkPR107 Payroll Deductions and Contributions (Garnishments) Ability to cancel garnishment check and refund with appropriate workflowPR108 Payroll Deductions and Contributions (Garnishments) Ability to calculate and deduct Organization defined garnishment admin fee

PR109 Payroll Deductions and Contributions (Garnishments) Ability to have one garnishment deduction that can be paid out to multiple vendors

PR110 Payroll Deductions and Contributions (Garnishments) Ability to calculate withholding of specific amount up to a pre-described amount (balance due/maximum deduction amount).

PR111 Payroll Deductions and Contributions (Garnishments) Ability to calculate withholding at a percentage rate of disposable pay up to a pre-described amount (balance due/maximum deduction amount).

PR112 Payroll Deductions and Contributions (Garnishments) Ability to establish minimum earnings standards which preempt the deduction from being taken (e.g., 30 X minimum wage exempt from garnishment).

PR113 Payroll Deductions and Contributions (Garnishments) Ability to track each garnishment independently (to track multiple garnishments per employee).

PR114 Payroll Deductions and Contributions (Garnishments) Ability to properly calculate multiple garnishments for one employeePR115 Payroll Deductions and Contributions (Garnishments) Ability to prioritize garnishments based on Oregon state law.PR116 Payroll Deductions and Contributions (Garnishments) Ability to update calculations based on most current federal and state regulations.

PR117 Payroll Deductions and Contributions (Garnishments) Ability to calculate court-ordered medical insurance premiums as garnishment when computing disposable income.

Payroll Earnings EarningsPR118 Payroll Earnings Data Elements - EarningsPR119 Payroll Earnings Ability to accumulate totals per employee earnings type:PR120 Payroll Earnings Current period wage periodPR121 Payroll Earnings Month-to-datePR122 Payroll Earnings Quarter-to-datePR123 Payroll Earnings Year-to-datePR124 Payroll Earnings Fiscal-to-datePR125 Payroll Earnings Life-to-datePR126 Payroll Earnings Ability to track and query the following earnings information:PR127 Payroll Earnings Regular PayPR128 Payroll Earnings Overtime Pay (straight 1.0, 1.5, 2.0, 2.5) PR129 Payroll Earnings Compensation time earnedPR130 Payroll Earnings Compensation time paidPR131 Payroll Earnings Earnings type subject to FLSA, retirement, FICA, income tax, or Unemployment

InsurancePR132 Payroll Earnings Education payPR133 Payroll Earnings Family death (funeral) leavePR134 Payroll Earnings Family Leave - no pay, comp taken, dependent sick leave, personal holiday, sick leave,

vacation, catastrophic leavePR135 Payroll Earnings Pay stub visibility of hours previously worked or taken but paid in the current pay

period to distinguish from the current pay period earnings PR136 Payroll Earnings Incentive / award paidPR137 Payroll Earnings Jury dutyPR138 Payroll Earnings Lump sum paid leave (vacation, comp time hours, holiday paid, personal leave,

floating holiday and banked holidays etc.)PR139 Payroll Earnings Military Active LeavePR140 Payroll Earnings Modified DutyPR141 Payroll Earnings Military TrainingPR142 Payroll Earnings On the job injury payPR143 Payroll Earnings On-call shift by dayPR144 Payroll Earnings Paid Leave PR145 Payroll Earnings Unpaid LeavePR146 Payroll Earnings Personal LeavePR147 Payroll Earnings Retirement benefit receivedPR148 Payroll Earnings Short term disabilityPR149 Payroll Earnings Status: Permanent, Term, on-call, seasonal, temporary, intermittentPR150 Payroll Earnings Step IncreasePR151 Payroll Earnings Administrative Leave PaidPR152 Payroll Earnings Termination leave payout (vacation, comp time hours, holiday paid, personal leave,

floating holiday and banked holidays etc.)PR153 Payroll Earnings Training pay/Instructor PayPR154 Payroll Earnings Holidays of all types: Holidays Worked, Banked Holidays, half day Holidays, holiday in

lieu etc.PR155 Payroll Earnings Temporary Promotion PayPR156 Payroll Earnings Temporary (AIC and extra duty) Assignment PayPR157 Payroll Earnings POST Incentive PayPR158 Payroll Earnings Workers Compensation Pay PR159 Payroll Earnings Contractual OT PR160 Payroll Earnings OT Double TimePR161 Payroll Earnings Bi-lingual Pay DifferentialPR162 Payroll Earnings Assignment Differential

PR163 Payroll Earnings Shift DifferentialPR164 Payroll Earnings Variable taxing rates and methods for any earnings typePR165 Payroll Earnings Ability to input future effective dates for changes to take place.PR166 Payroll Earnings Ability to identify retirement eligible wages from gross wages by group code or other

defined flagPR167 Payroll Earnings Ability to have different base wages for calculating different deductions and earnings

(union dues, fringe, etc.)PR168 Payroll Earnings Ability to allow an unlimited number of user defined earning types and attributes.

PR169 Payroll Earnings Ability to report automatically when an employee reaches the set number of hours based on the employee group and classification.

PR170 Payroll Earnings Ability to pay one employee based on multiple positions (additional appointments) with multiple job titles, pay rates, multiple departments, classifications, cost centers, etc., during the same pay cycle without the need for manual journal entries and show cross reference in payroll register and check stub.

PR171 Payroll Earnings Ability to administer pre-tax deductions for flexible spending accounts (FSA) for medical and dependent care

PR172 Payroll Earnings Ability to split employee pay and benefits across multiple departments, cost centers based on fixed percentage or worked hours.

PR173 Payroll Earnings Ability to calculate regular rate of pay, per FLSA requirements: Rate of Pay = ((Total hours X Base Rate) + (additions to pay))/total hours worked

PR174 Payroll Earnings Ability to allow the overtime calculation to include non-work hoursPR175 Payroll Earnings Ability to calculate additional pay for temporary assignments and temporary

promotions above employee's current positionPayroll Earnings Ability to pay earnings based on following calculations:

PR176 Payroll Earnings Flat amount per pay periodPR177 Payroll Earnings Percent of salary rate (base pay rate)PR178 Payroll Earnings Hourly ratePR179 Payroll Earnings Semi-monthly salaryPR180 Payroll Earnings Monthly salaryPR181 Payroll Earnings Annual salaryPR182 Payroll Earnings Fixed AmountPR183 Payroll Earnings ARC (After Hours) payment - Hours worked after business hours (Paid flat rate per

hour)PR184 Payroll Earnings Ability to restrict an earnings type to a specified group or groups of employees

PR185 Payroll Earnings Ability to compute total hours worked multiplied by rate per hour when less than a standard pay period amount is due to an individual.

PR186 Payroll Earnings Ability of system to calculate and adjust taxable wages for non-cash fringe benefits (imputed income)

PR187 Payroll Earnings Ability for departmental request of supplemental pay with appropriate workflow. (vacation cash out)

Payroll Earnings (Other) Ability to calculate and pay an employee's other source of compensation:PR188 Payroll Earnings (Other) Allowance (clothing, uniform, etc.), including incorporating appropriate controls when

an allowance is only allowed every other year.PR189 Payroll Earnings (Other) Car AllowancePR190 Payroll Earnings (Other) Lump sum payment for unused leavePR191 Payroll Earnings (Other) Mileage reimbursementPR192 Payroll Earnings (Other) Moving expensesPR193 Payroll Earnings (Other) Other reimbursements and additions to payPR194 Payroll Earnings (Other) Prior period adjustmentsPR195 Payroll Earnings (Other) Supplemental paymentsPR196 Payroll Earnings (Other) One time paymentPR197 Payroll Earnings (Other) Travel reimbursementPR198 Payroll Earnings (Other) Meal ReimbursementPR199 Payroll Earnings (Other) Tuition reimbursementPR200 Payroll Earnings (Other) StipendsPR201 Payroll Earnings (Other) Ability for employees to submit scanned receipts for travel via a workflow, or indicate

that receipt(s) is missing and populate the necessary fields.Payroll Earnings (Overtime) Overtime

PR202 Payroll Earnings (Overtime) Ability to calculate gross payPR203 Payroll Earnings (Overtime) Ability to calculate overtime payments (FLSA Regular Rate of Pay) using weighted

average hourly rate (Rate of Pay = ((Total hours X Base Rate) + (additions to pay))/total hours worked) in a work week for employees with one or more pay rates.

PR204 Payroll Earnings (Overtime) Ability to have user defined overtime calculations (ability to calculate overtime and take into consideration call back minimums).

PR205 Payroll Earnings (Overtime) Ability to identify which additional pays are included in FLSA OT hourly rate calculation.

PR206 Payroll Earnings (Overtime) Ability to calculate FLSA overtime on only one position's hours for an employee in multiple positions (e.g., an employee who works hours in an exempt position and hours in a non-exempt position).

PR207 Payroll Earnings (Overtime) Ability to calculate overtime hours for different employee groups with different FLSA/work periods.

PR208 Payroll Earnings (Overtime) Ability to calculate scheduled overtime premium pay: Base Rate X OT hours X .5. (for example Fire, Safety premium pay)

PR209 Payroll Earnings (Overtime) Ability to pay overtime rate if employee has worked less than 40 hours in week per FLSA cycles (based on contract/MOU i.e. 37.5 hours, etc.).

PR210 Payroll Earnings (Overtime) Ability to alert users if OT is entered without OT rules having been metPR211 Payroll Earnings (Overtime) Ability to alert users if more than scheduled hours of work is entered without OT paid

or comp time accrued.PR212 Payroll Earnings (Overtime) Ability to pay OT for exempt employees (Safety Fire/Sheriff) within different cycles.

PR213 Payroll Earnings (Overtime) Ability to record overtime based on Fire regulations for OT (enter time worked per day and record OT after 27 day cycle)

PR214 Payroll Earnings (Overtime) Ability to create overtime calculation such as this: Employee assigned to acting in a classification, in 15 minute increments higher than the regular assigned classification receives premium pay equal to the bottom step of the classification moved up to or x%, whichever is greater.

PR215 Payroll Earnings (Overtime) Ability to enter and report overtime by user-definable segments (i.e. General Ledger, Cost Centers, Organizational Units, Divisions, etc.) or grant-eligible employees.

PR216 Payroll Earnings (Overtime) Ability to specify earning codes that are overtime eligible.PR217 Payroll Earnings (Overtime) Ability to pay double time and 2.5 time for specific groups under specific conditions.

Payroll Earnings (Shift Differential) Shift DifferentialPR218 Payroll Earnings (Shift Differential) Ability to pay shift differential based on percentage of rate or set amount.PR219 Payroll Earnings (Shift Differential) Ability to calculate shift differential by work times coded by employees, according to

agreementPR220 Payroll Earnings (Shift Differential) Ability to pay shift on a different step or pay rate within the pay range (i.e. 5% of Step

3, not actual step)PR221 Payroll Earnings (Shift Differential) Ability to pay shift differential on overtime/comp time at premium overtime rate.

Payroll Earnings (Comp Time) Comp TimePR222 Payroll Earnings (Comp Time) Ability to track comp time and allow either to be taken or paid out (up to the

discretion of the employee) within the same time period earned.PR223 Payroll Earnings (Comp Time) Ability to limit earned comp time to a user specified number of hours by employee

group; provide ability to enter exceptions.PR224 Payroll Earnings (Comp Time) Ability to pay out comp time at any time during the year.PR225 Payroll Earnings (Comp Time) Ability to auto pay comp time and banked holiday balances based on defined rules;

must allow exceptions.Payroll Earnings (Retro Pay/Deductions) Retro Pay/Deductions

PR226 Payroll Earnings (Retro Pay/Deductions) Ability to automatically re-calculate deductions in current period for prior period changes in employee's deductions (insurance premiums, changes to benefits enrollments, union dues, retirement contributions, etc.).

PR227 Payroll Earnings (Retro Pay/Deductions) Ability to clear deductions in arrears that exceed employee's wages.PR228 Payroll Earnings (Retro Pay/Deductions) Ability to calculate pay or wage adjustments in current period when pay-related

information in prior periods is changed - rate, hours, allowances, pay code, etc.

PR229 Payroll Earnings (Retro Pay/Deductions) Ability to track all retro active changes to employee records before or after a payroll run.

PR230 Payroll Earnings (Retro Pay/Deductions) Ability to track retro active payment and deductions on the payroll journal and employee pay stub.

Payroll Earnings (Accruals) AccrualsPR231 Payroll Earnings (Accruals) Ability to identify which funds are to be used for accrual of vacation, sick time, etc., for

those staff who are allocated to multiple funds.PR232 Payroll Earnings (Accruals) Ability to limit vacation accruals based on maximum for defined plan, job class,

department, status, etc. and record the time lost as a result of the limits.

PR233 Payroll Earnings (Accruals) Ability to record leave time and accruals per pay period and annually based on combination of years of service, employee group, employee status, etc. for several types of leave plans (PTO, Police, traditional Vacation/Sick, executive accrual, according to Organization policies).

PR234 Payroll Earnings (Accruals) Ability to automatically adjust the paid leave accrued balances by type when leave is taken (vacation, sick, sick incentive, holiday, floating holiday, etc.)

PR235 Payroll Earnings (Accruals) Ability to track detailed leave information: type, leave date, hours taken, remarks, start/stop dates.

PR236 Payroll Earnings (Accruals) Ability to track multiple leaves at the same time - i.e. FMLA/OFLA, PDL, etc.

PR237 Payroll Earnings (Accruals) Ability to limit the usage of vacation, sick leave, and comp time based on employee's accumulated balances, with exceptions allowed.

PR238 Payroll Earnings (Accruals) Ability to automatically pay out comp time based on established limits per group.

PR239 Payroll Earnings (Accruals) Ability to automatically calculate, adjust and report a change in general leave accrual rate based on a change in standard pay hours (i.e. when an employee moves from a 75 to 80 job and visa versa).

PR240 Payroll Earnings (Accruals) Ability to store and retrieve (historical) leave accrued, taken, paid, lost (over max), and forfeited based upon user-defined timeframes

PR241 Payroll Earnings (Accruals) Ability to calculate vacation, sick, and comp payoffs at termination including current period accrual, current period taken, and remaining balance.

PR242 Payroll Earnings (Accruals) Ability to adjust leave accrual hour balances.PR243 Payroll Earnings (Accruals) Ability to prohibit accrual payoffs for terminating probationary employees.PR244 Payroll Earnings (Accruals) Ability to turn on and off employees accruals based on a predetermined time frame or

other specific conditions. (i.e. Absent without pay)PR245 Payroll Earnings (Accruals) Ability to create different pay out rules for each different type of leavePR246 Payroll Earnings (Accruals) Ability to have two leave accrual banks for OR PERSPR247 Payroll Earnings (Accruals) Ability to have different Leave Accrual pay out rules depending upon Bargaining Unit

upon SeparationPR248 Payroll Earnings (Accruals) Ability to determine the dollar amount of sick, personal, vacation, comp time,

management Leave liability by user identified fields (i.e.. Fund, cost center, department, etc.) (And any other type of leave used by the Organization).

PR249 Payroll Earnings (Accruals) Ability to create an automatic notification to the employee and their manager when an employee's leave (vacation, sick etc) time balance is reaching their maximum accrual, zero, or negative balance

PR250 Payroll Earnings (Accruals) Ability to track Leave Accruals based upon the number of hours an employee has worked.

PR251 Payroll Earnings (Accruals) Ability to forecast leave balances including accruals for employees taking an extended absence. (Family leave or worker's comp)

PR252 Payroll Earnings (Accruals) Ability to publish accrual amounts on self-service and pay stub so employees can track their own hours.

PR253 Payroll Earnings (Accruals) Ability to track Workers Comp and FMLA/OFLA leave used either in pay or non-pay status for the previous 12 months (“rolling calendar”).

PR254 Payroll Earnings (Accruals) Ability to automatically adjust the paid leave accrued balance by type when leave time is taken (vacation, floating holiday, sick).

PR255 Payroll Earnings (Accruals) Ability to automatically transfer maximums and accruals from the prior year while still being able to track the maximums and accruals for the new year

PR256 Payroll Earnings (Accruals) Ability to automatically adjust leave balances when an employee exercises a "buy back" option.

PR257 Payroll Earnings (Accruals) Ability to manually adjust balances with appropriate security.PR258 Payroll Earnings (Accruals) Ability for an authorized user to allow employee leave balances to become negative if

the vacation, sick, PTO, or comp (used or paid) balances are exhausted.

Payroll Earnings (Labor Distribution) Labor DistributionPR259 Payroll Earnings (Labor Distribution) Ability to distribute labor costs based on hours worked in each fund.PR260 Payroll Earnings (Labor Distribution) Ability to distribute labor costs to multiple cost centers or GL accounts.PR261 Payroll Earnings (Labor Distribution) Ability to track and calculate, on a daily basis, labor cost of projects (FEMA reporting).

PR262 Payroll Earnings (Labor Distribution) Ability to distribute costs for labor outside of base ratePR263 Payroll Earnings (Labor Distribution) Ability to track uncompensated hours for volunteers by project to gather total hours

needed to complete project (also for potential matching portion of grants).

PR264 Payroll Earnings (Labor Distribution) Ability to track hours or cost for projects or initiativesPR265 Payroll Earnings (Labor Distribution) Ability to provide cost accounting options for task, location, and project.PR266 Payroll Earnings (Labor Distribution) Ability to generate internal billing for cost allocation in distributing labor costs for

project/grants/departments.PR267 Payroll Earnings (Labor Distribution) Ability to have a percentage allocation set up for the costs centersPR268 Payroll Earnings (Labor Distribution) Ability to accommodate batch splitting for labor distribution during pay periods that

cross accounting periods.Payroll Payroll Processing Payroll Processing

PR269 Payroll Payroll Processing Ability to forecast/simulate an employee's paycheck based on criteria/employee data entered (i.e. Tax changes etc.. W4)

PR270 Payroll Payroll Processing Ability to "lock" employees records and time sheets during payroll processing to prevent changes while payroll is calculated for the payroll period.

PR271 Payroll Payroll Processing Ability to allow future changes to employee records if the start date of change is after the current pay period end date during payroll processing.

PR272 Payroll Payroll Processing Ability to run proposed current and future payroll and validate payroll results/paystub and report information

PR273 Payroll Payroll Processing Ability to allow payroll calculations multiple times before finalizing the payroll for further processing

Payroll Direct Deposit Direct DepositPR274 Payroll Direct Deposit Ability to complete direct deposit transactionsPR275 Payroll Direct Deposit Ability to include travel reimbursements with payroll (direct deposit when possible),

by employee ID. PR276 Payroll Direct Deposit If the reimbursement is outside the payroll system, ability to associate the payment to

employee record for tax reporting (i.e. W2's)PR277 Payroll Direct Deposit Ability to create a file for direct deposit in ACH format for employees salary payments.

PR278 Payroll Direct Deposit Ability to change the format of the bank file when changes are requested from the bank based on authority.

PR279 Payroll Direct Deposit Ability to have multiple financial institutions per employee designated for direct deposit.

Payroll Direct Deposit Ability to allow direct deposit as:PR280 Payroll Direct Deposit Full net amount to one financial institutionPR281 Payroll Direct Deposit Percentages of the net amount to more than one financial institution/account

PR282 Payroll Direct Deposit Fixed amounts to more than one financial institution/accountPR283 Payroll Direct Deposit Ability to direct payments to pay cards and create file to upload to pay card provider.

PR284 Payroll Direct Deposit Ability to prenote prior to an employee's first pay cycle.PR285 Payroll Direct Deposit Ability to override prenote process.PR286 Payroll Direct Deposit Ability to provide electronic check stubs

Payroll Check Printing Check PrintingPR287 Payroll Check Printing Ability to provide computer-generated payroll checks.PR288 Payroll Check Printing Ability to print check and stub, or earnings statement, on self-mailer check form.

PR289 Payroll Check Printing Ability to print checks in prescribed sequence that can be changed at any time by users.

PR290 Payroll Check Printing Ability to view pay stub/earning statement on or after the check datePR291 Payroll Check Printing System must provide flexible processing schedules for the ability to rerun payroll, if

needed.PR292 Payroll Check Printing Ability to allow for multiple lines during check printing

Payroll Check Processing Ability to restart the check process for the following:PR293 Payroll Check Processing One checkPR294 Payroll Check Processing User-defined group of checksPR295 Payroll Check Processing Entire check runPR296 Payroll Check Processing Ability to have more than one bank name attached to the same routing # , IE credit

unions may have the same routing, but different names and account numbers

PR297 Payroll Check Processing Ability to automatically advance to next paycheck to continue stub printing.

PR298 Payroll Check Processing Ability to record a manual check in the system in case the check was cut outside the payroll processing.

PR299 Payroll Check Processing Ability to have special payroll runs at the same time as a normal payroll run.

PR300 Payroll Check Processing Ability to print and flag multiple checks for each employee in the normal payroll run (i.e. defined based on the payment)

PR301 Payroll Check Processing Ability to run preliminary payrolls that do not update year-to-date balances but simulate the update of year-to-date balances with simulated postings to the general ledger (e.g. a test run).

PR302 Payroll Check Processing Ability to print payroll replacement checks.PR303 Payroll Check Processing Ability to void payroll check or direct deposit and reissue a new check or process a

direct deposit for the same payment.PR304 Payroll Check Processing Ability to print single payroll checks for employees even if they are working in multiple

positions or funded from multiple funding sources.PR305 Payroll Check Processing Ability to issue checks outside of the processing cycle.PR306 Payroll Check Processing Ability of the advice / check stub to be simple to read/understand and have all

detailed information regarding the employer (ID #), employee, earnings, and deductions, including annual accumulators as defined by user.

PR307 Payroll Check Processing Ability to print the name of financial institution on direct deposit advice.PR308 Payroll Check Processing Ability to support MICR printingPR309 Payroll Check Processing Ability to support printing the check signature with proper security of the signature.

Payroll Payroll Taxes Ability to automatically update the tax tables (rates and limits) for the following tax categories:

PR310 Payroll Payroll Taxes Federal income taxPR311 Payroll Payroll Taxes State income taxPR312 Payroll Payroll Taxes FICA (OASDI and Medicare)PR313 Payroll Payroll Taxes Earned income creditPR314 Payroll Payroll Taxes State disability insurance (SDI)PR315 Payroll Payroll Taxes State Unemployment Tax PR316 Payroll Payroll Taxes Ability to provide tax tables updates automatically which are in compliance with all

applicable tax laws.PR317 Payroll Payroll Taxes Ability to have an update automatically applied annually or as on needed basis with

tax table changes

PR318 Payroll Payroll Taxes Ability to have default taxes withheld using single with zero exemptions as the default.

PR319 Payroll Payroll Taxes Ability to allow any legally allowable number of exemptions (marital status and dependents) for each taxing entity.

PR320 Payroll Payroll Taxes Ability to withhold Federal and State income taxes on the basis of aggregated/supplemental earnings for a pay period.

PR321 Payroll Payroll Taxes Ability to define different tax rates for different earnings ( i.e. earning1 can be at aggregate rate based on W4 information and Earning2 can be at 3% etc.)

PR322 Payroll Payroll Taxes Ability to support and deduct multiple pension types and calculationsPR323 Payroll Payroll Taxes Ability to do a manual FICA (social security and Medicare) add-on to increase wages

for non-cash taxable fringe benefits (gross-up)PR324 Payroll Payroll Taxes Ability to adjust (withhold or refund) employees Federal, Organization, and State

withholding taxes by pay period.PR325 Payroll Payroll Taxes Ability to adjust (debit or credit) an employee's Federal, State and Organization year-

to-date taxable gross wage and withholding amount totals.

PR326 Payroll Payroll Taxes Ability to exclude wages withheld for Deferred Compensation Plans and Section 125 Accounts from Federal, State, and Organization income tax withholdings.

PR327 Payroll Payroll Taxes Ability to maintain an employee's OASDI and Medicare contribution total for prior tax years.

PR328 Payroll Payroll Taxes Ability to automatically and manually adjust (withhold or refund) OASDI and Medicare by employee in the current pay period.

PR329 Payroll Payroll Taxes Ability to adjust (debit or credit) OASDI and Medicare year-to-date totals for employee and employer withholding amounts and employee's gross wages.

PR330 Payroll Payroll Taxes Ability to calculate Earned Income Credit.Ability to refund pre and post-tax deductions, including in immediate situations

PR331 Payroll Payroll Taxes Ability to set IRS Limits on an employee's record for different tax entities.Payroll Void Check Processing Void Check Processing

PR332 Payroll Void Check Processing Ability for the reversal (void paycheck) process to be automated to reverse all employer/employee records (including voluntary deductions, time and attendance, taxes, and PTO accruals).

PR333 Payroll Void Check Processing Ability to initiate process to void a paycheckPR334 Payroll Void Check Processing Ability to have multiple manual & voided checks per pay cycle by employee.

PR335 Payroll Void Check Processing Ability to record each replacement check number in the payment history record for the check that is replaced and the replacement number should not overlay the original check number.

PR336 Payroll Void Check Processing Ability to locate and view every check record using the replacement check number, employee ID number, or check date as a search key.separate category for voids/re-issues

PR337 Payroll Void Check Processing Ability to automatically re-apply deductions from voided checks to subsequent payments.

Payroll GL - Journal Entries GL - Journal EntriesPR338 Payroll GL - Journal Entries Ability to automatically post payroll transaction data to the General Ledger after

regular payroll and special (off cycle) payrollsPR339 Payroll GL - Journal Entries Ability to specify posting dates for posting payroll transactions.PR340 Payroll GL - Journal Entries Ability to post payroll transaction to multiple funds and cost centers based on

employee records (for example, organizational assignments, multiple positions).

PR341 Payroll GL - Journal Entries Ability to create GL journal entries which allow for interfund transactions and still balance in total and by fund (e.g. employees who are paid from several funds, but whose tax withholdings are accumulated in one fund).

PR342 Payroll GL - Journal Entries Ability to create monthly and annual payroll accrual journal entries.PR343 Payroll GL - Journal Entries Ability to create detail journal entries to allocate labor charges to various cost centers

for programmatic labor distribution.PR344 Payroll GL - Journal Entries Ability to automatically create GL entries to appropriate fund account for employer

contributed benefits.PR345 Payroll GL - Journal Entries Ability to select a date for future posting of automated journal entries.PR346 Payroll GL - Journal Entries Ability to create automated journal entries for fringe benefit cost to multiple cost

centers for retirement, workers' comp, or unemployment on a percentage of salary; medical insurance and disability insurance which are based on actual plan cost-table.

Payroll Payroll Calendars Payroll CalendarsPR347 Payroll Payroll Calendars Ability for a variety of different calendars for determining:PR348 Payroll Payroll Calendars Multiple FLSA periods (e.g. 7, 14, 24, 27 and 28 day periods)PR349 Payroll Payroll Calendars Number of work days in the pay periodPR350 Payroll Payroll Calendars Time to be paid and/or days not worked in order to compute gross (exception

employees)PR351 Payroll Payroll Calendars Beginning and ending dates of the pay periodPR352 Payroll Payroll Calendars Holidays for multiple job classesPR353 Payroll Payroll Calendars Flex schedule calendars - (for example, identifying the 9/80 work week; 1st week 45

scheduled hours, 2nd week 35 scheduled hours; and multiple of different schedule).

PR354 Payroll Payroll Calendars Ability to support 27 and 28 day cycle Payroll Integration and Interfaces Integration and Interfaces

PR355 Payroll Integration and Interfaces Ability to interface with budget for department, project and fund calculations

PR356 Payroll Integration and Interfaces Ability to provide interfaces with federal and state tax deposit software.PR357 Payroll Integration and Interfaces Ability to interface with bank for positive pay, including pre-note functionality

PR358 Payroll Integration and Interfaces Ability to interface with Accounts Payable for paying vendors (e.g., third party remittances), and Account Receivable, eliminating/minimizing need for reconciliations

PR359 Payroll Integration and Interfaces Ability to interface with benefit providers PR360 Payroll Integration and Interfaces Ability to interface with payroll check print programPR361 Payroll Integration and Interfaces Ability to integrate with a Document Management System/EMSPR362 Payroll Integration and Interfaces Ability to interface with department scheduling systems (e.g., police and fire)

PR363 Payroll Integration and Interfaces Ability to integrate with all ERP modules including Time and Attendance systems

PR364 Payroll Integration and Interfaces Ability to interface with other applications throughout the Organization - HR Applications, work management, etc.

PR365 Payroll Integration and Interfaces Ability for all grade/step (job group) tables to ‘roll’ from the live payroll system into the budget system with the ability to adjust existing grade/step tables and/or create new grade/step tables.

PR366 Payroll Integration and Interfaces Ability to roll from the live payroll system to the budget payroll system all user-defined data i.e. ability to choose which info rolls

PR367 Payroll Integration and Interfaces Ability to perform both payroll and personnel functions with automatic bidirectional transfer and update of information in both systems from a single transaction.

PR368 Payroll Integration and Interfaces Ability to integrate position request with Budget module for development of personnel budget.

PR369 Payroll Integration and Interfaces Ability for the position requisition function to integrate to the Payroll and Human Resources functions to create a position upon approval, and manage the process through workflows.

Payroll Reporting Reporting FeaturesPR370 Payroll Reporting Ability to report on calculated compensated absences showing ending balances in

hours and calculated pay.PR371 Payroll Reporting Ability to view mid-period earnings calculations for termination pay.PR372 Payroll Reporting Ability to have user designed standard and ad hoc reporting, including detailed

exception reporting (e.g., for auditing).PR373 Payroll Reporting Ability to view and download all employee data stored in database.PR374 Payroll Reporting Ability to view payroll data for federal, state, and local government reports.

PR375 Payroll Reporting Ability to view a Payroll Register in user-defined order, (i.e. showing gross pay, payroll fund, all system-calculated taxes and deductions, net pay, and check number).

PR376 Payroll Reporting Ability to track "light-duty " similarly to extra hires, and flexibility within this feature.

Payroll Reporting Ability to provide reports immediately after payroll has run which include but are not limited to the following:

PR377 Payroll Reporting Federal, state, and local tax reporting (i.e. pay period to date, quarterly to date and year to date, IRS Form 941)

PR378 Payroll Reporting List of gross wages in excess of user specified amountsPayroll Reporting Ability to produce attendance reports for active, full-time, part-time, on-call,

seasonal, temporary and exception employees by pay period and annual total (calendar and rolling years), to contain the following:

PR379 Payroll Reporting DepartmentPR380 Payroll Reporting Each employee in the department, with multiple employees per pagePR381 Payroll Reporting Pay periodPR382 Payroll Reporting General Leave - all tracked categoriesPR383 Payroll Reporting MULTIPLE Accounts chargedPR384 Payroll Reporting Pay rate(s) - for each type of earningsPR385 Payroll Reporting Standard hoursPR386 Payroll Reporting Hours workedPR387 Payroll Reporting OT Hours workedPR388 Payroll Reporting Temporary Hours worked for Regular employeesPR389 Payroll Reporting Holidays workedPR390 Payroll Reporting Leave accrual balances and usage for all leave codes

Payroll Reporting Ability to produce all of the wage and tax reports required to comply with Federal and State laws, rules and regulations, including the following:

PR391 Payroll Reporting Internal Revenue Service (for income tax)PR392 Payroll Reporting Organization ordinance

PR393 Payroll Reporting Other taxing entitiesPR394 Payroll Reporting Ability to print/report/identify, prior to issuance of first pay check, weekly lists of all

employees engaged who do not have direct deposit instructions.

PR395 Payroll Reporting Produce a report of audit trail changes made to employees records and identify who made the changes (e.g., for recalculating payroll).

PR396 Payroll Reporting Ability to produce a report showing benefits participation by benefit, carrier and, coverage level.

PR397 Payroll Reporting Ability to create a report that shows all employees with over/under scheduled hours per week paid and what type of hours for Regular/Temporary etc.

PR398 Payroll Reporting Ability to create leave activity and balance reports.PR399 Payroll Reporting Ability to view/print attendance reports for active, full-time, part-time on-call,

seasonal, temporary and exception employees by pay period and annual totals (calendar and rolling calendar).

PR400 Payroll Reporting Ability to view/print reports indicating vacation balances nearing maximum allowable.

PR401 Payroll Reporting Ability to report, by employee, unaccruable hours, due to maximum threshold reached.

PR402 Payroll Reporting Ability to automate delivery of above report to individual users who have reached maximum accruable hours.

PR403 Payroll Reporting Ability to create an employee benefit report that details insurance benefits and costs for each employee ("total compensation").

PR404 Payroll Reporting Ability to create Payroll Projection Reports, forecasting payroll amounts by department, fund, etc., through year-end. Compares to budgeted amounts.

PR405 Payroll Reporting Ability to project the next fiscal year wages (taking into account step increases and review dates) and benefits for each employee

PR406 Payroll Reporting Ability to do increases on wages/wage tables to account for COLAsPR407 Payroll Reporting Ability to report on retroactive pay detailPR408 Payroll Reporting Ability to report editable retirement information work file to prepare for upload to

the Organization's PERSPR409 Payroll Reporting Ability to track all hours and type of hours worked by all types of employees.

PR410 Payroll Reporting Ability to track total compensation by types of employee and by time period

PR411 Payroll Reporting Ability to generate a report or other notification when an employee indicates that he/she has greater than user-definable number of dependents (currently 10, exempt, etc), for City reporting.

PR412 Payroll Reporting Ability to report on temporarily promoted employees and employees on an acting assignment with a scheduled end date (Temporary Assignment Pay).

PR413 Payroll Reporting Ability to alert Payroll & HR if short term disability is reported.Payroll W-2s and 1099s W-2s and 1099s

PR414 Payroll W-2s and 1099s Ability to generate a transmittable electronic file for W-2sPR415 Payroll W-2s and 1099s Ability to generate year-end Forms (W-2) for each person employed by the

Organization during the tax year and 1099-R for every retiree in electronic format.

PR416 Payroll W-2s and 1099s Ability to maintain the information required to produce W-2's and W-2csPR417 Payroll W-2s and 1099s Ability to produce/reprint W-2 and W-2C forms to replace lost or misplaced forms.

PR418 Payroll W-2s and 1099s Ability for employees to download W-2 information into tax softwarePayroll Approvals Time and Attendance - Approvals

PR419 Payroll Approvals Ability to electronically route and approve time and attendance data for multiple levels: (employee, supervisor, department payroll clerk, department director, Personnel, Fiscal/Payroll).

PR420 Payroll Approvals Ability to provide for a pay period lock function for use by payroll to prevent further timecard edits by supervisors or employees.

PR421 Payroll Approvals Ability to notify approver (including payroll dept.), via report or other, if a timesheet has not been submitted by the deadline.

Payroll Payroll Budgeting Payroll BudgetingPR422 Payroll Payroll Budgeting Ability to add/change vacant positions along with assigning start date, review dates,

job group/step, and benefitsPR423 Payroll Payroll Budgeting Ability to add ‘non-FTE’ budgets in the payroll budgeting module for things such as

overtime, casuals, retiree cash-outs, etc.PR424 Payroll Payroll Budgeting Ability to adjust benefit codes and associated ratesPR425 Payroll Payroll Budgeting Ability to exclude certain positions from being part of the budget projection (e.g.

authorized, but unfunded positions)PR426 Payroll Payroll Budgeting Reports that show each projected employee along with their wages and benefits for

the next fiscal yearPayroll Position Budgeting

PR427 Payroll Position Budgeting Ability to assist with managing new budget implications of live payroll changes (e.g. raises & transfers) performed during the budget development cycle.

PR428 Payroll Position Budgeting Ability to change the ‘global/master’ rates for any benefit that comes over from the live payroll system.

PR429 Payroll Position Budgeting Ability to add benefits and associated rates (since sometimes new benefits are added for a new fiscal year and thus wouldn’t have come over from the live payroll system).

PR430 Payroll Position Budgeting Ability to change the account splits for the individual/position (e.g. some individuals are billed to multiple funds/departments and this option needs to be available for the budget and live payroll systems).

Payroll Employee Onboarding Employee OnboardingPR431 Payroll Employee Onboarding Ability to perform 'hire' action which will populate all information related to the

applicant into the HR and Payroll functions.PR432 Payroll Employee Onboarding Ability to define and establish electronic forms and workflows that need to be

completed for onboarding activities, which shall populate the appropriate HR and payroll information.

PR433 Payroll Personnel Administration Ability to enter one employee in multiple positions with multiple job titles, pay rates, classifications, cost centers, etc. during the same pay cycle without the need for manual journal entries; show cross reference in payroll register. Produces only 1 check and W-2.

Payroll Tuition Reimbursement Tuition ReimbursementPR434 Payroll Tuition Reimbursement Ability to set tuition reimbursement thresholds/max.PR435 Payroll Tuition Reimbursement Ability to define and implement an approval process for tuition reimbursement

requests.PR436 Payroll Tuition Reimbursement Ability to monitor compliance with process, maintain rules, polices, tables,

outstanding balances (before and after course is taken).PR437 Payroll Tuition Reimbursement Ability to calculate reimbursement amount based on grade received and graduate or

undergraduate level.PR438 Payroll Tuition Reimbursement Ability to report number of classes taken by department, graduate or undergraduate

level, grades, etc.PR439 Payroll Tuition Reimbursement Ability to track course completions, drops, etc.



Supports through





Does Not Support


Vendor CommentsPurchasing Purchasing General Requirements General Requirements

PU001 Purchasing Purchasing General Requirements All purchasing related applications provide direct interface/integrate with all related financial modules, including third party software such as NIGP Codes, and Bid Management, as applicable.

PU002 Purchasing Purchasing General Requirements Ability to support automatic entry into other modules, such as contract management, inventory, work management, accounts payables and fixed assets. Document history and real-time retrieval on-line , linking requisitions to purchase orders, invoices and checks.

PU003 Purchasing Purchasing General Requirements Allows each department to initiate the procurement process through requisition entry into the financial system.

PU004 Purchasing Purchasing General Requirements Ability to drill down to all supporting documents included in and related to the procurement transaction (from bid, requisition to invoice/payment issuance).

PU005 Purchasing Purchasing General Requirements Total Purchases by user defined time periods (start/end dates) and allow drill down to requisitions and PO with all supporting documents attachments.

PU006 Purchasing Purchasing General Requirements Ability to electronically generate and maintain annual, blanket, and standard purchase orders transactions using an on-line requisitioning system for all procurements.

PU007 Purchasing Purchasing General Requirements Ability to look up the real-time status of procurements including requisition and purchase orders.

PU008 Purchasing Purchasing General Requirements Ability to retrieve existing data from one process to another without re-keying (i.e. vendor number entry to automatically populate requisition data such as vendor name, address and remittance type; department shipping location, etc.).

PU009 Purchasing Purchasing General Requirements Ability to default the shipping address (with multiple locations) on purchase orders based on the user that is requesting the goods / services.

PU010 Purchasing Purchasing General Requirements Ability to scan/attach documents (e.g., specifications, back-up documentation, invoices, packing slips, quotes, etc.) to requisitions, purchase orders and payment vouchers.

PU011 Purchasing Purchasing General Requirements Ability to automatically generate recurring payables/purchase orders for frequently ordered merchandise, i.e. recurring expenditures or progress payments on contracts/lease agreements.

PU012 Purchasing Purchasing General Requirements Ability to designate a purchase or contract as a standard purchase order, single blanket order, or multiple blanket orders.

Purchasing Validate purchasing data entry, data integrity and internal controls

Ability to validate the following information upon data entry to ensure data integrity and internal control, such as:

PU013 Purchasing Validate purchasing data entry, data integrity and internal controls

General Ledger Account Code


Requisition number


Vendor number


Minimum order


Maximum order


Commodity code (NIGP)


Ability to suspend further processing if the budget at the entry coding level is exceeded when entering a requisition.


Ability to generate customized e-mails for automated distribution (internal and external customers/vendors)


Ability to process direct payments (items that do not require a purchase order, i.e. - utility bills, employee reimbursements, payments to other government entities, etc.).


Ability to cross-reference a direct payment request by vendor name/vendor number with vendor master file and requisitioner file to obtain a list of existing Purchase Orders for that vendor.


System requirement to classify type purchase, i.e. Goods and Trade Services/Commodities; Professional Services, Construction etc.


Ability to allow for multi-site delivery address.


Ability to split line items by accounts, by dollar and by percentage

Purchasing Vendor File and History Vendor File and HistoryPU026 Purchasing Vendor File and History Ability to restrict addition of a vendor unless the vendor profile/application is complete with all

required and applicable information (W9), to alert vendors that they already registered (e.g. search by TIN, SSN, address, commodity code and other fields) and then suspend further entry.

PU027 Purchasing Vendor File and History Ability to track insurance certificates in vendor file including expiration datesPU028 Purchasing Vendor File and History Ability to place a vendor "on hold", restricting payments or PO's from being issued.PU029 Purchasing Vendor File and History Ability to allow buyers to override either user-specified or system-generated vendors and prices

with proper authority. PU030 Purchasing Vendor File and History Ability to maintain updated vendor files in order for a purchase order to be issued.

Discrepancies between requisition vendor profile information and vendor master file must be resolved before PO can be issued.

PU031 Purchasing Vendor File and History Ability to alpha search on partial name information and then select from a list of the closest matches.

PU032 Purchasing Vendor File and History Ability to have a single vendor file accessed from the Accounts Payable, procurement and Inventory modules (including 1099 and W-9 information).

PU033 Purchasing Vendor File and History Ability to change 1099 status without losing prior historyPU034 Purchasing Vendor File and History Ability to have a free text area where comments about a vendor may be attached to the vendor

file record. 50+++PU035 Purchasing Vendor File and History Ability to allow both "order from" and "remit to" vendor address with option of electronic

remittance.PU036 Purchasing Vendor File and History Ability to enter vendor number or name and have the system complete address, delivery, terms,

etc. information from the vendor master file.PU037 Purchasing Vendor File and History Ability to track by vendor purchases by user defined start and end date or time periods.

PU038 Purchasing Vendor File and History Ability to identify vendors who do not meet government or City regulations (i.e. Peace Conversion Commission, Debarment, OSHA, EEO).

PU039 Purchasing Vendor File and History Ability to edit field while creating the requisition. Ability to delete requisition while it's being created.

Purchasing Accumulate vendor and bidder performance statistics for all vendors

Ability to accumulate vendor and bidder performance statistics for all vendors, such as:

PU040 Purchasing Accumulate vendor and bidder performance statistics for all vendors

Condition of goods/quality of


Number/Amount of Price Increases


Number of Out-of-Stocks (Backorders)


Number of Late Deliveries (Backorders)


Number of Returns


Number of Bids Submitted


Number of Bids Awarded


Dollar Amount of Bids

Functional Requirements Matrix - Purchasing



Invoicing accuracy


Comments on Performance

Purchasing Create, maintain, and search active and inactive vendor master files

Ability to create, maintain, and search comprehensive centralized active and inactive vendor master files with the following information:

PU050 Purchasing Create, maintain, and search active and inactive vendor master files

Name(s) and Address(es) (e.g., order from/pay to), including DBA;s


Ability to merge or associate like vendors


Previous Name (open text)


Multiple (2+) Contact Names


Phone Number(s)


FAX Number(s)


Email Addresses


License Type (Permit, registration, Contractor, Professional)


License Number


Independent Contractor, Corporation, (yes/no)


Date of Last Purchase and Commodity Codes of Products Purchased


Amount of Last Purchase


Total Purchases by user defined time periods (start/end dates) and allow drill down to requisitions and PO with all supporting documents attachments.


Ownership Status (MBE, WBE, DBE, Small Business, Local Preference and PCC)


Ownership Type (Sole Proprietor Non-profit, Corp, Partnership, etc.)


Open Purchase Order Number and Amounts


Open Invoice Numbers and Amounts


Tax ID Number


NIGP codes


Vendor Number


Terms Code (Payment i.e. 2%-net 10 net 30 days and Shipment, FOB-Destination)


Bid Documents(s) References(s)


Purchase History File (dates, quantity, products, purchase order numbers, vendor payments, trade-ins and discounts) for Current and Prior year(s)


1099 Code


DUNS # (if available)


Ability to detect and prevent duplicate vendor files i.e. similar names, same Tax ID, same address, etc..)


Ability to prevent vendor maintenance from affecting the vendor information on historical transactions. This can be overridden with the proper security access


Ability to detect and prevent duplicate vendor files i.e. similar names, same Tax ID, same address, etc..)


Ability to prevent vendor maintenance from affecting the vendor information on historical transactions. This can be overridden with the proper security access

Purchasing Receiving Ability to flag or prohibit the following with the ability of authorized users to override:

PU079 Purchasing Receiving The unit price from being greater than the unit price approved on the purchase order

PU080 Purchasing Receiving Where the total invoice amount/shipment amount is greater that the approved purchase order amount.

PU081 Purchasing Receiving Ability to specify “Receive All Lines” in order to speed data entry.PU082 Purchasing Receiving Ability to partially receive items PU083 Purchasing Receiving Receiver or other authorized user has option on partial receipt to close remaining amount of

purchase order.PU084 Purchasing Receiving Ability to distinguish between quantity or services receivedPU085 Purchasing Receiving System ability to distinguish between low value assets and fixed assets; record useful life

PU086 Purchasing Receiving System allows receiver of fixed assets to enter ID, serial number, description and physical location

PU087 Purchasing Receiving Fixed asset records flows from requisitioner, purchase order, receiver to financePU088 Purchasing Receiving System generates a report by PO#, Vendor # or other user defined criteria to identify orders that

have not been received in a timely manner.PU089 Purchasing Receiving Ability to allow for the recording of goods returned to the vendor.

Purchasing Requisition Processing Requisition Processing PU090 Purchasing Requisition Processing Ability to support the use of business rules such as for requisition types, dollar threshold

limitations; informal bids and formal competitive process; categorize Low Value Assets vs. Fixed Assets.

PU091 Purchasing Requisition Processing Ability to Classify the Type of Purchase, i.e. Goods & Trade Services, IT Equipment, Maintenance/MOU Agreements, Professional Services, Construction, Leases, Real Estate transactions and etc.

PU092 Purchasing Requisition Processing Ability to enter comments on requisition and carries forward into purchase orderPurchasing Document Type classification Ability to classify the Document Type as follows:

PU093 Purchasing Document Type classification Regular/Standard Purchase OrderPU094 Purchasing Document Type classification Blanket Purchase Order (Encumbered or Non-Encumbered)PU095 Purchasing Document Type classification Confirming Purchasing OrderPU096 Purchasing Document Type classification User-Defined Document TypesPU097 Purchasing Document Type classification Ability to place on hold a un-issued requisition with requisition partial details, without routing

for approval.PU098 Purchasing Document Type classification Ability to require requisitions Document Type "Sole/Single Source" to include requisite

justification documentationPU099 Purchasing Document Type classification Ability to require requisitioner/s to attach quotes to requisitions requiring a quote from

vendor/s based upon business rules or as supported by workflow. PU100 Purchasing Document Type classification Ability to link data to identify a requisition with associated Buyer, PO, Vendor, etc.PU101 Purchasing Document Type classification Ability to group requisitioned items by vendor or commodity code for volume purchase

purposes.PU102 Purchasing Document Type classification Ability to validate proposed vendor on the requisition against existing on-line vendor file.

PU103 Purchasing Document Type classification Ability to automatically default information in requisition by user id.PU104 Purchasing Document Type classification Ability to identify within the requisition, the accounting period / fiscal year that the requisition is

associated with.

PU105 Purchasing Document Type classification Ability to enter default and customized comments on purchase orders and requisitions with full text editing features (e.g. indent, bold, paragraph, etc.).

PU106 Purchasing Document Type classification Ability to provide requisition and purchase order forms for centralized and decentralized entry.

PU107 Purchasing Document Type classification Ability to maintain history on all requisition transactions and view requisitions by assigned buyer.

Purchasing Requisition and purchase order related tasks

System must provide the ability to do the following tasks or include the following information in the requisition and purchase order process:

PU108 Purchasing Requisition and purchase order related tasks

Input and store quantity, price and description


Buyer


Calculate and extend price, including discount terms


Retrieve vendor information automatically


Specify Unit of Measure (Ea, Ft, lb, C, M, etc.)


Multiple budgetary accounts


Departmental contact, address, and phone number


Shipping instructions / freight terms (FOB)


Identify various funding sources for different procurement requirements including federal and state grants funds


Ability to copy and edit previous REQUISITIONS, NOT po's etc


Ability to add standard comments and comments fields


Ability to email purchase orders, with all associated/attached documents included.


Ability to automatically transfer data codes, text and requisition information from requisitions to PO.


Ability to manually close a purchase order


Ability to lock down past quarter and ability to create in future

Purchasing View/change an unapproved requisition

Ability to view/change an unapproved requisition by requisitioner or as authorized by Purchasing.

PU123 Purchasing View/change an unapproved requisition

Ability to select a default ship-to address, based on link to requesting department code (with authorized user override capability).


Ability to transfer information from multiple requisitions to a single purchase order with references to source documents.


Ability to suspend requisitions that are incomplete and to return them to the originating parties.


Ability to inquire on historical POs and convert them into a new requisition.


Ability to automatically pre-encumber funds upon entry of the requisition, including applicable sales and use tax.


Ability to reverse the pre-encumbered funds upon cancellation of the requisition.


Ability to release pre-encumbrances based on user-determined criteria (based on City policy) at year-end.


Ability to liquidate related pre-encumbrance balances and establish encumbrances, upon approval/award of a purchase order.


Commodity Codes / NIGP (National Institute of Governmental Purchasing) Code Use


Use NIGP Codes extending at least to five levels (5-digits)


Ability to import standard NIGP codes based upon periodic updates by an outside agency

PU134 Purchasing Automatically generate multiple boiler plate solicitation and contract document templates

Ability to store and retrieve bidding documents in various formats (ACAD, PDF, DOC, etc.)

PU135 Purchasing Automatically generate multiple boiler plate solicitation and contract document templates

Ability to validate all bids with automatic error checking prior to bid submission

Purchasing Encumbrance / Purchase Order Processing

Encumbrance / Purchase Order Processing

PU136 Purchasing Encumbrance / Purchase Order Processing

Ability to see requisitions from the Purchase Order Screen


Ability to automatically or individually roll encumbrances forward to subsequent year(s) and be able to identify encumbrances by budget year.


Ability to maintain an audit trail of P.O./ encumbrance changes.


Ability to automatically encumber funds in the financial system when purchase order is approved.


Ability to liquidate the outstanding balance of an encumbrance when the related payment is a final payment or the PO is cancelled/terminated with the ability to track current and prior year purchase order liquidations separately.


Ability to authorize payment greater than the outstanding encumbrance with appropriate user security.


Ability to save a requisition with partial details, before approval and issuance.


Ability to allocate purchase order line items to multiple General Ledger accounts (e.g., departments and project codes).


Ability to handle multiple partial receipts of goods/services against specific purchase orders.


Ability to prohibit duplicate purchase order, request for quote, and contract numbers.


Allow multi-year PO's and contracts


Ability to allocate shipping charges to the Purchase Order lines, as required.


Ability to reference contract number on purchase order.


Ability to clearly identify PO amendments/change orders (What has changed, what revision number, dates, etc.).


Ability to view an open purchase order file (with user-defined criteria) which includes summaries of open purchase order amounts and encumbrances.


Ability to assign a purchase order number, when no requisition exists, for authorized users.


Ability to suspend further processing if the budget is exceeded when entering a requisition.


Ability to automatically close a purchase order and release the encumbrance after all purchase order line items are either canceled or received and paid (When flagged to do so).


Ability to enter comments and/or special instructions on purchase orders including standard comments and messages.


Ability to specify comments that are internal reference only.


Ability to copy repetitive or prior years' purchase orders.


Ability to electronically link to vendors' online catalogs and order forms for products ordered and/or invoiced online for contracted suppliers and suppliers offering most favored customer pricing.


Ability to access an approved contract vendor's on-line catalog, select items for the shopping cart and load them into the purchase requisition


Ability to purge and save to closed purchase orders and requisitions within user defined periods pursuant to the City's records retention policy.


Ability for employees to scan, attach, and upload multiple supporting documents to a requisition or PO at the same time in a single batch

Purchasing Blanket Purchase Order Blanket Purchase Order PU161 Purchasing Blanket Purchase Order A system with the ability to create blanket PO's with parameters including: approved vendor,

total blanket order cost not-to-exceed, time period, and estimated or specific quantities with specific unit prices for each item/unit of measure.

PU162 Purchasing Blanket Purchase Order Ability to easily view blanket purchase order balances at any time.PU163 Purchasing Blanket Purchase Order System triggers notification to department when a blanket PO is close to reaching its limit; and

then again when it reaches its dollar limit or term period.PU164 Purchasing Blanket Purchase Order System triggers notification to department when commodity is being requisitioned that is

included on an existing Blanket Purchase OrderPU165 Purchasing Blanket Purchase Order Ability to have an unlimited number of extensions to a blanket purchase order (not automatic),

subject to Purchasing and Contracting policies.PU166 Purchasing Blanket Purchase Order Ability to "renew" blanket POs each year with minimal re-entry/edits.PU167 Purchasing Blanket Purchase Order Ability to continue a blanket purchase order from one fiscal year into the next.PU168 Purchasing Blanket Purchase Order Ability to restrict the creation of a single vendor blanket purchase order exceeding a user-

defined dollar amount.PU169 Purchasing Blanket Purchase Order Ability to encumber or not-encumber a blanket purchase order, based on blanket purchase

order type or funding availability.

PU170 Purchasing Blanket Purchase Order Ability to make changes on a blanket purchase order as a change order or amended Blanket Purchase Order pursuant to Purchasing and Contracting policies.

Purchasing Track information on a blanket POs Ability to track the following information on a blanket purchase order:

PU171 Purchasing Track information on a blanket POs Payments made

PU172 Purchasing Track information on a blanket POs NIGP Commodity Code

PU173 Purchasing Track information on a blanket POs Number of orders

PU174 Purchasing Track information on a blanket POs Quantities

PU175 Purchasing Track information on a blanket POs Average quantity per order

PU176 Purchasing Track information on a blanket POs By fund/org and account

PU177 Purchasing Track information on a blanket POs Cumulative totals

PU178 Purchasing Track information on a blanket POs Department/Division/User

Purchasing Change Order Processing Change Order ProcessingPU179 Purchasing Change Order Processing Ability to allow for change orders to be processed against an existing purchase order.

PU180 Purchasing Change Order Processing System requires approval for change orders over a system-defined percentage of the original amount.

PU181 Purchasing Change Order Processing Ability to track/see all change orders associated with a purchase order.Purchasing Vendor Self-Service Vendor Self-Service

PU182 Purchasing Vendor Self-Service PU183 Purchasing Vendor Self-Service

Purchasing Create and maintain vendor registration files

Ability to create and maintain vendor registration files with the following information:

PU184 Purchasing Create and maintain vendor registration files

Name(s) and Address(es) including dba's


Identify Local Preference


Tax Identification/Social Security Number, Exempt/Non-Exempt


System generated vendor


License Type (Permit, Registration, Contractor, Professional)


License Number (If applicable)


NIGP Commodity Code(s)


Duns Number ( If available or applicable)


Preferred remittance option and remittance instructions


Website (If available)


Identify if EDI, ACH,EFT Capable


Identify if Workforce Bidder Preference with attached certification


Request to upload, update catalog with authorization


Allow vendors to self-subscribe to notification of specific commodity code bids/RFPs


Ability to allow vendor to attach electronic documents such as W-9, certificate of liability insurance, additional insured endorsement, licenses, and etc.


Include a field that requires vendor to provide expiration dates on GL, WC, E&O and other insurance as required to do business with the City


Ability to automatically request new certificate of liability insurance and additional insured endorsement when insurance expires, send confirmation of registration and receipt of documents, , send e-mail or letter to vendors, with defined criteria, such as vendor information, commodity codes and other data


Ability to restrict vendors from changing client-specified information.


Ability to check the status of payments on-line.


Ability to automatically receive via e-mail approved purchased order.




Purchasing Workflow/Approval Processing Workflow/Approval ProcessingPU207 Purchasing Workflow/Approval Processing Ability to send purchase requisition and purchase order approval notification to multiple

requisitioners at various levels, based on user security.PU208 Purchasing Workflow/Approval Processing Ability to use electronic workflow capabilities to create purchase orders based on approved

requisitionsPU209 Purchasing Workflow/Approval Processing Ability to re-assign approvals to another person, due to an absence.PU210 Purchasing Workflow/Approval Processing Ability to use workflow capabilities to manage solicitations, responses, addendums and bid

receipts.PU211 Purchasing Workflow/Approval Processing Ability to send system generated reminder notices based on user-defined criteria including:

requisition awaiting approval to requisition approver; items invoiced, but not received and items received but not invoiced to receiver/invoice approver; pending PO approvals exceeding _ # days to PO approvers

PU212 Purchasing Workflow/Approval Processing Ability to provide for mobile access to purchase requisition approvalPU213 Purchasing Workflow/Approval Processing Ability to view other users' queues, status (open, received, invoiced, paid, partially filled/back

ordered, partially paid), and audit trails of workflows (e.g., who approved each step), and drill into components of the workflow (e.g., purchase order and attached electronic documents).

PU214 Purchasing Workflow/Approval Processing Ability to scan/attach images from mobile devices (e.g., phones, tablets) to workflows via mobile access to the system (e.g., attaching images of receipts to invoices for approval).

Purchasing Procurement Cards Procurement CardsPU215 Purchasing Procurement Cards Ability to process procurement card transactions. PU216 Purchasing Procurement Cards Ability to interface with a third party procurement card provider. PU217 Purchasing Procurement Cards Ability to initiate an approval workflow for issuing procurement cards. PU218 Purchasing Procurement Cards Ability to track procurement card system transactions by various criteria such as NIGP Codes,

vendor and user names, departments and etc.PU219 Purchasing Procurement Cards On-line Queries

Purchasing System inquiry feature based upon user defined time period - start/end dates

Ability of the system on-line inquiry feature to include the following items (based upon user defined time period - start/end dates):

PU220 Purchasing System inquiry feature based upon user defined time period - start/end dates

Open purchase orders


Closed purchase orders


Partial filled purchase orders


Blanket purchase orders


Purchase order history for all items, including inventory


Open requisitions


Vendors by class/item


Contractor/vendor information


Open contracts/projects


Encumbered amounts on each project


Amount spent on each project


Ability to search files by vendor name.


Ability to search by vendor phonetically.


Ability to search on vendor name using "starts with" commands.


Ability to search variations of vendor names (e.g., "Intl" or "International", and DBA names), including cross referencing common abbreviations.


Ability to search and determine if invoice has been paid.


Ability to query by invoice number.

Purchasing Purchase order/requisition inquiry Ability to perform a purchase order/requisition inquiry by the following:

PU237 Purchasing Purchase order/requisition inquiry Vendor number

PU238 Purchasing Purchase order/requisition inquiry Vendor name

PU239 Purchasing Purchase order/requisition inquiry Purchase order number

PU240 Purchasing Purchase order/requisition inquiry Requisition number

PU241 Purchasing Purchase order/requisition inquiry Remit to name

PU242 Purchasing Purchase order/requisition inquiry Ordering department, division, and buyer

PU243 Purchasing Purchase order/requisition inquiry Ability to view all PO, BPO, and Contracts in alpha, chronological, code order.

PU244 Purchasing Purchase order/requisition inquiry Ability to track and report on Bid/RFP by: Awards, Dollar Amounts, Vendor Responses, Buyer, Commodity, Commodity Code.

PU245 Purchasing Purchase order/requisition inquiry Ability to track vendor bids by: vendor history, past awards, bid responses

PU246 Purchasing Purchase order/requisition inquiry Ability to create ad hoc queries and reports in a user-friendly manner i.e. simple navigational tools, tutorials and etc.

PU247 Purchasing Purchase order/requisition inquiry Ability to create dashboard reports as defined by user such as spend by commodity category, department etc.

PU248 Purchasing Purchase order/requisition inquiry Ability to view requisitions assigned to buyers in real time, or in a user defined time period.

Misc Misc MiscPU249 Misc Purchase order Ability for PO to stay open unless explicitly closedPU250 Misc Purchase order Ability to see what is in a PO when viewing receiving documentPU251 Misc Purchase order Ability to provide submitter and approver notifications of PO status at each step of the approval

processPU252 Misc Purchase order Ability to provide user-defined system-generated vendor notificationsPU253 Misc Purchase order Ability to provide full change order history and tracking/audit trailPU254 Misc Purchase order Ability to post PO directly from edit mode without additional stepsPU255 Misc Purchase order Ability to accommodate user-defined roundingPU256 Misc Purchasing Ability to generate pay statements from purchasingPU257 Misc Receiving Ability to detect duplicate payment & invoicePU258 Misc Requisitions Ability for multiple requisitions to have separate approval processes & notifications at user-

defined intervals and amounts

Demo FY end and how current and prior year requisitions are processedDemo Edit/post from requisition to PODemo Vendor payments with P-cards, including how to link payment to A/P systemDemo Posting a PO directly from edit mode, without printing or additional steps




configuration




(explain)

Does Not Support


Vendor CommentsUtility Billing UB System Requirements System Requirements

UB001 Utility Billing UB System Requirements System has the ability to search for customer information by customer ID, location ID, customer name, service address, phone number, driver license number, etc. For any non-numeric search, system will provide list of available choices for criteria being searched if an exact match is not found.

UB002 Utility Billing UB System Requirements System allows for search of accounts by parcel ID (PIN).UB003 Utility Billing UB System Requirements Ability to associate multiple locations to one customer account.UB004 Utility Billing UB System Requirements Ability to associate multiple customer accounts to one location.UB005 Utility Billing UB System Requirements Ability to associate multiple meters to one customer account.UB006 Utility Billing UB System Requirements Ability to drill-down to Master Address application data.UB007 Utility Billing UB System Requirements System provides utility account search with wildcards.UB008 Utility Billing UB System Requirements System provides a customer overview screen displaying configurable

customer information, including pending activity. UB009 Utility Billing UB System Requirements System provides ability to associate a landlord account with every account

and provides tools to perform an automated rollback if a renter finals.

UB010 Utility Billing UB System Requirements System provides functions to research account details and perform account adjustments.

UB011 Utility Billing UB System Requirements Retains and displays (system administer defined) multiple years of billing and collection history in production database.

UB012 Utility Billing UB System Requirements Ability to record and view a detailed "Change History" of records changed by internal staff.

UB013 Utility Billing UB System Requirements Ability to view all notes on an account with date/time and author information.

UB014 Utility Billing UB System Requirements Credit card and draft debit – auto draft available for all Utility Billing services.

UB015 Utility Billing UB System Requirements System provides the average usage per account based on a user configurable time frame (e.g., winter 6 month average usage).

UB016 Utility Billing UB System Requirements System provides ability to perform “what if” billing calculations scenarios.

UB017 Utility Billing UB System Requirements Ability to create customized customer correspondence.UB018 Utility Billing UB System Requirements Ability to notice/alert customers using various automated methods (i.e., IVR

phone calls, email or written notice).UB019 Utility Billing UB System Requirements Ability to attach images and documents to an account.UB020 Utility Billing UB System Requirements Ability to create a billing calendar based on global system control setup.

UB021 Utility Billing UB System Requirements Ability to have a credit history/identity indicator.UB022 Utility Billing UB System Requirements Configurable dashboard.UB023 Utility Billing UB System Requirements Ability to access customer information, charges, etc. at a glance.UB024 Utility Billing UB System Requirements Ability to manage application security at the field level.

Utility Billing Account Set-Up and Maintenance Maintains utility account master file information to include:

UB025 Utility Billing Account Set-Up and Maintenance User Defined Account Number

UB026 Utility Billing Account Set-Up and Maintenance Customer name (both service and billing for owner/renter)

UB027 Utility Billing Account Set-Up and Maintenance Customer address (both service and billing for owner/renter)

UB028 Utility Billing Account Set-Up and Maintenance Multiple contact phone numbers

UB029 Utility Billing Account Set-Up and Maintenance E-mail address

UB030 Utility Billing Account Set-Up and Maintenance Preferred contact method

UB031 Utility Billing Account Set-Up and Maintenance Preferred contact hours

UB032 Utility Billing Account Set-Up and Maintenance Customer type (Owner, tenant, property manager, etc.)

UB033 Utility Billing Account Set-Up and Maintenance Customer class (residential, commercial, multi-family, mixed residential & commercial or others user configurable based on service, etc.)

UB034 Utility Billing Account Set-Up and Maintenance Account status (active, inactive, off for non-payment, final billing sent, write-off, etc.)

UB035 Utility Billing Account Set-Up and Maintenance Security question/password

UB036 Utility Billing Account Set-Up and Maintenance Storm water:Ability to bill to a parcel, tax lot, or an address

UB037 Utility Billing Account Set-Up and Maintenance Sewer Services:residential sewer, commercial sewer, etc. with ability to add additional services

UB038 Utility Billing Account Set-Up and Maintenance Other:Miscellaneous flat rate charges (i.e. public safety, parks, etc.)

UB039 Utility Billing Account Set-Up and Maintenance Allow for sewer billing based upon water usage, number of fixtures or flat rate codes, winter quarter average.

UB040 Utility Billing Account Set-Up and Maintenance Number of Units (stores, apts., etc.)

UB041 Utility Billing Account Set-Up and Maintenance Past Due Notice override with proper authorization

UB042 Utility Billing Account Set-Up and Maintenance Final bill indicator

UB043 Utility Billing Account Set-Up and Maintenance Customer Initiation Date

UB044 Utility Billing Account Set-Up and Maintenance Service Initiation Date

UB045 Utility Billing Account Set-Up and Maintenance Rate component initiation date

UB046 Utility Billing Account Set-Up and Maintenance Billing History

UB047 Utility Billing Account Set-Up and Maintenance Consumption/usage history

UB048 Utility Billing Account Set-Up and Maintenance Adjustment history

UB049 Utility Billing Account Set-Up and Maintenance Payment/collection history

UB050 Utility Billing Account Set-Up and Maintenance EFT Bank Account & ABA Routing Number

UB051 Utility Billing Account Set-Up and Maintenance EFT Start/Stop Dates

UB052 Utility Billing Account Set-Up and Maintenance EFT Bank Account Type

UB053 Utility Billing Account Set-Up and Maintenance Tax Lot/Parcel Number

UB054 Utility Billing Account Set-Up and Maintenance Business Type (multiple per account) - interfacing with business licenses app for validation. Organization to determine business types to use

UB055 Utility Billing Account Set-Up and Maintenance Masked/redacted social security numbers (encrypted & stored in database) and ability to store only last 4

UB056 Utility Billing Account Set-Up and Maintenance Amount Due/Received

UB057 Utility Billing Account Set-Up and Maintenance Comments/Notes (unlimited and searchable)

UB058 Utility Billing Account Set-Up and Maintenance Rate Codes by service

UB059 Utility Billing Account Set-Up and Maintenance Read Date

UB060 Utility Billing Account Set-Up and Maintenance Current/Last read

UB061 Utility Billing Account Set-Up and Maintenance Ability to have multiple meter read month data

UB062 Utility Billing Account Set-Up and Maintenance Billing specific comments and notes

UB063 Utility Billing Account Set-Up and Maintenance Alternate and/or seasonal addresses

UB064 Utility Billing Account Set-Up and Maintenance Type of dwelling (house, apt, rental, duplex, etc.)

UB065 Utility Billing Account Set-Up and Maintenance Rental unit identifier

Functional Requirements Matrix - Utility Billing Module


UB066 Utility Billing Account Set-Up and Maintenance Jurisdiction

UB067 Utility Billing Account Set-Up and Maintenance Group (to designate individual bills to a "Master Account Bill")

UB068 Utility Billing Account Set-Up and Maintenance Ability to maintain NAICS codes or interface to business license application.

UB069 Utility Billing Account Set-Up and Maintenance Ability to reinstate a terminated account before it has been finaled with the ability to manually manipulate the initiation date of account and all services.

UB070 Utility Billing Account Set-Up and Maintenance Ability to reinstate an inactive account.

UB071 Utility Billing Account Set-Up and Maintenance Ability to maintain inactive accounts for a user-defined period of time before purging from the system.

UB072 Utility Billing Account Set-Up and Maintenance Ability to retain inactive account information.

UB073 Utility Billing Account Set-Up and Maintenance Ability to put active accounts in collections and still bill monthly services as an active account.

UB074 Utility Billing Account Set-Up and Maintenance Ability to inactive all services at once when an account is being closed out rather than having to close each service individually.

UB075 Utility Billing Account Set-Up and Maintenance System provides a customer master screen, with the ability to display multiple utility accounts and multiple addresses per customer account.

UB076 Utility Billing Account Set-Up and Maintenance Ability to accept international mailing address formats.

UB077 Utility Billing Account Set-Up and Maintenance System provides tools to allow for batch edits to accounts (e.g., making changes to an entire class of customers, or all customers with a particular service code).

UB078 Utility Billing Account Set-Up and Maintenance Provides for mass changes to accounts due to the deletion of a cycle, the merging of existing cycles, or moving a sub-segment of a cycle to another.

UB079 Utility Billing Account Set-Up and Maintenance Allow for mass changes for selected master file fields and location services.

UB080 Utility Billing Account Set-Up and Maintenance Address information auto-populates as the address is typed.

UB081 Utility Billing Account Set-Up and Maintenance System provides a workflow/wizard during account set up confirming all appropriate steps have been completed.

UB082 Utility Billing Account Set-Up and Maintenance System has self-service capabilities for citizens, including ability to check bill status, change addresses, setup of auto-pay, etc.

UB083 Utility Billing Account Set-Up and Maintenance On-line self service forms/fields have data validation.

UB084 Utility Billing Account Set-Up and Maintenance Via self-service, citizens can opt-in to only receive electronic statements (exact duplicate of paper bill).

UB085 Utility Billing Account Set-Up and Maintenance Ability to transfer customer outstanding balances and deposits to a new location if the customer moves within the City-limits.

UB086 Utility Billing Account Set-Up and Maintenance Ability to accommodate Extra Strength Charge program which includes multi-tiered base rates and multi-tiered consumption rates for commercial customers.

Utility Billing Deposits DepositsUB087 Utility Billing Deposits Ability to automatically apply deposits to accounts after meeting system

defined criteria.UB088 Utility Billing Deposits Ability to attach deposit at the customer account level and not at the

individual service level.UB089 Utility Billing Deposits Ability to override deposit requirement with audit trail.UB090 Utility Billing Deposits System will print a detailed receipt for customer deposits.UB091 Utility Billing Deposits Ability to set up multiple deposit types, rates, user-defined minimums and

maximum.UB092 Utility Billing Deposits Ability to track when the deposit was collected.UB093 Utility Billing Deposits During account setup, ability to automatically prompt for charging a deposit

based on credit history. UB094 Utility Billing Deposits Ability to adjust off a deposit after it has been billed and paid with proper

security.UB095 Utility Billing Deposits Ability to add deposit after the account has been setup or billed.UB096 Utility Billing Deposits Ability to bill for deposits over a user-defined period of time (e.g., two or more

installments), with amount of bill adjusted based on balance due and number of payments remaining.

Utility Billing Rate Set Up Rate Set UpUB097 Utility Billing Rate Set Up Configurable multi-component based with the ability to handle seasonal rate

changes and tier structure including time of use and real time rates.

UB098 Utility Billing Rate Set Up Various tiered rates based on customer type (residential, commercial, small commercial, industrial).

UB099 Utility Billing Rate Set Up Monthly base/flat rate service charge base plus consumption.UB100 Utility Billing Rate Set Up Tiered rates based on a user defined winter quarter's average.UB101 Utility Billing Rate Set Up Ability for the rates to automatically change with the season based on user

defined time period of the season parameters.Utility Billing Charge methods for user-defined

service charge typeAllows for different charge methods for each user-defined service charge type:

UB102 Utility Billing Charge methods for user-defined service charge type

Proration of flat rate charges.


Storm water - Rate based on sq. ft. of total impervious surface (i.e., including parking lots)


Sales Tax (billed at multiple sales tax rates)


Sales Tax Exemptions (Governmental, Hotel, etc.)


User Defined Miscellaneous Fees (i.e. ns', admin fee, etc.)


Late Payment Penalty (applied automatically based on payment schedules)


Late fee automatically adjusts off based on termination date


Monthly Interest


Flat charge


Multiplier based on meter definition or user defined multiplier


Multiplier based on number of units (e.g., for multi-family sewer charges)


Provides multiple tiered rate schedules based upon service type, customer class (residential/commercial)


Ability to indicate user-defined flags that impact rate calculation, such as if commercial business has a grease trap or other behaviors that can lead to credits on bills.


System supports component billing capable of supporting multiple charge types, each with a different rate.


Ability to add, delete, or suspend (for a user-defined time period) and itemize service charges and/or any miscellaneous fees to a utility bill.


Ability to create, edit and revise rate tables, tracking history of prior rate tables.


Ability to have each component charge to go to a different revenue account.


Ability to create charge code for City-owned properties that is assigned to a different GL account (i.e., interdepartmental billing).


Ability to set dates in advance of when new rates become effective.


Ability to make mass changes to charge codes and rates.

Utility Billing Billing BillingUB122 Utility Billing Billing System provides the ability to establish billing cycle records with month /

year; bill distribution date; bill due date and delinquency date.

UB123 Utility Billing Billing Ability for the system to estimate on historical consumption.UB124 Utility Billing Billing Ability for a user to enter a manual estimate.UB125 Utility Billing Billing Capability of automatically applying certain misc. charges of varying amounts

against selected accounts.UB126 Utility Billing Billing System has the ability to change a read and individually rebill or recalculate

the bill. In essence, cancel and rebill accounts.UB127 Utility Billing Billing Ability to create surcharge services based on account jurisdiction.UB128 Utility Billing Billing System provides a mechanism for "holding" bills that are flagged as outside of

the Municipality's user-defined exception criteria for billing without disrupting the rest of the billing. Then having the ability to bill at any time after exceptions have been verified/resolved.

UB129 Utility Billing Billing Ability to set parameters for holding bills.

UB130 Utility Billing Billing System provides a Billing Exception Report that alerts for consumptions that fall outside of the Municipality's user defined exception criteria. Report should include meter info, current and past consumptions, new and previous readings, days between readings, customer account number, meter reader information, and average consumption per customer with expected high/low usage based on average.

UB131 Utility Billing Billing Ability to view exceptions within the system and indicate when exceptions have been resolved, retaining audit trail of who reviewed the exception and when.

UB132 Utility Billing Billing System provides reports by service: no bill, unbilled, rules to flag and identify, validation.

UB133 Utility Billing Billing System tracks revenue by rate class.UB134 Utility Billing Billing System provides the ability to post updates to accounts (i.e., adjustments)

with new billing information before bills are generated (e.g., amount due, dates, consumption, etc..).

UB135 Utility Billing Billing Ability to remove a customer record from calculated billing file.UB136 Utility Billing Billing Ability to add a customer record to calculated billing file.UB137 Utility Billing Billing Ability to apply credit and debit adjustments and positive / negative

consumption adjustments to accounts anytime during the billing cycle.

UB138 Utility Billing Billing Adjustments report displays adjustment details including dollar amount, consumption volume (gallons/cubic ft.) and rate/service code.

UB139 Utility Billing Billing Ability to add/remove charges (i.e. a non-payment charge) to the current bill during the billing process.

UB140 Utility Billing Billing Provides the ability to enter adjustments to customer accounts (dollar amounts and/or consumption used) and reprint single billing statements reflecting the adjustments made.

UB141 Utility Billing Billing Ability to prorate charges for partial billing due to initiation or termination of accounts.

UB142 Utility Billing Billing Capability to print previous period/last year's comparative period consumption and current period consumption on each bill.

UB143 Utility Billing Billing Ability to bill various services/charges at differing frequencies (i.e.: monthly, bimonthly, semi-annually or annually ).

UB144 Utility Billing Billing Bills can be based on multiple components (consumption + flat rate and per billing cycle prorated for number of days).

UB145 Utility Billing Billing Ability to calculate and print all bills due in a given month or quarter, depending on billing schedule.

UB146 Utility Billing Billing System provides ability for the Municipality to prorate mid-cycle rate increases for new and existing billable services.

UB147 Utility Billing Billing System provides tools for flagging accounts for sorting associated printed bills as “Pulled” for review by staff before exporting the billing file to the printer.

UB148 Utility Billing Billing Ability to hold printing of the bill for a specific customer for the current billing cycle or user-specified length of time.

UB149 Utility Billing Billing System provides automated bill runs based on pre-defined billing date and allows for ability to generate a bill on demand.

UB150 Utility Billing Billing System provides ability to bill various services and miscellaneous charges separately for owner versus renter at same location (separate bills).

UB151 Utility Billing Billing Ability to change the bill date and/or due date in mass if error was made during the bill calculation.

UB152 Utility Billing Billing Ability to bill internal departments for all utility services and other miscellaneous work performed.

UB153 Utility Billing Billing Ability to allocate inter-departmental billing to multiple general ledger accounts at user defined percentages.

Utility Billing Printing of the Bills Printing of the BillsUB154 Utility Billing Printing of the Bills System allows for creation of a customizable utility bill format that includes

graphics.UB155 Utility Billing Printing of the Bills Ability to print a user defined number of months of usage history in a graphic

display.Utility Billing Generate bills capable of OCR and

barcodeAbility to generate bills capable of being read via Optical Character Recognition OCR and barcode. Information must include:

UB156 Utility Billing Generate bills capable of OCR and barcode

Account #


Check digit (verification that account was read properly)


Bill Amount


Ability to export a file of utility bills to an external bill printing organization (i.e. 3rd party billing services).


Uses Zip+4 software for sorting of utility bills by zip code to obtain the best postal rate possible.


System provides the ability to reprint bills.


Ability to email bills (original, re-bills or reprints) to customers when requested.


System accommodates multiple dates (due and delinquent) per customer bill.


Capability to include total past due on the bills.


Ability to provide general system messages and account specific messages for printing on bills with the ability to modify those messages for each bill run after bill generation but before exporting to third party printer (e.g., messages re: rate changes or construction in progress).


Ability to include billing messages for customers by consumption rate, customer class, geographical area, etc.


For accounts that are paying via ACH or recurring credit card, still generate a bill with a message but also indicate that they do not need to pay, due to auto pay.


Ability to print on multiple bill formats (i.e. post card, 8.5 x 11, etc.).


Ability to have larger font sizes for bill printing on flagged customers (seniors & sight impaired customers).


Ability for Organization to change the font of the bills.


Ability to automatically group individual accounts on a "Master Account Bill" when printing the bill (at least 300 subordinate accounts needed).


Ability to recreate an image of each customer's historical bill on request.


Ability to include payment plan details on bill.


Ability to include all charges, credits, and adjustments on bill/statement.


Ability to establish future termination date without interrupting normal billing.

Utility Billing Utility Receipting System accommodates the following payment types for utility payments and applications, either via the utility system or a separate Cash Receipting system which is integrated to the utility system:

UB176 Utility Billing Utility Receipting CashUB177 Utility Billing Utility Receipting CheckUB178 Utility Billing Utility Receipting EFT/ACHUB179 Utility Billing Utility Receipting Credit Card PaymentsUB180 Utility Billing Utility Receipting Credit/Debit Card Payments taken over the Internet or IVR.UB181 Utility Billing Utility Receipting File import from 3rd party payment organization (i.e. lock box, ACH, etc.)

UB182 Utility Billing Utility Receipting Ability to indicate date/time payment was received for penalty calculations.

UB183 Utility Billing Utility Receipting Ability to choose a payment date when using auto pay / ACH.UB184 Utility Billing Utility Receipting System provides the ability to generate a receipt with payments for multiple

accounts. The printed receipt should show the detail of each account.

UB185 Utility Billing Utility Receipting Capability to accept more than one payment in a single day from a single customer.

UB186 Utility Billing Utility Receipting Automatically creates a journal entry and will update the General Ledger after accounting approval step is performed.

UB187 Utility Billing Utility Receipting Automatically splits total receipted amount to appropriate General Ledger account.

UB188 Utility Billing Utility Receipting System provides the capability to set the priority for payment application based on each type of service (posting priority).

UB189 Utility Billing Utility Receipting Ability to automatically distribute receipt of payments against the individual accounts on a "Master Account Bill" when payments are received.

UB190 Utility Billing Utility Receipting Allows for credit balances, but does not apply penalties to such balances.

UB191 Utility Billing Utility Receipting Reverses payment for invalid payments and optionally assesses a user-defined NSF charge and automatically generates NSF notices.

UB192 Utility Billing Utility Receipting System provides the ability to fix accounts and adjust accounts by allowing for transfer of payments between accounts before and/or after a payment has been posted.

UB193 Utility Billing Utility Receipting Ability to apply payment, adjustment, transfers, etc., as soon as transaction is completed, does not require cash receipts posting.

Utility Billing Final Notice Final Notice UB194 Utility Billing Final Notice Generates final bill, once the date and final read is entered, at any point

during the billing cycle.UB195 Utility Billing Final Notice Ability for final bills to print in the same batch as other bills, with a watermark

or other indication of "final bill".UB196 Utility Billing Final Notice Generate monthly statements for finaled accounts.UB197 Utility Billing Final Notice System ability to automatically add late fees to unpaid finaled accounts.

UB198 Utility Billing Final Notice Ability to add finaled accounts outside of normal finaled billing process. (e.g., additional accounts have been finaled but have not been included in this process).

UB199 Utility Billing Final Notice Exception message of finaled accounts beyond the 30 day billing parameter.

Utility Billing Penalties PenaltiesUB200 Utility Billing Penalties Ability to automatically charge late fee based on system parameters.

UB201 Utility Billing Penalties Ability to override and/or credit penalty.UB202 Utility Billing Penalties Ability for late fees to post immediately upon specified date and not require

the next monthly billing cycle to generate.UB203 Utility Billing Penalties System does not allow penalty fee waived to more than once in the same

month.UB204 Utility Billing Penalties Ability for system to not apply a penalty to those customers that are current

on their payment plans.UB205 Utility Billing Penalties Ability to extend the number of days before an account is past due and/or

penalty applied on specific accounts in account set up.Utility Billing Delinquent/Past Due Notices Delinquent/Past Due Notices

UB206 Utility Billing Delinquent/Past Due Notices Ability to print delinquent/past due notices to customers. These are generated based on user defined minimum (based on a single past due bill and/or balance due) and number of days after payment was due, including applicable penalty amounts added.

UB207 Utility Billing Delinquent/Past Due Notices Ability to send the delinquent files to a third party for collection.UB208 Utility Billing Delinquent/Past Due Notices System provides the ability to send delinquent/past due notices to the

landlord if a tenant is responsible for the bill, and the landlord would like to be informed of non-payment. Would like to view that this option is selected on the account dashboard, and would like option to be automatically deactivated when the tenant moves.

UB209 Utility Billing Delinquent/Past Due Notices Ability to automatically generate a delinquent/past due notice for multiple addresses (mailing, service, landlord, etc.).

UB210 Utility Billing Delinquent/Past Due Notices Optionally, be able to override the generation of the delinquent/past due notice with proper authority and reporting.

UB211 Utility Billing Delinquent/Past Due Notices Ability for the delinquent notices to be driven off configurable date.

Utility Billing Payment Plans/Agreements Payment Plans/AgreementsUB212 Utility Billing Payment Plans/Agreements Ability to establish user-defined payment arrangements per customer(i.e.

payment plans) and flag if payments are not being met.

UB213 Utility Billing Payment Plans/Agreements Customer Payment Plan Report - show summary of all payment plans that are delinquent, and the ability to generate delinquent payment plan letters as per user defined criteria.

UB214 Utility Billing Payment Plans/Agreements Ability to request a payment plan from a customer web portal.UB215 Utility Billing Payment Plans/Agreements Ability for the payment agreement to override the calculated bill and print the

correct amount due based on the agreement and due date as well as the total amount due.

UB216 Utility Billing Payment Plans/Agreements Ability to generate payment plan contract document.Utility Billing Bankruptcy/foreclosure Bankruptcy/foreclosure

UB217 Utility Billing Bankruptcy/foreclosure Ability to support bankruptcy/foreclosure processing that tracks pre-petition and post-petition information.

Utility Billing Lien and Assessment Processing Lien and Assessment Processing

UB218 Utility Billing Lien and Assessment Processing Ability to support lien / assessment processing.

UB219 Utility Billing Lien and Assessment Processing Ability to put a lien / assessment on a property based on user defined balance amounts and due dates per service.

UB220 Utility Billing Lien and Assessment Processing Ability to add additional charges when a lien / assessment is placed.

UB221 Utility Billing Lien and Assessment Processing Ability to have multiple liens / assessments on a single property owner.

UB222 Utility Billing Lien and Assessment Processing Ability to send an email or letter to a property owner when a property will be placed on lien / assessment based on user defined date parameters.

UB223 Utility Billing Lien and Assessment Processing Ability to download a list of customer lien / assessments (customer information and amounts per service).

Utility Billing Write Offs Write Offs UB224 Utility Billing Write Offs Ability to perform write off processing for accounts finaled and uncollectable

based on the final date (and including appropriate security/approval measures).

UB225 Utility Billing Write Offs Ability to report customers that have outstanding transactions/bills that are based on a user defined date.

UB226 Utility Billing Write Offs Ability to automatically write off balances (i.e. not entering adjustments one by one) in mass (based on a date) and have it update the GL correctly (including appropriate security/approval measures).

Utility Billing Analysis / Forecasting Analysis / ForecastingUB227 Utility Billing Analysis / Forecasting Ability to perform "what if" analysis/forecasting without impacting the data in

the LIVE system.Utility Billing Perform “what if” scenario analysis Ability to perform a “what if” analysis:

UB228 Utility Billing Perform “what if” scenario analysis utilizing current rate information vs. proposed rate information

UB229 Utility Billing Perform “what if” scenario analysis utilizing current consumption information

UB230 Utility Billing Perform “what if” scenario analysis in a trial mode, prior to any updates to actual data,

UB231 Utility Billing Perform “what if” scenario analysis save analyses to a separate file (i.e. exporting to Excel) or print out analysis,

UB232 Utility Billing Perform “what if” scenario analysis on individual accounts and view the results at the account or department level.

UB233 Utility Billing Perform “what if” scenario analysis allowing the user to adjust the rates on a configurable basis (i.e. amount, percent, etc.) for a particular service, customer type (commercial, residential, etc.), billing cycle, and/or route.

UB234 Utility Billing Perform “what if” scenario analysis Ability to export user defined consumption/usage data for analysis.

Utility Billing Reporting ReportingUB235 Utility Billing Reporting User configurable reports with results exportable to Excel or other formats.

UB236 Utility Billing Reporting Arrears Register All Cycles that shows the balances for 30, 60, 90 and 120+ on all accounts as of a user defined date.

UB237 Utility Billing Reporting Inactive Account Report that lists all inactive accounts with account balances and ability to choose only account with balances other than 0.

UB238 Utility Billing Reporting Notes Report that shows the individual and group messages that will be displayed on the bills.

UB239 Utility Billing Reporting Customer Count Report that provides the number of customers by cycle, specific category(residential/commercial) and service (water, sewer, electronic billing ).

UB240 Utility Billing Reporting Final Bill Listing Report.UB241 Utility Billing Reporting Cycle Report, details an individual cycle, route and displays high balances.

UB242 Utility Billing Reporting Customer Report, details information regarding customer's account, name, address, account number, reads, rate codes, transaction history.

UB243 Utility Billing Reporting Report detailing highest consumption accounts or highest consumption customers, providing account and usage information.

UB244 Utility Billing Reporting Account Adjustment Detail Report (Rate Codes, Consumption Amt, Dollar Amt, Consumption charges broken out).

UB245 Utility Billing Reporting Consumption Report, by account, showing utility usage over a user-specified time interval. Flags abnormal usage (high/low/negative, etc.). Report should include consumption, new and previous readings, days between readings, customer account number and meter reader information.

UB246 Utility Billing Reporting Summary/Totals by customer type (residential/commercial/multi-family) by jurisdiction giving the total number of accounts, consumption and dollars billed for a given time period.

UB247 Utility Billing Reporting Revenue detail by customer type (residential/commercial/multi-family) by jurisdiction for each service (sewage, storm water, public safety, etc.) including the utility tax/surcharge for a given time period reporting billed amount.

UB248 Utility Billing Reporting Ability to determine by jurisdiction any amount subject to utility tax and/or surcharge and any exempt amounts.

UB249 Utility Billing Reporting Payment History, reporting bills and associated payments receipted by account. Shows dates, amounts, arrearages, penalties, account name, consumption, and address. Can be run for one account and allow user to view.

UB250 Utility Billing Reporting Customer Statistics Report, presenting customer characteristics including number of customers, number of customers by meter size and billing category (customer type), usage and revenue by billing type code, date range, district, and by a combination of the above.

UB251 Utility Billing Reporting Customer Receivables Aging, presenting aging of user-defined criteria and / or general accounts receivable by customer indicating total amount due and amounts aged by 30, 60, 90 and 120+days, etc.

UB252 Utility Billing Reporting Delinquent Notices Report, a listing generated based on user defined minimum and number of days after payment was due, including applicable penalty amounts added. Multiple types of notices capability (i.e. a first delinquent notice and a second delinquent notice with different parameters).

UB253 Utility Billing Reporting All master file information is accessible by the report writer.UB254 Utility Billing Reporting Journal Entry Report, showing all entries over a user-defined period.

UB255 Utility Billing Reporting Billing Report, sorted on user-defined criteria, showing name, location address, current period charges by service, date billed, due date, readings, etc.

UB256 Utility Billing Reporting Billing Statistics (Rate Codes, Consumption Amt, Dollar Amt, Consumption & Demand charges broken out).

UB257 Utility Billing Reporting Payment Detail (identify fund/account payment applied to).UB258 Utility Billing Reporting Bill Calc (exception reporting of accounts to be billed).UB259 Utility Billing Reporting Billing Register (dollar, by charge type and consumption detail of accounts to

be billed).UB260 Utility Billing Reporting Transaction Listing/Recap (for selected or all accounts for given date(s),

and/or by transaction type).UB261 Utility Billing Reporting Deposit on File report by date, printed the account status (active, final or

closed/active).Utility Billing Reporting Report: Security Deposits Refunded/Applied, with ability to run by

specified date range.UB262 Utility Billing Reporting Security Deposit activity for time period.UB263 Utility Billing Reporting Overdue Deposit Report.UB264 Utility Billing Reporting Surcharge billing & collection report.UB265 Utility Billing Reporting Table Report (detail on services, rate codes, etc.) for given field.UB266 Utility Billing Reporting Audit Trail reports for all update processes.UB267 Utility Billing Reporting Ability to report on single service accounts (e.g. sewer only).UB268 Utility Billing Reporting Ability to report active and/or inactive ACH customers based on status.

UB269 Utility Billing Reporting Ability to pull information based on any field in the application and produce a customized letter (i.e. past due letters, voluntary contribution letters, landlord letters, etc.).

UB270 Utility Billing Reporting Ability to send all bills and letters to a third party for printing.UB271 Utility Billing Reporting Ability to export a list of all customers that have a particular service code.

UB272 Utility Billing Reporting System reports revenue by rate class.UB273 Utility Billing Reporting Ability to run a report for receivable account balance by utility (sewer, solid

waste, storm water, contributions), and also by transaction type (cash receipts, billing, adjustments).

UB274 Utility Billing Reporting Ability to run reports based on date parameters, as of any date.UB275 Utility Billing Reporting Ability to schedule reports to auto-run and save, with easily identifiable

naming scheme.Utility Billing Interfaces/Integrations Interfaces/Integrations

UB276 Utility Billing Interfaces/Integrations Ability to update G/L with journal entries made in utility billing after proper approvals.

UB277 Utility Billing Interfaces/Integrations Ability to "drill down" from G/L to detail utility billing transaction data.

UB278 Utility Billing Interfaces/Integrations Interfaces with Cash Receipting.UB279 Utility Billing Interfaces/Integrations System is synchronized with ESRI GIS architecture.UB280 Utility Billing Interfaces/Integrations Ability to populate impervious area for customers based on information

within GIS system.UB281 Utility Billing Interfaces/Integrations Ability to interface with business licensing, permitting, and planning and

zoning modules, in order to initiate or populate workflows as changes take place that impact utility billing (e.g., creating a new business).

UB282 Utility Billing Interfaces/Integrations Ability to integrate with the Master Address Module.UB283 Utility Billing Interfaces/Integrations Ability to import consumption file from water provider. UB284 Utility Billing Interfaces/Integrations Ability to interface with OCR or bar code reading devices, including hand held

scanners.UB285 Utility Billing Interfaces/Integrations System allows for the import of electronic payment files from various sources

(Please list the sources in the comments area).UB286 Utility Billing Interfaces/Integrations System integrates with an IVR system that allows for payments, account

balance, etc.UB287 Utility Billing Interfaces/Integrations Ability to identify customer phone number from VOIP system to automatically

pull up account informationUtility Billing Access to customer account by

phone numberAbility to recognize the phone number of the customer and access the account directly for the following:

UB288 Utility Billing Access to customer account by phone number

Payment updates

UB289 Utility Billing Access to customer account by phone number

Phone notifications for high usage, high bill, return payments, delinquency, service order outcomes, receipt information, etc.

Utility Billing Customer Web access System integrates with the Municipality's web site to provide online functionality where customers can access information related to their account (s). Including:

UB290 Utility Billing Customer Web access Consumption HistoryUB291 Utility Billing Customer Web access Billing HistoryUB292 Utility Billing Customer Web access Payment HistoryUB293 Utility Billing Customer Web access Current Bill (including delinquency information and minimum payment

amounts)UB294 Utility Billing Customer Web access Ability to associate multiple accounts to one customer portal account.

UB295 Utility Billing Customer Web access Ability to manage associated accounts with individual account details (payment types, auto-pay enrollment, payment date, etc.)

UB296 Utility Billing Customer Web access Ability to pay onlineUB297 Utility Billing Customer Web access Ability to "quick-pay" against account without requiring portal account.

Require validation to ensure correct account. Ability to disable.

UB298 Utility Billing Customer Web access Ability to setup and manage auto-pay UB299 Utility Billing Customer Web access Ability to pay multiple accounts in one transactionUB300 Utility Billing Customer Web access Ability to store and manage credit cards in digital walletUB301 Utility Billing Customer Web access Ability to view and update certain account information (e.g., mail and e-mail

addresses, phone numbers), with security settings and data validation

UB302 Utility Billing Customer Web access Preferred contact method (email, phone, etc.)UB303 Utility Billing Customer Web access Preferred contact hoursUB304 Utility Billing Customer Web access Ability to update the credit card informationUB305 Utility Billing Customer Web access Ability to calculate a partial and/or pro-rated monthly billUB306 Utility Billing Customer Web access Ability to flag account for email notifications UB307 Utility Billing Customer Web access Ability to manage preferred billing method (electronic, paper, both)

UB308 Utility Billing Customer Web access Not require that they need account number to sign onUB309 Utility Billing Customer Web access Telephone notifications currently tell them if the customer picked it up or not.

Will email be able to do that. UB310 Utility Billing Customer Web access Ability to do an alerts system.UB311 Utility Billing Customer Web access Mobile app available

Misc Misc MiscUB312 Ability for all other modules to access/copy UB name and address data so it

does not need to be re-enteredUB313 Ability to apply overpayment amounts to other invoices for that customer.

UB314 Remove credit history referencesUB315 Demo reporting and QBEUB316 Schedule and automate reports based upon user-defined schedule and

method of delivery (network folder, email)UB317 Automatic URL generation that can provide links to UB records (e.g.. assessor

page for particular property)




configuration




(explain)

Does Not Support


Vendor CommentsMA001 Investments Investments Functional


I001 Investments Investments Functional Requirements

Investments is a centralized database that is integrated with other ERP modules which contain CUSIP, Description, Due Date, Call Date, Rate, Par Value, Date Purchased, Discount, Premium, Market Value, and Issuer.


Track accrued interest and premium. Ability to create amortization JE's monthly


Ability to allocate interest with user-specified method


Ability to create JE at year end marking investments to market and also create the reversing JE in subsequent year.

I005 Investments ReportingI005 Investments Reporting Produce monthly report of par and market value for each investment owned

at report date.

Functional Requirements Matrix - Investments Module


Req # Application Purpose ERP interface requirement: Does your solution currently support this

interface?

Describe how your solution will provide this interface (active, passive, file drop,

file transfer, etc.):

Will this requirement be implemented before go-

live?INT01 Accela Springbrook Utility billing & customer portal Import from and export to SpringbrookINT02 Assurant Fire Life Insurance Co. City-paid life insurance (fire) Import from and export to Assurant

INT03 Bank of America Works P-card processing Import from and export to Bank of America

INT04 Cigna Life Insurance Co. Supplemental life insurance Import from and export to CignaINT05 Civic REC1 Recreation management Import GL and customer data from REC1INT06 Elavon Credit card payment gateway &

processingBi-directional with Elavon

INT07 ESRI GIS data Import addresses and tax lot numbers from ESRI

INT08 Evergreen Library catalog Export UB customer data to EvergreenINT09 Gallagher VEBA Import from and export to GallagherINT10 ICMA Retirement Pan Deferred comp carrier Import from and export to ICMAINT11 InfiniSource COBRA Compliance Administration of continuing health

coverageExport to InfiniSource

INT12 InfoSend Utility bill printing Import from and export to InfoSendINT13 InTime ISE Police personnel scheduling Import time & attendance data from InTime

INT14 Jack Henry RemitPlus Utility billing electronic deposits and check imaging

Export to RemitPlus

INT15 Kronos Telestaff Fire personnel scheduling Import from Kronos TelestaffINT16 Laserfiche Rio Document management system Export to Laserfiche RIOINT17 MODA/Delta Dental Export to and import from MODA/DeltaINT18 NeoGov Applicant tracking for employment Import from NeoGov

INT19 NOVAtime Time & attendance, payroll processing

Import time & attendance and payroll data from NOVAtime

INT20 NRS Retirement Plan Deferred comp carrier Import to and export from NRSINT21 OTTER Oregon tax & unemployment data Import from and export to OTTERINT22 PacificSource Administrators Flexible spending account

administrationImport from and export to PacificSource

INT23 PacificSource Health Plans Medical insurance carrier Import from and export to PacificSourceINT24 Regence Blue Cross/Blue Shield Medical insurance carrier (fire) Import from and export to RegenceINT25 Socrata Financial & budget data Export to Socrata daily (expenditures) and

annually (budget)

INT26 Standard Life Insurance Co. City-paid life insurance Import from and export to StandardINT27 SQL/Crystal Reports Customer access to all database

tables for reporting via 3rd-party tools

Read-only to database (ODBC and SSRS)

INT28 Tyler Incode 10 Municipal court management Import from and export to IncodeINT29 US Bank SinglePoint Municipal banking Import from and export to US BankINT30 Willamette Dental Dental insurance Import from and export to Willamette

Functional Requirements - 3rd Party Interfaces

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