payroll/erp project functionality checklistapplications.mypalmbeachclerk.com/proje… · xls...

1. Complete the Proposer information at the bottom of this worksheet.2. Read each Functional Description within the Functionality Checklist tab.

Proposer is Requested to supply the following information:Proposer's Legal Name:Contact Name:Contact Phone Number:Contact E-Mail:

Payroll/ERP ProjectApplication Functionality Checklist

Instructions for Completion

Within the Functionality Checklist tab, there is a list of "Functional Descriptions" which we would like you to individually address in the following manner:

3. Reply to each Functional Description by selecting one of the following choices from the dropdown box in the column entitled "Vendor Response":

1 - Not Supported

Not applicable or the system cannot support the requirement.

2 - Accommodate via Customization

The system can accommodate this feature by customizing the application.

3 - Accommodate via Work Around

The system can accommodate this feature if the process is changed.

4 - Accommodate via 3rd Party Solution

The need of a 3rd party service provider support is required for this element.

5 - Included in Base Product

The system will accommodate this requirement with standard configuration. No additional changes are necessary.

4. When either (a) you have selected a response from the dropdown other than "5-Included in Base Product" or (b) the Functional Description contains the words "Please Describe…" or "Define…," please provide an explanation in the "Vendor Comments" column. Note that you also may provide further explanation in the "Vendor Comments" column even if neither of the above criteria is applicable.

Payroll/ERP Project Application Functionality Checklist

Revised 9/7/2006 of 172

Sub Category Functional Description Vendor Response Vendor Comments

GEN000 General General - The ERP application should support the following general abilities.

GEN001 General General Required

GEN002 General General Ability to handle mass reorganizations. OptionalGEN003 General General Optional








Reference Number

Functional Category

Required/Optional

ERP system will be utilized by Clerk & County employees, where more than one Federal ID number exists. Please describe how licensing is handled.

Ability to interface with JWS or comparable software used by visually impaired staff.

Where there are queries or lists of summarized items provide drill down capability to the lowest level of detail used to create the summary list.

Ability to perform general searches of the data in the system across columns and rows, system wide, functional area.

Ability to search specific columns of specific table(s)

Ability to perform Boolean like searches combining data from multiple columns.

Ability to navigate forms without necessarily stepping through menu tabs.Ability to design and enforce workflow rules including levels of approvals for document processing.

Ability to track documents /work items through the workflow process including indication of where the document/work items are in the process.


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Sub Category Functional Description Vendor Response Vendor CommentsReference Number

Functional Category

Required/Optional


AUD000 Audit Tracking Audit Tracking - The ERP application should support the following audit tracking capabilities:AUD001 Audit Tracking Edit Tracking Required

AUD002 Audit Tracking Edit Tracking Required

AUD003 Audit Tracking Process Tracking Required

AUD004 Audit Tracking Process Tracking Required

BEN000 Benefits

BEN001 Benefits Required


Please describe the training options available for the implementation team including: on-site training, local training facilities, 3rd party training options, and web-based/computer-based training options

Audit trail reporting of daily employee changes entered by users, with date/time and change detail; available on-line for viewing and/or printing

Audit trail reporting changes entered by process

For PA increase process, system should be capable of producing a report of eligible EE who did not receive a semi-annual increase for audit purposes

Audit to ensure employees are not paid below their PG minimum

Benefits - The Clerk's Office offers a rich benefits package to eligible employees including health, dental and life insurance. The Clerk shares the premium costs for health, dental and life coverage with employees. Additionally, an excellent retirement program is offered as a non-contributory plan, meaning all contributions are made for the employee by the Clerk.

FMLA Administration

Comprehensive FMLA management system that allows decentralized approach of FMLA administration with ER overview.

FMLA Administration

Managers/supervisors will verify eligibility (length of employment & hours worked need to be available to managers on one screen; system needs to pull the date to indicate eligibility to managers).


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Functional Category

Required/Optional





BEN007 Benefits Issue reminders for outstanding forms. Required





FMLA Administration

Allow managers to use a pre-certification tool to pre-qualify leave events (e.g. Eligibility Wizard that prompts managers with leave-related questions and determines if qualified FMLA leave).

FMLA Administration

System issues provisional letters to EE; allow for e-mail or US Postal mail depending on if EE is at work or not with additional info (e.g. policy, blank forms such as medical certification, applicable job description; fitness-for-duty forms; status reports).

FMLA Administration

Alerts to be issued to Benefits Specialist that a FMLA leave event processing was started by a manager.

FMLA Administration

Managers/EEs should be able to confirm FMLA hours used in the last 12-month period; FMLA hours remaining.

FMLA Administration

FMLA Administration

Issue Employer Response letter either approving, denying, or closing out leave request.

FMLA Administration

If required forms are not received by established deadlines, leaves are automatically closed out with a letter issued to the employee with copies to Employee Relations/manager.

FMLA Administration

Allow tracking and reporting of employees who are using FMLA, remaining FMLA leave time.

FMLA Administration

Trigger alerts when EE is getting close to exhausting available FMLA leave time.


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Functional Category

Required/Optional


BEN013 Benefits Triggers LTD claim application to EE. Required




BEN017 Benefits Benefit Elections Required






FMLA Administration

Issue letters regarding FMLA leave due to expire and notification of applying for additional leave per set policy.

FMLA Administration

FMLA Administration

Allow tracking and reporting at various levels (e.g. managers for their departments, ER staff for entire organization and by department and by individual.)

FMLA Reporting/Tracking

Allow for reporting and tracking of FMLA information (number of employees using leave; numbers of hours used, remaining, by leave reason, etc.). Allow for reporting of detailed FMLA information on an individual employee basis, as well as by department and other defined categories.

FMLA System Integration

System must integrate with timekeeping system (currently KRONOS 5.1).New hires make benefit elections online and within allowable deadlines.

System triggers reminders to employees via e-mail if elections have not been made.Employee elections update payroll system and updated various carriers.

Payroll deductions are automatically set-up for applicable pay period.

SPDs are issued to employees for the various benefits that were elected.

COBRA new hire notices are issued to employee and qualified family member (mailed to home address).


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Functional Category

Required/Optional





BEN027 Benefits Allow EEs to make name changes. Required

BEN028 Benefits Allow EEs to make dependent changes. Required

BEN029 Benefits Allow EEs to make address changes. Required





Benefit Administration

System needs to interface with e-mail system (Microsoft Outlook) and voicemail system used by C & C so that benefit administration can be accomplished via e-mail (e.g. SPD distribution, deadline notification; FMLA administration, reminder notices, etc.)


Linkage to intranet site where benefit documentation/information is available such as SPDs, benefit documents, benefit forms, carrier information.


Online paperless processing of qualified mid-year plan changes; set policy of allowable changes (definitions/time period).


Allow EEs to make changes following a qualified event within set parameters.





Upon new elections of employee/dependents during the year, initiate new hire COBRA notice.

Retirement (New Hires)

Online completion of FRS New Hire Certification form.


FRS New Hire Certification forms that indicate prior service and/or current FRS retiree need to be routed to Benefits Specialist for further review/processing


If applicable, notify payroll of prior FRS plan participation.


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Functional Category

Required/Optional


BEN035 Benefits Retiree Required

BEN036 Benefits Retirement Required

BEN037 Benefits Optional

BEN038 Benefits Exit Processing Required

BEN039 Benefits Exit Processing Required

BEN040 Benefits Exit Processing RequiredBEN041 Benefits Exit Processing Required

BEN042 Benefits Open Enrollment Required


If FRS New Hire Certification form is not completed, trigger reminders/alerts.

Ability of retirees to use self-service for changes made during Open Enrollment; update carriers; update Ceridian regarding changes in payment amounts, benefits.

Allows EE to make FRS plan election; verify retirement benefits, years of service, run calculations of FRS benefits, provide access to myFRS website and Financial Guidance Line information.

COBRA Administration

When a qualified event occurs (e.g. termination, divorce) system would automatically issue COBRA notification; GTL conversion/portability notices; notify carriers of coverage termination (e.g. United Healthcare, Delta Dental, UHC FSA, etc.)

Allow employees to review policies regarding employment separation and impact of separation on benefit (termination dates, premium processing; premium refunds, leave policies regarding any payouts, run projections on expected payouts).

Provide preliminary COBRA benefit information.

Issue GTL conversion/portability notices.Update carriers with termination of benefit information.

Allow EEs to make online elections (self-service).


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Functional Category

Required/Optional




BEN046 Benefits Open Enrollment Issue SPD docs upon effective date. RequiredBEN047 Benefits Open Enrollment Required






BEN053 Benefits HIPAA System must be HIPAA compliant. RequiredBEN054 Benefits Required

Allow employees to review current benefits and run "what-if" scenarios.

Allow access to plan summary information and documents.

Update payroll and carriers with elections that were made.

Notify EE of change in deduction (amounts/timing).

Issue automatic notice to EEs to review paycheck information upon premium changes becoming effective.

Trigger new hire COBRA notification to employees and/or qualified dependents for newly elected benefits.

System has to allow for parameters that will determine what type of changes can be made online and within set time periods.

Allow for rollover of prior Plan Year elections.


Linkage to intranet site where benefit documentation/information is available such as SPDs, benefit documents, benefit forms, carrier information.

Workers' Compensation

System must allow for online reporting on injury/illness; track absences; track first seven days of absences; provide reports on open/closed WC cases; reports on open/closed cases; settlements, also allow for WC to run concurrent with FMLA per policy.


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Functional Category

Required/Optional









Workers' Compensation

Reporting needs to be available by location/type of injury/department occurrence, etc.

Deferred Compensation (457 Plan)

Allow self-service of employees accessing account information; making contributions changes within allowable contribution limits, taking catch-up provisions into consideration.


Allow self-service of employees making allocation changes.


Allow EEs to run "what-if" scenarios of changing their deduction and affect on net paycheck.


Update vendor with any deductions/allocation changes.

COBRA Participants

Ability of COBRA participants to use self-service for changes made during Open Enrollment ; update carriers, update Ceridian regarding changes in payment amounts; benefits.

Benefit Information Access

Allow EEs to view current benefit election, plan description information; premium information; links to carriers for provider information and access to customer service staff.

Reporting Information

Allow Benefits Specialist and other appropriate staff access to custom reporting (e.g. number of employees enrolled in medical, dental; coverage types elected, number of dependents, demographic information).


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Functional Category

Required/Optional










Beneficiary Information

Allow for population and maintenance (via EE self-service) of beneficiary information

Dependent Verification

When events occur (new hire election, or mid-year changes; or Open Enrollment) and dependent verification is required, system sends notification to EE that info is required.


System issues follow-ups as needed if information is not received by stated deadline.


If dependent information is not received, dependent coverage is terminated and employee notified and COBRA notice issued as required.


The above also applies to annual verification of dependent info of adult children; system needs to be able to identify those children that require dependent verification documentation.


System issues follow-ups as needed if information is not received by stated deadline.

Dependent Information

System needs to be able to allow population, storage, and update of dependent information; dependent information may vary by benefit type.

HIPAA Certification

System needs to be able to trigger automatic notification to EE that HIPAA Certification needs to be submitted for pre-existing condition limitation purposes.

HIPAA Certification

EE should be able to submit HIPAA certification via a self-service process directly to the carrier.


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Functional Category

Required/Optional



BEN074 Benefits LOA Required

BEN075 Benefits LOA Required


CMP000

CMP001 Required

Retirement Reporting Info

Allow for storage of retiree information; current DROP participants to allow Benefits Specialist to run reports on this information.

LTD Claims Processing

Self-service process for Long-term disability claim filing. Claim form can be accessed online and forwarded to the carrier (there may be an issue with the required physician statement and medical records).

Allow for entry of LOA information; employees who are approved, approval reason, duration of leave approved; allow for reporting and tracking of approved LOA; allow for reporting on employees currently on LOA.

System should be able to distinguish between LOA with Pay and LOA without Pay

FSA Administration

Allow for self-service on electing FSA participation, integrating with outside FSA vendor, if applicable. Allow for online filing of FSA claims (may be restricted by requirement of receipts).

Compensation/Classification

Compensation/Classification - Salaries throughout the Clerk's Office are highly competitive with private industry and other local governmental entities. Salaries are established in accordance with the requirements of each position classification. There is a minimum and maximum salary within each pay classification to allow for upward mobility.

The Clerk believes in rewarding individual performance and has instituted a "pay-for-performance" evaluation system. Regularly scheduled Performance Appraisals are conducted and employees are eligible for pay for performance consideration once removed from introductory status in conjunction with a regularly scheduled performance appraisal period.


Special Pay Processes

One Time Payments - December Pay Adjustment


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Functional Category

Required/Optional

CMP002 Required

CMP003 Required

CMP004 Pay Management Comp Ratios Required

CMP005 Optional

CMP006 Pay Management Required

CMP007 Pay Management Required

CMP008 Required

CMP009 Optional

CMP010 Required

CMP011 Required



Multiple Pay Levels (Boca Mobile, CJIS, Courtroom, Shift, etc)



One Time Payments - Attendance Awards



Employee Classification

Job Evaluation/Position Audit - Allow for employee to complete audit form electronically; allow for sharing of info between ER staff & management


Automate/mass update salary increases based on performance appraisal ratings and budget


Perform What-if scenarios, for performance appraisal ratings and salary increases


Employee Compensation

Define different compensation plan eligibility groups



Ability to change PA systems/apply different PA systems to different employee groups


Classification Tables

Table fields should include position (job) code, title, employee class, FLSA indicator, EEO job category, EEO function code, PA form code, PG plan year, pay grade number, and pay ranges (minimum, market point, and maximum)



System allows for multiple business entities and multiple business organizations within an entity


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Functional Category

Required/Optional

CMP012 Required

CMP013 Required

CMP014 Optional

CMP015 Required

CMP016 Optional

CMP017 Required

CMP018 Required

CMP019 Required



Pay plan information should automatically update in position classification area upon update to pay tables



Employee compensation should automatically update to new minimum when pay tables are updated



System should be capable of receiving & updating employee compensation via an external data source


Pay Tables Management

Pay table fields should include pay plan year, pay grade, pay type (salary vs. hourly), and pay range (minimum, market point, and maximum)


Pay Tables Management

Interface with Compensation Manager to update pay table ranges in HRIS system after biennial comp & class study and/or as positions are evaluated/reclassified


Position Management

Position fields should include position control number, position status (active, inactive, frozen, on-hold), position type (single incumbent vs. pooled), position begin & end dates, job code, title, employee class, pay plan year, pay grade, and pay range


Position Management

Position management should support future dating


Position Management

Classification information should interface and automatically update position information when changes are applied to classification fields/tables


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Functional Category

Required/Optional

CMP020 Required

DOC000 Document Management - The ERP application should support the following document management capabilities:

DOC001 Required

DOC002 Required

DTA000

DTA001 Flat Information Required




DTA005 Flat Information Field to store handicap/disability code Required



Position Management

System should provide both historical position classification changes (position title changes) and position incumbent history with effective dates

Document Management

Document Management

Imaging/Attaching Supporting Documents

Attach scanned documents such as college transcripts, social security card, I-9 form, employment application. Types of documents include images, Word documents, and Excel documents.

Document Management

On-Line Forms Management

System supports self-service, workflow, and electronic signatures for PAN forms, direct deposit, etc.

Employee Data Management

Employee Data Management - The following standard employee information must be captured within the ERP application.


Automatic generation of employee ID number


Fields to store employee name (first, middle, and last) and name history with activity & effective date fields


Fields to store multiple employee addresses (home/mailing), and phone numbers; include tables for address and phone number types (ex., cell phone); include ability to maintain history; include activity, and effective date fields


Fields to store information on gender, date of birth/age, and ethnicity; include tables to store selection criteria for field data



Field to store marital status; include table to store selection criteria


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Functional Category

Required/Optional


DTA008 Flat Information Field to store social security number Required










Field to store current spouse name as well as prior spouse name



Field to store citizenship & I-9 status; include table to store selection criteria


Fields to store Visa type information for non-citizens (ex., Employment Authorizations), including visa number, effective & expiration dates


System should have capability to provide a notification alert prior to visa expiration date


Field to store public record exemption status


System should provide warning to restrict release of information for employees flagged as public record exemption


Fields to store multiple e-mail addresses with type description


Fields to store multiple emergency contacts, with name, relationship and phone numbers; include tables for relationship criteria selections


Fields to store employee education information, including degree type, GPA, graduation date, major/minor, skill categories, and official transcript receipt tracking; include table to store selection criteria


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Functional Category

Required/Optional








DTA024 Flat Information Field to store driver's license type Required


Fields to store professional, job related certification information including certificate type, cert. number, cert. effective & expiration date; include table to store selection criteria


System should provide alerts prior to professional certification expiration dateEmployee Data

ManagementFields to store foreign language skills, including language type and fluency level (read, write, speak, translate, teach, native language); include a table to store foreign language selection criteria


Fields to store employee job related skills for competency matchup to track for future development; include tables for selection criteria storage


Fields to store employee honors and awards including honor/award type, awarding organization, and date received; include tables for selection criteria storage


Fields to store information on memberships to professional organization including name of organization, membership effective/expiration dates


Fields to store driver's license information, including license number, issuing state, status, and issue/expiration dates; include table for storage of selection criteria



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Functional Category

Required/Optional



DTA027 Required

DTA028 Required

DTA029 Required

DTA030 Required

DTA031 Optional

DTA032 Required


Field to store County-Authorized Driver flag


Fields for previous work experience to include employer name, supervisor name and phone number, employment dates, title, description of duties, ending salary, employment type (professional, clerical, supervisory), # of employees supervised, and comments


Employment Information

Fields for employment status (Active, Leave Of Absence, Terminated......) with selection criteria table



Field for FLSA status of employee - FLSA status should link & be established based on employee class code



Fields for employee class code/description with effective date; EC codes should be linked to and drive FLSA status & benefit levels/eligibility; table for selection criteria



Field for leave code/description for leave accrual/leave type (PTO VS Vac/Sck); table for selection criteria



Would like system to automatically establish the correct leave accrual level for rehires based on rehire policy (rehired < 6 months from term. date = elig. to resume previous leave accrual level)



Fields for leave bank information by leave code, including effective date, begin balance (at start of yr.), hours accrued & taken, and current balance


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Functional Category

Required/Optional

DTA033 Required

DTA034 Required

DTA035 Required

DTA036 Required

DTA037 System should support future dating Required

DTA038 Required

DTA039 Required

DTA040 Required

DTA041 Required



Fields for department numbers/names (home, check distribution and payroll depts.) with effective date; table for selection criteria



Fields for division and sub-division codes/descriptions with effective date; table for selection criteria



Fields for service dates - current hire date, previous hire date, original hire date, adjusted service date, leave accrual effective date, seniority date, last work date



Fields for separation information, including last day worked, separation effective date, separation reason and field for eligibility for rehire; include table for selection criteria





Fields for location code/description (Central Judicial Ctr, Central Governmental Ctr, Gun Club, West County, etc); table for selection criteria



Fields to record I-9 compliance including record of receipt and date



Employment history - should track changes by effective date and user, and reflect changes to employment status, employee class/leave code, service dates, and separation reasons



Fields for introductory period begin and end date with automatic calculation of 90 day introductory period


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Functional Category

Required/Optional

DTA042 Required

DTA043 Optional

DTA044 Required

DTA045 Required

DTA046 Field for PCN Required

DTA047 Required

DTA048 Position begin and end date fields Required

DTA049 Position status Required

DTA050 Position job type (primary/secondary) Required

DTA051 Job title field Required

DTA052 Position FTE field Required

DTA053 Required



System should be capable of scheduling notifications to managers and/or ER for key events, such as introductory completion date and I-9 re-verification



Would like system to notify managers of employee service anniversary milestones & birthdays


Performance Eval Information

Fields for performance appraisal history, including review type, review due date, completion indicator, completion date, PA rating, and reviewer name; tables for storage of selection criteria


Performance Eval Information

System should be capable of interfacing with other applications to record PA rating & reviewer information into HRIS


Employee Position Information



Current PCN should automatically displays on screen, not have to be looked up, however, system should allow look up of prior positions employees have held













Position hours per day and per pay cycle


Revised 9/7/2006 of 172


Functional Category

Required/Optional

DTA054 Required

DTA055 Required

DTA056 Required

DTA057 Required

DTA058 Optional

DTA059 Required

DTA060 Required

DTA061 Base rate, both hourly and annualize Required



Personnel action change reason description



Historical information (personnel changes)



Pay plan information including pay grade, pay grade range, and pay plan year for position classification;



Pay plan information should automatically update in employee record when pay plan information is updated/revised in classification table



If possible, system should automatically update employee pay grade information upon a position reclassification via interface with Compensation Manager software



Position requirements/designations, such as deputy clerk, safety sensitive, driver, courtroom clerk; table for selection criteria


Supervisor Information

System should have multiple fields to maintain management hierarchy (name & title) for each employee; would like automatic updates to fields by linkage to a key field (such as PCN or dept. #) so, for example, when employee is transferred from one dept to another in system, this triggers a change in key field and the system automatically adjusts manager name & title record




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Functional Category

Required/Optional

DTA062 Required

DTA063 Store employee pay history Required

DTA064 Required

DTA065 Required

DTA066 Required

DTA067 Required

DTA068 Required

DTA069 Required

DTA070 Employee Data Required

DTA071 Employee Data Access to real-time HR information Required



Field for additional or special pay with description (for shift differentials, incentive pay for special projects or for additional duties, etc.); apply business rules; include table for selection criteria





Field for compa-ratio automatically calculated by system



System should have capability to interface with other applications to calculate & apply new salaries in mass for PA increases


Employee Personnel Actions

On-line Personnel Action Notice - initiated by manager/supervisor with designated required fields, routed to upper management levels, Finance & ER, based on established work flow rules, for review/approval, and auto processing into employee record


Employee Hire Process

System should interface with applicant tracking module or other application to populate required fields on demand for new hire process


Employee Health & Safety

Fields to record workers comp injures, including nature of injury, date of injury, medical treatment record, lost time record


Employee Relations

Fields to record employee warnings, including date/time, nature of warning, description of incident, warning level


Data back up & recovery system required



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Functional Category

Required/Optional

DTA072 Required

DTA073 Required

DTA074 Employee Relations Issues Database Required

APP000 Employment

APP001 Employment Optional


APP003 Employment Link to Job posting/job board OptionalAPP004 Employment Optional





Employee Asset Management

Tracking of agency issued items/devices such as cell phones, pagers, PDAs, and ID badges; fields to include item description, date issued and date returned


Employee Asset Management

Tracking of agency issued keys (desk, doors, safes, etc.); fields to include item description, date issued, date returned

Capture information/questions that employees have, along with ER responses to questions. Screen should display flat employee information and allow for entry of information.

Employment - The Clerk's Office has a centralized application process. Applications are accepted for posted positions only. The organization offers a variety of office/clerical positions as well as professional-level positions in the areas of management, supervisory and accounting/auditing/automation.

Applicant Tracking

KIOSK employment application completion

Applicant Tracking

System sort application to link with PCN#'s/req. #, which applicant selects from a field that is linked to our system.

Applicant TrackingApplicant Tracking

Field where Requisitions are generated/created by Mgr. w/avail position.

Applicant Tracking

Electronic approval signatures up to Clerk.

Applicant Tracking

The system sorts the application looking for minimum qualifications; "key" words i.e. Clerk I (1yr. clerical, customer service exp. H.S. diploma, Court exp. college degree, etc.)

Applicant Tracking

The system sorts app. Qualified/Not Qualified


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Functional Category

Required/Optional












Applicant Tracking

System generates a receipt/confirmation notice "we are in receipt of your application for review; your application is considered active for a period of 90 days

Applicant Tracking

After 90 days system will alert Administrator (and/or generate letter) to send notice to candidate that application is no longer active.

Applicant Tracking

System generate sorry letter To candidates that were interviewed but not extended an offer.

Applicant Tracking

The system sorts app. into meets minimum requirement or does not meet minimum requirement status.

Applicant Tracking

System will generate notice for pre-screen interview

Applicant Tracking

Non-qualified candidates are contacted via letter or e-mail regarding their status i.e., "Thank you for seeking employment with the C&C w/the information we were provided you do not meet the minimum requirements (should list specifics).

Applicant Tracking

Field for Internal candidates to apply "on-line.

Applicant Tracking

System will track application & req. until position is filled.

Applicant Tracking

Management can view all of the applications that meet minimum requirements.

Applicant Tracking

System can applicant track source (Jobing.com, Monster, Palm Beach Post, etc.) and generate report

Applicant Tracking

System will allow for manual input of app.


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Functional Category

Required/Optional


APP020 Employment System will generate offer letter OptionalAPP021 Employment Date field through orientation date. OptionalAPP022 Employment Optional






Applicant Tracking

Field listing candidates being phone screened, face to face pre screened, panel interviewed, a checklist of entire process

Applicant TrackingApplicant TrackingApplicant Tracking

Field for drug screen process, criminal background, & reference check completion a checklist screen.

Applicant Tracking

List the current exempt positions available & non-exempt pos. available by Div, dept. title, req. #, PCN#, hiring manager, date req. # approved/posted, and total # of candidate. Total # of candidate Referred, date filled, # of days it took to fill position name of candidate who filled pos

Applicant Tracking

System provides report tracking all applications received in a calendar yr. i.e. 2006 that were not hired; & purges those applications according to the record retention law. Sys. Automatically purges all inactive personnel records from system according to record retention law. And provide a report of purge.

Applicant Tracking

Ability to integrate applicant assessments from TPAs

Applicant Tracking

Ability to interface with recruitment vendors to post positions

Applicant Tracking

Tailor the requisition/selection process to different type of positions (exempt vs. non-exempt, pools where there are multiple openings for a position) & hiring processes


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Functional Category

Required/Optional


APP029 Employment Interview process Optional





APP034 Employment Track & automate employee referrals Optional



APP037 Employment Job matching for applicants Optional




Applicant Tracking

Systematically notify hiring manager of job requisition status


Allow applicant to check status of application

Applicant Tracking

Allow applicant to update status of application

Applicant Tracking

Identify recruitment source(s) of applicant

Applicant Tracking

Ability to interface with TPAs involved in selection process


System will have option to share/refer candidate to other recruiters/hiring managers

Applicant Tracking

Provide for configurable fields that can be pulled for reporting purposes

Applicant Tracking

Applicant Tracking

Automate new hire offer process including offer templates (varies according to position) and new hire letters

Applicant Tracking

System will have option to share/refer candidate to other recruiters/hiring managers

Applicant Tracking

System will accept historical data from system we currently use.


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Functional Category

Required/Optional

APP041 Employment OptionalAPP042 Employment Optional








FORM000 ER Form - ER requires automation of the following forms:

FORM001 Required

FORM002 Required

FORM003 Required

Applicant Tracking

Limited access to certain user populationApplicant

TrackingSystem should allow applicants to submit resume to multiple positions

Applicant Tracking

One resume submitted to each position. System should not allow an individual to submit app to position multiple times.

Applicant Tracking

Applicants scores should be readily available in system (ex: scores on clerical tests)

Applicant Tracking

System should be able to safeguard sensitive data (e.g.,: social security #)

Applicant Tracking

System should allow applicants to choose what location in palm beach county they're willing to work

Applicant Tracking

System should provide applicants with the option of defining minimum salary requirements

Applicant Tracking

System should be able to handle high volume of applicants.

Applicant Tracking

Interview questions used by panels should be easily accessible.

ER Form Management

ER Form Management

Outside Employment Form

Self help on-line access for employees to complete the form

ER Form Management

Request for Donation Leave

On-line access for employees to request for Donation of Leave & forward electronically to appropriate Management up to Clerk for approval.

ER Form Management

Transfer/Promotion Application

On-line access for employees to apply for transfer/promotional opportunities


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Functional Category

Required/Optional

FORM004 Required

FORM005 Required

FORM006 W-4 Required

HR Interface HR Interface - Banner HR/Finance currently interfaces with the following systems:HR Interface Required

HR Interface Required

HR Interface Required

HR Interface Pathlore Required

HR Interface Benefit Providers Required

HR Reporting

ER Form Management

Employment Verification

On-line processing of outside employment verification. Access for employees to give electronic signature approval for request of employment verification; i.e. mortgage, School Board, AFLAC, Children& Families.

ER Form Management

Employment Requisition

On-line access to all managers to have ability to create requisitions for open positions, with electronic approval.

ER Form Management

On-line completion & auto processing to payroll

HRINT000HRINT001

First Advantage (formally known as Projectix)

Ability to interface with First Advantage (formally known as Projectix), a separate application for applicant tracking.

HRINT002

Compensation Manager

Ability to interface with Compensation Manager, a separate application for salary planning.

HRINT003

Performance Impact

Ability to interface with Performance Impact, a separate application for performance appraisals

HRINT004

Ability to interface with Pathlore, the Clerk's current Learning Management System

HRINT005

Ability to interface with benefit providers. Examples that are subject to change: United Health Care, Delta Dental, Ceridian, Standard Life, Florida Retirement System, AFLAC

HRRPT000

Reporting - The Clerk's ER department office runs over 140 standards reports. Below are some key reports. Please indicate whether or not the ERP application delivers the described report within the base product.


Revised 9/7/2006 of 172


Functional Category

Required/Optional

HR Reporting Required



HRRPT001

Standard Monthly Reports

Turnover statistics - system generated report providing YTD monthly turnover stats including number & percentage turnover, number voluntary/involuntary, top voluntary separation reasons, and summary totals; system should be capable of providing trend info. in turnover for evaluation purposes

HRRPT002


Length of Tenure/Reason for Leaving - system generated report detailing separated employee name, division/dept names, length of tenure (based on current DOH), vol/invol separation status, separation reason, and summary stats by division for # of separations, avg length of tenure, and top vol separation reasons

HRRPT003


Position Vacancies - system generated report by dept., detailing vacant PCNs with job code, position title, position budget, YTD budget expended, remaining position budget, position class, position FTEs, vacancy date, # of days position vacant and last incumbent in position; both ER & managers should be able to run report on demand; should have capability to run report at a particular point in time


Revised 9/7/2006 of 172


Functional Category

Required/Optional





HRRPT004


Introductory Status - system generated report by dept. detailing employees reaching the completion of 90 day introductory period; include employee name, DOH, and introductory period completion date; system should be capable of sending alert via e-mail directly from HRIS system to manager notifying manager of req. actions

HRRPT005


LTD Eligibility - system generated report listing benefit elig. employees reaching 1 year of service; includes employee name, home address, and DOH; option should be available to interface report with e-mail system to alert employee of eligibility & send insurance cert. to eligible employees

HRRPT006


Sixty Day Post Hire Orientation Follow-up - system generated report of employees reaching 60 days of employment (survey follow-up); includes 60 days from hire date, dept., employee name, title, and DOH; system should offer option of sending survey link to employees via e-mail when report is generated

HRRPT007


Employee Birthday List - system generated report of employees by birth month; includes birthdate (month & day), employee name and home address; option should be available to prepare mailing envelopes directly from report writer


Revised 9/7/2006 of 172


Functional Category

Required/Optional




HR Reporting Turnover category report Required

HR Reporting Turnover % for Top Performers Required

HR Reporting Hearing impaired Employee Report Required

HR Reporting Quarterly Turnover by Division stats. Required


HR Reporting Employee Count by Department Required

HR Reporting Absenteeism Rate Statistical Report Required

HR Reporting EEO Demographic Statistical Report Required

HR Reporting Employee Education Report Required

HRRPT008


Docket & Ledger Shining Staff - system generated reports listing service anniversaries (name & dept.), retirements (name, dept., yrs of svc., and retirement date), promotions (name, from/to titles, dept.), and educational degrees earned (name, dept., degree)

HRRPT009


Position control reports - includes dept., PCN, job code, position title, position budget, FTE, incumbent name (or "vacant" if position not filled), DOH, employee class, pay grade, and employee salary (both hourly & annual for non exempt)

HRRPT010

Standard Quarterly Reports

Salary & education report for managers, supervisors, and executive staffHRRPT01

1Standard Quarterly Reports

HRRPT012


HRRPT013


HRRPT014


HRRPT015


Foreign Language Translation Skills Report

HRRPT016


HRRPT017

Standard Semi-Annual Reports

HRRPT018


HRRPT019



Revised 9/7/2006 of 172


Functional Category

Required/Optional

HR Reporting Max of Paygrade Report Required

HR Reporting Below Market Point Report Required

HR Reporting Exit Questionnaire Response Report Required

HR Reporting Job Classifications by PA Form Report Required

HR Reporting Length of Tenure/Reason for Leaving Required

HR Reporting Medical Accommodations Required

HR Reporting PA Ratings by Division Report Required


HR Reporting PA Rebuttal Log Required

HR Reporting Employee PA Ratings Under 2.0 Required

HR Reporting Employee PA Ratings 2.60 or Greater Required


HR Reporting Safety Sensitive Employee Report Required

HR Reporting Turnover by Division Required

HR Reporting Turnover by Division/Department Required



HRRPT020


HRRPT021


HRRPT022


HRRPT023


HRRPT024


HRRPT025


HRRPT026


HRRPT027


PA Worksheet - to perform hypothetical cost analysis for PA increases

HRRPT028


HRRPT029


HRRPT030


HRRPT031


Semi-Annual Summary of Compensation Activity

HRRPT032


HRRPT033


HRRPT034


HRRPT035


Employees by Supervisor Rpt (for transcript distribution)

HRRPT036

Standard Annual Reports

Administrative Assistant Compensation Report


Revised 9/7/2006 of 172


Functional Category

Required/Optional


HR Reporting Clerk Zone Movement Report Required

HR Reporting Deputy Clerk Employee Report Required

HR Reporting DROP Eligibility Projection Report Required


HR Reporting Employee Rehire Rpt Required

HR Reporting Service Award Recipient Rpt Required

HR Reporting Insurance Plan Census Rpts Required



HR Reporting Turnover by Division Required

HR Reporting Turnover by Division/Department Required



HR Reporting EEO-4 Report Required

HRRPT037


Average Rate of Pay by Division & FLSA Status

HRRPT038


HRRPT039


HRRPT040


HRRPT041


Employee Professional Certifications Rpt

HRRPT042


HRRPT043


HRRPT044


HRRPT045


Length of Tenure/Reason for Leaving Rpt

HRRPT046


New Hire Turnover Within 90 Days by Div.

HRRPT047


HRRPT048


HRRPT049


Personalized Statement of Combined PA Increases

HRRPT050


Reports for Compliance Training - Ethics, FMLA

HRRPT051

Standard Biennial Reports


Revised 9/7/2006 of 172


Functional Category

Required/Optional

HR Reporting Ad Hoc Reporting Required

HR Reporting Ad Hoc Reporting Temporary Employees Report RequiredHR Reporting Ad Hoc Reporting Salary at point in time report RequiredHR Reporting Ad Hoc Reporting RequiredHR Reporting Ad Hoc Reporting Terminations - specified time period RequiredHR Reporting Ad Hoc Reporting Organization charts Required

REW000 Rewards/Recognition - The Clerk's office tracks employee rewards and recognitions.

REW001 Info Management Tracking issuance of awards/pins Required

REW002 Info Management Tracking of participation in teams Required

RSK000 Risk Management Risk Management - The Clerk's office tracks ergonomic and work schedule accommodations.RSK001 Risk Management Required

RSK002 Risk Management Required

HR Security/Administration - The ERP application should accommodate appropriate security configuration levels.

Employee Access HR View Access Required

Employee Access Mgr/Supv View Access Required

HRRPT052

System report writer should have capability to produce reports with multiple criteria and be capable of cross-referencing a variety of data; management access based on set up by organization groups

HRRPT053HRRPT054HRRPT055

Classification effective date/point in timeHRRPT05

6HRRPT057 Rewards/

Recognition

Rewards/Recognition

Rewards/Recognition

Ergonomic Accommodations

Fields for tracking ergonomic accommodations such as providing ergonomic chair, adapted keyboard or mouse pad, or foot stool; include fields for accommodation date from/to, medical condition, and equipment type

Work Schedule Accommodations

Fields for tracking reduced work schedule including accommodation date from/to and reason for accommodation

HRSEC000

Security/Administration

HRSEC001


HRSEC002



Revised 9/7/2006 of 172


Functional Category

Required/Optional

Employee Access Employee View Access Required

Employee Access Role based security Required

HRSS000

HRSS001 Employee View Required

HRSS002 Employee Entry Online exit interview process Required

HRSS003 Employee Entry Required

HRSS004 Reports Required

HRSS005 Training Required



HRSS008 Employee Entry Optional

HRSEC003


HRSEC004


Self Service/Employee Kiosks

Self Service/Employee Kiosks - An ERP application should allow access via web and kiosks to view and update appropriate information.


Read-Write capability to address, phone numbers, W-4 status, emergency contacts, benefit selections; read capability to compensation information, service dates



Employees should be able to update knowledge, skills, and abilities online


Management staff should have a library of reports or ad hoc reporting capability to run on-demand reports


Provide FAQs and tutorials/training for employees using self-service


Employees should be able to update/change W4, direct deposit, emergency contact, address information online


Employees should be able to view online W2 and benefit statements


Employees should be able to nominate employees for various awards via online forms (ACE & Raving Fans)


Revised 9/7/2006 of 172


Functional Category

Required/Optional

TRN000 Training

TRN001 Training Employee Info Required

TRN002 Training Required



TRN005 Training Track EE Competencies Required

TRN006 Training Track degrees, certifications, etc. Required


TRN008 Training Tuition Program Required

TRN009 Training Clerk's Academy Monitor career paths RequiredTRN010 Training Clerk's Academy Support Succession planning RequiredTRN011 Training Clerk's Academy Track IDP (Individual Dev. Plans) RequiredTRN012 Training Track mandatory compliance courses Required

TRN013 Training Contracts Required

Training - The Clerk's Office offers professional growth opportunities for all employees through its Training and Development Department. Training and Development supports The Clerk's commitment to increase individual and organizational knowledge through planning, implementing and administering training in the following areas: Leadership and Management Development, General Development, Professional Development, Support Staff Development, Technical Skills Development, On-the-Job Training and Development.

Any personnel changes (e.g., new EE, changes in EE status, new student intern, EE promotion, EE termination, etc.) will update the LMS system on a nightly basis

Recognition-Svc. Awards

Produce report for EEs recognized for years of service

Onboarding Process

Automate onboarding checklist and processes where possible (e.g., email new employee electronic policies instead of manual step)

Recognition-Perf. Attend.

Produce report for EEs recognized for designated year(s) of attendance

Performance Appraisals

Employee Development

Wellness Trg./Awareness

Track wellness/awareness training (e.g., Pandemic Overview)

Track pre-post approvals, courses completed, degree achieved

Compliance Training

Track contracts and support ability to attach contracts (e.g., Achieve Global, WorkplaceAnswers, Knowledgepoint, HR Classroom, Pathlore, elementK)


Revised 9/7/2006 of 172


Functional Category

Required/Optional



TRN016 Training Team Membership Required



TRN019 Training Assessments Required

TRN020 Training Assessments Required


TRN022 Training Analyze student training gaps Required


TRN024 Training Assign resources to courses Required

For certain courses taken, if an EE leaves within 1 year, the EE has an obligation to pay the course cost back on a pro-rata basis. Automate this process to calculate the pro-rated amount due and send info to payroll to process.

After an EE completes a course, update EE profile with appropriate training credits.Manage teams and team memberships (e.g., CORPSS - Clerk's Orientation Representative to Promote Superior Service)

Training Needs Survey

Support analysis of employee development & curriculum needs

Employee Opinion Survey

Track EE opinion survey results, stats, action plans

Track results of Assessments taken (e.g., Predictive Index, Profile XT, etc.)

Track results of 60-day post hire assessment

Administrative/Management Functionality

Analyze effectiveness of corporate learning strategy through LMS reports



Assign curriculums or courses to individuals or groups



Revised 9/7/2006 of 172


Functional Category

Required/Optional

TRN025 Training Build course components Required



TRN028 Training Create course catalogs Required

TRN029 Training Create course templates and classes Required



TRN032 Training Link courses to skill Required






Configure to align with business rules via user-defined fields in database


Create and manage groups and curriculums




Create multiple security profiles based on static or dynamic groups


Define resource groups or pools for easier workflow



Localize user interface for multiple languages


Manage administration and reporting via web-accessible interface


Manage or assign resource items (projectors, instructors, etc.)


Revised 9/7/2006 of 172


Functional Category

Required/Optional

TRN036 Training Manage wait lists Required

TRN037 Training Schedule resources with classes Required

TRN038 Training Sequence content objects Required



TRN041 Training Blend courses and curriculums Required


TRN043 Training Track content object completion Required








Set up approvers (other than direct supervisor)


Use system for conflict checking (eligibility, instructor, resources, time, etc.) and notification



Manage reusable learning objectives (RLOs)



Construct and deconstruct Content Library using imported content objectives


Deliver blended learning (online, classroom, virtual classroom, offline resources)


Incorporate instructor-led & self-paced content objects (no differentiation) for true blended learning


Revised 9/7/2006 of 172


Functional Category

Required/Optional



TRN049 Training Analyze student skills gaps Required

TRN050 Training Manage competency models Required



TRN053 Training Reporting Required




TRN057 Training Reporting Contains Built-in Reporting Engine RequiredTRN058 Training Correspondence Required

TRN059 Training Correspondence Fully integrate email alerts/notifications RequiredTRN060 Training Correspondence Required


Utilize content objectives as pre-tests/course requirements


Analyze and report on skills and competencies




Provide competency-based decision support for strategic initiatives such as succession planning


Batch Enrollment based on Manager, Job, Organization, Domain, Group or Individual-Selection

Create custom reports using MS Reporting Services or Crystal Reports

Create regulatory compliance reports for OSHA (Occupational Safety and Health Administration), HIPAA, etc.

Perform training gap analysis via web-based Training Gap Analyzer reports

Perform skills gap analysis via web-based Gap Analyzer reports

Copy email correspondence to a secondary address, i.e. manager

Generate auto-correspondence, i.e. enrollment confirmation, completion certificates, etc.


Revised 9/7/2006 of 172


Functional Category

Required/Optional


TRN062 Training Define security at field level Required


TRN064 Training Utilize electronic signatures Required









Security and Access Control

Create flexible roles around organizational domains



Utilize Domains to manage all user and activity access


Enterprise Integration (portals, ERP, HR, etc.)

Integrate with other enterprise systems via batch imports/exports


Access client process directly via embedded urls


Integrate real-time embedded learning access and admin processes via Web Services

Standards Compliance & Interoperability

AICC (Aviation Industry Computer-Based Training Committee) Certified


SCORM (Sharable Content Object Reference Model) Certified


Interoperability with industry-leading packaged content providers (self-certified)


Certified interoperability with third-party skills dictionaries

Web Site Configuration

Configure which functions students are able to access/view


Revised 9/7/2006 of 172


Functional Category

Required/Optional




TRN076 Training Access easy-to-use, intuitive interface Required

TRN077 Training Access training bulletins/news Required


TRN079 Training Assign curriculum to self Required





TRN084 Training Perform training gap analysis Required


Create a look and feel that aligns with corporate standards



Learning Center/ Learner Mode (Student Access)

Access all enterprise learning via a single Web interface




Add self to database via Learning Center



Change password/personal data capability


Coordinate schedule easily with Outlook Calendar integration


Require students to complete course evaluation before giving them credit





Revised 9/7/2006 of 172


Functional Category

Required/Optional




TRN088 Training View course catalog Required


TRN090 Training Complete pre and post assessments Required

TRN091 Training Launch and track online Learning Required



TRN094 Training View blended course catalog Required

TRN095 Training Perform skills gap analysis Required


Proactively plan and manage career development


Review transcript, learning plan, training calendar


Self-register, cancel and wait-list via web-based interface



Collaborate with other students via chat rooms




Receive immediate feedback from online assessments


Stop and resume started self-paced course




Revised 9/7/2006 of 172


Functional Category

Required/Optional

TRN096 Training Perform skills proficiency analysis Required



TRN099 Training Self-Reported Training Required

TRN100 Training Multiple Views of Training Activities Required



TRN103 Training Assess or compare skills for students Required


TRN105 Training Finalize registrations and content Required



Perform skills profile/job analysis for career planning


View system-recommended training interventions to achieve desired proficiencies



Manager Center/ Manager Mode (Manager Access)

Manage learning for direct and indirect reports


View or modify transcripts, plans, or registrations for students



View Team Training Expectations from Manager Interface

Learning Center/ Learner Mode - Instructor Functionality


Revised 9/7/2006 of 172


Functional Category

Required/Optional

TRN106 Training Record completed training Required

TRN107 Training Collaboration Support Bulletins RequiredTRN108 Training Collaboration Support News area RequiredTRN109 Training Required



TRN112 Training Course/Class evaluations Required





TRN117 Training Utilize 360-degree assessments Required


TRN119 Training Multi-Point Evaluation Opportunities Required

TRN120 Training 100% Web Based Required

Learning Center/ Learner Mode - Instructor Functionality

Content Management & Delivery

Easily integrate courseware that complies with AICC or SCORM standards


Integrate any courseware/training material created with standard authoring tools, i.e. Authorware


Launch non-standards-compliant courseware

Evaluations/ Assessments


Enforce mastery of material before completion credit is awarded


Ensure testing integrity through server-based grading


Randomize presentation of test questions from question banks


Utilize powerful, built-in assessment engine to author evaluations and assessments



Create from Scratch Evaluation Questions


Advanced Functionality


Revised 9/7/2006 of 172


Functional Category

Required/Optional

TRN121 Training Integrated Skills Analysis Required


VOL000 Volunteer

VOL001 School Credit Required

VOL002 Required

VOL003 Event Volunteer Required

VOL004 On Going Required

VOL005 Seasonal Required

VOL006 One time Required

VOL007 Employee's Child Required

VOL008 Required

VOL009 How many "Hits" Track of promotional efforts Required

VOL010 How Referred Required

VOL011 Which Web Sites Required

VOL012 Required



System has an integrated Report Manager tool

Volunteer - The Clerk values the skills of our diverse community and has implemented a Volunteer Program. Volunteers are placed in many different departments and provide a valuable service to our organization and the public. Clerk volunteers work alongside employees, providing information and assistance to the public and performing duties such as filing, research and data entry. Qualified volunteers may also provide specialized assistance in the areas of finance, human resources, communications, and technology.

Volunteer - Recruitment

Record student participation for school requirement


Community Service

Record participation for school or court requirement


Track vols. Recruited for a special event (pre-, during, post-)


Track regular service vols. weekly participation


Track regular service vols. seasonal participation


Track one time event/project participation


Track Child of Employee volunteer participation


Telephone Contacts

Tracking unsolicited inquiries from telephone



Record how volunteer became aware of program


Record which websites post Clerk vol. opportunities


Who Has Brochures

Record who in community dispenses Clerk vol. brochures


Revised 9/7/2006 of 172


Functional Category

Required/Optional

VOL013 Track Efforts Track all recruitment methods Required

VOL014 Target markets Required

VOL015 Required

VOL016 Age Limitations Required

VOL017 Prospects Required

VOL018 Job Descriptions Required

VOL019 Ability for self service vol recruitment Required

VOL020 Skills Required Required

VOL021 Time Commitment Required

VOL022 Required

VOL023 Required

VOL024 Required

VOL025 Benefits Required

VOL026 Required

VOL027 By Whom Track orientation instructor's name Required

VOL028 Location Required

VOL029 Duration Required



Allow for sort capabilities to allow specific population solicitation


Variety of recruiters

Track of who recruited individual to Clerk's program


Allow for sort capabilities to allow specific population solicitation


Track history of all prospects not just applicants


Track volunteer position description with preferred requirements


Staff Needs Assessment


Ability to match skills with volunteer prospects


Track vol. jobs with different time commitment


Physical Requirements

Track vol. jobs that demand specific physical requirements


Locations for Service

Track variety of sites including home (virtual volunteers)


Outreach/Booth Mobility

Ability for technology/system (kiosks) to input data from field


Track list of privileges specific to volunteers

Volunteer - Orientation

Date of Orientation

Track date of volunteer participation in orientation



Track place where orientation was delivered


Track time commitment involved with orientation


Revised 9/7/2006 of 172


Functional Category

Required/Optional

VOL030 Credits Required

VOL031 Refresher Date Required

VOL032 Required

VOL033 Others present Required

VOL034 Online Required

VOL035 Survey Completed Required

VOL036 Privacy Issues Required

VOL037 Filing Space Required

VOL038 Required

VOL039 Availability Required

VOL040 Skills Required

VOL041 Prerequisites Required

VOL042 Required

VOL043 Location Specific Required

VOL044 Position Specific Required

VOL045 Parental Consent Required

VOL046 Electronic Version Required


Track school credit for participation hours


Track scheduled date for recommended refresher course


Method of Delivery

Track orientation instructor, CD-ROM, video, on-line


Ability for class roster to link each participant for cross reference


Track on-line delivery with verification of completion


Track record of evaluation or survey completed and collected

Volunteer - Application

Describe what safeguards are in place for electronic files


Describe storage capacity of electronic files


Where to Get Application

Ability to download application and enter online


Ability to report vols. availability to be compared with jobs


Ability to report vols. skills, interests, and languages to be compared with jobs


Track minimum requirements for consideration


Direct to Mgr. Dept.

Ability for workflow to submit vol application directly to mgr. or dept.


Ability for workflow to route based on vols. interested in spec locations


Ability for workflow to route based on vols. interested in spec positions


Link to youth volunteer for liability protection


Provide application in electronic format via email


Revised 9/7/2006 of 172


Functional Category

Required/Optional

VOL047 Track applicant Record of Receipt Required

VOL048 Required

VOL049 Percent Placed Track % of applicants actually placed Required

VOL050 Date of Training Required

VOL051 Dept. Specific Required

VOL052 Certifications Required

VOL053 Skills obtained Required

VOL054 Cross Trained Required

VOL055 Who Track who conducted the interview Required

VOL056 Method/How Required

VOL057 Questionnaire Required

VOL058 Responses Required

VOL059 Recommendation Required

VOL060 Required

VOL061 Date Track date of interview Required

VOL062 Time Track time of interview Required

VOL063 Potential Resource Track volunteer capabilities Required


Photo Image Release


Interactive/Self Service

Post application online for self service data entry


Volunteer - Training

Track date of volunteer participation in Training


Track departments that offer specialized training


Track volunteer's certifications existing or earned through Clerk


Track volunteer's skills existing or earned through Clerk


What other departments can utilize services

Volunteer - Interview


Track method of interview - Telephone? Panel? Off-site?


Ability for an interactive - self service questionnaire


Record how volunteer responded to interview questions


Track recommendation (What did the interview determine?)


Location of Interview

Track interview location - At vol. fair? At branch? Telephone?





Revised 9/7/2006 of 172


Functional Category

Required/Optional

VOL064 Required

VOL065 Per Hour Required

VOL066 Per Day Required

VOL067 Per Week Required

VOL068 Per Month Required

VOL069 Per Year Required

VOL070 Year to Date Required

VOL071 Compared to Goal Required

VOL072 By Dept. Required

VOL073 By Location Required

VOL074 Required

VOL075 Required

VOL076 By Whom Required

VOL077 Track references for future checks Required

VOL078 Required

VOL079 Contact Method Required

VOL080 Results Track feedback from references Required


Future Consideration

Track future consideration - Asset to organization? Now? Later?

Volunteer - Value Added Service

Track monetary value of service per hour


Report on monetary value of service per day


Report on monetary value of service per week


Report on monetary value of service per month


Report on monetary value of service per year


Report on monetary value of service YTD


Report on monetary value of service compared to annual goal


Report on monetary value of service by department


Report on monetary value of service by volunteer classification


By vol classification

Report on monetary value of service per vol classification


Placed vs. Requested

Report on % of staff requests filled with volunteers

Volunteer - Reference Check

Track person who checks the references of volunteers


Database of reference contacts


Who else by same reference

Ability to report vols. with common reference


Track methods of contacting references: phone, e-mail, letter



Revised 9/7/2006 of 172


Functional Category

Required/Optional

VOL081 Required

VOL082 Required

VOL083 Verified Ability to track a verified reference Required

VOL084 Disputed Ability to track a disputed reference Required

VOL085 Multiple Entries Capacity for multiple references Required

VOL086 Score Track results of volunteer evaluation Required

VOL087 Recommendation Track evaluation recommendation Required

VOL088 Feedback Track feedback results of evaluation Required

VOL089 Reassignment Track renewal of placement Required

VOL090 Reviewer Track who conducted evaluation Required

VOL091 Method Track method for evaluating volunteers Required

VOL092 360 Degree Input Ability to record 360 degree input of vol Required

VOL093 Last Review Track date of last review Required

VOL094 Next Review Track date of next review Required

VOL095 Goals Track goals to work on by next review Required

VOL096 Hours Earned Track time sheets for appraisal period Required

VOL097 Absences Track number of absences Required


Disqualifying factors

Track factors that eliminate a prospect from consideration


Remote Access Data Entry

Ability to record reference feedback from the field and/or on the road




Volunteer - Evaluation













Revised 9/7/2006 of 172


Functional Category

Required/Optional

VOL098 Required

VOL099 Required

VOL100 Required

VOL101 Required

VOL102 Cleared Required

VOL103 Failed Required

VOL104 Released Track if vol removed from consideration Required

VOL105 Placed Required

VOL106 Date of Screening Track date of volunteer was screened Required

VOL107 Required

VOL108 Screener Track who performed screening Required

VOL109 Cost Track costs Required

VOL110 Required

VOL111 Years of Service Track start date & prompt awards Required

VOL112 Awards Received Report on awards earned by volunteer Required

VOL113 Birthday Card Generate vol birthdate and card Required

VOL114 Vol Apprec. Week Required

Volunteer - Screening

Fingerprints Required

Track fingerprint requirement for vol position


Fingerprints Collected

Track completion of fingerprint collection completed within vol's record


Drug Test Required

Track drug test requirement for vol position


Drug Test Collected

Track completion of drug test completed within vol's record


Track if vol passed screening requirements


Track if vol failed screening requirements



Track if vol forwarded to department for placement



Location of Screening

Track place where volunteer was screened




Method of Collection

Track method of collection - County fingerprint service

Volunteer - Recognition




Track vol appreciation week participation


Revised 9/7/2006 of 172


Functional Category

Required/Optional

VOL115 Shirt Track shirt size and who has one Required

VOL116 Certificate Track if vol received certificate Required

VOL117 Pin Track if vol received Milestone award Required

VOL118 Dept. Award Track department recognition received Required

VOL119 Org. Award Track organization recognition received Required

VOL120 Natl. Award Track national recognition received Required

VOL121 Required

VOL122 Breakfast Required

VOL123 I.D. Track receipt of ID Required

VOL124 Placement Letter Required

VOL125 Required

VOL126 Level of Clearance Required

VOL127 Required

VOL128 Conditions Required

VOL129 Required

VOL130 Rejection Letter Required

VOL131 Approved By Track authorizing professional Required








Automated Thank You

Produce tickler file for generating Thank You notes for vols.


Track RSVP record of vol participation in annual event

Volunteer - Approval


Generate letter to volunteer to confirm volunteer participation


Notice to Departments

Generate letter to departments to confirm volunteer participation


Track clearance & restrictions on volunteer


Period of Approval Track length of time approval is good for


Track any specific conditions of approval placed on volunteer


Database of rejected

Ability to search database for rejected applicants


Generate letter to reject volunteer participation



Revised 9/7/2006 of 172


Functional Category

Required/Optional

VOL132 Date Approved Required

VOL133 Years of Service Track years served Required

VOL134 % Retained Required

VOL135 % Lost Required

VOL136 % New Required

VOL137 Required

IT000

IT001 General Features Required





Track date volunteer was cleared to participate

Volunteer - Retention


Report on the number of volunteers returning for another year


Report on the number of volunteers not returning for another year


Report on the new volunteers compared to existing pool


% Hired as Employees

Report on the number of volunteers hired into paid positions

Information Technology

Information Technology - Items relating to application security, compliance, and compatibility. As a general rule, the ERP application is expected to work with all currently-supported versions of all third party software.


Clerk typically deploys four environments in support of critical applications: Development, Quality Assurance (QA), Production, and Contingency (DR). Does your application licensing allow for these other non-production environments to be setup at no additional charge? Please describe.


Does your product provide the IT department with the necessary version control software and licenses to manage, merge, test, migrate, and integrate any version/release upgrades of application software?


Is your product client capable of being run entirely from within a web browser? Please describe


Ability to automatically failover every component of your application in a hot-standby mode. Please describe.


Revised 9/7/2006 of 172


Functional Category

Required/Optional




IT008 General Features

IT009 General Features - Graphical business process design Optional

IT010 General Features Optional







Ability to create ad-hoc reports/queries (requiring input of user parameters) with the same look and feel as reports delivered with the base product


Describe your software's ability to support archiving/purging of individual, project-specific data from all relevant system modules subject to Federal and State record management procedures.


Describe your software's ability to incorporate workflow functionality.


Does your software provide workflow development tools, including:



- Ability to modify existing workflow processes or define additional business processes from scratch.


- Ability to define role-based approval workflows with thresholds and alternate approvers.


- Ability to design user notifications/alerts using worklist hyperlinks that will take the user directly to the page/panel where the work is performed.


- Ability to design email notifications/ alerts.


Describe how your software tracks documents submitted for approval and review with a time/date stamp.


Describe how your software applies electronic approval and/or digital signatures for various documents.


Revised 9/7/2006 of 172


Functional Category

Required/Optional







IT022 Documentation Required





Describe the tools (i.e. programming language, compilers, etc.) delivered with your software that would enable IT to develop program customizations, add/modify executable code, and make changes to system control/transaction table structures.


Describe any sizing/scalability limitations in your ERP software.


Describe your company's software upgrade development cycle (i.e. current version and roadmap for new releases/upgrades).


Describe the product support options offered by your company, including processes/frequency for communicating and distributing software patches/fixes/enhancement bundles.


Describe how your software patches/fixes/enhancement bundles comply with Microsoft Security Compliances.


Describe how your ERP software provides the ability to easily (visually) differentiate the user interface appearance between separate environments.


Product is delivered with full system documentation.


Product is delivered with administrator's guide. Please provide a sample.Information

TechnologyProduct is delivered with user's guide. Please provide a sample.


Product is delivered with install guide. Please provide a sample.


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Functional Category

Required/Optional




IT029 Integration Required


IT031 Integration Optional





Prior to a new application version release, release notes are available. Please provide a sample and describe timing of availability and method of distribution.


Provide administrator guide. Please provide a sample.


Provide administrator guide. Please provide a sample.


Is your product compatible with all currently-supported versions of your application's third party software? If not, please describe.


Has your product been configured to work with Kronos 5.1 or later, which Clerk uses? Please describe.


Has your product been configured to work with reporting tool Crystal Reports XI or higher, which Clerk uses? Please describe.


Is your workflow compatible with Microsoft Outlook? If so, list the versions you support.


Which data warehouse product(s) is your application certified to work with? Please describe.


Clerk currently uses Veritas (Symantec) Data Backup technology and a SAN infrastructure that allows for point-in-time (snapshot) backups. Can these technologies be used to backup and/or replicate your application data? Please describe.


Revised 9/7/2006 of 172


Functional Category

Required/Optional




IT038 Operating System Required



IT041 Operating System Optional

IT042 Authentication Required



Does your product integrate with BMC Service Desk Express, which Clerk uses? Please describe.


Describe how your software integrates with word processing, email, forms management, spreadsheet, and presentation applications.


Describe how your software interfaces with current printing tools: shared IP printers, local printers (LPT1 or USB) & print to file as well as future emerging technologies.


Is your product client capable of being run on Windows XP SP2 or higher? Please describe


Does your product integrate with the Microsoft Server 2003 Release 2 operating system? Please describe.


Has your product been configured to work with VMWare and/or MS Virtual Server, both of which Clerk uses? Please describe


Will your application run under the IBM AIX 5.2 or higher server operating system? Please describe.


Has your product been implemented in other organizations that use Windows Active Directory Services (ADS)? Please describe.


Does your product integrate with the Microsoft Identity Integration Server (MIIS) for user ID management? Please describe.


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Functional Category

Required/Optional


IT045 Optional

IT046 Required

IT047 Storage Required

IT048 Required

IT049 Required

IT050 Required

IT051 Security Optional

IT052 Security Required



Does your product authenticate using the Microsoft Active Directory Application Mode (ADAM)? Please describe.


Database Environment

Has your product been configured to work with Oracle 9i or higher, which Clerk uses? Please describe.


Database Environment

Has your product been configured to work with Microsoft SQL 2005, which Clerk uses? Please describe.


Does your application support SAN data access via fiber channel or iSCSI? Please describe.


Systems Management

Has your product been configured to support the objectives of the Microsoft Operations Framework, which Clerk uses? Please describe.


Systems Management

Has your product been configured to work with the Microsoft Operations Manager (MOM) via direct interface or application plug-in, which Clerk uses? Please describe.


Systems Management

Has your product been configured to work with the Microsoft Systems Management Server (SMS), which Clerk uses? Please describe.


Can user authentication be passed through your product to any 3rd Party Plug-Ins or Add-Ons? Please describe


Ability to support access control via user id and password. Please describe.


Describe how your software inhibits the display of passwords whenever a user is prompted to enter a password.


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Functional Category

Required/Optional















Ability to record all transactions with user ID and time stamp. Please describe.Information

TechnologyAbility to provide a complete audit trail of all transactions. Please describe.


Ability to select transactions for auditing. Please describe.


Ability to custom flag fields to be audited. Please describe.


Ability to support field level security. Please describe.


Ability to restrict screen or function access based on user level or group. Please describe.


Ability to support password changes directly by users as opposed to being centrally performed by the security administrator. Please describe.


Ability to automatically provide new users with log-in and user level access privileges without the involvement of a security administrator. Please describe.


Supports auto logoff of inactive users. Please describe.


Supports user controllable auto logoffs intervals. Please describe.


Ability to limit the number of unsuccessful password attempts. Please describe.


Ability to support on-line screens that maintain security levels and screen access privileges. Please describe.


Supports the ability to modify an individual’s access privileges. Please describe.


Revised 9/7/2006 of 172


Functional Category

Required/Optional







PUR000 Procurement


Ability to provide a complete audit trail of all transactions entered including entry source both at terminal ID and user ID. Please describe.


Ability for the system to provide an error log and user defined capability for reporting from error log. Please describe.


Ability to force creation of a unique password each time the user is prompted to change the password. Please describe.


Ability to provide for flexible security hierarchy, not constrained by reporting and organizational structure. Please describe.


Describe how your software supports profile-based privileges such that database access privileges may be assigned to a named individual and collection of users having the same functional role, class, or organization.


Describe your software's ability to generate alarms or alerts for security violations and deliver them to appropriate personnel remotely via voice/text.

Procurement - Acquisition of goods or services at the best possible total cost of ownership, in the right quantity, at the right time, in the right place for the direct benefit or use of the Clerk's office generally via, but not limited to a contract.


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Functional Category

Required/Optional

PUR001 Procurement Vendor File Optional

PUR002 Procurement Vendor File Required

PUR003 Procurement Vendor File Required

Allow vendors to register themselves via an Internet application process - This process should allow the vendor to add or change NIGP commodity codes and to update address, telephone, fax, E-mail and web address information. This temporary vendor file will be kept to allow User Departments and Purchasing buyers the ability to find a vendor that will be able to supply a given product or service. We need to be able to infer information from this temporary file in order to generate an electronic request to create a permanent vendor file for use in a purchase order or contract. We also need to be able to use vendors in the temporary vendor file in quick bids. The link from the temporary vendor file to the permanent file should be maintained as a cross reference. Changes in the temporary file information made by the vendor via the Internet can then be submitted electronically for processing. Vendors will not be able to update the permanent vendor file directly without review and approval by only those responsible for the vendor file maintenance.

Allow User Departments to submit an electronic request to add a vendor to the vendor file for use in a decentralized purchase order.

Allow for the processing of new vendors by limited personnel in both the Finance and Purchasing Departments.


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Functional Category

Required/Optional

PUR004 Procurement Required



PUR007 Procurement Optional




Electronic Requisitions

Allow for a multi level approval process for requisitions based on total estimated dollar value.


Allow for pre-encumbering requisition for centralized purchases-generated by Purchasing Department.


Pre-encumbering for decentralized purchases-generated by User DepartmentElectronic

RequisitionsAllow for non-pre-encumbering requisitions to generate requests/estimates for multi-year contracts. The shell of this document to be generated based on existing contract for renewals-the User Department will complete document by indicating estimated usage by contact line item.


Allow for budget availability verification for pre-encumbering requisitions based on user-defined budget control levels and established authority for expenditure.


Allow entry of one or more budget sources (account numbers) on the pre-encumbering requisition


Allow orders to be entered with a quantity, unit of measure and unit cost or by dollar amount.


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Functional Category

Required/Optional






Allow for linking of at least 99 account numbers for each pre-encumbering requisition - account numbers can be linked line by line or the order total can be prorated based on a set percentage amount for each account line (total of 100%). Account number information must be stored and transferred by the system to the encumbrance document without intervention by a buyer. Allow for account number changes by the User Department or the Accounts Payable Section without intervention by buyer.


NIGP Commodity Code is used to track purchase history at class and subclass level - We prefer not to have a unique commodity code for every item purchased with the exception of inventory items. User Departments must be able to enter a unique description/specification for each item purchased and the manufacturer name and number if known.


Allow for entry of requisition by User Department or Inventory Management.


Ability to reference one or multiple shipping locations for entire order - also allow for one shipping code per line of order.


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Functional Category

Required/Optional







Automatic buyer assignment for pre-encumbering requisition should be based on the issuing User Department/Organization - Centralized (Purchasing Department) Buyers are assigned to handle orders for one or more User Departments or part of User Department depending on its size.


System should allow for decentralized buyers in a User Department.


Allow for the re-assignment of a requisition to another buyer line by line or in its entirety.


Allow for a printed requisition or buyer’s worksheet - unless the document and attached specifications can easily be viewed in its entirety online. Jumping from table to table to find all the components of a requisition online is unacceptable.


Allow for the aging of pre-encumbering requisitions based on timing requirements to process the order (timing requirements are calculated by the dollar total of the requisition).


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Functional Category

Required/Optional











Allow for buyer performance to be tracked from the process date of a requisition to the award date of the purchase order/contract (need to be able to strike blocks of time when we are waiting for the User Department to respond or provide information-this process must be fully automatic and linked to an electronic/e-mail request/response system).


Freeze requisition upon acceptance by system. Do not allow User Department to modify a requisition without the knowledge of the processing buyer.


Allow a buyer to unfreeze a requisition line by line or in its entirety.


Allow for Resource Manager approval of requisition


Ability to set requisition to central purchase order tolerance percentage by line amount rather than by total order.


Ability to roll requisitions into the next fiscal year on a case by case basis

Electronic Purchase Orders

Allow for multiple approvals based on dollar value of order.


Allow for change order processing and tracking.


Allow for vendor file information as of the order date to be stored with the order for reporting purposes, e.g., M/WBE or small business codes, etc.


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Functional Category

Required/Optional





PUR033 Procurement Clear all or line by line receiving. Required







PUR040 Procurement Contract change order tracking. Required


Allow for orders to be classified several ways by the buyer for reporting purposes, e.g., sole source and/or emergency orders, confirming, etc.


Allow for the addition of freight (FOB Shipping Point or Destination).


Allow for the actual percentage discount (50.75% or 33.333%) to be entered and applied at the line or order level when list price is entered as unit cost.


Allow for Resource Manager approval for orders referencing multi-year contractsElectronic Receipt

Of Goods

Electronic Receipt Of Goods

Allow for receiving by quantity or dollar amount.


MSDS (Material Safety Data Sheet) receiving.


Allow for entry of vendor performance information at document level or line by line


Allow for changes or corrections to be made to a receipt document through authorized personnel.

Multi-Year Contracts/Pricing Agreements

Distributed control of contracts based on the agency responsible for generating and monitoring the contract.


Multiple approval process to establish or change a contract.



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Functional Category

Required/Optional









Allow for the vendor file information as of a contract start date to be stored with the contract for reporting purposes, e.g., M/WBE or small business codes, etc.


Allow for contracts to be classified by the buyer as sole source, lease/rental agreements, etc. for reporting purposes.


NIGP Commodity Code is used to track contract purchase history at class (three digits) and subclass level (two digits)- We prefer not to have a unique commodity code for every item on a contract with the exception of inventory items. The controlling agency must be able to enter a unique description for each contract item and a manufacturer name and number. The item descriptions entered will be contract specific.


Ability to specify a manufacturer name and number for an item in a contract.


Ability to specify a catalog or manufacturer name for “discount from list” items - This type of contract will be used when the item quantity is too large to quote item by item as in nuts and bolts or office supplies.


Electronic ordering against contract pricing (fixed or a percentage discount from list price) to be entered by User Department.


Ability to track and total each renewal period - allow for a cumulative total for all renewal periods in the contract.


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Functional Category

Required/Optional

PUR048 Procurement Ability to handle multi-vendor contracts. Required










Ability to handle primary and secondary vendors.


Ability to set and track authorized amount limits by vendor.


Ability to set and track authorized amount limits by User Department (limits are to be based on and inferred from non-pre-encumbering requisition total from the User Department).


Ability to locate a contract by contract description, item description, NIGP commodity code, or vendor.


Ability to cross reference an old contract to a new contract, e.g., this contact replaces: XXXXXXXX or this contract is replaced by: XXXXXXXX.


Automatic notification for contract renewal process with the ability to set unique timing for notification.


Allow for the tracking of Revenue Generating Contracts by the agency with the authority to issue the contract. It would be helpful to have an anticipated revenue amount field/column and have the system report revenue collected to date for the contract.


Revised 9/7/2006 of 172


Functional Category

Required/Optional




PUR059 Procurement Electronic Bidding Optional






Ability to build and approve multi-year contracts/price agreements prior to the start date and have them automatically roll into the tables for use on that start date.


Ability to lock descriptions, manufacturer name and number, unit of measure and cost fields by commodity line for all or some lines within multi-year contracts/price agreements so they cannot be changed by the ordering department/agency.


Ability to view all agreements assigned to a vendor.

Generate bid from non-pre-encumbering and pre-encumbering electronic requisition, or from an existing purchase order or multi-year contract.Ability to generate simple or complex requests for quotation as well as formal bids and requests for proposals.

Ability to format bid items in lots or groups for a lot-by-lot award.

Numbered terms and conditions (boiler plate) with dated version control.

Ability to reference fixed terms and conditions in a bid base on current version and the ability to customize and store a term or condition as part of the bid.


Revised 9/7/2006 of 172


Functional Category

Required/Optional









PUR072 Procurement General Features Required


Generate an Internet bid/quote list with the associated fill-in-form and a place for attachments. The bid form will be completed by the bidding vendor.

Allow space for vendor to submit multiple bids for each item.

Allow space for vendor to mark a bid item - equal, alternate and allow the buyer to mark the item not-equal.

Allow for a vendor to bid a catalog or product line with a fixed discount percentage for all items.

Field to enter bid closing date and time and bid opening date and time.

Automatic bid tabulation that will generate a recommended award for all-or-none or by lot/group - must be able to override the award recommendation - a reason for an override must be entered and stored with the bid.

Ability to roll an award into a centralized or decentralized purchase order or a multi-year contract.

Ability to purge Bid Tracking Tables by Bid Creation Date

Provide for the automated pre-encumbrance of funds based on purchase requests and convert to encumbrances upon issue of purchase order(s).Ability to transfer information from one document to another in the transaction chain/workflow - from purchase request to purchase order to invoice payment.


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Functional Category

Required/Optional












PUR085 Procurement General Features Back order tracking. OptionalPUR086 Procurement General Features Volume discount tracking. RequiredPUR087 Procurement General Features Required

Provide for the automatic generation of the purchase order.

Provide for flexibility as to approvals required for various commodity code purchases, amount ranges, etc

Provide the ability to prioritize purchase requests. Example, by date, amount of order, lead time required for delivery

Provide for the transfer of information to multiple purchase orders from a single bid request.

Provision of cross referencing commodities and commodity classifications with vendor information.

Ability to track contract awards to MBE's (Minority Business Enterprises) and small businesses.

Provision for on-line aging reports of purchase request status by division and agent.

Provide a catalog of standard specifications and bid files.

Provide Purchase Order and contract cross-reference.

Transaction history by various combinations of vendor, commodity, purchase order, other.

On-line generation of purchase orders to be sent via e-mail or fax.

Automatic Encumbrance through purchase order and change order.


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Functional Category

Required/Optional










PUR097 Procurement General Features RequiredPUR098 Procurement General Features Purchase Orders by commodity inquiry RequiredPUR099 Procurement General Features Required


Encumbrance adjustment through revised purchase order.

User defined controls that limit the amount an account is over obligated if so permitted

Comparison reports that reflect budget, encumbrances, expenses, and available (unobligated) balance by account, at any level.

Ability to make the system generated P.O. number a secured field for only certain people to enter.

Ability to track status of each requisition and purchase order including sign-off dates. (Provide the requestor the ability to track their order through the system)Ability to inquire by vendor name, vendor number, commodity number or commodity description, Federal ID, DBA name.

Ability to inquire into all transactions by vendor name, type of contract, or any other data element.

Track property being accounted for by a lease purchase

Ability to generate a fixed asset transaction or record via the purchasing/payable transactions.

Online reports with drill down capability

Purchase Orders by department/division inquiry

Outstanding purchase orders by vendor inquiry


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Functional Category

Required/Optional




PUR104 Procurement General Features Optional



EXP000

EXP001 General Features Required



Emergency purchase orders by number inquiry

Ability to track approval of each purchase order and approval dates when applied to a document.

Ability to limit access to specific or general users on a field by field basis or entire table basis

Ability to notify registered vendors of upcoming Bids/RFPs by commodity code via postcard prior to implementation of electronic bidding.

Unlimited number of accounting lines on requisitions and purchase orders

Ability to attach scanned documents such as contracts, invoices, and packing lists. Types of documents include images, Word documents, and Excel documents.

Expenditures & Disbursements

Expenditures & Disbursements - The Accounts Payable, Cash Disbursements, and Encumbrance System should be closely integrated. It is expected that these functions will be appropriately integrated with the procurement, budgeting , fixed asset and general ledger functions. Vendor invoices will be entered on a daily basis to update an open item file. Checks are produced in standard voucher form with a remittance advice identifying the items being paid. Cash and other discounts are entered with the invoice and are recorded in the general ledger when taken. A memo account should be established to record discounts offered even though they were not taken.


Combine multiple invoices, regardless of fund, for the same vendor on one check and itemize the invoices on the remittance advice.


Itemize invoices on a system generated remittance advice. Provide for standard or specialized information on the check and remittance advice.


Automatically generate checks and appropriate control lists.


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Functional Category

Required/Optional

EXP004 General Features Process and control voided checks. Required














Prevent printing blank, negative, or zero amount checks.


Withhold individual vouchers from payment.


Total disbursements or expenditures by fund specified reporting unit (a single check may be chargeable to several funds).


Retain prior year's data for comparative reporting or inquiry.


Provide for editing of input data, rejection of on-line input, and error suspense of batch input.


Ability to separate or batch vendor payments.


Accumulate year-to-date disbursements information for 1099 reporting requirements.


Enter manually prepared checks into the system for inclusion in a separate check register and automatic distribution into the general ledger, and interface appropriate description.


Enter vendor invoices and identify and reject duplications at the time of entering the invoice.


Perform automated partial or complete liquidation of an encumbrance by payment against a vendor invoice.


Maintain an open item file of unpaid vendor or invoices or contracts, with user-defined sorting capability.


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Functional Category

Required/Optional













Provide for automatic restart procedures for the check printing process.Expenditures &

DisbursementsIndividually select items to be paid and items to be withheld from payment for a particular check run based on the availability of cash.


Make partial payments against a vendor invoice.


Report daily, weekly, or monthly future payment requirements schedules (cash requirements reporting).


Generate accounts payable checks on a user defined schedule (e.g. daily, weekly, monthly every other day, Mondays & Thursdays) or on demand.


Update the general ledger expense account at the time of entering the receiving document.


Easily handle "one-time" vendors, and then automatically drop them from the vendor file, based on predetermined policy.


Process credit and debit memos to adjust the amount due if items are returned, or if an invoice is incorrect.


Cross reference a purchase order and invoice for the same transaction when the identifying numbers may be different for each document.


Process disbursements without a pre requisite purchase order or contract.


Distribute an invoice amount to various accounts according to a percentage of the invoice amount.


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Functional Category

Required/Optional












Discounts will be taken if the check date is the same as, or prior to, the discount due date; however, an override condition should be provided so that the discount can be taken regardless of the discount due date.


Indicate in the vendor master file that the vendor is a critical vendor for scheduling payments.


Pay all invoices due on or before a specified due date (with override capabilities), to defer some payments, or pay some items with later due dates.


Allow the entry of comments on the remittance advice.


Ability to change previously entered data; describe appropriate audit control features.


Accumulate year-to-date purchases by vendor, bath fiscal and calendar year both fiscal and calendar year basis.


Make partial payments for open invoices.


Provide for automatic distribution of the discounts actually taken during check writing to the general ledger.


Check numbers assigned by the system should agree to the preprinted numbers. Restart capability must be provided. Allow for up to nine digits for check number.


Accommodate multiple invoices per check.


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Functional Category

Required/Optional











Store standard vendor information required during the check generation process.


Support the use of multiple bank accounts, including future payment requirements (for cash management and forecasting information).


Track individual invoices over a user specified limit.


Support both on-line and batch interface for data entry, editing, and inquiry.Expenditures &

DisbursementsProvide on-line inquiry to obtain current accounts payable status. Should also provide where applicable drill down capability to see associated details.


For recurring expenditures generate online turnaround documents that would only require review and approval by management before processing.


Generate a monthly recap of accounts payable activity by vendor or line item, showing beginning balance, additions, deletions, and ending balances. Provide drill down capability for each summary line.


Update open purchase order/encumbrance/ commitment and outstanding check files, and produce audit trails for check creation and printing.


Communicate disbursement information and cash requirements (based on payment scheduling) to the cash management system.


Revised 9/7/2006 of 172


Functional Category

Required/Optional







EXP052 General Features Process prepaid expenses. Required







Maintain, update, and retrieve transactions by vendor, employee, or other identification.


Enter transactions at the lowest level of cost center, organization, and or expenditure detail.


Generate digital copies or microfiche of hard copy transaction Reports for audit trail purposes. Also provide the capability to create indexed CDs with transaction reports.


Maintain and release recurring payments with user defined amounts and payment dates.


Ability to process employee travel expense claims, miscellaneous check disbursements and adjustments.


Age accounts payable in accordance with vendor terms.



Automatically create entries to vendor master file.


Provide automatic check writing (three way match).


Provide automated bank reconciliation with appropriate accounting entries.


Allow online retrieval of payment information by vendor, commodity or account. Provide drill down capability where summary information is provided.


Produce checks in various user defined sequences, (e.g., vendor, zip code, etc.)


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Functional Category

Required/Optional

EXP058 General Features












Accommodate the following minimum vendor information:


Provide the ability for an on-line receiving report with subsequent electronic approval to pay.


Provision for security on approvals, receipts acknowledgements, dollar levelsExpenditures &

DisbursementsAbility to pay vendor electronically (ACH, wire transfer, etc.)


Ability to allow for a % or fixed dollar amount for retainage.


Ability to handle fiscal year end purchase order, price agreement, service agreement roll-overs, re-encumbrances, and the specification of selected items or group of items to be rolled.


Ability to flag a contractor prior to the expiration of a contract and/or insurance.Expenditures &

DisbursementsAbility to view images of scanned contracts from a query screen containing contractor information.


Ability to handle vendor name address changes on outstanding purchase orders, without losing history.


Track details required for each purchase order transaction: original order amount, amount of change, new balance, references related to encumbrances and payments


Ability to establish budget control at various levels (for example department level for some, object level for others) with appropriate override capability through security.


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Functional Category

Required/Optional





EXP073 General Features Optional




EXP077 General Features Optional


EXP079 Track vendor number Required

EXP080 Required

EXP081 Required

EXP082 Ability to store foreign addresses Required


Provision for additional user defined or expanded purchase order fields/sizes.


The payment of multiple purchase orders from one invoice.


System check for and prevention of duplicate payments.


Provision for multiple and varied length remittance descriptions.


Automatic update to the fixed asset system based on receipt and/or payment of applicable purchase order/invoices.


Ability to handle both pooled and non-pooled cash and investment management.Expenditures &

DisbursementsAbility to query online to find out the cash demand (cash required to pay bills scheduled for payment).


Ability to view payments to vendor by user selected date parameters (calendar or fiscal year).


Ability to bill and pay inter or intra departmental transactions.


Provide check register report (check printed/issued).


Vendor Information


Vendor Information

Track vendor name, address, telephone number, fax number, e-mail address


Vendor Information

Track separate correspondence, order, and payee addresses with different authority/security levels attached to each address field.


Vendor Information


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Functional Category

Required/Optional

EXP083 Required

EXP084 Required

EXP085 Required

EXP086 Ability to store Minority Code Required

EXP087 Ability to store Commodity Code Required

ACTG000

ACTG001 General Features Required








Vendor Information

Ability to store tax identification number


Vendor Information

Ability to store tax codes (1099able, tax exempt etc)


Vendor Information

Ability to store type of vendor (Corporation, partnership)


Vendor Information


Vendor Information

General Accounting General Accounting - Professional accounting requiring the analysis and interpretation of records in general areas of accounting, such as accounts payable, accounts receivable, inventory, reconciliations, payroll and procurement.

General Accounting System is Governmental-GAAP compliant.

General Accounting Produce expenditure and revenue statements compared to the prior year on a current period and year-to-date basis.

General Accounting Compute variances and percentages as required.

General Accounting Print statements in a consolidated or combined format with each department or budget unit in a separate column and a combined total.

General Accounting Automatically reverse selected journal entries on a period basis. These entries will have unique identifiers.

General Accounting Provide user ID of person creating a document (i.e., journal entry, etc.)

General Accounting Does not allow posting of unbalanced entries to the general ledger.


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Functional Category

Required/Optional











General Accounting Does not allow duplicate transaction number to be posted but use unique reference number with description for journal entries. System should accept manually created voucher numbers but can also automatically generate these numbers.

General Accounting Process general ledger transactions for a flexible number of periods.

General Accounting Input Journal entries as a correction or adjustment to prior accounting periods.

General Accounting Produce financial statements compared to budget.

General Accounting Maintain detail transactions for at least five years.

General Accounting Enter inter-fund and intra-fund transfers and transactions such that transfer accounts will be posted automatically.

General Accounting Maintain monthly budget amounts and report budget variances on a current, annual and year-to-date basis.

General Accounting Maintain historical financial information for seven prior years on the general ledger master file, including budget.

General Accounting Accommodate at least fourteen accounting periods within a fiscal year and accomplish complete year-end close processing including clearing of revenue and expense accounts.

General Accounting Print selected amounts on all general ledger accounts on either a balance forward or Year-to-date basis.


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Functional Category

Required/Optional












General Accounting Provide detailed audit trail online and in reports, showing all period postings to every account.

General Accounting Edit transactions without posting to a general ledger account.

General Accounting Allocate costs to various accounts using the following methods: Percentages based on statistical and/or financial amounts, Distribute less than 100% of account balance, user defined formula

General Accounting Print various allocation schedules prior to the financial closing for the period.

General Accounting Automatically prepare a journal entry from each allocation schedule.

General Accounting Maintain independent hierarchies in the account structure to support different roll-ups (e.g. project accounting, grant reporting, departmental reporting, and contracts).

General Accounting Provide user defined transaction edit criteria (e.g. invalid accounts for specified departments, invalid journal voucher number for a specified account).

General Accounting Post entries to a new period before prior periods are closed.

General Accounting Provide a means to easily modify reporting structures without requiring programming changes.

General Accounting Record transactions and costs at lowest responsibility level and accumulate to higher reporting levels.

General Accounting Provide internal balancing of all funds and automatic general ledger/subsidiary ledger reconciliation.


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Functional Category

Required/Optional











General Accounting Record non-financial data without affecting financial accounts (including but not limited to performance measures and narrative information of various types).

General Accounting Provide for standard and recurring journal entries.

General Accounting Maintain multiple budget amounts (original, approved, current modified).

General Accounting Automatically distribute the annual budget by month or quarter based on user-specified percent.

General Accounting Support flexibly-defined project accounting and provide features such as projects variance, year-to-date and inception-to-date information and budget information by project.

General Accounting Report of grant funding for a particular project.

General Accounting Report budget variances by dollar and percentage.

General Accounting Interactively adjust monthly budget amounts during the accounting year and have the system adjust YTD and annual budget amounts. Original budget amounts should be distinguished from modified budget amounts.

General Accounting Provide accounting personnel with the capability to prepare special reports (summaries, analysis, worksheets) using an existing adhoc reporting tool or extracting data to a spreadsheet such as Excel or Crystal.

General Accounting Provide for periodic or user specified allotment of an appropriated fund.


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Functional Category

Required/Optional











General Accounting Close separate ledgers (including sub-ledgers) at different times. Example, be able to close entries to the project ledger without affecting the grant ledger or general ledger.

General Accounting Report project status for current month, YTD and Inception to date with the ability to drill down to see details of expenditures and revenues.

General Accounting Report revenues end expenditures by prog ram on the same report.

General Accounting Provide for a user-defined organization structure.

General Accounting Provide for a variable number of detailed cost centers within any organizational element.

General Accounting Report revenues and expenditures on the same report by lowest -level responsibility areas.

General Accounting Summarize individual line-item accounts into meaningful groups of accounts for use in financial reporting.

General Accounting Provide chart of accounts master listings by user defined sort and summary.General Accounting Ability to restructure account groupings and structure online or batch without having to make changes to computer programs.

General Accounting Provide accrual, modified accrual and cash basis accounting.


Revised 9/7/2006 of 172


Functional Category

Required/Optional








ACTG056 General Features Optional

General Accounting On-line inquiry to account balances, available funds, with drill down capability to underlying detail posted transactions at user defined levels of detail.

General Accounting Ability to report transactions across funds.

General Accounting Ability to report financial results by other than organizational units (e.g., functions, activity, program).

General Accounting Provide ability to down-load and up-load non-financial and financial data to/from PC based programs such as spreadsheets and database programs and in ASCII format.

General Accounting Provide subsidiary ledgers for at least the following: Cash Receipts, Cash Disbursements, General Journal Entries, Fixed Asset Transactions, Investment Transactions, Projects, and Grants.

General Accounting Ability for project cost reporting across fiscal periods.

General Accounting If not part of the core system provide general ledger integration to other financially related systems, including but not limited to Grants, Projects, Budget, A/P, A/R, Payroll, Purchasing, Investments, Work Order and Fixed Assets. If integration is not available or possible then there should be some interface with appropriate controls in place to keep the modules in sync.

General Accounting Ability to support multiple enterprise operations.


Revised 9/7/2006 of 172


Functional Category

Required/Optional








ACTG064

ACTG065 - Fund/Subfund/Activity/Subactivity Required

ACTG066 - Dept/Division/Section/Subsection Required

ACTG067 Required

ACTG068 - County defined Budgetary Programs Required

ACTG069 - Project/Contracts Required

ACTG070 - Orgn/Object/Subobject Required

General Accounting Validity and edit checks on all transactions including threshold values. Be able to assign ability to perform transactions and threshold values by user or group/class of users.

General Accounting On-line "help" aids. Include the ability to do full text search on help by word, phrase or subject.

General Accounting Provide for the acceptance of future dated entries to be posted when those future periods are opened.

General Accounting Provide multiple fiscal year ending dates within one system.

General Accounting Provide for multiple pre-closings prior to the final closing or the capability to report as if the closing had been run.

General Accounting Provide an inactive option for all accounts, funds etc

General Accounting Ability to enter/view more than one line at a time for journal vouchers.

General Accounting Account Code/Account Key

Ability to process the following account keys:




- Program/Function (State Chart Of Accounts)





Revised 9/7/2006 of 172


Functional Category

Required/Optional

ACTG071

ACTG072 - Handle multiple levels of hierarchy Required

ACTG073 - Accept alphanumeric codes Required

ACTG074 Required

ACTG075 - Handle sub-balance sheet accounts. Required

ACTG076 Required

ACTG077 - Handle sub-revenue accounts Required

ACTG078 - Handle Sub-object accounts Required

ACTG079 Input Facilities Required





Ability of the system delivered account code structure to:




- Use an abbreviated code that will generate an expanded code from a minimum number of digits.



- Have accounts valid in one fiscal year but invalid in another.



General Accounting Ability to support data entry in both an online and batch mode. The edits should be the same regardless of the mode of input to the system.

General Accounting Ability to separate input and edit functions from posting functions (e.g., be able to enter a Journal Voucher transaction and run an edit against it without posting to the general ledger).

General Accounting Ability to easily accommodate inter and intra-department transactions automatically.

General Accounting Apply restrictions when updating past accounting periods


Revised 9/7/2006 of 172


Functional Category

Required/Optional












General Accounting Provide open/close "flag" when making prior period adjustments in opening and closing periods and reopening for specific adjustments.

General Accounting Ability for the system to automatically adjust all appropriate fields when prior-period adjustments are entered and to provide an audit trail.

General Accounting When a prior period is updated the system should automatically update associated balances of following periods.

General Accounting Ability of system to handle input for multiple accounting periods.

General Accounting Ability to control postings to future periods as a system control option.

General Accounting Ability of system to handle prior years input with appropriate controls.

General Accounting Ability to update the master file on any frequency desired in either batch or online mode.

General Accounting Ability to revise or reverse invalid or erroneous journal entries on-line. This includes any one sided entries that may have been entered in the system..

General Accounting Option to reverse and re-enter a single transaction.

General Accounting Ability to post recurring Journal entries automatically to the general ledger. Including ability to specify frequency and start/stop dates for processing..

General Accounting Ability to automatically reverse selected Journal entries.


Revised 9/7/2006 of 172


Functional Category

Required/Optional



ACTG096 Input Facilities Ability to copy documents RequiredACTG097 Input Facilities Ability of the edit function to:ACTG098 Input Facilities Required




ACTG102 System Assurance Ability for edit program to provide:ACTG103 System Assurance - Asset/liability control totals Required

General Accounting Ability to mix actual, budget, financial, statistical, standard, accrual, prior-period, current period and future period transactions in a single batch.

General Accounting Ability to accommodate a transaction description with each transaction. Size of this data element needs to be at least 40 characters.

General Accounting General Accounting General Accounting - Perform a full validation of the account

number (i.e. not only must it exist but it must be a valid account for the accounting period being posted and the type of transaction being entered).

General Accounting - Completely validate the transaction regardless of the number of errors encountered.

General Accounting Ability of the system to fully validate the transaction file and display/print (in batch mode) control totals prior to updating the master file.

General Accounting Ability to balance each transaction (and batch) entering the General Ledger application to zero before the transaction (batch) can be closed. Transactions (batches) containing edit errors or out of balance conditions cannot be closed or posted. Transaction or bath may be placed in a suspended or pending status for completion later.

General Accounting General Accounting


Revised 9/7/2006 of 172


Functional Category

Required/Optional

ACTG104 System Assurance Required





ACTG109 Input Facilities


ACTG111 Input Facilities RequiredACTG112 Input Facilities - Chart of Accounts RequiredACTG113 Input Facilities Required



General Accounting - Separate control for actual and budget, prior period, current period and future period control totals for the total number and amount of debits and credits.

General Accounting - Provision for separate control totals for balancing ledgers.

General Accounting Ability to provide full control totals at the end of each batch update run.

General Accounting Existence of other controls to ensure input data integrity.

General Accounting Ability to customize input data formats without the need to modify programs (i.e. the use of a data element table).

General Accounting Ability to provide mass maintenance in batch or online mode to:

General Accounting - Fund, organization, program, function, etc.

General Accounting - Fund, organization, program, hierarchyGeneral Accounting

General Accounting Ability to monitor existing budgets online. Notify responsible user when budget is consumed at user defined threshold.

General Accounting Ability to enter a customized transaction from a pre-defined template

General Accounting Ability to enter a partial Journal entry and have the system generate a previously user-defined off-set to complete the transaction. (Similar to a memorized transaction based on previous entries).


Revised 9/7/2006 of 172


Functional Category

Required/Optional



ACTG118 Error Handling Method of edit rejection:ACTG119 Error Handling Required

ACTG120 Error Handling RequiredACTG121 Error Handling Required

ACTG122 Error Handling Required

ACTG123 Error Handling

ACTG124 Error Handling Required

ACTG125 Error Handling - Clearly understood error messages. RequiredACTG126 Error Handling Required

ACTG127 Ability to handle :

ACTG128 Required

ACTG129 - Subsidiary Ledgers Required

ACTG130 - Project Accounting Required

General Accounting Ability to enter a Journal entry and have system allocate or calculate dis tribution amounts based previously user-defined algorithm.

General Accounting Ability to accommodate reference codes (in addition to description) with each Journal entry.

General Accounting General Accounting - Online interactive entries at time of

entry.

General Accounting - Complete batches when in a batch mode.General Accounting - List all errors and jump to errors when in online mode.

General Accounting Ability to correct transaction errors without rejecting the entire journal voucher.

General Accounting Ability of the edit function to reject transactions with:

General Accounting - Detect incompatible account numbers and transactions (e.g., trying to post a revenue transaction to an expenditure account number).

General Accounting General Accounting - Pointers to the original transaction

and online help on what solutions to the problem might be.

General Accounting Accounting Features


- Multiple Entities and Chart of Accounts




Revised 9/7/2006 of 172


Functional Category

Required/Optional

ACTG131 - Grant Accounting Required

ACTG132 - Fund Accounting Required

ACTG133 - Encumbrance Accounting Required

ACTG134 Required

ACTG135 Required

ACTG136 Required

ACTG137 Required

ACTG138 Required

ACTG139 Required

ACTG140 Required

ACTG141 Required

ACTG142 Required





- User defined budgetary control that is integrated in the system.


Ability to accommodate multiple periods open simultaneously.


Ability to automatically generate with frequency start/stop dates, standard recurring transactions based on user defined frequencies without requiring any input instructions.


Ability to handle 14 or more accounting periods within a fiscal year.


Ability to maintain both fiscal and calendar year information.


Ability to accommodate differing financial year-end dates for different organizational units.


Ability to provide for user-specified number of days to close the books after the end of an accounting period.


Ability to provide for complete year-end and annual close processing including clearing of revenue and expense accounts and the toll forward of real account balances.


Ability to automatically roll actual and budget figures forward (for example, contract balances, encumbrances, and associated budget).


Revised 9/7/2006 of 172


Functional Category

Required/Optional

ACTG143 Required

ACTG144 Required

ACTG145 Required

ACTG146 Required

ACTG147 Required

ACTG148 Required

ACTG149 Required

ACTG150 Required

ACTG151 Standard reports including:


Ability to process year-end adjustments as a separate period (i.e. period 13 or period 14) and allow for this period to remain open indefinitely.


Ability to mark an accounting period as closed to prevent normal processing from posting to that period prior to the official closing.


Ability to accommodate the accrual, cash and hybrid concepts of accounting.


Ability to handle and create Budgeted and actual Revenue and Expense Statements and Balance Sheets, per user defined organization structure.


Ability to print reports for any fiscal period, open or closed.


Provision of online cross reference information related to a transaction (i.e. the ability to see all other transactions associated with a particular transaction.).


Provision of a cross reference report for hierarchy control (dictionary of codes and tables).


Ability to produce standard governmental accounting Financial reports at various levels of detail (e.g., Trial Balance printed on request and at period end in account sequence. This report should --show beginning balance, debits/ credits posted during the period and the ending balance for each account).

General Accounting Reporting and Inquiry


Revised 9/7/2006 of 172


Functional Category

Required/Optional

ACTG152 Required

ACTG153 - Sources and Applications of Funds. Required

ACTG154 - Cash Receipts & Disbursements Required

ACTG155 Required

ACTG156 Required

ACTG157 Required

ACTG158 Required

ACTG159 Required

ACTG160 Required

ACTG161 Required

ACTG162 Required


- Revenue and Expense and Balance Sheet for any level of the organization, including comparative reports between current and prior year's actual and between current year's actual and budget




- Consolidated financial and statistical reports.


- Project/Program reports on an inception to date basis as well as fiscal year to date.General Accounting Reporting and

Inquiry- Validation and control reports highlighting errors and out of balance conditions and other abnormal account balances.


- Account structure master file listing showing account number and account description for all valid accounts for selected accounting periods.


- Trial Balance ( summary balances or detail postings) for various levels (fund, subfund, etc.) by accounting period parameters


- Combining Fund Financial Statements as required by governmental GAAP.


- Entity Wide Financial Statements as required by governmental GAAP.


- Transaction detail by day or by user over a specified period of time.


Revised 9/7/2006 of 172


Functional Category

Required/Optional

ACTG163 Required

ACTG164

ACTG165 Required

ACTG166 Required

ACTG167 Availability of:

ACTG168 Required

ACTG169 Required

ACTG170 Required

ACTG171 Required

ACTG172 Required

ACTG173 - Exception reports. Required

ACTG174 Required

ACTG175 Required

ACTG176 Required


- Online inquiry of document history with related document cross reference ( e.g. requisition, purchase order, receiving document, payment voucher and check)


Ability to provide customized on-demand reports. For example:


- Responsibility reports on a detailed summary basis by cost center.


- Statistical reports incorporating non-financial as well as financial data (performance measurements, included).



- Matrix type analysis of identifi able parts of the organization.


- Comparative revenue/expense analysis with budgets and year to date.


- Comparative revenue analysis with previous months, six month average, last year, original budget, and next month forecast.


- Percentage trend analysis up too current month and for last 12 months.


- Quarterly comparisons with previous quarters and budgets.



- Capability to perform calculations including intercolumn and interrow.


- Responsibility reports of a pyramid reporting technique to cover levels in the organization structure.


- Ability to perform drill down for further details behind online summary reports.


Revised 9/7/2006 of 172


Functional Category

Required/Optional

ACTG177 Required

ACTG178 Required

ACTG179 Required

ACTG180 Required

ACTG181 Required

ACTG182 Required

ACTG183 Required

ACTG184 Required

ACTG185 Required


- Availability of general ledger data in a database on a daily basis for adhoc reporting via a reporting tool such as Crystal.


Ability to accept report parameters during execution or at the time of online queries.


Ability to identify report recipients or initiator on the report.


Ability to sort reports into distribution sequence.


Ability to incorporate distribution address into the report and/or send report to recipient via e-mail in adobe and similar formats that can be printed on a laser or inkjet printer.


Ability to provide cross-referencing on all catalogued report definitions in the system (i.e. canned reports).


Ability to allow user specified tolerances and highlight variances exceeding those tolerances in reports sent to the initiator or specified recipients. Example sent report if expenditures are over 80% of budget for the personal services appropriation unit.


Ability to compress multiple accounts to a single print line with drill down capability on responsibility reports.


Ability to run reports at any time during the period, reflecting the effect of all transactions processed to-date (i.e. availability of most current data for reporting).


Revised 9/7/2006 of 172


Functional Category

Required/Optional

ACTG186 Required

ACTG187 Required

ACTG188 Required

ACTG189 Required

ACTG190 Required

ACTG191 Required

ACTG192 Required

ACTG193 Required

ACTG194 Required

ACTG195 Required


Ability to round figures on queries on reports at the option of the user.


Ability to print supporting schedules showing the detail of all accounts included on each line of a consolidated report.


Ability to print supporting schedules displaying all the report/line numbers in which a given account appears.


Ability to print a supporting schedule displaying all the accounts which have not been assigned to a report/line number.


Ability to set up a prototype set of reports and have the systems automati cally produce those reports for all like entities, varying only the entity iden tification and the data appropriate to each entity.


Ability to specify the sequence in which reports are to be printed as well as the number of copies desired of each for distribution purposes.


Ability of the general ledger to provide reporting according to user-defined structure and reporting entity at any level of detail.


Ability of the system to produce control totals at the end of the trial balance report.


Ability to provide maintenance activity reports. Ability to accommodate user customization of the hierarchy reporting.


Ability to provide an unlimited number of report formats.


Revised 9/7/2006 of 172


Functional Category

Required/Optional

ACTG196 Optional

ACTG197 Required

ACTG198 Required

ACTG199 Required

ACTG200 Required

ACTG201 Required

ACTG202 Required

ACTG203 Optional

ACTG204 Required

ACTG205 Required


Ability to limit user-defined reporting (for example, control the number of pages printed remotely).


Ability to define, execute, and view reports on-line prior to printing.


Ability to store calculated values and use in subsequent calculations.


Ability to use cataloged (canned) report definitions as the basis for a new/ user created reports.


Ability for users to create their own simple queries/reports and store them for later use.


Ability to produce summary reports which display the summary of any conceivable combination of responsibility centers to any number of levels.


Ability to group accounts in any manner desired for presentation on reports or export to a spread sheet or ASCII file regardless of their physical location on the master file.


Ability to reference files from outside the system provided that there are common elements to join the data to create reports and produce results from online queries.


Ability to create output in the form of graphs and tables.


Ability to perform a keyword search throughout the system. For large hits there should also be provided the capability to perform an advanced search throughout the system.


Revised 9/7/2006 of 172


Functional Category

Required/Optional

ACTG206 Required

ACTG207 Optional

ACTG208 Required

ACTG209 Required

ACTG210 Required

BDGT000

BDGT001 General Features Required

BDGT002 General Features Prepare budget worksheets Required

BDGT003 General Features Duplicate prior year's budgets Required


BDGT005 General Features Optional


Ability to report or review the effect of transactions before they are posted. This would apply to transactions entered online or placed in a holding file from a batch interface.


Ability to produce a Comprehensive Annual Financial and other similar type reports from the system without having to extract the data from reports and re-keying into spreadsheets and word processors.


Ability to produce reports in a file format that can be imported into an Excel based (or other spreadsheet) template


Ability to show sub totals at the sub-org level by accounting type


Ability to view online General Ledger with appropriate accounting detail.

Budget Development & Mgmt

Budget Development & Mgmt - The Budget Preparation System supports preparation of the next fiscal year's budget. It accepts personnel information and historical data and allows users to vary certain key cost assumptions. It produces, budget schedules and reports and provides users with the ability to alter amounts and assess the fiscal impact of various budget alternatives (i.e. "what if' capability). The budget preparation system is interactive with the general ledger system.


Allow for the allocation of positions/benefits/FTEs across multiple cost centers

Budget Development & MgmtBudget Development & MgmtBudget Development & Mgmt

Allow for percentage increase or decrease from prior year's budgets


Allow for percentage increase or decrease from the current year accruals.


Revised 9/7/2006 of 172


Functional Category

Required/Optional






BDGT011 General Features Allow on-line entry of:

BDGT012 General Features - Changes to filled positions Required

BDGT013 General Features - Salary or benefit changes Required

BDGT014 General Features - Changes to historical data Required

BDGT015 General Features - Changes to certain cost factors Required

BDGT016 General Features - Agency share of staff benefits Required

BDGT017 General Features - Staff benefit amounts or rates Required

BDGT018 General Features - Rate of inflation Optional

BDGT019 General Features - Projected amounts Required



Generate revised budgets by increasing or decreasing original budget figures by a given percent or amount.


Allow for percentage increase or decrease from the prior year actuals.


Automatically roll-up low order budget numbers into summaries when they ere altered.


Accept data from the Personnel System on actual salaries and benefits and vacant or filled positions.


Accept historical expenditure and revenue data from the General Ledger/ Financial Reporting System.

Budget Development & MgmtBudget Development & MgmtBudget Development & MgmtBudget Development & MgmtBudget Development & MgmtBudget Development & MgmtBudget Development & MgmtBudget Development & MgmtBudget Development & MgmtBudget Development & Mgmt

Produce budget schedules and reports on demand.


Revised 9/7/2006 of 172


Functional Category

Required/Optional






BDGT026 General Features

BDGT027 General Features - Fund/Subfund/Activity/Subactivity Required

BDGT028 General Features - Dept/Division/Section/Subsection Required


BDGT030 General Features - County-Defined Budgetary Programs Required

BDGT031 General Features - Project/Contracts Required

BDGT032 General Features Compare budget vs. actual for:





Project personal services costs based on positions, salaries, benefits and % allocation between cost centers.


Project operating expenses and revenues based on historical data.


Provide multiple projections based on changed assumptions, factors or amounts.Budget

Development & Mgmt

Provide the ability to interface with forecasting, regression, or statistical analysis packages.


Provide on-line terminal inquiry capability of account balance and budgetary status.


Provide budgets by fiscal year, contract item, and category for:


- Program/Function (State Chart of Accounts)

Budget Development & MgmtBudget Development & MgmtBudget Development & MgmtBudget Development & MgmtBudget Development & MgmtBudget Development & Mgmt



Revised 9/7/2006 of 172


Functional Category

Required/Optional
















Track funding source by object of expenditure code.


Generate monthly expenditure plans at the beginning of the fiscal year based on prior year data and manual projections


Develop organization and program budgets from the budget unit level.


Adjust appropriations based on budget requests to organizations and programs.Budget

Development & Mgmt

Allow on-line entry of factors to adjust projections.


Use simple trend factors to adjust projections.


Allow annual budget requests to be developed at the legal or lower organization and program levels, and provide for automatic roll-up for reporting purposes.


Allow for interim changes during the budgetary process until the adoption of the final budget.


Provide for presentation of following data both by organization unit and by functions, programs, and projects:




Revised 9/7/2006 of 172


Functional Category

Required/Optional





BDGT054 General Features - Fund Number Required

BDGT055 General Features - Fund Name Required

BDGT056 General Features - Organization Number Required

BDGT057 General Features - Organization Name Required

BDGT058 General Features - Account Name Required

BDGT059 General Features - Prior Year Amount Required

BDGT060 General Features - Current Year Amount Required

BDGT061 General Features - Proposed Amount Required

BDGT062 General Features - Adjustment Amount Required

BDGT063 General Features - Description Required


BDGT065 General Features Ability to handle supplemental budgets. Required


Provide for statistical and historical budget and actual data.


Maintain at least the following information for each fund:

Budget Development & MgmtBudget Development & MgmtBudget Development & MgmtBudget Development & MgmtBudget Development & MgmtBudget Development & MgmtBudget Development & MgmtBudget Development & MgmtBudget Development & MgmtBudget Development & MgmtBudget Development & Mgmt

Allow for top down, bottom up, or middle out budgeting.



Revised 9/7/2006 of 172


Functional Category

Required/Optional








BDGT073 General Features Analysis and modeling capabilities. Required




Ability to provide timely information during all phases of the budget development and administrative processes.


Ability to handle the diverse budget development and administration processes of governmental versus propriety funds.


Provide for exception reporting on comparative data such as budget to budget, budget to actual revenue and expenditure.


Ability to handle multiple fiscal year budgets.


Ability to handle the automated rollover of selected budgets at fiscal year end with automatic adjustments made based on post closing entries.


Provision for budgetary control on expenditures which do not originate in the normal purchasing process.


Provide for an inquiry capability which reflects available balances at the summary level with drill down capability to the more detailed levels.

Budget Development & MgmtBudget Development & Mgmt

Maintain monthly budget amounts and report budget variances on a current, annual, and year-to-date basis.


Multi-year forecasting capabilities (expenditures, revenues using a variety of forecasting methods).


Revised 9/7/2006 of 172


Functional Category

Required/Optional














Ability of departments to do budget transfers within ORG and Appr units.


Ability to run "what if" scenarios through out the budgeting process


Ability to compare planned/budgeted figures with the most current figures in the general ledger.


Ability to allow departments and agencies to input justification into the system or provide a link to Word processing documents that can later be used in the preparation of the budget manual without having to rekey the information


Ability to export information from the system directly into word processors and spreadsheets when preparing the budget document.


Ability to maintain user defined number of prior year estimates used in prior year budget preparation process.


Ability to handle user defined number of budget phases.


Ability to prepare budgets at a user defined level. E.g. sub-organization.


Ability to drill down on all summary level queries.


Multi-year reporting capability for capital budgets.


Ability to collect unlimited number of performance measures.


Ability to flag only those performance measures that will be used in the budget document.


Revised 9/7/2006 of 172


Functional Category

Required/Optional











Ability to permit agencies/departments to update only those measures assigned to them


Create a line-item budget model including: Fund, Agency. Organization, Sub-Organization, Object, Sub-object, Revenue Source, sub-revenue sources and Department for Revenues and appropriations with: Prior year actual, Current Yr Approved, Current Yr Modified


The ability to create the budget model with exceptions (block certain funds, or other accounts)


Provide a crosswalk to connect PYActual to CYBudget when a re-organization has occurred between the 2 years for Revenues and Appropriations


Apply periodic refreshers to the above mentioned fields (Prior year actual, Current Yr Approved, Current Yr Modified)


Ability for departments to enter Current Year Estimates and Budget Requests.


Create What If scenarios in various phases with various criteria: % increase/decrease by object or resource, fund, fund type, etc - flexibility of design


Multiple phases for review and approvals


Ability to re-organize - collapse or split both reviewer and approver organizations


Revised 9/7/2006 of 172


Functional Category

Required/Optional

BDGT097 General Features Edit for inter-fund transfer balancing Required


BDGT099 General Features Edit for funds in balance Required


BDGT101 General Features On-line justification text or link Required



BDGT104 General Features Maintain Prior Year Budget Models Required






BDGT110 Link Debt Service fund to Capital Funds Optional


Edit for inter-dept billings (charge-off) balancing


Identify supplemental requests - both reviewers and approvers - through all phases


Link to full narrative for document publication


On-line entry of performance measures by departments with ability to select those to be published


Flexible design of approval rules, changeable from year to year


Collapse supplementals with base for a final adopted budget - review and approve


Inquiry capability by a variety of selections: activity, object, fund, revenue source, etc - all facets of accounting structure


Provide a Journal and Ledger that will capture all budget transactions.


Provide fiscal period control on budget transaction processing and posting.


Capital Fund Budgeting


Revised 9/7/2006 of 172


Functional Category

Required/Optional

BDGT111 Optional

BDGT112 Optional

BDGT113 Optional

BDGT114 Optional

BDGT115 Optional

BDGT116 Optional

BDGT117 Required

BDGT118 Apply multiple assumptions Required

BDGT119 Required

BDGT120 Link to text for justification Required

BDGT121 Required

BDGT122 Required



Provide multi-year projects and funding sources



Update base by formula: Current Modified Budged less CY Actual = request , with exceptions (not certain revenues such as interest, not transfers, not reserves)



Ability to update base in multiple phases with a refresh



Provide different justification text requirements than Operating Budget



Ability to maintain budget model open after budget load for reports only updates in phases beyond the Final Adopted Budget (track actual in the old year while accounting periods are still open - can account for late expenditures/revenues/budget changes)



Ability to separate budget requests by kind - expansion vs. maintenance


Personal Services Budgeting

Extract data from HR System regarding positions, salaries, hrs worked, etc.





Ability to refresh current data in multiple phases





Differentiate between base and supplemental



Maintain detailed calculations on a position and earnings type basis and % allocation between cost centers


Revised 9/7/2006 of 172


Functional Category

Required/Optional

BDGT123 Required

BDGT124 Required

BDGT125 Required

BDGT126 Required

BDGT127 System-created department numbering Required

BDGT128 Required

BDGT129 Required

BDGT130 Optional

BDGT131 Required

BDGT132 Required

BDGT133 Required



Ability for What-If scenarios - for changes in assumptions and position requestsBudget

Development & Mgmt


Calculate current year estimates based on spent to date and forecasts for remainder of year - must include variable forecasting for seasonal work.


Budget Management

Document - history for all budget documents


Budget Management

Document - numbering; Give amendments same doc number for Review and Approval


Budget Management


Budget Management

Document - on-line justification, text description


Budget Management

Document - include account “names” for fund, agency, organization, object, resource instead of just numbers


Budget Management

Document - identify documents requiring Clerk approval, include as a claim on funds until processed


Budget Management

Document - edit feature for inter-fund transfers to balance


Budget Management

Document - have one document that (like a JV) would process all budget adjustments (Rev, Appr and Appropriation Units)


Budget Management

Document - identify amendments as to “kind” - Balance brought forward, Bond Proceeds, Contributions, Grants, Inter-fund Transfers, Impact Fees, Administrative Adjustments, Other


Revised 9/7/2006 of 172


Functional Category

Required/Optional

BDGT134 Required

BDGT135 Optional

BDGT136 Required

BDGT137 Required

BDGT138 Reporting Required

BDGT139 Required

BDGT140 Required

BDGT141 Required

BDGT142 Required


Budget Management

Fund Table, Revenue Sources, Objects, Agency, Organizations - link to a text file for full descriptions, authority references, and restrictions


Budget Management

Organization Table - prevent a project number from being be added to the Organization table unless it is a valid Project number on the Project table


Budget Management

Appropriation Rules - flexibility in design (also a part of Budget Development)Budget

Development & Mgmt

Budget Management

Ability to secure final adopted budget vs. current modified budget.


Reserve Analysis - report beginning balance, detailed activity, ending balance w/comments By Reserve Type (Restricted or Non) and Fund for an identified period of time


Reporting & Inquiries

Revenue Reporting - Need a level of reporting separate from “Revenue Type”, Type is used for GASB reporting, need a different level for revenue budget reporting; Need a way to apply a Current Year Estimate for Current Year “Estimate Over/Under Current Budget”



Cash Flow Reporting - month by month comparison of receipts and expenditures for a 12-month period in a variety of groupings: Fund, Agency, Activity, etc.



Search Funds, Organizations, Sub-organizations, etc. by alpha characters



Search budget and accounting by a variety of groupings: Fund, Fund/Agcy, Objects, Revenue Sources, etc. (FXXX screens)


Revised 9/7/2006 of 172


Functional Category

Required/Optional

REV000

REV001 General Features

REV002 General Features - Account number Optional

REV003 General Features Optional

REV004 General Features - 9 digit zip code Optional

REV005 General Features - Foreign addresses Optional

REV006 General Features - Date and amount of last payment Optional

REV007 General Features - Various tax indicators Optional

REV008 General Features - Account types Optional


REV010 General Features - User defined fields Optional

REV011 General Features

REV012 General Features - Invoice/credit memo number Optional

REV013 General Features - Date Optional

REV014 General Features - Account number Optional

Revenues & Receivables

Revenues & Receivables - The Accounts Receivable and Cash Receipts System will maintain general receivable account balances on an open item or balance forward basis, and process cash receipts. Invoices will be identified by fund department and location. Manual input of cash sales and hand written invoices should be handled by the system. Both payments on account and miscellaneous cash receipts will be processed through the system. On occasion, partial payments and advance payments are received by the agency.


Accommodate the following minimum information in the account master file:



- Account name, address (including city, state, zip, country), telephone number







- Average elapsed time for payment of invoice



Accommodate the following minimum information during invoice or credit memo entry:





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Functional Category

Required/Optional

REV015 General Features - Sales tax amount, if applicable Optional



REV018 General Features Required


REV020 General Features Flag any error condition. Optional







Store partial payments and overpay ments as a separate open item against the original bill amount until the bill is fully cleared. Exception reporting will be necessary on these items both online and in a report.


Provide inquiry capability to display the (open item/balance forward) status and aging for an account on an as needed basis.


Ensure that miscellaneous charges or credits are accompanied by the appropriate general ledger account.


Flag payments received for which no match to an invoice has been determined (prepayments, duplicates etc.).



Retain paid items in the open item file until month-end.


Print statements for all account, with balances or activity.


Generate account statements on demand for a specific account, all accounts in a department, and/or all delinquent accounts, Type of account.


Handle accounts with extended payment terms during the aging process and for assessing delinquency charges.


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Functional Category

Required/Optional


REV026 General Features Enter invoices in batches. Optional

REV027 General Features Enter credit memos in batches. Required



REV030 General Features Relate revenues to source Required





REV035 General Features Process miscellaneous cash receipts. Required




Delete automatically all accounts with no activity and no balance in the last 12 months. These accounts should first be printed on a "notification” report before being deleted.




Maintain an account on a combined basis for all locations within a department.Revenues &

ReceivablesDetermine type of cash receipt by coding, document identification, terminal device or location.



Process payments or cash receipts interactively and update account balances in a real-time environment.


Maintain detailed transaction activity for each account.


Assess a late charge to in overdue account either as a fixed dollar amount or percentage of the remaining balance.


Process adjustments to payments or billings.



Maintain account balances on an open item and/or balance forward basis.


Produce reconciliation type statements shoving beginning balance, charges, credits and payments, and a new balance.


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Functional Category

Required/Optional












Apply or allocate partial payments on a pre-determined basis depending on the priority of the type of obligations outstanding.


Provide for write-off of bad debts regardless of when the original revenue was recorded and list accounts written off.


Identify Payments/credits by type (i.e., cash payment, adjustment, returned check, etc.).


Ability to establish unique installment repayment schedules for an account.


Enter account name and address directly permitting “one-time” accounts.


Process credit and debit memos related to a specific invoice and automatically adjust the invoice balance.


Enter deposit total to ensure that all receipts in a deposit are processed for the correct amount.


Automatically clear credit balances when payment authorizations are processed by the Accounts Payable System.


Provide inquiry capabilities on the outstanding balance and display the accounts aging analysis. Drill down capability should be provided on summary amounts.


Print bills in a mailing envelope (using mailer forms) for immediate distribution. Sort criteria are selected by user.


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Functional Category

Required/Optional









REV056 General Features Ability to cancel and re-bill an account. Optional




Establish user-defined aging periods for aging reports online with drill down capability.


Allow for small discrepancies between the amount due and the amount received to be automatically written off at the users option.


Archive and purge cash receipts detail after a specified period.


Selectively produce account reminder notices.


Provide for the generation of an on-demand invoice on-line, with corresponding journal entries generated to record the receivable and provide a user controlled update/no update option to the general ledger.


Provide for on-line adjustments to accounts receivables with corresponding journal entries generated to record the transaction.


Provide for the automatic calculat ion of interest based on user defined interest rate and receivable category.


Provide for the automatic generation of past due notices.



Ability to automatically transfer financial data when an account moves from one location to another.


Ability to easily refund amounts, when needed. (Note: Some programs require large volumes of refunds).


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Functional Category

Required/Optional



REV061 General Features Ability to identify invoices by type Optional

FNRPT000Finance Reporting

FNRPT001Finance Reporting Required







Automatically create receivable document when an NSF check is recorded by a cash receipt adjustment.


Automatically create an open invoice with an overpayment or create a PV document when an overpayment is recorded by a cash receipt.


Finance Information Reporting - The ERP application must supply an appropriate amount of System Assurance Reporting to ensure system integrity (checks and balances)

Reporting and Inquiry

Provide the capacity to prepare special reports (summaries, analysis, worksheets) using an existing adhoc reporting tool or extracting data to a spreadsheet or database such as Excel or Access.


Availability of current data (no older than 24 Hrs)


Drill down capability to the lowest level of detail on all summary lists or online reports.


Ability of 3rd party tools such as Crystal Reports to access the data.


Ability to export reports to other sources for record retention purposes or WEB pages

Financial Reporting

Standard reports including but no limited to:


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Functional Category

Required/Optional


FNRPT008Finance Reporting - Sources and Applications of Funds. Required

FNRPT009Finance Reporting - Cash Receipts & Disbursements Required









Financial Reporting

- Revenue and Expense and Balance Sheet for any level of the organization, including comparative reports between current and prior year's actual and between current year's actual and budget

Financial Reporting

Financial Reporting

Financial Reporting

- Consolidated financial and statistical reports.

Financial Reporting

- Project/Program reports on an inception to date basis as well as fiscal year to date.Financial

Reporting- Validation and control reports highlighting errors and out of balance conditions and other abnormal account balances.

Financial Reporting

- Account structure master file listing showing account number and account description for all valid accounts for selected accounting periods.

Financial Reporting

- Trial Balance ( summary balances or detail postings) for various levels (fund, subfund, etc.) by accounting period parameters

Financial Reporting

- Combining Fund Financial Statements as required by governmental GAAP.

Financial Reporting

- Entity Wide Financial Statements as required by governmental GAAP.

Financial Reporting

- Transaction detail by day or by user specified period.


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Functional Category

Required/Optional





FNRPT022Finance Reporting Availability of:





FNRPT027Finance Reporting - Exception reports. Required




Financial Reporting

- Online inquiry of document history with related document cross reference (e.g. requisition, purchase order, receiving document, payment voucher and check)

Financial Reporting

Ability to provide customized on-demand reports. For example:

Financial Reporting

- Responsibility reports on a detailed summary basis by cost center.

Financial Reporting

- Statistical reports incorporating non-financial as well as financial data (performance measurements, included).

Financial Reporting

Financial Reporting

- Comparative revenue/expense analysis with budgets and year to date.

Financial Reporting

- Comparative revenue analysis with previous months, six month average, last year, original budget, and next month forecast.

Financial Reporting

- Percentage trend analysis up too current month and for last 12 months.

Financial Reporting

- Quarterly comparisons with previous quarters and budgets.

Financial Reporting

Financial Reporting

- Capability to perform calculations including intercolumn and interrow.

Financial Reporting

- Responsibility reports of a pyramid reporting technique to cover levels in the organization structure.

Financial Reporting

- Ability to perform drill down for further details behind online summary reports.


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Functional Category

Required/Optional










Financial Reporting

- General ledger data in a database on a daily basis for adhoc reporting via a reporting tool such as Crystal.

Financial Reporting

Ability to accept report parameters during execution or at the time of online queries.

Financial Reporting

Ability to identify report recipients or initiator on the report.

Financial Reporting

Ability to sort reports into distribution sequence.

Financial Reporting

Ability to incorporate distribution address into the report and/or send report to recipient via e-mail in adobe and similar formats that can be printed on a laser or inkjet printer.

Financial Reporting

Ability to provide cross-referencing on all catalogued report definitions in the system (i.e. canned reports).

Financial Reporting

Ability to allow user specified tolerances and highlight variances exceeding those tolerances in reports sent to the initiator or specified recipients. Example sent report if expenditures are over 80% of budget for the personal services appropriation unit.

Financial Reporting

Ability to compress multiple accounts to a single print line with drill down capability on responsibility reports.

Financial Reporting

Ability to run reports at any time during the period, reflecting the effect of all transactions processed to-date (i.e. availability of most current data for reporting).


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Functional Category

Required/Optional












Financial Reporting

Ability to round figures on queries on reports at the option of the user.

Financial Reporting

Ability to set up a prototype set of reports and have the systems automati cally produce those reports for all like entities, varying only the entity iden tification and the data appropriate to each entity.

Financial Reporting

Ability to specify the sequence in which reports are to be printed as well as the number of copies desired of each for distribution purposes.

Financial Reporting

Ability of the general ledger to provide reporting according to user-defined structure and reporting entity at any level of detail.

Financial Reporting

Ability of the system to produce control totals at the end of the trial balance report.

Financial Reporting

Ability to provide maintenance activ ity reports. Ability to accommodate user customization of the hierarchy reporting.

Financial Reporting

Ability to provide an unlimited number of report formats.

Financial Reporting

Ability to limit user-defined reporting (for example, control the number of pages printed remotely).

Financial Reporting

Ability to define, execute, and view reports on-line prior to printing.

Financial Reporting

Ability to store calculated values and use in subsequent calculations.

Financial Reporting

Ability co use cataloged (canned) report definitions as the basis for a new/ user created reports.


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Functional Category

Required/Optional









Financial Reporting

Ability for users to create their own simple queries/reports and store them for later use.

Financial Reporting

Ability to produce summary reports which display the summary of any conceivable combination of responsibility centers to any number of levels.

Financial Reporting

Ability to group accounts in any manner desired for presentation on reports or export to a spread sheet or other file formats regardless of their physical location on the master file.

Financial Reporting

Ability to reference files from outside the system provided that there are common elements to join the data to create reports and produce results from online queries.

Financial Reporting

Ability to create output in the form of graphs and tables.

Financial Reporting

Ability to perform a keyword search throughout the system. For large hits there should also be provided the capability to perform an advanced search throughout the system.

Financial Reporting

Ability to report or review the effect of transactions before they are posted. This would apply to transactions entered online or placed in a holding file from a batch interface.

Financial Reporting

Ability to produce a Comprehensive Annual Financial and other similar type reports from the system without having to extract the data from reports and re-keying into spreadsheets and word processors.


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Functional Category

Required/Optional


PROJ000 Project Accounting

PROJ001 Project Accounting Required




PROJ005 Project Accounting Analysis and modeling capabilities. RequiredPROJ006 Project Accounting Required






Financial Reporting

Ability to produce reports in a file format that can be imported into an Excel based (or other spreadsheet) templateProject Accounting - The practice of creating financial reports specifically designed to track the financial progress of projects, which can then be used by managers to aid project management.

Project Accounting Ability to provide timely information during all phases of the project

Project Accounting Ability to handle multiple fiscal year schedules

Project Accounting Provision for budgetary control on expenditures relating to projects.

Project Accounting Provide for an inquiry capability which reflects available balances at the summary level with drill down capability to the more detailed levels.

Project AccountingProject Accounting Maintain monthly budget amounts and

report budget variances on a current, annual, fiscal year-to-date and inception-to-date basis.

Project Accounting Ability to handle multiple project numbers (e.g. Financial System has a project number but Engineering may use another number which could be considered a reference number).

Project Accounting Ability to identify funding sources for projects including grants.

Project Accounting Ability to link projects to grants for reporting purposes.

Project Accounting Ability to split the cost of projects across various funding sources (e.g. 70% grant, 30% ad valorem)

Project Accounting Ability to prioritize funding sources for projects (e.g. grants, ad valorem)


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Functional Category

Required/Optional


PROJ013 Project Accounting Ability to group projects by type RequiredPROJ014 Project Accounting Ability to assign object codes to projects RequiredPROJ015 Project Accounting Optional


PROJ017 Project Accounting Compare budget vs. actual. RequiredPROJ018 Project Accounting Required


PROJ020 Project Accounting Ability to track change orders. RequiredPROJ021 Project Accounting Required





Project Accounting Ability to identify phases of a project (e.g. design, pre construction, construction, post construction, completed)

Project AccountingProject AccountingProject Accounting Ability to interact with the Fixed asset

module to report Construction Work-in-Progress including invoice tracking and payment.

Project Accounting Provide budgets by fiscal year and project.

Project AccountingProject Accounting Track funding source by object of

expenditure code.

Project Accounting Allow on-line entry of factors to adjust projections.

Project AccountingProject Accounting Multi-year reporting capability for

capital budgets.

Project Accounting Ability to identify transactions that are related to change orders and uniquely identify each change order

Project Accounting Report project status for current month, YTD and Inception to date with the ability to drill down to see details of expenditures and revenues.

Project Accounting Ability to link to a notepad or word processor for periodic status input by project manager

Project Accounting Ability to track approved funding not yet applied to project (claims on reserves, claims on future bond issues…etc)


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Functional Category

Required/Optional





GRNT000 Grant Accounting Grant Accounting - The accounting and management of grants within the Clerk's office.GRNT001 Grant Accounting General Features Track grants for multiple years. RequiredGRNT002 Grant Accounting General Features ITD (Inception-to-Date) Grant Ledger. RequiredGRNT003 Grant Accounting General Features Required

GRNT004 Grant Accounting General Features Required





GRNT009 Grant Accounting General Features

GRNT010 Grant Accounting General Features - Track revenue by reporting category. RequiredGRNT011 Grant Accounting General Features - Balance field on Grant Tables. Required

Project Accounting Ability to combine /split projects (reorganizations) and maintain an audit trail of such actions.

Project Accounting Ability to close projects without losing detailed history.

Project Accounting Ability to search for the last document posted to a project.

Project Accounting Ability to link to word processors and spreadsheets for document publications.

Establish Grant Budgets in accordance with Grant award.

Post costs to grant using reporting categories.

Ability to enter and display cross reference between fund, agency, organization and grant code

Ability to enter Grant detailed information regardless of the method used on a Grant Profile Table (grant management or organization method) to facilitate reporting of grants various ways.

Ability to reconcile information entered in grant profile tables with information entered in Ledgers

Ability to control entry to the Grant Profile Table by Fiscal Year

Functionality necessary on the first day of a new system are as follows.


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Functional Category

Required/Optional


GRNT013 Grant Accounting General Features - On line view of Grant Ledger. RequiredGRNT014 Grant Accounting General Features Required









GRNT023 Grant Accounting General Features Optional

FNSEC000Security Security - Financial Security Requirements

- Views for Grant Tables similar to budget vs. expenditures and budget vs. revenue table views, including multiple years on a single screen.

- Ability to search for reporting categories by searching on Grant Number.- Option to control reporting category at various levels - Agency, Fund, Organization

- Separate reporting category tables just for grants.

- Means to calculate Federal, State, Contribution and Local portion of expenses.

- Means to update Grant Profile Table from information input from grant management or organization method.

- Second page on grant management document in order to input more than three lines on a page.

- Means to link objects and reporting categories even when there are multiple objects in one reporting category. A table to display the linked objects and reporting categories.

- Automated transfer system for grant match.

Ability to update the Reporting Table Description using a grant management document.

Where possible allow views that will include multiple years on a single screen.


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Functional Category

Required/Optional

FNSEC001Security General Features Required



FNSEC004Security General Features More flexibility and user friendly overall Required

FNSEC005Security General Features Ability to define security groups Required




FNSEC009Security General Features Security Request form on-line Required







Ability to set up user defined number of security groupings per userid (more than nine)

Ability to secure transactions and table updates at the accounting line level

Ability to secure or lock out fields within transaction types and tables by profile/class/group combinations

Reporting for audit trails, table logging features, approval logs, and discrepancy reports.

Ability to define User groups or Agency groups

Ability to define Functional Work groups

Electronic signatures on-line for Security authorizations

Ease of setup for organizational changes for security

Ability to define security group naming conventions

Copy/change feature for security user profiles

More flexibility updating approval levels across Security groupings and functional Work groupings

Better help information for security errors and messages


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Functional Category

Required/Optional


FNSEC017Security General Features Ability to secure users by FUND Required





FNSEC022Security General Features Ability to define security by function Required


INV000

INV001 General Features Required



Flexibility in adding additional agency/organization to user profiles

Better documentation on Security from Vendor

Secure database for security tables to generate reports

Password encryption for user passwords.

Ability to approve transactions by authorized maximum amounts.

Ability to assign security by function and role top workflow events

Investments/Cash Management

Investments/Cash Management - The management of the cash balances to maximize the availability of cash not invested in fixed assets or inventories.


Automate reporting, posting to general ledger: Also, to allow analytics using same (single) database.


Allow for multiple pools/interest allocations/sweeps.


Allow manual adjustments to security table for purchases with discounts/premiums. Normally we leave security table set to “NO” for amortizing of discount/premium, however, at purchase must manually/temporarily set to “YES” to post purchase document and then reset to “NO” - - - this allows for creation of discount/premium at purchase, that we then close out and recognize (+) revenue.


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Functional Category

Required/Optional



INV006 General Features Allow for Dummy fund set-up Required


FIX000 Fixed Assets

FIX001 Fixed Assets General Features

FIX002 Fixed Assets General Features - Asset number OptionalFIX003 Fixed Assets General Features - Asset description OptionalFIX004 Fixed Assets General Features - Asset Type OptionalFIX005 Fixed Assets General Features - Asset class OptionalFIX006 Fixed Assets General Features - Asset location OptionalFIX007 Fixed Assets General Features - General ledger account/sub-account OptionalFIX008 Fixed Assets General Features - Acquisition date OptionalFIX009 Fixed Assets General Features - Life OptionalFIX010 Fixed Assets General Features - Serial number OptionalFIX011 Fixed Assets General Features - Last physical inventory date OptionalFIX012 Fixed Assets General Features - Purchase Price Optional


Handle GASB31 market value/fair value adjustments.


Automated posting of interest/maturities/purchase and especially mortgage paydowns. Support withdrawals/maturities/paydowns on mortgages in cents due to the way each mortgage must be purchased in multiple units at $1 each.



System to allow securities to accrue for 360 days per year. Otherwise, excess interest would accrue (substantial) by each year end and we would have to adjust 1359 (accrued interest) each year end.

Fixed Assets - Fixed Assets System will be used to provide financial information on fixed assets, leased assets, and other assets. Descriptive data, physical location, costs, replacement cycle or lease information, and maintenance requirements should be maintained. It should also permit the decentralization of some functions such as relocation of assets by a custodian.Maintain the following information for each fixed asset:


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Functional Category

Required/Optional

FIX013 Fixed Assets General Features - Vendor OptionalFIX014 Fixed Assets General Features - Custodian OptionalFIX015 Fixed Assets General Features - Betterments OptionalFIX016 Fixed Assets General Features - Purchase Authority OptionalFIX017 Fixed Assets General Features Funding Source (Grant Info) OptionalFIX018 Fixed Assets General Features Optional

FIX019 Fixed Assets General Features Optional


FIX021 Fixed Assets General Features OptionalFIX022 Fixed Assets General Features Optional







Ability to track asset type (e.g. real, equipment, etc.)

Compute depreciation expense for financial statement purposes for funds that require depreciation.

Compute depreciation on a memo basis within the system without necessarily generating a journal entry to the general ledger if desired.

Additional data fields for source of funds.Allow classification into capital equipment or small equipment groups, subtotal each group and supply a total overall value. Provide drill down capability on inquiry screen.

Maintain insurance valuation separate from asset cost.

Distinguish between fixed assets and property control items.

Adjust asset cost and automatically adjust the appropriate general ledger accounts.

Record and accumulate maintenance information for individual fixed assets.

Provide on-line terminal updating of property records end general ledger accounts.

Provide on-line inquiry of pertinent property data.


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Functional Category

Required/Optional











Track assets received, traded, or sold internally between like and different type of funds, also externally.

Maintain aging criteria for equipment useful life.

Maintain multiple types of depreciation schedules.

Update records based on transfers within organizations.

Maintain a general ledger fixed asset group of accounts.

Track property being accounted for on a lease purchase.

Provide for recording the transfer of assets between departments or locations on-line if desired.

Provide for the calculation of current replacement costs and insured value based on variables such as consumer price index adjustments or average inflation amounts.

Produce year end reports and schedules required for CAFR (Schedule of General Fixed Assets by Source, Schedule of General Fixed Assets by Function and Activity, Schedule of Changes in Fixed Assets by Function and Activity.)

Ability for input of a purchased item to fixed assets system via purchasing/payable system.


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Functional Category

Required/Optional










FIX048 Fixed Assets Optional

Ability to interact with the Cost Accounting/Project management module to account for Construction Work-in-Progress including invoice tracking and payment.

Ability of the Fixed Asset Ledger to carry details of transactions reflecting modifications to Fixed Asset records. For table entries there should be an audit log of changes made online.

Ability to handle mass reorganizations or changes in Fund types.

Ability to interface bi-directionally with County Developed Financial system (FABS) in both batch and online mode

Ability to accept Fixed Asset Related transactions from external systems such as transfers, sales and disposals (FABS)

Ability to update FABS with information from based on transactions created.

Ability to allow external system to read Fixed Asset and purchasing data (FABS - Store Software)

Ability to restrict processing of fixed asset transactions for specified FUND(S)Ability to cross reference fixed asset location code with the Tangible Personal Property index code.

Custodian Tracking

Ability to assign a custodian code to all assets and track them by custodian code ( acquisitions, betterments, modification, transfers, internal sale and dispositions)


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Functional Category

Required/Optional










Custodian Tracking

Ability to restrict transactions by custodian to the assets within their jurisdiction

Custodian Tracking

Ability to restrict type of transactions that can be decentralized to custodians (e.g.. Limit to modification, transfer, internal sale transactions).

Custodian Tracking

Ability to assign flexible reporting fields such as class, category, type and group.

Custodian Tracking

Ability to assign a custodian code to one or multiple Fund/Agency/Organization combinations by fiscal year (i.e. a Fund/Agency/Organization/Custodian cross-reference)

Custodian Tracking

Ability to assign if the Custodian code is required at the System Option, Fund, Fund Agency, and Agency Organization levels. A requirement (Y or N) entered at a low level will override settings made at higher levels.

Custodian Tracking

Custodian code should be validated for all fixed asset transactions to ensure that the custodian code is valid (exists and is valid in combination with the associated Fund/Agency/Organization).

Custodian Tracking

Ability to assign valid locations from a location table for a custodian by fiscal year.

Custodian Tracking

Validate valid locations for a custodian by using a lookup to a custodian location table for all fixed asset transactions.

Custodian Tracking

Ability to handle custodian codes and locations during any Fixed Asset reorganization process.


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Functional Category

Required/Optional

PAY000 Payroll Payroll - The ERP application should support the following Clerk and County requirements.PAY001 Payroll Earnings & Pay Required

PAY002 Payroll Earnings & Pay Required








Provide means to automate the inclusion of additional earnings types other than regular pay based on employee profile.Maintain a table of additional earnings types (tool allowance, lead worker, shift differ ential, and others).

Provide ability by additional earnings type to selectively apply as appropriate: retirement, federal withholding, FICA, overtime, Medicare, effective dates, frequencies.

Provide ability to make miscellaneous employee payments through the payroll system such as car allowances.

Provide ability to report and withhold on imputed income such as that derived from personal use of county vehicles.

Provide ability to set frequencies or limits for an earning. Example: Auto allowances are paid only with the first check of the month; parking stipends are paid only with the last check of the month.Provide ability to perform earnings adjustments in both a batch and online mode (batch mode used for mass changes).

Provide the capability to handle unlimited number of earning codes

Provide ability to calculate retroactive pay on applicable earnings (regular wages, overtime, etc.) and adjust relevant accumulators.


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Functional Category

Required/Optional







Ability to calculate the average hourly rate used in the FLSA overtime calculation requirements

Provide ability to use earning codes in both positive and negative entries.

Provide the ability to identify if an earning code is to be included as hours worked for overtime calculations.

Provide the ability to separately identify if the calculated earnings from an earning code is to be included in calculation of the following deductions and/or contributions: Federal Withholding, FICA, MEDICARE, Retirement, and Unemployment Insurance. If the earning code is to be included in the calculation of the deduction/contribution indicate if the earning code is to be added, subtracted or is to have no effect at all.

Provide the ability to identify if the calculated earnings from an earning code is to be included in the gross pay subject to Wage Attachment calculation indicating if the earning code is to be added, subtracted or is to have no effect at all on the Total Gross.

Provide the ability to identify if the calculated earnings from an earning code is to be included in Total gross pay calculation indicating if the earning code is to be added, subtracted or is to have no effect at all on the Total Gross.


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Functional Category

Required/Optional










Provide the ability to indicate if an earning code is based on time entered or is a fixed dollar amount.

Provide the ability to attach a factor, hourly rate or fixed additional dollar amount to an earning code. Example: Fire Rescue gets an additional $20 for each hour worked at a special event (Miami heat championship parade). If an employee works 2 hours $40 event pay is received, 5 hours $100 event pay is received.

Provide the ability to assign an object code to an earning code

Provide the ability to incorporate custom rules that can be attached to an earning code prior to the gross pay calculation.Provide the ability to incorporate custom rules that can be attached to an earning code after the gross pay calculation.Provide the ability to indicate if the hours associated with the earning code should be included in leave accrual calculations.Provide the capability to determine the sequence in which the total earnings are calculated.

Provide the ability to indicate by earning code if withholding taxes should be calculated at the supplemental rate.If balances are maintained, provide the capability to assign which balances are updated by the earning code.


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Functional Category

Required/Optional


PAY026 Payroll Required




Provide ability to automate special pay compensation provisions based on parameters. One parameter could be a provided special pay amount, and the other could be duration. The system should then calculate the difference between the special pay amount and regular wages, and follow configured rules to calculate allowable pay for a given duration. For example, with County's worker's compensation, the EE receives the difference between worker's comp pay and regular wages, not to exceed 1/3 of regular wages. With military pay, if the EE receives less military pay than regular wages, EE will receive the difference between military pay and regular wages up to a specified duration.

Deductions & Contributions

Provide ability to maintain table of payroll deductions and contributions.


Provide the ability to track, report and remit savings series E and I bonds of varying denominations from employee's deduction(s).


Provide the ability to allow an employee to have deductions for multiple savings bonds in various combinations of denominations and series.


Provide the ability to allow bond owners other than the employee (capability to carry the name of the bond owner other than the employee).


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Functional Category

Required/Optional









Provide the ability to automatically generate an interface transaction to the general ledger and financial institution when the sum of the deductions is enough to purchase a bond. Example: Employee would like to purchase $100 bonds and is deducting $10 from each pay check. Assuming no pay cycles were missed, the 10th payroll run should generate a transaction to purchase a bond and interface transaction to record the purchase in the general ledger.


Provide the ability to calculate imputed income on life insurance over 50K also to include the imputed income on the spouse and dependents.


Provide ability to set frequencies or limits for a deduction or contribution. Example: Tri-Rail Commuter deductions are taken with the first check of the month; parking deductions are taken from the last check of the month.


Provide ability to apply deductions from earnings before taxes (pre-tax)


Provide ability to perform deduction adjustments in both a batch and online mode.


Provide the capability to handle unlimited number of deductions


Provide ability to use deduction and contribution codes in both positive and negative entries.


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Functional Category

Required/Optional







PAY043 Payroll Employee leave Required




Provide the ability to calculate wage assignments and child support deductions in accordance with the guaranteed net pay requirements according to the State and Local regulations


Provide the ability to calculate wage assignments and child support deductions in accordance with the guaranteed net pay requirements according to Federal and IRS requirements.


Provide capability to indicate if a deduction, reduction or contribution is active or inactive.


Provide the capability to handle partial deductions if there is not enough money to take the full deduction.


Provide the capability to indicate what type of balances can be maintained for each deduction and contribution (YTD, ITD, QTD, MTD, FYTD…)


Provide the ability to assign an object or balance sheet account code to a deduction/contribution code

Provide ability to update multiple leave balances based on the leave plan(s) and leave accrual the information as defined in the employee's record.

Provide ability to manually update all leave and accrual information online including audit trail of all changes made. Provide the ability to handle an unlimited number of leave plans


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Functional Category

Required/Optional






Provide the ability to set up several types of leave plans (vacation, sick, PTO, Incentive, etc.)

Provide the capability of handling both accrual and non-accrual based leave plans.

Provide the ability to assign multiple leave plans to an employee.

Provide the ability to setup leave accrual tables that would calculate leave accrued based on a leave accrual seniority or similar date. Example 0 - 5 years 4 hrs per pay period, there after an additional hour of accrual per year up to 10 years.

Provide the capability of handling multiple plan periods for leave accruals. Example: One period may run from Oct - Sept, another from Jan - Dec.


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Functional Category

Required/Optional







Provide the capability of adjusting leave balances at the end of the fiscal or calendar year based on pre determined rules. Example at the end of the fiscal year any remaining leave cannot be rolled over but is paid off. If the end of the fiscal year falls in the middle of a pay period, the balance prior to and including the cutoff date is deducted from the old year balance with the remainder from the new year balance. (Old year balance 20 hrs with 320 hr balance eligible at the beginning of the new fiscal year. Vacation is taken 09/29 through 10/3 with the fiscal year end falling on 09/30. In this case 4 hours will be paid off and 24 hrs deducted from the new year balance).

Provide ability to monitor and enforce caps on leave amounts (e.g. vacation sick, FMLA).

Provide the ability to accumulate and track compensatory time.

Provide ability to monitor and enforce caps on compensatory time earned.

Provide ability to warn employees when caps are approached or mandatory leave amounts are not used.

Provide ability to accommodate special provisions of bargaining unit contracts, for example, 85%/65% disability, sick leave bonus payoff.


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Functional Category

Required/Optional











Provide ability to record and maintain compensatory time earned and used, and print on check stub and in employee master file.

When leave balances are maintained, provide the capability to assign which earnings code balances are updated by the leave balance.

Payroll Timekeeping

Provide ability to accommodate a variety of work schedules (10-hour day, 7.5 hour day, 8 hour day, part-time, on-call, temporary, 52-hour weeks, others).

Payroll Timekeeping

Provide ability to enter hours worked on exception basis (default to regular hours as maintained in employee master file) or positive basis (entry required for all workers).

Payroll Timekeeping

Provide ability to enter payroll time keeping information at remote locations.

Payroll Timekeeping

Provide ability for multiple users to enter time records simultaneously.

Payroll Timekeeping

Provide ability to enter time at any point in pay period.

Payroll Timekeeping

Provide time entry screens with default daily hours based on information in employee master file.

Payroll Timekeeping

Provide ability to calculate weekly overtime hours in accordance with FLSAPayroll

TimekeepingProvide ability to accommodate other FLSA overtime hours in accordance with special FLSA provisions for public safety employees.


Revised 9/7/2006 of 172


Functional Category

Required/Optional













Payroll Timekeeping

Provide ability to enter multiple leave types during time entry process.

Payroll Timekeeping

Provide system edit of available leave balances.

Payroll Timekeeping

Provide ability to automatically apply leave time taken in excess of available balances to another leave type.

Payroll Timekeeping

Provide edit listing of hours for review prior to payroll processing, and ability to make changes prior to processing.

Payroll Timekeeping

Provide ability to format online time sheets with approval requirements.

Payroll Timekeeping

Provide ability to override default labor distribution as time is entered.

Payroll Timekeeping

Provide ability to record and apply edits as defined by the pay code/earnings code table.

Payroll Timekeeping

Provide ability to use the system during payroll processing and restrict updates that would affect the pay period being processed.

Payroll Timekeeping

Provide the ability to apply user defined payroll processing cutoff to restrict updates that would affect the payroll being processed.

Payroll Timekeeping

Provide ability to interface with time clock systems.

Payroll Timekeeping

Provide the ability to identify payroll exceptions by date (e.g. vacation, sick)

Payroll Timekeeping

Provide the ability to load holiday calendar by year and various combinations of employee type , job classification, schedule (8hrs vs. 10 hrs), union


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Functional Category

Required/Optional









Payroll Timekeeping

Provide the ability to allocate shift differential codes by various combinations of schedule, employee type, job classification and union.

Payroll Timekeeping

Provide the ability to include holiday in the overtime calculation, either time and one half or double time.

Payroll Timekeeping

Provide the ability to allocate hours, time worked to a temporary labor allocation.Payroll

TimekeepingProvide the ability to identify if an earning code is to be included as hours worked for overtime calculations.

Payroll Timekeeping

Provide the ability to update hours in case of an emergency payroll, i.e., bypass Kronos interface and default everyone to 80 hours.

Payroll Administration - Disbursement Processing

Provide ability at employee option to direct deposit employee net pay to designated depository. Provide ability at employee option to direct deposit employee net pay to designated depository up to four account partial/full.


Provide ability at employee option to allocate direct deposit pay to multiple designated depositories by percentage or amount.


Provide ability at employee option to direct deposit part of pay to one or more designated depositor(ies) with net pay as a check.


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Functional Category

Required/Optional









Provide ability to print stub (not on check form) with pay information for those employees choosing direct deposit or send to e-mail address specified by the employee.


Provide the ability to choose by organization and/or employee the option of sending direct deposit advices via e-mail (e.g. There are three organizations, one organization opts to print advices, the other sends all advices via e-mail and the third has a mixture of printed advices and e-mail depending on the option selected on the employee's direct deposit record.


Provide ability to encrypt and transmit direct deposit information to depository in prescribed format.


Provide the ability to print at least 10 leave balances on the pay stub


Provide ability to print messages on check stubs and direct deposit advices.


Provide the ability to print employee addresses on payroll checks.


Provide the ability to print manual checks on demand.


Revised 9/7/2006 of 172


Functional Category

Required/Optional









Payroll Administration - Tax Processing

Provide ability to report and withhold on imputed income such as income derived from personal use of county automobiles/trucks.


Provide ability to update regularly update tax related tables for tax changes, federal, State and local.


Provide ability to exclude tax calculation from employee check based on employee's tax status and/or visa requirements.


Provide ability to report in prescribed formats, and on magnetic media where indicated, the following: W-2 information, state and federal tax reports, tax deposits for 941 reporting, and state unemployment compensation.


Provide ability to create an on-line W-2 work file, with all required information, but with on-line edit features to maintain the information. Print W-2s from final version of this file.


Provide ability to hold off running W-2s up through February of the new year even when running normal payrolls in the new year. Finance/Payroll staff may update an employee's prior-year information that would be used for W-2s as well.


Provide ability to define the pay dates in the system to satisfy all applicable tax reporting requirements.


Provide ability to report FICA and Medicare separately.


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Functional Category

Required/Optional








Provide the ability to print individual or selected list of W2 statements on demand.

Payroll Processing - General Requirements

Provide ability to process payroll for multiple organizations that may or may not have the same pay cycles and or Federal Id number. Example: Poll workers from election office, County Employees and Transit employees (Palm Tran).


Provide ability to process payroll for single organizations that may or may not have the same pay cycles. Example: Commissioners might get paid monthly, but other BCC get paid bi-weekly.


Provide ability to reverse an entire payroll. Examples: Emergency Payroll, throw 80 hours in for everyone and we end up not needing it OR in case of problem payroll.


Provide ability to support mid-week or mid- pay period starting dates. System would prorate bi-weekly salary from hire date through pay ending date based on work schedule.


Provide for automated reversal of all applicable income, deductions, and leave information, upon reversal of a payroll check (including update of general ledger, as appropriate).


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Functional Category

Required/Optional











Provide ability to automate and calculate final payments to a terminating employee. Display details of the final payment e.g. separate code for regular pay, vacation payoff, sick payoff etc as defined by the pay policy.


Provide the ability to calculate Gross wages from net pay both online and in batch mode.


Provide the ability to calculate Net Pay from Gross Wages online and perform what-if scenarios with deductions and contributions mimicking various pay schedules (first pay of the month, last pay of the month, special schedules)


Provide ability to define the payroll calendar in the system.


Provide the ability to identify and display union jobs/positions.


Provide complete audit trail of all payroll transactions, including name of persons participating in and completing the transaction.


Calculate employees pay based on their hourly rate and work schedule even if they are salaried.


Provide ability to calculate, on-line, gross pay, deductions and net pay for employee requiring manual checks.


Provide ability to update all payroll and earnings records, financial interfaces, etc. for manual checks.


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Functional Category

Required/Optional












Provide ability to issue more than one check per employee per check run.


Provide the ability to run adjustment payrolls that includes voided checks/direct deposits and manual checks issued which will update the system upon completion of the run.


Provide the ability to run a direct deposit adjustment file outside the normal processing run.


Provide the ability to do pre-notes and if necessary bypass the pre-note individually and as a company.


Provide the ability to process payroll voids with options to reissue, no reissue….


Ability to process direct deposit voids and returns in such a manner that the necessary information to update the general ledger will be available to interfaces.

Employee Self Service

Provide the capability of employees to setup direct deposit online via the intranet.


Provide capability to submit employee changes via the intranet subject to payroll approval


Provide capability to file W4 form via web browser via the intranet


Provide the capability of employees to view their pay stub and payment history via the intranet.


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Functional Category

Required/Optional




PAY130 Payroll Security Provide ability to secure data files. RequiredPAY131 Payroll Security RequiredPAY132 Payroll Security Required

PAY133 Payroll Security Required








Provide the capability to determine when pay information from a payroll run will made available for online viewing.


Provide the capability for employees to view leave balances online via the intranet


Provide the capability to view W2 information via the intra and internet.

Provide ability to secure on-line updates.Provide ability to restrict data field entry to specific divisions, and to field level.Provide ability to restrict on-line viewing even to field level, when appropriate.Provide ability to assign password security.

Provide ability to allow users to select passwords.

Provide ability to enforce password changes from the system based on date of last change.

Provide ability to restrict access when a given number of tries to enter system have been unsuccessful.

Provide ability to restrict on-line access to system by entry to system, screen, function in screen, and data element.

Provide on-line access to and reports from tables that record changes made, who made them and when.


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Functional Category

Required/Optional




PAY143 Payroll General System

PAY144 Payroll General System Required

PAY145 Payroll General System - Employee Type (Exempt/Non-Exempt) RequiredPAY146 Payroll General System - Job Classification Number RequiredPAY147 Payroll General System - Benefits Eligibility Date RequiredPAY148 Payroll General System - Benefits Termination date RequiredPAY149 Payroll General System Required


PAY151 Payroll General System - Benefit Type RequiredPAY152 Payroll General System - Pay Type (Biweekly, Semi-Monthly....) RequiredPAY153 Payroll General System - Standard work week hours RequiredPAY154 Payroll General System - Tax Withholding status RequiredPAY155 Payroll General System - FICA tax status Required

Provide information sufficient to track the flow of transactions from source document to printed final reports, and from final summaries back to the original source document.

Provide the ability to recreate reports and situations to point in time for specified online updates.

Provide capability to produce a detailed audit trail of all file maintenance activity, including name of individual making the changes, and the date the change originated, the effective date of the change and the date the change was finally made. (Used for situations where there is an online workflow process where there is an online edit and approval).

Provide an employee record with at least the following:

- Employee Category (Regular, Temp., Student, On-Call, Seasonal.....)

- Benefits Deduction and Contribution Start Date

- Benefits Deduction and Contribution End Date


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Functional Category

Required/Optional

PAY156 Payroll General System RequiredPAY157 Payroll General System - Next Performance Review Date RequiredPAY158 Payroll General System - Position Pay grade RequiredPAY159 Payroll General System - Position Title RequiredPAY160 Payroll General System - Current Salary RequiredPAY161 Payroll General System - Department cost center RequiredPAY162 Payroll General System - Labor Distribution codes RequiredPAY163 Payroll General System - Leave accruals, by leave type RequiredPAY164 Payroll General System - Total leave accrued, by leave type RequiredPAY165 Payroll General System - Total leave used, by leave type RequiredPAY166 Payroll General System - Total remaining balance, by leave type RequiredPAY167 Payroll General System - Fiscal year to date leave accruals RequiredPAY168 Payroll General System - Fiscal year to date leave usage RequiredPAY169 Payroll General System Required

PAY170 Payroll General System - Total creditable hours worked RequiredPAY171 Payroll General System - Employee work phone number RequiredPAY172 Payroll General System - Workers Compensation Category RequiredPAY173 Payroll General System - Bargaining Unit Membership RequiredPAY174 Payroll General System - Employee work place RequiredPAY175 Payroll General System - User defined fields RequiredPAY176 Payroll General System Required



- Earnings and Deductions Effective dates

- Cumulative information for each earning or deduction

Maintain unique employee numbers that are different from the social security number. System should assign employee numbers for new hires.

Ability to import and utilize existing employee numbers.

Ability for system to auto-generate new hire employee numbers starting at a specific Clerk-defined number.


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Functional Category

Required/Optional







Provide the ability to assign employees to multiple organizations, each having its own Federal ID number while maintaining unique social security and employee numbers within each organization. No two employees within the same organization should have the same social security number or employee number. Example: an employee could work for both BCC and Palm Tran (each organization having its own Federal ID number) and get paid by both, therefore getting a W2 from both organizations.

Provide ability to track employee category such as regular, student, substitute, on-call, and temporary.

Provide ability to track employment status such as full-time, part-time, and other.

Provide ability to calculate and apply mass changes to payroll/personnel records (like across the board raises, change in work hours), in total or based on user selected criteria.

Provide ability to maintain personnel/payroll information on employees for at least five years after termination.

Provide ability to maintain work schedule (hours per week) and hourly rate on employee record.


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Functional Category

Required/Optional








Provide ability to track historical actions such as new personnel actions (name changes, address changes, salary changes, social security numbers, reclassification, and others - if appropriate -), terminations, re-hires, transfers.

Provide ability to generate mailing labels and letters to any individual in the personnel/ payroll database, based on any selection criteria in the database. Provide the ability to update the master file using effective dates, or future dates. Provide capability to produce a detailed audit trail of all file maintenance activity, including name of individual making the changes, and the date the change originated and the date the change was finally approved.

Provide ability to maintain employee records regardless of employee status.

Provide capability for generating reports that accumulate and count specified data items and list user designated data (for example a list of all employees that work at the Governmental Center or all those employees who receive a parking stipend).

Provide ability to validate accounting distribution entries to payroll/ personnel system against a General Ledger account file.


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Functional Category

Required/Optional






Provide ability for multiple accounting distributions based on percentages or set amounts (minimum of up to twenty different accounts). Examples:- Community Service program positions may be funded 60% by the federal government 25% by the State and 15% by local government.- Aftercare program is funded where for each position the federal government pays $200 bi-weekly, the state $100 and the balance by local government.- Pay is allocated based on hours worked on a project.

Provide ability to distribute payroll costs/expenses (by percentage, dollar amount or combination of percentage and dollar amount) to unlimited number of accounting distributions in the General Ledger (including fund, agency, organization, reporting category, grant, project, sub-organization, object, sub-object), per employee record. Example: regular earnings are charged to accounting distribution 0001-100-1400-1201 but overtime is charged to 0001-100-1400-1401.

Bank Reconciliation

Provide ability to perform payroll bank account reconciliation.

Bank Reconciliation

Provide ability to receive information from bank and update check reconciliation file.

Bank Reconciliation

Provide ability to follow up on outstanding checks and provide clearing options for old checks.


Revised 9/7/2006 of 172


Functional Category

Required/Optional

PAY197 Payroll Employee Benefits Required










Provide ability to determine eligibility for various types of benefits.

Provide ability to value and report employee (i.e.. benefits statements).

Provide ability to determine amount of creditable service and employment in months and/or years.

Provide appropriate reports on benefit plans.

Provide ability to maintain and generate a comprehensive benefits profile for each employee, including beneficiary information.

Provide ability to transmit relevant employee changes and required reports on magnetic tape or transmission file to Florida Retirement System.

Provide ability to support and administer a flexible benefits plan within section 125 of IRS code.

Provide ability to maintain beneficiary information.

Provide ability to accommodate beneficiaries that may not have been employees.

Provide ability to adjust dates with controls.


Revised 9/7/2006 of 172


Functional Category

Required/Optional








Provide minimum plan data fields: original expiration date, cobra expiration date, notification source, informed by date, informed on date, election due date, election received date, election choice, payment code, first due date, plan codes, type of coverage, plan name, carrier name, plan rate, COBRA cost, calculate installment payment, payment schedule, base payment.

Provide minimum beneficiary/dependent fields: beneficiary's name, dependent's name, dependent's birthday, dependent age, dependent social security number, dependent student status, dependent relationship.

Workers Compensation

Provide ability to maintain and report employee claims for workers compensation.

Workers Compensation

Provide ability to integrate/interface workers compensation payments process (to employees) with payroll processing to prevent duplicate payments.

Florida Retirement System

Provide ability to retroactively calculate retirement contributions for Workers Compensation return to work claimants.


Provide ability to securely transmit data to FRS plan administrators in their prescribed format.

Other Retirement Plans

Provide ability to handle multiple deferred compensation programs, and the related administration and tracking of participation.


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Functional Category

Required/Optional






Other Retirement Plans

Provide ability to securely transmit data to deferred comp plan administrators in format required by those organizations.


Records selected for creation of the monthly reporting file should be selected based on the check date regardless of when the record was entered or processed.


Provide the ability to split wages to the applicable FRS rate and plan due to changes in job classification within a month. Example: employee starts to work at Fire Rescue on September 15, 2006. In this case, contributions should be calculated at the regular rate through September 15 and at the special risk rate for the remainder of the month.


Provide the ability to split wages to the applicable FRS rate and plan due to the DROP effective date. Example: employee enters DROP program on August 1, 2006 with pay period ending on August 4, 2006. In this case, 4 days (8/1 through 8/4) should be calculated at the DROP rate with the remainder of the pay period calculated at the previous regular rate.


Provide the ability to perform multiple runs of the process to create the file to be sent to FRS, each time replacing the prior file.


Revised 9/7/2006 of 172


Functional Category

Required/Optional


Payroll Reporting

PYRPT001 Payroll Reporting Standard Reports Required










Provide the ability to create a FRS adjustment file in the prescribed format to be merged with the system created file. Functionality to permit adding, deleting, and modifying records in accordance with the prescribed format.

PYRPT000

Payroll Reporting - The Payroll department office runs numerous reports. Below are some key reports. Please indicate whether or not the ERP application delivers the described report within the base product.

Provide standard payroll reports: payroll register, hours register, deductions and earnings register, deductions and earnings not taken, employees not paid, tax distribution, and time sheets.Provide reports analyzing absences, including day of week.

Provide management reports on compensatory time activity.

Provide on-line report of employee deductions.

Provide on-line reports of employee year-to- date gross and deductions.

Provide on-line report of employee earnings and check history based on user selected parameters (e.g. date range, type of earning).

Provide an on-line report of employee hours worked, for at least.

Provide a report that proves payroll amount (gross amount less deductions equal net pay on pay checks).

Provide ability to report payroll on calendar year and fiscal year basis.


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Functional Category

Required/Optional







PYINT000 Payroll Interface Payroll Interface - The payroll systems currently interface with the following:

Provide ability to produce reports of termination information by user selected criteria.

Provide the ability to run the reports online and on demand for current and previous payrolls with the option to view online or to print.

Provide the ability to create additional edit reports using a third party tool such as Crystal.

Provide the ability to produce annual employee benefit statements including wages, employer paid benefits and employee leave benefits.

Provide ability to report in prescribed formats, and on magnetic media where indicated, the following: reports to the Florida Retirement System, reports to cafeteria plan administrators and deferred compensation reports.

Provide list of payroll exception reports provided by the system. Examples: employees active not paid, employees with gross pay over $3000, gross pay less than base pay, duplicate transaction entries in same pay period.


Revised 9/7/2006 of 172


Functional Category

Required/Optional

PYINT001 Payroll Interface Financial Interface Required





Provide ability to distribute payroll costs/expenses (by percentage, dollar amount or combination of percentage and dollar amount) to unlimited number of accounting distributions in the General Ledger (including fund, agency, organization, reporting category, grant, project, sub- organization, object, sub-object), per employee record. Example: regular earnings are charged to accounting distribution 0001-100-1400-1201 but overtime is charged to 0001-100-1400-1401.

Provide ability to set up account numbers at the employee level, and on the deduction and earnings tables to generate expense and liability transactions to be interfaced to any General Ledger (ERP system GL or 3rd party GL such as AMS Advantage).

Post/interface directly to payroll liability accounts, in the General Ledger.

Provide labor distribution management reports that show labor time and cost, distribution of hours paid.

Provide ability to accrue salary and benefit expenses at fiscal year-end, based on prior year accounting distribution for the accrual, but based on new year accounting distribution for the reversal.


Revised 9/7/2006 of 172


Functional Category

Required/Optional





PYINT010 Payroll Interface Payroll Interface Required

Payroll BCC Payroll BCC - Requirements of the Board of County Commissioners' Integral Payroll system:

PYBCC001 Payroll BCC BCC HR Required


Provide the ability to accrue payroll based on user supplied parameters for the dates to be accrued rather than a percentage of the payroll. (E.G. Use specific days Sept 28,29,30 and the time earned on the specified dates )

Provide the ability to show both summary and details of the accrual.

Provide the ability to validate the accounting distributions used in the accruals against the corresponding fiscal year chart of accounts for accuracy and budget.

For ERP solution there should be a seamless interface between the General Ledger and payroll system (single set of Chart Of Accounts).

Provide ability to interface all County Time and Attendance systems [for example, Trapeze, NOVA, Brass (OFMB), and FRHR (internally-developed system for Fire/Rescue].

PYBCC000

Provide ability to calculate and report on longevity increases, based on selected criteria.

Provide position table which includes position number, current pay plan, pay grade, class and title, department/division, budgeted FTE, source of funding, filled, vacant or frozen, name of incumbent, salary minimum, midpoint, and maximum.


Revised 9/7/2006 of 172


Functional Category

Required/Optional








PYBCC010 Payroll BCC BCC HR Reporting Required





Provide a pay plan table to contain minimum pay plan information for validation of transactions.

Provide a pay grade table that defines pay ranges for a group of position classifications.

Provide the ability to identify union jobs and positions

Provide ability to print pay plan schedules.

Provide system calculation of pay plan (minimum, midpoint, and maximum) at all grade levels on annual, monthly, biweekly, and hourly basis.

Provide the ability to track performance review scores.

Provide on-line reports by name, social security number or position number of all employee information, including employee history.

Provide ability to compute and prepare turn over reports, by user selected criteria (system-wide, by department, by division).

Provide ability to create ad hoc reports with user-friendly reporting tools.

Provide ability to produce absence analysis reports, including day of week, in on-line or hard copy format.

Provide ability to create organization charts.

Provide ability to print an employee summary report, hard-copy, of all data in the system.


Revised 9/7/2006 of 172


Functional Category

Required/Optional


PYBCC016 Payroll BCC Wage Attachments Required



Provide the ability to create an employee listing in alphabetical order.

Provide the ability for an employee to have at least 10 wage attachments, each being either the same type or a different type of attachment. Example: 7 child support, 1 tax, 2 loans.

Provide the ability to assign a priority to each attachment in the case of multiple attachments, to determine the order in which they should be taken.

Provide the following data elements for each attachment entered: type of order, originating entity, start date, stop date, Financial System vendor code (used to remit the deductions), number of dependents (to be used in the wage attachment calculation routine), second family indicator, head of family indicator, FIPS (Federal Information Processing Standards) code, Case/Docket number, child support order number, alternate collection fee, alternate collection fee flag, original amount, current balance, deduction amount, deductions taken to date, alternate minimum exemption amount or percentage, alternate minimum exemption type (% or amount), frequency of the deduction, method of the deduction (% or amount), arrearage indicator and attachment to which the arrearage is associated, indicator if a child support arrearage is in excess.


Revised 9/7/2006 of 172


Functional Category

Required/Optional







Provide the ability to track an attachment by reducing an original amount by a regular deduction until the amount owed as shown in the original amount bucket is satisfied. Fields should be available showing the current balance owed, attachment taken to date and the amount due to be taken each pay period.

Provide the ability to indicate start and stop dates for attachments, using these dates to determine when deductions should start and end.

Provide the capability to determine the way in which the deductions should be calculated or taken from the following list: pay period dollar amount, monthly dollar amount, % of disposable earning.

In cases where there are multiple child support orders, provide the capability to assign the order in which the deductions should be applied.

For child support attachments, provide the ability to collect arrearages and excess arrearages singly or in conjunction with other attachments.

Provide the capability to determine which attachment rules should apply to a particular attachment. Example: State of Florida or Federal rules. This should be table driven and not require code changes.


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Functional Category

Required/Optional




Provide the ability to create and assign rule categories for wage attachment exempt and fee rules by originating entity (Federal or State), attachment type, taxing status. Example: child support from Texas, single person.

Provide the ability to override the rules regarding the inclusion or exclusion of earnings from the wage attachment calculation for a specified rule category.

Provide the ability to set up rules for each rule category pertaining to exemptions, fees, arrears and proration of deductions in the case of multiple attachments.

Payroll/ERP ProjectGlossary of Terms and Acronyms

Revised 8/7/2006 of 172

Acronym/Term DefinitionACH Automated ClearinghouseAd Valorem Tax

Appropriation

Assessed Value

Balanced Budget

Bond

Budget

Budget Document

Budget Transfer

C&C Palm Beach County Clerk & Comptroller

A tax levied on the assessed value of real or tangible personal property. Also known as “Property Tax”.

A legal authorization granted by a legislative body (e.g., Board of County Commissioners) to incur obligations and make expenditures for specific purposes.

The fair market value of property (real estate or personal), as determined by the County’s Property Appraiser. The assessed value less any exemptions allowed by law is the “taxable value”.

A budget in which estimated revenues and appropriations are equal. Florida Statues require that budgets must be balanced. The County complies with this after the inclusion of re-appropriated beginning fund balances.

Board of County Commissioners (BCC)

Palm Beach County Board of County Commissioners. The legislative and governing body of a county. Also referred to as the “County Commission”.

A certificate of debt containing a promise to pay a specified sum of money (called the face value or principal) at a specified date or dates in the future (called the maturity date) together with periodic interest at a specified rate. Bonds are typically used for long-term debt to pay for specific capital expenditures.

A comprehensive financial plan of operations embodying an estimate of proposed expenditures for a given period and the proposed means of financing them and specifying the type and level of services to be provided. Most local governments have two types of budgets – the “Operating Budget” and the “Capital Improvement Budget”.

The official written statement which presents the proposed budget to the legislative body (e.g., County Commission).

A transfer of appropriations or revenues between two or more accounts within the same fund. The budgeted fund total is not changed.


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Acronym/Term Definition

CJIS Criminal Justice Information System

County

CWA Communication Workers of AmericaDBA Doing Business AsDebt Service

Depreciation

DOH Date of HireDROP Deferred Retirement Option ProgramEC Employee ClassEE EmployeeEFT Electronic Funds TransferEFTPS Electronic Federal Tax Payment SystemEncumbrance

ER Employee RelationsERP Enterprise Resource Planning

Capital Equipment

Equipment with a value in excess of $1,000 and an expected life of more than one year, such as, automobiles, computers, and furniture.

Comprehensive Plan

Required under Chapter 163 of the Florida Statutes, the plan shall prescribe principles, guidelines, and standards for the orderly and balanced future economic, social, physical, environmental, and fiscal development of the County.A political subdivision of the State which is empowered to levy and collect taxes and provide services to citizens within its boundaries.

Payment of principal and interest related to long-term debt.Debt Service

FundA fund used to account for the accumulation of resources for, and payment of, general long-term debt principal and interest.

Expiration in the service life of fixed assets attributable to wear and tear, deterioration, action of the physical elements, inadequacy, and obsolescence.

An amount of money committed for the future payment for goods and services not yet received. Encumbrances result from the issuance of a purchase order, contract, or formal agreement.


Revised 8/7/2006 of 172

Acronym/Term DefinitionExemption

Expenditures

Fiscal Year

Five-Year Trend

Fixed Assets

FRS Florida Retirement SystemFSA Flexible Spending AccountFTE Full Time Equivalent

Fund

GASB Governmental Accounting Standards Board

A reduction to the assessed value of property. The most common exemption is the $25,000 homestead exemption allowed if the owner uses the property as the principal residence. There are also exemptions for disability, government, non-profit owned property, and low-income senior citizens.

The incurring of a liability, the payment of cash, or the transfer of property for the purpose of acquiring an asset or service or settling a loss.

Any period of 12 consecutive months designated as the budget year. The fiscal year used by the County, which is set by State Statute, begins October 1 and ends September 30 of the following calendar year. The fiscal year is designated by the date on which it ends. For example, October 1, 2005 to September 30, 2006 would be Fiscal Year 2006.

Represents the percentage change of a performance measure from the previous year actual and the five years previous.Assets of a long-term character which are intended to continue to be held or used, such as land, buildings, improvements other then buildings, machinery, and equipment.

Full-time Equivalent (FTE)

The number of approved positions equated to full-time basis (e.g., two half-time positions equal one full-time equivalent position).

An accounting entity with a self-balancing set of accounts, which is segregated for the purpose of carrying on specific activities or attaining certain objectives, in accordance with special regulations, restrictions, or limitations.


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Acronym/Term Definition

GoalGrant

GTL Group Term Life InsuranceHRIS Human Resources Information SystemHRMS Human Resources Management SystemImpact Fee

ITN Invitation to Negotiate

Liability

Generally Accepted Accounting Principles (GAAP)

Uniform minimum standards of, and guidelines for, financial accounting and reporting. They govern the form and content of the basic financial statements of an entity. GAAP encompass the conventions, rules, and procedures necessary to define accepted accounting practices at a particular time.

A desirable result attained by achieving strategic objectives. A contribution of assets (usually cash) by one governmental unit or other organization to another. Typically, these contributions are made to local governments from state and federal governments. Grants are usually made for specified purposes.

A charge to a developer and/or owner/builder to offset the cost of providing capital facilities to meet growth demands. The County assesses impact fees for capital facilities for parks, fire-rescue, library, law enforcement, public buildings, schools, and roads.

Interfund Transfer

Movement of assets (usually cash) from one fund to another. Also referred to as “Transfers In/Out”.

Internal Service Fund

A fund established for the financing of goods or services provided by one department or agency to other departments or agencies on a cost reimbursement basis.

Lease-purchase Agreements

Contractual agreements which are termed “leases”, but which in substance amount to purchase contracts for equipment and machinery.

Legally Adopted Budget

The total of the budgets of each County fund including budgeted transactions between funds.

Debt or other legal obligations arising out of transactions in the past which must be liquidated, renewed, or refunded at some future date. The term does not include encumbrances.


Revised 8/7/2006 of 172

Acronym/Term DefinitionLine Item

LMS Learning Management SystemM/WBE Minority and Women Owned Business EnterpriseMONY Mutual of New YorkNIGP National Institute of Governmental Purchasing, Inc.NTL National Traveler LifeOperating Budget

ORIS Official Records Information SystemPA Performance AppraisalPAN Personnel Action NoticePBSM Payroll Benefits Management SystemPCN Position Control Number

Personal Services

PESM Personnel Employee Management SystemPG Pay GradeProprietary Fund

PTO Paid Time OffReserve

Revenue

A specific item or group of similar items defined by detail in a unique account in the financial records. Revenue and expenditure justifications are reviewed, anticipated, and appropriated at this level.

A budget for general expenditures, such as, salaries, utilities, and supplies.

Performance Measures

Specific quantitative and qualitative measures of work performed.

Items of expenditures in the operating budget for salaries and wages paid for services performed by County employees, including fringe benefit costs.

A fund which operates similarly to the private sector and focuses on the measurement of net income.

A specified amount of funds set aside for the purpose of meeting future expenses. Expenditures may not be charged directly to reserve accounts. A budget transfer establishing a new appropriation must first be approved by the Board of County Commissioners.

Funds that the government receives as income. Revenue includes items such as tax payments, fees from specific services, receipts from other governments, fines, grants, and interest income.


Revised 8/7/2006 of 172

Acronym/Term DefinitionSPD Summary Plan DescriptionSSA Social Security AdministrationSSN Social Security NumberStatute

Taxes

TPA Third Party AdministratorTransfers In/Out

Unit

YTD Year to Date

A law enacted by a duly organized and constituted legislative body.

Supplemental Requests

Department requests for additional funding in the budget year in order to increase or enhance existing service levels.Compulsory charges levied by a government for the purpose of financing services performed for the common benefit.

Amounts transferred from one fund to another to assist in financing the services of the recipient fund.

Unincorporated Area

That portion of the County which is not within the boundaries of any municipality.

A unit of financial reporting and management responsibility under the County’s financial system.