Sample ERP Core Requirements

Requirements Matrix Instructions
Functional Category: TECHNICAL Summary Statistics (441)

Vendor Response Codes Code Count Percent
SF Standard Function ("Out-of-the-Box") SF 0 0.00%
NR Provided in Next Release NR 0 0.00%
MD Modification MD 0 0.00%
RQ Provided Through Standard Report RQ 0 0.00%
TP Third Party Software Required TP 0 0.00%
NA Cannot Meet Requirement NA 0 0.00%
XX 441 100.00%
(If any vendor response other than SF - INCLUDE COMMENT)
Response
Reference Number Business Requirements ERP Module Cost Comments
Code
TECHNICAL REQUIREMENTS
Technical requirements have been included to help ensure that the applications/modules
are capable of meeting a wide variety of workload processing demands; provides
transaction processing integrity and general operating reliability; incorporates standard
installation, configuration, and operating procedures.
Access
TL 1.00 Provide the following output options:
TL 1.01 Screen display XX
TL 1.02 HTML format XX
TL 1.03 File XX
TL 1.04 Printer XX
TL 1.05 Fax XX
TL 1.06 Email XX
TL 1.07 Adobe Acrobat (.PDF) file XX
TL 2.00 Incorporate common graphical user interface (GUI) characteristics, such as the following:
TL 2.01 Check boxes XX
TL 2.02 menu bars XX
TL 2.03 text boxes XX
TL 2.04 resizable windows XX
TL 2.05 Pull-down menus XX
TL 2.06 Point and click operation XX
TL 2.07 Scroll bars and scrollable list boxes XX
TL 2.08 Radio buttons XX
TL 2.09 Online prompts or "balloon" help messages XX
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Response
Code
TL 2.10 Online context sensitive help XX
TL 2.11 Find, replace and “go to” XX
TL 2.12 Provides keyboard equivalents for all menu options XX
TL 2.13 Allows use of mouse for all commands XX
TL 2.14 Allows multiple windows to be open at the same time XX
TL 2.15 Windows can be minimized and expanded XX
TL 2.16 “Grays out” commands and menu options not available in the current context. XX
TL 2.17 Consistent function keys XX
TL 2.18 Screen naming functions XX
TL 2.19 Navigation patterns XX
TL 2.20 Consistent use of controls XX
TL 2.21 Help XX
TL 3.00 Can support downloads to the following applications:

TL 3.01 Microsoft Access XX
TL 3.02 Microsoft Excel XX
TL 3.03 Microsoft Word XX
Incorporate data entry features designed to reduce the amount of direct keying required to
TL 4.00
initiate transaction processing, such as the following:
TL 4.01 the use of default values XX

TL 4.02 look-up tables XX
TL 4.03 automatic data recall XX
TL 4.04 single-function windows (e.g., one input screen per transaction) XX
TL 4.05 pass common data from screen to screen XX
TL 4.06 highlighting of required fields XX
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Response
Code
TL 4.07 auto tabs XX
function keys (e.g., to retrieve previous data, invoke help facility, suspend transaction, or
TL 4.08 XX
clear screen)
TL 4.09 disabling of non-supported function keys XX
TL 4.10 menu mode and an expert mode of screen navigation XX
TL 4.11 transaction entry undo/redo XX
TL 4.12 context-sensitive online help XX
TL 4.13 select records from a list by scrolling or by typing in only part of an entry XX
TL 5.00 Stores and saves user profile preferences:
TL 5.01 Font XX
TL 5.02 Colors XX
TL 5.03 Column and field location XX
TL 5.04 Workspace XX
TL 6.00 Support imports from fixed or delimited datasets from the following applications:
TL 6.01 Microsoft Access XX

TL 6.02 Microsoft Excel XX
TL 6.03 Microsoft Word XX
TL 6.04 Input/output data using the following technologies: XX
TL 6.05 Imaging software XX
TL 6.06 Document scanners XX
TL 6.07 Hand held devices XX
TL 6.08 Tumbleweed Secure File Transport 4.6 XX
TL 6.09 Interactive voice response - IVR XX
TL 6.10 Audio and video (at some point) XX
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Response
Code
TL 6.11 Other input/output devices XX
TL 7.00 Supports gathering information from the following input devices such as:
TL 7.01 Touch screen XX
TL 7.02 OCR Devices XX
TL 7.03 Bar code font reader XX
TL 7.04 Form Template XX
TL 7.05 PDA XX
TL 7.06 Phone (touchtone, Voice over IP (VoIP)) XX
TL 7.07 CD-ROM XX
TL 7.08 DVD XX
Support full transaction audit trail and exception investigation including on-line drill down
TL 8.00 XX
from summaries to individual transaction detail
Support drill down from summaries to individual transaction detail including links to imaged
TL 9.00 XX
documents.
TL 10.00 Attach imaged or other electronic documents to a transaction. XX
TL 11.00 Support drill down and across to other modules, without exiting the current module XX
TL 12.00 Provide all screens, reports and transactions through a web browser. XX
TL 13.00 Provide an on-line inquiry access to any transaction. XX
TL 14.00 Utilize graphical tools to illustrate statistical information. XX
TL 15.00 Support XML import/export. XX
TL 16.00 Utilize extensions between ERP and another system, such as GIS. XX
TL 17.00 Manage or integrate with a batch scheduler for reports and/or other system processes. XX
Provide a consistent GUI across modules (based on Microsoft GUI standards) to assist staff in
TL 18.00 XX
learning to use the system
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Response
Code
TL 19.00 Ability for the GUI to provide a consistent icon appearance for common functions. XX
TL 20.00 Page backward or forward through screens. XX
TL 21.00 Return to a previous screen or menu from the current menu. XX
Enable authorized users to perform online "drill down" from summary information to
TL 22.00 XX
supporting detail information where appropriate.
Enable pop-up windows on data entry screens that display field values and permits selection of
TL 23.00 XX
field values based upon cursor location.
TL 24.00 Expedite data entry and inquiry by the use of facilities such as program function keys. XX
Allow the user to toggle between active application modules and other office software
TL 25.00 applications (e.g., word processor, spreadsheet) through the use of icon, keystroke and/or XX
menu options without exiting a current application/module.
Utilize colors and other visual and non-visual aids to facilitate the use of system functions
TL 26.00 XX
(e.g., data entry/section errors are presented in red for easy detection).
Integrate with Microsoft Office applications and support "cut and paste" capabilities between
TL 27.00 XX
Office applications and system applications/modules.
Provide immediate transfer of values from "pop up" tables to the appropriate field when
TL 28.00 XX
selected and to proceed to the next entry field.
TL 29.00 Support rapid data entry by simple keystrokes (i.e. coding reduction tools). XX
TL 30.00 Support user-defined window format changes and store them. XX
TL 31.00 Access other input screens and modules without backing out of menus or menu paths. XX
TL 32.00 Move between modules and menus via short-cut keys. XX

Navigate within multiple input screens without losing information input on the original (or
TL 33.00 XX
header) screen.
TL 34.00 Open multiple screens/windows. XX
TL 35.00 List recent values for each field (current session only). XX
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Response
Code
TL 36.00 Perform queries based on partial field entries. XX
Complete validation and editing of data at the point of entry (on-line or batch) based on user
TL 37.00 XX
defined criteria (e.g., transactions, tables, archived records, transaction status, other data.).
Utilize user defined/configurable data input screens/formats without modifying application

TL 38.00 XX
source code.
TL 39.00 Define mandatory data entry fields. XX
TL 40.00 Define default field values for data entry screens. XX
TL 41.00 Populate standard tables for particular data entry fields. XX
TL 42.00 Modify the screen format based on the user group entering the data. XX
TL 43.00 Attach associated free form comments to transactions. XX
TL 44.00 Track multiple notes for each transaction type. XX
TL 45.00 Provide soft or hard warnings prior to executing delete or remove functions. XX
TL 46.00 Incorporate field-level data validations. XX
TL 47.00 Validate that date and format is valid in date fields. XX
Change the editing values (tables) on-line/interactively without program coding changes and
TL 48.00 XX
recompilation.
Capability of designing an open architecture that allows for integration of data and displays
TL 49.00 XX
from other systems.
TL 50.00 Enter alpha, alphanumeric, and numeric values within the same form. XX
Run the application within a web browser. (Want the ability to fully use all user functions
TL 51.00 XX
without installing additional local software)
TL 52.00 Allows mass changes or deletes by table-driven data through proper security. XX
TL 53.00 Data entry options available are based on security definitions for each user. XX
TL 54.00 End-user screens contain triggers to additional data screens based on a specific data input. XX
Performs updating by functional users from external batch sources (e.g., other application
TL 55.00 XX
systems).
TL 56.00 Provides transaction processing controls and edits for entered transactions. XX
Utilizes paperless system and workflow Technology (at least 10 levels) for user entry with
TL 57.00 XX
electronic approval levels and full editing.
TL 58.00 Validates mass data entered in batch form. XX
TL 59.00 Validations for data entry include related fields. XX
Internet Access
System can be accessed through Internet Explorer 6.0 (or later) and above (please note any
TL 60.00 XX
plug-ins that are required in comments column)
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Response
Code
TL 61.00 Provide the capReceive public payment collections via the Internet? XX
TL 62.00 Support secure Internet access to the integrated ad hoc data query facility? XX
Support secure Web browser access to all financial management system modules, including
TL 63.00 workflow-related features, for the purpose of entering new financial documents/transactions XX
and for reviewing/approving their processing?
Support the use of standard public key infrastructure Technology to control access to sensitive
TL 64.00 XX
data over the Internet?
Architecture
TL 65.00 Operate in a Windows desktop environment. (Windows XP minimum) XX
TL 66.00 Provide APIs for custom code to support upgrades to future releases. XX
TL 67.00 Provide data integration and the Build interfaces to and from the product. XX
TL 68.00 Support or utilize web services. XX
TL 69.00 Integrate with Outlook. XX
Maintain records for multiple different organizational units (i.e., different Constitutional
TL 70.00 XX
Agencies) including:
TL 70.01 Separate databases XX
TL 70.02 Different master data structures and records XX
TL 70.03 Different charts of accounts XX
TL 70.04 Different security structures XX
TL 70.05 Multiple fiscal years XX
TL 71.00 System architecture is compatible with:
TL 71.01 Portal Technology (Microsoft SharePoint) XX
TL 71.02 Wireless Access XX
TL 71.03 Enterprise Workflow XX
TL 71.04 Data Base Server(s) XX
TL 71.05 IIS (Internet Information Server) XX
Allows for separate, complete duplication of the software across the production system and
TL 72.00 XX
multiple development and test landscapes.
A commercially available product, subject to regular maintenance based on vendor-developed
TL 73.00 XX
and scheduled software releases
Enforce internal database consistency during all online and batch update operations, including
TL 74.00 XX
distributed databases, if applicable
Support automated fax-back access for standardized, commonly requested documents (such as
TL 75.00 XX
account statements)?
TL 76.00 Support real-time (non-batch) transaction processing and data access XX
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Code
Deploy four environments in support of critical applications: Development, Quality Assurance,

TL 77.00 Production and Disaster Recovery. Does your application licensing allow for these other non- XX
production environments to be setup at no additional charge?
TL 78.00 Have a central database as primary system of record XX

TL 79.00 Accommodate protocols: IPX/SPX, TCPIP XX
Run background processes to allow functional users to continue work while processes (e.g.,
TL 80.00 XX
reports/queries are running)
TL 81.00 System is compatible with tablet PC's XX
Have fully documented restart capabilities for the application’s online and batch processing
TL 82.00 components? Do the system modules segment batch jobs to facilitate their recovery in the XX
event of a system failure
Archive, Back-up, Purge
TL 83.00 Manage a defined archival and purge procedure. XX
TL 84.00 Pre-schedule data archiving and purge routines. XX
Perform automatic daily incremental back-up of all system files with periodic full back-up of
TL 85.00 XX
the complete system.
TL 86.00 Archive data, including all system data. XX
Perform full back-up and recovery in the event of malfunction (hardware and/or software),
TL 87.00 XX
and ensure that no transactions are lost.
Provide recommendations on application architecture and configuration to meet back up and
TL 88.00 XX
recovery requirements for business critical applications
Ability for an authorized administrator to easily modify archive and purge criteria while
TL 89.00 XX
maintaining file synchronization and referential integrity of tables.
TL 90.00 Mark records for deletion and not remove them from the database until archived. XX
TL 91.00 Ability for the administrator to reset deleted records (maintaining referential integrity). XX
Provide access to archived data when the system architecture changes as a result of a software
TL 92.00 XX
upgrade.
TL 93.00 Purge records upon request records that meet user defined time and/or other purge criteria. XX
TL 94.00 Validate integrity of database before and after purge. XX

TL 95.00 List all records included in purge. XX
TL 96.00 Identify orphaned records (e.g. records that do not have parent values). XX
TL 97.00 Provide a method to access, query, and report against archived data. XX
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Code
TL 98.00 Enable compliance with applicable retention schedules. XX
Provide recommendations on infrastructure requirements based on retention schedule best
TL 99.00 XX
practices.
TL 100.00 Purge retained reports on schedule according to record retention requirements. XX
Establish and maintain user-defined archival criteria, such as date, accounting period, closed
TL 101.00 XX
items, and vendors inactive for a specific time period
Selectively retrieve archived data based on user-defined criteria such as date, accounting
TL 102.00 XX
period, or vendor
Database
TL 103.00 Provide GUI, structured query language (SQL) capabilities for database queries. XX
TL 104.00 Provides ability to effective date table entries, either individual updates or file/batch updates. XX
Provide GUI RDBMS monitoring, tuning and management and system and user auditing
TL 105.00 XX
functionality.
TL 106.00 Provide data modeling, data definition and data dictionary components. XX
Utilize appropriate database rules, primary/foreign key relationships, rules and constraints to
TL 107.00 XX
enforce and maintain data and referential integrity.
Readily support clustered and non-clustered indexes, on-line index maintenance, data views,
TL 108.00 XX
partitioned table and index support, read-only tables, stored procedures and functions.
TL 109.00 Provide concurrent data access. XX

TL 110.00 Ability for RDBMS to support secure network access. XX
Ability for the database transactions within the system to be ATOMIC - all updating tasks must
TL 111.00 XX
be completed or nothing is done.
Ability for the database transactions within the system to be CONSISTENT - tasks cannot
TL 112.00 XX
leave the database in a state that violates any integrity rules.
Ability for the database transactions within the system to be ISOLATED - tasks remain
TL 113.00 XX
invisible to other operations until completed.
Ability for the database transactions within the system to be DURABLE - tasks will complete
TL 114.00 XX
or be reversed if the system fails in the interim.
TL 115.00 Supports online modifications to database structures without user downtime. XX
Allow data replication, including, but not limited to, copying an instance of any database to
TL 116.00 XX
separate locations.
TL 117.00 Allow on-line data backups. XX
TL 118.00 Allow on-line restore and include point-of-failure recovery functionality. XX
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Provide documented database best practices, including but not limited to, optimum database
TL 119.00 XX
configuration and client maintenance.
Provide scheduled or event driven processes to automatically perform user defined databases
TL 120.00 XX
or RDBMS system processes.
TL 121.00 Ability for the RDBMS to provide a set of automatable tools for importing and exporting data. XX
Ability for the RDBMS to be compatible with clustering technologies to support failover and
TL 122.00 XX
load balancing.
TL 123.00 Employ access security permitting role level assignments to database objects. XX
Ability for the database access via ODBC/Microsoft Data Access Component compliant
TL 124.00 XX
drivers.
TL 125.00 Retain multiple generations of reports to meet retention requirements. XX
Error Handling
TL 126.00 Provides the capability of producing error statistics by source. XX
Employ common error handling routines across functional modules and present error
TL 127.00 XX
messages that allow the user or system operator to respond to reported problems
Enable error messages to appear in a consistent format across all system modules, for both
TL 128.00 batch and on-line processing. Specifically, error messages have like codes, text and screen XX
locations.
TL 129.00 Integrate error messages with on-line help function. XX
TL 130.00 Report an error recycle file for rejected batch transactions. XX
TL 131.00 Maintain a suspense file for rejected or unposted transactions. XX
Global
Have automated workflow with electronic review, routing and authorization (electronic
TL 132.00 XX
signature), with supporting documentation
TL 133.00 Have a menu-driven system that is user friendly and easy to navigate XX
TL 134.00 Have simplified printing capabilities XX
TL 135.00 Have a paperless system and electronic forms XX
TL 136.00 Have database fields default to spaces and/or zeroes, unless a user-defined value is present. XX
TL 137.00 Make any field a drop down box with no free form entry allowed. XX
TL 138.00 Provide fully integrated application modules in order to avoid redundant data entry. XX
Help
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Provides comprehensive Technical system documentation and Technical manuals (geared to
TL 139.00
information systems personnel) including:
TL 139.01 Program descriptions XX
TL 139.02 Screen definitions and descriptions XX
TL 139.03 Database definitions, logical data model, and record layouts XX
Provide comprehensive installation, detailed operating, and system maintenance
TL 140.00
documentation covering the following:
TL 140.01 product installation and configuration steps XX
TL 140.02 application access procedures XX
TL 140.03 user screen layout and content XX
TL 140.04 transaction entry procedures XX
TL 140.05 batch job setup, processing, and recovery/restart procedures XX
TL 140.06 error codes with full descriptions and recovery steps XX
TL 140.07 standard report layout and content XX
TL 140.08 internal processing controls XX
TL 140.09 application security XX
TL 140.10 operating specifications and system flowcharts XX
TL 140.11 database entity relationships, table formats, and data element descriptions XX
TL 140.12 program module descriptions XX
Perform an extensive online help facility capable of being easily modified by system
TL 141.00
management/administration. The help facility will include:
TL 141.01 Window level help XX
TL 141.02 Field level help XX
TL 141.03 Error message help XX
TL 141.04 Context sensitive help XX
TL 141.05 Hypertext linked help XX
TL 141.06 Indexed help XX
TL 141.07 Definable “wizards” XX
Provide an extensive online error message facility capable of being easily modified by system
TL 142.00
management/administration. The error message facility should include:
TL 142.01 Short error message description (at least 30 characters) XX

TL 142.02 Detailed error message description XX
TL 142.03 Highlighting of field in error XX
TL 142.04 Customizable error message text stored in appropriate system tables XX
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Provides up-to-date end-user manuals which contain clear and thorough descriptions of all
screen and batch processing functions, screen data, reporting, programs, and any processing
TL 143.00 XX
parameters. Users manuals to be provided on-line, internet accessible, on CD-ROM and/or
DVD.
TL 144.00 Include revised documentation concurrent with the distribution of new software releases XX
TL 145.00 Have a user friendly, read-only data dictionary. XX

TL 146.00 Provide the following on-line help functionality:
TL 146.01 Searchable help XX
TL 146.02 Field (topic) specific help XX
TL 147.00 Allow secured customization/configuration of the online help. XX
TL 148.00 Ability for users to access user documentation on-line. XX
Online help to direct the user to help screens specific to the transaction for which they are
TL 149.00 XX
processing.
TL 150.00 Online help facility to be customizable to reflect the configuration of the software. XX
Integrate all application modules preventing the need to re-key or reconcile records across
TL 151.00 XX
modules.
Interface with the agency electronic communications system to distribute application-

TL 152.00 XX
generated documents and messages to either intranet or Internet users
Support direct electric data interchange translation compliant with ANSI X-12 standards to
TL 153.00 enable electronic data exchanges with designated trading partners, such as a bank credit card XX
service provider, major supplier, or customer
Support emerging XML-based specifications for the exchange of financial data, such as
TL 154.00 XX
Extensible Business Reporting Language?
Maintenance
TL 155.00 System Toolsets will accommodate the following:
TL 155.01 Report design XX
TL 155.02 End-user interface design XX
TL 155.03 API Maintenance XX
TL 155.04 OLAP Maintenance XX
TL 155.05 System performance and utilization monitoring XX
TL 155.06 System statistics and audit reporting XX
TL 155.07 Data conversion Tools XX
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TL 156.00 System install tools or software for installs across all landscapes (e.g. test, production etc.) XX
Software is easily deployed to desktops through push or pull software to the desktop if client
TL 157.00 XX
required.
TL 158.00 Allows for customizing, identifying and reporting of new defined fields. XX
TL 159.00 Allows for customizing, identifying and reporting of new defined tables. XX
TL 160.00 Includes new defined fields in upgrade path. XX
TL 161.00 Includes new defined tables in upgrade path. XX
TL 162.00 Load new forms via menus or buttons. XX
Retains customizations made without changes to source code across upgrades to new versions
TL 163.00 XX
of the software.
Upgradeable by system module to accommodate changes in laws, regulations, best practices,
TL 164.00 XX
and new Technology
User-defined data entry edit and validation criteria to minimize errors and edit for certain
TL 165.00 XX
unique conditions
TL 166.00 Use user exits to add/modify user executable custom code. XX
TL 167.00 Ability for electronic notifications to identify the region that they are sent from. XX
TL 168.00 Designate mandatory or desirable input fields on screens XX

TL 169.00 Sort screen data by user-defined criteria (e.g., number, name) XX
TL 170.00 Provide an efficient debugger or audit trace. XX
TL 171.00 Provide customizable user interfaces. XX
TL 172.00 Purge, with appropriate archival and audit rails, individual or project specific data . XX
TL 173.00 Support purging of individual, project-specific data from all relevant system modules. XX
TL 174.00 Customize fields and look-up tables. XX

TL 175.00 Customize user menus and screens based on user access authority. XX
Provide data and transaction logic validation through the use of centralized or distributed
TL 176.00 XX
business rules.
Provide utilities for database performance monitoring and tuning, including but not limited to
TL 177.00 XX
tools for table and file maintenance.
Provides user defined exits, tables, fields, screens, reports, forms, hot keys, menus and
TL 178.00 XX
business rules and workflows.
TL 179.00 Support mass changes to definable groupings of transactions. XX
Network
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TL 180.00 Switch to a backup network in case of an outage or system downtime. XX
TL 181.00 Leverage existing infrastructure for connectivity. XX
TL 182.00 Provide for a secure connection ensuring all data is protected. XX
TL 183.00 Provide encryption as part of the connectivity security approach. XX
TL 184.00 Build a network-wide audit trail or network log. XX
TL 185.00 Expand the networking and connectivity infrastructure. XX
Monitor the network through built-in tools to troubleshoot and proactively predict network
TL 186.00 XX
issues.
TL 187.00 Detect intrusion into the network and system. XX
TL 188.00 Print to network printers, using TCP / IP, without additional hardware components. XX
TL 189.00 Support access and connectivity for multiple networks. XX

TL 190.00 Support a multiple-domain Active Directory environment. XX
Perform distributed printing to addressable printers connected to the network including on
TL 191.00 XX
demand printing, scheduled printing and queuing for batch printing.
Operations
TL 192.00 Operates in the following redundancy/failover environments:
TL 192.01 Dual data centers XX
TL 192.02 Multi-processor server with processor failover XX
TL 192.03 Redundant application servers with automatic failover XX
TL 192.04 Redundant database servers with automatic failover XX
TL 193.00 Allow reports to be produced in the background while other system processing takes place XX
TL 194.00 Allow selective action on those documents that meet the user-defined archival criteria XX
Any specific downtime requirements of the application software (e.g. for housekeeping) must
TL 195.00 XX
be stated
TL 196.00 Complete routine batch processing within an agency-defined batch processing window XX
Include a process scheduling capability that enables the operator to initiate, monitor, and stop
TL 197.00 XX
scheduled processes, such as online availability, batch jobs, and system maintenance
Provide online status messages indicating job or transaction type and name, when requested
TL 198.00 XX
processing starts and completes, and system errors
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Provide the capProcess batched transactions during online hours and accept online transactions
TL 199.00 XX
from interfacing systems with no online performance degradation
TL 200.00 Guarantee continuously available (24x7) external web-enabled information access functions. XX
TL 201.00 Fully-synchronize backup and recovery with a well-defined disaster recovery plan. XX
TL 202.00 Provide high availability including application, disk storage and CPU failover. XX
Perform transaction level auditing and rollback/recovery to ensure internal integrity of all
TL 203.00 XX
transactions.
TL 204.00 Allow remote access to users outside of the Agencies internal network. XX
TL 205.00 Control priority of the batch process based on multiple user defined criteria. XX
TL 206.00 Control job start time based on user-defined criteria. XX
TL 207.00 Control job by transaction type. XX
TL 208.00 Ability to sequence multiple jobs based on user defined rules. XX
Manage a system-wide calendar which can be updated on-line by the user to schedule
TL 209.00 XX
processing or control processing parameters.
Integrate with external process/job scheduler so that dependencies related to external
TL 210.00 XX
processes can be used to manage system events.
Manage various program checks for controlling data files, verifying correct processing, and
TL 211.00 XX
ensuring data integrity, such as record counts, totals, limit checks, and dollar totals.
TL 212.00 Manage automatic reconciliation of all exported/imported data. XX

Reporting
TL 213.00 Allow the user to schedule automatic report printing/generation by the following:
TL 213.01 Time of day XX

TL 213.02 Day of week XX
TL 213.03 Day of month XX
TL 213.04 User-defined number of days XX
TL 213.05 User-defined day of the week XX
TL 213.06 Monthly XX
TL 213.07 Semi-annually XX
TL 213.08 Annually XX
TL 213.09 User-defined time period XX
TL 213.10 Provide the following ad hoc query functionality:
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TL 213.11 Sort information by multiple fields XX
TL 213.12 Minimize information selection based on multiple field criteria XX
TL 213.13 Provide multi-level totaling XX
TL 213.14 Save ad hoc query templates. XX
TL 213.15 Provide information analysis tools, including:
TL 213.16 Standard on-screen inquiries XX
TL 213.17 Query tools XX
TL 213.18 Provide a list of supported report-writer tools. XX
TL 213.19 Other XX
TL 214.00 Select multiple output formats for reports including:
TL 214.01 .PDF XX
TL 214.02 .docx XX
TL 214.03 .xlsx XX
TL 214.04 HTML XX
TL 214.05 Other common output formats XX
TL 215.00 Perform the following output formats on demand, as scheduled and batch:
TL 215.01 Paper XX
TL 215.02 Fax XX
TL 215.03 E-mail XX
TL 215.04 File - XML, PDF, HTML, text, csv XX
TL 216.00 Provides query searching capabilities that can be used:
TL 216.01 With on-line screen searching XX
TL 216.02 To perform free-form text searching XX
TL 216.03 With full "if..then..else" logic XX
TL 217.00 On-line, real-time reporting and query capability XX
Include a report spooling capability to enable online viewing, reprinting, and permanent
TL 218.00 XX
archiving of requested reports
TL 219.00 Perform point-in-time reporting, prior date or current XX
TL 220.00 Have a customizable dashboard XX
TL 221.00 Ability for end users to create custom queries and ad hoc reports XX
TL 222.00 Roll-up and drill down on reports XX
TL 223.00 Conduct data analytics XX
Support sophisticated analytics, including drill down and drill around capability, and modeling
TL 224.00 capabilities including ‘what-if’, sensitivity, and make-or-buy analyses for a single point-in- XX
time or any date range against all systems
TL 225.00 Provide user-defined exception reporting capabilities XX
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TL 226.00 Automatically e-mail system generated reports to users XX
TL 227.00 Utilize a report writer. XX
TL 228.00 Modify pre-existing reports. XX
TL 229.00 Manage report templates. XX
TL 230.00 Generate a report on any field. XX
TL 231.00 Print reports in batches. XX
TL 232.00 Route reports to multiple specified printers. XX
TL 233.00 View current and retained reports on-line. XX
TL 234.00 Automatically route a report to identified users electronically. XX
Support Business Intelligence reporting needs either natively or though integration with a BI
TL 235.00 tool for finance, accounting, budgeting, purchasing, human resource, payroll and other XX
business processes and organizations.
TL 236.00 Perform spell check functionality. XX
TL 237.00 Import and export data to a data warehouse XX
Lmit end-user report writing capabilities by a user-defined number of fields or time it takes to
TL 238.00 XX
process the report (by role).
TL 239.00 Run user-reports against users in Active Directory XX
TL 240.00 Allows ad-hoc report/query definitions to be stored in private folders. XX
TL 241.00 Allows end-users to modify report queries on-line. XX
TL 242.00 Allows for drill around across business functions/modules. XX
TL 243.00 Allows for drill down to see detail behind the numbers in a report. XX
TL 244.00 Allows users to define a sort order for reports. XX
TL 245.00 Allows users to sort report by any field within the report. XX
On-line real-time reporting and query capability which allows on-line viewing of ledgers,
TL 246.00 XX
documents, tables, and records without exiting from the processing environment.
TL 247.00 Print preview contains fit to screen capability. XX

TL 248.00 Allows end-user to view print progress of any report. XX
TL 249.00 Create reports with defined calculations. XX
TL 250.00 Provides Link from reporting tool to graphic, spreadsheet and presentation applications. XX
TL 251.00 Schedule and view print time for batch printing. XX

Provides Administrator-defined limits on the time a report or query takes to execute and the
TL 252.00 XX
number of records to be retrieved.
TL 253.00 Provides flexibility to users to indicate round numbers (or not) in report. XX
TL 254.00 Provides for processing reports in batch. XX
Technical Page 18
XX 441 100.00%
Response
Code
TL 255.00 Provides print preview capability. XX
TL 256.00 Create & print reports on special forms. XX
TL 257.00 Create graphs with database fields. XX
TL 258.00 Provides user the Specify number of copies of report to be printed. XX
TL 259.00 Reports can include end-user defined headings and borders. XX
TL 260.00 Reports include user-defined control breaks and number of print lines per page limits. XX
TL 261.00 Supports direct access to data via ODBC. XX

TL 262.00 Users can print a range of pages. XX
TL 263.00 Uses a report distribution manager. XX
Workflow
Automated workflow tracking and management capability including electronic ‘tickler file’
TL 264.00 XX
notification of pending tasks, document imaging and integration with accounting system
TL 265.00 Manage user defined workflow for any system event. XX

TL 266.00 Perform electronic approval and/or digital signatures for various documents. XX
TL 267.00 Manage a large number of workflow steps. XX
TL 268.00 Route workflow to multiple destinations based on defined workflow events. XX
Ability for documents to be uploaded and routed for approval through an automated user
TL 269.00 XX
designed workflow.
TL 270.00 Route documents using pre-defined and user defined workflow routes. XX
TL 271.00 Route a document on ad-hoc workflow routes. XX
TL 272.00 Automatically escalate an approval if not addressed within specific timeframes. XX
TL 273.00 View the status of a document on a workflow route. XX
TL 274.00 Designate workflows as informational or action required (approval). XX
TL 275.00 Ability to not finalize until approval workflows are complete. XX
TL 276.00 Route rejected transactions to any prior approver. XX
TL 277.00 Provide an "inbox" for each user with workflow items to be reviewed. XX
TL 278.00 Manage electronic signatures for approvals and rejections. XX
TL 279.00 Manage tracking of workflow approvals and rejections. XX
TL 280.00 Define user transaction status including; approved, rejected, pending, and under consideration. XX
TL 281.00 Identify the status of items submitted to workflow at any time. XX

Specify workflow destination as specific users or classes of users within workgroup or other
TL 282.00 XX
user defined criteria.
Technical Page 19
XX 441 100.00%
Response
Code
Notify users when items in their inbox have gone unprocessed for a user defined period of
TL 283.00 XX
time.
Automatically route transactions to a workgroup after a specific time of inaction (based on
TL 284.00 XX
transaction type).
Delegate approval authority to another user for a specified period of time (to cover vacations,
TL 285.00 XX
other circumstances).
Bypass steps in the workflow process by allowing approvers higher in the approval steps to
TL 286.00 XX
approve transactions before they arrive in their mailbox.
Manage a "master approver" for each workflow that may approve a transaction at any time
TL 287.00 XX
whether or not they are included in the normal workflow.
Attach additional documentation to workflow events (word documents, spreadsheets, other
TL 288.00 XX
files).
TL 289.00 Identify and track the number of transactions approved by person. XX
TL 290.00 Identify and track the number of transactions processed at each level of the approval hierarchy. XX
TL 291.00 Identify and track the number of transactions rejected at each level of the approval hierarchy. XX
TL 292.00 Attach scanned documents or electronic files (e.g., excel files) to workflow transactions. XX
TL 293.00 Identify the number of transactions pending approval at each level of the approval hierarchy. XX
TL 294.00 Create work flow using Graphical business process design. XX
TL 295.00 Modify existing workflow processes or define additional business processes from scratch. XX
TL 296.00 Define role-based approval workflows with thresholds and alternate approvers. XX
TL 297.00 Design user notifications/alerts . XX
TL 298.00 Provide best practice workflow templates. XX
Provide multiple approval paths based on, type, amount, organization, commodity/service and
TL 299.00 XX
individuals.
TL 300.00 Provide automated approval notification. XX
TL 301.00 Provide workflow tools that integrate with Outlook e-mail for automated notifications. XX
TL 302.00 Enable designated user(s) to override particular workflow step. XX

TL 303.00 Provide the ability for the approver to see only items that need their approval. XX
Technical Page 20
XX 441 100.00%
Response
Code
Provide the ability for the secondary approver or administrator to see and approve items when
TL 304.00 XX
primary approver indicates he or she is unavailable with Specify optional start and end dates.
TL 305.00 Create custom workflows based on rules-based tools. XX

Provide an internal real-time message routing capability for broadcasting information to all or
TL 306.00 XX
a selected portion of users.
Track documents submitted for approval by User ID, number of days, approval path and data
TL 307.00 XX
and time stamp.
TL 308.00 Allow for workflow management and approval hierarchies. XX
Set rules for automated notices to designated groups or individuals based on date when
TL 309.00 XX
documents have not been approved.
TL 310.00 Report an error recycle file for rejected batch transactions. XX
TL 311.00 Maintain a suspense file for rejected or unposted transactions. XX
TL 312.00 Produce error statistics by source. XX
TL 313.00 Support Vendor Independent Messaging standards? XX
TL 314.00 Support Workflow Management Coalition standards? XX
TL 315.00 System support Messaging API-Workflow standards? XX
Technical Page 21
Functional Category: SECURITY Summary Statistics (130)
RQ Provided Through Reporting or Query Tool RQ 0 0.00%
XX 130 100.00%
Reference Response ERP

Business Requirements Cost Comments
Number Code Module
SECURITY AND AUDIT CAPABILITIES
Provide and have the following levels of security which will apply to online activities, batch
SE 1.00
processing, report writer, exporting, retrieval and system utilities:
SE 1.01 System-level security (i.e., operating system) XX

SE 1.02 Role-level security & controls and associated segregation of duties XX
SE 1.03 User site (location) across all functional areas. XX
SE 1.04 Database-level security XX
SE 1.05 Program-level security XX
SE 1.06 Field-level security XX
SE 1.07 Screen-level security XX
SE 1.08 User-level security XX
SE 1.09 Application/module - level security XX
SE 1.10 Inquiry-level security XX
SE 1.11 Record-level security XX
SE 1.12 Report-level security XX
SE 1.13 Approval-level security XX
SE 1.14 Transaction-level security XX
SE 1.15 Table-level security XX
SE 1.16 Group-level security XX
SE 1.17 Organization-level security XX
SE 1.18 Cross-organization security XX
SE 1.19 Posting Period-security XX
SE 1.20 File level-security XX
SE 1.21 Account/object-level security XX
SE 1.22 IP address XX
SE 2.00 Build and maintain an audit logging capRecord access activity, including the following:
Security Page 22
XX 130 100.00%

Number Code Module
SE 2.01 all log-in/log-out attempts by user and workstation; XX
SE 2.02 user-submitted transactions; XX
SE 2.03 initiated processes; XX
SE 2.04 transactional logging
SE 2.05 system override events; and XX
SE 2.06 direct additions, changes, or deletions to application-maintained data XX
SE 2.07 Error received XX
SE 2.08 transaction changes XX
Record and capture information about each unauthorized access attempt such as: user id,
SE 3.00 workstation, date, time, transaction(menu, screen, file, object), attempted type of access (read, XX
modify, etc.).
SE 3.01 Identification of the user XX
SE 3.02 Date & Time stamp XX
SE 3.03 Before & after images of modified data XX
SE 3.04 Define retention period for logging reports.
Alert users to the following: (alert methods could include email, instant message, text
SE 4.00
message and method chosen configurable by individual users).
SE 4.01 User-defined events XX
SE 4.02 System defined deadlines XX
SE 5.00 Copy user roles and establish new user ID's. XX
Content of audit records contain sufficient information to establish what events occurred, the
SE 6.00 XX
sources of events, and outcomes of events.
SE 7.00 Report on the transaction log and audit trail. XX
SE 8.00 Integrate with LDAP (Active Directory/eDirectory), including authentication. XX
SE 9.00 Support centralized or decentralized management of access control. XX
SE 10.00 Support electronic signatures used for online approval. XX
Display a security notice or banner at the start of the logon process that has to be accepted by a
SE 11.00 user's positive action. Failure to accept prohibits access to the system, whereas affirmation XX
allows the logon to proceed.
Security Page 23
XX 130 100.00%

Number Code Module
SE 12.00 Inhibit display or printing of passwords whenever a user is prompted to enter a password. XX
Ability of a security administrator to suspend or deactivate a user-Id from further use as

SE 13.00 XX
opposed to delete.
Allow a security administrator to suspend or deactivate all user access when a user is
SE 14.00 terminated without affecting the application functions. (i.e. Role based security shall be XX
enforced.)
SE 15.00 Require users to periodically change their passwords based on a table-driven time parameter. XX
Require users to periodically change their passwords based on integration with LDAP and
SE 16.00 XX
allow for periodic change of passwords through Server Administration Systems.
SE 17.00 Restrict access to any file containing security parameters. XX

SE 17.01 Password aging has a administrator-defined maximum number of days XX
SE 17.02 Password reuse minimum tracking through a administrator-defined number of times XX
SE 17.03 Passwords can be changed by users if access password is correct. XX

Enforce strong passwords (minimum length, complexity, administrator defined
SE 17.04
expiration)
Passwords can be alphanumeric, numeric and/or alphanumeric characters as required by
SE 17.05 XX
security administrator
SE 17.06 Passwords can be case sensitive if required XX
SE 18.00 Define at a system-wide parameter that forces all passwords to be changed at any time. XX
SE 19.00 Encrypt passwords without a means to unencrypt. XX

SE 20.00 Support multi-factor authentication
SE 21.00 Record the date and time the last password change has occurred. XX
SE 22.00 Allow security administrator to reset password for subsequent change by user. XX
Ability that once a password has been changed by an administrator a user is required to
SE 23.00 XX
changed the password once he/she signs into the system.
Allow automated user password reset based on correct answers to pre-defined security
SE 24.00 XX
questions.
Security Page 24
XX 130 100.00%

Number Code Module
Allow an administrator to add and modify user security information using online screens with
SE 25.00 XX
immediate profile update.
SE 26.00 Allow an administrator to review and report on attempted violations by batch report or online. XX
SE 27.00 Alert system administrator to security events through user defined alerts (e.g., pop-up, email) XX
Allow an administrator to generate online inquiry and batch reports to review access profiles
SE 28.00 XX
and types to the users defined to the system.
Record and maintain past security profiles (history of security access for an employee) when
SE 29.00 XX
changes are made to an employee's security profile.
Record who changed security profiles and when changes are made (user name, date and time
SE 30.00 XX
stamp).
SE 31.00 Assign application access rights across entire suite of applications at a single point of entry. XX
SE 32.00 Set an invalid password threshold on the number of invalid logon attempts. XX
SE 33.00 Provide summarized and detailed reports on user access, usage and audit logs, etc. XX
SE 34.00 Full support for SSL or S-HTTPS web pages XX
Application web servers must not utilize cookies to store any information other than user and
SE 35.00 XX
session information.
SE 36.00 Supports expiration of cookies at end of session by:
SE 36.01 Logging off application XX
SE 36.02 Closing the browser XX
SE 37.00 Set temporary or emergency accounts to terminate after a user-defined time period. XX
SE 38.00 Set accounts to be automatically disabled after a user-defined period of inactivity XX

SE 39.00 Default security settings are set to the most restrictive level. XX
Sset automated account lockouts for a user-defined duration after a user-defined number of
SE 40.00 XX
consecutive unsuccessful logon attempts.
SE 41.00 Limit the number of concurrent sessions for any user. XX
SE 42.00 Automatically terminate a session after a user-defined period of inactivity. XX
System provides a warning when allocated audit record storage volume reaches a user-defined
SE 43.00 XX
percentage of maximum audit record storage capacity.
Security Page 25
XX 130 100.00%

Number Code Module
SE 44.00 System provides a real-time alert when user-defined audit failure events occur. XX
System protects audit information and audit tools from unauthorized access, modification, or
SE 45.00 XX
deletion.
SE 46.00 Support of export of syslog data
SE 47.00 System identifies and authenticates specific devices before establishing a connection. XX
System separates user functionality (including user interface services) from information
SE 48.00 XX
system management functionality. (e.g., application partioning)
System prevents unauthorized and unintended information transfer via shared system
SE 49.00 XX
resources. (i.e., data remnants)
SE 50.00 System provides mechanisms to protect the authenticity of communications sessions. XX
SE 51.00 System detects and protects against unauthorized changes to software or information. XX
System checks information for accuracy, validity, completeness, and authenticity as close to
SE 52.00 XX
the point of origin as possible (e.g., prevent SQL injection).
System identifies and handles error conditions without providing information that could be
SE 53.00 XX
exploited by adversaries (e.g., don't display debugging information to users).
SE 54.00 Ccomply with PCI requirements for credit card payments. XX

Portal Tool supports Single Sign-on capabilities to provide customized presentation splash
SE 55.00
screen based upon the consumer(s) of:
SE 55.01 Internet enabled applications XX
SE 55.02 Extranet enabled applications XX
SE 55.03 Intranet enabled applications XX
All suites/modules/applications can be accessed with one universal sign-in or log-in

SE 56.00 compatible with MS Active directory, or provide LDAP (Active directory), Novell eDirectory, XX
and ADS (Active Directory Services) authentication to Novell Directory Services.
Complies with all current government standards and web based transaction encryption
SE 57.00 XX
standards.
SE 58.00 Enterprise can specify additional fields to be encrypted XX
Security Page 26
XX 130 100.00%

Number Code Module
SE 59.00 Execute the administrative function from any workstation connected to the network. XX
SE 60.00 Review below (Did not merge or delete the items below)
SE 61.00 Provide simultaneous access to data by concurrent users. XX
SE 62.00 Provides an administrative function to notify and log problems. XX
SE 63.00 Limit Export/import by security role XX
SE 64.00 Accommodates centralized security. XX
Accommodates de-centralized (department security administrators overseen by central
SE 65.00 XX
security administrator) security.
SE 66.00 All data fields that are required by Federal law to be protected, come with auditing enabled XX
SE 67.00 All data fields that are required by Federal law to be protected, come with encryption enabled XX
Allow the system administrator to restrict access to sensitive data elements, such as Social
SE 68.00 XX
Security numbers and banking information, by named user, groups of users, or functional role
SE 69.00 Appropriate protection of any system or application Access scripts. XX

Are the applications' integrated security features compliant with the National Institute of
SE 70.00 XX
Standards and Technology (NIST) security standards
SE 71.00 Audit trails that provide a trace of user actions with Automated tools to review audit trails. XX
SE 72.00 Authenticates users with a single password. XX

SE 73.00 Automated tracing and control of any required Software Distribution processes. XX
SE 74.00 Data fields can be encrypted at the database level as well as at the form or table level XX
SE 75.00 Locks or deactivates user logon id after system administrator defined time of inactivity. XX
Documented process for security incident handling of patches or fixes for known security or
SE 76.00 XX
system vulnerabilities.
Documented Reconciliation routines (checksums, hash totals, record counts) utilized by the
SE 77.00 XX
system.
SE 78.00 System requires the use of unique user IDs for authentication purposes XX
Security Page 27
XX 130 100.00%

Number Code Module
Enable the system administrator to define functional access rights and data access rights by
SE 79.00 XX
assigned user ID, functional role, and owner organization
Ensure that the agency’s access policies are consistently enforced against all attempts made by
SE 80.00 users or other integrated system resources, including software used to submit ad hoc data XX
query requests or to generate standard reports
SE 81.00 Ensures transmittal of passwords using secure protocols/algorithms. XX
Generates warning message to notify administrator if multiple security profiles applied to a

SE 82.00 XX
single user are conflicting. Such instances should be recorded by system.
Have integrated security features that are configurable by the system administrator to control
SE 83.00 XX
access to the application, functional modules, transactions, and data
Permits the system administrator to assign multiple levels of approval to a single user, while
SE 84.00 XX
preventing that user from applying more than one level of approval to a given document
Suppress confidential screens and/or fields in compliance with HIPPA, CIPA and FERPA
SE 85.00 XX
confidentiality requirements.
Provides e-commerce security including customer authentication and encryption to protect
SE 86.00 XX
customer data.
Provides emergency and temporary access to system components or resources for problem
SE 87.00 XX
resolution.
SE 88.00 Provides Version Control automated tools for tracking, reporting, and logging change activity. XX
Roles can be established that allow a user to process sensitive data but restrict that user from
SE 89.00 XX
downloading
Supports industry acceptable e-Commerce (EFT, SET, etc) security protocols for processing
SE 90.00 XX
financial transactions online.
Supports industry acceptable security controls of Internet, Extranet and Intranet enabled
SE 91.00 XX
applications.
SE 92.00 Supports industry acceptable SSL, S-HTTPS Secure Encryption. XX
SE 93.00 Supports industry acceptable Wireless Security protocols. XX
SE 94.00 Supports PKI and Digital Signature Technology to handle e-commerce solutions. XX
Security Page 28
Functional Category: FINANCIAL ACCOUNTING Summary Statistics (610)
XX 610 100.00%

Number Code Module
GLOBAL REPORTING
Set up user-defined controls on expenditures and encumbrances, such as cash controls
FN 1.00 XX
Support full transaction audit trail and exception investigation including on-line drill down
FN 2.00 XX
from general ledger account summaries to individual transaction detail
Support drill down from general ledger account summaries to individual transaction detail
FN 3.00 XX
including links to imaged documents.
Manage trust-like (deposit or escrow accounts) accounts or funds outside of the general
FN 4.00 XX
ledger in an integrated system module.
TREASURY MANAGEMENT
Input, track and report on cash and investments, including by fund, financial institution, or
FN 5.00 XX
investment type.
Generate, accept, transmit and receive data in current standard financial institution file formats
FN 6.00 XX
such as BAI, XML, CSV, ACH.
Facilitate multiple financial institution accounts including demand depository accounts, zero-
FN 7.00 XX
balance accounts, positive pay disbursement accounts, savings accounts.
Facilitate current financial institutions' remote deposit strategies such as imaged document
FN 8.00 XX
deposits, lockbox, and ACH conversion.
FN 9.00 Interface with current financial institution partners to support positive pay. XX
Download transaction and balance information for multiple financial institutions and multiple
FN 10.00 XX
institutional accounts.
Link downloaded financial institution transactions and electronic funds transfers with
FN 11.00 XX
transactions .
Automate financial institution reconciliation process including setting reconciliation
FN 12.00 XX
processing rules.
FN 13.00 Calculate and generate analytical and scenario-testing reports on portfolio. XX
FN 14.00 Account for and manage various types of financial instruments including:
FN 14.01 U.S. Treasury Notes XX
FN 14.02 U.S. Treasury Bills XX
Financial Accounting Page 29

XX 610 100.00%

Number Code Module
U.S. Treasury Bonds, and other bonds issued by a federal County or a U.S. government-
FN 14.03 XX
sponsored enterprise, (i.e. FHLB, FANNIE MAE, and other)
FN 14.04 Bonds, notes, warrants issued by local and state agencies XX
FN 14.05 Certificates of Deposit XX
FN 14.06 Corporate notes XX
FN 14.07 Commercial Paper XX
FN 14.08 Banker's Acceptances XX
FN 14.09 Investment Pools XX
FN 14.10 Nonnegotiable Certificates of Deposit XX
FN 14.11 Money Market Funds XX
FN 14.12 Repurchase Agreements XX
FN 14.13 Passbook Savings Accounts XX
FN 14.14 Demand Deposits XX
FN 14.15 Other user defined options XX
FN 11.00 Track the following elements for each investment:
FN 11.01 CUSIP Number XX
FN 11.02 Description XX
FN 11.03 Broker/Institution XX
FN 11.04 Date Issued XX
FN 11.05 Maturity Date XX
FN 11.06 Term: stated in number of days XX
FN 11.07 Rating XX
FN 11.08 Amount XX
FN 11.09 Interest Rate XX
FN 11.10 Step interest rates XX
FN 11.11 Purchased interest XX
FN 11.12 Accrued interest XX
FN 11.13 Paid interest XX
FN 11.14 Premium amount XX
FN 11.15 Discount amount XX
FN 11.16 Interest payment dates XX
FN 11.17 Call dates XX
FN 11.18 Effective Yield Rate XX

XX 610 100.00%

Number Code Module
FN 11.19 Investment Type XX
FN 11.20 Investment Group XX
FN 11.21 Investment portfolio XX
FN 11.22 Libor Rate XX
FN 11.23 Interest Swaps XX
FN 11.24 Dividends XX
FN 11.25 Effective duration XX
FN 11.26 Modified duration XX
FN 11.27 Gain or loss on sales XX
FN 11.28 Current Market Value (on-line market pricing) XX
FN 11.29 And other user allowable investments governed by the Investment Policy. XX
FN 12.00 Support multiple investment portfolios by fund, program, or organization. XX
FN 13.00 Manage multiple investment accounts and transfers between them. XX
FN 14.00 Track investment interest earnings on a modified accrual or accrual basis. XX
FN 15.00 Input journal entries for investment and debt transactions. XX
FN 16.00 Set up distribution formulas or amounts, by user defined criteria. XX
Calculate the Weighted Average Life, Weighted Rate of Return, Average Weighted Yield, and
FN 17.00 XX
Average Days to Maturity, and Effective and Modified Duration.
FN 18.00 Track the following by debt issue:

FN 18.01 Principal XX
FN 18.02 Interest XX
FN 18.03 Interest rate XX
FN 18.04 Debt service reserve XX
FN 18.05 Sinking fund deposits XX
FN 19.00 Calculate the cost of refunding the following:
FN 19.01 All obligations XX
FN 19.02 A portion of obligations XX
FN 20.00 Calculate the cost of advance refunding the following:
FN 20.01 All obligations XX
FN 20.02 A portion of obligations XX
FN 21.00 Generate amortization schedules for the following by issue:
FN 21.01 Principal XX

XX 610 100.00%

Number Code Module
FN 21.03 Discounts XX
FN 21.04 Premium issuance costs XX
FN 21.05 Loan origination costs XX
FN 21.06 Deferred gains XX
FN 21.07 Deferred losses XX
FN 22.00 Track each debt issue separately. XX
FN 23.00 Track expenditure of debt proceeds by multiple funds. XX
FN 24.00 Calculate and track arbitrage rebate compliance. XX
FN 25.00 Monitor debt redemption requirements. XX
FN 26.00 Track the following associated with debt annually by issue:
FN 26.01 Accrued liabilities XX
FN 26.03 Discount XX
FN 26.04 Premium XX
FN 26.05 Issuance costs XX
FN 26.06 Deferred gains XX
FN 26.07 Deferred losses XX
FN 27.00 Calculate the following interest rates of a debt issue:
FN 27.01 Weighted average interest XX
FN 27.02 Net interest XX
FN 27.03 True interest XX
FN 28.00 Generate a sources and uses summary for each debt issuance. XX
FN 29.00 Provide an on demand debt service requirements by month by debt issue for the following:
FN 29.01 Payment date XX

FN 29.02 Redemption XX
FN 29.03 Defeasance (annulment of contract) XX
Generate a schedule for future debt requirements (principal and interest) by issue in annual
FN 30.00
increments to maturity by the following:
FN 30.01 Date XX
FN 30.02 Fund XX

XX 610 100.00%

Number Code Module
Generate analytic and scenario-testing reports on debt issuance with respect to redemption and
FN 31.00 XX
legal debt capacity.
Allows for default general ledger account codes and distributions to be tied to transaction
FN 32.00 XX
types.
FN 33.00 Allows multiple payments for a single bill XX
FN 34.00 Allows multiple payments for multiple bills XX
FN 35.00 Allows voiding or adjusting transactions after completion XX
FN 36.00 Automatically updates transaction dollar total XX
FN 37.00 Enables error correction prior to completing each transaction XX
Provides the ability for a standard interface for processing transactions from other
FN 38.00 XX
cashiering/point-of-sale and cashiering receipting systems.
FN 39.00 Image checks received and have them routed to the appropriate users for identification. XX
Provides drill down ability from reports or general ledger to cash receipt detail this includes
FN 40.00 XX
drill from the reports or general ledger to the imaged documents.
Provides for proper recording of revenue to the revenue coding structure (within General
FN 41.00 Ledger) and monitoring against budgeted revenues to meet city-wide and department-specific XX
reporting and control requirements.
Interface receipts from external systems recorded in GL by transaction date (receipt date) for
FN 42.00 XX
example billing systems, lockboxes, internet transaction systems.
Can interface with and/or replace other legacy cashiering business systems, (e.g. Parking,
FN 43.00 XX
McKay Bay, Parks and Rec, Construction Services, Business Tax, Code Enforcement, etc…)
MANAGEMENT ACCOUNTING
Perform Management Accounting
FN 44.00 Track and allocate the following costs:
FN 44.01 Salary and wages XX
FN 44.02 Employee benefits XX
FN 44.03 Overtime XX
FN 44.04 Special pays (longevity pay, shift differentials, stand-by pay) XX

XX 610 100.00%

Number Code Module
FN 44.05 Additional labor costs (e.g., temporary labor) XX
FN 44.06 Supplies XX
FN 44.07 Materials XX
FN 44.08 Equipment XX
FN 44.09 Utilities XX
FN 44.10 Furniture and Fixtures XX
FN 44.11 Information Technology XX
FN 44.12 Communication XX
FN 44.13 Contracted Services XX
FN 44.14 Indirect Costs XX
FN 44.15 Other user-defined XX
FN 45.00 Classify costs as cash and non-cash expenses. XX
FN 46.00 Classify costs as direct and indirect expense. XX
FN 47.00 Classify costs as expenses or capital outlays. XX
FN 48.00 Classify costs as allowable or not allowable by:
FN 48.01 Grant XX
FN 48.02 Project XX
FN 48.03 Program/function XX
FN 48.04 Location XX
FN 48.05 Organization XX
FN 48.06 Other user defined XX
FN 49.00 Track total allowable charges by user defined periods. XX
FN 50.00 Roll up by organization and/or direct/indirect and/or allowable/not allowable. XX
FN 51.00 Transfer cost information to accounts receivable for billing. XX
FN 52.00 Calculate user defined rates for an activity, service, project or other task or job. XX
FN 53.00 Set up units of service and allocate costs to customers (internal and external to the County). XX
FN 54.00 Allow overhead rates to be redistributed and amended at user-defined periods. XX
FN 55.00 Capture nonfinancial units of measure to use in cost allocations, including unit costs. XX
FN 56.00 Track the source of costs. XX
FN 57.00 Manage jobs that collect costs (pools) and jobs where costs are distributed (bases). XX

XX 610 100.00%

Number Code Module
FN 58.00 Set up and track multiple cost allocation rules and scenarios, including user defined criteria. XX
FN 59.00 Calculate new allocation rates. XX

FN 60.00 Apply usage rates to following various types of activities:
FN 60.01 Multiple fixed rates (e.g., rates that change with output levels) XX
FN 60.02 Multiple fixed percentage (e.g., percentages that change with service levels) XX
FN 60.03 Actual cost XX
FN 60.04 Average cost XX
FN 60.05 Average cost over a user-defined time period XX
FN 60.06 Actual cost for user-defined time period XX
FN 60.07 Other user defined including flat fee XX
FN 61.00 Perform "what if" scenarios related to rates and allocations. XX
FN 62.00 Input future year rates with effective dating. XX
FN 63.00 Import costs and rates into the budget development and analysis process. XX
FN 64.00 Manage a user-entered adjusted rate to recalculate costs with security and approval. XX
Perform standard costing to allocate costs (e.g., of assets) when actual costs are not known
FN 65.00 XX
until a later time.
FN 66.00 Retroactively post rates or reallocate costs to one or multiple accounts, with security. XX
FN 67.00 Drill-down up and down from cost allocation to grant, project, payroll and other transactions. XX
Allocate Costs
FN 68.00 Set up, allocate and track multiple direct costs to multiple organizations. XX
FN 69.00 Set up, allocate and track multiple indirect costs to multiple organizations. XX
FN 70.00 Set up a project as billable (i.e., create invoice and collect money). XX
FN 71.00 Query the system to gather information necessary to develop a cost allocation plan. XX
FN 72.00 Perform allocations by:

FN 72.01 Fund XX
FN 72.02 Organization XX
FN 72.03 Program XX
FN 72.04 Project XX

XX 610 100.00%

Number Code Module
FN 72.05 Grant XX
FN 72.06 Revenue XX
FN 72.07 Expenditure XX
FN 72.08 User-defined level (such as account/object) XX
FN 73.00 Set up and track fixed and variable costs. XX
FN 74.00 Perform recurring allocations at user-defined intervals. XX
FN 75.00 Setup and track start and end dates of indirect costs to be allocated. XX
FN 76.00 Manage the following costing methodologies:
FN 76.01 Actual Fixed Percentage XX
FN 76.02 Actual Calculated Percentage XX
FN 76.03 Standard Rate XX
FN 76.04 Standard Amount XX
FN 76.05 Activity-Based XX
FN 76.06 Process XX
FN 76.07 Job Order XX
Allocate various compensation types (including total, fringe benefits, etc) to various funds,
FN 77.00 XX
objects/account codes and programs, based upon user defined criteria.
FN 78.00 Track budgeted to actual cost allocations by user defined criteria. XX

FN 79.00 Transmit online interdepartmental billings with line-item detailed charges. XX
FN 80.00 Allocate across the Agency or by department. XX
FN 81.00 Allocate cost pools, by percentage or weighting. XX
FN 82.00 Prioritize the types of cost allocations (e.g. highest priority to lowest priority). XX
FN 83.00 Collect units of service and bill at pre-determined rates. XX
FN 84.00 Accumulate charges over multiple fiscal years. XX
FN 85.00 Charge billable and non-billable to a project or grant (e.g., time). XX
Allocate a portion of overhead expenses to departments at different levels (including the
FN 86.00 XX
service level) based on predetermined drivers.
Bill the chargeable parts of a project and create a receivable, including from external entities
FN 87.00 XX
(such as FEMA).
Produce Management Reporting
FN 88.00 Manage multiple user defined cost reports. XX
FN 89.00 Forecast/project future year's allocable costs. XX

XX 610 100.00%

Number Code Module
FN 90.00 Report expenses, statistics, revenue by cost center. XX
FN 91.00 Reconcile actual allocated costs to estimated costs. XX
FN 92.00 Provide external reporting based on COA (Chart of Accounts). XX
FN 93.00 Report by revenue stream (Fund) information. XX
FN 94.00 Report by cost pool. XX
FN 95.00 Report by expenses. XX
FN 96.00 Report internally on overall Countywide and/or Agency indirect or direct costs. XX
FN 97.00 Report on various services across the County or Agency. XX
FN 98.00 Report on total cost of service. XX
User controlled easy and timely ad hoc reporting capabilities that allow access to all financial
FN 99.00 XX
data in all systems
FN 100.00 Develop user-defined dashboard reports such as balanced scorecards using all system data XX
FN 101.00 Develop user-defined performance reporting such as key performance indicators XX
FINANCIAL ACCOUNTING
Perform Financial Accounting
FN 102.00 Set up electronic journal entry posting and approvals, including repetitive entries. XX
FN 103.00 Attach documents, comments, and notes to transactions. XX

Automate regular and recurring journal entries at user defined flexible periods (quarterly,
FN 104.00 XX
monthly, pay period) and user defined flexible amounts.
Set up and administer workflow notifications of upcoming regular and recurring and one-time
FN 105.00 XX
journal entries based on line of business, fund, cost center, or other user defined criteria.
FN 106.00 Automate internal transfers. XX
FN 107.00 Ensure that inter-fund loans, transfers and advances between funds should balance to zero. XX
FN 108.00 Track real time information with the option for batch updates and processing. XX
FN 109.00 Post journal entries either immediately (real time) or in batch. XX
FN 110.00 Have effective dating of transactions. XX
FN 111.00 Have multiple accounting periods open. XX

XX 610 100.00%

Number Code Module
FN 112.00 Allow for concurrent period processing of financial transactions. XX
Utilize different accounting bases for different fund types as required by generally accepted
FN 113.00
accounting principles:
FN 113.01 Cash basis XX
FN 113.02 Modified accrual basis XX
FN 113.03 Accrual basis XX
Perform online creation, control, and maintenance of balanced transactions with unique
FN 114.00 XX
numbers and description fields by authorized staff.
FN 115.00 Maintain the following information for journal entries and batch interface transactions:
FN 115.02 Object/account code XX
FN 115.03 Debit amount XX
FN 115.04 Credit amount XX
FN 115.05 Document reference number (system generated) XX
FN 115.06 Transaction creation date (system generated) XX
FN 115.07 Accounting period date XX
FN 115.08 Posting date XX
FN 115.09 Effective dates (e.g., reversal date) XX
FN 115.10 Transaction source (user, system) XX
FN 115.11 Authorization XX
FN 115.12 Preparer ID XX
FN 115.13 Comments field XX
FN 115.14 Initiator name XX
FN 115.15 Approver ID XX
FN 115.16 Reviewed by ID XX
Journal entry templates (e.g., consistent allocation percents by account but differing
FN 115.17 XX
amounts each month)
FN 115.18 Recurring or non recurring J/E XX
FN 116.00 Allow for transactions to be created for prior, open and future periods. XX
FN 117.00 Maintain all transaction information at a detail level for the current year and previous years. XX

XX 610 100.00%

Number Code Module
Set-up system so that transactions are self-balancing and automatically post to appropriate
FN 118.00 XX
accounts and or funds.
FN 119.00 Set-up up budget controls for journal entries. XX
Create recurring journal entries where dollar amount and account coding are fixed but user can
FN 120.00 XX
specify number of periods to post entry by identifying starting and ending dates.
Define the accounts and descriptions that a journal entry will be posted to for specific types of
FN 121.00 transactions. (i.e., restrict transactions to only authorized and approved accounts on inter- XX
organizational journal entries).
FN 122.00 Create automatic accrual with an automatic reversal on specified dates. XX
FN 123.00 Add or edit chart of account coding with appropriate security authorization. XX
FN 124.00 Create, save and/or copy template journal entries for subsequent editing to expedite entry. XX
FN 125.00 Filter journal entries based on templates to ignore line items with zero values. XX
FN 126.00 Save incomplete transactions to edit in the future. XX
Reverse journal entries within an open period with an audit trail available at a detail
FN 127.00 XX
transaction line (automatically create reversing journal entry).
FN 128.00 Automatically generate document/transaction numbering with a user defined length. XX
FN 129.00 Automatically post the approved budget from the budget module. XX
Set up and input pre-encumbrances and encumbrances in transaction format (similar to journal
FN 130.00 XX
entry); including cancellation dates.
FN 131.00 Impose budget controls for pre-encumbrance and encumbrance transactions. XX
Link pre-encumbrance and encumbrance transactions (e.g. posting the encumbrance liquidates
FN 132.00 XX
the pre-encumbrance).
FN 133.00 Link encumbrance transactions to actual (e.g. posting an actual liquidates the encumbrance). XX
Prevent over liquidation of encumbrances even if transactions against them occur in multiple
FN 134.00 XX
periods.
FN 135.00 Define pre-encumbrances and encumbrance balances as carry forward or not. XX
Track, report and rollup revenues, liabilities, expenditures, and other criteria on a fund basis by
FN 136.00 XX
various and multiple roll ups of cost centers.
FN 137.00 Track and separate restricted and non restricted assets. XX

XX 610 100.00%

Number Code Module
Have a 13th period for audit adjustments and 14th period for financial close out of the fiscal
FN 138.00 XX
year open and 12 months calendar year adjustments and reversals).
FN 139.00 Define shortcuts for fund/object/account code. XX
FN 140.00 Set up and have multiple financial statement formats. XX
FN 141.00 Set up a workflow checklist for financial closures. XX
FN 142.00 Track, report, and rollup assets by:
FN 142.01 Current Assets XX
FN 142.02 Cash & Investments XX
FN 142.03 Receivables, net XX
FN 142.04 Internal balances XX
FN 142.05 Prepaid items XX
FN 142.06 Inventories XX
FN 142.07 Restricted assets XX
FN 142.08 Non current Assets XX
FN 142.09 Deferred issuance costs XX
FN 142.10 Advances to (from) other funds XX
FN 142.11 Capital Assets XX
FN 142.12 Land XX
FN 142.13 Land improvements XX
FN 142.14 Buildings XX
FN 142.15 Construction in process-buildings XX
FN 142.16 Furnishings and equipment XX
FN 142.17 Library books and other media XX
FN 142.18 Leasehold improvements XX
FN 142.19 Infrastructure XX
FN 142.20 Construction in process infrastructure XX
FN 142.21 Less accumulated depreciation and amortization XX
FN 143.00 Track, report and rollup liabilities by:
FN 143.01 Current Liabilities XX
FN 143.02 Non current Liabilities XX
FN 144.00 Automatically reclassify current portion of liabilities. XX
FN 145.00 Track, report and rollup governmental activities on a fund type and/or fund basis. XX

XX 610 100.00%

Number Code Module
FN 146.00 Track, report and rollup proprietary fund activities. XX
FN 147.00 Track and inquire about asset accounting data in real time. XX
FN 148.00 Post capital asset financial data from the fixed asset sub-system to the General Ledger. XX
FN 149.00 Close on demand at any point in time (including week-, month-, year- end closing). XX
FN 150.00 Set up and change period and year end closing dates. XX
FN 151.00 Build required steps/checklists and inputs (workflow) to period and year end closing. XX
FN 152.00 Roll information forward for period and year end closing (including fund balances). XX
FN 153.00 Select the information to roll forward and restrict items that should not roll forward. XX
FN 154.00 Ability for planned and actual closes for period and year end closing. XX
Input and track new period/year information and transactions prior to final closing of prior
FN 155.00 XX
period/year.
FN 156.00 Reopen a closed period/year with appropriate security. XX
FN 157.00 Perform parameter-driven interest allocation. XX
FN 158.00 Set up a flexible General Ledger account structure. XX
Set up a chart of accounts (COA) coding structure such as Fund, Organization, Account,
FN 159.00 Function, Service, Object, Project, Line of Business and other criteria including Florida UAS XX
structure.
Allow/disallow combinations of elements of the code structure (e.g. allow Section 8

FN 160.00 XX
Assistance accounts to be used only in the Human & Social Services Fund).
FN 161.00 Support preparation of the CAFR including:

FN 161.01 Roll up lower levels to higher levels of consolidation XX
FN 161.02 Designate major funds and roll them up and present them separately XX
FN 161.03 Present budget v. actual information for the annually appropriated portion of funds XX
FN 161.04 Consolidate participating constitutional officers XX

FN 161.05 Consolidate component units XX

XX 610 100.00%

Number Code Module
Present both government wide and fund financial statements (including capturing the
FN 161.06 XX
journal entries needed to convert from fund financials to government wide financials)
FN 162.00 Make organizational structure changes to be used for future transactions. XX

FN 163.00 Provide compliance with future accounting standards changes. XX
Set up user defined code block to facilitate consolidation and roll-up of accounting
FN 164.00 information to meet various reporting requirements (e.g., reporting current and noncurrent XX
assets and liabilities).
Set up a range of valid accounts for each segment of the code block (e.g., asset v. liability,
FN 165.00 XX
operating, capital).
FN 166.00 Set up a minimum (100) roll up levels. XX
FN 167.00 Set up and define funds, accounts, organizations or projects as active or inactive. XX
Prevent inactive funds, accounts, organizations, grants, or projects from being used in posting
FN 168.00 XX
(should still be reportable), and to trigger a workflow for re-activation.
Set up multiple agencies, lines of business and funds with unique charts of accounts while
FN 169.00 XX
maintaining the Consolidate.
Provide flexibility in defining the roll up structure for the entity's and other organizations'
FN 170.00 XX
charts of accounts.
Refresh chart of accounts from budget module with security (e.g., changes are in suspense
FN 171.00 XX
until reviewed by appropriate person).
FN 172.00 Provide real time activation of funds, accounts, cost centers, and valid coding combinations. XX
FN 173.00 Provide real time input of COA changes and requests with workflow and approval. XX
Look up chart of accounts number, title, and description information online, in all modules,
FN 174.00 XX
while performing any transaction.
FN 175.00 Generate new segment combinations based on user defined rules. XX
FN 176.00 Designate whether an general ledger account can be manually or system updated, or both. XX
FN 177.00 Generate a sources and uses statement for a specific program. XX

Carry a user identifier number, date and time stamp on all created, modified or deleted
FN 178.00 XX
transactions.

XX 610 100.00%

Number Code Module
Define and administer external report codes to the chart of accounts for reporting to external
FN 179.00 XX
agencies (including multiple COA's).
Move prior years' history (including detail of transactions) with organization structure changes
FN 180.00 XX
(cross-walking to new organization structure).
Retain the history of an organization, including historical names, previous roll-up or tree
FN 181.00 XX
structure, financial data and other data.
FN 182.00 Define the following segments and accounts:
FN 182.01 Multiple legal entities (e.g., BOCC, Clerk, etc) XX
FN 182.02 Multiple funds and sub funds XX
FN 182.03 Multiple organizations XX
FN 182.04 Multiple locations XX
FN 182.05 Multiple units XX
FN 182.06 Multiple user defined budget specific structures XX
FN 182.07 Multiple projects XX
FN 182.08 Multiple programs/functions XX
FN 182.09 Multiple grants XX
FN 183.00 Set up and define periods, including:
FN 183.01 Fiscal calendar XX
FN 183.02 Calendar year XX
FN 183.03 Multiple calendars XX
FN 183.04 Monthly calendars XX
FN 183.05 Grant periods XX
FN 183.06 Pay period calendars XX
FN 183.07 Other XX
FN 184.00 Mark fields as optional or required. XX
Make optional fields required for certain funds or organizations (e.g., require project coding in
FN 185.00 XX
capital improvement funds, or for certain organizations).
FN 186.00 Notify users of planned and actual stop dates. XX
Set up and control security for user's charges (e.g. limit the Charge to certain cost centers
FN 187.00 XX
based on position, organizations, dollar limit thresholds and other criteria).
FN 188.00 Notify other organizations when transactions will be charged to specific organizations. XX

XX 610 100.00%

Number Code Module
FN 189.00 Set up account types, including:
FN 189.01 Balance sheet accounts XX
FN 189.02 Revenue or expenditure accounts XX
FN 189.03 Non-operating sources and uses XX
FN 189.04 Appropriations/estimated revenue XX
FN 189.05 Allocation accounts XX
FN 189.06 Encumbrances and pre-encumbrances XX
FN 189.07 Other user defined XX
FN 190.00 Set up a long description for transactions. XX
FN 191.00 Run interim financial reports. XX
FN 192.00 Report only on specific account codes. XX
FN 193.00 Provide error report, with search capabilities and audit trails. XX
Perform online inquiry and reporting of financial information by the following transaction
FN 194.00
type:
Approved budget, amended budget, budget carryovers, remaining budget, and future
FN 194.01 XX
budget
Expenditure/revenue projections compared to budget at flexible user defined time
FN 194.02 XX
periods
Expenditure/revenue projections compared to budget at flexible user defined
FN 194.03 methodology for forecasting revenues and expenditures (e.g., straight-line or 12 month XX
moving average).
FN 194.04 Pre-encumbrances, encumbrances, expenditures and disbursement account balances XX
FN 194.05 Unencumbered appropriations XX

FN 194.06 Changes to appropriation and estimated revenue XX
FN 194.07 Revenue and receipts account balances XX
FN 194.08 Balance sheet account balances XX
FN 195.00 Report on approved budget amendments:
FN 195.01 By Agenda item number XX
FN 195.02 By date XX
FN 195.03 By object/account code and organization XX
Provide standard reports at any level of transaction detail, for any period stored, online with
FN 196.00
user defined consolidation of the data:

XX 610 100.00%

Number Code Module
FN 196.01 Trial Balance of Accounts XX
FN 196.02 General Ledger Detail Report XX
FN 196.03 Journal Entry Listing XX
FN 196.04 organizational Charge Reports XX
FN 196.05 Statement of Revenue, Expense and Budget XX
FN 196.06 Budget Variance Reports XX
FN 196.07 Financial Statement Information XX
FN 196.08 Statistical data captured by financial systems, such as number of journal entries XX
Produce financial statements by user defined periods on multiple predefined and user defined
FN 197.00 XX
levels such as organization, account, fund, project, and entity level.
FN 198.00 Track the original approved budget vs. the amended approved budget. XX
FN 199.00 Track budget carryover amounts separate from current budgeted amounts. XX
FN 200.00 Report all required or desired financial statements, including:
FN 200.01 Statement of Net Assets. XX
Statement of Activities based on Functions/Programs (government activities and
FN 200.02 XX
business type activities).
FN 200.03 Balance Sheet for Governmental Funds. XX
Statement of Revenue, Expenses, and Changes in Fund Balances for Governmental
FN 200.04 XX
Funds.
FN 200.05 Reconciliation of the Statement of Revenues, Expenses, and Changes. XX
Comparative Schedule of Revenues, Expenses, and Changes in Fund Balance Budget
FN 200.06 XX
and Actual.
FN 200.07 Statement of Cash Flows for Proprietary Funds. XX
FN 200.08 Statement of Fiduciary Assets and Liabilities for the Agency Fund. XX
FN 200.09 Financial statements by Special Revenue Funds. XX
FN 200.10 Financial statements by Internal Service Funds. XX
FN 200.11 Combined or stand-alone financial statements for Component Units. XX
FN 200.12 Comparative Balance Sheet (comparing current and previous year). XX
Statement of Changes in Assets and Liabilities (comparing current year beginning
FN 200.13 balance and current year ending balance) based on: Assets, Liabilities for the Agency XX
Fund.

XX 610 100.00%

Number Code Module
Store statistical information for the CAFR (up to ten years), e.g., property tax information,
FN 201.00 principal taxpayers, debt capacity ratios, demographic and economic information, various XX
operating ratios.
List selected transactions that were accepted, but required an override due to an insufficient
FN 202.00 XX
appropriation, allotment, grant/program/project or cash balance.
FN 203.00 Report on amounts due to and due from, as well as transfers in and out. XX
Accept transactions directly from a variety of sub-systems through user-defined (and
FN 204.00 modifiable) interface routine(s). Entries from these subsystems must be subjected to the same XX
edit controls as entries made directly to the system.
Meets generally accepted accounting principles (GAAP) for governments and the
FN 205.00 XX
Governmental Accounting Standards Board (GASB, specifically GASB 34 and 54)) .
FN 206.00 Perform double entry accounting in an online interactive general ledger system. XX
Provide for error identification and correction before actual posting occurs and to notify the
FN 207.00 XX
user of deficiencies.
Provides adequate control by updating the general ledger and all subsidiary ledgers from the
FN 208.00 XX
same transaction source.
FN 209.00 Specify accounting periods on transactions. XX
Start the next fiscal year with a roll over of all balance sheet accounts as well as the ability to
FN 210.00 XX
leave the previous year open.
FN 211.00 Support the use of multiple sub-ledgers (e.g., job cost, inter-funds, vouchers). XX
FN 212.00 Open and close accounting periods in the prior, current, and next fiscal years XX
Provide an approval process before documents update the general ledger. Approval paths
FN 213.00 should be flexible based on document type (JE, Voucher, etc), organizations affected, initiating XX
organization, and sub-object
FN 214.00 Specify fiscal year end month XX
FN 215.00 "Shut off" posting to the general ledger for all users XX
Sselectively purge data (both financial and table) based on specific criteria with an automated
FN 216.00 XX
archival process
Require that all transactions are two-sided and balanced within an individual fund, even if
FN 217.00 XX
multiple funds are involved.
FN 218.00 Accommodates an unlimited number of Chart of Accounts values XX

XX 610 100.00%

Number Code Module
Accounts can be added or changed to an active or inactive status with effective date and/or
FN 219.00 XX
activity indicator while providing a complete audit trail.
FN 220.00 Accounts can be shared across multiple years (i.e., project & grant accounts) XX
Add, change, delete or inactivate Chart of Accounts values online with proper security. The
FN 221.00 system should provide warnings of existing financial activity when changing or deleting XX
account codes
FN 222.00 Allow only input of valid account numbers. XX
FN 223.00 Allows COA changes and maintains records of the historical COA. XX
FN 224.00 Allows COA field lengths to be configured during the installation. XX
FN 225.00 Allows for sorting of the COA. XX
FN 226.00 Allows the user to download Accounting data to third-party products. XX
Allows the user to upload Accounting records from third-party products, including but not
FN 227.00 limited to: Microsoft Excel, Microsoft Access, and other accounting and non accounting XX
packages.
FN 228.00 Assign and define account types XX
FN 229.00 Automatically rollover COA, code structures and tables at year end. XX
CapMatch the Chart of Accounts and record transactions by the following segments, including
FN 230.00
but not limited to:
FN 230.01 Fund Structure XX
FN 230.02 Organization (organization, Division, Section Cost) XX
FN 230.03 Program XX
FN 230.04 Appropriation XX
FN 230.05 Location XX
FN 230.06 Project XX
FN 230.07 Revenue/Expenditure Sub-object XX
FN 230.08 Index Code XX
FN 230.09 Balance Sheet Account XX
FN 230.10 Grant XX
FN 230.11 Responsibility Area XX
FN 230.12 Activity XX
FN 230.13 Function XX
FN 230.14 Period (Fiscal Month, Fiscal Year XX
FN 230.15 Other Reporting Period (Calendar Month/Year) XX

XX 610 100.00%

Number Code Module
FN 230.16 User Defined Field XX
FN 231.00 Consolidate accounts for multiple levels of reporting: funds, organizations, projects, etc. XX
FN 232.00 Copy accounts from one organizational unit to another to facilitate COA maintenance. XX
FN 233.00 Create and modify COA segment roll-ups (hierarchical relationships) XX

Define multiple targets, sources, basis types (i.e. fringe rate, statistical, fair market value) for
FN 234.00 XX
allocations
Designate COA code strings through discrete COA segments rather than a single field
FN 235.00 XX
containing concatenated values
FN 236.00 Duplicate hierarchy account structure and associated relationships. XX
FN 237.00 Group COA values through user-defined categories XX
FN 238.00 Have multiple allocation methods (single step & multi-step) XX
Maintain the Chart of Accounts online and prevent deletion of any account having current year
FN 239.00 XX
activity. Provide warning before deleting accounts with prior years activity.
Online drill up or down capabilities on any transaction, account or batch within the System to
FN 240.00 XX
view various levels of detail.
Permit authorized users to establish and maintain a standard COA to meet entity and user
FN 241.00 (organizational) accounting and financial reporting needs, using tables that do not require XX
programming knowledge to establish or modify.
FN 242.00 Provide common COA validation rules across all modules XX
Provide for COA segments to have a long description of at least 50 alphanumeric characters
FN 243.00 XX
(describe any limits in the comments column)
Provides a hierarchical structure that groups projects, grants, etc across agencies for Entity
FN 244.00 XX
wide reporting purposes.
Provides an option for coding reduction techniques or tools to significantly reduce the amount
FN 245.00 XX
of data entry required on a transaction and the likelihood of data entry errors.
Provides system controls to disallow re-use of existing chart items, regardless of the length of
FN 246.00 XX
time the item has been inactivated, without administrator override.

XX 610 100.00%

Number Code Module
Provides system edits that would tie certain types of transactions to the related chart items,
FN 247.00 without exception, unless there is an administrator override. Example: Payroll transactions XX
can only be posted to payroll accounts.
FN 248.00 Set up beginning balances for the new year. XX
Store, update, and use hyperlinks in data fields that allow the user to link to a item inside or
FN 249.00 XX
outside of the ERP system with proper security.
System uses effective dating when adding or deleting any segment of the COA (at all levels)
FN 250.00 XX
and validates entries based upon the effective date.
Can accumulate costs by user-defined values that are not part of the Chart of Account
FN 251.00 XX
elements.
FN 252.00 Provides the Process mass changes/deletions with proper security. XX
Accommodate consolidated (pooled) cash accounting for transactions of multiple funds that
FN 253.00 XX
are accounted for in one centralized (pooled) treasury fund.
Account for cash in funds where cash is maintained separately from the pooled cash treasury
FN 254.00 XX
fund.
CapReport expenditure activity on a cash basis (budgetary compliance and reporting) and
accrual basis (CAFR reporting) within the same fund and to provide reconciling transaction
reports as needed, including the transactions that may be reported in different fiscal years
FN 255.00 XX
based on the method of reporting. For example, for transactions that need to update prior year
non-cash accounts, but affect current year cash accounts, the system updates cash in the
current year and sets up 'due to' and 'due from' appropriately across the fiscal years.
Enter journal entries for multiple organizations and funds under one journal header, with
FN 256.00 XX
appropriate security.
FN 257.00 Maintains expenditure and revenue details on a fund-by-fund basis. XX
FN 258.00 On-line inter-fund/inter-organization reconciliation. XX
Performs an operating budget available edit (which is user-defined) and commits the
FN 259.00 transaction if it passes the edit or produces an error message if the transaction fails the edit. XX
These edits may be performed for every transaction (including expenditure, revenue).
FN 260.00 Post multiple funds simultaneously. XX

FN 261.00 Provide for classification of each individual fund, as follows:
FN 261.01 General fund XX

XX 610 100.00%

Number Code Module
FN 261.02 Special revenue fund (multiple funds) XX
FN 261.03 Debt service fund (multiple funds) XX
FN 261.04 Capital projects fund (multiple funds) XX
FN 261.05 Enterprise fund (multiple funds) XX
FN 261.06 Internal service fund (multiple funds) XX
FN 261.07 Trust and/or organization fund (multiple funds) XX
FN 261.08 Account group - general long-term debt, general fixed assets (multiple funds) XX
FN 262.00 Record and maintain the following financial data for each fund:
FN 262.01 Adopted Annual Budget XX
FN 262.02 Adjusted Annual Budget XX
FN 262.03 organization Annual Budget XX
FN 262.04 Total Expenditures XX
FN 262.05 Total Revenue XX
FN 262.06 Pre-Encumbrances XX
FN 262.07 Encumbrances XX
FN 262.08 Inter-fund Transactions XX
FN 262.09 Fund Balance XX
FN 262.10 Breakdown of fund balance into reserved, unreserved, designated, and undesignated XX
Simultaneously supports multiple bases of accounting for the appropriate fund types, including
FN 263.00
but not limited to:
FN 263.01 Cash basis XX
FN 263.02 Modified accrual basis XX
FN 263.03 Accrual basis XX
FN 263.04 Budgetary basis XX
FN 264.00 Have hard budget controls set up at different appropriation levels XX
FN 265.00 Reduce appropriation by pre-encumbrances, encumbrances, expenditures and adjustments XX
FN 266.00 Ability when entering a journal entry to view the multiple entries within the transaction. XX
FN 267.00 Access historical data used to calculate internal billing amounts. XX

FN 268.00 Account default to reduce keystrokes XX

XX 610 100.00%

Number Code Module
Allows users to enter journal entry batches simultaneously or post journal entries
FN 269.00 XX
simultaneously.
FN 270.00 Assign internal billing amounts to any combination of organization. XX
FN 271.00 Automatic reversal of specified journal entries using a system generated date. XX
Automatically generates and assigns document control numbers for all system generated
FN 272.00 XX
documents and transactions at the organization level.
Automatically perform the journal entry to close all income and expense items to the retained
FN 273.00 XX
earnings/fund balance at year end.
Conveniently display online and/or print individual journal entry transaction detail both prior
FN 274.00 XX
to posting the journal entry and after the journal entry is posted/updated to the general ledger.
Create and process transactions against statistical and memo accounts in addition to financial
FN 275.00 XX
accounts.
FN 276.00 Create entries to reflect labor distribution across organizations. XX
Create journal entries on-line that are either posted immediately or placed in batch for review
FN 277.00 XX
until released through on-line approval.
FN 278.00 Define percentage or dollar allocations for distributing amounts to multiple accounts. XX
FN 279.00 Edit recurring journal entries prior to posting. XX
Electronically attach or reference multiple supporting documents to the transaction. In addition

FN 280.00 XX
to printing the transactions, the user should also be able to print attached documents.
Generate default offset entries for non-journal voucher financial documents from sub-ledgers
FN 281.00 XX
(e.g., payment requests, purchase orders, encumbrances, requisitions, cash receipts, etc.).
FN 282.00 Have multiple open periods within each sub-ledger/sub-module, as well as the general ledger. XX
Identify interest accrued based on average daily balance and to apply that amount to the
FN 283.00 XX
account
FN 284.00 Maintain, edit and resubmit rejected transactions online XX
FN 285.00 Perform debit and credit transactions for each journal entry with definable limits. XX
FN 286.00 Prevent posted journal entries from being voided. XX

XX 610 100.00%

Number Code Module
FN 287.00 Print or view journal entry detail online regardless of whether the entry is posted. XX
Processes batch files during the day without closing out other users from online transaction
FN 288.00 XX
processing.
FN 289.00 Provide default data within journal entries (i.e., year, fund). XX
FN 290.00 Provide for convenient online maintenance of rejected batches of journal entries. XX
FN 291.00 Provide online inquiry to GL account data and activity. XX
FN 292.00 Provides end users with the ability to customize their view of the journal entry screen. XX
FN 293.00 Provides user-defined journal entry worksheets that can perform calculations. XX
Query and print a copy of approved transactions and/or internal entries where approval is
FN 294.00 XX
required by another user.
FN 295.00 Query on any line of a journal entry to view the balanced entry. XX
Report the quantities (transaction counts) and amounts of charges at multiple organization
FN 296.00 XX
levels for user defined time frames.
FN 297.00 See the originators and approvers of all transactions. XX
Select summary or detailed posting of transactions to the general ledger from subsidiary
FN 298.00 XX
ledgers/modules within the system.
FN 299.00 Summarize transactions for any account number and organization level. XX
FN 300.00 System supports user-defined recurring transactions based upon the following schedules:
FN 300.01 Periodic XX
FN 300.02 Fixed XX
FN 300.03 Open XX
FN 300.04 Percentage Allocation XX
FN 300.05 Amount XX
Trace summarized transactions on a General Ledger report back to detail source documents in
FN 301.00 other system modules or subsystems within the enterprise system. If the information must be XX
retrieved from these modules or subsystems, it should be transparent to the user.
FN 302.00 Validates all fields in recurring transaction entries. XX

XX 610 100.00%

Number Code Module
Prevents transactions from posting unless the transaction updates open periods within each
FN 303.00 XX
sub-ledger/sub-module and within the general ledger.
Allow a transaction to reference a posted document (such as a PO) to retrieve the appropriate
FN 304.00 XX
accounting classification structure
Create entries to calculate and record over-head based on standard rates, fixed amount, fixed
FN 305.00 XX
percentage or calculated percentage
Establish control accounts to maintain a balance between various systems (GA (General
FN 306.00 XX
Accounting), AP (Accounts Payable), AR (Accounts Receivable), etc.).
FN 307.00 Edit check journals (for coding) before processing XX
FN 308.00 Place a dollar limit on approval authority XX
FN 309.00 Allow users to set a default accounting period. XX
FN 310.00 Close books and prepare complete financial statements for any month end and/or year end. XX
In year-end closing, allow the safekeeping of encumbrances by account code so as not to

FN 311.00 necessitate user to manually re-input encumbered balances to individual account codes (should XX
user decide not to close all year-end encumbrances out to a balance sheet account).
Run a process that closes all selected open purchase orders/encumbrances and requisitions/pre-
FN 312.00 encumbrances with user-defined parameters at year-end. Some of the parameters include, but
are not limited to:
FN 312.01 Dollar Amount XX
FN 312.02 Age of Encumbrance XX
FN 313.00 Close by Fund Group or by Fund XX
Supports pre-close (trial closes) and generate pro forma financial statements without
FN 314.00 XX
restriction.
Supports soft closes, which are defined as the prohibiting users from running certain
FN 315.00 XX
transactions (e.g., purchase orders, receivables, etc.)
FN 316.00 Encumbrance process should include, but is not limited to, the following data:
FN 316.01 Type of encumbrance XX
FN 316.02 Date requested XX
FN 316.03 Date set up XX
FN 316.04 COA codes (multiple sets) XX
FN 316.05 Originating unit & contact info XX

XX 610 100.00%

Number Code Module
FN 316.06 Encumbrance number XX
FN 316.07 Fiscal Year XX
FN 316.09 Amount XX
FN 316.10 Payee - Vendor XX
FN 316.11 Approval Fields (Allow at least 15 levels of approval) XX
FN 316.12 Multiple Vendor Numbers XX
Liquidate prior year encumbrance from prior year budget reserve due to encumbrance
FN 317.00 XX
cancellation or payment activity in the current year.
Maintain the same encumbrance document number on encumbrances that have been liquidated
FN 318.00 XX
in one fiscal year and carried forward into the next fiscal year.
Cancel blanket purchase orders (open pre-encumbrances) that have no outstanding items on
FN 319.00 XX
order at year end, with appropriate notification required.
FN 320.00 Create year end accruals XX
FN 321.00 Ad-hoc query/report by functional end-users using any field in the General Ledger. XX
Audit trail reports with the Drill-down to the individual transactions or print activity totals by
FN 322.00 user-defined parameters, including but not limited to, entry date, invoice date, transaction type, XX
organization, etc.
Detail Transaction List (including beginning balance and Activity for each account for M-T-D
FN 323.00 XX
and Y-T-D)
FN 324.00 Detailed general ledger by month with opening and closing totals. XX
FN 325.00 Option to Displays names for all COA data included when producing reports. XX
Do multi-level comparative reporting, with the option to print each job, key organization,
FN 326.00 XX
function, fund and other levels side-by-side on the same report.
Generate consolidation reports for various projects, funds, budgets, etc. within the entire
FN 327.00 XX
organization, a group of organizations, or a separate organization.
FN 328.00 Generate exception reports (e.g. accounts that are out of balance). XX
FN 329.00 Generate what-if reports displaying various financial scenarios. XX
Inquire online into any account balance and the Display balances for a single account or for a
FN 330.00 XX
range of accounts.
FN 331.00 Limit users to reporting on account codes for their organization only. XX

XX 610 100.00%

Number Code Module
Produce archive of all financial transactions in a detail transaction file for financial reporting,
FN 332.00
including but not limited to:
FN 332.01 Transaction entry date XX
FN 332.02 Archive effective posting date XX
FN 332.03 Archive transaction type XX
FN 332.04 Archive amount XX
FN 332.05 Archive account XX
FN 332.06 Archive description XX
FN 332.07 Archive originating User XX
FN 332.08 Archive audit trail XX
Produce Budget to Actual reports to show the expense detail and the budget control including
FN 333.00 XX
variance amount and/or percentage change
FN 334.00 Produce state required annual report and upload electronically as required by the state XX
Produce status/history reports that display budget/actual comparisons including the pre-
FN 335.00 XX
encumbrance amount for each account.
FN 336.00 Produce various subtotal and total lines throughout the reports, as needed XX
Provide a net cost report that displays current revenue less current expenditures less
FN 337.00 XX
outstanding encumbrances for any element in the COA
FN 338.00 Provide encumbrance detail by fund and/or by vendor. XX
Provide for convenient user-selected retrieval and/or query of general ledger and budgetary
FN 339.00 XX
information.
FN 340.00 Provide full documentation, control reports and audit trails for the GL. XX
FN 341.00 Provide project, fund, budget, salary, benefit, etc. totaling capabilities. XX
FN 342.00 Provide reports of daily transactions entered. XX
Provide subsidiary ledgers for balance sheet accounts as needed. These subsidiaries must
FN 343.00 generate reports of open transactions that accumulate to the balance sheet control account XX
totals.
Design financial statements and reports with an easy to use row and column matrix similar to
FN 344.00 XX
Windows-based spreadsheet tools.
Provide user defined alert reports (I.e. if a organization is approaching their budget control
FN 345.00 XX
amount)

XX 610 100.00%

Number Code Module
Run balancing reports to prove that all Systems are in balance (i.e., assets = liabilities and
FN 346.00 XX
equity) for all funds combined and for individual funds.
Run System integrity / exception reports (e.g., batches out of balance, batches with no headers,
FN 347.00 XX
inter-organizational accounts out of balance, override transactions, etc.).
Set up Multiple customized report profiles that include all of the report, statements, and charts
FN 348.00 XX
that the Entity runs for each fund, etc.
Show different organizational structures on a single report displaying prior and current year
FN 349.00 XX
data.
View and maintain separate fiscal years during a single session without having to log off and
FN 350.00 XX
log on to a different year.
Filter, search, and report month-to-date, quarter-to-date, all-years and year -to-date budget,
FN 351.00 estimated revenue, expenditures, revenue, encumbrances, and pre-encumbrances by any XX
element in the COA
FN 352.00 Report on direct and indirect costs for Entity-wide Cost Allocation reporting purposes XX
Permits all users visibility to general ledger account numbers, notice of account number
FN 353.00 XX
changes, and descriptions of account numbers.

Functional Category: BUDGET Summary Statistics (349)
XX 349 100.00%
Reference Response
Business Requirements ERP Module Cost Comments
Number Code
GENERAL REQUIREMENTS
BU 1.00 Attach Excel, Word, PowerPoint, Visio or .PDF files to any budget element XX
Provide the Include free form multi-line text notes or narrative at the line
BU 2.00 item, department, fund level, and version. These notes can be printed at XX
level or object defined above.
Audit trail to track the history of changes to any budget object or
transaction data (e.g., master records, budget requests and/or version,
BU 3.00 XX
budget transactions (e.g., increases, decreases, transfers)). Audit
information to include, but not limited to the following:
BU 3.01 User XX
BU 3.02 Date & time XX
BU 3.03 Transaction detail XX
BU 3.04 Reason/justification XX
Central budgeting office has access to view progress by departments in
BU 4.00 XX
budget preparation.
Accommodate, track, and report on Nonsufficient Funds (NSF)
BU 5.00 XX
transactions.
Permit the modification of encumbrances (e.g., increase, decrease, or
BU 6.00 XX
cancel) and produce an audit trail of the transaction.
BU 7.00 Provide a complete transaction history report with notes. XX
Record and keep an original budget, changes, and revised budget at any
BU 8.00 level within the budget structure (i.e., any combination of fund, org., XX
project, object, and program).
Adjust and control budgets with user defined combinations of the following
BU 9.00
elements:
BU 9.01 Fund XX
BU 9.02 Organization XX
Budgets Page 57
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Reference Response
Number Code
BU 9.03 Program XX
BU 9.04 Project XX
BU 9.05 Object/account XX
BU 9.06 Grant XX
Conduct availability checks on all transactions to ensure that appropriated
BU 10.00 budget is available before posting the transaction and being transmitted to XX
the next approval stage.
BU 11.00 Link spending controls to a revenue source across funds XX
Release appropriated budgeted amounts by month, by quarter, or by pay
BU 12.00 XX
period (i.e., allotments)
Define by criteria (whether by organization, fund/account type, expenditure
BU 13.00 group, etc) which transaction can be processed in the event that budgets
have been exceeded:
BU 13.01 process anyway (e.g. for Payroll) XX
BU 13.02 do not process at all (for most operating, capital expenditures) XX
process but give warning notice (e.g. for communications, electricity
BU 13.03 XX
expenditures)
Include commitments, encumbrances and expenditures against the
BU 14.00 XX
appropriation allotment budget.
BU 15.00 Real time appropriation budgetary control options in the system include:
Absolute control - prevents transaction from processing without

BU 15.01 XX
override approval
BU 15.02 Warning – provides warning message but allows transaction to process XX
BU 15.03 No control – allows transaction to process without warning XX
View make up of current budget (e.g., original, increases, decreases,
BU 16.00 XX
transfers, carry forwards).
BU 17.00 Provides multi-year appropriation budget control. XX
Budgets Page 58
XX 349 100.00%
Reference Response
Number Code
Allot and control each appropriation budget by the following
BU 18.00
period/criteria:
BU 18.01 Semi-Annual XX
BU 18.02 Quarterly XX
BU 18.03 Monthly XX
BU 18.04 Percentage XX
BU 18.05 Prior Year Actuals XX
BU 18.06 Allocation based on seasonal trend XX
BU 18.07 User XX
BU 18.08 Other Methods. Please define other capabilities. XX
BU 19.00 Override budget controls with security when budget has been exceeded. XX
Create a manual encumbrance that does not come from procurement or
BU 20.00 XX
other module in the system.
Change amounts at any time. All changes to the final approved budget must
be input as amendments and maintained in a budget adjustment file. Any
BU 21.00 files in other subsystems or the primary financial system using budget data, XX
should reflect these changes.
Perform the following budget transactions by any combination of
BU 22.00 XX
organization, program, object, fund, grant, and project.
BU 22.01 Budget increases XX
BU 22.02 Budget decreases XX
BU 22.03 Budget transfers XX
Identify amendment transaction to a pending file that can be released to

BU 23.00 XX
update production budget once approved by BOCC or City Council.
Complete an entry form for budget amendments during the budget process,
BU 24.00 including changes in FTE's, expenditures, non-property tax revenues and XX
property tax.
Budgets Page 59
XX 349 100.00%
Reference Response
Number Code
BU 25.00 CapIndicate, by line item, one time expenditures in the funding requests. XX
Provides the Adjust the budget during budget execution by line item or in
BU 26.00 total, by specified dollar amount or by percent across one or more funds, XX
organizations, and objects.
BU 27.00 Accommodate project contingency line items in budgets. XX
Calculate and allocate cost and revenue reductions and increases across
BU 28.00 XX
organizations and funds based on user-defined parameters.
System can handle resorting/combining budget information in the event of a
BU 29.00 re-organization, and provide reports that would compare the impact of the XX
re-organization.
Allocate costs to departments, cost centers, programs, and sub-program
BU 30.00 XX
levels automatically based on user defined parameters.
BU 31.00 Provide a salary projection tool based on user-defined start and end dates. XX
BU 32.00 Selected rounding levels (e.g. &1K, $1.x, m, etc) XX
Capture and track detailed calculations for budget line items, such as
BU 33.00 XX
positions, benefits for each budget version
BU 34.00 Calculate user defined financial ratios. XX
BU 35.00 Incorporate overhead into grant budgets. XX
Input full time salary rate and have projections based on this amount times
BU 36.00 XX
FTE %
Process global or range changes based on user defined criteria (i.e. ability to
BU 37.00 XX
zero out a specific sub-object(s), funds, departments, character, etc. )
BU 38.00 Calculate prior year actual subproject fund balances for the baseline. XX
Creating relationships between budgeted items (e.g., adjust salary changes
BU 39.00 XX
automatically).
BU 40.00 Links costs to facilities, including financing sources. XX
Budgets Page 60
XX 349 100.00%
Reference Response
Number Code
BU 41.00 Records budget credits (negative numbers). XX
Provide flexibility/options for calculating available budget including
whether to include or exclude original budget +/- budget adjustments +/-
BU 42.00 XX
budget transfers - freezes/deferments - commitments - encumbrances -
expenditures)
Allow users to monitor budgets, expenditures, and encumbrances through
BU 43.00 XX
easy to use web interfaces.
Allows for the creation of budgetary forms for data entry for the
BU 44.00 development of both the operating and capital improvements/ technology XX
improvements budgets.
Create budget preparation templates/forms for online data capture (e.g.,
BU 45.00 XX
decision units, project request forms)
Allows the user to change system generated numbers in the budget entry
BU 46.00 XX
screen.
Allows user the option of including multiple line items (object
BU 47.00 XX
codes/accounts) in one funding request.
BU 48.00 Creates an initial version of the budget using the following:
BU 48.01 Zero balances in all accounts XX
BU 48.02 Current year's (e.g. FY2010) original budget XX
BU 48.03 Current year, as amended XX
BU 48.04 Last year's budgeted (e.g. FY2009) total XX
BU 48.05 Last year's (e.g. FY2009) actuals XX
BU 48.06 Last year's statistics XX
BU 48.07 Current year's budget (e.g. FY2009) or actual plus/minus a percentage XX
BU 48.08 Previous year's budget or actual plus/minus a percentage XX
BU 48.09 Average of multiple prior years XX
BU 48.10 Straight line projection XX
BU 48.11 Projection based on percentage of last year's (e.g. FY2009) actual XX
Budgets Page 61
XX 349 100.00%
Reference Response
Number Code
Budgetary value based upon budgetary statistic (e.g., FTE - Full Time
BU 48.12 XX
Employee)
BU 48.13 Projection based on user defined formula XX
BU 48.14 Projection based on estimated actuals from current year XX
BU 48.15 Prior year performance data for use as prior year actuals XX
Produces budget requests as decision packages, with a base request plus
BU 49.00 XX
"additional funding requests", supplemental requests above or below base.
BU 50.00 Create, save analyze, or modify capital project requests. XX
BU 51.00 Develop program-based budgets XX
Manage multiple levels of appropriated budget (level one and level 3 of the
BU 52.00 XX
organization) within the same agency
BU 53.00 Budget over multiple years (i.e., all-years budget) XX
Define different requirements for an operating budget and a capital budget,
BU 54.00 XX
including fiscal years, budget controls, etc.
Develop zero-based budgets (i.e., budget values based on expected
BU 55.00 XX
workload metrics)
BU 56.00 Budget negative (contra) amounts (e.g., vacancy factor). XX
Incorporate sunset (i.e., start/stop dates) information into budgeting grant
BU 57.00 XX
funded or limited duration positions.
Change start and end dates of object, organization, and fund codes for
BU 58.00 XX
budgeting purposes
BU 59.00 Prepare budgets by period (e.g., month, quarter, semi-annual) XX
BU 60.00 Identify inter- and intra-fund transactions. XX
BU 61.00 Conduct bottom up or top down budgeting XX
BU 62.00 Supports multi-year (i.e. six years) budget preparation. XX
Identify non-recurring or one-time adjustments. Purpose is to disregard
BU 63.00 XX
these adjustments during next year budget set up.
BU 64.00 User-defined tables for:
Budgets Page 62
XX 349 100.00%
Reference Response
Number Code
BU 64.01 Unique Position numbers XX
BU 64.02 Position Titles XX
BU 64.03 Salary schedules by defined schedule XX
BU 65.00 Drill down from error message to a help screen defining the error. XX
Drill-down from summary budget or accounting data from inquiry screen or
BU 66.00 report to underlying supporting data (e.g. PO's requisitions, journal entry, XX
payroll data, etc.)
Indicate if pre-encumbrances or encumbrances are included in the available
BU 67.00 XX
project budget.
Allow for pre-encumbrance and/or encumbrance before a purchase order is
BU 68.00 XX
issued.
BU 69.00 Perform standard encumbrance accounting activities. XX
BU 70.00 Incorporate Long Term and Short Term forecasts in the budget process. XX
Calculate and save budget and fund balance projections based upon user
BU 71.00 specified criteria (e.g. historical actuals, specified percentages, anticipated
future amounts, etc.) using any of the following methods:
BU 71.01 Straight line projection XX
BU 71.02 Percentage change from last year's actual XX
BU 71.03 User defined formula (e.g. rolling x month average) XX
BU 71.04 Regression / statistical / trend analysis XX
Generates at least a 6 year forecast for expenditures and revenues
BU 72.00 XX
(upcoming fiscal year plus five succeeding years).
Is capable of performing and saving "what if" scenarios (parameters) using
any combination of adopted or current budget and actual data at user
BU 73.00 XX
specified organizational or hierarchical levels for current and/or prior fiscal
years.
Produces "rolling" forecasts (using updated forecasts to project new
BU 74.00 XX
forecasts).
Budgets Page 63
XX 349 100.00%
Reference Response
Number Code
Provides for the development of expenditure and revenue forecasts at the
BU 75.00 beginning of the fiscal year for the next fiscal year, based on prior year XX
actuals and other information.
Allows the user to do comparisons between multiple budget projections
BU 76.00 XX
each created in a different "what if" scenario.
BU 77.00 Forecast/project funding needs for currently unfunded items. XX
Set up online budget resources, such as online budget instructions, online
BU 78.00 XX
request forms, online budget books, and other financial information.
Must provide on-line context sensitive documentation with table of

contents, index, and key word search capabilities with bookmark and note
capabilities. Ability to e-mail support requests directly from application.
BU 79.00 Provide direct access to help web site to log support requests, query XX
knowledge base for frequently asked questions, and download updates via
secure connection.
Conduct find and replace functions by organization and object/account code

BU 80.00 XX
(i.e. replace an old grant index code with the new index code)
BU 81.00 Contains an on-line message system. XX
Creates financial tables for the budget document automatically based upon
BU 82.00 XX
the "approved" phase and user defined hierarchy.
Stores and reports historical, proposed and forecasted budget and actual real
BU 83.00 XX
and nominal data, for a minimum of 6 years.
BU 84.00 Produces official budget document XX
BU 85.00 Recast prior year budget and actuals in current year rollup structure. XX
BU 86.00 Tie budgeting to financial and non-financial performance indicators. XX
Automatically create budget objects/account codes when creating
BU 87.00 XX
accounting objects/accounts
Budgets Page 64
XX 349 100.00%
Reference Response
Number Code
Update budget system with new master data or transactional data by
BU 88.00 XX
scheduling a job and/or on request
Budget system uses the same baseline chart of account information as the
BU 89.00 XX
other financial modules.
Have online, real-time integration between the budgeting module other ERP
BU 90.00
modules, including:
BU 90.01 Accounting/ General Ledger XX
BU 90.02 Fixed assets XX
BU 90.03 Procurement XX
BU 90.04 Human resources XX
BU 90.05 Payroll XX
BU 90.06 Projects XX
BU 90.07 Grants XX
BU 91.00 Utilize accounts receivables & collections data in the budgeting process XX
The system must allow automatic installation (rollover) of the adopted

BU 92.00 XX
budget.
Import from general ledger prior year actual expenditures for mileage,
BU 93.00 transportation, and other user identified expenditures at an individual XX
employee level.
Automated facility to post appropriation and revenue changes into the
BU 94.00 XX
payroll system and general ledger.
Use position information directly from the human resources/payroll
modules to load initial personnel budgeting information (i.e. specific benefit
BU 95.00 XX
and earnings eligibility, job class, last and next merit increase date, hourly
rate, etc.)
BU 96.00 Import current year final adopted and adjusted budget data. XX
Create an on-line long-term capital budget that is integrated with
BU 97.00 XX
purchasing, accounts payable, budgeting, and project management.
Budgets Page 65
XX 349 100.00%
Reference Response
Number Code
System must have the capHave seamless export and import capabilities to
BU 98.00 and from Microsoft Office products or other ODBC compliant applications. XX
Allows importation of financial data into publishing/ word processing

BU 99.00 XX
applications for the production of reports and budget documents.
Allows authorized users the option of listing funding requests at any level
BU 100.00 XX
in the hierarchical structure.
Allows authorized users to enter budget requests at a low level with the
BU 101.00 XX
budget summarized and approved at either the low level or at a higher level.
BU 102.00 Create a roll up structure for budget objects, including:
BU 102.01 Fund XX
BU 102.02 Organization XX
BU 102.03 Object/account XX
BU 102.04 Program XX
BU 102.05 Project XX
BU 102.06 Grants XX
Distribute the adopted budget (summary level) to detail fund,
BU 103.00 XX
object/account and organization levels.
Budget at one level but expense at a lower level of the chart of accounts
BU 104.00 (e.g. budget custodial supplies by Fund but record expenditures by XX
department with a draw-down on the Fund budget figure)
BU 105.00 Complete activity based budgeting XX
Provides user-defined attributes such as budget roll-up codes which further

BU 106.00 qualify elements within the Chart of Accounts (additional levels within the XX
organizational structure not contained in the accounting chart of accounts).
BU 107.00 Budget:
Budgets Page 66
XX 349 100.00%
Reference Response
Number Code
BU 107.01 At account and sub-object level. XX
BU 107.02 By Position XX
Distributes the adopted budget (summary level) and budget adjustments to
BU 108.00 XX
detail Account and Organization levels based on user defined criteria.
Calculates the budget for cross charges to each segment of the Chart of
BU 109.00 Accounts where a department budgets for personnel that work and are paid XX
from more than one location or program.
Departments have the capDevelop both detail budgets, at any level of the
BU 110.00 chart of accounts (i.e. fund, organization, program, general ledger) and XX
summary budgets in a distributed environment.
BU 111.00 Tie budgeting to balanced score card metrics XX
Supports multiple performance categories ( i.e. workload, efficiency,
BU 112.00 XX
effectiveness, productivity, outcome, etc.).
Supports unlimited amount of performance measures (indicate any
BU 113.00 XX
limitation in the comments column)
Perform position budgeting and control by position, job class, bargaining
BU 114.00 unit, or other defined category through integration between budgeting and XX
HR and use of rate and parameter tables.
BU 115.00 Define start and end dates for a position and proration of salary XX
BU 116.00 Identify/flag positions as vacant, filled, temporary, or limited duration, etc. XX
BU 117.00 Incorporate turnover assumptions. XX
Define salary sub-object for storing projected salary costs by position, by
BU 118.00 XX
job class, by bargaining unit.
BU 119.00 Track changes in FTE's or budget amount by object/account code XX
Budgets Page 67
XX 349 100.00%
Reference Response
Number Code
Capture and incorporate promotion and merit increase assumptions
including cash merit in budget preparation, including scheduled
BU 120.00 XX
performance review/merit increase date and job class specific step
schedules.
BU 121.00 Incorporate bargaining unions assumptions in the budget template. XX
Incorporate training, education, and certification requirements in the budget
BU 122.00 XX
template/input form.
Incorporate pay codes and special pay code assumptions into the budgeting
BU 123.00 XX
preparation.
BU 124.00 Budget for pension and post-employment benefit costs. XX
Budget for premiums (e.g., short term disability, long term disability, and
BU 125.00 XX
health insurance).
BU 126.00 Budget for miscellaneous benefit expenses (e.g., bus cards). XX
BU 127.00 Budget for paid time off. XX
BU 128.00 Budget for shift factors (e.g., 24/7 departments). XX
BU 129.00 Budget and project salary & benefits based on the following:
BU 129.01 Budgeted position XX
BU 129.02 Authorized XX
BU 129.03 Under filled XX
BU 129.04 Overfilled XX
BU 129.05 Over Complement (filled but not authorized) XX
BU 129.06 Filled position XX
Budgets Page 68
XX 349 100.00%
Reference Response
Number Code
BU 129.07 Vacant position XX
BU 129.08 New position XX
BU 129.09 Transfer position XX
BU 129.09 Reallocated position XX
BU 129.10 Requested position XX
BU 129.11 Deleted position / scheduled to be deleted XX
BU 129.12 Hourly positions XX
BU 129.13 Temporary appointments XX
BU 129.14 Acting positions XX
BU 129.15 Limited duration XX
BU 129.16 Job class XX
BU 129.17 Position XX
BU 129.18 FTE XX
BU 129.19 Employee XX
BU 129.20 Part-time position (i.e., less than 40 hours per week) XX
BU 129.21 Current year Current Month Range XX
BU 129.22 Current year annual salary XX
BU 129.23 Next year projected step XX
Budgets Page 69
XX 349 100.00%
Reference Response
Number Code
BU 129.24 Multi-year annual salary and benefits XX
BU 129.25 Severance Accrual XX
BU 129.26 Other user defined position types XX

Tie budgeting to position control to run "what if" scenarios for budget
BU 130.00 XX
forecast.
BU 131.00 Incorporate fringe benefits into grant budgets. XX
Attach individual employees to one of numerous groups for determination
BU 132.00 XX
of earnings and benefits.
See online screens showing personnel budgeting totals by defined criteria

BU 133.00 XX
such as job class, department, funding source, vacancy status.
Look at projected costs online by position by either cost center or sub-

BU 134.00 XX
object.
Define a position as full or part-time, permanent or temporary, eligible for
BU 135.00 XX
full benefits or a subset of benefits
BU 136.00 Define position start and end funding dates XX
Define the method the system will use to project a position's costs by either
a value stored in a global merit increase and cola increase table entry,
BU 137.00 values set for a job class or bargaining unit to which the employee is XX
assigned, a specific salary schedule, or for values set for that specific
position.
Exclude individual positions from projection calculations to allow greater
BU 138.00 flexibility in determining impacts of not funding specific positions without XX
having to eliminate the individual position record.
Perform real time recalculation for position with changed salary, benefits or
BU 139.00 XX
earnings, or distribution information
Budgets Page 70
XX 349 100.00%
Reference Response
Number Code
Establish default salary, benefit and earnings information for new positions
BU 140.00 XX
based on bargaining unit or job class.
Allow for "pooling" of budgeted dollars at a higher level and the Allocate
BU 141.00 XX
FTEs at lower levels.
BU 142.00 Maintain position controls by:

Segment of the Chart of Accounts (i.e.. Appropriation, Department,
BU 142.01 XX
Organizational Unit, Program, Project, etc.)
Full time equivalents by Position Title and segments of the Chart of
BU 142.02 XX
Accounts
Number of Positions (Headcount) by Position Title and segments of
BU 142.03 XX
the Chart of Accounts
Perform the following operations (for projection purposes) online with the
BU 143.00
proper security authorization:
Add or delete the number of authorized, or budgeted positions
BU 143.01 XX
or/and FTE's
Reclassification of positions at a user-defined point in time and
BU 143.02 XX
maintains the historical information of the change
Modification of the salary (for projection purposes) , benefit and
BU 143.03 XX
other information of a position
Transfer of positions at a user specified time between organizational
BU 143.04 units, departments, projects, programs, grants, etc and maintains the XX
historical information of the change
BU 143.05 Modify filled/vacant status (for projection purposes) XX
BU 144.00 Track positions by different status:
BU 144.01 Active XX
Budgets Page 71
XX 349 100.00%
Reference Response
Number Code
BU 144.02 Frozen XX
BU 144.03 Held XX
BU 144.04 Unfunded XX
Allows for the cost of a position to be allocated to multiple segments of the
BU 145.00 Chart of Accounts (i.e. organizational codes, programs, projects, grants, XX
etc.) based on user defined criteria.
BU 146.00 Override controls for specific position types. XX
Provide the Allocate positions approved in budget deliberations to
BU 147.00 XX
appropriate items in human resource system.
BU 148.00 Track overtime by position and/or job classification. XX
BU 149.00 Generate capital project level or task level reports:
BU 150.00 Project P&L reporting XX
BU 151.00 Displays information graphically (i.e. pie chart, bar chart, graph). XX
Ability for non-technical users and technical users to produce ad hoc reports
BU 152.00 XX
and on-line queries using any data element as needed.
On-line screens that display the appropriation budget, adjustments, freezes,
commitments, encumbrances, expenditures, and available budget data at
BU 153.00 XX
varying levels of the chart of accounts structure and allow modifications as
needed.
BU 154.00 View position (I.e., job code or funding) history. XX
Monitor the following balances for bond funds: Bond authorization,
allocated, allotted, unallotted, encumbered, unencumbered, liquidated,
BU 155.00 XX
unliquidated, expended, and prior years' activity summaries. Bond Accounts
can last more than 20 years.
BU 156.00 Monitor various types of balances for non-closing funds. XX
Generates preliminary budget request documentation incorporating user
BU 157.00 XX
defined formats and reports (budget document submission requirements).
Budgets Page 72
XX 349 100.00%
Reference Response
Number Code
Predefined library of standard budget/project management, and accounting

BU 158.00 XX
reports at any combination of organization or object hierarchy.
Produces schedule of services rendered - interdepartmental funds

transfer/revenue by budget unit, which includes: budget unit name and org
BU 159.00
number for unit providing and/or receiving services, interdepartmental
revenue account and amount.
Provides the Develop and save a user defined set of reports and inquiries
BU 160.00 XX
which may be shared
Provides the Group account numbers for internal and external reporting
BU 161.00 XX
purposes.
Provides the Report the actual cost at one organizational level, and then
BU 162.00 compare that cost with an average of all costs at the same organizational XX
level.
Provides List all or specific type of transactions for a specified G/L
BU 163.00 XX
account(s) and/or period.
BU 164.00 Provides the following online queries by year, by period and life to date for:
BU 164.01 Beginning Budget Balance XX
BU 164.02 Beginning Budget XX
BU 164.03 Amended Budget XX
BU 164.04 Encumbrances XX
BU 164.05 Actual Expenditures XX
BU 164.06 Actual Revenues XX
BU 164.07 Transfers (In and Out) XX
BU 164.08 Available Expenditure Budget Balance XX
BU 164.09 Balance Sheet Account (i.e. reserve and designated fund balance) XX
BU 164.10 Accrued Revenue XX
BU 164.11 Collected Revenue XX
Budgets Page 73
XX 349 100.00%
Reference Response
Number Code
BU 164.12 Revenue Surplus/Deficit) XX
BU 164.13 User definable time periods that cross fiscal years XX
Reports should be able to include up to 5 years in the past and 6 years in the
BU 165.00 XX
future.
Supports via report/inquiry estimating the annualized cost of requests in
BU 166.00 XX
future years within funding request packages.
BU 167.00 Analyze cash flow and A/R during the year XX
BU 168.00 Analyze current payables and A/P information XX
BU 169.00 Analyze customer information and trends XX
BU 170.00 Create and modify revenue models XX
Analyze revenue by multiple revenue sources, such as billed charges by
BU 171.00 XX
service type, State premiums, Medicare and other revenue.
Analyze capital project budget information including land, construction,
BU 172.00 furnishings and equipment, buildings, transportation, contingencies, and XX
other.
BU 173.00 Track remaining capital project budgets over multiple years XX
BU 174.00 Track capital line item expenses XX
Track grant budgeting and budget to actual for prior, current and future
BU 175.00 XX
years.
BU 176.00 Provide budget publishing tools XX
Highlight actuals over or under budget by department, division, and line of
BU 177.00 XX
business.
BU 178.00 Report balanced scorecard data by department (e.g. % increase in revenue). XX
BU 179.00 Ability for end users to create ad hoc reports XX
BU 180.00 Select data for reports using compound Boolean logic XX
Identify and budget personnel services costs and to define alternate
BU 181.00 contribution rates (e.g., benefits) and to setup rates by job class or XX
bargaining unit or other user defined criteria
Budgets Page 74
XX 349 100.00%
Reference Response
Number Code
Set up internal service/central services rates (e.g., insurance, fleet,) and
BU 182.00 usage projections for reference and use during the budget preparation XX
process.
Set up or import multiple user defined rates for earnings (e.g. FICA,
BU 183.00 disability, and other salary), deductions, benefit rates, internal service fund XX
rates, mileage reimbursement rates or other user definable rates.
Set up or import budgeted information or rates and budget according to
BU 184.00 XX
number of positions.
Define benefit and earnings contributions by fixed amount, amount tied to
BU 185.00 XX
FTE % , or percentage of salary
Define the number of working hours per year for various classes of
BU 186.00 employees and have calculated annual salary and benefits automatically XX
adjusted accordingly.
BU 187.00 Have role-based security XX
Control access to transactions, such as create, edit or read only ability, by
BU 188.00 XX
role
Control access to system objects such as organization, fund, object, project,
BU 189.00 XX
and version by role
BU 190.00 Assign a user to multiple roles XX
BU 191.00 Prohibits multiple users from updating the same record simultaneously. XX
BU 192.00 Assign individual users to a group and manage security at the group level.
Set up various budget processes (e.g., functions, input screens, user views)
BU 193.00 XX
with user defined access at various stages of the budget cycle.
Ensure revenues and expenditures within funds, grants, as well as interfund
BU 194.00 XX
transfers are in balance
Ability to require matching revenues and expenses at the organization, fund,
BU 195.00 XX
and grant level.
Budgets Page 75
XX 349 100.00%
Reference Response
Number Code
Establish user defined edits and validations (e.g., minimum and maximums
BU 196.00 XX
by job class)
Validate salary and benefit information by job class, bargaining unit, or
BU 197.00 XX
other criteria and perform real time edit checking.
Validates appropriation (budget unit), job (sub-project) and fund budget
BU 198.00 information based on business rules (e.g., verify that requirements equal XX
available financing, etc.).
Identify variances between payment requests, encumbrances and contracts,
BU 199.00 XX
and process based on predefined user criteria.
Create unlimited budget versions for each fiscal year during budget
BU 200.00 XX
development process
BU 201.00 Create and track budget plans/forecasts for a minimum of six fiscal years XX
Ability to secure (lock down) and unlock various budget versions on
BU 202.00 XX
specified dates.
Budget changes must be maintained in separate records, and displayed
BU 203.00 XX
separately.
Copy versions or portions of versions (e.g., with or without notes) to new
BU 204.00 XX
versions
Subsequent to the final approved budget being established, all versions used
BU 205.00 during budget formulation should still be available for on-line inquiry and XX
report printing.
BU 206.00 Allows new version to start with the data from a previous version(s). XX
Establish multiple buckets to track incremental changes to department
BU 207.00 requested budget, and roll up totals for these buckets based on user defined XX
criteria
BU 208.00 Track changes between versions. XX
Provides for data entry into multiple budget versions during budget
BU 209.00 XX
preparation.
Budgets Page 76
XX 349 100.00%
Reference Response
Number Code
Assign user defined name to a budget version (e.g. original budget, first
BU 210.00 XX
revised budget, second revised budget and third revised budget).
Supplies a method to load budget adjustments to multiple budgets (Adopted

BU 211.00 XX
budget, current budget w/transfers, etc.)
BU 212.00 CapUpdate budget with salaries for current and next budget year. XX
Set up budgeting deadlines based upon budget phase, version, organization,
BU 213.00 XX
and other criteria
Establish approval path for each step in the budget preparation process (e.g.
BU 214.00 XX
the department request to the office of budget and finance).
BU 215.00 Set up and track budget preparation status by department XX
Set up and administer agenda items, including budget adjustments
BU 216.00
workflows, including but not limited to:
BU 216.01 Department request XX
BU 216.02 Budget Office review XX
BU 216.03 Legal XX
BU 216.04 Executive review XX
Approve, deny, edit or change any budget element at any time in the budget
BU 217.00 XX
process, with audit trail.
BU 218.00 Track budget amendments (prior to final approval). XX
Collaborate with other departments if more than one department needs to
BU 219.00 XX
agree on revenue and expenditure estimates.
Selectively add back or remove decision units based on subsequent
BU 220.00 XX
executive or legislative input.
Provide status and amounts of decision units for those approved, not
BU 221.00 XX
approved or partially approved.
Ability for departments to submit budgets electronically to the budget
BU 222.00 XX
office.
Budgets Page 77
XX 349 100.00%
Reference Response
Number Code
Allows budget office to electronically "push" spreadsheets or other forms to
BU 223.00 XX
departments for budget preparation.
BU 224.00 Departments have access to view progress by sub-units such as divisions. XX
Provide flexible hierarchy to review, modify and approve budget at each

BU 225.00 XX
stage by user defined authority levels.
Provides security that allow users to enter, save or post budget adjustments
BU 226.00 XX
based upon pre-defined authorization level.
Provides Mark adjustments as "URGENT" and notifies initiating
BU 227.00 XX
department if not processed by recipient within a specified timeframe.
Workflow capability that routes position change requests to various
BU 228.00 XX
staff/department members for approval.
Identify the following funding requests within a decision package by line
BU 229.00
item or by total:
BU 229.01 Approved XX
BU 229.02 Not Approved XX
BU 229.03 Partially approved XX
BU 229.04 Open XX
Provide a facility for the review, update and approval of budget narrative
BU 230.00 XX
for budget units and funds.
Provides for approval of funding requests based on prioritization of requests
BU 231.00 XX
and fixed dollar approval level.
Prioritize funding requests by funding source, department, or other user
BU 232.00 XX
defined criteria.
Provides for approval of funding requests within a decision package at an

BU 233.00 XX
amount greater than, less than, or equal to the amount requested.
Allows departments to inquire as to the status of budget adjustments on-

BU 234.00 XX
line.
Budgets Page 78
XX 349 100.00%
Reference Response
Number Code
BU 235.00 Track requested positions at multiple levels of authorization:
BU 235.01 Budgeted XX
BU 235.02 Authorized XX
BU 235.03 Filled XX
BU 235.04 Vacant XX
BU 235.05 Underfill XX
BU 235.06 Overfill XX
BU 236.00 Selectively carry forward unused budget XX
BU 237.00 Carry forward outstanding encumbrances (e.g., requisition, PO's) XX
Roll over year end balances in mass or individually, with workflow and
BU 238.00 XX
approvals.
Carry forward appropriation allotments to the next allotment period based
BU 239.00 XX
on the funding source.
Identify accounts with budgetary balances that meet user defined criteria for
BU 240.00 XX
being carried forward to the next fiscal period.
Budgets Page 79
Functional Category: GRANT ACCOUNTING Summary Statistics (380)
XX 380 100.00%
Response
Code
GA 1.00 Apply multiple or split funding sources XX
GA 2.00 Auto-generate project/grant numbers with option to manually assign numbers. XX
GA 3.00 Bill other departments or internal organizational units for services or commodities rendered. XX
GA 4.00 Comply with the Federal Government’s Single Audit Act and cash management legislation. XX
GA 5.00 Create uniform expenditure types that coincide with State, County, and Federal guidelines XX
GA 6.00 Distinguish between grants and contracts. XX

Drill down from balances back to general ledger journal entries, asset management detail,
GA 7.00 XX
accounts payable invoices, work orders, and purchase orders.
GA 8.00 Establish grants that may cross funds or organizations XX
Integrate with the Accounts Receivable module to provide all billing, aging, and tracking
GA 9.00 XX
capabilities.
GA 10.00 Interface with other department-specific systems. XX
GA 11.00 Maintain multiple resolution numbers and descriptions for Grants XX
GA 12.00 Perform roll-ups and drill downs at various levels within the chart of accounts hierarchy XX
GA 13.00 Record grant activity for multiple departments. XX

GA 14.00 Record grant activity over multiple years. XX
GA 15.00 Route transactions requiring approval to the appropriate person XX
GA 16.00 Support cash, modified accrual and accrual accounting. XX
GA 17.00 Support different bank accounts for different types of grants. XX
GA 18.00 Track life-to-date grant costs (over multiple fiscal years) and by a single fiscal year. XX
GA 19.00 Upload and download various data from spreadsheets, word processors, and databases. XX
Utilize workflow to notify grant administrators and other users (at user defined time periods)
GA 20.00 XX
of grant milestones (expiration dates etc.).
GA 21.00 A grant number must be at least 12 characters long. XX
Grant Accounting Page 80

XX 380 100.00%
Response
Code
GA 22.00 Complete grant applications online. XX
GA 23.00 Link multiple projects to a grant. XX
GA 24.00 The name of the entity from which the grant came can be up to 40 characters long. XX
GA 25.00 Duplicate pre-existing grants/sub-grants to establish templates for new grants/sub-grants. XX
Facilitate notification of grant applications, approvals and awards via workflow. Workflow
GA 26.00 XX
may be set up for notifications that cross agencies to facilitate central reporting.
GA 27.00 Perform mass updates to enter new year grant/sub-grant and descriptive information. XX
GA 28.00 Provides an edit that ensures the CFDA number is valid for the grantor assigned to the grant. XX
Support interfaces to Federal or State grant systems so that grant information can be
GA 29.00 XX
automatically exchanged (e.g., Grants.gov).
GA 30.00 Upload grant applications and proposals to potential funders (e.g., Grants.gov) XX
System provides the Track grant information, with the ability for the department to require or
GA 31.00
make optional the following fields:
GA 31.01 Grant number XX
GA 31.02 Grant name XX
GA 31.03 Grant description XX
GA 31.04 Grantor XX
GA 31.05 Grantor Contact Name XX
GA 31.06 Grantor’s mailing address and email XX
GA 31.07 Phone number (office, fax) XX
GA 31.08 Original grant approval amount XX
GA 31.09 Grant budget XX
GA 31.10 Grant amendments XX
GA 31.11 Grant carryovers XX
GA 31.12 Grant fiscal period XX
GA 31.13 Date application submitted XX
GA 31.14 Date application approved or denied XX

XX 380 100.00%
Response
Code
GA 31.15 Grant beginning date XX
GA 31.16 Grant expiration date XX
GA 31.17 Letter of Intent to Award Date XX
GA 31.18 Approved Contract Date XX
GA 31.19 Grant Extension Date XX
GA 31.20 Grant Budget Begin Date XX
GA 31.21 Grant Budget End Date XX
GA 31.22 Close-out End Date XX
GA 31.23 Award Date XX
GA 31.24 Letter of credit/drawdown XX
GA 31.25 Responsible department or division (multiple) XX
GA 31.26 Department or division contact and phone number (multiple) XX
GA 31.27 Department Contact Personal Identification Number (PIN) XX
GA 31.28 Reimbursement schedule XX
GA 31.29 Contract/Project Award Number XX
GA 31.30 Contract/Project Number XX
GA 31.31 Original Request Amount XX
GA 31.32 Award Amount XX
GA 31.33 Retainage XX
GA 31.34 Amounts of State matching funds (multiple) XX
GA 31.35 Amounts of Federal matching funds (multiple) XX
GA 31.36 Amounts of In-kind matching funds (multiple) XX
GA 31.37 Amounts of 3rd Party matching funds (multiple) XX
GA 31.38 Amounts of Maintenance of Effort (MOE) (multiple) XX
GA 31.39 Description for each of the matching funds and Maintenance of Efforts (MOE) XX
GA 31.40 Matching funds contact information for each of the matching funds and MOE XX
GA 31.41 Matching funds percentages XX

GA 31.42 FICR Allowable indicator (yes/no) XX
GA 31.43 FICR Rate XX
GA 31.44 FICR Type (provision, pre-determined, fixed, final) XX

XX 380 100.00%
Response
Code
GA 31.45 Grant Type (e.g., Federal, State, etc.) XX
GA 31.46 CFDA number XX
GA 31.47 CFDA title XX
GA 31.48 Cash Management Improvement Act (CMIA) Indicator (yes/no) XX
GA 31.49 Federal Agency Code XX
GA 31.50 Federal Agency Name XX
GA 31.51 Funding Source - user defined (Federal grant, Foundation grant, State, Other, etc) XX
GA 31.52 Non-Financial Grant Requirements (narrative fields) XX

GA 31.53 Procurement Goals XX
Track sub-grant information, with the ability for the department to require or make optional
GA 32.00
the following fields:
GA 32.01 Sub-Grantee number XX
GA 32.02 Sub-Grantee name XX
GA 32.03 Organization type (user-defined) XX
GA 32.04 FEID # XX
GA 32.05 Vendor ID (linked to vendor file) XX
GA 32.06 Sub-grantee description XX
GA 32.07 State Agency Grantor Name/ID XX
GA 32.08 State Agency Division/Bureau XX
GA 32.09 State Agency Program XX
GA 32.10 Sub-Grantee Contact Name XX
GA 32.11 Sub-Grantee’s mailing address and email XX
GA 32.12 Sub Grantee Phone number (office, fax) XX
GA 32.13 Original sub-grantee approval amount XX
GA 32.14 Sub-Grant budget XX
GA 32.15 Sub-Grant amendments XX
GA 32.16 Sub-Grant carryovers XX
GA 32.17 Sub-Grant fiscal period XX
GA 32.18 Date sub-grant application received XX
GA 32.19 Prior authorization date XX
GA 32.20 Sub-grant application approved or denied date XX

XX 380 100.00%
Response
Code
GA 32.21 Sub-Grant beginning date XX
GA 32.22 Sub-Grant expiration date XX
GA 32.23 Letter of Intent to Award Date XX
GA 32.24 Sub-Grant Extension Date XX
GA 32.25 Sub-Grant Budget Begin Date XX
GA 32.26 Sub-Grant Budget End Date XX
GA 32.27 Sub-grant Close-out End Date XX
GA 32.28 Sub-grant archive date XX
GA 32.29 State Agency/Division contact and phone number (multiple) XX
GA 32.30 Payment schedule XX
GA 32.31 Original Grant Award Number XX
GA 32.32 Original Allocation XX
GA 32.33 Sub-grant award/approved amount XX
GA 32.34 Sub-grant Retainage XX
GA 32.35 Amounts of local cash matching funds (multiple) XX
GA 32.36 Amounts of State matching funds (multiple) XX
GA 32.37 Amounts of State non-matching funds (multiple) XX
GA 32.38 Amounts of local in-kind match (multiple) XX
GA 32.39 Amounts of 3rd Party matching funds (multiple) XX
GA 32.40 Amounts of Maintenance of Effort (MOE) (multiple) XX
GA 32.41 Amounts of Other Resources non-match XX
Description for each of the matching and non-matching funds and Maintenance of
GA 32.42 XX
Efforts
GA 32.43 Match/Non-match percentages XX
GA 32.44 Sub-grantee Indirect Cost Rate (ICR) Rate XX
GA 32.45 Sub-grantee ICR Type (provision, pre-determined, fixed, final) XX
GA 32.46 Sub-Grant Type (multiple) XX
GA 32.47 CFDA number (multiple) XX
GA 32.48 CFDA title (multiple) XX
GA 32.49 Cash Management Improvement Act (CMIA) Indicator (yes/no) XX
GA 32.50 Original Funding Source XX
GA 32.51 Non-Financial Grant Requirements (narrative fields) XX

XX 380 100.00%
Response
Code
GA 33.00 Maintain a link between the secondary transactions and the parent transaction. XX
Make adjustments for any open accounting period in any grant or fiscal year, and Federal
GA 34.00 XX
fiscal year.
GA 35.00 Set up a grant award. XX
GA 36.00 Set up and inquire on grantor profiles and track data by grantor. XX
GA 37.00 Track cross departmental grants. XX
GA 38.00 Ability for all departments to view approved grant information. XX
GA 39.00 Input and track Board approval for a grant at multiple stages in the workflow. XX
Notify users that department approval is required for a grant at multiple stages in the
GA 40.00
workflow.
GA 41.00 Categorize and track grants by the following: XX
GA 41.01 Federal XX
GA 41.02 Foundation XX
GA 41.03 Local XX
GA 41.04 State XX
GA 41.05 Private XX
GA 41.06 Ordinance related XX
GA 41.07 Other user defined XX
GA 42.00 Set up and track a grant budget based upon different levels, including:
GA 42.01 One organization XX
GA 42.02 Multiple organizations (e.g. HSS, Affordable Housing, and other criteria) XX
GA 42.03 Organizations within an organization XX
GA 43.00 Set up a grant budget based upon the chart of accounts to the lowest level. XX
GA 44.00 Set up and track a grant based upon type of fund, including:
GA 44.01 Internal Service Fund XX
GA 44.02 Enterprise Fund XX
GA 44.03 Inter-governmental grant fund XX
Set up and track grants based upon calendar year, County fiscal year, State fiscal year, or other
GA 45.00 XX
user defined time frame.
GA 46.00 Set up and track grants over multiple years. XX

XX 380 100.00%
Response
Code
GA 47.00 Act as a fiscal agent for grant funds and define and track rules related to fiscal agent status. XX
Mark certain grants as pass through grants only and define requirements for pass through
GA 48.00 XX
grants.
GA 49.00 Define grantee as vendor, direct recipient or sub recipient. XX
GA 50.00 Assign a grant manager to each grant. XX
GA 51.00 Project how program, project or service dollars would be affected when a grant ends. XX
Check for conditions that are required to close grants (e.g., general ledger balances, inactive,
GA 52.00 XX
other user defined criteria).
GA 53.00 Place grant into various statuses such as active, inactive and delete. XX
GRANT BUDGETS
GA 54.00 Create an appropriation for a grant XX
GA 55.00 Provides grant budgetary control options as follows:
GA 55.01 Absolute control - prevents transaction from processing without override approval XX
GA 55.02 Warning – provides warning message but allows transaction to process XX

GA 55.03 No control – allows transaction to process without warning XX
GA 56.00 Accommodate the following budget preparation capabilities:
GA 56.01 Budget by total grant amount XX
Budget by fiscal year, state fiscal year, federal fiscal year, grant year, and multiple-year
GA 56.02 XX
grant period
Budget by user-defined categories (i.e., salaries and employee benefits; travel; services
GA 56.03 XX
and supplies; staff; etc.)
Establish expendable budgets for grants at the grant, grant phase or function, and object level
GA 57.00 at the user’s discretion. Expendable budgets control total expenditures and encumbrances XX
charged to the grant.
Estimate expenses through the duration of the grant and compare these estimates against the
GA 58.00 XX
budget.
GA 59.00 Provide grant budgetary control options as follows:
GA 59.01 Absolute control - prevents transaction from processing without override approval XX

XX 380 100.00%
Response
Code
GA 59.02 Warning – provides warning message but allows transaction to process XX
GA 59.03 No control – allows transaction to process without warning XX
Support budgeting grants at varying user-defined levels and combinations of classification
GA 60.00 structure elements (i.e., grant, function, fund, object, organization number, project and job XX
order).
GA 61.00 Perform phased budgeting for multi year awards when funding is received in installments. XX
GA 62.00 Record as a memo entry the ‘in-kind’ value (e.g., non-cash match) as part of grant activity. XX
Record direct and indirect costs associated with a grant as memo or actual entries, both for
GA 63.00 XX
fixed dollars and for applied rates to labor or allowable expenses.
GA 64.00 Set up a project first and tie a grant to a project. XX

GA 65.00 Set up a grant first and tie a project to a grant. XX
GA 66.00 Set up and track multiple grants to multiple projects. XX
GA 67.00 Set up and track multiple projects to multiple grants. XX
GA 68.00 Set up and track not to exceed amounts for each grant category. XX
GA 69.00 Define compensation elements charged to a grant (e.g., overtime). XX
GRANT TRANSACTIONS / MONITORING
Add, modify, inactivate or delete grant/sub-grant information online with audit trail of all
GA 70.00
changes.
GA 71.00 Track grant draw-downs by:
GA 71.01 Date XX
GA 71.02 Activity XX
GA 71.03 Location XX
GA 71.04 Grant sub-group XX
GA 72.00 Apply indirect cost rates to direct costs and store the result as:
GA 72.01 Actual Entry XX
GA 72.02 Memo entry XX
Calculate, on a user defined basis, indirect costs associated with any grant and to provide
GA 73.00 XX
system generated entries.

XX 380 100.00%
Response
Code
Define the program or budget year of the grant/project differently than the system established
GA 74.00 XX
fiscal year.
Differentiate, by revenue source, between federal, state, and other department grants for audit
GA 75.00 XX
purposes.
GA 76.00 Link a single grant to multiple projects. XX
Maintain and report on the following information in respect to grants. Required data fields
GA 77.00
(may be user-defined if needed) are as follows:
GA 77.01 CFDA (Catalog of Federal Domestic Assistance) Number XX
GA 77.02 Start date XX
GA 77.03 End date XX
GA 77.04 Allowable expenditures XX
GA 77.05 Comment field XX
GA 77.06 Date of Last Audit XX
GA 77.07 Details of last audit (text field) XX
GA 77.08 Matching funds amount XX
GA 77.09 Entity responsible for matching funds XX
GA 77.10 State or Other Agency for Pass-Through Funding XX
GA 77.11 State or Other Agency for Pass-Through Funding Number XX
Provide a facility to link grants to projects and have the grant look up a project when the
GA 78.00 XX
transaction is entered.
Provide the Roll over appropriations, revenue sources, and expenditures from one grant year to
GA 79.00 XX
the next, until the grant expires.
GA 80.00 Set up and report budget items based on multiple fiscal years and grant years. XX
Store the indirect cost rate along with an effective time period for each grant, grant phase, and
GA 81.00 XX
object.
GA 82.00 Track grantor match rates by:
GA 82.01 Overall grant XX
GA 82.02 In-kind XX
GA 83.00 Hold grant expenditures in suspense until audited and approved for payment. XX
GA 84.00 Identify revenue at each budgetary level and/or funding source. XX
GA 85.00 Link receipt of revenue to grants. XX

XX 380 100.00%
Response
Code
Processing of expenditures for a user-defined period of time beyond grant ending date. (i.e., 35
GA 86.00 XX
days past grant ending date)
Prohibit processing of grant-related expenditure transactions not within grant service dates
GA 87.00 XX
(with override capability).
Prompt or alert users to recognize (realize) grant revenues after grant expenditures have been
GA 88.00 XX
recorded for a user-specified period of time.
Provides the ability for a mechanism to bill multiple participants on a grant. (e.g., Federal,
GA 89.00 XX
local, other state, other state department, or private entity)
Recognize (for accounting purposes) grant revenues after a user-specified period of time once
GA 90.00 XX
the grant expenditure has been recorded.
Recognize revenue only after expenditures have been incurred. System allows unrecognized
GA 91.00 XX
revenues to be carried forward at year end.
GA 92.00 Record a billable budget (revenue budget) for grants XX
Track appropriations, revenue sources, and expenditures from one grant year to the next, until
GA 93.00 XX
the grant expires.
Support unique match rates for each grant award by grant, grant phase and object, including
GA 94.00 individual objects or groups of objects (e.g., personnel at 100% and supplies at 25% for grant XX
1, personnel at 90% and supplies at 40% for grant 2).
Supports encumbrance liquidation functionality such that when a voucher is processed against
GA 95.00 an encumbrance that references a parent grant it will automatically split and appropriately XX
liquidate the secondary encumbrances.
GA 96.00 Suspend a grant prior to completion. XX
GA 97.00 Suspend grant transactions based on user-defined criteria (e.g., expiration date or grant status). XX
Track and account for reimbursements and advance payments in accordance with Federal and
GA 98.00 XX
State requirements.
GA 99.00 Track expenditures from multiple funding sources to a single program. XX
GA 100.00 Track grant expenditure activity. XX
GA 101.00 Track grant expenditures to multiple funding sources. XX
GA 102.00 Track grantee match rates or amounts by grant, grant phase or function and object. XX

XX 380 100.00%
Response
Code
GA 103.00 Track grantor match rates and/or 3rd party match rates and amounts by object. XX
Track grantor match rates and/or 3rd party match rates and amounts by user-defined time
GA 104.00 XX
period.
Track program income by source as either recycled funds, reduction of future federal draws or
GA 105.00 XX
furtherance of the program goals.
GA 106.00 Track receipts and expenditures of program income by grant and user-defined time period XX
GA 107.00 Track retainage withheld on each contract for each grant. XX

GA 108.00 Transfer draws between years of multi-year grants XX
Utilize workflow to notify grant administrators when a review and/or approval of information
GA 109.00 XX
is required.
GA 110.00 Set up, track and workflow grants by stages including:
GA 110.01 Application XX
GA 110.02 Award XX
GA 110.03 Implementation XX
GA 110.04 Closeout XX
GA 110.05 Other user defined stages XX
Receive money before an application is complete (e.g. receive a donation or United Way
GA 111.00 XX
contribution).
GA 112.00 Mark funds granted from one department to another. XX
Send notification to create an A/P voucher or invoice as soon as funds are posted/received for
GA 113.00 XX
pass through grants.
Set up and track sub recipient payments paid in advance and reimbursement payments (e.g.
GA 114.00 XX
emergency preparedness).
GA 115.00 Define expense accounts for a grant. XX
GA 116.00 Define activities for a grant. XX
GA 117.00 Define revenue sources for a grant. XX
GA 118.00 Define contracts for a grant. XX
GA 119.00 Set up and track grant expense categories, including:
GA 119.01 Salary XX
GA 119.02 Supplies XX
GA 119.03 Fringe XX

XX 380 100.00%
Response
Code
GA 120.00 Define allowable expense types to a grant (e.g. wages, specific benefits, and other types). XX
GA 121.00 Disallow certain expense types to a grant. XX

GA 122.00 Set up and track an administrative costs category for a grant. XX
Set up not to exceed and exceed amounts based upon user defined periods, such as fiscal year
GA 123.00 XX
end, grant year end, calendar year end, and other information.
GA 124.00 Set up grant draw down requirements. XX
GA 125.00 Input and track narrative comments for a grant. XX
Report on narrative comments when reporting to a grantor (e.g. narrative to describe
GA 126.00 XX
variances).
GA 127.00 Attach electronic documents to a grant. XX
GA 128.00 Set up multiple numbers associated with a grant, including:
GA 128.01 Unique grant number XX
GA 128.02 State number XX
GA 128.03 Vendor number XX
GA 128.04 CFDA and CSFA number XX
GA 128.05 Agreement number XX
GA 128.06 Project number XX
GA 128.07 Amendment number XX
GA 128.08 Resolution number XX
GA 128.09 Object/account code XX
GA 128.00 Mark a grant as renewable or nonrenewable. XX
Set up workflows based upon organization, grant type, grant requirements and limits,
GA 129.00 XX
Board/Council approval requirements, and other functions.
Notify internal grant contact of upcoming important dates for a grant (expiration dates and
GA 130.00 XX
other dates).
Notify internal grant contact when expenditures are approaching the not to exceed limits for a
GA 131.00 XX
grant.
Set up and track grant milestones, program goals, grant objectives, and other criteria for each
GA 132.00 XX
grant.

XX 380 100.00%
Response
Code
GA 133.00 Set up and track grant personnel expenses by employee and/or position. XX
GA 134.00 Retrieve attachments of a grant, such as original contract documents and grant award. XX
Charge grant expenses, revenues, and other financial transactions to the lowest level of the
GA 135.00 XX
chart of accounts.
GA 136.00 Track pre encumbrances, encumbrances, revenues, and expenses to a grant. XX
GA 137.00 Charge employee benefits to a grant at lowest levels. XX
GA 138.00 Allocate employee benefits to multiple grants based upon the time input. XX
Allocate and split employee salary and benefits to at least 6 different grant and/or non-grant
GA 139.00 XX
accounts
GA 140.00 Notify (system generated) grant staff when the direct or indirect cost limits are near. XX
Input and link an amended grant amount to new programs, expense types, new projects, and
GA 141.00 XX
other types.
GA 142.00 Set up grant rules. XX
Track grants with multiple reimbursement requirements (e.g. bed days and number of
GA 143.00 XX
patients).
GA 144.00 Track unpaid vs. paid reimbursable invoices (link to receivables system). XX
GA 145.00 Input and track different types of matching funds (e.g. local match). XX
GA 146.00 Handle transfer amounts between grants, organizations, and other criteria. XX
GA 147.00 Track grant expenses against original grant or amended grant budget. XX
Track deadlines to submit reimbursement requests (e.g., date service performed under a
GA 148.00 XX
contract that is grant reimbursable).
GA 149.00 Upload grant information to federal sites. XX
Accumulate and track expenditures in situations (such as mutual aid or disaster response)
GA 150.00 XX
against grants that are not yet in system.
GRANT REPORTING
GA 151.00 Ability for a flag/indicator that prevents transactions from posting against the grant. XX
Ability for a tickler or warning message to user for outstanding receivables after a user-
GA 152.00 XX
specified length of time.

XX 380 100.00%
Response
Code
Ability for a warning message if a transaction contains a grant number but the grant file will
GA 153.00 XX
not be updated.
GA 154.00 Ability for an edit to ensure that grant billings do not exceed the reimbursable budget. XX
Ability for expenditures and billing to a grant for a user-defined period beyond the grant fiscal
GA 155.00 XX
year.
Ability for user-defined fields that document the required submissions for grant
GA 156.00 XX
reimbursement.
GA 157.00 Bill by any grant component. XX
Ability to not post any of the secondary transactions unless all of the secondary transactions
GA 158.00 XX
pass data and funding edits.
GA 159.00 Produce the Schedule of Expenditures of Federal Awards and State Financial Assistance XX
GA 160.00 Track disposal of Grant purchased items. XX

GA 161.00 Track refunds/return of Grant money XX
Ability to uniquely identify each sub-grantee for grants and all grant financial activity related
GA 162.00
to sub-grantees, including the following:
GA 162.01 Record awards made to sub-grantees XX
Record funds received from federal government (or other sources) for pass-through
GA 162.02 purposes as either revenue or as non-revenue liabilities XX
Record funds disbursed from the agency as transfers or as reductions of liabilities

GA 162.03 XX
Record sub-grantee budget by categories as defined by the grant and/or sub grant
GA 162.04 XX
contract
Enter as memo entries sub-grantee actual expenditures by categories as defined by the
GA 162.05 XX
grant and/or sub grant contract
GA 162.06 Capture the effective beginning and end date of the sub grant XX
GA 162.07 Warn user if drawdown or reimbursement request exceeds grant award XX
Access actual expenditure information from other modules (e.g., fixed assets, salaries,
GA 163.00 XX
supplies, etc.) at a detail and summary level for each grant.
Access detail description information from voucher (narrative, for example unit of measure
GA 164.00 XX
and description)

XX 380 100.00%
Response
Code
Accumulate total costs without regard to the funding source and then bill each funding source
GA 165.00 XX
according to the user-defined percentage and limits.
GA 166.00 Allow for multiple federal appropriation codes and State appropriation codes XX
Allow multiple divisions/departments to enter information on a single grant with security
GA 167.00 XX
constraints established at transaction level.
GA 168.00 Allow recording of memo and statistical transactions. XX
GA 169.00 Archive closed grants with no activity beyond a user-defined time interval. XX
GA 170.00 Bill the grantor from grant data (e.g., grant phase, object, match rate) when a bill is required. XX
Calculate amount to be billed taking into consideration amounts previously billed,

GA 171.00 accumulated costs incurred prior to federal authorization, and/or limits of matching funds, XX
based on user-defined rules (e.g., by grant).
Calculate on a user-defined basis matching fund requirements associated with any grant and to
GA 172.00 XX
provide system generated entries.
GA 173.00 Capture all financial grant activity through the general ledger. XX
GA 174.00 Carry forward grant balances and budgets to future years XX
GA 175.00 Check actual expenditures and encumbrances against allowable expenditure type. XX
GA 176.00 Differentiate between federal, state, private and other grants for audit purposes. XX
GA 177.00 Comply with federal financial assistance reporting requirements. XX
GA 178.00 Comply with Grant Administrative and Programmatic Conditions XX
GA 179.00 Comply with the Catalog of Federal Domestic Assistance (CFDA) reporting requirements XX
Have at least three to five years of data history for grant tracking purposes (three years
GA 180.00 XX
mandated by law).
Identify/report on matching funds and expenses across one or multiple departments for draw
GA 181.00 XX
downs of federal money
GA 182.00 Modify grant reports for federal and state reporting purposes. XX
Provide variance, year to date and inception to date or user-defined time period reporting by
GA 183.00 XX
all Chart of Accounts fields.
GA 184.00 Report allocated costs by all budgetary levels. XX
GA 185.00 Report direct and indirect costs by grant budgetary levels by user-defined time periods. XX

XX 380 100.00%
Response
Code
GA 186.00 Report grant expenditures at all budgetary levels of the grant. XX
GA 187.00 Report on each year’s grant appropriation separately. XX
GA 188.00 Report revenues and receipts by CFDA number. XX
GA 189.00 System provides the Report on purchase orders by all budgetary levels of the grant. XX
GA 190.00 System provides the Report sub-grantee information, included but not limited to:
GA 190.01 track amount awarded XX
GA 190.02 how much they’ve been paid XX
GA 190.03 advances XX
GA 190.04 by fiscal year XX
GA 190.05 by allocation XX
GA 190.06 continually updating amount (amount applied for, awarded, and paid) XX
GA 191.00 Track multiple departments applying for the same grant. XX
GA 192.00 Input and track new grant opportunities that may be shared with other departments. XX
GA 193.00 Mark and track rejected grant applications. XX

GA 194.00 Mark and track accepted grant applications. XX
GA 195.00 Enter projected revenue. XX
GA 196.00 Report on a grant by the following:
GA 196.01 Fund XX
GA 196.02 Organization XX
GA 196.03 Cross divisional within a department XX
GA 196.04 Object/account code XX
GA 196.05 State and Federal service codes (CSFA and CFDA) XX
GA 197.00 Report by series or cluster of CFDA numbers. XX
GA 198.00 Report on grant categories including federal, state, foundation, local and other categories. XX
GA 199.00 Track and report on what has been received and what is still receivable from a grantor. XX
GA 200.00 Report grants by recipient or sub recipient. XX

GA 201.00 Track and report inception to date information by grant and/or project. XX

XX 380 100.00%
Response
Code
Roll up grant information across multiple departments and cost centers or multiple grants for
GA 202.00 XX
reporting.
GA 203.00 Roll up grant information based upon a user defined date range for reporting. XX
GA 204.00 Track and report on the history of a grant. XX
GA 205.00 CapProvide the following types of reports and/or inquiries:
GA 205.01 Budget vs. actual costs XX
GA 205.02 Expenses and Revenues by: XX
GA 205.03 Grant XX
GA 205.04 Grantor XX
GA 205.06 Organization and/or Grant XX
GA 206.00 Report on grant personnel expenses by employee and/or position. XX
GA 207.00 Generate financial reports in various formats according to specific requirements of grantors. XX
GA 208.00 Generate amended financial reports for grantors. XX

Functional Category: PROJECT ACCOUNTING Summary Statistics (309)
MA Major Modification to Source Code Required MA 0 0.00%
XX 309 100.00%
Response
Code
Uniquely identify each project through the assignment of a project number and provide a
PA 1.00 comprehensive accounting for all project activity, including project-related descriptive
information. Information to be maintained includes, but is not limited to, the following:
PA 1.01 Program XX
PA 1.02 Function XX
PA 1.03 Fund XX
PA 1.04 Funding Source XX
PA 1.05 Organization XX
PA 1.06 Activity XX
PA 1.07 Account / object code XX
PA 1.08 Any element of the Chart of accounts structure XX
PA 1.09 Project Number (at least 12 characters in length) XX
PA 1.10 External or other Project Number XX
PA 1.11 Sub- Project XX
PA 1.12 Work order XX
PA 1.13 Project Type XX
PA 1.14 Category XX
PA 1.15 Project Phase XX
PA 1.16 Project Task XX
PA 1.17 Project Begin Date XX
PA 1.18 Project End Date XX
PA 1.19 Effective Start Date (Phase or Task) XX
PA 1.20 Effective End Date (Phase or Task) XX
PA 1.21 Project Title XX
PA 1.22 Phase Title XX
PA 1.23 Task Title XX
PA 1.24 Contract XX
PA 1.25 Multiple Revenue Sources XX
PA 1.26 Project Milestones XX
PA 1.27 Project Deliverables XX
Project Accounting Page 97

XX 309 100.00%
Response
Code
PA 1.28 Project Approval Request Date XX
PA 1.29 Project Approval Date XX
PA 1.30 Project Denial Date XX
PA 1.31 Descriptive Information/Comments XX
PA 1.32 Project Role (e.g., Project Manager, Supervisor) - Table driven with user-defined values XX
PA 1.33 Project Role Name XX

PA 1.34 Department XX
PA 1.35 Department Contact XX
PA 1.36 Department Contact email XX
Department Contact / Project Manager
PA 1.37 XX
Phone Numbers (work, e-mail, fax)
PA 1.38 Group Code (i.e., value used to group like or associated projects together) XX
PA 1.39 Location XX
Project Purpose Code (e.g., "Private Activity" or "Governmental" for legal issues
PA 1.40 XX
pertaining to bonds)
Project Status (e.g., Open, Open for GL Entry, Closed) - Table driven with user-defined
PA 1.41 XX
values
PA 1.42 Multiple / Other user-defined fields XX
PA 1.43 Project Description XX
PA 1.44 Entry of a variety of descriptive information about a project (e.g. narrative). XX
PA 1.45 Project Fiscal Year XX

PA 1.46 Project Fiscal Year Start & prior fiscal years XX
Supervisory District or other geographical breakdown (e.g., planning & legislative
PA 1.47 XX
districts)
PA 1.48 Federal Authorization Date XX
PA 1.49 Legislative Budget Authority XX
PA 1.50 Resolution number(s) XX
PA 1.51 Grant Number (12 digits) - multiple lines if associated with more than one grant XX

XX 309 100.00%
Response
Code
Asset #/Property Tag # (if applicable) - asset # or property tag # if project related to a
PA 1.52 XX
specific asset
PA 1.53 Certificate of Occupancy Date (if applicable) XX
PA 1.54 Warranty expiration date XX
PA 1.55 User-defined date(s) XX
PA 2.00 Attach document, including Word documents, spreadsheets, images etc., to project records. XX
PA 3.00 Auto-generate project numbers with option to manually assign numbers. XX
PA 4.00 Bill other departments or internal organizational units for services or commodities rendered. XX
PA 5.00 Comply with the Federal Government’s Single Audit Act and cash management legislation. XX
PA 6.00 Create uniform expenditure types that coincide with State, County, and Federal guidelines XX
PA 7.00 Distinguish between grants and contracts. XX

PA 8.00 Establish projects that may cross funds or organizations XX
Integrate with the Accounts Receivable module to provide all billing (e.g. labor charged
PA 9.00 XX
against the project), aging, and tracking capabilities.
PA 10.00 Interface with other department-specific systems. XX
PA 11.00 Maintain multiple resolution numbers and descriptions for Projects XX
PA 12.00 Record project activity for multiple departments. XX
PA 13.00 Record project activity over multiple years. XX
PA 14.00 Route transactions requiring approval to the appropriate person XX
Support a hierarchical approach to tracking and reporting projects/grant costs and other user
PA 15.00 XX
defined fields (i.e., main project, sub-project, task, sub-task).
PA 16.00 Track life-to-date project costs (over multiple fiscal years) and by a single fiscal year. XX
Establish project accounts to record project budgets, pre-encumbrance/encumbrance,

PA 17.00 XX
expenditures, anticipated revenues, receivables and other financial information.
Track detail related to planned activities (e.g., item description, responsibility, estimated cost,
PA 18.00 XX
contractor proposal cost, etc.).

XX 309 100.00%
Response
Code
PA 19.00 Tracks projected funds set aside for anticipated expenditures in projects. XX
Upload and download various data from spreadsheets, word processors, databases and
PA 20.00 XX
document publishing software.
PA 21.00 Link multiple projects to a grant. XX
Accounts for advance planning activities prior to the establishment of a project and transfer
PA 22.00 XX
the costs to the project after it is established.
PA 23.00 Ability for an automated cross reference to all internal and external project numbers. XX
PA 24.00 Indicate which projects must be re-appropriated after a user-defined time period. XX
PA 25.00 Accommodates a variety of projects such as:
PA 25.01 Small capital expenses (e.g., remodeling) XX
PA 25.02 Large capital projects (e.g., buildings, construction, infrastructure) XX
PA 25.03 Routine work order(s) for non-capital expenditures XX
PA 26.00 Link multiple grants to a project. XX
PA 27.00 Link multiple projects to a grant. XX
PA 28.00 Set up the following and relate to one another:
PA 28.01 Functions XX
PA 28.02 Programs / Category XX
PA 28.03 Projects (parent) XX
PA 28.04 Sub-projects (detail, child) XX
PA 28.05 Phase XX
PA 28.06 Task / Activity XX
PA 28.07 Location (e.g. council, commission districts; neighborhood) XX
PA 28.08 Physical address XX
Allow entry of a variety of descriptive information about a project, in designated fields,
PA 29.00 XX
including narrative (unlimited text).
PA 30.00 Support the Manage several sub-projects under one master project. XX
PA 31.00 Track the change order process for projects. XX
PA 32.00 Track and record both contracts and in-house spending to a project. XX
PA 33.00 Accommodate multiple change orders. XX
PA 34.00 A minimum of a (12) twelve-character code to identify the project. XX

XX 309 100.00%
Response
Code
PA 35.00 A project can be tied to a master project by selecting from a list of master project codes. XX
General information associated with a project can be set up with a minimum of 3 levels below
PA 36.00 XX
the project level.
Must provide on-line context sensitive documentation with table of contents, index, and key
word search capabilities with bookmark and note capabilities. Provide direct access to help
PA 37.00 XX
web site to log support requests, query knowledge base for frequently asked questions, and
download updates via secure connection.
PA 38.00 Support the ability for multiple departments to access the project information simultaneously. XX
PA 39.00 Show a contract status (i.e. approved, pending, and other criteria). XX
PA 40.00 Integrate project accounting with the following modules:
PA 40.01 General Ledger XX
PA 40.02 Budget XX
PA 40.03 Asset Accounting XX
PA 40.04 Cost Accounting XX
PA 40.05 Human Resources XX
PA 40.06 Payroll XX
PA 40.07 Procurement XX
PA 40.08 Accounts Payable XX
PA 40.09 Grant Accounting XX
PA 40.10 Scheduling software (e.g., Primavera) XX
PA 40.11 Accounts Receivable XX
PA 41.00 Allow for project number ranges by project type. XX
Set up projects over multiple calendar and fiscal years, with start and end dates over multiple
PA 42.00 XX
years.
PA 43.00 Link multiple contracts to a project. XX
PA 44.00 Link one contract to multiple projects. XX
Set up multiple workflows, based upon project, amounts, organization, program, activity,
PA 45.00 XX
funding source, or other user defined criteria.
Associate multiple funding sources with projects and project budgets (e.g. bond issuances,
PA 46.00 XX
grants, etc.).

XX 309 100.00%
Response
Code
PA 47.00 Associate multiple funding sources to multiple phases within projects. XX
PA 48.00 Input and track a project by open, closed, inactive, and other user defined status. XX
PA 49.00 Track retainage and release by user-defined percentages. XX
PA 50.00 Automatically set aside retainage by multiple user-defined percentages and release formulas. XX
Maintain multiple types of project completions/status. (i.e., project may be complete from a
PA 51.00 XX
performance viewpoint but still open for accounting purposes.)
Carry project amounts, information, and rules forward to another fiscal/calendar year, based
PA 52.00 XX
upon project rules and important dates (e.g. end date).
PA 53.00 Accept contract progress payment schedules, contract retainage and payment documentation. XX
BUDGET / FUNDING
PA 54.00 Apply multiple or split funding sources XX
PA 55.00 Assign resources (e.g., people, equipment) to a project. XX
PA 56.00 Indicate which projects must be re-appropriated after a user-defined time period. XX
Associates project budgets with budgetary control appropriations in the General Ledger
PA 57.00 XX
ensuring consistency across applications.
Carry forward fiscal year revenue and expense appropriations and cash balances for multi-year
PA 58.00 XX
projects.
Establish budget phases or tasks by user-defined percentages (e.g., architecture fees are 7.5%
PA 59.00 XX
of the total project budget)
PA 60.00 Move funding from one project to another, with appropriate security control. XX
PA 61.00 Provides project budgetary control options as follows:
PA 61.01 Absolute control - prevents transaction from processing without override approval XX
PA 61.02 Warning – provides warning message but allows transaction to process XX

PA 61.03 No control – allows transaction to process without warning XX
PA 62.00 Ability to do phased budgeting for multi year awards when funding is received in installments. XX
PA 63.00 Authorize limited users to charge labor time and equipment usage on a project XX
PA 64.00 Define the line item budgets for the project. XX

XX 309 100.00%
Response
Code
Perform flexible budgeting for capital and operating projects while adhering to level of
PA 65.00 XX
budgetary controls established in the General Ledger.
Distinguish between the board approved project budget (current year) and the total project
PA 66.00 XX
budget (including future years).
PA 67.00 Set up project budgets and control revenues and expenditures against the budget. XX
Lock budget dollars at different levels such as phases to prevent unauthorized shifting between
PA 68.00 XX
levels
Perform and track multiple revisions and amendments to budgeted expense and revenue line
PA 69.00 XX
item detail with appropriate security control.
PA 70.00 Transfer funding within a project (e.g. from one phase to another phase), with security. XX
PA 71.00 Increase or decrease project funding, with security. XX

COST ACCOUNTING
PA 72.00 Allocate direct and indirect financing costs to projects. XX
Establish project activity at a lower level of detail (e.g., phase) than project number and track
PA 73.00 XX
financial activity associated with each location, phase, or activity within a phase.
PA 74.00 Track the application of funding to actual expenditure. XX

PA 75.00 Ability for positions to be funded from multiple projects XX
PA 76.00 Assign indirect cost codes. XX
PA 77.00 Include/exclude equipment depreciation rate from equipment costs XX
PA 78.00 Account for projects that may cross funds or budget unit. XX
PA 79.00 Accumulate equipment and usage costs by project XX
PA 80.00 Allow overcharges by specific users with appropriate security and authorization. XX
Clone project accounts established from previous projects, then modify the new record for a
PA 81.00 XX
newly created project.
PA 82.00 Adjust cost pools XX
Calculate and adjust costs (i.e. raw/burden) as prescribed by Federal and State regulations
PA 83.00 XX
across multiple facilities/units
PA 84.00 Charge off overhead costs based on department time charges during a particular time period XX
PA 85.00 Estimate project costs for labor and materials XX

XX 309 100.00%
Response
Code
PA 86.00 Include or exclude equipment depreciation rate from equipment costs XX
PA 87.00 Accumulate equipment usage and maintenance cost history XX
PA 88.00 Adjust timecards, expense, asset utilization and vendor invoices to all projects XX
PA 89.00 Allow cost schedules for restricted grants/projects to comply with award requirements XX
PA 90.00 Calculate and adjust costs, revenue and invoice amounts XX

PA 91.00 Calculate equipment costs asset threshold XX
PA 92.00 Charge salary cost based on actual time worked XX
Define a cost plus build-up rate for internal costs, revenue accruals and billing to include cost
PA 93.00 XX
base and indirect cost codes
PA 94.00 Establish user-defined controls as to which items can transfer between projects XX
PA 95.00 Itemize costs by labor, usage, expense and/or goods and services XX
PA 96.00 Interface with Cost Allocation module/functionality XX
Limit project charges to task by employee, expenditure category, expenditure type, and non-
PA 97.00 XX
labor resource
PA 98.00 Monitor all costs categories XX
Post cost base (i.e. labor and overhead costs) to project phases based on the timecard task
PA 99.00 XX
codes
Post labor costs based on user defined time period (i.e. paydays, pay periods, weeks, or
PA 100.00 XX
months)
PA 101.00 Selectively identify project building costs for cost recovery XX
PA 102.00 Split transactions into two or more activities that can be processed differently XX
PA 103.00 Track build out allowances and costs XX
PA 104.00 Track contract retainage and funding for activities as defined by user XX
PA 105.00 Project expenses against original project budget and/or amended project budget. XX
LEDGER / ACCOUNTING
PA 106.00 Support cash, modified accrual and accrual accounting. XX
PA 107.00 Prioritize draw-downs (i.e., funding source A first, funding source B second, etc.). XX
Maintain historical data for all projects throughout the life of the project and for a user-
PA 108.00 XX
specified period after project close.
PA 109.00 Transfer transaction detail from one project to another. XX

XX 309 100.00%
Response
Code
PA 110.00 Ability for input, adjustments, and transfer of costs at the lowest level of account coding. XX
Prevent charges from being allocated to a closed project, sub-project, or phase with the
PA 111.00 XX
Override with the proper security.
Allow processing of project-related revenue transactions outside of the project service dates
PA 112.00 XX
through override capability.
PA 113.00 Calculate and post labor costs to a project XX
PA 114.00 Calculate interest earnings by project. XX
Capture and accumulate project costs and revenues automatically in conjunction with
PA 115.00 Accounts Payable, Accounts Receivable, Grant Management, Cost Allocation, Inventory, Cash XX
Receipts, Budgeting, Asset Management, Payroll, and Procurement.
PA 116.00 Carry forward project balances and budgets to future years. XX

Change allocations automatically based on monthly, quarterly or user-defined time period FTE
PA 117.00 XX
in a particular area.
PA 118.00 Classify a project transaction as billable or non-billable. XX
PA 119.00 Create multiple allocation methods utilizing targets and sources across funds and projects XX
PA 120.00 Define a cost plus rate for internal costs, revenue accruals and billing XX
Differentiate between direct and indirect costs and identify the type of costs (i.e., fixed, fixed
PA 121.00 XX
plus flat fee, etc.).
PA 122.00 Edit check journal entries (for coding) before processing XX
PA 123.00 Enter funding from multiple funding sources for multiple fiscal years in one transaction. XX
PA 124.00 Generate invoices/payments based on defined milestones XX

Identify expenditures by grant number, project number, and outstanding encumbrances for a
PA 125.00 XX
specific project number.
PA 126.00 Link a funding source to multiple projects. XX
PA 127.00 Maintain and monitor transactions for Federal aid project by appropriation code XX
Notification to Project Manager and Vendor if payment put on hold due to user-defined criteria
PA 128.00 XX
not being met.

XX 309 100.00%
Response
Code
Post non-financial transactions to project ledgers without corresponding posting to general
PA 129.00 XX
ledger accounts.
Prevent contractors from receiving payment prior to certain user-defined criteria being met
PA 130.00 (e.g., prior to the official start date of the project or until access requirements and ADA XX
regulations are met) with the Override with the proper security.
PA 131.00 Produce an invoice that meets the billing requirements for each funding source XX
PA 132.00 Provide appropriation control (funds availability check) at the project level. XX
PA 133.00 Provide cash control (cash availability check). XX
Provides warning at voucher entry if payment will be put on hold due to user-defined criteria
PA 134.00 XX
not being met or due to Vendor flagged in Set-Off.
PA 135.00 Reclassify billable status of transactions XX
PA 136.00 Record a billable budget (revenue budget) for projects XX
PA 137.00 Separate costs by real estate acquisition and construction. XX
PA 138.00 Support revenue and invoice payments/write-offs XX
PA 139.00 Have grant funding tie to grant project expenses. XX
PA 140.00 Input and track indirect and direct costs to a project. XX
PA 141.00 Input and track invoices related to projects. XX
PA 142.00 Track unpaid vs. paid reimbursable invoices. XX
Authorize limited users to charge labor, benefits and equipment in various increments (days,
PA 143.00 XX
hours, minutes) to a project or multiple project budgets at various levels.
PA 144.00 Exclude certain benefits from a project (e.g., overtime). XX

PA 145.00 Allocate and split employee benefits to project and non project charges. XX
PROJECT OPEN / CLOSE
Allow the user to specify and control the project closing process through user tables and
PA 146.00 XX
security.
PA 147.00 Close a project at user-specified date (e.g., future dated). XX
Close and capitalize or expense each project as completed or at end of the fiscal year and
PA 148.00 make required entries to the asset or expense accounts and work-in-progress accounts and/or XX
construction in progress.

XX 309 100.00%
Response
Code
PA 149.00 Identify projects lacking financial activity for a user-defined period for possible closeout. XX
PA 150.00 Maintain an approval process for closing and opening projects. XX

Prevent deletion of a project account which still has an available balance for spending until the
PA 151.00 XX
project is closed out.
PA 152.00 Support multiple closing of projects at the user's option. XX
PA 153.00 Supports carry forward of unexpended project budgets over year-end. XX
PA 154.00 Suspend a project (i.e., prevent transactions from posting against the project). XX
System provides an automated procedure to purge and archive data for closed projects, with
PA 155.00 XX
proper security authorization.
Transfer construction-in-progress accounts to fixed asset accounts at project close or
PA 156.00 XX
completion.
PA 157.00 Close projects partially or completely. XX
PA 158.00 Identify and flag inactive projects for possible close. XX
PA 159.00 Re-open a closed project, with security. XX
PROJECT MANAGEMENT
PA 160.00 Tracks the following project activity dates:
PA 160.01 Approval date XX
PA 160.02 Change order approval dates XX
PA 160.03 Planned start date XX
PA 160.04 Actual start date XX
PA 160.05 Actual completion date XX
PA 160.06 Acceptance date XX
PA 160.07 Substantial Completion XX
PA 161.00 Record non-financial data without affecting financial accounts. XX
A description of the type of project can be entered. For example, a project type may be a grant,
PA 162.00 XX
a capital project, a program such as meter change outs, etc.
PA 163.00 A short description of the project can be added. XX
PA 164.00 Additional lines for detailed descriptions and notes can be displayed. XX
PA 165.00 Attach an unlimited number of electronic files to a project or to a specific phase of a project. XX

XX 309 100.00%
Response
Code
Calculate budget, expenditures, and available balances (e.g. daily, weekly, and monthly) with
PA 166.00 XX
totals to date.
PA 167.00 Correct errors or edit on-line in real time. XX
PA 168.00 Identify and report status of project using user definitions. XX
PA 169.00 Identify department in charge of work being completed by project. XX
If a project is associated with a particular contract, a contract number can be assigned to the
PA 170.00 XX
project.
PA 171.00 If a project is funded by a grant, there is an option of entering the grant number. XX
PA 172.00 The project can be tracked by entering the starting month and year for the project fiscal year. XX
PA 173.00 Track/capture from other system financial and nonfinancial change orders for a project. XX
Roll up and summarize employee time and costs across projects, project managers, biddings,
PA 174.00 XX
or other user defined criteria.
PA 175.00 Perform staff allocations (projected hours) and provide direct reporting thereon. XX
Set up alerts or warnings when charges against a phase, subproject, or other project component
PA 176.00 XX
is within a certain amount or percentage of budget and project/phase completion.
REPORTING / INQUIRY
A Line Item report can be run for a range of project numbers, and you can select a master
PA 177.00 project for which to run the report, if you want report totals to provide a Budget and Activity XX
summary for all projects tied to a selected master project.
A listing of the individual transactions posted to a line item, will display the Date, Description,
PA 178.00 XX
G/L Account, and Amount of each transaction. These transactions are listed in order by date.
A report can be run for a range of project numbers and select a master project for which to run
PA 179.00 the report, if report totals are desired to provide a summary for all projects tied to a selected XX
master project.
Drill down from balances back to general ledger journal entries, asset management detail,
PA 180.00 XX
accounts payable invoices, work orders, and purchase orders.

XX 309 100.00%
Response
Code
PA 181.00 Perform roll-ups and drill downs at various levels within the chart of accounts hierarchy XX
PA 182.00 Maintain historical data for all projects independent of GL data (across multiple fiscal years). XX
PA 183.00 Monitor project progress and milestone accomplishments against a project-specific schedule. XX
PA 184.00 Record and track defined project milestones. XX
PA 185.00 Edit transaction to ensure that project billings do not exceed the reimbursable budget. XX
PA 186.00 Meet federal reporting requirements by tracking time and effort (not just expenditures) XX
PA 187.00 Provide summary information on activity and total expenses for the entire group of projects. XX
PA 188.00 Reports can be run for groups of projects related to a specified master project. XX
PA 189.00 Software should provide budgeting and reporting capability based on any date range. XX
PA 190.00 The detail report prints the detail of each transaction posted within a selected range of dates. XX
The project name is printed and displayed with the project code in any reports where a project
PA 191.00 XX
summary is printed or on screens where a list of projects is displayed.
The project report provides general information about each project (such as description, type,
PA 192.00 XX
department, grant and contract information), and lists the budgets for each line item.
Track and compile reports on project expenditures/accumulated costs by department’s object

PA 193.00 XX
account coding system for both fiscal year and project –inception-to-date.
Track projects with multiple funding sources and identify expenditures by funding sources
PA 194.00 XX
within individual projects for the life of the project and or for the individual fiscal years.
Transactions are listed by line item for each project, and activity and balance totals are printed
PA 195.00 XX
for each line item, and for the entire project.

XX 309 100.00%
Response
Code
Accommodate federal reporting requirements for capital outlay (federal government had
PA 196.00 XX
different threshold, etc.).
PA 197.00 Generate, on demand, a report that depicts the status of projects under construction. XX
PA 198.00 Monitor and report on project spending across one or multiple agencies. XX
PA 199.00 Perform monthly, quarterly, yearly, project-to-date or any user-defined time period reporting. XX
Provide project variance, year to date, inception to date, project start/end dates and user-
PA 200.00 XX
defined time period reporting.
Report on project activity by State fiscal year, Federal fiscal year, Grant year, or any other
PA 201.00 XX
user-defined time period.
PA 202.00 Report on specific Chart of Account values and range of values. XX
PA 203.00 Report project budget variances by dollar amount and percentage XX
Report project expenditures by all budgetary levels, Chart of Account fields, or user-defined
PA 204.00 XX
criteria.
PA 205.00 Retain queries and inquiries for future use. XX
PA 206.00 Run reports to reconcile between Project and General Ledger XX
PA 207.00 Summarize by state and federal fiscal year for reporting purposes. XX
Provide on-line inquiry screens that display the project budget, appropriated budget, pre-
PA 208.00 encumbrances, encumbrances, expenditures, and available budget data at varying levels of the XX
classification structure.
Track project pre-encumbrances, encumbrances, revenues, and expenditures by project, sub
PA 209.00 XX
project, date range, phase or other user defined criteria.
PA 210.00 Monitor budget to actuals by project, phase, or other user defined project components. XX
Generate on-line, user defined warning when project and phase expenditures approach or
PA 211.00 XX
exceed the original project estimates.
PA 212.00 Track project historical data. XX
PA 213.00 Provide the following reports, by user defined dates:
Project expenditures by type of expenditure (i.e. fixed asset, component, other types of
PA 213.01 XX
expenditures).
PA 213.02 Project expenditures by vendor and invoice number. XX

XX 309 100.00%
Response
Code
PA 213.03 Project Revenues XX
PA 213.04 Budget to Actuals XX
PA 213.05 Trial balance XX
PA 213.06 Indirect and Direct Costs XX
View summary amounts for actual cost, commitments, revenue and budgeted amounts
PA 214.00
summarized by the following:
PA 214.01 Project XX
PA 214.02 Phase, activity, level XX
PA 214.03 Funding source XX
PA 214.04 Period-to Date XX
PA 214.05 Prior Period XX
PA 214.06 Year-to-Date XX
PA 214.07 Inception-to-Date XX
PA 215.00 Produce project status reports for current month, YTD and inception-to-date. XX
PA 216.00 Report on federal and state fiscal year. XX
PA 217.00 Run a report on status of projects, e.g. active/inactive/closed. XX

Functional Category: ASSET ACCOUNTING Summary Statistics (137)
XX 137 100.00%

Number Code Module
Record Asset Acquisition
AA 1.00 Set up and track fixed assets classifications (e.g. PP&E). XX
AA 2.00 Set up and track multiple fixed asset types (e.g., type of vehicle). XX
AA 3.00 Set up and link assets to separate GL accounts (e.g., land, buildings, construction in progress). XX
AA 4.00 Have multiple transactions for an asset. XX

AA 5.00 Capture mass asset acquisition and disposal. XX
Set up multiple dates for tracking, such as depreciation start date, depreciation end date, and
AA 6.00 XX
other important dates.
AA 7.00 Set up and track multiple depreciation schedules for different asset types. XX
AA 8.00 Set up multiple asset capitalization rules by asset type. XX
AA 9.00 Ability for user to modify capitalizations, with journal entries. XX
AA 10.00 Set up and track location and organization information. XX
AA 11.00 Set up more than one owner (multiple fund) of an asset. XX
Set up workflows and notifications upon employee separation from County service that assets
AA 12.00 XX
assigned to employees must be returned.
AA 13.00 Set up workflow processes for asset disposition notification. XX
AA 14.00 Track all asset transactions including contributed assets to ensure full recording. XX
Record Asset Useful Life
AA 15.00 Set up and track the following asset categories by:
AA 15.01 Land XX
AA 15.02 Buildings XX
AA 15.03 Building improvements XX
AA 15.04 Leasehold improvements XX
AA 15.05 Equipment XX
AA 15.06 Furniture XX
AA 15.07 Vehicles XX
AA 15.08 Capitalized leases XX
AA 15.09 Construction in progress XX
AA 15.10 Intangibles XX
AA 15.11 Infrastructure XX
AA 16.00 Input and track the following asset information:
AA 16.01 Unique asset number XX
AA 16.02 Description XX
AA 16.03 Tag/Unit # XX
Asset Accounting Page 112

XX 137 100.00%

Number Code Module
AA 16.04 Class XX
AA 16.05 Location XX
AA 16.06 Organization XX
AA 16.07 Parent/child relationships XX
AA 16.08 Vendor Information XX
AA 16.09 Vendor Number XX
AA 16.10 Grant number XX
AA 16.11 Acquisition Date XX
AA 16.12 Asset condition XX
AA 16.13 Asset type XX
AA 16.14 Asset status (e.g., inactive) XX
AA 16.15 Cost data XX
AA 16.16 Manufacturer XX
AA 16.17 Serial number XX
AA 16.18 Disposal information XX
AA 16.19 Lease asset information (if applicable) XX
AA 16.20 Depreciation schedule XX
AA 16.21 Funding source/sources XX
AA 16.22 Project number XX
AA 16.23 Estimated Useful Life XX
AA 16.24 Depreciable or Not XX
AA 16.25 Primary custodian XX
AA 16.26 Comments field XX
AA 16.27 End-user XX
AA 16.28 Last inventory date XX
AA 16.29 Table driven user defined fields XX
AA 16.30 Free form text user defined fields XX
AA 17.00 View asset transactions by:
AA 17.01 P.O. XX
AA 17.02 Other transactions, such as P-cards XX
AA 18.00 Assign an asset number manually as needed, such as during a disaster. XX
AA 18.01 Attach electronic documents to asset record. XX
AA 18.02 Purge disposed assets from the master file. XX
AA 19.00 Transfer assets or groups of assets by:
AA 19.01 Location XX

XX 137 100.00%

Number Code Module
AA 19.03 Primary custodian XX
AA 19.05 Grant Number XX
AA 20.00 Group assets by organization for:
AA 20.01 Cost Accumulation XX
AA 20.02 Net book value XX
AA 20.03 YTD/LTD depreciation XX
AA 20.04 Accumulated depreciation XX
Adjust asset record and provide appropriate accounting entries, including gain or loss on
AA 21.00 XX
disposal.
AA 22.00 Reverse transactions including depreciation. XX
Ability set up automated journal entries for interest allocation (with debits and credits), with
AA 23.00 XX
workflow and approval.
AA 24.00 Maintain the following for capital leases:
AA 24.01 Period (sequential number of payment) XX
AA 24.02 Number of periods XX
AA 24.03 Interest rate XX
AA 24.04 Periodic payment XX
AA 25.00 Maintain maintenance information by asset. XX
Track assets less than a user defined amount without capitalizing in the general ledger, (e.g.,
AA 25.01 XX
sensitive assets--guns).
AA 25.02 Prevent duplicate asset numbers. XX
AA 25.03 Use or interface with a bar-coding technology (hand held device) for asset tagging. XX
Adjust an asset for partial asset replacement information and automatically update the general
AA 25.04 XX
ledger.
AA 26.00 Maintain depreciation life criteria by class type. XX
AA 27.00 Calculate depreciation using the following methods:
AA 27.01 Straight line, or other types as required XX
AA 27.02 No depreciation XX
AA 28.00 Switch depreciation methods by asset or asset types, prospectively or with effective dating. XX
Change depreciation schedule (current and future) of un-depreciated balance when a useful
AA 29.00 XX
life or cost is adjusted.

XX 137 100.00%

Number Code Module
Calculate depreciation for an item (as a whole or partially) at the time of its transfer, sale or
AA 30.00 XX
retirement.
AA 31.00 Forecast depreciation calculations for individual assets or group of assets. XX
Record Asset Disposal
AA 32.00 Compute the gain/loss associated with an asset. XX
AA 33.00 Record grant asset dispositions and proceeds of sales. XX
AA 34.00 Attach grant expiration date to assets and notify users of upcoming expiration dates. XX
AA 35.00 Flag assets with disposal restrictions (e.g., first right of refusal). XX
AA 36.00 Prevent duplication of asset records. XX
Report on Assets
Track and report on a dollar total of fixed asset purchases by their funding source and
AA 37.00 XX
organization.
AA 38.00 Report an asset by location, department, organization and other information. XX
AA 39.00 Perform online inquiry for details of each asset or a group of assets. XX
AA 40.00 Report by asset category the following:
AA 40.01 Additions XX
AA 40.02 Dispositions (retirements, theft) XX
AA 40.03 Transfers (to and from) XX
AA 40.04 Adjustments XX
AA 40.05 Donation XX
AA 40.06 YTD balances (depreciation) XX
AA 40.07 Transaction audit trail report XX
AA 40.08 Asset registers (all assets) XX
AA 40.09 Reconciling items (differences between fixed asset file and General Ledger by account). XX
AA 40.10 Gains/Losses XX
AA 40.11 Fixed asset balances in CAFR format XX
Report on current year's and prior year's changes, additions, dispositions, transfers and other
AA 41.00 XX
asset changes.
Generate standard governmental fixed asset reports and user-defined fixed asset reports in
AA 42.00 XX
compliance with GASB 34.
AA 43.00 Display or print subsidiary ledgers of fixed asset balances. XX
Produce a transaction register audit trail of all acquisitions, transfers, changes and retirements
AA 44.00
during a user-defined time period by:

XX 137 100.00%

Number Code Module
AA 44.03 Transaction date XX
AA 44.04 Purchase amount XX
AA 45.00 Produce depreciation reports by funding source, organization, program/function. XX
AA 46.00 Report all fixed asset balances in the standard CAFR format. XX
AA 47.00 Report on the following:
AA 47.01 Drill-down from asset transaction to source expenditure XX
AA 48.00 View all data in fixed asset module sorted by any key such as by project number. XX
AA 49.00 Allocate labor costs to an asset. XX
Establish online edits for assets, that provide warnings or fatal errors according to user defined
AA 50.00 XX
parameters.
Graphically depict the physical layout of facilities along with the bar-code of each physical
AA 51.00 XX
area (e.g., office, storage room, etc.). Attaching bar codes, scanning bar codes, etc.
AA 52.00 Inquire on a fixed asset record by any field in the fixed asset record. XX
AA 53.00 Limit the Asset Management functions based on the access granted to users by each agency. XX
Specify an effective/posting date for all transactions as long as the associated accounting
AA 54.00 XX
period is still open (transactions can only be applied to open fiscal periods).
Create a master fixed asset number with separate associated sub-fixed assets (e.g., building, air
AA 55.00 XX
conditioner, etc.) and be able to sort on any piece of the fixed asset number
Flag a fixed asset with value or life that is less than the user defined limits (e.g., tracking
AA 56.00 XX
expensed or negative dollar assets).
AA 57.00 Identify errors on file before posting assets. XX
AA 58.00 Import/export to/from MS Office applications. XX
Provides for integration between the General Ledger module and Asset Management module
AA 59.00 to identify expenditure transactions as capitalized assets when items meet user-defined criteria XX
(e.g., capitalize if greater than $5,000 and controlled by a specific GL account.).
Provides full integration between Asset Management and all procurement and financial
AA 60.00 XX
modules.
AA 61.00 Provides integration with Novell Groupwise email system. XX

XX 137 100.00%

Number Code Module
AA 62.00 Re-activate assets placed back in service. XX
AA 63.00 Retire and un-retire an asset without losing historical asset information and depreciation. XX
AA 64.00 Have a free-form narrative long description of each asset item. XX

SURPLUS PROPERTY
AA 65.00 Provides the Group items into lots for sale while retaining specific item owner information. XX
AA 66.00 Provides the Record the sale price received when item is sold and interface to G/L as revenue. XX
AA 67.00 Provides the Produce a bill of sale that includes dollar amount cost and item number. XX

Functional Category: PROCUREMENT/PURCHASING Summary Statistics (446)
XX 446 100.00%
Response
Code
COMMODITY CODES / CATALOGS
PU 1.00 Ability of set up master commodity code files using NIGP/Periscope numbering convention. XX
PU 2.00 Support NIGP commodity code updates. XX

PU 3.00 Notify affected vendor(s) of commodity code changes. XX
Set up and search commodity files by commodity code, key words, long description, short
PU 4.00 XX
description, comments field.
PU 5.00 Search the system for contracted commodities, prices, terms and provide contact information. XX
PU 6.00 Store commodity specifications XX

PU 7.00 Add, change, deactivate commodity records XX
PU 8.00 Maintain an on-line audit trail of changes to the commodity master file XX
PU 9.00 Track transactions by commodity and date range XX
PU 10.00 Create internal user defined catalogs XX
PU 11.00 Upload vendor catalog data using open interface standards (XML) XX
PU 12.00 Ability for catalog information to include the following:
PU 12.01 Commodity codes XX
PU 12.02 Vendor item number XX
PU 12.03 Vendor name and number XX
PU 12.04 Item specifications and pictures XX
PU 12.05 Manufacturer name XX
PU 12.06 Manufacturer part number XX
PU 12.07 Manufacturer URL XX
PU 12.08 Price and effective dates XX
PU 12.09 Minimum order quantity XX
PU 12.10 Quantity XX
PU 12.11 Geographic Designation (County, State Highway District, Zone, other) XX
PU 12.12 Shipping and handling requirements XX
Procurement Page 118

XX 446 100.00%
Response
Code
PU 12.13 Packaging information XX
PU 12.14 UPC code XX
PU 12.15 Item code XX
PU 12.16 Long description XX
PU 12.17 Short description XX
PU 12.18 Warranty Information XX
PU 12.19 Store and retrieve Material Safety Data Sheets (MSDS) XX
PU 13.00 Calculate price discounts for catalog items XX
PU 14.00 Calculate discounts based on the weight or volume of items being purchased XX
PU 15.00 Attach and view vendor terms for catalog items (e.g., minimum order quantity) XX
Ability to update catalog content, including prices, descriptions, terms and conditions, and
PU 16.00 XX
other information
PU 17.00 Enter and process net and discount payment terms XX
Ability for "Punch-Out" and/or "Round-Trip" ordering to allow users to browse the vendors'
PU 18.00 XX
web-site and bring back details of the purchase back into the county's procurement process.
VENDOR MANAGEMENT
Vendor Self Service
PU 19.00 Provide a self-service vendor registration XX
PU 20.00 Ability for vendors to save and/or print registration forms via self service XX
Ability for vendors to view registration instructions and view, search and select from a
PU 21.00 XX
commodity listing
PU 22.00 Alert vendors already registered (e.g. search by TIN, SSN, address, and other fields) XX
Send registration confirmation email or letter to vendors, with user defined criteria, such as
PU 23.00 XX
vendor information, commodity codes and other data
PU 24.00 Ability for vendors to apply for DM/DWBE/SBE certification. XX
Vendor File Management

PU 25.00 Set up and track the following vendor information:

XX 446 100.00%
Response
Code
PU 25.01 Unique Vendor number XX
PU 25.02 Prior vendor number XX
PU 25.03 Vendor name, and d/b/a names XX
PU 25.04 Vendor status (active, inactive, on hold, debarred, and other statuses) XX
PU 25.05 Date debarred XX
PU 25.06 Date debarred vendor eligible for reinstatement XX
PU 25.07 Agencies for which vendor is debarred (multiple) XX
PU 25.08 Departments for which the vendor is debarred (multiple) XX
PU 25.09 Geographies in which the vendor is debarred (multiple) XX
PU 25.10 Commodities for which vendor is debarred (multiple) XX
PU 25.11 Registration valid date on/off XX
PU 25.12 Registration reinstatement date XX
PU 25.13 Federal tax ID number XX
PU 25.14 Multiple contact names XX
PU 25.15 Multiple contact titles XX
PU 25.16 Multiple contact email addresses XX
PU 25.17 Multiple contact phone numbers (office, cell, fax) XX
PU 25.18 Text XX
PU 25.19 Address type (e.g., ordering, remittance) XX
PU 25.20 Physical address XX
PU 25.21 Mailing address (should handle foreign addresses) XX
PU 25.22 Other address XX
PU 25.23 State where vendor is incorporated XX
PU 25.24 E-mail address XX
PU 25.25 Website address XX
PU 25.26 Bank Transit Code (ABA/Routing number) XX

XX 446 100.00%
Response
Code
PU 25.27 Bank Account Number XX
PU 25.28 Bank Name XX
PU 25.29 Direct Deposit Status/EFT Status XX
PU 25.30 Credit card flag (yes/no) XX
PU 25.31 Hold Reason and Hold Source (County level) XX
PU 25.32 Business Description, (select from a drop down menu) XX
PU 25.33 Ethnicity XX
PU 25.34 Gender XX
PU 25.35 Contact information (four occurrences) XX
PU 25.36 Name XX
PU 25.37 Title XX
PU 25.38 Application received date XX
PU 25.39 Application complete date XX
PU 25.40 Approval date XX
PU 25.41 Scheduled expiration date XX
PU 25.42 Inactivation date XX
PU 25.43 Certification date XX
PU 25.44 Ownership type/Business structure code XX
PU 25.45 DM/DWBE Certification Number XX
PU 25.46 SBE Registration numbers (multiple) XX
PU 25.47 Audit Occurrence (number of audits) XX
PU 25.48 Audit Type XX
PU 25.49 Reason for audit (description field) XX
PU 25.50 Auditor XX
PU 25.51 Initiated audit date XX
PU 25.52 Date received by auditor XX

XX 446 100.00%
Response
Code
PU 25.53 Notification date XX
PU 25.54 Onsite date XX
PU 25.55 Appeal date XX
PU 25.56 Determination date XX
PU 25.57 Closed audit date XX
PU 25.58 Reason Codes XX
PU 25.59 Comment field XX
PU 25.60 SSN / FEIN XX
PU 25.61 Percent of ownership XX
PU 25.62 Authorized signature XX
PU 25.63 Calendar year XX
PU 25.64 Total number of employees XX
PU 25.65 Number of employees employed in Hillsborough County XX
PU 25.66 Threshold flag XX
PU 25.67 Commodity class and items serviced by vendor XX
PU 25.68 Geographic Designation XX
PU 25.69 User-defined vendor type fields XX
PU 25.70 Multiple certifications (i.e., certified orientation and mobility instructors) XX
PU 25.71 Multiple Licenses (i.e., Medical License) XX
PU 25.72 Payment terms -- default to State standard with the Override with the proper authority XX
PU 25.73 Vendor 1099 indicator XX

PU 25.74 Vendor withholding status XX
PU 25.75 Source of record/file (if provided by other public entity) XX
Permit multiple addresses to be assigned to a specific address type for a specific vendor (e.g.,
PU 26.00 XX
multiple ordering addresses and invoice addresses)
Identify and report on vendors identified with special designation(s) (i.e.: vendors designated
PU 27.00 XX
as critical during disaster events.)

XX 446 100.00%
Response
Code
Provide notices to vendors a user-specified number of days prior to registration expiration and
PU 28.00 XX
after expiration
Search for a vendor using multiple search criteria such as by commodity code, small and
PU 29.00 XX
minority-owned, and by vendor number/name
PU 30.00 Track vendor history and include date added or inactivated and reason XX
PU 31.00 Deactivate vendor from vendor listing by date with reason while maintaining historical data XX
Generate vendor numbers (numeric and alphanumeric) or assign manually based on system
PU 32.00 XX
administrator-defined parameters
Ability for users with authorized security to add, change or deactivate vendor master file
PU 33.00 XX
records
PU 34.00 Inquire on audit trail of changes to the vendor master file (e.g. vendor name) XX
PU 35.00 Track invalid registrations and vendor re-registrations XX
PU 36.00 Support pre-qualified vendors XX
Maintain an online history of vendor transactions by month, quarter, fiscal and calendar year,
PU 37.00 XX
inception to date, and other data
PU 38.00 Add or maintain a new vendor without leaving a related process (e.g., accounts payable). XX
Ability for users with authorized security to block specific purchasing transactions to vendors
PU 39.00 XX
based on user-defined status code (e.g., debarred, inactivity) for a specified period of time.
PU 40.00 Archive information regarding debarred vendors XX

Broadcast e-mails to vendors based on user defined criteria (Commodity Code, Minority
PU 41.00 XX
Status, etc.)
System to electronically route DM/DWBE/SBE applications to customer defined department
PU 42.00 XX
for review and approval.
PU 43.00 Allow the selective archiving of vendors by user-defined criteria XX
Differentiate Bidders from Payable vendors for purging purposes in order not to remove
PU 44.00 XX
bidders from system during periodic system purges.
PU 45.00 Allow transactions with valid vendors only. XX
Vendor Performance Management

PU 46.00 Track vendor performance and vendor history XX

XX 446 100.00%
Response
Code
Input vendor performance information, including: issues, correspondence tracking, resolutions,

PU 47.00 multiple dates, commodity history, order history, receipt information, DMBE/DWBE/SBE XX
participation compliance with goals set forth in the contract.
Track vendor performance including delivery, returns, fill rate, price adjustments, payment
PU 48.00 XX
history, complaints and resolution, and other information
PU 49.00 Track vendor performance under the Florida CCNA program (Florida Statutes 287.055) XX
PURCHASING
Requisitions (RQ)
PU 50.00 Initiate a RQ for commodities and services on-line. XX
PU 51.00 Attach files to a RQ. XX
Create a RQ that affects current year budgets that create an appropriate pre-encumbrance at a
PU 52.00 XX
specified approval level.
PU 53.00 Create RQ's for multi-year requirements that do not create a pre-encumbrance. XX
PU 54.00 Reference contracts, if the RQ is contract related. XX
PU 55.00 Reference grants, if the RQ is grant related. XX
PU 56.00 Set up mandatory and optional fields for a RQ. XX
PU 57.00 Enter notes/comments for internal communication. XX
PU 58.00 RQ's to have a unique system generated number. XX
Set up multiple RQ templates, including:
PU 59.00 XX
requisition date, requestor's name and phone number.
Route an RQ through a pre-defined approval path based on user defined criteria. (i.e.: dollar
PU 60.00 XX
value, commodity code, etc)
Allow users, from the initiating department in the approval path, to change information
PU 61.00 XX
contained within the RQ while maintaining an audit trail of the changes made.
PU 62.00 Ability for additional files to be attached to a RQ by users in the approval path. XX
PU 63.00 Assign a RQ to a specific buyer's workload XX
Ability for a buyer to reject the RQ back to the initiator. System to notify the recipient of the
PU 64.00 XX
rejected RQ.

XX 446 100.00%
Response
Code
Change or cancel a RQ at the line item or document level to include pre-encumbrance
PU 65.00 XX
adjustments.
Provide obtain the status of the RQ throughout the procurement process. (i.e.: RQ not
PU 66.00 XX
assigned, RQ assigned to buyer, out to bid, bid evaluation, contract/purchase order)
PU 67.00 Roll outstanding pre-encumbrances to a new fiscal year XX

PU 68.00 Charge multiple account numbers on any line item on requisitions. XX
PU 69.00 Combine multiple requisitions into one purchase order. XX
PU 70.00 Convert lines of requisitions to multiple purchase orders and/or different vendors. XX
PU 71.00 Copy requisition information from one already in the system. XX

PU 72.00 Approvers should have the Approve multiple items via one process/screen XX
PU 73.00 There should be a means of easily cancelling requisitions no longer needed from the system. XX
PU 74.00 Requisition data should include but not necessarily be limited to the following:
PU 74.01 Requisition number XX
PU 74.02 Vendor number XX
PU 74.03 Vendor name XX
PU 74.04 Commodity Code XX
PU 74.05 Status XX
PU 74.06 Department XX
PU 74.07 Approved by XX
PU 74.08 Ordered by XX
PU 74.09 Summary description XX
PU 74.10 Ship to address code XX
PU 74.11 Date issued XX
PU 74.12 Estimated delivery date XX
PU 74.13 Free form text to be printed on PO XX

XX 446 100.00%
Response
Code
PU 74.14 General Ledger coding for each item XX
PU 74.15 Description for each item XX
PU 74.16 Number of units XX
PU 74.17 Price per unit XX
PU 74.18 Amount XX
PU 74.19 Unit of Measure XX
Bid Processing
Functionality which reports on the workloads of procurement staff. (e.g. number of
PU 75.00 XX
solicitations pending, in-process, awarded, advertised etc.)
PU 76.00 Create bid lists for solicitations based on commodity code(s) utilized on the requisition(s). XX
PU 77.00 Add and remove vendors to the bid list. XX
PU 78.00 Aappend the bid list through additional commodity code(s) and prior solicitation bid lists. XX
Send notices via e-mail, facsimile, and/or postal mail to vendors profiled on the bid list for a
PU 79.00 XX
solicitation
PU 80.00 "Plan Holders" list automatically created/maintained when vendors download solicitation(s). XX
Remove specific commodity code(s) from a non-responding vendor. For example: The
PU 81.00 appropriate commodity code is automatically removed from a vendor's record as the firm XX
failed to respond to three different solicitations using the same commodity code.
A Vendor's commodity code record is updated with the appropriate code(s) should the firm
PU 82.00 XX
respond to a solicitation utilizing a commodity code not already assigned to the vendor..
Maintain vendor responses to solicitations history reporting and determining subsequent bid
PU 83.00 XX
lists
Identify and report on vendors, contractors and subcontractors who qualify for
PU 84.00 XX
DMBE/DWBE/SBE status

XX 446 100.00%
Response
Code
Issue, receive, evaluate, and award solicitations (Invitation to Bid, Request for Proposal,
PU 85.00 Request for Qualifications, Request for Professional Services, Sole Source, Request for XX
Information, and Solicitation of Interest) for both formal and informal processes.
PU 86.00 Ability for system to generate solicitations numbers XX

PU 87.00 Issue addenda to solicitations XX
PU 88.00 Support both web-based and paper-based methods for the various solicitation processes. XX
PU 89.00 Create a solicitation by copying a prior solicitation XX

PU 90.00 Use a word processing tool for preparing solicitations. XX
Electronically post and access the entire solicitation package (in .pdf) to the web-site along
with the following information: Solicitation Number and Title, Submittal date and time,
PU 91.00 XX
Estimate, Delivery Address(es), Addenda, Pre-Bid and/or Site Visit Conference date(s),
time(s), and location(s). Conference Attendees, Tabulations.
PU 92.00 Provide for electronic handling of plans and specifications. XX
PU 93.00 Post rejection and/or cancellation information to the web-site for each solicitation. XX
Receive bids electronically from vendors utilizing secure web access and a "lock-box"
PU 94.00 technology that maintains security and confidentially of bids received prior to bid opening date XX
and time.
Post award information to the web-site as it relates to the solicitation including key vendor
PU 95.00 XX
information.
Automatically send e-mail message containing award, cancellation, and rejection information
PU 96.00 XX
to all vendors who submitted bids or proposals for a solicitation.
PU 97.00 Combine departmental and user requirements for like-items into one quantity bid solicitation XX
PU 98.00 Add and/or remove line items from initial requisitioned request for solicitation document. XX
PU 99.00 Define Insurance Requirements in the solicitation document. XX

PU 100.00 Define Surety Requirements in the solicitation document. XX
PU 101.00 Track Surety submissions (e.g. flag to return cash securities) XX

XX 446 100.00%
Response
Code
PU 102.00 Define DMBE/DWBE Goals in the solicitation document. XX
PU 103.00 Define SBE set-asides in the solicitation document. XX
PU 104.00 Define affirmative action requirements in the solicitation document. XX
PU 105.00 Ability for vendors to attach files to their bid proposal. XX
PU 106.00 Automatically send confirmation e-mail to vendor after bid has been received. XX
Maintain bid solicitation responses to include:

Vendor Identification, Pricing, Make/Model, Alternate Submissions, Surety,
DMBE/DWBE/SBE, EEO, Addenda, Signature Page, W-9, Financial Data (Flag as
PU 107.00 XX
confidential), References, Narrative Questionnaire, Drug Free Work Place Policy, Deviations,
Trade License(s), Business Tax License(s), Conflict of Interest (Truth in Negotiations), Other
user defined criteria.
Automatically generate an on-line spreadsheet to perform price evaluation of quotes and bids
PU 108.00 in addition to other factors utilized in Request for Proposals which require evaluations based XX
on a pre-determined weighted matrix of price and various quality criteria.
PU 109.00 Sort tabulation sheets based on award criteria XX

Electronically route bid responses through various stages of approval (Insurance,
PU 110.00 XX
DM/DWBE/SBE, Legal, Technical)
PU 111.00 Increase or decrease pre-encumbrances at the bid-processing stage of the procurement. XX
PU 112.00 Allow public access to view current open solicitations via the Internet XX
Allow public access to view tabulated solicitations, after a user defined time-period, after
PU 113.00 XX
opening date. (i.e.: RFP's contain a 10-day confidentiality period)
PU 114.00 Maintain requisition and vendor quote histories XX
PU 115.00 Support reverse auction functionality XX
PU 116.00 Link into an existing B2B exchange XX
PU 117.00 Ability for buyer to enter budgeted amount for a bid. XX
PU 118.00 Access and update the vendor tables from within the bid/quote process with proper security. XX
Ability for vendor to make attachments to their solicitations response including but not limited
PU 119.00 XX
to catalog data from various formats including the Internet.

XX 446 100.00%
Response
Code
PU 120.00 Enter bid process directly from requisitions flagged by monetary value. XX
PU 121.00 Track and publish bid addenda (before opening and award). XX
PU 122.00 Track bid list / file by commodity code. XX
Track request for quotes, RFP's and Bids by awards, dollar amounts, vendor responses, buyer,
PU 123.00 XX
commodity, item number and/or item description.
Track vendor bid list by vendor history, past awards, bid responses, rejections in bid tab, and
PU 124.00 XX
new vendors.
Track vendor supplied list of solicited, potential sub-contractors/sub-consultants and any
PU 125.00 certifications (MBE, WBE, etc.) they possess, along with other data such as insurance, XX
bonding, etc.
Use system tools to analyze bids by price, quantity and availability by entire bid or single line
PU 126.00 XX
item or aggregate user defined basis.
ENCUMBRANCES
Ability for end-users to check expenditures to-date against encumbrances and budgets and see
PU 127.00 XX
results on-line in real time prior to processing an expenditure request, funds availability..
PU 128.00 Allow for pre-encumbrance of requisitions for some, but not necessarily all, departments. XX
PU 129.00 Allow next year funds to be pre-encumbered via a journal entry. XX

PU 130.00 Automatically relate payment requests to outstanding encumbrances. XX
Encumber funds upon entry of orders except blanket orders, which will be encumbered on
PU 131.00 XX
each release.
Perform automatic encumbrance of funds real-time and if funds are not available for
PU 132.00 XX
encumbrance, provide flag.
Provide for both full and partial liquidation of encumbrances and make provisions for properly
PU 133.00 XX
accounting for items that have been back ordered or discontinued.
Purchase Order Encumbrance Report: User defined parameters should include fund, vendor
range, General Ledger account number range, date range, status, and detailed or summary. The
PU 134.00 report should be sorted by general ledger account number and should print the general ledger XX
account number, account name, purchase order number, issue date, vendor number and name,
item description and amount outstanding.

XX 446 100.00%
Response
Code
The entry of vendor invoices into the Accounts Payable system should automatically reduce
PU 135.00 XX
the encumbrance created by the Purchase Order system by the amount of the invoice.
There should be a means of voiding a purchase order and removing the encumbrances from
PU 136.00 XX
the ledger.
PU 137.00 Track multiple encumbrances and payments against a single contract. XX
Purchase Orders (PO)
Blanket Purchase Orders (BPO)
Release Orders (RO)
(Collectively Referred to as Orders)
PU 138.00 Initiate Orders for commodities and services online, and to query on the status of the Order. XX
PU 139.00 Electronically distribute Orders to Vendors. XX

PU 140.00 Acknowledge vendor's receipt of an Order electronically. XX
PU 141.00 Electronically attach files to an Order. XX
Create a PO and RO which affects current year budgets create an appropriate encumbrance at
PU 142.00 XX
a specified approval level.
PU 143.00 POs created through the requisition process to liquidate any associated pre-encumbrances. XX
PU 144.00 Create a BPO that allows an encumbrance, non-encumbrance and partial encumbrance. XX
PU 145.00 Set-up BPO's for zero dollars or revenue producing contracts. XX

PU 146.00 Reference contracts, if the Order is contract related. XX
PU 147.00 Reference grants, if the Order is grant related. XX
PU 148.00 Define mandatory and optional fields for Orders. XX
Enter notes/comments for internal communication. System to maintain an audit of the date,
PU 149.00 XX
time, and user who entered each comment.
PU 150.00 Orders to have a unique system generated number. XX
Route Orders through a pre-defined approval path based on user defined criteria. (i.e.: dollar
PU 151.00 XX
value, commodity code, etc)

XX 446 100.00%
Response
Code
Allow users, from the initiating department in the approval path, to change information
PU 152.00 XX
contained within the Order, while maintaining an audit trail of the changes made.
PU 153.00 Ability for additional files to be attached to an Order by users in the approval path. XX
PU 154.00 Maintain an audit trail of all changes made to an Order. XX

Issue a RO against a BPO and create an appropriate encumbrance at a specified approval
PU 155.00 XX
level.
Set limits on BPO's to ensure RO's comply with contract pricing, terms, and conditions with
PU 156.00 XX
Limit RO amount.
PU 157.00 Set limits by organization for multi-organization BPO's. XX
Change or cancel an Order at the line item or document level to include encumbrance
PU 158.00 XX
adjustments (if required).
PU 159.00 Inquire on unexpended balances on cancelled Orders. XX
PU 160.00 Re-open a closed Order. XX
PU 161.00 Roll outstanding encumbrances to a new fiscal year XX
Capture a fixed asset indicator that designates whether commodity is an asset based on: Dollar
PU 162.00 XX
amount, Commodity Code, Object of Expense, or other user defined criteria.
Set up multiple Order templates, including, Order number, Order date, requested by, start and
end dates for services, date encumbered, cost center, requestor name and phone number,
shipping address, delivery instructions, invoice/billing address, payment terms, RQ number,
PU 163.00 solicitation number, vendor name and address, vendor number and insurance coverage, vendor XX
tax information (FEIN, sales tax, and other information), small/minority/women-owned status,
approval information, comments field, Order total, general terms, terms and conditions, source
code, cancel flag, other user defined criteria.
Maintain line item data elements, including: Line number, quantity ordered, unit of measure,
commodity code, specification description, unit price, start and end dates for services,
PU 164.00 XX
manufacturer's name and part number, freight/shipping charges, tax, accounting information,
multiple cost centers, multiple projects and grants
PU 165.00 Combine multiple RQ's into one Order. XX

XX 446 100.00%
Response
Code
PU 166.00 Create multiple Orders from a single RQ. XX
PU 167.00 Combine multiple RQ's into multiple POs or BPO's. XX
Automatically liquidate (in full) all encumbrances when PO/RO is paid in full or otherwise
PU 168.00 XX
closed out.
PU 169.00 Access vendor performance information at any time (i.e. when creating an Order) XX
PU 170.00 Re-encumber PO/RO funds when an accounts payable claim or check is voided. XX
PU 171.00 Display a warning message and/or error if funds are unavailable XX
PU 172.00 Encumber funds for the new fiscal year before the old fiscal year closes XX
PU 173.00 Set up effective start and end dates within BPO's. XX
PU 174.00 Prevent RO's from exceeding not-to-exceed BPO amounts. XX
PU 175.00 Renew BPO's XX
PU 176.00 Extend BPO's XX
PU 177.00 Assign BPO's to other Vendors (e.g. if a company has a new parent company) XX
PU 178.00 Support decentralized printing of Orders XX
Print Orders without pre-printed forms, ordering terms and conditions included in order
PU 179.00 XX
printout.
PU 180.00 Able to open expired BPO's to accommodate late or after-the-fact RO's or Change Orders. XX
PU 181.00 Pos capable of handling trade-ins. XX

PU 182.00 Accommodate multiple shipping locations on PO/RO. XX
PU 183.00 Establish an annual up-set limit (aka Cap) on a BPO. XX
PU 184.00 Ability for purchase order to specify multiple delivery dates and locations. XX
PU 185.00 Allow departments to print field orders on-site XX
Automatically generate purchase orders when the inventory level reaches the pre-determined
PU 186.00 re-order point. System would suggest quantity to re-order, but buyer would be able to change XX
or deactivate auto-reorder by commodity, etc.
Automatically notify buyer when items reach re-order point, or insufficient funds error
PU 187.00 XX
prevents reorder

XX 446 100.00%
Response
Code
Issue change orders – description, part, class, quantity, unit of measure, dollars, vendor,
PU 188.00 XX
account -- with proper security.
PU 189.00 Cross reference RO to original BPO XX
Pull in "last vendor used" and "last price paid" when automatically generating purchase order
PU 190.00 XX
for stock items, but have the option to change this information
Trigger fixed asset process by analyzing purchase (either through a PO or credit card) and
PU 191.00 XX
making a decision based upon the unit purchase price and/or account number.
CONTRACT ADMINISTRATION
Provide robust workflow capabilities that allow for modifications/change orders to be

PU 192.00 XX
communicated promptly and easily to prime contractors, sub-contractors and suppliers.
PU 193.00 Flag expenditures that do not comply with contract rates or terms XX
PU 194.00 Store and retrieve electronic images of all contract documentation. XX
PU 195.00 Set up retainage for a contract XX
PU 196.00 Set up withholding for a contract XX
Set up alerts based upon contract spending (e.g., within 5% of total contract allocation
PU 197.00 XX
amount)
Set up user defined notifications (e.g., contract status, progress, expiration/renewal dates,
PU 198.00 XX
insurance expiration dates, and other notifications)
Search by contracts and drill down to the contract documents, modifications/change orders,
PU 199.00 XX
release orders, invoices, and other accounting data.
Set up individual dashboards by employee that lists and tracks specific contracts and
PU 200.00 XX
purchasing status
PU 201.00 Track an invoice or payment by contractor. XX
PU 202.00 Track updates or changes in contractor rates XX
PU 203.00 Track contractor performance by milestones, deliverable, and other contract requirements. XX
PU 204.00 Compare contractor performance by user defined metrics (e.g., on time, on budget) XX
PU 205.00 Compile outcome reports for a contract and or a contractor, and other user defined criteria XX

XX 446 100.00%
Response
Code
PU 206.00 Ability for vendors to submit outcome reports via agency templates XX
PU 207.00 Upload outcome reports to a contract and or a contractor XX
PU 208.00 Track contract expenditures for affirmative action reporting XX
Enter free text in an on-site monitoring template in the following fields: financial compliance,
PU 209.00 administrative compliance, staffing, service delivery/outcomes/outputs, facility observation, XX
overall observation.
Enter free text in a performance measurement summary template in the following fields: target
PU 210.00 group, client outcomes, rationale, outcome indicators, method of data collection, performance XX
targets.
Set up and track contract proposal checklist: service summary page, outcomes - performance
measurement, projected outputs and number of activities, contracted service narrative, service
PU 211.00 description, target population, admission and discharge criteria and process, client flow chart, XX
program coordination, consultation and community involvement, quality assurance, planned
activity schedule, staffing pattern.
Set up and track the following financial information within a contract proposal checklist: rate
PU 212.00 XX
calculation, allocated agency budget by program, other financial.
Set up and track the following administrative information within a contract proposal checklist:
provider fact sheet, substantiation of allocated agency budget by program, board of directors
PU 213.00 XX
list, organization chart, affirmative action information, DMBE/DWBE/SBE, substitute w-9,
non-profit status, insurance certificate, copy of license(s), job descriptions, staffing list.
PU 214.00 Track multiple contracts within one project (e.g. Consultants, vendors, and hardware) XX
Ability for contract periods to be user defined and include contract year, fiscal year, and
PU 215.00 XX
contract term for those contracts which span multiple fiscal years.
PU 216.00 Award a contract to multiple vendors. XX
PU 217.00 Award an item to multiple vendors. XX
PU 218.00 Close, reopen and amend contracts across fiscal years. XX
PU 219.00 Create and track blanket order contracts and the ongoing associated dollar amount. XX

XX 446 100.00%
Response
Code
Flag and/or suspend approval of change orders that require budget changes (greater than a
PU 220.00 XX
certain user-defined percentage and/or dollar amount change over original amount).
Store and maintain contract historical information, including but not limited to the following
PU 221.00
details:
PU 221.01 Dollar value XX
PU 221.02 Milestones XX
PU 221.03 Start/end and extension dates XX
PU 221.04 Expiration dates XX
PU 221.05 Multiple Approval Dates XX
PU 221.06 Status (text reference field) XX
PU 221.07 Payment schedule & adjustments XX
PU 221.08 Retainage XX
PU 221.09 Contingency amounts by % of contract or flat dollar amount XX
PU 221.10 Vendor/customer information XX
PU 221.11 Contract number XX
PU 221.12 Contract Administrator's name, phone, fax numbers and email XX
PU 221.13 User-defined fields XX
Support detailed contract performance analysis and generate performance reports, based on
PU 222.00
the following criteria:
PU 222.01 Contract compliance (based on compliance criteria as defined by users) XX
PU 222.02 Work completed to date XX
PU 222.03 Payment schedules & payments made/received XX
PU 222.04 Timelines/deadline dates XX
PU 222.05 Contractor performance for vendor contracts XX
PU 222.06 User-defined milestones & thresholds XX
PU 222.07 Anticipated Expenditure XX
PU 222.08 Actual Contract Total XX

XX 446 100.00%
Response
Code
PU 222.09 Actual Expenditure Total XX
Support various contract periods, including multiple year contracts (i.e., those that span fiscal
PU 223.00 XX
and/or calendar years).
Track and report expenditures for each individual contract, including budget to actual
PU 224.00 comparisons by user-defined period (i.e., monthly, quarterly, daily, contract year, fiscal year, XX
contract term, etc.).
Track and report sub-contractor/sub-consultant data and payments made to them by the prime
PU 225.00 contractor, as well as the sub's certifications (MBE, WBE, etc.), and store any appropriate XX
documents (Insurance, Release of Lien, NOC, etc.)
Track contracts by user defined criteria, such as: vendor, date (starting and ending), dollars,
PU 226.00 XX
commodity codes, contract numbers, purchase orders and change orders issued.
RECEIVING
PU 227.00 Ability for the support of decentralized receiving. XX
Input receipt information, including:

receiver's name, phone number and e-mail address, purchase order number, vendor ID, vendor
name and address, PO/RO line number, PO/RO line quantity, PO/RO unity of measure,
PU 228.00 XX
commodity code of item or service, line description, accounting/funding information, quantity
received, quantity rejected/accepted, reason fro rejection, quantity backordered, condition,
receiver comments, other user defined fields.
PU 229.00 Ability to default information from the PO/RO XX

PU 230.00 Record multiple receipts against one PO/RO or PO/RO line XX
PU 231.00 Allow for partial liquidation of encumbrances. XX
PU 232.00 Provide a method to reverse a receipt transaction. XX
PU 233.00 Flag purchases for fixed asset upon receipt. XX
PU 234.00 Flag payment requests from contracts identified as non-compliant. XX
Ability for end-user to enter or attach notes/comments for A/P and Purchasing regarding
PU 235.00 XX
orders (i.e. goods were damaged and had to be returned, wait for credit, over-shipment, etc.)

XX 446 100.00%
Response
Code
Ability to require entry of certain data on goods at time of receipt into the fixed assets module,
PU 236.00 XX
as indicated by the commodity code and dollar amount.
PU 237.00 Reverse receipt XX
PU 238.00 Accommodate partial receipts. XX
PU 239.00 Audit receiving data by logon ID, date, time, etc. XX
Create a receiving check off document, (receiver) for inventory orders that includes PO
PU 240.00 XX
number, description, quantity ordered, prices, stock number and location code.
PU 241.00 Detect and measure early / late and over / under shipments. XX
During the receiving process, provide the Look up purchase orders by purchase order number,
PU 242.00 XX
all purchase orders with a specific vendor, or all purchase orders.
Identify orders that have not been received after a user-specified period of time or that arrive
PU 243.00 XX
very early, for shelf-life purposes.
PU 244.00 Maintain discrepancy file or receiving exception file. XX
PU 245.00 Support three-way matching of documents. XX
PU 246.00 Trigger Accounts Payable process based upon receipt information. XX
Turn off the receiving function with proper security(for prepayments, or Requests for
PU 247.00 XX
Payment)
PU 248.00 Utilize bar-coding functionality for inventory receiving process XX
REPORTS, ANALYSIS and INQUIRIES
PU 249.00 Track and report expenditures and detail associated with all vendors XX
Report on the following by user defined date range, dollar ranges, commodity codes, expense
codes, and other user defined fields: commodity code activity, requisitions, Orders, activity by
PU 250.00 XX
vendor, modification/change orders, vendor catalogs, partial receipts, vendor performance,
open transactions (i.e. open orders, open requisitions), asset types, purchase types.
PU 251.00 Report on open and closed solicitations. XX

PU 252.00 Report on buyer workload. XX
Report on user defined criteria to measure performance of requisition/solicitation/purchase
PU 253.00 XX
order/contracting processes
PU 254.00 Report cost savings based on user defined criteria. XX

XX 446 100.00%
Response
Code
PU 255.00 Report on Contract expiration and/or renewal dates by user defined criteria. XX
Ability for average user to access reporting capabilities and/or on-line queries (templates, time
PU 256.00 XX
period reporting, doc type, source code, buyer stats)
PU 257.00 Report on vendor self service activity XX
Report contracts and bids by: Cost Center, Departments, Commodity Codes, Date Ranges,
PU 258.00 Vendors, Subcontractors, Small Businesses, Minority Owned Business, Budget to Actual, XX
Contracting Method (i.e. ITB, RFP, etc.)
PU 259.00 Report contracts by vendor performance XX
PU 260.00 Report on contract milestones, deliverables and other payment targets XX
PU 261.00 Track contract expenditures that are grant reimbursable XX
PU 262.00 Report on the status of contracts XX
PU 263.00 Report on contract amounts not used (e.g. left over contract amounts) XX
PU 264.00 Report on not- to-exceed amounts eligible for carry over to the next year XX
Drill-down or roll up all transaction for a contract on a calendar year to date, fiscal year to
PU 265.00 XX
date, or over multiple years
PU 266.00 Report awarded dollars by fiscal year by vendor. XX
Measure cost performance, schedule performance, and total performance of Vendors with
PU 267.00 regards to Quantities received, quantities rejected/accepted, reasons for rejection, condition of XX
shipments, receiver comments, and other user defined fields.
Identify and report on contractors and subcontractors who qualify for DMBE/DWBE/SBE
PU 268.00 XX
status
Provide robust reporting capabilities to track detailed expenditures for projects across multiple
PU 269.00 XX
county departments
Track contract/service agreement with the following features: Primary/Secondary Vendor, user
PU 270.00 defined information, Multiple contract/service agreement per vendor, Relate contract to XX
Vendor.
Search vendor history, for performance, contract amounts, performance statistics and other
PU 271.00 XX
information
Search vendor history, for performance, contract amounts, performance statistics and other
PU 272.00 XX
information

XX 446 100.00%
Response
Code
PU 273.00 System supports marking records for archiving, rather than permanently deleting records. XX
PU 274.00 Link on-site monitoring reports and performance measurement reports to contracted providers XX
PU 275.00 Ability for users to query all transactions for progress within the purchasing system. XX
PU 276.00 Perform online inquiry on any field in the purchasing module XX

PU 277.00 Produce the following reports including but not limited to:
PU 277.01 Open Purchase Orders Report XX
PU 277.02 Open Requisitions XX
PU 277.03 Orders & Receipts Report XX
PU 277.04 Bid tab price proofing report XX
PU 277.05 Bid Tab XX
PU 277.06 Contract Scheduling report XX
PU 277.07 Purchase order and change order generation XX
PU 277.08 Vendor performance report XX
PU 277.09 PO amendment log XX
PU 277.10 Purchase Order Status XX
PU 277.11 Purchase Order Receipt XX
PU 277.12 Orders by Vendor (ability to show item descriptions & dollar amounts) XX
PU 277.13 Orders by originator XX
PU 277.14 Orders by Ship-To Location XX
PU 277.15 Orders by Account Number XX
Items ordered from central warehouses (stock) by originator, ship to location, stock
PU 277.16 XX
number, account number, dollar amount for a defined period of time.
Allow for on-line inquiry of all open purchase orders by vendor, buyer, commodity, fund,
PU 278.00 XX
organization, account and program.

XX 446 100.00%
Response
Code
End user reporting tools, e.g. a Report Writer, must be available to create queries and/or
reports, using data from any of the fields within the Purchasing module. The interface must be
PU 279.00 XX
ODBC compliant and have the capTransfer data to third party applications such as Microsoft
Excel, Access, etc.
PU 280.00 Generate reports of all purchase orders over a user defined dollar amount. XX
PU 281.00 Generate reports to indicate payments on vouchers. XX
Generate various catalogs, including vendor catalogs, stock room catalogs, textbook catalogs,
PU 282.00 XX
or food service catalogs, in print and on-line.
PU 283.00 Generate vendor reports based upon user defined criteria. XX
PU 284.00 Print year-to-date purchase order information by vendor and account code. XX
Provide complete on-line and hard copy reporting of purchase orders issued and goods
PU 285.00 XX
received.
Report history for spending analysis by buyer and department of purchases, commodities,
PU 286.00 XX
vendors and volumes.
PU 287.00 Track or report on contract data. XX
PU 288.00 Transmit blank and completed receiving reports electronically. XX
Track # of bids, requisitions, blankets, and other buyer generated system documents for
PU 289.00 XX
benchmarking
PURCHASING CARD MANAGEMENT
Input and track purchasing card transactions, including the Integrate purchasing card
PU 290.00 transaction files to general ledger from bankcard providers and provide detail of purchase and XX
vendor information. (As a vendor rather than a banl payee)
Utilize an electronic file of all itemized charge transactions made from the Purchasing Card
PU 291.00 (bank) Vendor This file is used for balancing and for account distribution at the invoice item XX
level
PU 292.00 Track travel categories through the purchasing card XX
PU 293.00 Track expenditures and purchases against purchasing cards XX
PU 294.00 Input scanned receipts or other documents related to purchasing card transactions XX
Liquidate encumbered funds and identify

PU 295.00 XX
the source as a P-Card

XX 446 100.00%
Response
Code
PU 296.00 Track expenditures by DM/DWBE/SBE classifications. XX
Track the total dollar volume of purchases made to each Vendor even if the payments for these
PU 297.00 XX
purchases are made in total to the Purchasing Card (bank) Vendor
Report all 1099 tax reportable payments for specific Vendors even if the payment for these
PU 298.00 XX
purchases are made in total to the Purchasing Card (bank) Vendor
Ability for employees to submit narrative description and/or justification related to purchasing
PU 299.00 XX
card expenditures and purchases
PU 300.00 Define purchasing card limits by department/agency. XX
PU 301.00 Reverse any purchasing process by substituting procurement (credit) card into the transaction. XX

Functional Category: ACCOUNTS PAYABLE Summary Statistics (588)
XX 588 100.00%

Number Code Module
PROCESS ACCOUNTS PAYABLE
Ability for employees to submit narrative description and/or justification related to P-Card
AP 1.00 XX
expenditures and purchases.
AP 2.00 Link scanned receipts or other documents related to P-Card transactions. XX
AP 3.00 Store comments about vendor XX
AP 4.00 Have a explanation field for each line item. XX
AP 5.00 Add comments to invoice allocations. XX
AP 6.00 Allow the entry of comments on the remittance advice/check stub. XX
Print a remittance message and/or a standard remittance message by using a remittance
AP 7.00 XX
message code with the Edit standard messages.
AP 8.00 Store scanned copies of levy notices. XX
AP 9.00 Store scanned copies of affidavits of forgery. XX
AP 10.00 Ability to note reason for void on check record. XX
AP 11.00 Enter notes on invoices, payments, or vendor files. XX
AP 12.00 Must be able to attach an unlimited number of electronic files to an invoice. XX
Must be able to scan invoices directly through the system with or without a third-party
AP 13.00 XX
interface and automatically attach those scans to the invoice record.
AP 14.00 Store scanned copies of signed contracts and amendments. XX
AP 15.00 Enter a broadcast message which appears on all AP checks. XX
AP 16.00 Enter a message for one specific vendor which appears on that specific check. XX
Verify existence of key documents to support the voucher prior to submittal - insurance
AP 17.00 XX
certificates, performance bonds, etc.
Accumulate and display monthly, year-to-date (calendar or fiscal year), and inception-to-date
AP 18.00 XX
(for lifetime of vendor) figures for payments to vendors.
AP 19.00 Enable user to view bills not paid. XX
AP 20.00 Vendor Self-Service XX
Drill-down from any accounts payable source document to the supporting information (e.g.,
AP 21.00 XX
from the check back to the requisition).
AP 22.00 Track status of payment processing for each invoice or contract. XX
AP 23.00 Maintain, track and inquire into online payment history including:
AP 23.01 PO/Document Number XX
AP 23.02 Invoice number XX
AP 23.03 Invoice date XX
AP 23.04 Invoice amount XX
AP 23.05 Invoice date received XX
Accounts Payable Page 142

XX 588 100.00%

Number Code Module
AP 23.06 Vendor name XX
AP 23.07 Contract number XX
AP 23.08 Check amount XX
AP 23.09 Check request date XX
AP 23.10 Check date XX
AP 23.11 Check number XX
AP 23.12 Accounting distribution coding XX
AP 23.13 Last activity date XX
AP 23.14 Vendor Number XX
AP 23.15 Comments XX
AP 24.00 Sort vouchers by vendor, by dollar amount, or provide year-to-date vendor information. XX
Track invoices to vouchers and vice versa, and flag if amount paid is different than original
AP 25.00 XX
voucher submitted.
AP 26.00 Ability for employees to query on the status of their pending travel reimbursements. XX
Query employee master files in the Human Resources module to verify that requestor was in
AP 27.00 XX
fact an active employee at the time of the expense.
The system must provide on-line item detail for user defined length of time. This detail must
AP 28.00
include:
AP 28.01 Vendor number XX
AP 28.02 Vendor name XX
AP 28.04 Description XX
AP 28.05 Due date XX
AP 28.06 Adjustments and purchase orders number XX
AP 28.07 Item date XX
AP 28.08 General ledger distribution XX
AP 28.09 Amount paid XX
AP 28.10 Discount taken XX
AP 28.11 Date paid XX
AP 28.12 Check number paid. XX
Track historical and upcoming (future) conference and travel expenses by
AP 29.00 XX
association/conference sponsor.
AP 30.00 View vendor name and remit-to address on invoice entry screen. XX

XX 588 100.00%

Number Code Module
Track conference/seminar/training/legislative session/discrete event expenses by employee or
AP 31.00 XX
employee by conference/and other above.
Match invoices related to expense reimbursements and tie travel costs paid directly to a vendor
AP 32.00 XX
to an employee or official.
AP 33.00 Access all purchase order information on-line during payment voucher processing. XX
AP 34.00 Easily identify when a note or comments have been posted to an invoice. XX
AP 35.00 Review, on-line in real-time, payment due invoices by vendor and/or date. XX
All invoices, even when paid, must be available for on-line review for a user specified period
AP 36.00 XX
of time
AP 37.00 Maintain, update, and retrieve invoice transactions by payee. XX
AP 38.00 Monitor workload distribution. XX
AP 39.00 System can track author and posting date of notes or comments posted in system. XX
AP 40.00 Inquire on transactions by individual users. XX

AP 41.00 Inquire and track voucher/payments on hold. XX
AP 42.00 Review vendor self service activity. XX
AP 43.00 List all outstanding invoices/credit memos. Allow selection by user defined criteria. XX
AP 44.00 List all discounts taken/lost. XX

AP 45.00 List all interest/penalties paid due to failing to follow prompt payment policy. XX
AP 46.00 Make inquiries on check information by the check number. XX
Make inquiries of a check by the voucher number or one of the voucher numbers that
AP 47.00 XX
produced the check.
Make inquiries of a check by the fund, organization, object/account code, project, or grant
AP 48.00 XX
number of the accounting distribution of that check.
AP 49.00 Make inquiries of a check by the vendor and/or invoice number. XX
Inquire online into all vendor master file information and history when processing invoices
AP 50.00 XX
and checks.
Support an on-screen approval list (approved vendors or expenditures) that can be accessed
AP 51.00 XX
when entering the invoice.
Review online payment history, outstanding purchase orders and encumbrances and invoices
AP 52.00 XX
pending payments by vendor.
Inquire online about outstanding purchase orders, encumbrances and invoices pending
AP 53.00 XX
payment by organization.
AP 54.00 Inquire/report on the vendor/employee master file by:

XX 588 100.00%

Number Code Module
AP 54.01 Vendor/employee name XX
AP 54.03 Partial vendor name XX
AP 54.04 Products/service provided XX
AP 54.05 TIN or SSN XX
AP 54.06 Vendor address XX
Track balance remaining on credit memo and display the invoices to which the credit has been
AP 55.00 XX
applied.
Validate through an inquiry screen of cash availability in appropriate funds/accounts before
AP 56.00 XX
generation of an issuance/payment.
AP 57.00 Check budget availability based on various levels of detail, including object/account code. XX
Update accounts online to show liquidation of encumbrance and record of expense when
AP 58.00 XX
voucher is posted.
Ability for user to query and/or search by invoice number, purchase order number, check
AP 59.00 number, payee, contract number, commodity code, budgetary line item, and any other defined
field in the database:
AP 59.01 Invoice Number XX
AP 59.02 Purchase Order Number XX
AP 59.03 Check Number XX
AP 59.04 Payee XX
AP 59.05 Contract Number XX
AP 59.06 Commodity Code XX
AP 59.07 Budgetary Line Item XX
AP 59.08 Other Database Fields XX
AP 60.00 Provide ability for users to lookup and display a listing of all checks issued to a vendor. XX
AP 61.00 Allow for on-line inquiry of all Accounts Payable by fund, organization, account and program. XX
Allow vendors to query on the status of their payments through web based interface with
AP 62.00 XX
appropriate security
AP 63.00 Extract pending payments by scheduled payment date. XX
AP 64.00 Provide complete on-line and hard copy reporting of Accounts Payable activity. XX

XX 588 100.00%

Number Code Module
Provide lookup capability by vendor number, vendor address, or vendor name. If a portion of
AP 65.00 the vendor name is entered, the system must display all vendors starting with the letters XX
entered and provide scroll and point selection of the selected vendor.
Provide on-line access for customers and departments to query information, such as invoices,
AP 66.00 XX
checks paid, etc.
AP 67.00 Query whether or not checks have cleared the bank. XX
AP 68.00 Integrate into a HR/PR system to automate reimbursement of employee expenses. XX
Integrate with HR/PR to support other employee payments, such as tuition reimbursements
AP 69.00 XX
through payroll.
Integrate payments to contracts and budgets (provide actual expenditure commitments as well
AP 70.00 XX
as forecasted commitments against contracts).
AP 71.00 Automatically update budget ledgers. XX
Automatically update the general ledger for pre-encumbrance, encumbrance, payment
AP 72.00 XX
voucher, and payment activities.
Automatically update the general ledger on-line and in batch encumbrances are liquidated
AP 73.00 XX
upon entry of encumbrances/expenditures or payables.
AP 74.00 Ability to default information from the PO. XX
AP 75.00 Flag a fund so that no payments can be disbursed. XX
AP 76.00 Prevent over-receiving in system. XX
AP 77.00 Force a decision to keep a purchase order open or close it out. XX
Integrate benefits administration and payroll modules so that payroll deductions (e.g. payments
AP 78.00 XX
for health insurance) can automatically generate a payable.
Issue employee reimbursements (e.g. tuition reimbursement) as an accounts payable check or
AP 79.00 XX
direct deposit
Ability to default information based upon certain criteria (e.g. default cost center, or project
AP 80.00 XX
number information).
AP 81.00 Ability to derive objects from other objects (e.g., derive fund from organization). XX
AP 82.00 Populate/retrieve information from purchase order to invoice transaction screen. XX
Perform electronic matching of purchase orders, receiving reports, and vendor invoices three
AP 83.00 XX
(3) ways.
AP 84.00 Provide automatic on-line budget account validation, as well as funds availability. XX

XX 588 100.00%

Number Code Module
Provide document history retrieval on-line, linking requisitions, bids, purchase orders, packing
AP 85.00 XX
slips, stores issues, invoices, checks, returned goods, and received goods.
Ability for system to automatically hold a vendor payment or issue a warning if the vendor has
AP 86.00 XX
a delinquent receivable account in the system.
Provide for the issuance of "on demand" checks that automatically update the General Ledger
AP 87.00 XX
and liquidate associated encumbrances.
AP 88.00 Convert outstanding credit memo to accounts receivable record if past an age limit. XX
Update the general ledger account distribution for the discounts actually taken during check
AP 89.00 XX
writing.
Provide on-line, real-time access to all Accounts Payable-related data to users with proper
AP 90.00 XX
authorization.
AP 91.00 Provide option of re-establishing the payable after voiding a payment. XX
Allow or restrict charging all types of general ledger accounts when payments are made,
AP 92.00 XX
including expenditures, revenues, and balance sheet accounts.
Cancel checks and automatically generate general ledger transactions to reverse all accounting
AP 93.00 XX
distributions associated with that check with the appropriate security.
AP 94.00 Reason code and description is available for funds that are flagged as "no payment" XX
AP 95.00 Prepare proper accounting entries to account for accounts payable write off. XX
AP 96.00 Support cash, accrual, modified accrual, or combinations thereof. XX
Input and track purchasing card transactions, including the Integrate purchasing card
AP 97.00 XX
transaction files to general ledger from P-Card provider.
AP 98.00 System can utilize a designated disbursement account. XX
AP 99.00 System can utilize a pooled cash account. XX
The system must internally generate all entries to keep all funds in balance if an item is
AP 100.00 XX
expensed to multiple funds.
Update applicable purchasing and fixed assets for object/account code level detail from the
AP 101.00 XX
electronic file provided by the P-Card vendor.
Generate payments (or invoices) to employees based on reconciliation of advances vs. expense
AP 102.00 XX
reports.
Set up pre-defined sets of accounts and corresponding descriptions for vendors with recurring
AP 103.00 XX
type invoices that are always expensed to the same general ledger account numbers.

XX 588 100.00%

Number Code Module
Ability for employees to initiate reimbursement for their travel expenses or other authorized
AP 104.00 reimbursements through direct entry of expenses via self service with appropriate security & XX
approvals
Record the issuance of an advance as a receivable from employee, and for the subsequent
AP 105.00 XX
reimbursement to the employee to reduce the receivable and record the proper expenditure.
Validate and verify that employees are eligible for mileage reimbursement, with security to
AP 106.00 XX
override.
Ability to default the object/account code of expenditure based upon the selected travel
AP 107.00 XX
category.
AP 108.00 Ability to default the organization based upon the employee id, with Override. XX
Control payments in excess of encumbered amounts by user-defined tolerance limits for each
AP 109.00 type of encumbrance (e.g., 10% or $50 over encumbrance amount) provided sufficient XX
spending authority exists.
Display remaining balance of the purchase order (including blankets), invoice and contracts
AP 110.00 XX
when final payments are being processed online within a predetermined tolerance.
Have workflow that alerts the Purchasing office that a PO needs to be adjusted to match an
AP 111.00 XX
invoice (e.g. to include shipping and handling)
Inactivate employee vendor records based upon system security (e.g., employee terminates
AP 112.00 XX
and network access is shut off)
Place a payment "hold" on encumbrances/documents such that no payment can be generated
AP 113.00 XX
until the "hold" is lifted.
AP 114.00 Accumulate retainage information by purchase order or contract. XX
AP 115.00 Input tape or data file containing cleared checks from banks. XX
AP 116.00 Accept check reconciliation records from external check issuing systems. XX
Must be able to flag a Fixed Asset at the time invoices are entered and have the system create a
AP 117.00 XX
Fixed Asset record in that module.
Provide validation of GL account numbers, project numbers, and grant numbers upon invoice
AP 118.00 XX
entry.
Update the invoice and/or purchase order record when a refund check is received from a
AP 119.00 XX
vendor.
AP 120.00 Withhold retainages and post retainage to general ledger account. XX
AP 121.00 Associate a single payment voucher with multiple purchase orders. XX
Automatically update cash balances and accounts payable in the general ledger for payment
AP 122.00 XX
processes.

XX 588 100.00%

Number Code Module
Ensure that account distribution on credit memo transactions is the same as original expense
AP 123.00 XX
account distribution.
AP 124.00 Make account code revisions across funds. XX
AP 125.00 Process invoices from prior periods and properly update general ledger. XX
AP 126.00 Void or correct payments on-line, with appropriate corrections made to all financial balances. XX
AP 127.00 Cross reference a purchase order and invoice for the same transaction. XX
AP 128.00 Automatically update the Purchasing and General/Cost Ledger modules. XX
AP 129.00 Track multiple payments by release against a blanket purchase order or contract. XX
AP 130.00 Track trust or escrow deposits and their offsetting payments. XX

Compare contract payment amounts to approved contract value to assure proper payment
AP 131.00 XX
levels.
AP 132.00 Interface payment requests from another system (e.g., benefits workstation). XX
Track purchases and encumbrances at lowest level of detail with multiple sorts over multiple
AP 133.00 XX
date ranges.
AP 134.00 Update check number and check date to another system (e.g., benefits workstation). XX
AP 135.00 Utilize automated bank account reconciliation capabilities. XX
AP 136.00 Ability for a department to request replenishment of the petty cash up to a user-defined limit. XX
AP 137.00 Develop vouchers to partially pay invoices. XX

AP 138.00 Allow for invoice data to be processed on-line. XX
Automatically calculate payment due date from receipt of goods/services or invoice, and allow
AP 139.00 XX
for user override.
Automatically retrieve vendor name and address, goods ordered and received, and unit prices
AP 140.00 XX
based on purchase order number.
AP 141.00 Calculate multiple taxes, as appropriate, by item. XX
AP 142.00 Calculate tax rebates at the time of invoice entry. XX
AP 143.00 Ability for decentralized receiving throughout the entity XX
AP 144.00 Automated, paperless receiving process XX
AP 145.00 Record multiple receipts against one PO or PO line. XX
AP 146.00 Input receipt information, including: XX
AP 147.00 Provide a method to reverse a receipt transaction, with security.
AP 147.01 Receiver Name XX
AP 147.02 Purchase order number XX

XX 588 100.00%

Number Code Module
AP 147.03 Vendor ID XX
AP 147.04 Vender name and address XX
AP 147.05 PO line number XX
AP 147.06 PO line quantity XX
AP 147.07 PO Unit of measure XX
AP 147.08 Commodity code of item or service XX
AP 147.09 Line description XX
AP 147.10 Accounting/funding information XX
AP 147.11 Quantity received XX
AP 147.12 Quantity accepted/rejected XX
AP 147.13 Reason for rejection XX
AP 147.14 Quantity backordered XX
AP 147.15 Condition XX
AP 147.16 Invoice numbers (optional entry) XX
AP 147.17 Receiver comments XX
AP 147.18 Other User Defined Fields XX
AP 148.00 Flag and report duplicate purchase orders and invoices. XX
Generate voucher for progress payment indicating: item number, description of material or
AP 149.00 services, quantities, unit price, line item total for the voucher and total-to-date for the given XX
contractor or project.
AP 150.00 Process the following types of transactions online:
AP 151.00 Input an invoice in the system without a receiver in the system. XX
AP 151.01 Employee reimbursements XX
AP 151.02 Travel authorizations, approvals and payments XX
AP 151.03 Check requests, direct pay and court orders XX
AP 151.04 Petty cash disbursements XX
AP 151.05 Contract payments/purchase orders XX
AP 152.00 Allow entry of recurring invoices. XX
AP 153.00 Utilize the following types of accounts payable source documents:
AP 153.01 Invoices XX
AP 153.02 Debit/credit memos XX
AP 153.03 Check requests, direct pay and court orders XX
AP 153.04 Construction application for payment XX
AP 153.05 Contract, lease or any other fixed payment terms (recurring payable) XX
154.00 Pay a vendor automatically on one voucher for multiple invoices with different pay dates. XX
AP

XX 588 100.00%

Number Code Module
AP 155.00 Create a unique document number for an invoice. XX
Enter additional invoice information, such as date invoice received, due date, and other dates
XX
AP 156.00 and information.
AP 157.00 Process one-time vouchers for non-contract and non-project invoices. XX
AP 158.00 Enter multiple invoices for one purchase order. XX
AP 159.00 Process prepaid expenses (i.e., advanced payment, travel, etc.). XX
AP 160.00 Enter multiple purchase orders for one invoice. XX
AP 161.00 Enter one invoice to multiple contracts. XX
AP 162.00 Enter multiple invoices to one contract. XX
Allocate an invoice to multiple organizations, accounts, funds, grants, or projects. Indicate
XX
AP 163.00 any limits to this capability.
164.00 Record an invoice for partially received material or for over shipments of material. XX
AP
Support Electronic Data Interchange (EDI) and other communications protocol for vendor
XX
AP 165.00 invoicing.
AP 166.00 Support creation of vouchers without an Invoice (Direct Voucher) XX
The system must include provisions to allow multiple invoice processing on a single contract
XX
or purchase order without the potential for overpayment (paying twice for the same item).
AP 167.00
Input on-line and to track the life-cycle of all employee business travel. Data should include,
AP 168.00 but not be limited to, the following:
AP 168.01 Employee name XX
AP 168.02 Department XX
AP 168.03 Date range of travel XX
AP 168.04 In/out of County (destination) XX
AP 168.05 Travel reason/public purpose XX
AP 168.06 Travel advance amount and payee XX
AP 168.07 Departure date XX
AP 168.08 Departure time XX
AP 168.09 Return date XX
AP 168.10 Return time XX
AP 168.11 Object/account code XX
AP 168.12 Mode of travel XX
AP 168.13 Exception travel XX
AP 168.14 Document/authorization number XX
AP 168.15 Business rules for allowable expenses XX

XX 588 100.00%

Number Code Module
AP 168.16 Estimated and final allowable expenses XX
Automatically detect and reject any request for duplicate payment based on time period, dollar
XX
AP 169.00 amount, or invoice number.
AP 170.00 Store credit memos for each vendor. XX
Pay per diem or meal allowances rates for meals based on the travel dates, times and locations,
XX
AP 171.00 with appropriate approvals.
Edit transactions to ensure that the maximum for lodging, based on travel dates and location, is
XX
AP 172.00 not exceeded without appropriate approvals.
AP 173.00 Enter and submit claims by selected users on behalf of other employees. XX
AP 174.00 Manually schedule invoices for payment. XX
175.00 Ability to optionally automatically number invoices and vendors or manually assign them. XX
AP
Pay an invoice out of current calendar year before printing 1099’s from previous calendar
176.00 XX
AP year.
Allow invoices to be associated with predefined projects and funding sources from the Project
177.00 XX
Accounting system directly from input with project code lookup using drop-down lists.
AP
Automatically and/or manually allocate an invoice amount to various accounts according to a
178.00 XX
AP percentage of the invoice amount or other user defined method.
AP 179.00 Define multiple invoice types (refunds, utility, etc.). XX
AP 180.00 Enter invoices in batches or individually. XX
AP 181.00 Enter the date an invoice was received. XX
Must be able to enter multiple invoices and multiple line items per invoice, split among an
182.00 XX
AP unlimited number of General Ledger accounts, on a single screen.
AP 183.00 Receive and upload invoices (line by line) from vendors - E Invoice. XX
184.00 Support electronic data interchange (EDI) standards and electronic commerce (EC). XX
AP
AP 185.00 Upload batch invoice from spreadsheet. XX
186.00 Support flexible vendor invoice numbering protocol to allow for multiple protocols. XX
AP
AP 187.00 Produce a Notice of Dispute with Invoice to Vendors by:
AP 187.01 Receipt of unacceptable property or service XX
AP 187.02 Quantity received differs from quantity invoiced XX
AP 187.03 Price not in accordance with quote or PO XX
AP 187.04 Improperly completed invoice XX
AP 187.05 Expired blanket purchase order XX

XX 588 100.00%

Number Code Module
AP 187.06 User defined criteria XX
AP 187.07 Exceeded maximum compensation XX
AP 188.00 Define and edit payment rules and schedules of payments(e.g., net 30 payment). XX
AP 189.00 Automatically calculate applicable discounts and payment date. XX
190.00 Create accounts payable with receiver input or invoice entry depending upon configuration. XX
AP
AP 191.00 Handle currency conversion for foreign purchases. XX
AP 191.01 Check cancellation and reissue XX
AP 191.02 Purchasing card payments XX
AP 191.03 Other XX
Allow payment to a onetime vendor with abbreviated vendor information in the master file. XX
AP 192.00
Maintain and release recurring payments (e.g., rental or lease payments) based upon user-
193.00 defined amounts and payment dates using an automatic batch process or real-time transaction XX
AP processing with the appropriate workflow approvals.
Must support creating a Positive Pay file to send to the bank for every batch of checks
194.00 XX
AP processed in the system.
AP 195.00 Produce multiple checks for the same vendor during a single payment period. XX
Enter secondary payee(s) for all checks issued without requiring a separate record in vendor
XX
AP 196.00 master file.
Provide for the definition of grouping rules by vendors to produce one check per invoice or
197.00 XX
AP vendor.
AP 198.00 Select or not to select vendors for payment by due date. XX
The system must accept future dated entries, which would not be processed until that date is
199.00 XX
reached. These entries must be maintained in the unpaid file until processed.
AP
Ability to do the following, with the proper security clearance, in the case of discrepancies:
AP 200.00
AP 200.01 Pay the invoice/approved amount XX
AP 200.02 Override the invoice/approved amount XX
AP 200.03 Identify the invoice as paid in full XX
AP 201.00 Allocate payments to different dates, accounting periods and fiscal years. XX
Automatically age payables, based on purchase order date, invoice date, purchase date and
XX
AP 202.00 contract date online or hardcopy.
Schedule payments for approved purchase orders, invoices and contracts based on:
AP 203.00

XX 588 100.00%

Number Code Module
AP 203.01 Vendor default payment due date XX
AP 203.02 User entered payment due date XX
AP 203.03 Default payment date entered for all checks XX
Run invoice financial information, cash requirements, and other criteria prior to check
XX
AP 204.00 printing.
AP 205.00 Accept and track multiple payment types such as:
AP 205.01 System check XX
AP 205.02 Manual check XX
AP 205.03 Adjustments/journal entry XX
AP 205.04 Interdepartmental payments (memo entry only) XX
AP 205.05 Wire transfer (Federal Treasury format) XX
AP 205.06 Electronic funds transfer (including ACH) XX
AP 206.00 Provide remittance advice to vendors via email XX
Maintain a check history file, indicating basic information about checks (e.g., payment date,
reference document(s), payee, and amount) and their disposition (e.g., paid, outstanding, stale, XX
AP 207.00 and written off).
Cancel and reissue checks when the payee needs to be changed, with the proper security. XX
AP 208.00
Replace lost checks with reversing and reposting accounting entries, with historical tracking. XX
AP 209.00
Reissue individual checks that have been canceled or have stop payments issued against them. XX
AP 210.00
Set up default bank accounts for each type of transaction and allow user to override this at
XX
AP 211.00 time of posting with security.
AP 212.00 Correct online all rejected check reconciliation transactions. XX
Store the next sequential check number for the start of the next group of checks to be printed. XX
AP 213.00
AP 214.00 Select the order of check writing individually or in combinations:
AP 214.01 By vendor/number XX
AP 214.02 By vendor zip code XX
AP 214.03 By bank code XX
AP 214.04 By voucher number XX
AP 214.05 By attachment flag XX
AP 214.06 Do not mail checks XX
AP 215.00 Prevent printing:
AP 215.01 Blank checks XX

XX 588 100.00%

Number Code Module
AP 215.02 Negative checks XX
AP 215.03 Zero amount checks XX
AP 216.00 Generate accounts payable checks:
AP 216.01 Daily XX
AP 216.02 Weekly XX
AP 216.03 Monthly XX
AP 216.04 On demand XX
AP 217.00 Generate checks and stubs providing the following information on the stubs:
AP 217.02 Voucher number XX
AP 217.03 Vendor invoice number XX
AP 217.05 P.O. and/or encumbrance number XX
AP 217.06 Invoice date XX
AP 217.07 Invoice amount XX
AP 217.08 Discounts taken XX
AP 217.09 Messages (e.g., mail or hold check for pickup) XX
AP 218.00 Print unlimited check stub detail on successive check stubs. XX
Generate EFTs (including ACH,CTX and wire transfer) for vendors that have been previously
XX
AP 219.00 approved for EFT.
Generate EFTs for individual invoices or contracts selected by the user, with security. XX
AP 220.00
AP 221.00 Sort EFT pre-notes by account and bank for transmission to bank. XX
AP 222.00 Support Bank of America e-Payments XX
223.00 Support the use of multiple banks with multiple accounts for both checks and EFTs. XX
AP
AP 224.00 Track and reconcile procurement card transactions online. XX
Generate working positive pay files with check number, check amount and payee verification. XX
AP 225.00
Generate payments compliant with current Check 21 and ANSI.X.937 MICR standards. XX
AP 226.00
Allow for the release of payment vouchers to payment processing by batch, document, or
227.00 individual line item. System does not process payments (checks or direct deposits) until XX
AP authorized personnel release payment voucher records.
AP 228.00 Apply credit and debit memo amounts before producing payment. XX

XX 588 100.00%

Number Code Module
229.00 Apply credit memos only to the extent that they do not produce a negative payment. XX
AP
AP 230.00 Designate checks for special handling and specify priority in printing cycle. XX
Release retainage upon completion of project/milestones or other user defined criteria. XX

AP 231.00
AP 232.00 Release retainage anytime during the project/contract, with security. XX
Generate an electronic notice to an employee that a payment has been scheduled for
233.00 XX
AP reimbursement of expense.
Make payments via the following bank methods EFT, ACH, BofA e-Payables, direct deposit,
234.00
AP check and automatically record the transaction:
AP 234.01 EFT XX
AP 234.02 ACH XX
AP 234.03 BofA e-Payables XX
AP 234.04 direct deposit XX
AP 234.05 check XX
AP 234.06 other banking methods. Please explain additional capabilities. XX
AP 235.00 Print accounts payable checks and check register. XX
Print checks through the following means: on-demand (override batch), on-schedule/same
236.00 XX
AP day, or manual (immediate).
237.00 Process a wire or other electronic funds payment against a system generated purchase order. XX
AP
Produce, through secure printers, checks with MICR encoding, post office approved bar codes,
238.00 XX
AP and electronic signatures.
AP 239.00 Provide for flexible check printing formats. XX
Provide function for automated process of reversing accounts payable checks. Provides option
to automatically create reversing entries in the general ledger, and void the check in the check
240.00 XX
reconciliation system. When voiding a check, the system will give the user the option to leave
the invoice open for payment, or void the invoice automatically.
AP
AP 241.00 Sequentially number and control payments and remittance advices. XX
AP 242.00 The system must be able to handle handwritten checks and bank drafts. XX
Track canceled and/or deleted payments by name, date, amount, check number, and check
243.00 XX
AP date.
AP 244.00 Tracks performance measures by user ID for productivity analysis. XX
Report on payments to vendors within or across the following categories, for user defined
AP 245.00 periods such as:

XX 588 100.00%

Number Code Module
AP 245.01 Agency/government entity XX
AP 245.02 Program/function XX
AP 245.03 Fund XX
AP 245.05 Organization XX
Filter the above report so as to only show vendors where the total payment is less than, equal
XX
AP 246.00 to, or greater than a user specified amount.
Provide status of any submitted voucher or fund or project to review payments to date and
247.00 XX
AP committed funds.
AP 248.00 Record estimates and maintain a history of changes by contractor and project. XX
Track the total dollar volume of purchases made to each merchant even if the payments for
XX
AP 249.00 these purchases are made in total to the P-Card provider.
Report all 1099 related purchases for specific Vendor even if the payment for these purchases
XX
AP 250.00 are made in total to the P-Card vendor.
AP 251.00 Track travel categories through the P-Card. XX
AP 252.00 Track expenditures and purchases against P-Cards. XX
Define and report on P-Card limits by department or other criteria (e.g., cardholder). XX
AP 253.00
The system must produce all registers and audit reports necessary to provide a complete audit
254.00 XX
AP trail.
255.00 Maintain audit trail for changes made to the vendor file- who made them and when. XX
AP
AP 256.00 Track inactive vendors, based on time passage since last use. XX
AP 257.00 Include on the check register the:
AP 257.01 Payee name and number XX
AP 257.02 Individual check amount XX
AP 257.03 Number of checks written XX
AP 257.04 Total dollar amount of checks written XX
AP 257.05 Total number of vouchers XX
AP 257.06 To/from range of check numbers XX
AP 258.00 Print check register by payee name or number. XX
List, by check date, all checks printed and EFT transactions processed, in check number order,
XX
AP 259.00 with associated source document number and detail.
AP 260.00 Track productivity per user ID. XX
AP 261.00 List all unmatched transactions such as:
AP 261.01 Invoices with no voucher XX

XX 588 100.00%

Number Code Module
AP 261.02 Receivers with no invoices XX
AP 262.00 List all documents in error held in suspense from batch processing. XX
AP 263.00 Disclose daily control reports that summarize all accepted transactions. XX
AP 264.00 Produce a report of all paid invoices/payment vouchers. Allow selection by:
AP 264.01 Vendor/employee XX
AP 265.00 Report daily, weekly, or monthly future payment requirement schedule. XX
AP 266.00 Produce a report of all canceled checks by organization. XX
List all accounting entries created through transactions that were processed and track the
XX
AP 267.00 information.
Track all cash disbursements by financial reporting categories required by GAAP (i.e., other
268.00 XX
funds, component units, related governments, private customers, federal).
AP
Produce a report of all vendor activity showing a recap of accounts payable activity by vendor
AP 269.00 with:
AP 269.01 Beginning balance XX
AP 269.02 Outstanding invoices XX
AP 269.03 Credit memo XX
AP 269.04 Paid invoices XX
AP 269.05 Time period XX
AP 269.06 1099 reportable payments XX
AP 269.07 Ending balance XX
Produce a report of vendors who have had no activity for a specified amount of time. XX
AP 270.00
AP 271.00 Produce a Vendor Credit Balance Report. XX
Produce a report of all the transactions entered or approved by each accounts payable clerk. XX
AP 272.00
AP 273.00 Produce statistics on payment turnaround time. XX
AP 274.00 Ability to audit: XX
Any changes to account distribution from the original
274.01
AP document
AP 274.02 All cancelled documents XX
AP 275.00 Audit disbursements by:
AP 275.01 Purchase order number XX
AP 275.03 Voucher number XX

XX 588 100.00%

Number Code Module
AP 275.05 Check/ACH/wire transfer number XX
AP 275.06 Check/ACH/wire transfer date XX
AP 275.07 Payee name and number XX
AP 275.08 Fund XX
AP 275.10 By approver XX
Produce 1099 and 1099R files that fully comply with current and on-going IRS standards (i.e.,
276.00 XX
AP no special characters, appropriate use of blanks, etc.).
Print edit report of selected items with option to make desired changes prior to processing
277.00 XX
AP checks.
List all accounting entries created through transactions that were processed and track the
AP 278.00 information by the following:
AP 278.02 Grants XX
AP 278.03 Projects XX
AP 278.04 Transaction type XX
AP 278.05 Date range XX
Report on payments to one or more vendors by user defined periods within or across the
AP 279.00 following categories:
AP 279.01 Program/function XX
AP 279.03 MBE Status XX
AP 279.04 Vendor location XX
Filter all reports so as to only show vendors where the total payments exceeded a user
XX
AP 280.00 specified amount.
Print U.S. Post Office approved barcodes on checks and print Post Office reports required to
281.00 XX
AP obtain mailing discounts.
AP 282.00 Track/and report the following information:
AP 282.01 Status of all expense reimbursements by employee XX
AP 282.02 Paid expense reimbursements by employee XX
AP 282.03 Unpaid expense reimbursements by employee XX
AP 282.04 Expense reimbursements awaiting action by approver XX
AP 282.05 Expense reimbursements approved by approver XX
AP 282.06 Expense reimbursements rejected by approver XX
AP 282.07 Travel authorizations awaiting close-out and/or payment XX

XX 588 100.00%

Number Code Module
AP 283.00 Provide limited inquiry on paid checks for user departments with security. XX
Accounts Payable Disbursements Report: User defined parameters must include Sort on all
fields and print paid items within a range of payment dates. Sort sequence options must
284.00 XX
include fund, department and vendor. Choice to print General Ledger distribution and fund
AP totals.
End user reporting tools must be available to create queries and/or reports, using data from any
285.00 of the fields within the Accounts Payable system. The interface must be ODBC compliant and XX
have the capTransfer data to third party applications Microsoft Excel, Access, etc.
AP
Generate daily report of all payments and wire transfers that could not be generated due to
286.00 XX
AP funds not being available.
History Check Register: Provide the Print a check register for any range of dates or check
287.00 XX
AP numbers.
288.00 Produce a listing of payment vouchers that have not been approved for payment. XX
AP
Produce a monthly report of all outstanding encumbrances by any user-defined criteria (e.g.,
289.00 XX
AP department, grant, project, etc.).
AP 290.00 Produce mailing lists, labels, and cards. XX
AP 291.00 Provide Match Discrepancy Report (discrepancies between matched items). XX
AP 292.00 Query or report on any field within the system. XX
The system must be able to provide a cash requirement report based on user defined periods of
293.00 XX
AP time.
Set up and administer accounts payable approval workflow that includes routing rules that can
294.00
AP be set up by:
AP 294.01 Account/object code XX
AP 294.03 Buyer XX
AP 294.04 Project XX
AP 294.05 Program area XX
AP 294.06 Fund XX
AP 294.07 Grants and sub-grants XX
AP 294.08 Dollar amount XX
AP 294.09 Document type XX
AP 294.10 Transaction type XX
AP 294.11 Commodity or service XX
AP 294.12 Other user defined criteria XX

XX 588 100.00%

Number Code Module
Ability for system to reject or generate alerts when a vendor that is being set up and an
AP 295.00 XX
employee have the same address and/or social security number.
Ability for system to reject or generate alerts when vendors with duplicate names or addresses
AP 296.00 XX
are being set up.
Establish rules in the three-way matching process. If the match passes these rules,
AP 297.00 Automatically generate a voucher. If match fails these rules, ability to not automatically XX
generate a voucher.
AP 298.00 Accommodate an electronic hierarchical approval path for approvals of payment requests. XX
AP 299.00 Override three way matching and process payments with proper approval. XX
AP 300.00 Flags vendors that are 1099 eligible XX
Withhold federal back-up withholding rate (currently 28%) if a vendor does not provide
AP 301.00 XX
correct W-9 information.
Calculate separate withholding from payments based on federal requirements which can be
AP 302.00 XX
vendor and/or transaction specific (e.g., upcoming 3% withholding requirement).
AP 303.00 Apply payments to original Vendor for historical and 1099 processing. XX
Record 1099 information for multiple payment categories (e.g., rents, health care payments,
AP 304.00 XX
non employee compensation and other published 1099 formats).
AP 305.00 Accumulate 1099 amounts on a calendar year, cash basis. XX
Accumulate 1099 expenditures in the accounts payable system from other systems outside the
AP 306.00 XX
system.
AP 307.00 Update 1099 amounts for any related check cancellations. XX
AP 308.00 Maintain electronic file of paper 1099 to account for all corrections made to the forms. XX
Automate annual updates to comply with federal or withholding changes to 1099 forms and
AP 309.00 XX
tape.
AP 310.00 Create a file with all 1099 related information for federal and state reporting purposes. XX
AP 311.00 Produce a report of all Vendors with 1099 balances. XX

AP 312.00 Print 1099 statements. XX
AP 314.00 Designate a vendor as 1099 reportable or not 1099 reportable. XX
AP 315.00 1099 reporting capability including magnetic media. XX
AP 316.00 Utilize a single vendor master file. XX
AP 317.00 Add vendor master file data when initial Accounts Payable invoice is entered. XX
AP 318.00 Allow for virtually unlimited multiple addresses for each vendor. XX

XX 588 100.00%

Number Code Module
AP 319.00 Purge or archive old vendor records to manage file size. XX
Indicate possible duplicate vendor entries even if entry is not exact match (e.g. Ace Plumbing
AP 320.00 XX
vs. Ace Plumbing Inc).
AP 321.00 Provide a designation code for each vendor, including 1099, minority, or other special status. XX
AP 322.00 Provide for the establishment of discount and payment terms for each vendor. XX
AP 323.00 Retain vendor history including current period, year to date and all prior history. XX
AP 324.00 Easily identify vendors by multiple sort criteria (such as a location within State of Florida). XX
Suspend and restart payment for specified vendors, parent vendor groups, contracts or work
AP 325.00 XX
orders for user defined duration.
Accommodates user defined vendor categories (e.g., Minority Business Enterprises, Problem
AP 326.00 XX
vendors, etc.).
AP 327.00 Add, change or delete vendor master file records--for users with authorized security. XX
AP 328.00 Establish parent/child relationships in the vendor master file. XX

Link or "relate" vendors that are subsidiaries where you order from one company and pay
AP 329.00 XX
another.
AP 330.00 Maintains multiple location addresses for each vendor (e.g., remit to, ship to, etc.) XX
Payment information will be maintained both on a calendar basis and on a fiscal year basis for
AP 331.00 XX
each vendor.
Provide a process to merge the vendor master information and vendor history for duplicate
AP 332.00 XX
vendors.
AP 333.00 Records vendor performance data XX
AP 334.00 Supports an unlimited number of codes for vendor commodities. XX
AP 335.00 Vendor data must include but not necessarily be limited to following:
AP 335.02 Name XX
AP 335.03 Remittance address XX
AP 335.04 1099 Type Code XX
AP 335.05 Telephone number XX
AP 335.06 Fax number XX
AP 335.07 Contact person (unlimited number of contacts) XX
AP 335.08 E-mail addresses for all contacts XX
AP 335.09 Taxpayer ID numbers (federal, state, and local) XX

XX 588 100.00%

Number Code Module
AP 335.10 At least 10 user-defined fields XX
Verify that vendor is not in a payment “hold” status prior to generating payment and prevent
AP 336.00 XX
generation of payment for vendors in hold status.
Ability for voided or corrected payments to adjust to year-to-date vendor totals and purchasing
AP 337.00 XX
information.
AP 338.00 Prevent duplicate vendor set up by, SSN, employee ID, or tax ID number. XX
Have multiple vendor addresses in record based on multiple address types (e.g., headquarters,
AP 339.00 XX
sales, receivables, and remittance addresses)
AP 340.00 Designate default vendor payment method as paper, ACH, or wire. XX
AP 341.00 Record refunds from vendors, as well as credit and debit memos. XX
Set up and administer workflow capability that allows invoices/expenditure transactions to be

AP 342.00 XX
routed for approval based upon predefined business rules, including prompting for approvals.
AP 343.00 Decentralize accounts payable entry in multiple departments. XX
AP 344.00 Ability for multiple areas to handle the routing of received invoices for approval. XX
AP 345.00 Flag and/or prevent out of date range blanket purchase order transactions. XX
AP 346.00 Support expungement requests, i.e. for court-ordered removal of all records from the system. XX
AP 347.00 Flag purchases for fixed asset upon receipt of good. XX

Utilize matching capabilities (e.g. matching of vendor invoice with purchase order) at multiple
AP 348.00 XX
levels (e.g., two- or three-way match).
AP 349.00 Place vouchers on hold for user-definable reasons and to enter reasons for hold. XX
AP 350.00 Process travel vouchers automatically with electronic approval. XX
Provide a complete bank reconciliation process including the matching of outstanding and
AP 351.00 XX
cleared checks with issued checks.
AP 352.00 Place a voucher/payment on hold and notify authorizer. XX
Provide for the recording of voided checks on-line with automatic generation of the
AP 353.00 XX
appropriate accounting entry.
Ability to separate and document responsibilities between receipt of goods and match of order
AP 354.00 XX
to invoice of goods.
Provide notification according to user defined parameters (such as length of time) and allow
AP 355.00 XX
the user the option to close out/reverse encumbrances.
Perform automated partial or complete liquidation of an encumbrance by payment or

AP 356.00 XX
completion of order against a vendor invoice (even when the full amount is not being paid).

XX 588 100.00%

Number Code Module
Remove entered voucher if it has not been properly submitted for payment with corresponding
AP 357.00 XX
audit trail, and to record reason for change.
AP 358.00 Void an invoice. XX
AP 359.00 Identify and prevent vendor invoice backdating. XX
Reconcile bank purchasing card transaction records with accounts payable system records and
AP 360.00 XX
flag discrepancies.
AP 361.00 Add account, cost centers and fund information for purchasing card processing. XX
AP 362.00 Track the routing of bills to external agencies. XX
AP 363.00 Utilize customizable workflow options for payment process. XX
AP 364.00 Inactivate vendors based upon automatic rules (e.g., no activity in the past two years.). XX
Generate a warning message when travel claims are entered for the same traveler with
AP 364.00 XX
overlapping travel periods.
AP 366.00 Notify approvers that travel claims have overlapping travel periods. XX
AP 367.00 System must be able to support receipt of electronic invoices from vendors XX
Calculate mileage based upon user specified origination and destination using entity's business
AP 368.00 XX
rules, with Override.
AP 369.00 Automatically notify approvers that a travel claim has been submitted. XX
AP 370.00 Allow employees to modify rejected travel claims. XX
AP 371.00 Vendors can enter address data through the Internet, with proper workflow approval XX
AP 372.00 Automatically notify the employee when travel claim has been processed for payment. XX
AP 373.00 Vendors can update address data through the Internet with proper security XX
AP 374.00 Flag invoices for additional workflow approval upon entry. XX
Automatically archive cleared checks from the database dependent upon a table driven age
AP 375.00 XX
limit and maintain history access.
AP 376.00 Flag checks as being stale based on user defined check date range. XX
AP 377.00 Enter invoices as pre-approved, with the appropriate security. XX
AP 378.00 Enter journal entries to process corrections and adjustments. XX
AP 379.00 Facilitate auditing of quantity, price, and other information. XX
AP 380.00 Set up tolerances (e.g. amount or quantity tolerances) for 3 way matching. XX
AP 381.00 Process pre-defined payment categories without a match process. XX
AP 382.00 Assure that check numbers assigned by the system match preprinted check numbers. XX

XX 588 100.00%

Number Code Module
Sort disbursement payments in multiple ways (e.g. by vendor, department, buyers, and other
AP 383.00 XX
criteria).
AP 384.00 Control the printing of checks to secured (as designated) printers. XX
AP 385.00 Generate email notification to payee of EFT payments. XX
AP 396.00 Comply with applicable Florida prompt payment requirements. XX
AP 397.00 Prevent the re-use of vendor numbers. XX
AP 398.00 Accept electronic billings from vendors and process appropriate payments to vendors. XX
AP 399.00 Allow prepayment and the Monitor for and record the receipt of goods or services. XX
Associate payment with matching purchase documentation and receiving information and
AP 400.00 allows users to check validity and details of payment on-line and in real time, prior to creating XX
payment voucher.
Automatically initiate payment transactions based on a payment or milestone schedule as
AP 401.00 XX
established in vendor contracts.
AP 402.00 Process invoices and payments to multiple accounting periods on the same processing date. XX
AP 403.00 Ability for addition of user-defined fields. XX

Allocate encumbrances/expenditures to different accounts other than those indicated on the
AP 404.00 XX
original document with appropriate authority.
Set up message alerts on payment screens based on vendor, the organization, or account
AP 405.00
including:
405.01 Payment against code xxxxxx - "This payment requires the entry of a project number". XX
AP
A payment to John Doe - "Follow garnishment procedures before finalizing this
405.02 XX
AP payment"
AP 405.03 Payment to account YYxxx - "This payment requires a contract" XX
AP 405.04 Payment to a Zxxxxx account - "This payment must be a refund or pass-through revenue" XX
AP 405.05 Provides emergency check writing with concurrent authorization controls. XX

AP 405.06 Reprint the remittance advice. XX
AP 406.00 Route stop payment requests electronically for approval. XX
The system must provide an option to print separate checks for a single vendor, when needed.
AP 407.00 XX
The system default, however, must be to pay all invoices from a vendor with one check.
AP 408.00 Perform annual encumbrance reviews and close-outs at yearend. XX

XX 588 100.00%

Number Code Module
AP 409.00 Consolidate multiple invoices from one vendor and pay with one voucher. XX
AP 410.00 Change the account code assigned to a payment, with security. XX
AP 411.00 Identify travel line items that require receipts. XX
Support chart of account number distribution changes at the line item level on either
AP 412.00 XX
requisition, PO, invoice, or payment.
Accommodate management of bank transmission files (sorts pre-notes and EFT payments by
AP 413.00 XX
ACH clearing account and sends file at appropriate time).
AP 414.00 Encumber freight amount and prorate to multiple account distributions. XX
The system must allow an unlimited of distributions for the invoice amount. Prior to
AP 415.00 processing, the user must be able to access the invoice to change the account distribution as XX
needed. The user must be able to make these changes directly to the accounts and/or amounts.
AP 416.00 Reference an encumbrance document and liquidate that encumbrance upon payment. XX

Functional Category: INVENTORY Summary Statistics (389)
XX 389 100.00%
Response
Code
IN 1.00 Allow inventory to be classified by purchasing commodity code(s). XX
Designate certain commodities with units of measure that cannot be ordered in less than
IN 2.00 XX
complete units
IN 3.00 Maintain an audit trail of all automatic inventory processes. XX
IN 4.00 Reverse inventory items when they are found to be defective and returned. XX
IN 5.00 Update stock item data and maintain all the specific data for:
IN 5.01 Purchases XX
IN 5.02 Returns to stock XX
IN 5.03 Returns to supplier XX
IN 5.04 Adjustments XX
IN 5.05 Transfers XX
IN 5.06 Receipts XX
IN 5.07 Requisitions XX
IN 5.08 Backorders XX
IN 5.09 Defective or Damaged Parts Returned to Vendor XX
IN 5.10 Issuance of Inventory XX
IN 5.11 Surplus or Junk Items XX
IN 5.12 Recalls XX
IN 5.13 Missing XX
IN 5.14 Other user defined items XX
IN 6.00 Accommodate a user-defined stock item table. XX
IN 7.00 Accommodate an unlimited number of inventory items. XX
IN 8.00 Accommodate cyclical ordering. XX
IN 9.00 Accommodate items with zero dollar value (I.e., govt. commodities or donations, etc) XX
Allocate purchases and stock to various divisions, warehouses, section of warehouse, cost
IN 10.00
center, multiple ship-to addresses, etc. (i.e., drop shipping).
IN 11.00 Allocate purchases and stock to various: XX
IN 11.01 Departments XX
IN 11.02 Warehouses XX
IN 11.03 Section of warehouses XX
IN 11.04 Locations XX
IN 11.05 Cost Center XX
IN 11.06 Purchase Orders from outside entities XX
Inventory Page 167

XX 389 100.00%
Response
Code
IN 11.07 Work Orders XX
IN 11.08 Other user defined locations XX
Allocate the cost of inventory, based on markup if applicable, back to the requesting entity and
IN 12.00 XX
reverse the accounting transactions if items are returned to the warehouse.
Allow users to specify a mark-up or overhead cost for each individual commodity code or
IN 13.00 XX
item.
IN 14.00 Allow for electronic approval for receipts, issues, and other related inventory functions. XX
IN 15.00 Allow inventory to be classified by purchasing commodity code number. XX

Allow transfers of stock items from project to project, between cost centers, among divisions,
IN 16.00 and among warehouses with corresponding addition and depletion figures, with the proper XX
authorization/approval.
Allows users to specify a mark-up or overhead cost for each individual commodity code,
IN 17.00 XX
commodity code grouping or item.
Archive history information for stock items with a zero on-hand quantity and no activity over
IN 18.00 XX
a user-defined time period.
Assign a reason code and Provide comments for stock adjustments (i.e., Inventory Adjustment,
IN 19.00 XX
Defective, etc.).
Assign user-defined expenditure accounts, by default, to transactions based on commodity
IN 20.00 code, account code, and transaction type (with override capability only with appropriate XX
security).
IN 21.00 Automatic notification of re-order points and creation of appropriate PO or blanket release XX
Automatically adjust item costs in the inventory system based upon adjustments made in
IN 22.00 XX
accounts payable system.
IN 23.00 Automatically assign stock requisition numbers. XX
IN 24.00 Automatically calculate a mark-up cost for each individual commodity code or item. XX
IN 25.00 Automatically calculate an overhead cost for each individual commodity code or item. XX
Automatically carry an item code forward from an electronic catalog to a transaction being
IN 26.00 XX
initiated by a user.
IN 27.00 Automatically update inventory on-order information at the time a purchase order is created. XX
Inventory Page 168

XX 389 100.00%
Response
Code
Bar code inventory (or equivalent such as RFID, etc.) and the ability to opt out of this
IN 28.00 XX
functionality.
Block inventory requisitions based on user-defined characteristics (e.g., location does not have
IN 29.00 XX
part so cannot request).
IN 30.00 Calculate and store the average cost of an item held in inventory. XX
IN 31.00 Can accommodate items with negative dollar value and/or negative quantity. XX
IN 32.00 Can accommodate items with zero dollar value and/or zero quantity. XX
IN 33.00 Can accommodate standard commodity codes and groupings (e.g., NIGP). XX
Can be configured so that default values for transactions can be inferred from transaction type,
IN 34.00 XX
certain data entered, etc.
IN 35.00 Can maintain a history of part number if the manufacturer's part number changes. XX
IN 36.00 Can produce a bar-code item tag. XX

IN 37.00 Can track and produce a hard copy stock tag. XX
IN 38.00 Can track expiration/spoil date by specific stock items. XX
IN 39.00 Charge requesting department account for inventory issues XX
IN 40.00 Check status of inventory transfers on line. XX
IN 41.00 Create a requisitioning document to order inventory items from State/County contract. XX
Create and route electronic forms for electronic approval (e.g., approval notification and
IN 42.00 reporting for write-off of damaged, non-moving, obsolete inventory; requisitions; adjustments; XX
transfers; receipting; etc.).
Cross-reference and track an internal part number with a manufacturer's part number or
IN 43.00 XX
distributor's part number.
Define default warehouse views for users (i.e., users are restricted to using certain warehouses
IN 44.00 XX
based on region, etc.).
IN 45.00 Define, by item, the variables used in determining reorder points and reorder quantities. XX
IN 46.00 Delete backorders through proper security XX

IN 47.00 Differentiate between raw materials inventory and consumable inventory. XX
IN 48.00 Electronically process receipts, issues & returns XX
Enter requisitioning document for an item at the lowest level (area) and flow up to higher level
IN 49.00 XX
(district) and automatically create a PO in the purchasing system if the item is not available.
IN 50.00 Establish sales price for manufactured goods (including overhead and markup). XX
Inventory Page 169

XX 389 100.00%
Response
Code
IN 51.00 Generate and print bin labels with barcodes. XX
Has the Establish, maintain, adjust, archive and delete inventory stock item records in real-
IN 52.00 XX
time based on user security.
IN 53.00 Has an inventory labeling method that will withstand various environments. XX
Has the Retain detailed transaction (i.e., receipt, issuance, adjustments, transfers, etc.) history
IN 54.00 for all items and provide trending reports (cost, usage, inventory on-hand, last used, projected XX
usage, etc.) for a user-defined period of time
IN 55.00 Has the Update stock item data and maintain all the specific data for:
IN 55.01 Returns XX
IN 55.02 Adjustments XX
IN 55.03 Transfers XX
IN 55.04 Receipts/Additions XX
IN 55.05 Requisitions XX
IN 55.06 Issuance of inventory XX
IN 55.07 Recalls XX
IN 55.08 Disposals XX
IN 55.09 Refurbish XX
IN 56.00 Identify items as parts or sub-assemblies for higher-level items. XX
IN 57.00 Indicate items approved for use as substitutes for the original item. XX
IN 58.00 Indicate stock on hand by each location or multiple locations. XX
IN 59.00 Indicate stock on order by each location or multiple locations. XX
IN 60.00 Interface with bar-coding/RFID equipment for receipting and issuing of inventory. XX
Inventory Management module is integrated with all relevant modules including, but not
IN 61.00
limited to the following:
IN 61.01 General Ledger XX
IN 61.02 Accounts Payable XX
IN 61.03 Purchasing XX
IN 61.04 Cost Allocation XX
IN 61.05 Work Order Management XX
IN 61.06 Accounts Receivable XX
IN 61.07 Grant/Project Accounting XX
IN 61.08 Asset Management XX
IN 61.09 Fleet Management XX
IN 62.00 Keeps usage statistics (receipts, issues, etc.) on inventory items. XX
Inventory Page 170

XX 389 100.00%
Response
Code
Maintain a store inventory (warehouse/location) system, including but not limited to stock
IN 63.00 receipting, transfers, ordering, recovering, withdrawals, defective items, returns and all XX
inventory functions - with online capabilities and automatic real-time posting.
IN 64.00 Maintain an unlimited number of separate storerooms for each individual organization. XX
IN 65.00 Maintain and track the following information for inventory items:
IN 65.01 Item description (short) XX
IN 65.02 Support manufacturer's brand/model/part number XX
Long text description (unlimited text-indicate any limitations in the comments field)
IN 65.03 XX
IN 65.04 Unit of measure XX

IN 65.05 Unit Cost XX
IN 65.06 Number of items in unit (i.e. quantity of widgets in a box) XX
IN 65.07 Actual price XX
IN 65.08 Bulk Cost XX
IN 65.09 Weighted average price XX
IN 65.10 Markup price (user defined percentage added to some other costing method) XX
IN 65.11 Vendor number XX
IN 65.12 Primary Vendors XX
IN 65.13 Min-Max Points XX
IN 65.14 Quantity on hand XX
IN 65.15 Quantity on order XX
IN 65.16 Quantity received on orders XX
IN 65.17 Quantity on back-order XX
IN 65.18 Quantity Committed XX
IN 65.19 Ordered year-to-date XX
IN 65.20 Received year-to-date XX
IN 65.21 Issued current period XX
IN 65.22 Issued year-to-date XX
IN 65.23 Commodity code XX
IN 65.24 Stock Number XX
IN 65.25 Shelf Life or Expiration Date XX
IN 65.26 Warranty term XX
IN 65.27 Location XX
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XX 389 100.00%
Response
Code
IN 65.28 Component items (e.g. subtitles of a series of books) XX
IN 65.29 Text field for miscellaneous entry XX
IN 65.30 Hazardous material designation. XX
IN 65.31 Other user defined fields XX
IN 66.00 Maintain audit history based on user-defined criteria. XX
IN 67.00 Maintain user id, date, and time for all inventory functions. XX
Maintain warranty information (regular and/or extended) on the inventory record as well as
IN 68.00 XX
maintenance and/or warranty repairs performed on the inventory once issued.
Maintains a table of master descriptions to ensure common descriptions are used throughout
IN 69.00 XX
the procurement and inventory process.
IN 70.00 Make inventory adjustments with proper security XX
IN 71.00 Must be table-driven (i.e., configurable and no hard-coded rules, etc). XX
IN 72.00 Notify buyer when sales order quantities exceed on-order quantities XX
IN 73.00 Notify end users of unfilled requisitions due to no stock or no available budget XX
IN 74.00 On-line inventory adjustment capabilities with proper approval levels. XX
On-line screen to show actual quantity on hand, less quantity committed, equals quantity
IN 75.00 XX
available. Drill-down to see which locations have committed quantities.
Place a cap on the quantity and dollar amount of an item that can be issued to a requestor
IN 76.00 XX
during a specified time period with override approval, with appropriate security
IN 77.00 Prioritize the use of specific inventory items. XX

IN 78.00 Provide a multi-level location structure, to include:
IN 78.01 Building/Department, floor, room and desk XX
IN 78.02 Warehouse (for example - central supply) XX
IN 78.03 Storage Area (for example - 2nd floor NW quadrant) XX
IN 78.04 Aisle XX
IN 78.05 Bin XX
IN 78.06 Shelf XX
IN 78.07 Rack XX
IN 78.08 Cart XX
IN 78.09 Vehicle XX
IN 78.10 Required environmental conditions for the specific location XX
IN 78.11 Other fields as defined by users XX
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XX 389 100.00%
Response
Code
Provide a variable length field to contain requirements for maintaining or servicing an item
IN 79.00 (i.e. expiration date of a stock item, unused item must be serviced if idle for x amount of time, XX
etc.).
IN 80.00 Provide for manual overrides of reorder points and reorder quantities. XX
IN 81.00 Provide on-line stock catalogs. XX
IN 82.00 Provide primary and multiple secondary locations of stocked items. XX
IN 83.00 Provide the following inventory costing methods:
IN 83.01 Weighted Average XX
IN 83.02 LIFO (Last In First Out) XX
IN 83.03 FIFO (First In First Out) XX
IN 83.04 Replacement XX
IN 83.05 User-defined costing methods XX
Provides a variable-length, free-form character field available for describing special handling
requirements, including but not limited to: hazardous material classification, storage
IN 84.00 XX
requirements, special clothing requirements, special instructions for handling and disposal,
spill response, and notification requirements.
Provides an extensive item master and item history capable of managing materials items and
IN 85.00 cataloged services including multiple numbering nomenclature schemes (NIGP, UPC, SKU) XX
for items and services via bar code.
IN 86.00 Provides excess or non-moving inventory and obsolete item analysis and reporting. XX
IN 87.00 Provides for inventory control accounts (or central stock accounts) as defined by users. XX
IN 88.00 Provides forecasting functionality for use in analyzing item usage and projecting future usage. XX
Provides quantity unit of measure conversions (conversion formula to calculate number of

IN 89.00 units from number of order quantities, e.g., 4 boxes = 48 units, conversion of pounds of 12 XX
gauge insulated copper wire into feet of wire, etc.).
IN 90.00 Provides the ability for authorized users to make additions to the Master Inventory List. XX
IN 91.00 Provides the ability for store room personnel to receive inventory items electronically. XX
IN 92.00 Acknowledge items or property donated or transferred to/from other agencies. XX

IN 93.00 Track inventory items belonging to other departments XX
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Code
Summarize inventory transactions and transfer associated charge-back cost information to
IN 94.00 XX
accounts.
IN 95.00 Provides the following fields for each inventory item:
IN 95.01 Serial number XX
IN 95.02 Manufacturer's part number XX
IN 95.03 Manufacturer name XX
IN 95.04 Internal part number (a minimum of 8 alphanumeric characters) XX
IN 95.05 Item name XX
IN 95.06 Item description (short) XX
IN 95.07 Item description (long) XX
IN 95.08 Order Unit of Measure XX
IN 95.09 Issuance Unit of Measure XX
IN 95.10 Reorder level XX
IN 95.11 Hazardous Material flag XX
IN 95.12 Stocking location XX
IN 95.13 Special handling (free form field) XX
IN 95.14 Shelf life XX
IN 95.15 Default Chart of Account fields XX
IN 95.16 Reorder quantity XX
IN 95.17 Order Unit of Measure and Price XX
IN 95.18 Issuance Unit of Measure and Price XX
IN 95.19 Warranty information XX
IN 95.20 Date of last physical count XX
IN 95.21 Minimum Price XX
IN 95.22 Maximum Price XX
IN 95.23 Minimum Quantity XX
IN 95.24 Maximum Quantity XX
IN 95.25 On-Hand XX
IN 95.26 On-Order XX
IN 96.00 Receive purchases into inventory and expense as used. XX
IN 97.00 Record issues and receipts for inventory. XX
IN 98.00 Record status of items (e.g., spoilage, cancellation, quarantined, damaged, etc.). XX
IN 99.00 Record transfer of inventory stock among locations. XX
IN 100.00 Required environmental conditions for the specific location XX
IN 101.00 Reserve/commit inventory quantity. XX
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IN 102.00 Return items to inventory and credit GL accounts XX
IN 103.00 Search cross-referenced list of approved substitutes. XX
IN 104.00 Select and sequence physical inventory and cycle count documents. XX
IN 105.00 Sort and group inventory items by user selectable fields for display and printed reports. XX
Submit purchase requisitions for inventory items electronically and update inventory on-order
IN 106.00 XX
quantities automatically.
IN 107.00 Support multiple warehouses/locations (i.e., maintenance, transportation) XX
IN 108.00 Supports handheld reading devices, e.g. Bar code readers. XX
IN 109.00 Supports the use of bar-coding technology as follows:
Provide a pre-defined interface to accept and interpret bar-coded data from receiving
IN 109.01 documents, cycle counts, and shipments XX
IN 109.02 Recognize SKU and multiple commodity codes via bar-code technology XX
IN 109.03 Capture product information during inventory picking XX
IN 109.04 Capture product information when performing cycle counts XX
Track and produce a hard copy stock tag (bar code label) which includes the following
IN 110.00
information:
IN 110.01 Stock location XX
IN 110.03 Manufacturer name XX
IN 110.04 Stock Number XX
IN 110.05 Unit of measure XX
IN 110.06 Issuing unit by location XX
IN 110.07 Cost XX
IN 110.08 Commodity Code XX
IN 110.09 Reference Field (user defined) XX
IN 110.10 Part Number XX
IN 110.11 Other fields as defined by Users XX
IN 111.00 Track defective and returned items XX
IN 112.00 Track hazardous qualities of inventory items as identified by the hazardous material number. XX
IN 113.00 Track inventory consumed for purpose of determining cost drivers for cost allocations. XX
IN 114.00 User can attach documents to the files (such as):

IN 114.01 Parts Lists XX
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IN 114.02 Manuals XX
IN 114.03 Pictures XX
IN 114.04 Installation Information and Diagrams XX
IN 114.05 Other Pertinent documents XX
TRANSACTION PROCESSING
Accommodates Work in Process inventory cost. (Inventory is issued to a job and labor is
IN 115.00 XX
applied to the job. The finished job is transferred back into inventory as a stock item).
Adjust the following balances online for all types of inventory transactions, with proper
IN 116.00 XX
approvals: number of units, unit cost and inventory dollar balance.
IN 117.00 Automatically update allocated inventory when stock request is received. XX
IN 118.00 Automatically update inventory on-order information at the time a purchase order is released. XX
IN 119.00 Automatically updates inventory balances and order status at the time of transaction entry. XX
IN 120.00 Enter transactions on-line at multiple sites. XX

Generate an online notification any time a transaction reduces inventory on hand to a point at
IN 121.00 or below the minimum reorder point and/or safety stock level or would create a backorder XX
situation.
IN 122.00 Issue an item and identify it to a specific grant, program, project, contract, fund, etc. XX
IN 123.00 Maintains an audit trail for inventory transactions including:

IN 123.01 User Id XX
IN 123.02 Facility XX
IN 123.03 Item number XX
IN 123.04 Quantity XX
IN 123.05 Unit of Measure XX
IN 123.07 Transaction type XX
IN 123.08 Date XX
IN 123.09 Time XX
IN 123.10 Document number XX
IN 123.11 Other fields as defined by users XX
IN 123.12 Chart of accounts XX
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IN 123.13 Unit Cost XX
IN 124.00 Provides on-line inventory adjustment capabilities with proper approval levels. XX
IN 125.00 Reverse, cancel, or reject any stock requisition. XX
IN 126.00 Supports the processing of the following inventory transactions:
IN 126.01 Stock purchases XX
IN 126.02 Stock receipts XX
IN 126.03 Inventory issues XX
IN 126.04 Inventory returns to stock XX
IN 126.05 Inventory returns to supplier (including recalls) XX
IN 126.06 Inventory transfers (no cost transferred) XX
IN 126.07 Redirect orders to other warehouses XX
IN 126.08 Material reservations XX
IN 126.09 Inventory adjustments XX
IN 126.10 Inventory disposals (bid, sales, surplus, scrap) XX
IN 126.11 Inventory donations (to/from) XX
IN 126.12 Refurbish XX
CYCLE COUNTING
Automatically calculates the next cycle count date for each commodity based on user defined
IN 127.00 XX
cycles.
IN 128.00 Calculate deviation between "frozen" and counted quantities. XX
Enter physical count data from count sheets and compare the physical count amounts to the
IN 129.00 XX
quantity on hand, and calculate variances based on security clearance to view online counts.
Generate a book-to-physical adjustment transaction once cycle, period-end and year-end

IN 130.00 XX
physical inventory counts are determined.
IN 131.00 Generate and print cycle count worksheets including:
IN 131.01 Item number XX
IN 131.03 Distributor's number XX
IN 131.04 Description XX
IN 131.05 Location (at all levels) XX
IN 131.06 Unit of Measure XX
IN 131.07 Bar Code XX
IN 132.00 Has ability to do cycle counting on demand by:
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IN 132.01 Item XX
IN 132.02 Group XX
IN 132.03 Class XX
Make appropriate adjusting entries for deviations between "frozen" inventory and counted
IN 133.00 XX
quantities.
IN 134.00 Perform the physical count and reconciliation process on demand. XX
IN 135.00 Provides automatic cycle count scheduling. XX
IN 136.00 Provides cycle counts by items not counted. XX
"Freeze" the perpetual balances of an item at the time the item is selected for cycle counting or
IN 137.00 XX
physical inventory.
IN 138.00 Create physical inventory reports, including the following:
IN 138.01 Exception report of quantity variances XX
IN 138.02 Inventory value with value variance XX
Inventory list by item by location including quantity and dollar amount at a user-
IN 138.03 XX
specified time period (i.e., year-end, Sept 30)
IN 139.00 Provides the Enter cycle count data online with proper security and approvals. XX
Separate the inventory count and reconciliation process to prevent the same user from
IN 140.00 XX
counting and reconciling inventory.
IN 141.00 Select and sequence physical inventory and cycle count documents. XX
PHYSICAL INVENTORY
IN 142.00 Enter inventory counts from the worksheets either manually or by bar code/RFID technology. XX
IN 143.00 Generate physical inventory discrepancy report. XX

IN 144.00 Interface with the general ledger with physical inventory adjustments. XX
Print inventory count sheets by user selectable criteria (i.e. stock number order, or location
IN 145.00 XX
order)
IN 146.00 Update inventory adjustments with appropriate approval and security. XX
REORDERING
Allows each warehouse location to automatically generate a reorder to procurement on item-
IN 147.00 XX
by-item basis.
IN 148.00 Allows for manual overrides of reorder points and reorder quantities. XX
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Automatically notify the appropriate person at user-defined number of days prior to an
IN 149.00 XX
upcoming expiration.
IN 150.00 Automatically update inventory on-order information at the time that a requisition is created. XX
IN 151.00 Define, by item, the variables used in determining reorder points and reorder quantities. XX
Generate an online list of inventoried items to reorder and be able to select items from this list
IN 152.00
to process into one of the following documents:
IN 152.01 Requisition XX
IN 152.02 Blanket Purchase Order Release XX
IN 152.03 Direct Purchase Order XX
IN 152.04 Transfer from internal central warehouse XX
IN 153.00 Generate requisitions for specific commodities or items by user-defined re-order levels. XX
IN 154.00 Has an automatic reorder process for stock items, including electronic request and approval. XX
IN 155.00 Provides reorder-point calculation. XX
If an asset status (disposed, added, etc.) is changed, the associated inventory is flagged and
IN 156.00 XX
notification is given that associated inventory re-order quantity should be reviewed.
IN 157.00 Reordering process takes into account on-hand and on-order amounts along with receipts. XX
IN 158.00 Reordering process takes into account shelf-life. XX

Tracks item usage and generates reorders automatically based on item usage and/or defined
IN 159.00 XX
ordering schedules.
GOODS RECEIPT
Associate RMA # (Return Merchandize Authorization Number) to credit in Accounts Payable
IN 160.00 XX
module.
Capture the manufacturer’s stock item description or distributor's number for each detail line
IN 161.00 XX
on the receiver documents with the Edit.
IN 162.00 Has Close out an item not completely received, with appropriate authority. XX
IN 163.00 Has Have multiple receipts against each line item. XX
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Has the Receive over-shipments with the over-shipment amount subject to a user-defined
IN 164.00 tolerance setting (e.g., a percentage or/and or dollar amount) and subject to user-defined XX
approvals.
Perform an edit check for receipt transactions against purchase order, location and unit of
IN 165.00 XX
measure.
Populates the receiving information with appropriate data ( to reduce data entry) after the
IN 166.00 XX
receiver references the purchase order.
IN 167.00 Provides for receipt, partial or complete, by line item as well as the entire purchase order. XX
IN 168.00 Provides the ability for approval in receipting process. XX
Provides the ability for on-line look-up inventory items by various fields (i.e., Manufacturer
IN 169.00 XX
part number, manufacturer name, item name, description, category, etc.).
IN 170.00 Record RMA # and instructions. XX
IN 171.00 Returns to vendor can be automatically generated for items that do not pass inspection. XX
IN 172.00 Reverse a receipt entry with appropriate authority. XX

Updates inventory on-hand quantities and on-order quantities when items are received for
IN 173.00 XX
inventory items.
IN 174.00 Updates open purchase order status and balances at time of receipt into inventory. XX
STOCK ISSUANCE / RETURN TO STOCK / BACKORDER

IN 175.00 Generate pick tickets at prescheduled times. XX
IN 176.00 Can create pick tickets automatically, based on electronic supply requisitions. XX
IN 177.00 Can maintain the number of times orders are placed on back-order. XX
Can process emergency issues (i.e., deduct anything shipped from on-hand stock immediately
IN 178.00 XX
and print a receipt for shipment to the requestor).
Compare stock items received to open requests for stock items to determine which requests
IN 179.00 XX
(i.e., backorders) may be filled.
IN 180.00 Create a receipt for items returned to stock. XX
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Code
Differentiates between supply items and logistic items. (Cost of logistic items issued to
organizational units are not charged to units. Logistics costs remain centralized but must be
IN 181.00 XX
tracked to units.). An example of this would be street barricades in which the barricades are
lent out and their issue location is tracked, but their costs remain centralized.
IN 182.00 Has the Produce a return-to-stock ticket which will contain a reference to issuance document. XX
Issue items at a certain cost and credit the item back (if returned) at the issue cost. This feature
IN 183.00 should be the default regardless of inventory costing method used (i.e., average cost, LIFO, XX
FIFO, etc.).
Place a cap on the quantity and dollar amount of an item that can be issued to a requestor
IN 184.00 XX
during a specified time period.
IN 185.00 Provides a comment field attached to back-order information. XX
IN 186.00 Provides back-order history. XX
IN 187.00 Provides back-order information on-line. XX
Provides back-order processing with manual or automatic release or cancellations, and
IN 188.00 XX
notification sent to requestor.
Record anticipated delivery date for back-ordered items and notify users when delivery date is
IN 189.00 XX
imminent.
Retains requisition information as to what is ordered from warehouses by user-defined
IN 190.00 XX
organizational unit.
Show current quantity available to issue. Current quantity available is defined as on-hand less
IN 191.00 XX
end-user requested but not issued.
Track and differentiate between warehouse order quantities (i.e., case) and inventory issue
IN 192.00 XX
quantities (i.e., box, when there are 12 boxes in a case).
REPORTING / INQUIRY
IN 193.00 Produce the following reports by user selected criteria:
IN 193.01 Inventory stock catalog by user defined criteria (e.g. office supplies) XX
IN 193.02 Inventory Count report XX
IN 193.03 Inventory Status report XX
IN 193.04 Inventory Aging report XX
IN 193.05 Inventory item usage report by quantity purchased and last purchase XX
IN 193.06 Cumulative purchases XX
IN 193.07 Usage year-to-date or user defined period XX
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IN 193.08 By user-defined period XX
IN 193.09 By location XX
IN 193.10 Inventory by Bin Location and Alternate Bin Location XX
IN 193.11 Inventory Item List by user selected fields XX
IN 193.12 Inventory Carrying Costs XX
IN 193.13 Receiving Activity by Receiver XX
IN 193.14 Delivery Time for Warehouse Requests XX
IN 193.15 Internal delivery performance XX
IN 193.16 Usage by Department or Account Number XX
IN 193.17 Items at or below re-order point XX
IN 193.18 Turnover statistics by item and by warehouse XX
IN 193.19 Backorder reports XX
IN 193.20 ABC Analysis reports XX
IN 194.00 Create physical inventory reports, including the following:
Exception report of quantity variances per item with Set parameters such as percentage
IN 194.01 XX
or dollar value
IN 194.02 Inventory value with value variance XX
IN 195.00 Generate a cycle count/physical inventory worksheet to be sorted by user defined criteria. XX
Generate a report on inventory value and/or chart of account fields for user-defined time
IN 196.00 XX
periods.
IN 197.00 Generate a report on the number of inventory items pulled during a user defined period XX
IN 198.00 Generate ad hoc reports on active/inactive inventory records based on user-defined criteria. XX
IN 199.00 Generate an open history report XX

Generate reports of required spare inventory parts and cross reference substitute parts and
IN 200.00 XX
equipment.
IN 201.00 Generate reports on warranties. XX
IN 202.00 Maintain a central inventory and generate reports based on user-defined criteria. XX
IN 203.00 Produce ad hoc queries from any field within the inventory modules. XX
IN 204.00 Provide inventory detail and summary reports sequenced by location XX
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Report based on user-defined criteria to help detect fraud. For example, issuance of a printer
IN 205.00 cartridge to a copier; issuance of tires to a weed-eater; issuance of multiple oil-filters in one XX
week for the same vehicle.
IN 206.00 Report of inventory items affected by new or disposed assets for a user-defined time period. XX
IN 207.00 Report of inventory which have not been counted for a user-defined period of time. XX
IN 208.00 Reports based on transaction type (i.e., issuance, receipt, transfer, etc.). XX
IN 209.00 Track and report on inventory by federal aid type. XX
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Functional Category: ACCOUNTS RECEIVABLE Summary Statistics (352)
XX 352 100.00%

Number Code Module
PROCESS ACCOUNTS RECEIVABLE
AR 1.00 Handle automated internal transactions (as opposed to paper-based). XX
AR 2.00 Calculate interest and fees.
AR 2.01 Inter-/intra-organizational transfers XX
AR 2.02 Inter-/intra-fund transfers XX
AR 2.03 Other user defined transfers XX
AR 2.04 Indirect cost allocations XX
Invoice, monitor and collect revenues that result from State programs that have specific or
AR 3.00 XX
unique requirements, such as child support or housing assistance.
Easily maintain account code relationships between accounting systems and subsidiary
AR 4.00 XX
accounts.
Manage multiple receivables types (i.e. term based (P+I) - installment, recurring with no term,
AR 5.00 XX
one-time fee, etc.)
AR 6.00 Set up multiple invoice templates. XX
AR 7.00 Easily change invoice templates. XX
Transfer charges between accounts with proper security (i.e. merging 2 accounts, duplicate
AR 8.00 XX
account consolidation, etc.)
Set up multiple workflows and approvals based upon invoice type, invoice amounts,
AR 9.00 commodity codes, service types, project information, grant information, cost centers, program XX
area and other criteria.
Review transaction history for a customer and to filter the view if desired (by type of
AR 10.00 XX
transaction, date, etc.)
AR 11.00 Set up flexible and user defined billing rules, including:
AR 11.01 Type of receivable/revenue XX
AR 11.02 Rates including variable rates XX
AR 11.03 Multiple dates (e.g. service date) XX
AR 11.04 Bill date prior to accounting period in which revenue recognized XX
AR 11.05 Multiple types of services XX
AR 11.06 Multiple expense types XX
AR 11.07 Terms including payment plans and partial payments XX
AR 11.08 Other user defined fields XX
AR 12.00 Edit receivables items.
Report on summarized outstanding balances by various criteria (for specific receivable, for
AR 13.00 XX
dept, for entire enterprise, for time outstanding, etc.)
AR 14.00 Setup electronic, mail or fax invoices. XX
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XX 352 100.00%

Number Code Module
AR 15.00 Identify invoice delivery method based on the service type or specific customer. XX
Flag invoices that contain confidential information, by type of service, provider and other user
AR 16.00 XX
defined criteria.
Override standard invoice delivery method by invoice (e.g., change from e-mail to mail for a
AR 17.00 XX
single invoice).
AR 18.00 Accommodates workflow for approvals. XX
AR 19.00 Consolidate multiple line items into one invoice. XX
Consolidate receivables from multiple organizations into one invoice per customer number or
AR 20.00 XX
miscellaneous numbers (based on business rules).
AR 21.00 Allows multiple organizations/functions to create separate AR business rules XX
AR 22.00 Allocate revenue to organizations based on percentage allocation or flat dollar allocation. XX
AR 23.00 Assign invoice numbers:

AR 23.01 Manually (with proper security) XX
AR 23.02 Automatically XX
Automatically generate periodic or recurring invoices, statements, collection notices and

AR 23.00 XX
replacement bills at user defined intervals (recurring or nonrecurring).
Set up A/R aging rules based on service date, due date, type of receivable, and other user
AR 24.00 XX
defined criteria.
Automatically create receivable document (e.g. Return Check Transmittal) when an NSF
AR 25.00 XX
check is recorded by a cash receipt adjustment.
Set up A/R escalation rules and penalties at the account level, program level, receivable type,
AR 26.00 XX
and other user defined criteria.
AR 27.00 Capture expenditure data for billing purposes. (Interface to project, job costing system, etc.) XX
AR 28.00 Allocate accounts receivable to multiple object/account codes, organizations, project and fund. XX
AR 29.00 Assign specific adjustments and credit memos to specific billings and billing line items. XX
AR 30.00 Add notes to a specific invoice to provide further detail. XX

AR 31.00 Establish default account distributions for each receivable. XX
Identifies payments received for which no match to an invoice has been determined
AR 32.00 XX
(prepayments, duplicates etc.).

XX 352 100.00%

Number Code Module
Integrate billing, accounts receivable, and cash receipting functions with other relevant
AR 33.00 modules (e.g. Cashiering), including but not limited to: asset management, accounts payable, XX
general ledger, project accounting, and grant modules.
AR 34.00 Suppress invoices and/or statements for any account/customer with:

AR 34.01 User defined minimum balance XX
AR 34.02 User defined business rules XX
AR 34.03 Credit Balance XX
AR 35.00 Maintain detailed transaction activity for each account. XX
AR 36.00 Process and track liens and judgments including when requested:
AR 36.01 Type of lien or judgment XX
AR 36.02 Lien holder XX
AR 36.03 Vendor(s) invoiced XX
AR 36.04 User defined dates including incident date, date filed, date cleared XX
AR 36.05 Lien or judgment amount XX
User defined category such as book and page of official record and case and folio
AR 36.06 XX
number
AR 36.07 User Defined Minimum Balance XX
Set up, input and select among multiple dunning messages or letters based on user defined
AR 37.00
business rules.
AR 37.01 Generate notification letters to payor and report of transfer to State Attorney XX
AR 38.00 Set up dunning standards for different customer types or receivable/revenue types. XX
AR 39.00 Override dunning for customers, with security and approval. XX

AR 40.00 Flag a bad address. XX
AR 41.00 Suppress invoices with bad addresses. XX
AR 42.00 Flag customer record based on user defined business rule, such as with overdue balance. XX
AR 43.00 Provides for an audit trail on all A/R transactions, including user ID, date, and time. XX
AR 44.00 Generate or reissue a duplicate bill on request. XX

AR 45.00 Real-time updates to A/R for payments and assessments. XX
AR 46.00 Generate account/customer statements on demand for:
AR 46.01 Specific account/customer XX
AR 46.02 All accounts in an organization or specific groups XX

XX 352 100.00%

Number Code Module
AR 46.03 A range of account/customer numbers XX
AR 46.04 All delinquent accounts XX
AR 46.05 Billing date XX
AR 46.06 One or multiple organizations (e.g. range of organizations) XX
AR 46.07 Social security/Tax ID number XX
AR 46.08 Fund XX
AR 46.09 Project XX
AR 46.10 Program XX
AR 46.11 User Defined Fields such as receivable type XX
AR 47.00 Produce reconciliation billing statements showing:
AR 47.01 Beginning balance XX
AR 47.02 Charges XX
AR 47.03 Credits XX
AR 47.04 Multiple payment types XX
AR 47.05 New balance XX
AR 47.06 Comment lines XX
AR 47.07 Write-offs XX
AR 47.08 User defined criteria XX
AR 47.09 Adjustments XX
Requires miscellaneous charges or credits to include the appropriate general ledger account
AR 48.00 XX
and project.
AR 49.00 Track invoice history. XX
Allow for concurrent closing of an accounting period while processing information to a new
AR 50.00 XX
period.
AR 51.00 Supports Collections Interfaces (inbound) from Cashiering module. XX
AR 52.00 Input and track dishonored payments and provide the following functions:
AR 52.01 Reverse the record of collection XX
AR 52.02 Reestablish the receivable XX
AR 52.03 Note the use of a returned item in the customer's record XX
AR 52.04 Apply appropriate charges in accordance with business rules XX
AR 52.05 Post the financial transactions XX
AR 53.00 Override dishonored payment or other charges, with security. XX
Automatically transfer partial or full accounts based on user defined criteria to the collections
AR 54.00 XX
division and transfer the supporting documentation.

XX 352 100.00%

Number Code Module
Track account's extended payment terms during the aging process and for annual interest
AR 55.00 XX
charges to be added to Special Assessment account types assessing delinquency charges.
Calculate and record interest and late charges to delinquent accounts receivable based on user
AR 56.00 XX
defined parameters.
AR 57.00 Track detail of accounts written off as uncollectible. XX
Users can generate account statements on demand for a specific account, all accounts in a
AR 58.00 XX
organization, and/or all delinquent accounts by type of account.
AR 59.00 Ability for customer history to be retained when a customer name changes. XX
AR 60.00 Establish unique installment repayment schedules for an account/customer. XX
Update accounts receivable records as cash is received and recorded (single entry) in real-
AR 61.00 XX
time.
AR 62.00 Bill, track and collect for 'one-time' customers. XX
AR 63.00 Accept remittance advices through various systems (e.g., point of sale system). XX
AR 64.00 Copy a similar customer record when creating a new record. XX
AR 65.00 Create user-defined customer types. XX
AR 66.00 Receive online payments via web based systems. XX
Set up interfaces with various point of sale systems and allow for input from cash registers,
AR 67.00 XX
scanners and bar-coded items.
AR 68.00 Set up and input the following invoice information:
AR 69.00 Deactivate and reactivate customers with appropriate security and control. XX
AR 70.00 Set up and input the following invoice information:
AR 70.01 Accounting distribution XX
AR 70.02 Organization reference number XX
AR 70.03 Customer purchase order number XX
AR 70.04 Internal customer expense information XX
AR 70.05 Invoice/credit memo number XX
AR 70.06 Invoice/credit memo processing date XX
AR 70.07 Multiple addresses (even for each line item), e.g., remittance, location, etc XX
AR 70.08 Invoice due date XX
AR 70.09 Invoice/credit memo amount XX
AR 70.10 Type of service rendered XX
AR 70.11 Payment terms XX
AR 70.12 Late charge information XX
AR 70.13 Good faith dispute XX
AR 70.14 Flag for collections vs. organization invoice XX

XX 352 100.00%

Number Code Module
AR 70.15 Flag for referral to collections division XX
AR 70.16 Flag to determine whether or not invoice should be printed XX
AR 70.17 Flag for revenue recapture XX
AR 70.18 Flag for garnishment or levies XX
AR 70.19 Flag for project numbers XX
AR 70.20 Flag for payment plans, partial payment settlements XX
AR 70.21 Flag for judgments and/or liens XX
AR 70.22 Comments/Narrative Information XX
AR 71.00 Set up and input the following cash receipt information:
AR 71.01 Payor XX
AR 71.02 Account number XX
AR 71.03 Amount received XX
AR 71.04 Partial Amount received XX
AR 71.05 Check number XX
AR 71.06 Receipt number XX
AR 71.07 Payment source (location, site, contractor) XX
AR 71.08 Date of receipt XX
AR 71.09 Payment type (e.g., check, cash, ACH, web, credit card, other EFT, etc) XX
AR 71.10 Comments/Narrative Information XX
AR 71.11 Payment Purpose - Service Provided
AR 72.00 Flag and track bankruptcy on accounts receivable customer record. XX
AR 73.00 Process receipts in batch or real-time. XX
AR 74.00 Adjust cash receipt batch totals, based upon security. XX
AR 75.00 Have multiple cash receipt entry templates (e.g. templates by organization). XX
AR 76.00 Define approval or status of cash receipt batch. XX
AR 77.00 Merge two different customer records and their associated history and balances due. XX
AR 78.00 Reconcile cash receipts by user/day/batch. XX

AR 79.00 Process adjustments to payments or billings. XX
Produce reconciliation type statements showing beginning balance, charges, credits and
AR 80.00 XX
payments, and a new balance.
Accept cash and apply directly to revenue where no receivable exists (e.g., a point of sale
AR 81.00 XX
transaction from Parks, Recreation and Conservation).
AR 82.00 Match cash receipt payment to outstanding AR. XX

XX 352 100.00%

Number Code Module
AR 83.00 Provide both detail and summary level audit trail. XX
Post to a clearing account, if an outstanding receivable cannot be identified at the time the cash
AR 84.00 XX
is received.
Reconcile cash receipt transactions to the deposit data provided to the banks and identify any
AR 85.00 XX
discrepancies.
AR 86.00 Purge inactive customers based upon organization defined parameters. XX
AR 87.00 Track partial payments. XX
AR 88.00 Record a customer as blocked from future services. XX
Apply or allocate partial payments, which are not identified to a specific invoice, on a
AR 89.00
predetermined basis, such as:
AR 89.01 Age XX
AR 89.02 Principal XX
AR 89.03 Interest XX
AR 89.04 Priority XX
AR 89.05 Penalty XX
Store partial payments and overpayments as separate open items against the original billed
AR 90.00 XX
amount until the bill is fully cleared.
AR 91.00 Void a receipt. XX
AR 92.00 Process miscellaneous cash receipts. XX
AR 93.00 Process and allocate one payment for multiple charges. XX
Prioritize the order of which one payment is applied to multiple charges by user defined levy
AR 94.00 XX
type.
Record customers as in dispute with a description field dedicated to the reason and details of
AR 95.00 XX
the dispute.
AR 96.00 Apply one payment to multiple funds, objects/account codes or organizations. XX
AR 97.00 Relate revenues to source (use consistent revenue type to apply to projects/grants) XX
AR 98.00 Automate journal entries for cash receipts and validate against funds. XX
Produce a check reconciliation report showing all cash, checks and direct deposits that have
AR 99.00 XX
cleared.
AR 100.00 Restrict access to add, delete or modify customer information by users. XX
Perform online queries of cash transactions posted and pending for a period to date, year-to-
AR 101.00 XX
date, or other date range for all revenue categories utilized by individual organizations.

XX 352 100.00%

Number Code Module
System allows viewing of all open receivables for each customer (example: check prior to
AR 102.00 XX
providing refund to make sure additional funds not owed)
AR 103.00 Generate or facilitate depositing per ACH back-office conversion standards. XX
AR 104.00 Track lease and other payment contract terms and compare with actual payments. XX
System masks sensitive customer information (example: Social Security Number) except to
AR 105.00 XX
authorized reviewers
Manage credit card transactions from subsidiary systems compliant with Payment Card
AR 106.00 XX
Industry (PCI) standards.
Process adjustments and credit memos with a complete audit trail which retains the amount of
AR 107.00 XX
the original billing as well as the adjustment, with security.
System will automatically note pending on credit balances when refund payment
AR 108.00 authorizations are submitted to Accounts Payable and replace pending with check number XX
when checks are processed by the Accounts Payable System.
Automatically write-off small discrepancies between the amount due and the amount received,
AR 109.00 XX
at user defined level, with security.
AR 110.00 View all receivables for one customer on one page. XX
Reverse write-offs and automatically post the applicable financial transactions when the write-
AR 111.00 off was made in the current year and when payments are made against those accounts XX
receivable items that were written off, with security.
Ability for a single invoice item to be distributed across multiple Chart of Account elements
AR 112.00 XX
based on a user-defined (e.g., percentage) allocation.
Generate a partial or full refund of a payment received by check or electronically, with
AR 113.00 XX
security.
Ability for multiple user-defined tax percentages to be defined by item to be used in
AR 114.00 XX
calculating the customer invoice total.
AR 115.00 Ability for users to define billing cycles and frequencies. XX
Provide the following reports with sorts by customer, service type, organization, cost center,
AR 116.00
account, fund, activity, project and other criteria:
AR 116.01 Accounts Receivable Detail Aging XX
AR 116.02 Accounts Receivable Summary Aging XX
AR 116.03 Accounts Receivable Delinquent Aging Analysis Report XX
AR 116.04 Cash Receipts Journal XX
AR 116.05 Detailed Account History XX
AR 116.06 Write-off Report XX
AR 116.07 Waived fees report or manual adjustments XX

XX 352 100.00%

Number Code Module
AR 116.08 Collection Status Report XX
AR 116.09 Finance Charge Report XX
AR 116.10 Report of all invoices generated XX
AR 116.11 Collection activity efforts productivity XX
AR 116.12 Accounts Receivable Internal Customer (i.e., inter-organization receivables) XX
AR 116.13 Accounts Receivable from Employees XX
AR 117.00 Track revenue capture, revenue accruals and revenue actual by revenue account. XX
Ability for users to preview, print and re-print customized invoices/adjustments (including
color, font, type, size variations), including but not limited to: individually, by customer, range
AR 118.00 of invoice/adjustment numbers, chart of account elements, time period ranges, and range of XX
customer numbers, etc. Print/reprint dates of invoices should be tracked and be reportable by
customer/receivable.
Bill by type of customer (and suppress bill printing by type of customer/receivable - monthly
AR 119.00 XX
recurring parking is an example)
AR 120.00 Provide reports for PCI compliance. XX
Access up to 3 years of complete receivables information in detail format online. For open
AR 121.00 XX
balance transactions, history will be maintained regardless of any timeframe.
Provide customer on-line access to their detailed account information so they can see charges
AR 122.00 XX
incurred, payments posted and other information, with security.
Produce an accounts receivable subsidiary ledger and balance it to the general ledger control
AR 123.00 XX
account monthly.
AR 124.00 Add bad check fees to receivables accounts. XX
AR 125.00 Estimate anticipated revenue by type and track against actual. XX
AR 126.00 Allows credit memos in batches or on-line. XX
AR 127.00 Report on receipts by customer by time period. XX
AR 128.00 Apply specific credit memos to specific invoices and invoice line items. XX
AR 129.00 Calculate various types of interest/payment schedules, including but not limited to:
AR 129.01 Interest-free periods XX

AR 129.02 Installment payments XX
AR 129.03 Interest deferrals or suspensions of interest payments XX
Change account coding on invoices through a mass change functionality, with audit trail and
AR 130.00 XX
proper security.
AR 131.00 Change base tax rates through a mass change functionality, with audit trail and proper security. XX

XX 352 100.00%

Number Code Module
AR 132.00 Convert negative A/R balances to deferred revenue at user-defined periods. XX
Customize the printed invoices/adjustments form to include any field entered in the invoices or
AR 133.00 adjustments transaction entry screen. This customization should be accomplished using tools XX
included in system.
AR 134.00 Flag accounts with a user-defined follow-up date for collection related activity. XX
AR 135.00 Flag invoices for "special handling" (e.g., confidentiality issues) with the Enter comments. XX
Full integration of Accounts Receivable and Cash Receipting (Cashiering) with the General
AR 136.00 Ledger. Also, the system generates receivable transactions in the General Ledger for all XX
original entries, adjustments, penalty and interest assessments, and write-offs.
AR 137.00 Generate customer statements by organization or organizational sub-level. XX

Generate customer invoices and provides defaults by organization and/or organizational sub-
AR 138.00
level, including but not limited to the following:
AR 138.01 Enter multiple invoice lines per invoice. XX
Track, at minimum: item, description (up to 256 characters), quantity, unit cost, unit of
AR 138.02 XX
measure, and extended amount.
Default item unit cost and any applicable tax associated with the service code and permit
AR 138.03 XX
selected customer ID modification.
AR 138.04 Automatically extend invoice lines, apply any taxes, and sum into the invoice total. XX
AR 138.05 Invoice Number XX

AR 138.06 PO Number XX
AR 138.07 Customer Information, including name, address and number XX
Generate either a positive or negative adjustment which can either be applied or not applied to
AR 139.00 XX
a specific customer invoice, with proper controls and audit trail.
Include or exclude disputed billings/customers from aging, finance charges, invoice

AR 140.00 XX
generation/printing, statistics, and dunning based upon user-defined parameters.
Optionally generate a refund to a non-invoiced customer (e.g., grant overpayments), with

AR 141.00 XX
proper approvals.
AR 142.00 Allows for applying payments on receivables to multiple funds and accounts. XX
AR 143.00 Allows for processing cash receipts not associated with a specific receivable. XX
AR 144.00 Print a duplicate bill on request. XX
Apply customer payments between principal, interest and penalties based on user defined
AR 145.00 XX
priority criteria

XX 352 100.00%

Number Code Module
AR 146.00 Print comments on both an individual and group basis on the billing documents. XX
AR 147.00 Process uncollectible accounts as follows:
Generate dunning letter to customer, which is customizable by the department and/or
AR 147.01 XX
organizational sub-level.
Export data to legal representatives or third-party collection agencies and record as bad
AR 147.02 debt, with option to retain memo entries of the receivable balance in the accounts XX
receivable system.
Record receipt of cash and any collection fees associated with the collection, at any time
AR 147.03 against the original receivable and maintain proper accounting entries to reverse the bad XX
debt and to record the collection fee.
AR 148.00 Produce manual invoices for non-recurring types of billing. XX
Produce ready-to-mail invoices prepared in accordance with governmental regulations and in
AR 149.00 XX
the format required.
AR 150.00 Provide entry of manual billing transactions. XX
Record a protested or unidentified payment as an unapplied receivable item (i.e., maintains
AR 151.00 XX
clearing accounts) that can later be applied to receivable balances.
AR 152.00 Store multiple dunning messages. XX
Support automatic periodic billings to selected customers (e.g., billing for license renewals at
AR 153.00 specified time annually). These recurring invoices can be set up for user-selected time periods XX
and starting and ending dates.
AR 154.00 Supports electronic billing. XX
Process payments or cash receipts interactively and update account balances in a real-time
AR 155.00 XX
environment. Allow for verification of keying before updating to GL
AR 156.00 Write-off small discrepancies between the amount due and the amount received. XX
AR 157.00 Pay inter-organization invoices without generating an actual payment. XX
Simultaneously create an inter-organization accounts receivable and payment vouchers that
AR 158.00 XX
reference each other through unique identifiers in the system.
Ability for daily approval and clearance processes for previously unidentified receipts held in
AR 159.00 XX
clearing accounts.
AR 160.00 Ability for remote users to collect funds, enter, and account for receipts. XX
AR 161.00 Ability for user-defined payment methods. XX
AR 162.00 Accept cash receipts applied against multiple invoices. XX
Apply payments on receivables by referencing the invoice number, which infers all invoice
AR 163.00 XX
information to the receipt.
Automatically adjust A/R account and pass appropriate data to the financial system when
AR 164.00 XX
accounts have been written off.

XX 352 100.00%

Number Code Module
AR 165.00 Should reject non-valid general ledger account numbers. XX
Compile receipts into deposits more or less frequently than daily and provide the ability to drill
AR 166.00 XX
back and forth between deposit and receipt.
AR 167.00 Correct a receipt batch at any time before the batch is posted. XX
AR 168.00 Correct misapplied payments with proper security and create sufficient audit trail. XX
Enter, track separately, and process simultaneously the following tendering situations
AR 169.00
including split tendering (but not limited to):
AR 169.01 Cash XX
AR 169.02 Check, including Check number XX
AR 169.03 Money Orders XX
AR 169.04 EFT/ACH XX
AR 169.05 Credit/Debit Cards XX
On-line entry of receipt information into daily cash deposits (corresponding to actual bank
AR 170.00 XX
deposits).
Optionally post partial payments by invoice line item. The system also has a methodology for
AR 171.00 XX
automatically applying partial payments (for example, applying the payments in line order).
AR 172.00 Perform the following functions for receipts:

Record dishonored revenue payments (i.e., NSF) by name, account #, deposit #, date
AR 172.01 and amount and reverse original receipt's accounting events, including proper XX
accounting for NSF fees.
AR 172.02 Process miscellaneous cash receipts without creating a billing record. XX
Record pre-payments for service and generate balancing amounts (due to/from) when
AR 172.03 XX
reconciling revenue collected with specific services provided.
AR 172.04 Restrict the bank account where money can be deposited. XX
Supports bar code or scan line printing on envelopes and remittance advice to aid in remittance
AR 172.05 XX
processing.
AR 172.06 User override of the default Chart of Accounts, with appropriate security. XX
AR 172.07 Void receipts with proper controls and an audit trail. XX
AR 173.00 Ability for an automated interface to the general ledger to record invoice transactions. XX
The system should be able to update the account balance and insert a payment transaction
AR 174.00 XX
record to Financial modules immediately upon receipt of a payment.
AR 175.00 System can accommodate collection fees XX
AR 176.00 Download data flat file formats (e.g., CSV, Comma-delimited, etc) XX

XX 352 100.00%

Number Code Module
AR 177.00 Download data into spreadsheet format (Excel, Lotus, QuatroPro). XX
Generate reports of invoices billed, paid, or voided with a user-defined timeframe. Also, the
AR 178.00 system provides the Generate a report of all outstanding invoices on a given date by chart of XX
account elements.
Generate various user-defined reports, based on any data field within the invoice and all chart
AR 179.00
of account elements, including but not limited to the following:
AR 179.01 Billing status XX
AR 179.02 Billed and unbilled charges XX
Delinquent accounts and referrals of delinquent accounts and bankrupt customers
AR 179.03 XX
AR 179.04 Receivables tracking XX

AR 179.05 Long-term receivables XX
AR 179.06 Memo billing status XX
AR 179.07 Receivable Balance in Excess of Security Deposit XX
AR 186.00 Maintain records of individual billings by customer with on-line inquiry capability. XX
Provide inquiry capabilities on the outstanding balance and display the accounts aging
AR 187.00 XX
analysis. Drill down capability should be provided on summary amounts.
Provide inquiry capDisplay the (open item/balance forward) status and aging for an account on
AR 188.00 XX
an as needed basis.
AR 189.00 Provides template for miscellaneous cash receipts XX
AR 190.00 Report and print customer activity by customer type. XX
AR 191.00 Report revenues by various levels within the Grant or Project hierarchy. XX
Report the variance between prior year revenue accruals and actual collection on reported
AR 192.00 XX
year-to-date revenue.
AR 193.00 Report un-billed charges. XX
AR 194.00 Summarize open invoices by general ledger accounts. XX
AR 195.00 Track pending receipts by scheduled due dates XX
AR 196.00 Code customers as prepay or security deposit customers XX
AR 197.00 Record security deposit transactions (both in monetary or Letter of Credit). XX
AR 198.00 Provide one-stop payment capability for all obligations. XX
Classify the taxable status of the customer and revenue as either taxable or non-taxable. If the
AR 199.00 customer is tax exempt, there needs to be an expiration date field of the tax exemption XX
certificate.

XX 352 100.00%

Number Code Module
Perform alpha-numeric searches on the master customer data record. This includes the Utilize
AR 200.00 XX
DB filters in selected DB Fields or characters within a field (this includes search processes).
Simultaneously work in multiple fiscal years (i.e., have periods open in two fiscal years at one
AR 201.00 XX
time).
Set up and receive electronic payments, credit/debit cards, lockbox, ach or any other means
AR 202.00 XX
available.
AR 203.00 Single customer master record is used for all receivables XX
Ability for accounts/invoices to be maintained either on an “open item” or “balance forward”
AR 204.00 XX
basis as determined by organizational level.
Import and export, with compatibility formats, information to systems outside of the ERP,
AR 205.00 XX
including external entities (e.g., export receivables information to the state).
AR 206.00 Supports the billing and payment by organization XX
AR 207.00 Generate an credit balance report for overpayments and notify the collecting organization. XX
AR 208.00 Set up and track master customer record:

AR 208.01 Adjustments / Cancellations XX
AR 208.02 Aged outstanding balance XX
AR 208.03 Amount of last payment XX
AR 208.04 Average number of days to pay XX
AR 208.05 Balance due XX
AR 208.06 Bankruptcy data: XX
AR 208.07 Billed to date XX
AR 208.08 Billing address XX
AR 208.09 Carry forward balance XX
AR 208.10 Confidentiality flag (e.g., juvenile flag) XX
AR 208.11 Contact email address XX
AR 208.12 Contact name XX
AR 208.13 Current and unpaid late payment penalty and interest charges XX
AR 208.14 Customer name XX
AR 208.15 Customer type XX
AR 208.16 Date customer was added XX
AR 208.17 Date of last payment XX
AR 208.18 Dollars received to date XX
AR 208.19 Entity/Organization XX

XX 352 100.00%

Number Code Module
AR 208.20 Last customer or account activity XX
AR 208.21 Multiple addresses (main address, secondary address, and other addresses) XX
AR 208.22 Multiple names XX
AR 208.23 Multiple phone number (e.g., office, cell, fax, etc.) XX
AR 208.24 Multiple previous addresses XX
AR 208.25 Notes/comments (miscellaneous additional information) XX
AR 208.26 Dishonored Payment History XX
Other user defined fields (ACH information, Employee ID, etc.) with Limit fields based
AR 208.27 XX
on dept and/or receivable
AR 208.28 Outstanding billings XX
AR 208.29 Parcel number XX
AR 208.30 Parent child relationships XX
AR 208.31 Payment Arrangements XX
AR 208.32 Pending billing XX
AR 208.33 Social Security Number or Tax ID Number XX
AR 208.34 Third-party payor information XX
AR 208.35 Unique Customer number (ID Needs to be 10 Characters minimum) XX
AR 208.36 Write-offs XX

Functional Category: PAYROLL Summary Statistics (851)

MA Major Modification to Source Code Required MD 0 0.00%
XX 851 100.00%
Reference Response
Number Code
PR 1.00 Ability to interface with labor cost distribution system XX
PR 2.00 Interface the payroll application to the General Ledger to make payroll journal entries. XX
PR 3.00 Integrate payroll with position tracking, FTE reporting and other HR related information XX
Charge time into project management on a fixed percentage, fixed dollar, allocation formula,
PR 4.00 XX
hours by day to each project or other user- defined options.
PR 5.00 Enter time in both the payroll and project management applications at the same time on-line. XX
PR 6.00 Maintain an unlimited amount of prior years’ payment related details and totals. XX
Allow continuous updating of employee personnel and job records in such a manner as not to
PR 7.00 XX
interfere with payroll processing.
Maintain payroll history, including earnings, deductions, taxes and other related supporting
PR 8.00 XX
information for a minimum of five (5) years
Integrate to electronic Time Collection/Management packages. Specify which packages you
PR 9.00 XX
have integrated with.
PR 10.00 Provide for complete security and restrictions to access all payroll related data. XX
Must provide on-line context sensitive documentation with table of contents, index, and key
word search capabilities with bookmark and note capabilities. Provide direct access to help
PR 11.00 XX
web site to log support requests, query knowledge base for frequently asked questions, and
download updates via secure connection.
SYSTEM ADMINISTRATION
Pay Calendars/Schedules/Pay Groups
PR 12.00 Maintain payroll calendar XX
PR 13.00 Accommodate pay period end date in one calendar year and pay check date in another
calendar year. XX
PR 14.00 Process payroll on optional user-selected frequencies, for example:

PR 14.01 Daily XX
PR 14.02 Weekly XX
PR 14.03 Bi-weekly XX
PR 14.04 Bi-monthly XX
PR 14.05 Semi-monthly XX
PR 14.06 Monthly XX
PR 14.07 Longevity XX
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XX 851 100.00%
Reference Response
Number Code
PR 14.08 Special (election payroll) XX
PR 14.09 On-demand (i.e., terminations, vacation advance, court order, ratification) XX
PR 15.00 Produce a salaried payroll. XX
PR 16.00 Produce a supplemental payroll. XX
PR 17.00 Produce an hourly payroll. XX
PR 18.00 Accommodate multiple payroll schedules XX
PR 19.00 Specify employees to be paid by group definition. XX
Generate payroll on different cycles for different groups of departments (e.g., two separate
PR 20.00 XX
alternating bi-weekly pay cycles)
PR 21.00 Process multiple pay groups per cycle period. XX
Accommodate various pay statuses (e.g., biweekly, hourly, fee, salaried, uncompensated, etc).
PR 22.00 XX
Accruals
Set up multiple accrual rate schedules, with effective dates and end dates, by employee,
PR 23.00 position, department, line of business, bargaining unit or company XX
Set up accrual eligibility rules by pay code (earnings) as defined by service hours for accrual
PR 24.00 calculations. XX
Ability for employees to continue accruals even if on leave (e.g. military leave, time off due to
PR 25.00 XX
workers compensation injury)
PR 26.00 Set up use-it-or-lose-it accruals maximums for various accruals XX
Override use-it-or-lose-it accrual maximums for an employee, with security (e.g. HR director
PR 27.00 XX
approval)
PR 28.00 Track accumulation and usage of City and FLSA compensatory time. XX
Accrue vacation, sick time, compensation time, FMLA leave and other accruals including, but
PR 29.00 not limited to, the following:
Accrual of specified number of holiday leave hours when a holiday date occurs
PR 29.01 XX
Accrual frequency each pay period based on service hours time the accrual rate
PR 29.02 XX
PR 29.03 Reversal transactions XX

PR 29.04 Unique custom accrual requirements XX
PR 29.05 Carryover balances XX
PR 30.00 Track the following dates for benefit plans:
PR 30.01 Effective date XX
Payroll Page 200


XX 851 100.00%
Reference Response
Number Code
PR 30.02 Multiple eligibility dates XX
PR 30.03 Termination date XX
PR 30.04 Renewal date XX
PR 30.05 End date of plan XX
PR 30.06 Other user defined XX
Salary & Compensation Administration
Provide job class specifications on the internet and salary range(s) and salary administration
PR 31.00 XX
guidelines for the job class
Automate compensation and benefits information updates with automated workflow approvals
PR 32.00 XX
Change the compensation table and have the change impact employee records (percentage or
PR 33.00 dollar change to compensation tables is reflected as an employee change also). XX
Mass pay increase function based on user defined criteria (e.g., by union or department, by
PR 34.00 XX
temp or regular employee, etc.).
PR 35.00 Mass pay increase function by percentage amount or dollars. XX
Additional Payments including Fringe Benefits
PR 36.00 Calculate longevity/stability payment XX
Calculate bonus hours and longevity award amounts based on employee length of service
PR 37.00 XX
including breaks in service
Automatically assign specific earnings codes to an employee/position based on bargaining
PR 38.00 unit, job class, and other user defined XX
PR 39.00 Setup and process multiple overtime based on FLSA XX

PR 40.00 Process multiple additional pay types in one pay period XX
PR 41.00 Track additional pay in order to eliminate any duplicate payments XX
PR 42.00 Make mass additional payments XX
PR 43.00 Input and track all additional payments (e.g., fringe benefits) XX
Identify, calculate, and pay lump sum payments by bargaining unit, job class, employee base
PR 44.00 rate, hours of service, benefit eligible, and other user defined XX
Automatic assignment (addition to payroll) of earnings at certain scheduled times.

PR 45.00 XX
Create checks which are not regular payroll but which will be added to the regular payroll run
PR 46.00 (tuition reimbursement, mileage/expense reimbursement, etc.) XX
Payroll Page 201


XX 851 100.00%
Reference Response
Number Code
Establish base workers compensation payment amount to automatically generate super
PR 47.00 compensation payment (based salary - WC payment) XX
Provide an unlimited number of hourly/salary rates and expense distributions for each
PR 48.00 XX
employee via additional job (secondary job) functionality.
Garnishments
PR 49.00 Withhold garnishments from employee paychecks. XX
PR 50.00 Withhold IRS tax levies from employee checks. XX
PR 51.00 Define custom disposable earnings definitions. XX
PR 52.00 Define custom garnishment rules including exemptions variables and frequency. XX
PR 53.00 Define custom proration rules. XX
PR 54.00 Provide pay period calculation of garnishment and support amounts each period based on
employee disposable earnings and garn rules (priority, proration %, etc.). XX
PR 55.00 Flag garnishments nearing end of collection. XX

PR 56.00 Provide automated garnishment interrogatory reporting and remitting XX
Time Entry
PR 57.00 Flag user-defined exception conditions including:
PR 57.01 Zero Hours XX
PR 57.02 Worked over 40 hours in one week XX
PR 57.03 Incomplete data XX
PR 57.04 Timesheet not approved XX
PR 57.05 New hire XX
PR 57.06 Additional payments XX
PR 57.07 Involuntary deduction start and stopped XX
PR 57.08 Other user defined exceptions XX
PR 58.00 Process paid time off by:
PR 58.01 A lump sum XX
PR 58.02 Hours XX
PR 59.00 Perform electronic approval for online entry of payroll transactions XX
Set up and track annual caps for payments made from programs (such as Wellness programs)
PR 60.00 XX
Earnings\Pay Codes
Payroll Page 202


XX 851 100.00%
Reference Response
Number Code
PR 61.00 Include pension eligible earnings flagged by pay type. XX
Ability to separately identify pension eligible earnings from non-pension eligible earnings by
PR 62.00 pay type. XX
PR 63.00 Set up various pay codes and special pay codes such as the following:
PR 63.01 Advance Pay XX
PR 63.02 Bad Weather Pay XX
PR 63.03 Bereavement XX
PR 63.04 Bilingual Differential XX
PR 63.05 Bonus Hours and Longevity Awards XX
PR 63.06 Standby XX
PR 63.07 Call Back Pay XX
PR 63.08 Cash Merit Pay XX
PR 63.09 Comp-time, holiday and other leave earned XX
PR 63.10 Conferences XX
PR 63.11 Deferred Holiday Balance Paid Out XX
PR 63.12 Deferred Holiday Earned XX
PR 63.13 Deferred holiday pay accrued XX
PR 63.14 Deferred holiday used XX
PR 63.15 Departmental Differential XX
PR 63.16 Disaster Recovery XX
PR 63.17 Disaster Volunteer Leave XX
PR 63.18 Emergency Work (closed, work OT, work ST, etc.) XX
PR 63.19 Exempt/Executive leave XX
PR 63.20 Expense reimbursement XX
PR 63.21 Expense reimbursement including travel expenses XX
PR 63.22 FMLA leave + sick XX
PR 63.23 FMLA leave + situation 1, 2, or 3 XX
PR 63.24 Grievance pay XX
PR 63.25 Hazardous Pay XX
PR 63.26 Holiday & Floating Holiday XX
PR 63.27 In Charge Pay (e.g. corrections officer working as supervisor) XX
PR 63.28 Jury duty XX
PR 63.29 Leave Adjustments XX
PR 63.30 Furlough XX
PR 63.31 Longevity Pay XX
Payroll Page 203


XX 851 100.00%
Reference Response
Number Code
PR 63.32 Meals and lodging XX
PR 63.33 Meetings XX
PR 63.34 Mileage reimbursement XX
PR 63.35 Military Leave (multiple types) XX
Multiple Call In Pay Codes (e.g. guarantee for minimum hours paid if called in to work)
PR 63.36 XX
PR 63.37 Multiple Comp time accruals and payouts XX

PR 63.38 Multiple Early call pay types XX
PR 63.39 Multiple holiday pays (e.g. worked, not worked) XX
PR 63.40 Multiple holiday premiums XX
PR 63.41 Multiple leaves without pay XX
PR 63.42 Multiple On Call Pay Types XX
PR 63.43 Multiple Overtime Pay Types XX
PR 63.44 Multiple Rates for Night, Evening and Weekend Shift Differentials XX
PR 63.45 Multiple types of leave with pay XX
PR 63.46 Occasional Interpreter XX
PR 63.47 Other Allowances (e.g. Tool Allowance) XX
PR 63.48 Other Differentials (e.g. Driver) XX
PR 63.49 Other Expenses (e.g. Conferences, Travel, Mileage, Parking and Tuition) XX
Other Reimbursements using sick leave balance or PTO balance (e.g. Health Club)
PR 63.50 XX
Other Reimbursements using sick leave balance or PTO balance (e.g. Health Club)
PR 63.51 XX
PR 63.52 Other User Defined Pay Codes and Types XX

PR 63.53 Out of Class Pay XX
PR 63.54 Overtime (straight and time & half) XX
PR 63.55 Paid Time Off (PTO) XX
PR 63.56 Parking reimbursement XX
PR 63.57 Referral Bonus Pay XX
PR 63.58 Regular XX
PR 63.59 Retro pay adjustments XX
PR 63.60 Retroactive pay XX
PR 63.61 Severance/termination pay XX
PR 63.62 Shift differentials (e.g., second shift, third shift, etc) XX
PR 63.63 Sick Leave XX
Payroll Page 204


XX 851 100.00%
Reference Response
Number Code
PR 63.64 Special and flat-pay amounts (\education, special assignment, etc) XX
PR 63.65 Special leave without Pay (payment of unused balance) XX
PR 63.66 Special leave without pay no balance XX
PR 63.67 Special leave without pay not paid XX
PR 63.68 Special leave without pay used XX
PR 63.69 Special leave without pay when accrued XX
PR 63.70 Special Training Incentive pay XX
PR 63.71 Tool, Auto and mileage allowances XX
PR 63.72 Training XX
PR 63.73 Tuition reimbursement XX
PR 63.74 Uniform and clothing allowance XX
PR 63.75 Vacation XX
PR 63.76 Vacation Donor Program XX
PR 64.00 Pay non-payroll items (e.g., shoe allowance) on payroll checks via earnings codes.
XX
PR 65.00 Accurately track workers compensation codes for each employee, including tracking
employees that change positions resulting in different codes for various ranges of dates during XX
the year.
PR 66.00 Define earnings with maximum amounts. XX

PR 67.00 Define earnings pay frequencies, including weekly, bi-weekly, semi-monthly and monthly.
XX
PR 68.00 Define earnings codes including:

PR 68.01 Type XX
PR 68.02 Method XX
PR 68.03 Calculation Method XX
PR 68.04 Deductions XX
PR 68.05 Frequency XX
PR 68.06 Other Data XX
PR 69.00 Define special taxation rules by earnings code (e.g., supplemental tax rates, cumulative,
annualized, etc.). XX
PR 70.00 Support separate tax tables for special pay calculations (e.g., flat tax). XX
PR 71.00 Allow use of an earning, deduction code or accumulators (earnings or deductions) to calculate
another earning or deduction code as part of formula calculations. XX
PR 72.00 Define earnings codes as for benefits that are based on a calculation of % of earnings
XX
Payroll Page 205


XX 851 100.00%
Reference Response
Number Code
PR 73.00 Set up employee eligibility controls for pay codes and special pay codes such as the following:
PR 73.01 Bargaining unit XX

PR 73.02 Position XX
PR 73.03 Department XX
PR 73.04 Exempt XX
PR 73.05 Non-exempt XX
PR 73.06 Management group XX
PR 73.07 Job class XX
PR 73.08 By employee (including multiple jobs) XX
PR 73.09 Other user defined rules and controls XX
PR 74.00 Provide earning groups including, but not limited to, the following:
PR 74.01 Earning group XX
PR 74.02 Earning type XX
PR 74.03 Date-sensitive earning types XX
PR 75.00 Set up multiple pay out rules by department, job class or union for comp and deferred holiday
time XX
PR 76.00 Set up multiple pay out schedules by department, job class or union for comp and deferred
holiday time XX
PR 77.00 Define earnings that are contributable to pension or other accumulators XX

PR 78.00 Define overtime earnings as contributable to pension accumulators up to defined number of
hours (example: 300). XX
PR 79.00 Automatically adjust overtime pensionable hours impacting the 300 hour cap by employee as
XX
associated overtime earnings are adjusted.
PR 80.00 Define earnings codes as Florida Retirement System (FRS) eligible or not FRS eligible
XX
PR 81.00 Charge hours worked without pay, for management tracking and analysis, for exempt
employees XX
PR 82.00 Limit chargeability to FMLA, if an employee has not worked enough hours for eligibility
XX
PR 83.00 Define standby pay as a flat rate or based on number of hours. XX

PR 84.00 Accumulate, store, and maintain creditable service by employee in order to calculate the
amount of an annual longevity/stability payment XX
General Deductions
Payroll Page 206


XX 851 100.00%
Reference Response
Number Code
PR 85.00 Customize deductions based on business rules XX
PR 86.00 Create a special user-defined deduction and apply it to a single or group of employees
XX
PR 87.00 Support an unlimited number of general deduction codes for items such as insurance,
retirement, child support, etc.. These deductions should be able to be set up as a flat amount or
a percentage of gross or other user defined pay field. Options should be provided to designate
the tax treatment of the deduction code (after federal and state tax, before federal, before XX
FICA, etc.) in order to accommodate various retirement plans and deduction types.
PR 88.00 Set up and process predefined deductions for a designated group of employees (example: X%
of pay period gross earnings for employees in a specific bargaining unit with a specific
minimum base wage to a Health Savings Account or X% of severance pay to a Health Savings XX
Account)
PR 89.00 Input, deduct and track Savings Bonds XX

PR 90.00 Identify employees who have changed bargaining units, department, position, etc. and adjust
deduction rules and payment rules based upon the new role or County rules XX
PR 91.00 Set up and deduct union dues from an employee based upon union rules. XX
PR 92.00 Deduct union dues by a flat amount or percentage by pay period XX
PR 93.00 Define deduction limits and maximum amounts. XX
PR 94.00 Specify the deduction end date or end amount XX
PR 95.00 Specify the number of pay periods for a deduction to be taken. XX
PR 96.00 Generate deduction calculations automatically for:
PR 96.01 First pay period of the month. XX
PR 96.02 Second pay period of the month. XX
PR 96.03 Third pay period of the month (when applicable). XX
PR 96.04 All pay periods. XX
PR 96.05 Current pay period only. XX
PR 96.06 Or any other user defined cycle. XX
PR 97.00 Defined general deductions which reduce taxable wages (parking). XX
PR 98.00 Define and prioritize after-tax deductions including, but not limited to, the following:
PR 98.01 Automated Clearing House (ACH) XX

PR 98.02 US savings bonds XX
PR 98.03 Fixed dollar XX
Payroll Page 207


XX 851 100.00%
Reference Response
Number Code
PR 98.04 Percentage calculations XX
PR 98.05 Payment in Kind XX
PR 98.06 Company/County Vehicles XX
PR 98.07 Reimbursed moving expenses XX
PR 98.08 Other elective and mandatory deductions including, but not limited to multiple County
charities, court awarded deductions, child support, court fees, multiple credit unions,
dependent life insurance, disability insurance, multiple union dues, garnishments XX
PR 98.09 Private insurance deduction XX

PR 99.00 Monitor general deduction arrearages (e.g., when employee is not making enough to cover
deductions). XX
PR 100.00 Automatic tracking and collection of general deduction arrears amounts distributed over
specified period of time. XX
PR 101.00 Distribute general deduction expenses to the project accounting module/functionality.

XX
Benefit Deductions
PR 102.00 Administer a cafeteria style benefits plan. XX
PR 103.00 Support an unlimited number of benefit deduction codes for items such as insurance,
retirement, child support, etc.. These deductions should be able to be set up as a flat amount or
a percentage of gross or other user defined pay field. Options should be provided to designate
the tax treatment of the deduction code (after federal and state tax, before federal, before XX
FICA, etc.) in order to accommodate various retirement plans and deduction types.
PR 104.00 Define deduction frequency general deductions (take on all paychecks, only first check of
month, etc.). XX
PR 105.00 Set up start dates for deductions based upon benefit types XX
PR 106.00 Automate pretax deduction refunds XX
PR 107.00 Adjust pretax deductions XX
PR 108.00 Calculate and store tax withholdings and retirement earnings for non-cash benefits (i.e., excess
life insurance, etc.) XX
PR 109.00 Calculate and deduct retirement contributions for multiple retirement plans XX
PR 110.00 Record Section 457 and other tax-deferral plan information in conformance with IRS and
XX
other regulations
PR 111.00 Process employee paid deferred compensation under multiple plans. XX
Payroll Page 208


XX 851 100.00%
Reference Response
Number Code
PR 112.00 Maximum deferred compensation contribution tracking with application stopping deduction at
specified limit (must handle limits even where payments are made to multiple providers). XX
PR 113.00 Provide method to calculation retirement plan deduction based on custom requirements
(formula) including earnings forecasting, remaining check counts, etc. XX
PR 114.00 Defined benefit deductions which reduce taxable wages (401 & 457 plans). XX
PR 115.00 Define and prioritize pre-tax deductions including, but not limited to, the following:
PR 115.01 Deduction types XX

PR 115.02 Deferred compensation XX
PR 115.03 Fixed dollar XX
PR 115.05 Pensions (e.g., employee, fire, fire-health, elected, etc) XX
PR 115.06 Percentage calculations XX
PR 115.07 Private insurance deduction XX
PR 115.08 Section 125 Flexible Spending Accounts (e.g., medical reimbursement, child care, etc.)
XX
PR 115.09 Section 125 Group Benefits (e.g., health, dental, life, disability, vision, dental, etc.)
XX
PR 116.00 Distribute the City’s share of benefits across multiple funds and departments in the same
percentages that an employee’s pay is distributed. XX
PR 117.00 Distribute benefit deduction expenses to the project accounting module/functionality.

XX
PR 118.00 Monitor benefit deduction arrearages (e.g., when employee is not making enough to cover
XX
deductions).
PR 119.00 Automatic tracking and collection of benefit deduction arrears amounts distributed over
specified period of time. XX
Other
PR 120.00 Maintain the following general information for each employee:
PR 120.01 Employee name (maintain history) and number XX
PR 120.02 Address XX
PR 120.03 Social Security Number XX
PR 120.04 Normal hours worked per pay period and annually XX
Payroll Page 209


XX 851 100.00%
Reference Response
Number Code
PR 120.05 Pay cycle (weekly, bi-weekly, semi-monthly, monthly, etc.) XX
PR 120.06 Date hired XX
PR 120.07 Date terminated XX
PR 120.08 Full time / part time XX
PR 120.09 All previous and current job grade and step and associated compensation rates
XX
PR 120.10 Tax Exempt flag XX

PR 121.00 Group employees by organizational unit in any manner without having to set up multiple
employee records for each organizational unit. XX
PR 122.00 Accommodate a user-defined number of pay steps within a pay range for any classification.
XX
PR 123.00 Accommodate variable pay ranges with minimum and maximum rate, with no steps.
XX
PR 124.00 Define a virtually unlimited number of shifts and shift differentials. XX

PR 125.00 Define restriction for negative leave balances XX
PR 126.00 Define multiple overtime calculation rules (e.g., overtime for all overtime hours worked by
fire chiefs, overtime for over 144 hours for fire fighters). XX
PR 127.00 Track fiscal year-to-date, calendar year-to-date, and quarter-to-date balances on all earnings,
XX
deductions, taxes, garnishments and arrears.
PR 128.00 Maintain multiple deduction types. XX
PR 129.00 Assign an employee to a primary organizational unit or fund (e.g., GL home account).
XX
PR 130.00 Create both Payroll and General Ledger distribution data from same input. XX
PR 131.00 Expense the payroll to multiple funds and internally keep all funds in balance. XX
PR 132.00 Automatically distribute an employee's base pay, overtime, leave pay, employer retirement
contribution and other employee costs based on a predefined percentage to multiple XX
funds/departments/line items within the General Ledger.
PR 133.00 Reconcile all deductions to the General Ledger. XX

PR 134.00 Record payroll withholdings (e.g., child support) as liability accounts. XX
PR 135.00 Support employees in multiple labor distributions. Support automatic distribution of pay and
other benefits on a percentage basis and on the basis of hours worked at each job. XX
PR 136.00 Distribute labor charges according, but not limited to:

PR 136.01 Specific accounts XX
PR 136.02 Specific GL codes XX
Payroll Page 210


XX 851 100.00%
Reference Response
Number Code
PR 136.03 Multiple activities, specific jobs or projects/grants XX
PR 137.00 Prorate benefit costs based on actual hours paid. XX
PR 138.00 Provide a user-defined structure within the City organization (i.e., fund, department,
XX
organization, district, shift, etc.).
PR 139.00 Utilize different GL account (or sub-object) codes to record various pay types such as vacation
pay, sick pay, etc. XX
PR 140.00 Validate against the GL and chart of accounts for correct account and ledger code.
XX
PR 141.00 Split salary and benefits, including retirement benefits, among funds, departments and
organizational units. XX
PR 142.00 Allow the choice of having distribution percentage splits follow the position control # not the
XX
person.
PR 143.00 Define multiple activities, specific jobs or projects/grants XX
PR 144.00 FLSA compliant, including but not limited to, regular rate calculations, required reports and
XX
archiving.
PR 145.00 Generate forms to be posted to the City Intranet for payroll (e.g., United Way forms, Direct
XX
deposit forms, etc.).
PR 146.00 Provide the ability for an employee to update authorized personal information for themselves
using a web browser. XX
PR 147.00 Provide prompts for documentation when required because an employee updated their own
data (System prompt for W-5 if filing for Earned Income Credit). XX
EMPLOYEE MAINTENANCE
Time Entry
PR 148.00 Define default entries for earnings, hours, and labor distributions by employee. XX
PR 149.00 Have multiple authorized hours (e.g., 76, 80, 96, 112, 120, etc.) for a specific employee based
on job assignment. Variable schedule: 34.3-68.6, (48 24 )72 (72 48) 120, 45.7-91.4, 80, FV96, XX
FR80
PR 150.00 Pay at a higher or lower grade/step for a employee any period of hours, calendar days, pay
periods, or until a specified date. XX
PR 151.00 Have different hourly rates for an employee for different days within the same pay period
based on rate changes on job assignment. XX
PR 152.00 Pay, and/or prevent pay, an employee from more than one fund, department and organizational
XX
unit.
PR 153.00 Do "what if" scenarios without updating the employee record (e.g., change in gross pay or
deductions showing the effect on net pay). XX
Payroll Page 211


XX 851 100.00%
Reference Response
Number Code
PR 154.00 Preload employee schedule at the employee level XX
PR 155.00 Identify employee eligibility for holiday benefit (paid hours on the scheduled work day
immediately preceding and the scheduled work day immediately following a holiday) XX
PR 156.00 Identify holiday benefit eligibility for intermittent employees based on hours worked in pay
XX
period
PR 157.00 Flag observed holidays on the employee time sheet based upon employee schedule (e.g.
Monday through Friday) XX
PR 158.00 Flag actual holidays on the employee time sheet based upon employee schedule (e.g. 24/7
employees) XX
PR 159.00 Override and input pay code charges, by employee, with security (e.g. central payroll or
payroll contact) XX
PR 160.00 Ability to bank time, such as holiday time, special leave without pay and comp time for an
employee, in accordance to holiday calendar, union contract, or department overtime plan XX
PR 161.00 Track and report PAID Military leave by employee for not to exceed 15 work days regardless
of number of hours worked in the day XX
PR 162.00 Maintain a vacation/PTO donation to a specific employee XX

PR 163.00 Convert an employee's vacation/PTO hours into a dollar amount XX
PR 164.00 Convert an employee's donated dollar amount into another hourly rate based upon the recipient
employee's hourly rate XX
PR 165.00 Assign donated hours to an employee and reduce the vacation/PTO donation from an
employee XX
PR 166.00 Notify donors of PTO/vacation when and how many hours have been deducted XX
PR 167.00 Decrease PTO/Sick Leave and convert hours into a lump sum based upon the employee's pay
rate and decrease the employee's PTO/Sick Leave balance, based upon employee's program XX
eligibility
Garnishments
PR 168.00 Input, deduct and track unlimited garnishments per employee. XX
PR 169.00 Define garnishment vendors including address and bank routing information. XX
PR 170.00 Track, calculate and deduct employee garnishments, including but not limited to, the
following:
PR 170.01 Amounts, including but not limited to: XX
PR 170.02 Bankruptcies XX
Payroll Page 212


XX 851 100.00%
Reference Response
Number Code
PR 170.03 Court fees XX
PR 170.04 Deduction priority XX
PR 170.05 Effective date XX
PR 170.06 Fixed amounts XX
PR 170.07 IRS levies XX
PR 170.08 Limits XX
PR 170.09 Multiple child support orders XX
PR 170.10 Other user defined garnishments XX
PR 170.11 Percentage amounts XX
PR 170.12 Processing fees XX
PR 170.13 Sequestrations of wages XX
PR 170.14 State levies XX
PR 170.15 Student loans XX
PR 170.16 Wage earners XX
PR 171.00 Provide history of employee garnishments XX
Set cap for garnishments and voluntary deductions so that a certain total amount is not
PR 172.00 XX
exceeded.
PR 173.00 Track child support and wage earners data to include, but not limited to:
PR 173.01 Arrearage amounts XX
PR 173.02 Case number XX
PR 173.03 Fees, if applicable XX
PR 173.04 Court jurisdiction XX
PR 173.05 Cumulative amounts XX
PR 173.06 Current amounts XX
PR 174.00 Process multiple garnishments per employee and assign user defined priorities. XX
Accommodate unlimited garnishments and automatically calculate so that maximum
PR 175.00 XX
percentage of total pay is not exceeded.
Provide the prioritization of garnishments and support orders based on legal requirements.
PR 176.00 XX
Deductions
PR 177.00 Provide the Assign an unlimited number of deduction codes to each employee. XX
Stop and start a deduction on an employee-by- employee basis. Year-to-date totals should be
PR 178.00 maintained. XX
PR 179.00 Specify the number of pay periods for a deduction to be taken for an employee XX
Payroll Page 213


XX 851 100.00%
Reference Response
Number Code
Establish limits for deductions and employer taxes. The deduction should stop when a
specified limit for the employee is reached. Option to automatically re-establish the deduction
PR 180.00 for purposes of employee bond purchase plans, etc. Limits should include annual maximums XX
and lifetime maximums.
PR 181.00 Track employee benefit plan information for each of the following types:
PR 181.01 Health XX
PR 181.02 Dental XX
PR 181.03 Life XX
PR 181.04 Short-term disability XX
PR 181.05 Long-term disability XX
PR 181.06 Flexible spending plan XX
PR 181.07 Child care reimbursement XX
PR 181.08 State retirement program XX
PR 181.09 Automobile XX
PR 181.10 Deferred compensation plans (457 plan) XX
PR 181.11 Worker’s compensation XX
PR 181.12 User-defined benefits XX
PR 182.00 Track IRS 125 benefits package by employee XX
Tax Administration
Allow for an extra withholding tax deduction in any amount at the option of the employee.
PR 183.00 XX
Provide options to prevent Federal Tax, FICA Tax, and/or Medicare Tax from being withheld
PR 184.00 XX
on an employee-by-employee class.
PR 185.00 Manually adjust taxable earnings for W-2 processing XX
Withhold tax for a particular pay check using one-time override, flat rate, federal tax tables or
PR 186.00 XX
any combination of these.
Calculate and store employee and employer contributions to Medicare, Social Security, and
PR 187.00 XX
retirement
PR 188.00 Maintain separate taxable wages for the following:
PR 188.01 Federal Income XX
PR 188.02 FICA XX
PR 188.03 Medicare XX
PR 189.00 Software is always updated to be complaint with all Federal taxing requirements. XX
PR 189.00 Support separate tax tables for special pay calculations (e.g., flat tax) XX
Payroll Page 214


XX 851 100.00%
Reference Response
Number Code
Adjust calendar YTD FICA Taxes withheld based on Calendar YTD Wages paid in regard to
PR 190.00 current FICA rate less FICA Tax previously withheld if applicable XX
Terminations, Separations and Severances
Perform calculations and processing required for employee terminations including:
PR 191.00
PR 191.01 Salary and additional pay XX

PR 191.02 Sick Leave Severance Pay XX
PR 191.03 Payoff of vacation/PTO XX
PR 191.04 Payoff of compensatory time balance XX
PR 191.05 Payoff of deferred holiday balance XX
PR 191.06 Prepaid benefits reimbursement XX
PR 191.07 Capability of leave Buy-Back XX
PR 191.08 Produce a separate check for termination pay at employee option XX
PR 191.09 Combine last regular check and payoff check XX
PR 192.00 Ste-up a workflow that results in notifcations and system terminations. XX
Track and report on sick leave hours not paid out because employee is at maximum life time
PR 193.00 XX
severance
PR 194.00 Perform calculations and processing of deceased employees XX
PR 195.00 Expense benefits for an employee beyond termination to any organization within the chart of
XX
accounts
PR 196.00 Set final check flag for terminated employees to prevent further timesheet processing and
XX
check printing
PR 197.00 Automatically generate payroll final claim by organizational unit and bargaining unit before
and after each payroll for review and correction XX
PR 198.00 Perform online calculation of pay and benefits for terminated employees based upon
termination date XX
PR 199.00 Allocate final wages to the current calendar year and prior calendar year for wages paid in a
year subsequent to the year that the wages were earned (i.e., a retiring employee is paid for XX
prior years accumulation o
PR 200.00 Capture accruals and related payments for final pay of terminated employee XX
PR 201.00 Preparation of paychecks at any time during the pay period for terminated and retired
employees. XX
PR 202.00 Perform online calculation of pay and benefits for terminated employees based upon
termination date. XX
Payroll Page 215


XX 851 100.00%
Reference Response
Number Code
Adjustments and Corrections
Preparation of paychecks at any time during the pay period for back pay, special allowances,
PR 203.00 XX
reversal/reissues and other reasons.
Produce off-cycle checks or off-cycle check runs for individual employees or groups of
PR 204.00 employees. XX
Provide "What-if" calculation functionality for check calculation of gross to net on off-cycle
PR 205.00 checks. XX
Record manual checks with automatic updates of employee balances based on the check data.
PR 206.00 XX
Calculate, produce and print manual (off-cycle) checks through automated processes with
PR 207.00 appropriate update to the employee record and creates the postings to general ledger XX
Correct errors and reprocess exceptions online prior to printing off-cycle checks.
PR 208.00 XX
PR 209.00 Cut special or immediate (on-demand) checks. XX

Generate and track manual checks as individual payment (i.e., not as part of a batch).
PR 210.00 XX
Provide the Void manual/off-cycle checks, reversing necessary accounting transactions

PR 211.00 XX
PR 212.00 View manual checks online immediately after they are generated. XX
Void or reverse checks. Voiding a payroll check should reverse all General Ledger and
PR 213.00 employee entries, along with any Project Management entries. XX
PR 214.00 Automatically reverse a check with an audit trail. XX

Process a check reversal using the check or advice number and create adjustment transactions
PR 215.00 XX
PR 215.00 Pull on history to void a check. XX

Apply post payroll corrections for rates, allowances, deductions, taxes, and other payroll
PR 216.00 configuration data based on effective date of the correction; with all periods being adjusted XX
appropriately.
PR 217.00 Update all employee and employer accumulators manually. XX

PR 218.00 Adjust an employee's year to date wages, taxes, and/or specific deductions XX
Automated maintenance of monthly, quarterly, calendar and fiscal annual balances, and
PR 218.00 employment to date (month-to-date, year-to-date, quarter-to-date). XX
Payroll Page 216


XX 851 100.00%
Reference Response
Number Code
Manually edit Annual (Calendar/Fiscal Year), Quarterly and Monthly balances for earnings,
PR 219.00 deductions, taxes, garnishments by employee. XX
Adjust paycheck for payment of vacation, sick allowance, and other based upon user defined
PR 220.00 XX
criteria, with security
Adjust accruals for vacation, sick allowance, and other based upon user defined criteria, with
PR 221.00 XX
security
Adjust accruals based upon time card adjustments (e.g. adjust leave accruals based upon time
PR 222.00 card adjustments) XX
Post adjustments, with concurrent authorization, to an employee’s leave balances. A history of

PR 223.00 any adjustments posted must be maintained for inquiry or reporting purposes. XX
PR 224.00 Adjust FICA taxable earnings and calculate back withholding. XX

Accumulate and track deduction arrearages and recovery/repayment plan by
PR 225.00 XX
employee/deduction.
Make prior-period adjustments, changes and corrections to hours worked and update
PR 226.00 XX
corrections through the payroll cycle and leave bank accrual
PR 227.00 Perform automatic adjustments to pay based on changes to hours worked XX
Payroll history must include final year-end adjustments, and provide an audit trail for the
PR 228.00 XX
adjustments and create the journal entries
PR 229.00 Process grievance settlements by flat amount or related to a pay period XX
Set up advance payments to employees and automatically collect repayments from the
PR 230.00 XX
employee
PR 231.00 Input and track retroactive adjustments to earning codes XX
PR 232.00 Adjust leave accruals and hours based on retro adjustments XX
Input and track retroactive adjustments for one employee, based upon criteria such as a
PR 233.00 performance review and late merit increase XX
PR 234.00 Input and track retroactive adjustments for a group of employees, based upon criteria such as
XX
job class or union affiliation
PR 235.00 Provide automated retro pay calculations based on user defined criteria (e.g., all employees, by
union code, individual) to include re-computation of overtime in accordance with FLSA rules. XX
PR 236.00 Designate taxes or deductions on retroactive payments, by pay period, or percentage or at the
XX
current tax rate
PR 237.00 Automatic calculations of retroactive deductions. XX
Payroll Page 217


XX 851 100.00%
Reference Response
Number Code
Make date sensitive changes to default entries for earning, hours, and labor distributions (late
PR 238.00 XX
and retro payments).
Workers Compensation Payments
PR 239.00 Enter and/or approve workers compensation payment information. XX
Track full and partial days of lost time due to injury and generate the appropriate temporary
PR 240.00 partial disability payments either by manual of dollar amounts or automated calculation XX
Provide reporting on lost time, dates, and amounts by individual and organizational unit.
PR 241.00 XX
Ability to ACH deposit non-taxable benefits to the employee's account or direct mail to the
PR 242.00 XX
employee's home address
Ability for Risk Management personnel to enter and/or approve workers compensation
PR 243.00 XX
payment information
PR 244.00 Track lost time, dates, and amounts by individual and organizational unit XX
Deduct benefit, voluntary and mandated amounts from non-taxable benefit payments and
PR 245.00 include the deduction amounts in the deduction reporting and remitting process XX
PAYROLL PROCESSING
Edit and Balance
PR 246.00 Input alternate files XX
PR 247.00 Flag adjustments to earnings and leave code based upon employee status (e.g. flag time entry
XX
adjustments if employee's status is on leave)
PR 248.00 Have sick bank hours tracking, limits and approvals XX
PR 249.00 Process mass changes and conditional mass changes XX
PR 250.00 Adjust earnings and deductions with specific dollar amounts XX
Able to enter and modify hours worked, vacation, and sick time taken, along with General
PR 251.00 XX
Ledger distribution with defaults for each.
Manually override entries and create custom entries on paylines with appropriate
PR 252.00 XX
authorization
PR 253.00 CapEdit and verify the labor distribution prior to the actual payroll check production. XX
PR 254.00 Allow one-time deduction and earnings overrides. XX

PR 255.00 Enter time adjustments to pay transactions after loaded into payroll. XX
PR 256.00 Override default entries. XX
Payroll Page 218


XX 851 100.00%
Reference Response
Number Code
PR 257.00 User and system defined edit and validation codes . XX
PR 258.00 Automatically recover salary advances. XX
Permit the input of car allowances, which will be used to automatically calculate the imputed XX
PR 259.00 income for each employee.
Provide pay line allocation of pay codes to different GL accounts and funds for different XX
PR 260.00 employees.
Have batch payroll approval based on summary/totals at intermediate level with date and time XX
PR 261.00 stamp, ID
PAYROLL PROCESSING
Payment Processing
Establish base payrolls and process time record data for exception pay employees on a weekly,
PR 262.00 bi-weekly, semi-monthly, or monthly basis or any user-defined combination thereof. XX
PR 263.00 Validate payroll run against:

PR 263.01 Deductions XX
PR 263.02 Job Class XX
PR 263.03 Tax information XX
PR 263.04 Accruals XX
PR 263.05 Input for new employees XX
PR 263.06 Changes for current employees XX
PR 263.07 Cost accounting data elements XX
PR 263.08 Balance of total rate, hours, over-time hours, exception hours XX
PR 263.09 Balance of vacation and sick used XX
PR 263.11 Other user defined data XX
PR 264.00 Provide central payroll processing reconciliation, including:
PR 264.01 Employee Salary by Pay Types and Earnings Codes XX
PR 264.02 Employee Leave Accruals (e.g. Sick Leave, PTO) XX
PR 264.03 Employee Deductions XX
PR 264.04 Employee Garnishments XX
PR 264.05 Employer Deductions XX
PR 264.06 Taxes XX
PR 264.07 Salary Changes XX
PR 264.08 Bargaining Unit and Union Dues Data XX
PR 264.09 Overpayments XX
Payroll Page 219


XX 851 100.00%
Reference Response
Number Code
PR 264.10 Retroactive payments and adjustments XX
PR 264.11 Union dues XX
PR 264.12 Arbitration/Grievance Settlements XX
PR 265.00 Process multiple payroll runs by type, including:
PR 265.01 Regular Run XX
PR 265.02 Supplemental Run XX
PR 265.03 Longevity Pay Run XX
PR 266.00 Produce an hourly or salaried payroll or a combination thereof. XX
Process multiple payroll runs for verification prior to posting, for each payroll run type
PR 267.00 XX
Process fiscal year end when date falls mid payroll period, with accrual to prior year/new year.
PR 268.00 XX
Payroll processing will include updates to employee data, time reporting, adjustments,
PR 269.00 calculation of gross and net pay, accruals disbursements, registers, and other reports. XX
PR 270.00 Support employees in multiple job assignments. XX

PR 271.00 Pay an employee at more than one rate based on job assignment. XX
Automatically generate liability accruals to be posted to the General Ledger along with
PR 272.00 XX
liability payments and accrual relief entries.
PR 273.00 Process unlimited pay codes per pay cycle. XX
PR 274.00 Online ad-hoc calculation of employee paycheck amount. XX
Run pay, deduction, withheld taxes, and net pay calculations as a "proof" run for review prior
PR 275.00 to final pay run.. XX
PR 276.00 Enter manual checks with security and approvals XX

PAYROLL PROCESSING
Audit Controls
Validate beginning balances against ending balances from last run, prior to payroll processing
PR 277.00 XX
PR 278.00 Produce accounting transactions as a result of all payroll activity XX

Validate and verify control identifying the work-flow status of the approval process
PR 279.00 XX
PR 280.00 Provide an audit trail of all edits and approvals XX

Provide audit trail report of all data entries, changes and deletions by user, date, time and
PR 281.00 XX
workstation
Payroll Page 220


XX 851 100.00%
Reference Response
Number Code
Provide audit trail of on-line file maintenance to critical fields with operator ID, date/time, and
PR 282.00 old/new data. Track rate changes, date of change, old and new rate, and reason for change. XX
PAYROLL PROCESSING
Calculations
Calculate salary employee effective date step ups, as a result of actions changes (e.g.,
PR 283.00 promotions, demotions, acting appointments, and other actions) XX
Automatically adjust calculations for mid-pay period salary and employment actions.
PR 284.00 XX
PR 285.00 Ability for one employee to be paid by more than one position XX
Calculate pay for multiple positions for one employee that transfers during a pay period
PR 286.00 XX
PR 287.00 Calculate pay for employees paid from more than one line of business XX
PR 288.00 Calculate benefit deductions for an employee in more than one position XX
PR 289.00 Calculate leave accruals on employees in more than one position XX
Automatically calculate gross pay from multiple user defined components such as base pay,
PR 290.00 longevity, educational incentive pay, shift differential, etc. XX
PR 291.00 Process negative pay amounts which reduce current net pay. XX
Calculate additional pay as defined in compensation (flat rate, % of base, skills & certificates)
PR 292.00 XX
Re-calculate payroll for changed hours, rates, earnings codes, one-time overrides, etc.
PR 293.00 XX
PR 294.00 Provide multiple formulas for complex earning and deduction codes. XX
PR 295.00 Provide standard calculations in accordance with:
PR 295.01 Federal Laws XX
PR 295.02 Industry best practices XX
PR 295.03 GAAP (Generally Accepted Accounting Principles) XX
296.00 Calculate/verify overtime and shift differential consistent with FLSA rules, including:
PR
PR 296.01 Overtime calculations for employees in more than one position XX

PR 296.02 Overtime across multiple cost centers XX
PR 296.03 Overtime calculations for other user defined rules XX
PR 296.04 Overtime by job class XX
PR 297.00 Charge overtime to a funding source, with security XX
Payroll Page 221


XX 851 100.00%
Reference Response
Number Code
Calculate overtime on hours worked when employee has worked hours in multiple job classes
PR 298.00 and/or departments XX
Calculate overtime pay for employees with non-standard FLSA rules (e.g., fire fighters have
PR 299.00 FLSA overtime calculated over a three week period and work 24 hour shifts). XX
PR 300.00 Compute shift and overtime premium. XX

Provide for multiple methods of calculating overtime pay, such as time-and-a-half, double-
PR 301.00 time, and premium pay. These calculations are user defined and maintained. XX
PR 302.00 Provide for the calculation of overtime pay with user-defined parameters. XX
PR 303.00 Calculate FLSA-governed payments. XX
PR 304.00 Process partial deductions (if an employee's pay is insufficient) and track arrears XX
Calculate employee deductions and City/County contributions based on the following:
PR 305.00
PR 305.01 Fixed amount XX

Percent amount of pay (base pay, all pay, departmental pay, other amounts of pay)
PR 305.02 XX
PR 305.03 Maximum amounts (County defined and employee defined) XX

PR 305.04 Start dates XX
PR 305.05 End dates XX
PR 305.06 Other user defined calculations XX
Deduct, process, and track contributions (including monitoring limits and providing
PR 306.00 information and payments to plan administrators) for City/County sponsored employee XX
retirement savings plans
PR 307.00 Process the following flexible benefits:

Track flexible benefit amounts (contributed and reimbursed) on the payroll stub
PR 307.01 XX
PR 307.02 Pre-tax amounts XX

PR 307.03 Payment of reimbursed amounts when elected XX
PR 308.00 Calculate deductions based on net pay. XX
PR 309.00 Calculate and track city paid benefits. XX
PR 310.00 Update all employee and employer accumulators automatically. XX
PR 311.00 Ability for leave to accrue automatically based on defined business rules XX
Have leave accruals based on all benefit eligible hours worked in multiple positions
PR 312.00 XX
Payroll Page 222


XX 851 100.00%
Reference Response
Number Code
Ability for employees to use vacation/PTO and sick leave accruals for the current payroll
period (example: employee has zero PTO balance, use PTO on day 1 of payroll period, will
PR 313.00 accrue 8 hours for the payroll period, therefore, will have enough to cover day 1) XX
Calculate holiday benefit for part time employees by different methods depending on bargain
PR 314.00 unit (Example: based on hours worked in a pay period or based on average hours worked in XX
previous payroll quarter)
PR 315.00 Support the following tax calculations including, but not limited to:
PR 315.01 Advanced earned income credit XX
PR 315.02 Employee FICA Medicare XX
PR 315.03 Employee FICA OASDI XX
PR 315.04 Employee SDI XX
PR 315.05 Employer FICA Medicare XX
PR 315.06 Employer FICA OASDI XX
PR 315.07 Employer State Disability Insurance (SDI) XX
PR 315.08 Employer State Unemployment Insurance (SUI) XX
PR 315.09 Federal additional XX
PR 315.10 Federal calculation method XX
PR 315.11 Federal income tax XX
PR 315.12 Federal tax tables XX
Taxable status of each employee and each tax type (e.g., exempt vs. non-exempt)
PR 315.13 XX
PR 316.00 Define and calculate imputed income XX

Calculation of taxes based on earning and deduction tax status with override capability via
PR 317.00 XX
payroll entry on pay line.
PR 318.00 Support the tax pay types including, but not limited to:
PR 318.01 Normal earnings XX
PR 318.02 Non-taxable earnings (i.e., workers compensation) XX
PR 318.03 Taxable supplemental workers compensation benefits XX
PR 318.04 User defined tax categories XX
Calculate and store employee and employer contributions to Medicare, Social Security, and
PR 319.00 XX
retirement.
PR 320.00 Run initial payroll for review prior to the final pay run including the following:
PR 320.01 Adjustments XX
PR 320.02 Recalculation XX
Payroll Page 223


XX 851 100.00%
Reference Response
Number Code
PR 320.03 Exceptions XX
PR 320.04 "What If" Forecasting XX
PR 320.05 Hours by type XX
PR 320.06 Earnings by type XX
PR 320.07 Employee tax liabilities XX
PR 320.08 Employee deduction amount XX
PR 320.09 Employer contribution amount XX
PR 320.10 Deductions not taken and set-up in arrears XX
PR 320.11 Employer portion of all taxes XX
PR 320.12 Any user specified chart of account field or combination of fields XX
PR 320.13 Totals by employee, project, cost center, division, department, total County XX
PAYROLL PROCESSING
Pay Distribution
PR 321.00 Check for minimum check amounts to avoid zero payments XX
PR 322.00 Prevent calculation/printing of negative pay balance or gross less than zero. XX
PR 323.00 Print checks from system without use of additional software XX
Print a check on a blank sheet so that print includes watermarks, security features, and
PR 324.00 signatures. XX
Check reprint features (with indication that check is a reprint and/or as a reissue).
PR 325.00 XX
PR 326.00 Reissue a new check number while maintaining details of the old check number XX
PR 327.00 Print employee payment checks including bank MICR line and address bar codes XX
CapPrint on-demand check writing at local printers to accommodate manual check writing
PR 328.00 XX
CapPrint void automatically on checks used for printer alignment or Zero checks created by
PR 329.00 Net ACH XX
PR 330.00 Create check formats XX

Sort checks by user-defined criteria and print the checks by the same criteria, and the Print by
PR 331.00 varied criteria. XX
Provide a Pay Check Stub, including but not limited to the following information:
PR 332.00
PR 332.01 Current Pay XX

PR 332.02 Deferred compensation XX
PR 332.03 Direct deposit (multiple accounts) XX
PR 332.04 Direct deposit portion XX
Payroll Page 224


XX 851 100.00%
Reference Response
Number Code
PR 332.05 Group insurance XX
PR 332.06 Medicare XX
PR 332.07 Net pay XX
PR 332.08 Other deductions and amounts XX
PR 332.09 Other leave hours balances (multiple categories) XX
PR 332.10 Sick leave hours balance XX
PR 332.11 Taxable/non-taxable earnings XX
PR 332.12 Total deductions XX
PR 332.13 Vacation hours balance XX
PR 332.14 Workers’ comp (injury leave) XX
PR 332.15 YTD Pay XX
PR 333.00 Print unlimited pay codes on the paper check stub or advice. XX
PR 334.00 Taxable earnings listed after the tax amounts on the check stub or advice. XX
Print leave accrual rate, leave taken in hours or days and leave remaining on paychecks and
PR 335.00 advices for all leave categories XX
Produce professional style payment document from web portal as proof of income.
PR 336.00 XX
PR 337.00 Ability to recall overpayments XX

PR 338.00 Generate and track stop payments and reversal requests XX
PR 339.00 Provide the capability for automated check reconciliation. XX
Provide ACH and FTP ability for payroll deduction checks (i.e., bank, insurance premiums,
PR 340.00 XX
etc.)
Provide ACH ability for remittance of Child/Spousal Support garnishments to St of FL.
PR 341.00 XX
Automatically cancel ACH transmissions of final pay subject to approved overrides of the
PR 342.00 auto-cancellation XX
Print user-defined information on employee's pay stub, including free form text messages with
PR 343.00 defined capacity XX
PR 344.00 Issue pay cards XX

PAYROLL PROCESSING
Direct Deposit
PR 345.00 Provide direct deposit processing for multiple banks via ACH. XX
PR 346.00 Edit direct deposit file prior to transmission with security XX
Comply with industry standards of service banks, including ACH and positive pay file
PR 347.00 XX
Payroll Page 225


XX 851 100.00%
Reference Response
Number Code
PR 348.00 Define multiple direct deposit accounts for each employee. XX
PR 349.00 Have part of payroll distributed as a check and part direct deposited. XX
PR 350.00 Calculate a "net pay" deduction for direct deposit. XX
PR 351.00 Set a defined amount for direct deposit. XX
PR 352.00 Allocate direct deposit or check amounts by dollars. XX
PR 353.00 Assign excess payroll amounts to a direct deposit or check. XX
PR 354.00 Reverse direct deposits. XX
Turn off direct deposit for certain employee payroll checks where the employee usually has
PR 355.00 XX
direct deposit.
PR 356.00 Track changes made to direct deposits. XX
TAX REPORTING
PR 357.00 Comply with Federal payroll tax reporting requirements. XX
PR 358.00 Produce W-2 forms in electronic and paper form. XX
PR 359.00 Print W-2's via Web Portal by a user with proper security access. XX
PR 360.00 Provide history of tax status and W-4 information. XX
Track reportable earnings and deductions for W-2's, i.e. deferred compensation, child care,
PR 361.00 etc. XX
PR 362.00 Manually adjust taxable earnings for W-2 processing. XX

PR 363.00 Print paper W-2's. XX
PR 364.00 Provide the W-2 file print sorted by department and employee number. XX
PR 365.00 Generate Audit Reports of W2 Data XX
PR 366.00 Generate Audit Report of W2 Transmission File XX
PR 367.00 Generate W2c File for Transmission to IRS XX
PR 368.00 Provide W-2 prints on blank paper XX
PR 369.00 Provide reprint of W-2 by individual employee XX
PR 370.00 Produce amended W-2 for multiple years XX
PR 371.00 Store W-2 information for a minimum of (5) seven years XX
PR 372.00 Generate Federal Tax Summary Report by Pay Period XX
Edit Annual (Calendar/Fiscal Year), Quarterly and Monthly balances for taxable gross and
PR 373.00 XX
taxes withheld by employee.
PR 374.00 Generate State Unemployment Tax (SUI) Employee Count Report XX
Generate State Unemployment Tax (SUI) Report and File for Electronic Transmission
PR 375.00 XX
PR 376.00 Track taxable earnings annually. XX

PR 377.00 Track taxable earnings quarterly. XX
Payroll Page 226


XX 851 100.00%
Reference Response
Number Code
PR 378.00 Edit Quarterly reporting records XX
PR 379.00 Generate Quarterly Federal Tax Summary Report XX
Application generated Form 941 (Employer's Quarterly Federal Tax Return) for electronic
PR 380.00 XX
transmission
Support Handle earned income credits resulting in reduction of payroll tax deposit, reporting
PR 381.00 on 941 (Employer's Quarterly Federal Tax Form) and reporting on W-2. XX
PR 382.00 Produce a report showing FICA wages, by individual and in total XX

Produce earnings and withholding earnings, Medicare, and FICA total reports, including
PR 383.00 associated taxes, for the following periods:
PR 383.01 Fiscal Year XX
PR 383.02 Calendar Year XX
PR 383.03 Policy Year (e.g., Worker's Compensation) XX
PR 383.04 User-defined XX
CONTRACT PAYROLL
Conduct Contract Payroll Administration for contract payroll employee (who has contract with
PR 384.00 County Commissioners or an agency) including, but not limited to, the following:
PR 384.01 Enter either rate of pay, units of pay or total wage amount XX
Make on-line changes to employee's name, address, tax status and object code
PR 384.02 XX
Store contract information for defined duration based on records retention rules
PR 384.03 XX
View contract employee's history of contracts by fund/department/org/effective date

PR 384.04 and/or expiration date XX
Display and report employee's earnings by pay period, quarterly and yearly, or, on range
PR 384.05 of dates XX
Provide earnings statements with breakdown of YTD totals for wages, taxes and
PR 384.06 XX
deductions
Provide an internal check-and-balance of authorized contract payroll deductions
PR 384.07 XX
PR 385.00 Conduct Contract Payroll Processing including but not limited to the following:
PR 385.01 Prevent wage payments different than contract provisions XX
PR 385.02 Prevent payments from more than one department XX
Payroll Page 227


XX 851 100.00%
Reference Response
Number Code
Prevent wages payments from both merit system and contract system within same pay
PR 385.03 period XX
Prevent further employee payments at expiration date of contract or at depletion of

PR 385.04 XX
contract amount
Analysis
PR 386.00 Forecast projections of user defined payment amounts. XX
PR 387.00 Calculate salary projections based on the following:
PR 387.01 User-defined start and end dates XX
PR 387.02 Step increases (range of values) XX
PR 387.03 Longevity XX
PR 387.04 Percentage of base XX
Change or model any cost factor so that comprehensive forecasts can be generated and
PR 388.00 XX
reported.
PR 389.00 Projects annual salary (gross and net) and benefit costs for the year:
PR 389.01 By Person XX
PR 389.02 By Organizational Unit XX
PR 389.03 By bargaining unit XX
PR 389.04 By other Chart of Account field XX
PR 389.05 By Class XX
Provide analysis of compensation by dept. / budget / division / bargaining unit / class / Chart of
PR 390.00 Account field:
PR 390.01 Salary XX
PR 390.02 Employer contributions to Benefits XX
Employer contributions to retirement (including employee buy-back of service)
PR 390.03 XX
Cost the impact of changes to base rates, special earnings rates, deduction rates based on past
PR 391.00 usage (by rep code, job class, dept, etc) XX
Project costs for future fiscal years or specific time periods, assuming variable user specified
PR 392.00 XX
increases in salary and benefits; and time frames.
PR 393.00 Analyze employee starting salaries. XX
PR 394.00 Ability to do historical trend analysis on earnings XX
Inquiries
PR 395.00 Inquire on payroll history including paycheck details. XX
Payroll Page 228


XX 851 100.00%
Reference Response
Number Code
PR 396.00 Utilize multiple employee search keys as defined by County XX
Display via web portal employee earnings\check information for each employee, including
employees on direct deposit, showing all hours earnings, deductions, taxes and all year to date
PR 397.00 totals, employment to date, and leave balances. XX
PR 398.00 View payroll history by individual, date, type of earnings or type or deduction. XX
PR 399.00 View payroll history by individual, including hours by earnings code by day. XX
PR 400.00 View time collection and payroll data during payroll processing. XX
Allow employees to inquire on payroll history for themselves using a web browser.
PR 401.00 XX
On-screen inquiry should display balance carried forward from previous year, current year
accrual, current year taken, current year adjustments, and total hours available for each leave
PR 402.00 category. Option to display further detail for any leave type including all accruals and hours XX
taken by date and check number.
Access payroll detail online for a user-defined time frame within, at minimum, the current year
PR 403.00 XX
and two prior years.
PR 404.00 View employee salary history. XX
PR 405.00 View payroll history by individual. XX
PR 406.00 Maintain payroll detail online for minimum specified time period. XX
Reports
PR 407.00 Run ad-hoc reports using any user defined field XX
PR 408.00 Define management reports for repetitive display prior to any updates XX
Print and/or display date-sensitive reports by effective date, as of date, future date, or range of
PR 409.00 dates as selected by user. XX
PR 410.00 Create reports sorted by user-defined criteria XX

End user reporting tools must be available to create queries and/or reports, using data from any
of the fields within the Purchase Order system. The interface must be ODBC compliant and
PR 411.00 have the capTransfer data to third party applications Microsoft Excel, Access, etc.. XX
PR 412.00 Report on source of time input XX
Payroll Page 229


XX 851 100.00%
Reference Response
Number Code
Employee List: User defined parameters should include sort sequence (employee number,
name, social security number, and choice to print specific or all departments.) Report should
include employee number, name, social security number, department number, annual wages,
PR 413.00 XX
hourly rate/salary and status (active, terminated).
PR 414.00 Track and report employee salaries, wages and bonuses XX

PR 415.00 Track and report earnings by employee XX
PR 416.00 Track and report deductions by employee XX
PR 417.00 Track and report user balances by employee XX
Track and report compensation by department, position, employee, and/or other criteria
PR 418.00 XX
PR 419.00 Report employee starting salaries XX

Report on counts of employees in a variety of categories (bargaining unit, job class,
PR 420.00 department, health insurance plan, benefit eligible, years of service, at salary maximum, at XX
each step in pay range, etc).
PR 421.00 Calculate and report on the % difference between steps in a salary range. XX
Report on future dated salary ranges and steps (Example: provide 2008 salaries in December
PR 422.00 for new hire processing, provide 2009 salary rates for inclusion in 2008 - 2009 union contract). XX
Report on the cost of adjusting salary steps/ranges by bargaining unit, job class by a %, by a %
PR 423.00 with minimum increase value, by adding step to top of range, by a % to all steps except top XX
step and different % for top step, etc.
Report on the cost of adjusting differentials by % or flat amount (example, increasing evening
PR 424.00 XX
differential by $.05/hour).
Track and report a not-to-exceed calendar limit for specific appointments (example:
PR 425.00 Temporary employees can work up to a total of 6 months in any 12 month period). XX
Run reports sorting by any system field or combination of fields (i.e., rate codes, job titles,
PR 426.00 XX
location.)
Generate historical employee reports including past titles, pay rates, locations, etc.
PR 427.00 XX
PR 428.00 Produce salary history reports by employee. XX

Report employees not being paid during the payroll processing using user defined criteria.
PR 429.00 XX
PR 430.00 Track and report labor distribution and accounting XX
Payroll Page 230


XX 851 100.00%
Reference Response
Number Code
PR 431.00 Run detailed and summary labor cost distribution report XX
PR 432.00 Track and report payroll budgeting and cost information XX
PR 433.00 Track and report project/program based labor costs XX
Track and report actual hours worked vs. budgeted hours by summary and by employee.
PR 434.00 XX
PR 435.00 Track and report grant related time entry XX

PR 436.00 Ability to do historical reporting on earnings XX
Report on employees by earning codes or special pay codes (e.g. on call employees, or
PR 437.00 uniform allowance employees) XX
Report on and aggregate earnings hours and dollars for a specified period of time by employee
PR 438.00 (ex: dates and hours of suspension time; workers compensation hours, dates and totals XX
Track and report intermittent hours on a rolling 26 payroll period basis or other user defined
PR 439.00 period XX
Report hours worked for intermittent employees over previous 26 pay periods even when there
PR 440.00 is a break in service or a change in employment status during the 26 pay periods (not to exceed XX
1039 hours).
Produce a compensation report on a quarterly basis, summarizing salaries paid by job class at
PR 441.00 various levels of detail. XX
PR 442.00 Print payroll history by individual, date, type of earnings or type or deduction. XX
PR 443.00 Provide reports of all changes to employer's deduction and taxes, etc. XX
PR 444.00 Provide reports of retirement deductions by employee. XX
PR 445.00 Provide reports of tax payments by employee. XX
PR 446.00 Produce total deductions reports. XX
PR 447.00 Query and report on all deductions by employee XX
Report on the cost of different employee and employer contributions options for Health
PR 448.00 insurance by various types of employment (e.g. job classification, department, agency and XX
benefit type).
Provide Florida Retirement System (FRS) and FICA matching requirements report.
PR 449.00 XX
Provide a report of the dollar amount of the City/County liability for accrued benefits and
PR 450.00 XX
compensated absences in compliance with GASB 34.
PR 451.00 Produce Insurance reports XX
PR 452.00 Report on costs for holidays worked and holiday paid XX
PR 453.00 Report on cost savings from vacation/PTO hours lost XX
Payroll Page 231


XX 851 100.00%
Reference Response
Number Code
PR 454.00 Generate an employee leave balances report. XX
Report on sick leave/vacation/other leave with pay types usage trends by bargaining unit, job
PR 455.00 class, years of service. XX
Track and report on a terminated employee's sick leave balance (the balance can be accessed if
PR 456.00 employee rehires). XX
Run leave usage summaries by employee for a specific time period to check patterns of leave
PR 457.00 usage. XX
PR 458.00 Provide exception reports for leave balance. XX

Print leave history in summary or detail format for one employee, all employees in a
PR 459.00 department, or for all employees. XX
Produce leave report that tracks leave taken, leave remaining stated in hours and/or days, and
PR 460.00 XX
calculate the potential cost (liability) of leave balances.
PR 461.00 Report monthly leave history by department, employee, job class, etc. XX
Print leave history in summary or detail format for one employee, all employees in a
PR 462.00 XX
department, or for all employees.
Provide comprehensive reporting capabilities for deductions including user-defined
parameters. Deduction reports should provide options such as range of dates (including prior
years data), sorting options (alpha, employee number, by department, social security number,
etc.), deduction code(s) (options for one, multiple, all). Option to print gross amount of pay,
PR 463.00 employer’s share of deduction code, department totals, general ledger detail, and social XX
security numbers.
PR 464.00 Track and report overtime and compensatory time accruals by period XX
Track and report FMLA, stand-by hours, extended leave, safety leave, awarded hours, excused
PR 465.00 dock, dock, suspension, Fire "K" days, workman's compensation and non-pay activities XX
including the reason and description
Report on the cost of overtime and overtime/comp time trends by bargaining unit and job class
PR 466.00 XX
and department.
PR 467.00 Generate FLSA-governed payment reports bi-weekly, weekly and semi-monthly. XX
PR 468.00 Provide reports on FLSA calculations. XX
Track and report planned and actual absentee time and the related costs, including costs of
PR 469.00 XX
associated fringe benefits
Track and report absentee time by employee, fund, department, organization, district, shift and
PR 470.00 XX
reason
PR 471.00 Produce the following standard reports:
Payroll Page 232


XX 851 100.00%
Reference Response
Number Code
PR 471.01 Annual , Compensatory, Sick Leave Accrual Report for CAFR XX
PR 471.02 Annual/Sick Leave Report XX
PR 471.03 Arrears report XX
PR 471.04 Census Report/File XX
PR 471.05 Check Register XX
PR 471.06 Current, quarterly, & year-to-date balancing reports XX
PR 471.07 Deduction and other earnings report XX
PR 471.08 Deduction Registers by Deduction Code XX
PR 471.09 Department Earnings Report by Year XX
PR 471.10 Department Earnings/Benefit Report by Year XX
PR 471.11 Direct Deposit Report XX
PR 471.12 Earned income credit report XX
PR 471.13 Emergency Time Reported Reports XX
PR 471.14 Employee History XX
PR 471.15 Error log XX
PR 471.16 Federal 941 report XX
PR 471.17 FEMA Emergency Time/Benefits Report XX
PR 471.18 Leave balance reports (vacation, sick, PTO) XX
PR 471.19 Leave Usage Reports XX
PR 471.20 Longevity/stability report XX
PR 471.21 Manual issue check XX
PR 471.22 Mid-pay period changes report XX
PR 471.23 Net deposit financial institutions XX
PR 471.24 Overtime Liability Reports XX
PR 471.25 Payroll adjustment register showing all changes to employee payroll record. XX
PR 471.26 Payroll costs XX
PR 471.27 Payroll register XX
PR 471.28 Payroll trial run report XX
PR 471.29 Quarterly and annual payroll control register XX
PR 471.30 Quarterly State unemployment insurance XX
PR 471.31 Quarterly withholding summary XX
PR 471.32 Retirement report XX
PR 471.33 Retroactive pay XX
PR 471.34 Salary changes XX
PR 471.35 Sick/Annual Liability Reports XX
Payroll Page 233


XX 851 100.00%
Reference Response
Number Code
PR 471.36 Social Security Verification Report XX
PR 471.37 Termination Reports XX
PR 471.38 W-2 audit / final reports by employee XX
PR 471.39 W-4 changes XX
PR 471.40 Workers Compensation Report XX
Print payroll reports in summary and/or detail all data including, but not limited to, hours,
PR 472.00 earnings, employer contributions (costs), deductions and net pay for the following levels
including, but not limited to:
PR 472.01 Employee XX
PR 472.02 Fund XX
PR 472.04 Organizational unit XX
PR 472.05 District XX
PR 472.06 Shift XX
PR 472.07 Crew XX
PR 472.08 Project XX
PR 472.09 Grant XX
PR 472.10 Activity Cost XX
PR 472.11 Third Party administration XX
PR 472.12 Financial and investment institutions XX
PR 473.00 Generate payroll registers upon release of checks. XX
Print a report of voided checks and checks reissued in their place (if there are any).
PR 474.00 XX
PR 475.00 Produce edit reports of all payroll adjustments. XX

Provide detailed history of all payroll checks. Designate any range of dates (unlimited history)
for prior year’s history for inquiry purposes on screen including posting date, check date,
PR 476.00 check number, gross pay, deductions, taxes, reimbursements, and net pay. Retrieve further XX
detail in a report format.
Payroll Check Register: Print employee number, name, check date, check amount and check
PR 477.00 number and provide number of regular and manual checks printed with totals. XX
Leave Liability: A report showing the dollar amount and the hours of the City’s liability for
unused leave and sick time and other user defined leave categories. Report will be by
PR 478.00 department/division. Totals by department/division and overall totals. XX
Payroll Page 234


XX 851 100.00%
Reference Response
Number Code
Worker's Compensation Report: Provides Input the City’s discount rate and experience factor
for purposes of automatically calculating the Worker’s Compensation premium for the period
PR 479.00 specified. Produces the necessary report for the City’s Worker’s Compensation carrier. XX
Deduction Report: The system will have the capProduce a report for each deduction. These
reports will list as a minimum, Employee, Social Security number, department, amount of
deduction, total amount, and total number of employees participating in the deduction. Provide
PR 480.00 options to sort by employee name, employee number, department number, or social security XX
number. Provide option to print for one or more deduction codes in one report.
Employee Profile Report: User defined parameters should include sort sequence (number,
department, alpha), department, and employee number if information on a single employee is
PR 481.00 requested. This report should print a summary of all information in an employee's information XX
in the master file.
PR 482.00 941 Report: Option to print for any range of dates. XX

Payroll History Report: User defined parameters should include range of dates to include
employee number(s). The report should print the following information from each pay period:
check number, posting date, the following in both hours and dollars: net pay, gross pay,
PR 483.00 overtime pay, vacation pay, sick pay, holiday pay, any other leave pay. All deductions should XX
be included, including employer contributions. Should include totals by calendar quarter.
Retirement Plan Report: Prints necessary information for different retirement systems.
PR 484.00 XX
Leave Balance/Usage Report: Listing of accumulated leave and leave taken so that beginning
balance, taken, and current balance are reported. Listing should be for each employee in
department/division sequence. Should provide both summary and detail reports. Detail report
PR 485.00 should allow selection to print history of one or more leave categories and list leave time XX
earned, taken and any adjustments for each leave category selected.
Payroll Calculation Report: This report is to be used to proof payroll data prior to printing
payroll checks. The report should be printed in employee number order, subtotaled by
PR 486.00 department and should include, but not necessarily be limited to, the following information for
each employee:
PR 486.01 Employee number XX

PR 486.02 Employee name XX
Payroll Page 235


XX 851 100.00%
Reference Response
Number Code
PR 486.03 Earnings in hours and amount for each applicable earnings type XX
PR 486.04 Leave time in hours and amount for each applicable leave category XX
PR 486.05 Benefits and reimbursements XX
Deduction information including both employee and associated employer contributions
PR 486.06 XX
Taxable wage totals, employee and employer contributions for federal withholding,
PR 486.07 XX
FICA and Medicare
Interface Report: This report should show totals for all departments, provide department recap
totals, and detailed journal of transactions to be posted to the Accounts Payable system.
General Ledger totals should also be provided showing all debits and credits that will be
PR 487.00 posted to the General Ledger. Errors and/or warnings regarding this report should be listed XX
including page numbers on which errors and/or warnings appear.
PR 488.00 Run year end audit reports, including:

PR 488.01 Status of employee XX
PR 488.02 Refund on deductions XX
PR 488.03 Gross Taxable to Net XX
PR 488.04 Overpayments of Direct Deposit XX
PR 488.05 Deduction adjustments XX
PR 489.00 Provide standard calendar year end reports including, but not limited to:
PR 489.01 Earnings Summary XX
PR 489.02 EIC payments XX
PR 489.03 Unemployment contributions XX
PR 489.04 W-2 forms XX
Provide a payroll audit report of all payroll calculations, gross-to-net, before checks are
PR 490.00 produced, including:
PR 490.01 Hours by type XX
PR 490.02 Earnings by type XX
PR 490.03 Employee tax liabilities XX
PR 490.04 Employee deduction amount XX
PR 490.05 Employer contribution amount XX
PR 490.06 Deductions not taken and set-up in arrears XX
PR 490.07 Employer portion of all taxes XX
PR 490.08 Charges to cost centers XX
Payroll Page 236


XX 851 100.00%
Reference Response
Number Code
Report payroll historical information by job class, employee, agency, department, funding
PR 491.00 source, fiscal or calendar year. XX
Payroll Page 237

Functional Category: TIME and ATTENDANCE Summary Statistics (326)
XX 326 100.00%
Response
Code
TA 1.00 Define employee job information (multiple jobs), including but not limited to:
TA 1.01 Employee ID XX
TA 1.02 Job Effective Date XX
TA 1.03 Department/Division XX
TA 1.04 Position XX
TA 1.05 Employee Status XX
TA 1.06 Title XX
TA 1.07 Pay Rate XX
TA 1.08 Standard Hours XX
TA 1.09 Account Code XX
TA 1.10 Pay Group XX
TA 1.11 Employee Class XX
TA 1.12 Earnings Program XX
TA 1.13 Schedule Assignment Code XX
TA 2.00 Define employee personal information, including but not limited to:
TA 2.01 Employee Name XX
TA 3.00 Report time on a daily and/or weekly basis. XX
TA 4.00 Enter time on an exception basis for hourly and salaried employees. XX
TA 5.00 Process default time during emergency situations. XX
TA 6.00 Record time in two different years at the same time (e.g., pay period that crosses over calendar XX
year-end).
TA 7.00 Record time to reflect different work assignments. XX
TA 8.00 Record and track time that the employee is not paid but is later allowed to take (compensatory XX
time).
TA 9.00 Track time within shifts and work cycles that don’t match standard hours per week, but meet XX
standard hours required for the pay cycle (2 weeks).
TA 10.00 Allow a fixed shift employee to clock in early and clock out late, but calculate the hours based XX
on the permanent schedule.
TA 11.00 Track multiple overtime reason codes. XX
TA 12.00 Provide edits at the appropriate level to prevent approving/recording of overtime if employee XX
is ineligible.
TA 13.00 Restrict entry, override and approval to supervisor’s direct reports. XX
Time and Attendance Page 238

XX 326 100.00%
Response
Code
Permit the entry of information concerning multiple types of leave. Accrual of leave amounts
TA 14.00 XX
should be automatic and should not require input during the time entry process.
TA 15.00 Ability for tickler or notification system to alert supervisors to certain user-defined events, XX
such as absences of two weeks or more.
TA 16.00 Support reconciliation process if payroll is forced closed early due to emergency conditions XX
and scheduled hours are used for payment.
TA 17.00 Provide edits at data entry level to prevent a general ledger account override to an incorrect XX
general ledger number.
TA 18.00 The system must maintain an audit trail that tracks data changed, hold original data and user XX
name of the person modifying or viewing an item.
TA 19.00 Interface with a third party system that allows the supervisor to see detailed clock in and out XX
activities for all employees in their respective department for approval purposes.
TA 20.00 CapExport data to third party applications XX

TA 21.00 Obtain leave enrollment and balance information from payroll system XX
SYSTEM CONFIGURATION
TA 22.00 Define payroll controls, including but not limited to:
TA 22.01 Pay Group Code XX
TA 22.02 Pay Calendar (Pay Period Begin/End Dates) XX
TA 23.00 Configure by Department, Division or by groups within Department/Division:
TA 23.01 Error codes, validation parameters, severity and color code for display of error XX
TA 23.02 Exception and restriction parameters XX
TA 23.03 Overtime rules for inclusion and exclusion of non-work hour earnings code on timecard XX
TA 23.04 Attendance rules and policies (partial day leave based on exempt/non-exempt employee) XX
TA 23.05 Overtime rules for Shift, Daily, Weekly or Bi-Weekly Pay Period overtime periods XX
TA 23.06 Valid earnings codes XX

TA 23.07 Rounding rules for time entry XX
TA 23.08 Break time deductions (actual versus standard time, number of occurrences in a day, XX
etc.)
TA 23.09 Holiday work or non-work rules XX
TA 23.10 Work groups within department/division XX

XX 326 100.00%
Response
Code
TA 23.11 Transfer parameters XX
TA 23.12 Stand by/recall rules XX
TA 23.13 Submission and approval windows XX
Allow System Administrators to access and maintain all department/division
TA 24.00 XX
configuration/rules data.
Allow the Restrict access for selected City-wide specified configuration functions for all
TA 25.00 XX
Departments, only access via HR/Payroll department designees.
TA 26.00 Define all configuration setting/rules minimally by Department/Division. XX
TA 27.00 Define all configuration setting/rules according to City polices and union contracts. XX
Allow designation of department or payroll staff to set the status of time records to verified
TA 28.00 XX
(Ready for Payroll processing).
Restrict access by department/division to configuration/rules data for setup and maintenance to
TA 29.00 XX
designated departmental administrators.
TA 30.00 Define department information, including but not limited to:
TA 31.00 Department/Division Code XX
TA 32.00 Description XX
TA 33.00 Enter time at any time, seven days a week. XX
TA 34.00 Screen timeout/lockout when inactive for a certain amount of time. XX
Unavailable functions and tabs removed from screen and drop down menus (employees will
TA 35.00 XX
not see an option if they don’t have access to it).
An employee can only see certain data as defined by a supervisor such as time and leave
TA 36.00 XX
accrual (read only capability).
Provide drop-down menu's showing authorized functions, work orders or projects, including
TA 37.00 XX
project description, that employees can charge time to, with a description field.
Support multiple and variable hours per work cycles, such as 20, 40, 80 or 96 standard hours
TA 38.00 XX
per 2 week cycle.
TA 39.00 Ability for employee to initiate and sign time sheet electronically XX
TA 40.00 Define earnings code information, including but not limited to:
TA 40.01 Earnings Programs (valid earnings codes) XX
TA 40.02 Earnings Codes XX
TA 40.03 Hour and/or Amount Reporting Designation XX
TA 40.04 Maximum Hours and/or Amount XX
TA 40.05 Productive/Non-Productive Time Indicator XX

XX 326 100.00%
Response
Code
TA 40.06 Include in OT Hour Accumulator XX
TA 40.07 Associated Leave Type XX
TA 40.08 Minimum Hour Requirement XX
TA 40.09 Maximum Hour Requirement XX
TA 40.10 Minimum Rate XX
TA 40.11 Maximum Rate XX
TA 40.12 Eligible Employee Types XX
Allow codes used only for tracking purposes (such as workers' compensation, work-related
TA 41.00 XX
injury time off, FMLA - Family and Medical Leave Act or training) that do not generate pay.
TA 42.00 Limit specified group of "additional pay" code to a designated cumulative dollar amount. XX
TA 43.00 Enforce rules regarding earnings code usage. XX

Establish various work schedules and to edit hours entered based on an employees assigned
TA 44.00 XX
work schedule
TA 45.00 Enforce FLSA rules regarding shift pay. XX
TA 46.00 Enforce rules regarding when to recognize premium and straight overtime. XX
Generate overtime for all types of thresholds such as above 40 hours as outlined by FLSA
TA 47.00 XX
(Fair Labor Standards Act).
TA 48.00 Specify when each type of leave is accrued and calculated, by employee group including by:
TA 48.01 Pay period XX

TA 48.02 Annually XX
TA 49.00 Maintain different overtime rates. XX
TA 50.00 Have multiple pay rates for an employee and record time against these multiple pay rates XX
Have multiple hourly rates in a pay period and at a shift level, and to track changes in one pay
TA 51.00 period because of salary adjustments during a pay period (e.g. mid pay period salary change XX
such as promotion or demotion)
Do not allow employee to approve their own time and leave information. Enforce punch time
TA 52.00 XX
corrections/approval by supervisor’s direct report manager.
Allow designation of entry, override and approval capability by supervisor to other staff for
TA 53.00 XX
their direct reports.
TA 54.00 Restrict access to add, update or delete information XX

XX 326 100.00%
Response
Code
Some supervisors should have read only access to managerial tasks while other supervisors
TA 55.00 XX
can have read and write access.
Ability for multiple supervisors to approve employee's sheet electronically based on
TA 56.00 XX
employee's position, supervisor or project.
TA 57.00 Allow users to define which types of attendance to monitor. XX
TA 58.00 Flag errors with different colors, yellow - warning and red - major error on screens. XX
TA 59.00 Individual functions can be turned on and off for individual employees/managers. XX
TIME ENTRY
TA 60.00 Support the following types of time entry:
TA 60.01 Employee self service XX
TA 60.02 Batch entry by payroll contact XX
TA 60.03 Interface to third party time entry system XX
Ability for employee to enter time directly into the system via internet browser with
TA 61.00 XX
appropriate security rights, and to electronically sign/un-sign time sheets.
TA 62.00 Use active directory log on to capture time entry XX
TA 63.00 Enter time via wireless device XX
TA 64.00 Enter time via electronic time clocks as entry devices XX
TA 65.00 Track source of time input (e.g., badge reader, supervisor, employee, other inputs) XX
Allows for the input and edit of the following fields at the time of entry for hourly, time sheet
TA 66.00 XX
required employees:
TA 66.01 Pay code XX
TA 66.02 Duty or Task Code XX
TA 66.03 Hours worked XX
TA 66.04 Project or Grant XX
TA 66.05 Work order XX
TA 66.06 Shift code XX
TA 66.07 User-defined code XX
TA 67.00 Allow for entry of time by day and shift. XX
Capable of facilitating time entry at any point or points during the pay period, including daily
TA 68.00 XX
if desired.
TA 69.00 Enter time in tenths and hundredths of an hour (example 15 minutes = .25 hours) XX
TA 70.00 Prevent employees from entering leave time that has not been accrued. XX

XX 326 100.00%
Response
Code
TA 71.00 Ability for employee to enter time for multiple positions XX
Must allow for the entry of forecasted time when the time must be submitted to Payroll before
TA 72.00 XX
the time is actually worked.
TA 73.00 Identify available task codes by department. XX
TA 74.00 Enter task or activity codes at time entry. XX
TA 75.00 Select from authorized list of project and/or grant information at time entry. XX
TA 76.00 Charge time in various increments (days, hours, minutes) to a grant at various levels. XX
During the time entry process, the system should allow the user to override the default labor
distribution to specify possible multiple accounts for distribution. Changes to the distribution
TA 77.00 XX
should not affect the liabilities recorded to federal and regulatory authorities, unless specified
by the user.
TA 78.00 Validate time entered against paid time off and other leave balances (e.g. FMLA) XX
TA 79.00 Support time entry by supervisors, including but not limited to:
TA 79.01 Time In/Out by Day XX
TA 79.02 Missed Punch/Overrides/Corrections XX
TA 80.00 Assign reason code for overtime. XX
TA 81.00 Capture reasons for absence. XX
TA 82.00 Edit employees' time records. XX
TA 83.00 Enter comments as necessary XX
TA 84.00 Correct or change time accounting up to the deadline for processing payroll. XX
TA 85.00 Accommodate "punch-in" time entry for defined groups of employees XX
Accommodate various user-defined pay codes for the purpose of paying benefit time such as
TA 86.00 XX
sick, personal, vacation, etc.
Allow employees, through proper security and approval, to charge time to a department or
TA 87.00 division other than their “home” department or division (with interactive edit) to record late XX
transactions.
Capable of recording time appropriately for new hires, terminations, transfers, and
TA 88.00 employment status changes, such as full to part time or vice versa, leave of absences, XX
suspensions, etc., that occur during the payroll cycle.
TA 89.00 Override minimum hours calculation. XX
Accommodate varied work cycles used in determining hours worked in accordance with
TA 90.00 XX
Federal Labor Standards Act (29 C.F.R. Part 553).
TA 91.00 Distribute time entry to each department that is directly sent to the payroll application on-line. XX

XX 326 100.00%
Response
Code
TA 92.00 Generate payroll time entry data from automated Time Management Systems. XX
TA 93.00 Review and edits batch time entry on-line prior to processing or approval. XX
TA 94.00 Upload time information XX
TA 95.00 Validate availability of leave at time of payroll input. XX
TA 96.00 Define edits/rules that check leave codes as they are entered XX
TA 97.00 Enter leave transactions on a daily basis. XX
PROJECT AND TIME MANAGEMENT
TA 98.00 Accumulate time for projects and work orders. XX
TA 99.00 Ability for employees to charge to multiple cost centers and projects, with security XX
Ability for an employee's time sheet to be populated with projects specific to that individual
TA 100.00 XX
over consecutive pay periods without having to re-enter each project
TA 101.00 Override and input project charges, by employee with security (e.g. central payroll) XX
TA 102.00 Track project and non-project time XX

TA 103.00 Input and track projects, activities and tasks XX
TA 104.00 Limit chargeProjects based upon employee, job class, department, and other criteria XX
Ability for an employee's time sheet to be populated with projects specific to that individual
TA 105.00 XX
over consecutive pay periods without having to re-enter each project.
TA 106.00 Have user defined lists by employees of projects the employee can charge to, as needed. XX
TA 107.00 Track time on different phases or components of the same project. XX

TA 108.00 Charge time to x-number multiple projects. XX
TA 109.00 Link payroll project information to project billing information XX
TA 110.00 Ability for users to create and manage their own lists of frequently used projects XX
TA 111.00 Ability to default timesheet with user preferred projects XX

TIME MANAGEMENT
TA 112.00 Set up various timesheet templates XX
TA 113.00 Attach and append notes to the timesheet XX
TA 114.00 Attach imaged document to timesheet XX
TA 115.00 Lock timesheet periods XX

XX 326 100.00%
Response
Code
TA 116.00 Automatically generate Kelly Day transaction for Variable Firefighter schedule XX
Generate holiday schedules and automatically update eligible employee time and attendance
TA 117.00 XX
records.
Ability to default employee timesheet with employee's linked cost centers (at least six cost
TA 118.00 XX
centers)
TA 119.00 Edit/override the pre-populated time sheet XX
TA 120.00 Allow entry of payment entries, including but not limited to:
TA 120.01 Time Away from Work by Day (Annual, Sick, Comp Leave, etc.) XX
TA 120.02 Shift Differential Payments XX
TA 120.03 Additional Payments XX
TA 120.04 Retro Payments XX
TA 120.05 Reversal of Payments XX
TA 120.06 Account Code Overrides XX
TA 121.00 Provide method for entry of prior pay cycle entries/corrections, including leave adjustments. XX
Provide method for entry of supplemental/additional payments (non-time collection based) of

TA 122.00 XX
hourly or flat amounts.
TA 123.00 Process retroactive timesheet changes XX
TA 124.00 Override default employee cost center charging, with security XX
TA 125.00 Provide method of overriding G/L account code reporting information. XX
TA 126.00 Delete transactions when necessary prior to processing of hours. XX
TA 127.00 Enforce rules regarding time punch rounding based on union contracts or personnel policies. XX
TA 128.00 Enforce rules regarding time submission/approval windows. XX
Support rule which automatically rounds actual hours up to the schedule number of hours per
TA 129.00 XX
day for payment (i.e., work 8.5 hours per day, paid for 10 hours per day on 4 day).
Support rule which calculates overtime based on hours rounded hour for payment rather than
TA 130.00 actual punch time (i.e., work 8.5 hours per day, paid for 10 hours per day on 4 day schedule, XX
and work additional hours on 5th day which would be paid as overtime.)
TA 131.00 Summarize work and non-work time by day for each employee. XX
Timesheet records shall have an associated status (i.e. open, in use, submitted, locked,
TA 132.00 approved, verified (Ready for Payroll processing), transmitted (Sent to Payroll for processing), XX
archive).

XX 326 100.00%
Response
Code
Provide flexible workflow based on site location and/or job type for review and approval of
TA 133.00 XX
timesheets.
TA 134.00 Ability for supervisors to electronically sign/un-sign (approve) time sheets. XX
TA 135.00 Designate supervisors for employees groups for entry, override and approval functions. XX
Provide multiple levels of electronic time sheet approval. The approval levels shall coincide
TA 136.00 XX
with the approval levels desired by each department/division.
Ability for payroll coordinators to review, edit and submit changes to employee's electronic
TA 137.00 XX
time sheet
If an employee has more than one supervisor, each supervisor should only be able to
TA 138.00 XX
see/edit/approve the time that the employee worked for them and not the other supervisor.
TA 139.00 Assign proxy rights for time approval XX

SCHEDULING
TA 140.00 Allow employee to view current and future work schedules via calendar format. XX
TA 141.00 Schedule an employee for overtime. XX
Store a schedule template for an employee and automatically assign that schedule to the
TA 142.00 XX
employee.
TA 143.00 Track when an employee substitutes for another. XX
Allow designation of scheduling functions by supervisor to other staff for their employee
TA 144.00 XX
groups.
TA 145.00 Allow employee to request work schedule changes. XX
TA 146.00 Allow future (one year) scheduling. XX
TA 147.00 Allow the ability to e-mail work schedules. XX
Allow two week variable/flexible schedules with total work of 80 hours (i.e., 65 hours week 1,
TA 148.00 XX
15 hours week 2)
Support non-standard shifts and overtime schedules (e.g. Fire Rescue 3 week overtime
TA 149.00 XX
schedule and 24 hour shifts)
TA 150.00 Designate supervisors for employees groups for scheduling functions. XX
Ensure schedule accuracy by comparing against a 20, 40, 80, 96 standard hours per pay period
TA 151.00 XX
for an employee.
Provide Automatically assign an employee to a pre-determined standard schedule based upon
TA 152.00 XX
his/her job title or work location.

XX 326 100.00%
Response
Code
Provide Make “global” automatic schedule changes for employees (without having to make
TA 153.00 changes to each individual schedule), based upon their job title, home department, cost center, XX
work location, and at least 2 other user-defined fields.
Provide automatic call list to fill expected and unexpected vacancies due to illness, last minute
TA 154.00 XX
requested vacation time, etc.
Provide the Create a diversity of work schedules from fixed, flextime, standard/non-standard
TA 155.00 XX
rotating and event-driven unpredictable schedules.
Provide the Establish an employee’s work schedule then alter it as many times as required
TA 156.00 XX
during a work/payroll cycle.
TA 157.00 Provide the means to change an employee shift from one location to another. XX
Provide the method to add and remove scheduled overtime hours on an employee’s work
TA 158.00 XX
schedule when required.
TA 159.00 Restrict schedule assignment to termination or departmental transfer date. XX
TA 160.00 Restrict scheduling to designated supervisor’s employee groups. XX
System shall allow for automatic change of scheduled meal and break period times/or meal
TA 161.00 XX
and break period lengths without requiring editing each employee’s individual schedule.
Transition existing scheduled vacation, sick leave, personal leave, family medical leave or
TA 162.00 XX
leave of absences to new department if employee transfers, with supervisor/manager approval.
LEAVE REQUESTS ADMINISTRATION

TA 163.00 Define leave balance information, including but not limited to:
TA 163.02 Leave Type XX
TA 163.03 Hours Balance XX
TA 164.00 Establish and update an unlimited number of leave plans and associated eligibility rules:
TA 164.01 Compensatory time XX

TA 164.02 Floating Holiday XX
TA 164.03 Other types of leave XX
TA 164.04 Sick leave XX
TA 164.05 Vacation XX
TA 165.00 Restrict entry of leave based on available balance XX
TA 166.00 Ability for employees to view leave balances during time entry XX

XX 326 100.00%
Response
Code
TA 167.00 Allow employee to enter leave request. XX
TA 168.00 Capture leave, vacation, sick and PTO usage on an employee's time record XX
Provide edits at the appropriate level to prevent approving/recording leave time when either
TA 169.00 XX
the employee is ineligible to receive leave or employee has inadequate leave balance.
Verify leave balance availability for leave usage, report as exception (error message) when
TA 170.00 XX
insufficient leave time is available.
Establish limits (minimum and maximum) for certain types of leave and restrict transaction
TA 171.00 XX
entry if limits are exceeded.
Prohibit the request of leave that is in excess of leave balance in the case of paid leave or
TA 172.00 XX
policy maximums in the case of unpaid leave. This must be user definable by type of leave.
Validate against leave accrued prior to usage and payment to ensure appropriate balance is
TA 173.00 XX
available.
TA 174.00 View leave balances that reflect leave transactions entered but not yet processed. XX
TA 175.00 Define leave types to allow or prohibit payment in the same period accrued. XX
Ability for employees to utilize projected sick and vacation/PTO balances before accrual but
TA 176.00 XX
would be accrued in the current pay period
TA 177.00 Adjust leave balances manually, with audit trail and appropriate security. XX
TA 178.00 Calculate/restore sick leave and vacation hrs used for workers compensation XX
Automatically convert an employee's leave accrual rate, in real-time, when an employee
TA 179.00 XX
changes positions.
TA 180.00 Mass update leave records. XX
TA 181.00 Project vacation, sick and PTO accruals for employees XX
TA 182.00 Provide user defined workflow for leave requests. XX
TA 183.00 Provide for electronic leave and overtime approvals, including holidays. XX
TA 184.00 Ability for supervisor to tentatively approve future vacation or leave request, pending accrual. XX
TA 185.00 Ability for approved vacation to automatically populate timesheet. XX

TA 186.00 Provide scheduling of vacations, sick leave, personal leave, family medical leave, or leave of XX
absences at least one year in advance within a department.
TA 187.00 Track leave that should be counted against the FMLA total XX
ANALYSIS

XX 326 100.00%
Response
Code
TA 188.00 Alert supervisor when, as a result of one employee filling in for another, the employee filling XX
in has reached overtime maximum for a given work interval.
TA 189.00 Automatically detect and report conflicts between work schedule and approved leave time at XX
point of assigning schedule or approving leave time.
TA 190.00 Automatically monitor and report attendance. XX
TA 191.00 Present on-screen why a timesheet has been brought to the attention of the supervisor, XX
identifying/detailing the punch exception and providing an explanation of the exception for the
user.
TA 192.00 Notify supervisors when time discrepancies are identified in “real time” via notifications and
provide link for accessing discrepancy data on-line. Example of discrepancies are, but not
limited to:
TA 192.01 No shows XX
TA 192.02 Late clock in based on schedule XX
TA 192.03 Early clock out based on schedule XX
TA 192.04 Excessive break periods XX
TA 192.05 Unapproved overtime XX
INQUIRIES
TA 193.00 Allow employee to view, not change, prior time sheet information (including summary time by XX
earnings code and date and punch in/out time) by day, week or month.
TA 194.00 Ability for supervisors and payroll contacts to view historical time sheets to include XX
adjustments based on record retention requirements
TA 195.00 View and print a summary of employees' hours worked for the pay period. XX
TA 196.00 Query or access time records based on employee ID number, Department and/or XX
Department/Division
TA 197.00 Allow employees to track hours worked during the week to identify when they are XX
approaching overtime.
TA 198.00 Provide search capability for inquiries/maintenance on all key fields. XX
TA 199.00 Search timesheets XX
TA 200.00 Provide the capability for on-line attendance pattern inquiry. XX
TA 201.00 Allow the Print and view schedules single employee schedules and a group of employee XX
schedules for a given date range.
TA 202.00 Provide employee vacation schedules reflecting approved requests XX

XX 326 100.00%
Response
Code
REPORTS
TA 203.00 Verify via report that all active time has been entered and approved XX
Provide detailed transactional audit trails accessible via on-line queries and reports based on
TA 204.00 XX
transaction type, date, employee id and user.
TA 205.00 Separate time roll information by type of payroll for reporting purposes XX
All reports available for review on-line and in user selected format: HTML, PDF 7.0 or higher
TA 206.00 XX
and Excel 2003 or higher
Full data model and detailed database table descriptions to aid in custom crystal report
TA 207.00 XX
generation.
Generate On-line Overtime Request forms from employee schedules, with multiple levels of
TA 208.00 XX
approval.
TA 209.00 Generate Overtime Worked forms from employee schedules and actual time worked. XX
Generate paper timecards for non-exempt employees for employee signature in the format of
TA 210.00 XX
the City’s standard format.
Generate payroll reporting from either time rolls (disaster payroll processing based on
TA 211.00 XX
standard hour payments) or time & attendance cards.
TA 212.00 Offer a “preview” option for all selected reports before they are sent to printer. XX
TA 213.00 Offer query tool for selecting and extracting data for ad hoc reporting. XX
TA 214.00 Offer report writer tool for on-demand ad hoc reporting. XX
TA 215.00 Produce a report of overtime hours/dollars with a reason code by individual and by shift. XX
Provide edit reports after time input that will capture a variety of user-defined deviations such
TA 216.00 XX
as: excessive overtime or zero hours for active employees.
TA 217.00 Provide exception reports after time input that will capture a variety of incidents, including:
TA 217.01 No time reported for active employee XX

TA 217.02 Excessive overtime XX
TA 217.03 Employees not paid and not on leave XX
TA 217.04 Overtime for FLSA XX
TA 217.05 Employees on long-term leave XX
TA 217.06 Employees on FMLA leave XX
TA 217.07 Employees on Workers' Compensation leave XX
TA 218.00 Provide notifications to employees of leave that will be lost (e.g., annual leave when max XX
carryover is exceeded). Comp leave in excess of 80 hours at year end.

XX 326 100.00%
Response
Code
TA 219.00 Query and report on any field in the Time and Attendance module, including user-defined XX
fields.
TA 220.00 Query or report on, leave available and taken. XX
TA 221.00 Receive and edit time entry reports on those departments that were able to key directly into XX
time & attendance.
TA 222.00 Report on transactions by employee which show at a minimum:
TA 222.02 Transaction XX
TA 222.03 Date XX
Retain detailed punch time, missed punches/corrections, supplemental/additional pay and
TA 223.00 XX
approval information for minimum of five years for reporting.
TA 224.00 System maintains and reports at least the following attendance data:
TA 224.01 Absences by date XX
TA 224.02 Absences by type XX
TA 224.03 Absence trends (e.g., Monday/Friday) XX
TA 224.04 Leave status XX
TA 224.05 Medical / Sick XX
TA 224.06 Leave without pay XX
TA 224.07 Overtime paid XX
TA 224.08 Suspension XX
TA 224.09 Overtime earned XX
TA 224.10 Workers’ compensation XX
TA 224.11 Sick leave hours XX
TA 224.12 Compensatory time taken and Compensatory time earned XX
TA 224.13 FMLA XX
TA 224.14 Short term disability XX
TA 224.15 Shift swaps XX
TA 224.16 Other XX
The system must produce the following reports using accurate, up-to-the-minute data based on
TA 225.00
user input parameters for data selection (including date ranges):
TA 225.01 Individual employee time sheet XX
TA 225.02 Daily hours by time by project/employee/division/department XX
TA 225.03 Biweekly hours by project/employee/division/department XX
TA 225.04 Monthly hours by project/employee/division/department XX
TA 225.05 Exception report by employee/division/department XX

XX 326 100.00%
Response
Code
TA 225.06 Absentee report by employee/division/department XX
TA 225.07 Punch detail XX
TA 225.08 Weekly time card by employee/division/department XX
TA 225.09 Vacation and sick leave reports reflecting usage history XX
TA 225.10 Accruals and balances XX
TA 225.11 Leave history for all leave types XX
TA 225.12 Overtime tracking and monitoring including overtime requested, approved, denied XX
TA 225.13 Employees approaching overtime XX

TA 225.14 Employee schedules XX
TA 225.15 History/archival reports XX
TA 225.16 Punch/edit history XX
TA 225.17 Employee leave cost (including hourly and benefit dollar cost) XX

Functional Category: HUMAN RESOURCES Summary Statistics (2658)
XX 2658 100.00%
Reference Response
Number Code
GENERAL HR REQUIREMENTS
Have an automated Human Resources system to manage personnel records, safety/health
services, compensation, benefits, training, labor relations, absence management, performance
HR 1.00 management, e-recruitment, generate related government compliance reporting, and produce XX
management reporting.
Enter HR related information only once and for it to be available to other modules of the ERP
HR 2.00 solution. XX
Allow records in HR module that do not receive paycheck or integrate with payroll System
HR 3.00 (retirees). XX
Ability provide full integration with Financials, Budget, Applicant Tracking, Benefits
HR 4.00 Administration, Payroll and Training in order to share common data and update information in XX
other modules as necessary.
Utilize and interface with identification card Systems (bar code, magnetic card, etc.) when
HR 5.00 accessing employee data. XX
Integrate all phases of consolidated data for reporting purposes, i.e. accounting cost vs. budget
HR 6.00 XX
Maintain audit trail for all changes to employee files and other related files, even when
HR 7.00 multiple changes occur simultaneously. XX
Process personnel transactions for multiple organizational units and various payroll periods
HR 8.00 XX
concurrently.
Make mass changes on employee data based on reorganizations (reassign departments or
HR 9.00 divisions.) XX
Provide a date-based personnel system that allows "personnel actions" to be automatically

HR 10.00 processed based on effective dates. XX
View and print any electronic approvals or cancellations of personnel transaction forms and
HR 11.00 update database. XX
Set up, establish rules and workflows and track changes for the following Personnel Action
HR 12.00 (PA) form actions:
HR 12.01 New Hire XX
HR 12.02 Transfer XX
HR 12.03 Promotion XX
HR 12.04 Rehire XX
HR 12.05 Retirement XX
HR 12.06 DROP (Deferred Retirement Options Program) XX
HR 12.07 Separation XX
HR 12.08 Dismissal XX
Human Resources Page 253

XX 2658 100.00%
Reference Response
Number Code
HR 12.09 Employment Layoff XX
HR 12.10 Multiple Medical Layoff Dates XX
HR 12.11 Reinstatement XX
HR 12.12 Reallocation XX
HR 12.13 Demotion XX
HR 12.14 Suspension XX
HR 12.15 Status Change (e.g., Part Time to Full Time) XX
HR 12.16 Reassignment XX
HR 12.17 Acting Appointment XX
HR 12.18 Limited Duration XX
HR 12.19 Unclassified XX
HR 12.20 Trainee XX
HR 12.21 Grant XX
HR 12.22 Second Job XX
HR 12.23 Trainee to Fully Qualified Promotion XX
HR 12.24 Return from Layoff XX
HR 12.25 Other XX
HR 13.00 Identify trainee and fully-qualified job classes by department XX
HR 14.00 Provide on-line view of employee's total compensation package. XX
Inquire on a single screen a basic employee profile from information that is pulled from
HR 15.00 throughout the system. XX
HR 16.00 Compile and e-mail new hire information as required by state law on demand. XX
Automatically initiate a procurement process for new hire for uniform, tools or incidentals
HR 17.00 would need for job XX
Transfer employees across agencies (companies) with Retain record in prior agency
HR 18.00 XX
Request and accept electronic credit and background checks from outside agencies.
HR 19.00 XX
Initiate automated email notification to all necessary parties when an employee is terminated
HR 20.00 XX
(i.e.: procurement, ITS, Fleet)
HR 21.00 Link employee data from the requisition to the employee file. XX
HR 22.00 Assign Fund/Center and project numbers to each employee. XX
Place a highly visible flag on header portion of screen of an employee record to indicate
HR 23.00 "STOP" (examples: don't process any actions until X is cleared up), preventing PA's from XX
being created by most users, with overrides by select users.
HR 24.00 Have a similar or sounds like name search feature. XX

XX 2658 100.00%
Reference Response
Number Code
HR 25.00 Record and search on alias/alternate names. XX
Manually assign or automatically generate an employee/applicant/retiree number.
HR 26.00 XX
Provide online inquiry to the personnel master file by employee number, by employee name,
HR 27.00 or by social security number. XX
Track when an employee makes a request for reasonable accommodation and when/if it was
HR 28.00 provided. XX
HR 29.00 Record additional duties in emergency situations. XX

HR 30.00 Select employees for focus groups and surveys using a random number generator. XX
Ability for client to produce online, customized forms for submitting various automated
requests (i.e., employee requisitions, personnel actions, tuition reimbursements, worker's
HR 31.00 compensation claims, accident/injury reports, LOA (leave of absence) etc.). XX
Include any actions taken by approvers and electronic signatures on printed forms.
HR 32.00 XX
HR 33.00 Ability to scan and store employee images (photos) XX

Ability to scan, link or upload different types of documents and associate with an employee.
HR 34.00 XX
Link uploaded documents with a specific function (module) such as a performance review or
HR 35.00 grievance/disciplinary action, etc. with limited security access.
Provide work flow for approval process at multiple approval levels with Assign proxy and
HR 36.00 date/time/ID stamp for electronic signature. XX
HR 37.00 Set up workflow and approvals for PA forms and send alerts related to PA's. XX
Have multiple workflows and approvals for employee action forms based upon factors such as
HR 38.00 XX
the action code, department, and other criteria.
HR 39.00 Define workflows for non PA actions. XX
HR 40.00 Mass pay increase function by percentage amount or dollars. XX
HR 41.00 Mass pay increase function by job grade-step. XX
Update salary grade ranges and steps amounts by percentage or flat dollar amounts.
HR 42.00 XX
Archive and easily on-line retrieve employee records for up to 50 years after
HR 43.00 retirement/termination, with various time periods based upon the records (e.g. audit records, XX
asset records, etc.).
Maintenance of unlimited history with full inquiry capabilities on accidents and injuries.
HR 44.00 XX

XX 2658 100.00%
Reference Response
Number Code
HR 45.00 Set up archival rules for documents and records. XX
Ability for departments to have additional records retention rules based upon department.
HR 46.00 XX
HR 47.00 Set up workflow and approvals for archiving information. XX

Reinstate a record that was archived (e.g. employee file that was inactive and now active).
HR 48.00 XX
Inquire within a previously archived record that is now active (e.g. previous employee
HR 49.00 background checks for rehires). XX
HR 50.00 Place a litigation hold on any type of record. XX

HR 51.00 Provide a list of records that have been destroyed by type and date. XX
HR 52.00 Sort, select and report on records eligible for destruction. XX
HR 53.00 Have an online request form for access to County/City records. XX
HR 54.00 Enter and receive requests for data. XX
HR 55.00 Input assessment of how much information will be provided. XX
HR 56.00 Limit release of information if flagged as private and/or confidential. XX
HR 57.00 Set up workflow and approvals based upon the department and the type of data XX
HR 58.00 Create a dashboard (Business Intelligence) XX
Provide system security with comprehensive access control for all Human Resources functions
HR 59.00 and data elements by department and by user. XX
HR 60.00 Restrict access to system configuration functions to limited users.

HR 61.00 Set up role-based security XX
HR 62.00 Assign role-based security to a position rather than an individual user.
Security is definable at multiple levels to allow supervisor read access to direct report
HR 63.00 employee personal and job related data. XX
HR 64.00 Flag data elements as the following:

HR 64.01 PHI XX
HR 64.02 119 XX
Flag certain employees personnel files as confidential based upon unit/division/department
HR 65.00 (e.g. undercover employees in law enforcement, or relatives of law enforcement officers). XX
Approve temporary access to an employee file or other records by department (e.g. if a

HR 66.00 department needs to hire from another department and needs access to performance reviews). XX
HR 67.00 Track signature or completion of policy updates, etc. XX

HR 68.00 Track policy development, implementation and revisions XX
HR 69.00 Add general text comments to every record of every file in the system. XX

XX 2658 100.00%
Reference Response
Number Code
HR 70.00 Allow for unlimited text description to be maintained for each accident or injury. XX
HR 71.00 Accommodate salary table linked to job/position class. XX

HR 72.00 Provide for multiple salary plans . XX
Maintain online tables of accident types, injury types and OSHA types and verify in real-time
HR 73.00 XX
during entry to assure consistent usage and reporting.
HR 74.00 Provides electronic I-9 compliance XX
HR 75.00 Provide ad hoc inquiry user-defined parameters that is integrated with security. XX
HR 76.00 Perform ad-hoc reporting on any field or feature. XX
Run reports on a date range, calendar year, fiscal year and employment to date basis
HR 77.00 XX
HR 78.00 Eliminate the need for separate databases and manual record keeping. XX
Prints an organization chart for a selected portion of the organization, program, or function.
HR 79.00 Optionally, employees and/or positions may be shown. XX
Report on retirement projections (number of potential retirees and salary impact).

HR 80.00 XX
WORKFORCE ADMINISTRATION
HR 81.00 Set up an employee master file for each employee. XX
Maintain single employee number from active employment through retirement and not be re-
HR 82.00 XX
used.
Maintain and track the at a minimum the following employee data, with effective dating, for
HR 83.00 each employee:
HR 83.01 Employee Number XX
HR 83.02 Last Name XX
HR 83.03 First Name XX
HR 83.04 Middle Name XX
HR 83.05 Name Prefix XX
HR 83.06 Name Suffix XX
HR 83.07 Preferred Name XX
HR 83.08 Maiden/Former Name/Aliases/Nicknames XX
HR 83.09 Gender XX
HR 83.10 Race/Ethnicity XX
HR 83.11 Social Security number XX
HR 83.12 Date of Birth XX

XX 2658 100.00%
Reference Response
Number Code
HR 83.13 Date of Death XX
HR 83.14 Marital Status XX
HR 83.15 If married, identify if spouse works for Agency XX
HR 83.16 If married, marriage date XX
HR 83.17 Background check (state, federal) XX
HR 83.18 Badge Number (i.e.: officer badge) XX
HR 83.19 ID Badge Information XX
HR 83.20 Multiple Telephone Numbers XX
HR 83.21 Home Phone XX
HR 83.22 Cell Phone XX
HR 83.23 Work Phone XX
HR 83.24 Other Phone Numbers XX
HR 83.25 Multiple Addresses XX
HR 83.26 Home Address XX
HR 83.27 Historical Home Addresses XX
HR 83.28 Mailing Address XX
HR 83.29 Other Addresses XX
HR 83.30 Multiple Work Mail Codes XX
HR 83.31 Multiple E-Mail Addresses XX
HR 83.32 Home Email Address XX
HR 83.33 Office Email Address XX
HR 83.34 Multiple Seniority Dates XX
HR 83.35 Telecommuter (Full Time or Part Time Telecommuter) XX
HR 83.36 Union (or other) XX
HR 83.37 US Citizen XX
HR 83.38 Multiple User Defined Age Groups XX
HR 83.39 Other Criteria XX
HR 83.40 Other User Defined XX
HR 83.41 Veteran Status (user defined list of values) XX
HR 83.42 Worker's Compensation SIC code XX
HR 83.43 W-4 and Indicators XX
HR 83.44 Drivers License Class (multiple user defined) XX
HR 83.45 Drivers License Country XX
HR 83.46 Drivers License Expiration Date XX
HR 83.47 Drivers License Issue Date XX
HR 83.48 Drivers License Number XX

XX 2658 100.00%
Reference Response
Number Code
HR 83.49 Drivers License Restrictions XX
HR 83.50 Drivers License State XX
HR 83.51 Drivers License Type (Class A, B, C, Chauffeur, etc.) XX
HR 83.52 Drivers License Validity Check XX
HR 83.53 Driving Restrictions (glasses, night driving, etc.) XX
HR 83.54 Vehicle Insurance Information XX
HR 83.55 Multiple Emergency Contacts XX
HR 83.56 Emergency Contact - Address XX
HR 83.57 Emergency Contact - Cell XX
HR 83.58 Emergency Contact - Home XX
HR 83.59 Emergency Contact - Name XX
HR 83.60 Emergency Contact - Other XX
HR 83.61 Emergency Contact - Primary Contact Indicator XX
HR 83.62 Emergency Contact - Relationship XX
HR 83.63 Emergency Contact - Work XX
Equipment issued to employees (phone, laptop, keys etc.) and track asset tag number
HR 83.64 where applicable XX
HR 83.65 Certifications and Licenses XX

HR 83.66 Credential Information XX
HR 83.67 Educational Degrees XX
HR 83.68 College(s) attended XX
HR 83.69 High school diploma XX
HR 83.70 Highest level of education completed XX
HR 83.71 Immigration Status (I9) - Issuing Authority XX
HR 83.72 Immigration Status (I9) XX
HR 83.73 Immigration Status (I9) - Country XX
HR 83.74 Immigration Status (I9) - Duration XX
HR 83.75 Immigration Status (I9) - Effective Date XX
HR 83.76 Immigration Status (I9) - Expiration Date (for Visa) XX
HR 83.77 Immigration Status (I9) - Issue Date XX
HR 83.78 Immigration Status (I9) - Status (Applied For, Granted, Renewed, etc.) XX
HR 83.79 Immigration Status (I9) - Status Date XX
HR 83.80 Immigration Status (I9) - Type (Visa, Permit, etc.) XX
HR 83.81 Immigration Status (I9) - Visa Number XX
HR 83.82 Spouse and Dependent Information - Address (multiple - user definable) XX
HR 83.83 Spouse and Dependent Information - Date of Birth XX

XX 2658 100.00%
Reference Response
Number Code
HR 83.84 Spouse and Dependent Information - Date of Death XX
Spouse and Dependent Information - Dependent/Beneficiary Indicator (Dependent,
HR 83.85 XX
Beneficiary, Both, etc.)
HR 83.86 Spouse and Dependent Information - Gender XX
HR 83.87 Spouse and Dependent Information - Martial Status XX
HR 83.88 Spouse and Dependent Information - Name XX
HR 83.89 Spouse and Dependent Information - Phone (multiple - user definable XX
HR 83.90 Spouse and Dependent Information - Relationship XX
HR 83.91 Spouse and Dependent Information - Social Security number XX
HR 83.92 Spouse and Dependent Information - Unique Identifier XX
Spousal and Dependent (over 18) employment information and access to health
HR 83.93 insurance XX
HR 83.94 Spouse and Dependent Information - Student Status XX

Record Driver's license information, including FLDOT (Florida Department of Transportation)
HR 84.00 checks. XX
HR 85.00 Record a picture of the employee in the employee online records. XX

HR 86.00 Record ID/security badges assigned to an employee. XX
HR 87.00 Allow unlimited number of employee user-defined fields. XX
HR 88.00 Enter foreign addresses. XX
HR 89.00 Track requirements of employee (e.g. vaccine, physical, certification, etc.) XX
Track annual physical exams as well as other physical tests (e.g., respirator, tuberculosis, etc.).
HR 90.00 XX
HR 91.00 Maintain date of last physical and date of next physical. XX

HR 92.00 Record physical restrictions (lifting, confined space entry, etc.) XX
Track professional license renewals required for position (e.g., medical positions) and to track
HR 93.00 XX
reimbursement of renewal costs.
HR 94.00 Track language ability-speaking and writing other than English. XX
HR 95.00 Multiple departments to assign assets to an employee. XX
Provide checklists for employee hire and termination process to ensure all steps are completed
HR 96.00 XX
(checklist should include policy and agreement documents).
Designate any employee information data as “confidential” and restrict access accordingly
HR 97.00 XX
through security.
HR 98.00 Provide name change history. XX
Retrieve employee work phone number as provided and populate phone directory.
HR 99.00 XX
HR 100.00 Manage FMLA usage history and eligibility by employee. XX

XX 2658 100.00%
Reference Response
Number Code
Search by credentials, such as license or self-reported skills/abilities for employees (i.e. in the
HR 101.00 case of a pandemic outbreak a department may need to search for employees with specific XX
credentials such as license to fill a position).
Flag an employee who separated under special retirement programs so as to monitor eligibility
HR 102.00 XX
for rehire.
HR 103.00 Identify that an employee who is being rehired is a former retiree. XX
HR 104.00 Generate user defined employee groups for tracking purposes. XX
Allow transition of the employee from active status to retired status by automatically preparing
HR 105.00 forms that are required to move from collecting contributions to paying the benefits. XX
Interface from Human Resource application to retiree and COBRA system so that employee
HR 106.00 history data does not need to be reentered when an employee retires or terminates. XX
Interface from Human Resource System to retiree and COBRA System so that pension
HR 107.00 XX
contribution information is available for pension plan administration.
HR 108.00 Provide for a termination process checklist. XX
HR 109.00 Track the following Unemployment Compensation information:
HR 109.01 Date claimed filed XX
HR 109.02 Employee Name, employee number, employment status, classification XX
HR 109.03 Fund, department, organization code XX
HR 109.04 Maximum liability amount XX
HR 109.05 Reason for separation XX
HR 109.06 SSN XX
HR 109.07 Year-to-date amount received XX
HR 109.08 % City/County liability XX
HR 110.00 Track labor relations bargaining agreements XX
Employee Job Administration
Provide all personnel transaction processing (new hire, term, etc.) across multiple functional
HR 111.00 areas so that a single process includes employment, payroll, benefits, etc. XX
Maintain and track the following employment data, with effective dating, for each employee:
HR 112.00
HR 112.01 Background Check XX

HR 112.02 Bargaining Unit Membership XX
HR 112.03 Benefit Program XX
HR 112.04 Compensation Rate XX

XX 2658 100.00%
Reference Response
Number Code
HR 112.05 Date Approved for Hire XX
HR 112.06 Date Assigned to Supervisor XX
HR 112.07 Date Conditional Letter of Employment Issued XX
HR 112.08 Date Hired into Job Code XX
HR 112.09 Date Hired into Organizational Level XX
HR 112.10 Date in Current Position XX
HR 112.11 Date of Complete Physical, Fingerprinting and Background Check XX
HR 112.12 Default GL Reporting Code XX
HR 112.13 Department/Division XX
HR 112.14 Employee Classification (User Defined Field) XX
Employee Payroll Status (active, inactive, leave of absence, retired, laid off, FMLA
HR 112.15 XX
status, terminated, etc)
HR 112.16 FICA Status (Subject To, Exempt, Medicare Only) XX
HR 112.17 Full/Part Time XX
HR 112.18 Job Code Entry Date XX
HR 112.19 Job Code Number XX
HR 112.20 Job Effective Date (Unlimited History) XX
HR 112.21 Leave of Absence Type XX
HR 112.22 Multiple Activity Codes XX
HR 112.23 Multiple Annual Rates XX
HR 112.24 Multiple Appointment Codes XX
HR 112.25 Multiple Benefits Codes XX
HR 112.26 Multiple Cost Centers (including projects) XX
HR 112.27 Multiple Departments XX
HR 112.28 Multiple Divisions XX
HR 112.29 Multiple FTE XX
HR 112.30 Multiple Funding Information XX
HR 112.31 Multiple Hourly Rates XX
HR 112.32 Multiple Job Code Dates XX
HR 112.33 Multiple Job Codes XX
HR 112.34 Multiple Job Titles XX
HR 112.35 Multiple Leave Programs XX
HR 112.36 Multiple Leave Types XX
HR 112.37 Multiple Monthly Rates XX
HR 112.38 Multiple Overtime Codes (one per job class/department) XX
HR 112.39 Multiple Position (Working) Titles XX

XX 2658 100.00%
Reference Response
Number Code
HR 112.40 Multiple Position Numbers XX
HR 112.41 Multiple Probation Periods based on hours worked XX
HR 112.42 Multiple Promotion Dates and Information XX
HR 112.43 Multiple Representation Codes (bargaining unit) XX
HR 112.44 Multiple Scheduled Hours XX
HR 112.45 Multiple Shifts XX
HR 112.46 Multiple Status Values XX
HR 112.47 Multiple Transfer Dates XX
HR 112.48 Multiple Units XX
HR 112.49 Multiple Work Locations XX
HR 112.50 Number of Steps in Range XX
HR 112.51 Original Service/Hire date XX
HR 112.52 Pay Group Code XX
HR 112.53 Position Control Number XX
HR 112.54 Position Entry Date XX
HR 112.55 Promotion/Demotion Dates XX
HR 112.56 Reason for Separation XX
HR 112.57 Regular/Temporary XX
HR 112.58 Rehire Date(s) XX
HR 112.59 Retirement date XX
HR 112.60 Salary Grade Step XX
HR 112.61 Separated (Y/N) XX
HR 112.62 Separation Date (Multiple) XX
HR 112.63 Standard Hours XX
HR 112.64 Termination Code XX
HR 112.65 Termination Date XX
HR 112.66 Termination Reason XX
HR 112.67 Total of Scheduled Hours XX
HR 112.68 Unlimited Number of User-Defined Fields XX
HR 112.69 Work Site/Location Code XX
Ability to default specified Job Code data (e.g., pay grade & schedule, probation length) to
HR 113.00 new position and employee record, with ability for default values to be overridden by action XX
creator.
Ability to default specified Position data (e.g., pay grade & schedule, probation length (PRD),
HR 114.00 job code, org subdivisions, supervisor, etc.) to new employee records, with ability for default XX
values to be overridden by action creator.

XX 2658 100.00%
Reference Response
Number Code
HR 115.00 Identify if employee reports by positive time or by exception time. XX
Transfer an employee to a different department/division or payroll group without re-entering
HR 116.00 XX
the entire employee file.
HR 117.00 Initiate personnel action (PA) forms for employee personnel changes. XX
Set up online PA forms unique to each status change, job change, employee change, and other
HR 118.00 XX
events.
HR 119.00 Update all employee fields via a Personnel Action (PA) XX
HR 120.00 Ability to future and retro effective-date employee changes (PA). XX
Easily reconcile history conflicts that are created due to retro effective dated actions
HR 121.00 XX
Initiate PA's by indicating a general action type and then following Interactive Q&A process
with pre-defined questions that vary by action type, EE type, etc., informing user when
HR 122.00 answers vary from pre-defined rules, and presenting the rule. XX
HR 123.00 Identify fields that can only be updated via Personnel Action Form (PA). XX
Record that the supervisor of an employee/position is not an employee of the agency
HR 124.00 (Example: Public Defender is a state employee and supervises County employees). XX
Identify assigned HR Representative for employee based on department and/or unit code.
HR 125.00 XX
HR 126.00 Record and track employee data (same and different) across different positions. XX
Accumulate job class hours by employee for multiple positions when working out of title.
HR 127.00 XX
Apply overtime eligibility based on total employment (for example: 2 nonexempt positions
HR 128.00 will need to have hours worked from both positions considered to determine if over 40 hours XX
in week).
Track probationary period and performance review schedule separately by position.

HR 129.00 XX
HR 130.00 Prevent a step increase due to disciplinary action XX

Track and report on why an employee leaves a position, including the following reasons:
HR 131.00
HR 131.02 Interdepartmental Transfer XX
HR 131.03 Intradepartmental Transfer XX
HR 131.05 Termination XX

XX 2658 100.00%
Reference Response
Number Code
HR 131.06 Involuntary Reasons XX
HR 131.07 Other User Defined Criteria XX
HR 131.08 RIF/Layoff XX
HR 131.09 Deferred Retirement XX
HR 131.10 Disability Separation (Line of Duty or Other) XX
HR 132.00 Record employee and supervisor's reasons for termination. XX
HR 133.00 Provide for planned and immediate termination effective date. XX
Flag an employee who separated under special retirement programs so as to monitor eligibility
HR 134.00 for rehire. XX
HR 135.00 Identify that an employee who is being rehired is a former retiree. XX

Employee Rights (Reduction in Force)
Provide specific workers employment history to comply with union rights associated with
HR 136.00 layoffs and recall policies: XX
HR 136.01 Years of services or seniority XX

HR 136.02 Knowledge, Skills and Ability present at the time of hire XX
HR 136.03 Union Rights and bargaining unit XX
HR 136.04 Qualifications XX
HR 136.05 Department XX
HR 136.06 Performance XX
HR 136.07 Discipline XX
HR 136.08 Veterans preference XX
HR 136.09 Funding Source XX
HR 136.10 Subclass XX
HR 137.00 Track placement activities for employees on layoff. XX
Compare layoff employee personnel file to match for potential open positions based upon
HR 138.00 qualifications, skills, seniority, or other information. XX
Track how many employees are currently on layoff to how many have been recalled.
HR 139.00 XX

Analysis
Record employee separation or leave status in addition to the employee's regular employment
HR 140.00 status (example: record "on leave" and still keep that the employee is permanent part time). XX
HR 141.00 Conduct trend analysis (ex: turnover, salary changes, etc). XX

Inquiries

XX 2658 100.00%
Reference Response
Number Code
HR 142.00 Track by PA action code or reason code. XX
HR 143.00 Track status changes. XX
Track on multiple separations (for each piece of employment, track term date, reason for
HR 144.00 separating, report on hours information within each piece of employment and aggregate XX
across).
HR 145.00 Track on changes to appointment and activity codes. XX
HR 146.00 Track on multiple separation reasons when an employee separates a position. XX
HR 147.00 Identify and alert employees who must file financial disclosures. XX
Produce an employee inquiry based on data from a specific date that shows a variety of
HR 148.00 employee specific information (snapshot of the employee's record logically grouped). XX
HR 149.00 Track on employee demographic and personal data. XX

HR 150.00 Track vacation/PTO hours lost because balance is at the cap. XX
Reports
HR 151.00 Report on employee demographic and personal data. XX
Report on multiple separations (for each piece of employment, track term date, reason for
HR 152.00 separating, report on hours information within each piece of employment and aggregate XX
across).
HR 153.00 Ability report on changes to appointment and activity codes. XX
Report on historical employee information for specified time periods (example: how many
promotions during a specific time frame, performance rating information, salary changes for
HR 154.00 an employee, historical sick leave usage, bereavement leave, etc). XX
Report and track on internal employee changes (for example: number/% of employees who
HR 155.00 changed departments, job classes, units). XX
Ability report on internal employee changes (for example: number/% of employees who
HR 156.00 XX
changed departments, job classes, units).
Report turnover (% of employees who separated) by types of separation reasons, by
HR 157.00 department, bargaining unit, job class using the average number of employees in the time XX
frame as the denominator.
HR 158.00 Report on multiple separation reasons when an employee separates a position. XX
Ability report earnings hours and dollars by job class for employees who are in more than one
HR 159.00 job class. XX
HR 160.00 Report on vacation/PTO hours lost because balance is at the cap. XX

HR 161.00 Report on number of employees by building location. XX

XX 2658 100.00%
Reference Response
Number Code
Report on vacancy percentages by department and pay period or other user defined period.
HR 162.00 XX
Report on staff by division/service area and pay period or other user defined period.
HR 163.00 XX
HR 164.00 Report on job class summary by pay period or other user defined period. XX
Report on job classes by division/service area by pay period or other user defined period.
HR 165.00 XX
HR 166.00 Report on any data element by employee and/or job class. XX

HR 167.00 Report by PA action code or reason code. XX
HR 168.00 Report status changes. XX
HR 169.00 Report on organizational unit layoffs. XX
HR 170.00 Report on layoffs. XX
HR 171.00 Report changes to employee data historically. XX
HR 172.00 Provide quarterly reports on performance review totals by rating received. XX
HR 173.00 Report on institutional measures, including:
HR 173.01 Ethnic background by employee XX
HR 173.02 Percent of FTE's with past due performance evaluations XX
HR 173.03 Employee turnover (resign vs. retirement) by date range XX
HR 174.00 Report on cost center transfers. XX
Provide comparison reports of personnel and FTE's with budgeted personnel FTE's.
HR 175.00 XX
Report on all wages for a specific employee by date range with capability to overlap years (i.e.
HR 176.00 XX
for Social Security forms).
HR 177.00 Report on average salary including benefits for any job class. XX
Report on each job class by department and the number of employees in each salary step.
HR 178.00 XX
HR 179.00 Analyze and report on exit questionnaire results. XX

Report or generate a notice on employees nearing NTE date or worked hours for different
HR 180.00 types of appointments (acting, limited duration, intermittent, temporary, etc). XX
Report descriptive statistics (mean, median, counts) on employee wage changes for a specific
HR 181.00 period of time by bargaining unit and job class. XX
HR 182.00 Report on job classes by bargaining unit that have no active employees. XX
HR 183.00 Group and report on occupational categories for job classes. XX
Report on employee count and average/median rate of pay by job class and bargaining unit.
HR 184.00 XX

XX 2658 100.00%
Reference Response
Number Code
HR 185.00 Generate organization charts by agency, by department, by service area, by unit. XX
Track and report on earnings hours and dollars by job class, department, bargaining unit (and
HR 186.00 other user defined) over specified time periods (example: how much overtime was worked for XX
a job class from June through August).
Track earnings hours and dollars by job class for employees who are in more than one job
HR 187.00 class. XX
HR 188.00 Provide Medical Leaves Reports. XX

HR 189.00 Provide Absenteeism Reports. XX
HR 190.00 Capture and report on employee turnover by:
HR 190.01 Position XX
HR 190.02 Gender XX
HR 190.03 Ethnicity XX
HR 190.04 Age XX
HR 190.05 Classification XX
HR 190.06 Termination XX
HR 190.07 Disciplinary release XX
HR 190.08 Reason for separation XX
HR 190.09 Department/Location XX
HR 191.00 Create a FMLA tracking report by name, SSN, dept., month/year,, etc. XX
HR 192.00 Create a report of Departmental Employment Status. XX
HR 193.00 Generate form letters for automated mailings from the human resource files. XX
Generate reporting of Human Resources demographic information (e.g., total number of
employees, number of employees by department, average/median age of employees,
HR 194.00 average/median longevity of employees, employee residency reporting, emigration status). XX
HR 195.00 Maintain detailed recap and summary reports for EEO reporting. XX
Produce vacation, sick leave comp time and other leave reports, identifying leave used,
HR 197.00 XX
accrued and balance.
Produce various HR reports including performance review reports, classification seniority

reports, annual salaries by union reports, non-credible service reports, automated letters,
HR 198.00 XX
verification of employment, 13 week lost wage report, standard mortgage form report and
monthly FMLA usage report.
HR 199.00 Provide a COLA History Report by bargaining unit, COLA, effective date, etc. XX
Provide a work force planning report that may forecast at least 10 years into the future.
HR 200.00 XX

XX 2658 100.00%
Reference Response
Number Code
Provide all required state and federal reports including but not limited to AAP (Affirmative
HR 201.00 Action Program), EEO (Equal Employment Opportunity). XX
Provide an employee history report reflecting date hired, date of increases, promotions, hourly
HR 202.00 rates, date of evaluations, department changes, etc. XX
HR 203.00 Provide Salary Schedules and merit increase summary by department. XX

Reporting of updates to names, phone numbers, SSN's, addresses, promotions, demotions,
HR 204.00 transfers, resignations, terminations, reinstatements, termination types & dates, suspensions, XX
number of dependents.
SALARY, COMPENSATION and CLASSIFICATION ADMINISTRATION

HR 205.00 Define and update classification specifications, including:
HR 205.01 Classification Title XX
HR 205.02 A description of duties and responsibilities of work XX
HR 205.03 Major Function XX
HR 205.04 Distinguishing Features XX
HR 205.05 Essential Functions XX
HR 205.06 Knowledge, Skills Ability XX
HR 205.07 Appointing Authority Requires XX
HR 205.08 Appointing Authority May Require XX
HR 205.09 Special Notes XX
HR 205.10 Statement of qualifications (minimum requirements) XX
HR 206.00 Automate the Hay Job Evaluation process. XX
HR 207.00 Automate the Job Content Questionnaire. XX
Define employees and positions as non exempt and exempt (FLSA) for overtime rules.
HR 208.00 XX
Identify overtime cash or compensatory time eligibility for exempt employees by bargaining
HR 209.00 unit, job class, department, position. XX
Amend classification plans and/or titles, such as those resulting from an organization change,
HR 210.00 new position or any other change. XX
HR 211.00 Have effective dated tables so that history records are not affected by changes. XX
Track and report on when a job class was established and link to the action that authorizes the
HR 212.00 new class. XX
Track and report on when a job class is abolished and link to the action that authorizes the
HR 213.00 action. XX

XX 2658 100.00%
Reference Response
Number Code
Define and update compensation plan rules by one or more of the following classifications:
HR 214.00
HR 214.01 Bargaining Unit XX

HR 214.02 Organizational Level XX
HR 214.03 Job Class XX
Input and track additional compensation (e.g., when an employee reaches the maximum of the
HR 215.00 pay range for the job class). XX
Automate compensation and benefits information updates with automated workflow

HR 216.00 approvals. XX
HR 217.00 Provide user defined rate table to accommodate multiple salary structures. XX
HR 218.00 Manually input a midpoint for a pay grade. XX
HR 219.00 Set up hourly rates and convert to monthly rates and annual rates. XX
Set up salary ranges to include minimum, midpoint and maximum, and a minimum of 20 steps
HR 220.00 and half steps. XX
HR 221.00 Set pay rate between steps and calculate a midpoint to two decimal places XX
HR 222.00 Maintain the following salary information:
HR 222.01 Effective dates XX
HR 222.02 Base Salary (hourly, monthly, annual) XX
HR 222.04 Salary range XX
HR 222.05 Step and half steps XX
HR 222.06 Pay change reason code (previous and new) XX
HR 222.07 Amount of change and percentage of change XX
HR 222.08 Previous salary XX
HR 222.09 Other user defined fields XX
HR 223.00 Retain classification title, salary, and reclassification history. XX
HR 224.00 Update salary steps and ranges by:
HR 224.01 Percentage XX
HR 224.02 Dollar Amounts XX
HR 224.03 Minimum Increase (e.g. 3% or $30/hour) XX
HR 224.04 Percentage less $x/hour XX
HR 224.05 Different amounts to maximum rate vs. steps below maximum XX
HR 224.06 Adding steps/half steps XX
HR 225.00 Set up and track multiple salary schedules XX
HR 226.00 Accommodate salary table linked to job classification and description. XX

XX 2658 100.00%
Reference Response
Number Code
Ability to effective-date salary increases for employee, job class, bargaining unit, and other
HR 227.00 criteria with history. XX
Automatically compute and update salary increases based on, but not limited to, the following:
HR 228.00
HR 228.01 Salary plan XX

HR 228.02 Dollar amount XX
HR 228.03 Job classification XX
HR 228.05 Salary range XX
HR 228.06 Grade, Step and range XX
HR 229.00 Provide history of salary ranges, changes, and retro pays. XX
Calculate costs and percentage change of step-to-step increases for job classes with defined
HR 230.00 XX
salary steps.
HR 231.00 Link promotional increases with salary step increases and range increases. XX
HR 232.00 Link salary increases to performance measures and/or performance reviews. XX
HR 233.00 Link salary increases to completion of probationary periods. XX
HR 234.00 Link salary increases to one step increase or greater than one step increase. XX
Ability to require a certain number of hours worked prior to receiving salary increases (e.g.
HR 235.00 2,080 hours worked prior to receiving step increase). XX
HR 236.00 Process a salary increase based on a special (non-scheduled) review. XX

Ability for salary to be linked to acting appointments and define and update special rules
HR 237.00 XX
related to salary when in an acting appointment.
HR 238.00 Apply mass changes to salary rates and to employee base rates. XX
HR 239.00 Schedule future COLA adjustments for individuals or groups. XX
HR 240.00 Apply COLA adjustments to individual and/or group. XX
HR 241.00 Provide rounding rules for COLA adjustments. XX
Record multiple salary changes effective on the same day (e.g. an employee receiving a
HR 242.00 promotional pay change on the same day as a step pay change). XX
HR 243.00 Maintain salary schedule and band and range by position. XX

Enter multiple personnel actions for a single employee at one time (including actions to occur
HR 244.00 at a future date). XX
HR 245.00 Provide salary range exception warnings. XX

HR 246.00 Provide seniority tracking for certain positions. XX
HR 247.00 Automated tracking of probationary periods. XX

XX 2658 100.00%
Reference Response
Number Code
Record personnel actions including but not limited to hire, rehire, promotion, demotion,
HR 248.00 reclassification, transfer, leave with pay, leave without pay, termination. XX
Input online employee changes (e.g., hire, salary changes, promotions, benefits changes,
HR 249.00 XX
address changes, etc.) with appropriate security and approval levels.
HR 250.00 Record the reason for personnel actions. XX
HR 251.00 Change authorized hours for positions (e.g., part-time positions). XX
Track leave hours taken by type of leave for each employee or any user defined group.
HR 252.00 XX
HR 253.00 Track concurrent leave status (e.g., maternity leave with sick leave). XX
HR 254.00 Track military leave usage and payments. XX
HR 255.00 FMLA (Family and Medical Leave Act) tracking. XX
Track eligibility and qualifications for family medical leave, sick subjective/other leave.
HR 256.00 XX
HR 257.00 Calculate and pay overtime to exempt and non exempt employees. XX
Define overtime rules for exempt positions/employees by department, rep code, job class,
HR 258.00 XX
position.
HR 259.00 Limit compensatory time accruals biweekly. XX
Automatically pay off compensatory time accruals when a specified balance is reached
HR 260.00 XX
Define and update eligibility rules for longevity pay (e.g. xx,xxx hours reached by a certain
HR 261.00 XX
date makes an employee eligible for longevity pay ).
HR 262.00 Ability to prorate longevity pay for employees retiring or death. XX
Define and update separation pay rules by representation code and/or job class and/or position.
HR 263.00 XX
HR 264.00 Define and update deceased employee payment of wages and pay rules. XX
HR 265.00 Input and track compensation adjustments based upon security and workflow. XX
Analysis
HR 266.00 Benchmark and conduct market surveys and comparisons XX
HR 267.00 Calculate average salary by:
HR 267.02 Pay Grade XX
HR 267.03 Agency XX

XX 2658 100.00%
Reference Response
Number Code
Provide salary calculation for merit increases, promotions, demotions, etc. with Override
HR 268.00 (includes determining range, quartile, % increase recommended) XX
HR 268.01 Calculate compa-ratio XX

HR 268.02 Track and update the following job code fields
HR 268.03 Begin Date XX
HR 268.04 End date XX
HR 268.05 Title (minimum 50 characters) XX
HR 268.06 Schedule Grade XX
HR 268.07 Related Job Codes (e.g., Series) XX
HR 268.08 Hay Scores and Sub-scores XX
HR 268.09 Link to job specifications XX
HR 268.10 FLSA code XX
HR 268.11 Workers Compensation Code XX
HR 268.12 EEO-4 code XX
HR 268.13 EEO Sub-code XX
HR 268.14 Salary Survey Benchmark Code XX
Perform projection reporting (create scenarios to determine the impact of salary structure
HR 269.00 XX
changes to develop and evaluate strategies).
HR 270.00 Forecast benefits by position and employee. XX
Set a trigger/tickler file for notification for expiration of a type of leave status (e.g., FMLA,
HR 271.00 XX
expiration of a temporary position, etc.).
Trigger required supporting documentation based on use of leave (e.g., family medical leave,
HR 272.00 doctor’s notes, etc.). XX

Inquiry
HR 273.00 Maintain payroll summary history life-to-date in a format to look-up data. XX
Access employee history including but not limited to salary, title, default GL account number,
HR 274.00 employment status, weekly time/attendance and payroll check detail from the HR System. XX

Reports
Track and report on job classes and bargaining unit of job classes who received special
HR 275.00 adjustments, effective date, implementation date and reason for special adjustment. XX
Track and report on title changes to the job class including effective date and link to the
HR 276.00 Personnel Action that authorizes the changes. XX

XX 2658 100.00%
Reference Response
Number Code
Track and report on changes to salary rates for a job class and bargaining unit including
effective date of changes and implementation date of change. Example: How many and which
job classes received salary changes different from the general adjustment applied to all classes
HR 277.00 XX
(Note: focus is on changes to the salary range/steps and not the employee's rates).
Report on employees who are at, near and above maximum pay rate for current pay grade
HR 278.00 XX
HR 279.00 Automated reporting of probationary periods. XX

Report on filled and vacant positions by job class code, and job class code by organization
HR 280.00 XX
level.
Report on Hay Job Evaluation data by job class code, pay grade or classification title.
HR 281.00 XX
HR 282.00 Report on Job Classifications. XX

Report by selecting from the following data elements, and report on one or more of each
HR 283.00 element (e.g., report on job class code or multiple job class codes:
HR 283.02 Pay Grade XX
HR 283.03 Salary Schedule XX
HR 283.04 Classified or Unclassified XX
HR 283.05 Active or Inactive XX
HR 283.06 Temporary XX
HR 283.07 Part-time XX
HR 283.08 Pay Rate XX
HR 283.09 Incumbents XX
HR 283.10 Organizational Level XX
HR 284.00 Provide the new hire report. XX
Provide a report by class and department for a time frame of vacancies and hires.
HR 285.00 XX
Generate standard EEO Reports (EE01, EEO4, EEO5), including tracking of race, sex, salary,
HR 286.00 new hire period EEO4 function, skill codes, and employment status. XX
POSITION MANAGEMENT
Position Tracking Set-Up

XX 2658 100.00%
Reference Response
Number Code
Support a full position-based Human Resource System including Job or Classification
HR 287.00 Maintenance. XX
HR 288.00 Establish and track information for each position including historical data. XX
HR 289.00 Maintains an unlimited number of positions. XX
Designate a specific salary structure (based on pay schedule tables) for each position class
HR 290.00 XX
including grade, step, and min/max range.
HR 291.00 Set default for budgeting vacant position based on the position's salary structure. XX
Implement position grouping structure with positions grouped into job codes, and job codes
HR 292.00 XX
grouped into broader category.
HR 293.00 Ability to reflect "one position to one person" business rule (with exceptions). XX
HR 294.00 Automatically or manually assign position numbers. XX
Assign a job code and associated information as the default to a position with effective dating.
HR 295.00 XX
HR 296.00 Define and update job position information and profiles. XX

Create on-line job descriptions including job duties, educational and skills requirements,
HR 297.00 experience requirements, credentialing requirements. XX
Enter position start and end dates for each unique position ID, retain historical data and reason
HR 298.00 XX
for position begin/end.
Functions within Position Control shall be date driven, allowing for future dating of
HR 299.00 XX
functionality and, where appropriate, past dating.
HR 300.00 Define multiple working titles to a position with effective dating. XX
HR 301.00 Add new job codes, define and change job code titles with effective dating. XX
Define and track job codes that include, but are not limited to the following attributes by
HR 302.00 effective date:
HR 302.01 Status (Active/Inactive, etc.) XX
HR 302.02 Job Title XX
HR 302.03 Standard Hours XX
HR 302.04 Standard Work Period (Weekly, Daily, Biweekly, etc.) XX
HR 302.05 Manager Level (User Defined List) XX
HR 302.06 Workers' Compensation Code XX
HR 302.07 Compensation Frequency (Hourly, Annual, Monthly, etc.) XX
HR 302.08 Regular/Temporary XX
HR 302.09 EEO Reporting Categories (EEO-4 Job Categories, EEP Job Group) XX
FLSA Status (Non-exempt, Management (Non-exempt), Professional (Non-exempt),
HR 302.10 etc.) XX
HR 302.11 Default Salary Plan, Grade and Step XX

XX 2658 100.00%
Reference Response
Number Code
HR 302.12 Medical Code (User Defined Field) XX
Exempt Code (Classified Nonexempt, Classified Exempt, Unclassified Nonexempt,
HR 302.13 XX
Classified Exempt, etc.)
HR 302.14 Degree Requirements XX
HR 303.00 Designate positions as classified or unclassified (approved or not approved.)
HR 303.01 Organization (user defined level) XX
HR 303.02 Position categories (user defined level) XX
HR 303.03 Program XX
HR 303.05 Other chart of account segments XX
HR 304.00 Ability to reclassify positions. XX
Maintain a chronological history of authorized positions and incumbents by position.
HR 305.00 XX
HR 306.00 Provides for history of all changes to positions. XX

HR 307.00 Track position history for each employee XX
Define reporting relationships for each position control number (employee slot) for the
HR 308.00 purposes of creating organizational charts and sending e-mail or online notices. XX
HR 309.00 Compile and automatically update organization charts. XX

HR 310.00 Produce point-in-time organization charts. XX
HR 311.00 Easily processes reorganization(s). Capabilities that must be included are:
HR 311.01 Move organization units between higher level organization units XX
HR 311.02 Combine organization units of the same level XX
Provide analysis capability for financial and position information that reflects both
HR 311.03 before and after the reorganization ("what if") XX
HR 311.04 Provide history on all reorganizations XX

HR 311.05 History of transactions and records are carried with the reorganization XX
HR 312.00 Establish effective dates for organizational structures. XX
HR 313.00 Define an unlimited number of organizational levels. XX
HR 314.00 Track the following position information:
HR 314.01 Multiple organizational levels XX
HR 314.02 Pay grade XX
HR 314.03 Pay schedule XX
HR 314.04 Position Number XX
HR 314.05 Position Type (classified, unclassified, reduced hours) XX
HR 314.06 Job Classification Code XX

XX 2658 100.00%
Reference Response
Number Code
HR 314.07 Budgeted FTE XX
HR 314.08 Job Classification Title XX
HR 314.09 Multiple Working Titles XX
HR 314.10 On Call XX
HR 314.11 Grant XX
HR 314.12 Date Filled XX
HR 314.13 Date Vacated XX
HR 314.14 Current Employee(s) XX
HR 314.15 Former Incumbents XX
HR 314.16 Comments XX
HR 314.17 Subject to shift work XX
HR 314.18 Acting XX
HR 314.20 Teleworking/Telecommuting XX
HR 314.22 Date established or approved XX
HR 314.23 Budgeted Cost XX
HR 314.24 Budgeted Hours XX
HR 314.25 Mobility (moves between work locations) XX
HR 314.26 Work Schedule XX
HR 314.27 Retirement Class XX
HR 314.28 Actual Cost XX
HR 314.29 Actual Hours XX
HR 314.30 FLSA Status XX
HR 314.31 Work Location (e.g., building, mail stop, cube and other locations) XX
HR 314.32 Supervisor XX
HR 314.33 Alternate Supervisor XX
HR 314.34 Funding Source Codes (minimum 6) XX
HR 314.35 End Date XX
HR 314.36 Status (e.g., active, inactive, pending) XX
HR 314.37 Other User Defined (e.g. company property or unique company privileges XX
HR 315.00 Track positions by user defined period by any or all of the following:
HR 315.01 Funded vs. Unfunded XX
HR 315.02 Filled vs. Unfilled XX
HR 315.03 Vacant XX
HR 315.04 Underfilled XX

XX 2658 100.00%
Reference Response
Number Code
HR 315.05 Overfilled XX
HR 315.06 Unfunded XX
HR 315.07 Trainee XX
HR 315.08 Limited duration XX
HR 315.11 FTE (e.g. .5 FTE) XX
HR 315.12 Employee XX
HR 315.13 Funding Source(s) by percentage (e.g. Grant) XX
HR 315.15 Classified vs. Unclassified XX
HR 315.17 Restricted XX
HR 315.18 Disestablished XX
HR 315.19 Frozen XX
HR 316.00 Track positions as contingent positions based on grant funding. XX
Track grant start and end dates and tie the information into the position funded status.
HR 317.00 XX
HR 318.00 Assign user defined fields/flags to a position.

Compare differences between types of positions such as authorized to overfilled, authorized to
HR 319.00 XX
vacant and other.
HR 320.00 Provide position control at the department level with inquiry and print capability. XX
Initiate and track position change requests (e.g. reclassification, reorganization) with
HR 321.00 workflow. XX
HR 322.00 Have auto-notification to predefined users when position changes are made. XX
Automatically update incumbent job data by effective date when changes are made to the
HR 323.00 associated job code or position. XX
HR 324.00 Identifies position status:

HR 324.01 Budgeted XX
HR 324.02 Allocated XX
HR 324.03 Encumbered XX
HR 324.04 Vacant XX
HR 324.05 Held XX
HR 324.06 Frozen XX

XX 2658 100.00%
Reference Response
Number Code
HR 325.00 Track board authorized positions by exempt vs. non exempt. XX
Track positions by FTE and by dollar level (i.e. budget by FTE or budget by a maximum
HR 326.00 XX
dollar level).
Track total hours worked (in FTEs) agency wide and by department, division, unit, program,
HR 327.00 cost center and team by user defined periods. XX
Track and compare prior year total hours worked (in FTEs) agency wide and by department,
HR 328.00 division, unit, program, cost center and team by user defined periods. XX
HR 329.00 Identify the specific source (e.g., grant or capital project) funding a position. XX
Change funding sources associated with positions and individuals in those positions (change to
HR 330.00 the position is automatically listed as a change to the employee). XX
HR 331.00 Assign multiple fund designation per employee position based on proration %. XX
Track agency temporary employees and verify that contract exists with procurement
HR 332.00 XX
HR 333.00 Track less than full FTE position control XX

HR 334.00 Track temporary positions (positions without benefits). XX
HR 335.00 Track savings for a user defined period that results from vacant positions. XX
HR 336.00 Track savings for a user defined period by actual vs. budget for a position. XX
Track overtime by pay codes and special pay types by position and/or job classification.
HR 337.00 XX
Track funded permanent FTE's agency wide and by department, division, unit, program, cost
HR 338.00 XX
center and team by user defined periods.
Track actual permanent FTE's agency wide and by department, division, unit, and line of
HR 339.00 XX
business by user defined periods.
Track total headcount agency wide and by job classification, department, division, unit,
HR 340.00 program, cost center and team by user defined periods. XX
Track vacant positions and vacant percentages by agency, department, division, unit, program,
HR 341.00 cost center and team by user defined periods. XX
HR 342.00 Track employee movement between positions within the organization. XX

HR 343.00 Assign multiple employees to a single position with warnings message. XX
Assign employee to multiple positions including one primary and one or more secondary jobs.
HR 344.00 XX
Employees to be assigned to and paid from multiple positions in different funds, organizational
HR 345.00 units, classes, statuses, etc. XX
HR 346.00 Determine set up charge back information for positions. XX

XX 2658 100.00%
Reference Response
Number Code
Track an employee's temporary move from their full time position to a new position with
HR 347.00 different pay range or benefits eligibility (acting). XX
HR 348.00 Track job classification summaries by FTE's and headcount by period. XX

HR 349.00 Define and update salary range. XX
HR 350.00 Define and update salary steps. XX
HR 351.00 Define and input a new position, with effective dating and approvals. XX
HR 352.00 Link a position to a classification specification. XX
HR 353.00 Link a position to a position description. XX
HR 354.00 Fill a position with more than one job classification. XX
HR 355.00 Drill-down from a position to requisition history. XX
HR 356.00 Drill-down from a filled position to the employee detail. XX
HR 357.00 Ability to prohibit requisition, hiring or time entry for:
HR 357.01 Canceled positions XX
HR 357.02 Frozen positions XX
HR 357.03 Eliminated positions XX
Enter predefined and user defined training, credentials, and certification requirements to each
HR 358.00 position ID. XX
HR 359.00 Identify background check requirements at the position level. XX

HR 360.00 Identify drug test and other test requirements at the position level. XX
HR 361.00 Track the funding for the position to the job posting. XX
HR 362.00 Identify and track limited duration position start and end dates. XX
HR 363.00 Identify and track mobility position start and end dates. XX
HR 364.00 Identify and track acting position start and end dates. XX
Define special posting and recruitment rules for union related vacancies and positions.
HR 365.00 XX
HR 366.00 Define special posting and recruitment rules for transfers. XX

HR 367.00 Enter narrative text in a position description. XX
HR 368.00 Fill a position with or without a requisition. XX
Record both the position an employee is acting in and the position they are acting from.
HR 369.00 XX
Position Budgeting
Provide budgeting capabilities and maintain information related to positions, including but not
HR 370.00 limited to:
HR 370.01 Budgeted beginning/end dates XX
HR 370.02 Budgeted/un-budgeted status XX
HR 370.03 Date created XX

XX 2658 100.00%
Reference Response
Number Code
HR 370.04 Employee group XX
HR 370.05 Expiration date XX
HR 370.06 Fund source XX
HR 370.07 Funding status XX
HR 370.09 Job skill requirements XX
HR 370.10 Location XX
HR 370.11 Number of employees in same position XX
HR 370.12 Number of hours per position XX
HR 370.13 Organizational codes XX
HR 370.14 Pay grade assignment XX
HR 370.15 Position description XX
HR 370.16 Position review dates XX
HR 370.17 Position status XX
HR 370.18 Position title XX
HR 370.19 Subordinate positions XX
HR 370.20 Wages paid in same position XX
HR 371.00 Project position budgets for a minimum of five (5) years. XX
Forecast payroll costs over various "what if" scenarios by applying percentage increases in
HR 372.00 XX
earnings and payroll factors.
Break down total hours worked (in FTE's) into Permanent FTE's, Temporary/Intermittent
FTE's, and Overtime/Comp Time Earned FTE's agency wide and by department, division, unit,
HR 373.00 program, cost center and team by user defined periods. XX
Track the impact on the budget (in FTE's and dollars) of position classification actions (e.g.
HR 374.00 reclassified) by department, division, unit, program, cost center and team by user defined XX
periods.
Track the impact on the budget of changes to the funding source allocation for a position (in
HR 375.00 FTE's and dollars) by department, division, unit, program, cost center and team by user XX
defined periods.
See the total number of FTE’s approved by the County Board across department, division,
HR 376.00 unit, program, cost center and team by user defined periods. XX
Drill-down on the number of funded FTE’s by multiple levels (i.e. department, division, unit,
HR 377.00 program, cost center and team). XX

XX 2658 100.00%
Reference Response
Number Code
Include future pay and benefit increases/decreases (i.e., position step increases, contract
HR 378.00 provisions, etc.) in budget projections based on effective dates. XX
Budget premium earnings and other pays (i.e., overtime, shift differential, longevity, hazardous
HR 379.00 duty, etc.) for each position control number. XX
HR 380.00 Budget for vacant positions, including premium earnings and other pay. XX
Automatically recalculate position budget forecast based on employment actions and
HR 381.00 salary/benefit changes. XX
Automatically validate hiring actions against the available budget of the department and
HR 382.00 position, and alert if invalid. XX
Track actual vs. budget cost differences by position and/or job classification by user defined
HR 383.00 XX
periods (e.g. fiscal year and calendar year).
Track history of authorized or unauthorized positions separate from incumbents with totals by
HR 384.00 XX
fund code.
Compare movement to approved budgeted headcount and flag the position record when the
HR 385.00 movement would cause an "out of compliance", with override capability. XX
HR 386.00 Provide edits to prevent action on a position which is not approved. XX

Reports, Analysis and Inquiry
HR 387.00 Report on position control statistics, such as vacancy statistics. XX
HR 388.00 Produce a comprehensive position control report. XX
Have a delivered report that lists positions, funding information, current incumbents and
HR 389.00 XX
vacant positions.
HR 390.00 Report by type of position, vacancy information, budget data and cost savings. XX
HR 391.00 Provide listings of vacant / frozen / unfunded / contract positions as required. XX
HR 392.00 Generate a report of open positions by department, job title, and/or class code. XX
Print filled and vacant positions by position number and/or department reports with totals.
HR 393.00 XX
Provide report of positions by classified or not classified and all any other status.
HR 394.00 XX
HR 395.00 Report on vacant positions, including those currently filled by acting employee. XX
HR 396.00 Provide listings of vacant / frozen / unfunded / contract positions as required. XX
HR 397.00 Report of open positions by department, job title, and/or class code. XX
Print filled and vacant positions by position number and/or department reports with totals.
HR 398.00
HR 399.00 Generates standard reports, including, but not limited to the following: XX
HR 399.01 Deleted positions by period XX

XX 2658 100.00%
Reference Response
Number Code
HR 399.02 Reallocated positions by period XX
HR 399.03 Aging report for vacancies XX
HR 399.04 Employee list by position and class XX
HR 399.05 Listings of vacant positions by various sorts XX
HR 399.06 Budgeted costs by various sorts and summaries XX
HR 399.07 Actual costs by various sorts and summaries XX
HR 399.08 FTE's encumbered - budget vs. actual by organization XX
HR 399.09 Frozen positions that are vacant report XX
HR 399.10 Incoming and outgoing employees by department XX
HR 399.11 Position status report (budget vs. actual by position status) XX
Report on budget to actuals by position, job classification, multiple organization levels or
HR 400.00 XX
position types, and provide comparison data.
Report on position changes, and impacts to the agency, departments, and divisions.
HR 401.00 XX
HR 402.00 Report on grant funded positions nearing expiration. XX

HR 403.00 Report on project related positions nearing scheduled completion date. XX
HR 404.00 Filter all views of employees, positions and classifications based on all attributes XX
HR 405.00 Produces reports for a specific time period for all elements of position control. XX
HR 406.00 Sorts and produces ad-hoc reports or lists of positions on any field and order. XX
Report employees by work team, work unit, department/division, job classification, and
HR 407.00 XX
position.
Have a report that consolidates temporary employees (e.g. temporary, contract and agency)
HR 408.00 XX
BENEFITS ADMINISTRATION
HR 409.00 Support for an unlimited number of benefit plans. XX
HR 410.00 Set up multiple types of benefit plans, including:
HR 410.01 Deferred Compensation XX
HR 410.02 Medical insurance XX
HR 410.03 Multiple employee and dependent Life/accident Insurance XX
HR 410.04 Dental insurance XX
HR 410.05 Vision insurance XX
HR 410.06 Flexible spending accounts XX
HR 410.07 Transportation/Parking accounts XX
HR 410.08 Optional insurance XX

XX 2658 100.00%
Reference Response
Number Code
HR 410.09 Long term disability XX
HR 410.10 Short term disability XX
HR 410.11 Long term care XX
HR 410.12 Medicare supplement XX
HR 410.13 Wellness XX
HR 410.14 DROP XX
HR 410.15 Early retiree health XX
HR 410.16 Other user defined XX
HR 411.00 Provide cafeteria benefit plans. XX
HR 412.00 Accommodate pre- or post-tax plans XX
HR 413.00 Allow system to accommodate multiple deferred compensation plan vendors. XX
HR 414.00 Define multiple defined benefit pension plans. XX
Define multiple defined contribution plans (both contrib. & non-contrib.) with multiple
HR 415.00 providers. XX
HR 416.00 Define pension eligibility rules. XX

HR 417.00 Track pension plan table history. XX
HR 418.00 Support multiple coverage levels for a single plan type. XX
HR 419.00 Support multiple providers of a single plan type. XX
Calculate benefit deduction amounts based on user defined table of rates, calculations, and
HR 420.00 coverage rules. XX
HR 421.00 Provide benefits rate table history. XX

Configure and change employee and employer contribution rates, calculation of benefits,
HR 422.00 eligibility rules, retirement plan, and retirement plan eligibility date. XX
HR 423.00 Accommodate sets of benefit options linked to employee group. XX

HR 424.00 Attach supporting benefit documents via imaging XX
Benefit Plan Administration
Administer benefits on total employment, all positions combined (How the position
contributes to the total employment depends on the status of the position (example: 2
positions that are permanent combine for total employment; 1 permanent positions and 1
HR 425.00 XX
intermittent position do not combine – only the permanent position counts)).
HR 426.00 Provide for processing the following benefits eligibility events:

HR 426.01 Initiation, modification, and maintenance of employee information XX
HR 426.02 Activation of coverage for employee, spouse, and non-spouse dependents XX
Activation of coverage for survivors (former dependents of employees that are allowed
HR 426.03 XX
to continue their benefits coverage)

XX 2658 100.00%
Reference Response
Number Code
HR 426.04 Maintenance of beneficiary information for multiple plans XX
HR 426.05 Medicare eligibility XX
Initiation of COBRA processing when an individual’s coverage is terminated due to a
HR 426.06 XX
COBRA qualifying event
HR 426.07 Evidence of insurability verification XX
HR 426.08 Terminating/retiring employees XX
HR 426.09 Termination of coverage for employee, spouse, and non-spouse dependents XX
HR 427.00 Enroll employees in multiple plans with one point of data entry. XX
Automatically dis-enroll employee/retiree in previous plan when change/new enrollment of
HR 428.00 XX
plan occurs.
Maintain dependent and/or beneficiary information including relationship, date of birth,
HR 429.00 address, phone and specific benefit. XX
Track beneficiaries for life insurance, final paycheck and retirement contributions.
HR 430.00 XX
HR 431.00 Track employee and dependent benefits by, but not limited to:
HR 431.01 Date of birth XX
HR 431.02 Dates dependents eligible/ineligible XX
HR 431.03 Employee contributions XX
HR 431.04 Beneficiary addresses XX
HR 432.00 Track survivor coverage. XX
Pend online request for updates if employees are required to submit proof/documentation.
HR 433.00 XX
Provide a "universal" screen including name, address, phone number, DOB, date of hire, status
date, employee ID#, social security number, plan enrollment, etc., with sub screens for plan
HR 434.00 enrollments that include dependent and enrollment information. XX
HR 435.00 Provide SSN on all benefit screens for employee, beneficiary or dependent. XX
Provide or confirm benefit enrollment/changes notifications to employee via US Postal or
HR 436.00 email as defined by user. XX
Automatically verify benefits status based on employee status and eligibility rules.
HR 437.00 XX
HR 438.00 Provide notification if rehired employee is assigned old benefits. XX

Provide notification to benefits administration that employee's eligibility is beginning, ending
HR 439.00 or changing. XX
Automatically generate notification (email or letter) to employees based on certain events such
HR 440.00 as:

XX 2658 100.00%
Reference Response
Number Code
HR 440.01 Prior to obtaining Medicare Eligibility by virtue of age XX
HR 440.03 Prior to multiple pre-defined dates (birthdays) XX
HR 440.04 Proof of continuing eligibility (receipt of proof, i.e. college transcript) XX
HR 440.05 Beginning and end of COBRA eligibility XX
HR 440.06 Other user-defined eligibility XX
Notify employee and payroll contact when placed on leave of absence and/or no-pay status.
HR 441.00 XX
HR 442.00 Designate a group of employees for a specific benefit by:

HR 442.02 Base Salary XX
HR 442.03 Management Level XX
HR 442.04 Hours of Service XX
HR 443.00 Provide multiple cost and benefit plan combinations. XX
Assign benefit plan codes by employee based on their classification and bargaining unit.
HR 444.00 XX
Update employee and employer contributions based upon employee's bargaining unit (e.g.
HR 445.00 dental fund). XX
Setup, input and track a negotiated hourly rate for the calculation of a benefit contribution by
HR 446.00 bargaining unit. XX
Input and track benefit transactions by effective date or retroactively, with security.
HR 447.00 XX
HR 448.00 Enter effective dates of enrollment across plan years or premium years. XX
HR 449.00 Input plan changes based on effective dates. XX
HR 450.00 Maintain benefit plan history by employee. XX
HR 451.00 Track hours worked by bargaining unit for benefit contribution calculation . XX
Automatically identify and report when an employee is assigned to a bargaining unit that has
HR 452.00 XX
a special benefit contribution calculation.
HR 453.00 Change groups of employees from eligible to not eligible for a plan. XX
Maintain multiple retirement plans (i.e.: FRS Pension Plan and FRS Investment plan),
HR 454.00 including the ability for unlimited client-defined coverage and eligibility rules. XX
Allow employees to receive vacation or PTO hours as cash or deferred compensation.

HR 455.00 XX

XX 2658 100.00%
Reference Response
Number Code
Ability for employees to elect to receive vacation or PTO hours to pay out in following year
HR 456.00 either as cash or deferred compensation, with workflow and approval. XX
Set up pay out effective dates (e.g. first pay check in March for next year's pay out).
HR 457.00 XX
HR 458.00 Set up limits to employee requests for pay out amounts (e.g. 40 hours). XX
Provide at least the following methods of calculating employee/employer premium costs or
HR 459.00 contribution amounts:
HR 459.02 Flat amount XX
HR 459.03 Wage type(s) to include in calculation XX
HR 459.04 Individual, individual or spouse, individual and spouse, family XX
HR 459.05 Pre or post taxable income calculation XX
HR 459.06 Monthly limit XX
HR 459.07 Quarterly limits XX
HR 459.08 Annual limits (calendar and fiscal) XX
HR 459.09 Effective date XX
HR 459.10 Workers Compensation XX
HR 459.11 Age XX
HR 459.12 Amount of coverage XX
HR 459.13 Frequency XX
HR 459.14 Group XX
HR 459.15 Premium level XX
HR 459.16 Administrative fee XX
HR 460.00 Track unpaid premiums. XX
Allow for periodic increase/decrease in benefit premiums without the need for re-enrollment.
HR 461.00 XX
Calculate benefit deduction amounts based on user defined table of rates, calculations, and
HR 462.00 XX
coverage rules.
HR 463.00 Determine deduction frequency and amount based on employee pay frequency. XX
Flexibility to order deductions during payroll processing allowing moving on to the next one
HR 464.00 XX
when one is too much.
HR 465.00 Process retroactive deductions and refunds. XX
HR 466.00 Prorate accruals and benefits for part-time employees. XX
HR 467.00 Track and collect benefits costs from employees on leave. XX

XX 2658 100.00%
Reference Response
Number Code
HR 468.00 Support mass change process for benefits adjustments. XX
Electronic entry into payroll of benefits billing amounts and transactions (changes to coverage
HR 469.00 XX
which trigger changes to amounts).
HR 470.00 Initiate override notification to refund benefits premiums to employees. XX
Automatically calculate balance due (arrears) from employee/retiree whose deductions exceed
HR 471.00 XX
their payment.
Provide effective dating for deductions automating arrearages and credits for employee and
HR 472.00 employer portions. XX
HR 473.00 Accumulate benefit costs by one or a combination of:

HR 473.01 County/City (organization at user specified level) XX
HR 473.02 Bargaining unit XX
HR 473.03 Benefit type XX
HR 473.04 Plan XX
HR 473.05 Vendor XX
HR 473.07 Other Charts of Accounts XX
Benefit Plans
Maintain employee and dependent benefit information by effective date including, but not
HR 474.00 limited to, the following:
HR 474.01 Type of benefit XX
HR 474.02 Plan providers (e.g., health, dental, and deferred compensation providers) XX
HR 474.03 Employee retirement plan tier's XX
HR 474.04 Type and level of coverage XX
HR 474.05 Health insurance XX
HR 474.06 Life insurance options XX
HR 474.07 Flexible Spending Accounts XX
HR 474.08 Cafeteria plan XX
HR 474.09 Long-term disability XX
HR 474.10 Dental XX
HR 474.11 SDI (Short-term Disability Insurance) XX
HR 474.12 Vision XX
HR 474.13 Eligibility dates XX
HR 474.14 Dependent name, birth dates, SSN, and relationship to employee, etc. XX
Online enrollment/enrollment by employee with appropriate
HR 474.15 XX
notification/warnings/approvals.

XX 2658 100.00%
Reference Response
Number Code
Savings Plans (Tax Deferred Compensation ) Employee contributions (including
HR 474.16 deferred compensation) XX
HR 474.17 Dollar amount of coverage XX

HR 474.18 Adjust or change benefits XX
HR 474.19 Additional Fields for benefits (future, voluntary, etc.) XX
HR 475.00 Maintain beneficiary number that is linked to employee number. XX
HR 476.00 Update benefits and deductions on-line and perform all maintenance on-line. XX
Health Plans
HR 477.00 Maintain insurance codes and premium amounts by employee.
HR 477.01 Health XX
HR 477.02 Dental XX
Support domestic partner and domestic partner children medical and dental enrollment
HR 478.00 XX
HR 479.00 Track relevant HIPAA information. XX

Retirement/DROP Plans
HR 480.00 Track multiple defined benefit pension plans. XX
Track multiple defined contribution plans (both contrib. & non-contrib.) with multiple
HR 481.00 providers. XX
Automatically configure and re-configure employee pension information (pension plan code
HR 482.00 and deduction amount) for new hires, re-hires, and transfer between retirement plans XX
depending upon the employee’s classification.
HR 483.00 System verifies defined pension eligibility rules. XX
Define pension contributions as a percentage of pay for employee or employer contribution.
HR 484.00 XX
Enter pension plan enrollment information and set rates by individual enrollee as well as
HR 485.00 globally by plan. XX
HR 486.00 Track various bi-weekly or weekly contribution rates. XX

HR 487.00 Add/modify/delete pension codes, and track effective dates. XX
HR 488.00 Track employees not eligible to participate in the pension System. XX
HR 489.00 Track name, identification number, and social security number of participant. XX
HR 490.00 Suspend and reinstate pension benefits. XX
HR 491.00 Support unpaid vacation and sick leave to be paid at retirement. XX
HR 492.00 Manage pension forfeiture. XX
Automatically add inactive pension balance amounts to the new active balance if an employee
HR 493.00 is rehired as a member of the same retirement plan and did not take a refund of employee XX
contributions.

XX 2658 100.00%
Reference Response
Number Code
Track base pension, calculate and track various increases, and track dates of increases.
HR 494.00 XX
HR 495.00 Track breaks in pension service. XX

Track employee leave activity of all types on a pay period basis or between two specific dates.
HR 496.00 XX
Track periods of non-paid service as defined by the user for purpose of subtracting from
HR 497.00 pension service. XX
HR 498.00 Track terminated employees who are eligible for a deferred pension. XX
Allow transition of the employee from active status to retired status by automatically preparing
HR 499.00 forms that are required to move from collecting contributions to paying the benefits. XX
Ability for pension contributions calculated and deducted from the payroll System.
HR 500.00 XX
HR 501.00 Calculate corresponding employer contributions. XX

HR 502.00 Perform individual pension calculations. XX
HR 503.00 Specify which pay types are pensionable. XX
Calculate pension benefit projections for current employees and current pension participants.
HR 504.00 XX
Perform pension plan projections based on changes to individual or group contributions,

HR 505.00 XX
investments, etc.
Calculate pension benefits based on years of credited pension service and a percentage where
HR 506.00 XX
the percentage may vary based on specified time periods.
Calculate the employees average salary for benefit computation purposes using the specified
criteria related to the employees pay, base pay, shift differential, specified overtime hours, over
HR 507.00 a defined period of time (e.g. last 3 years, highest 5 years). XX
Calculate, and determine participant eligibility for different retirement options such as Rule of
HR 508.00 80, early retirement penalties, and track rules under which the participant retired. XX
Establish variable calculations and display the estimated monthly benefit at retirement, based
HR 509.00 upon retirement date, length of creditable service, age, final average compensation, and a XX
multiplier.
Perform group pension calculations for a user defined group (based on union, department,
HR 510.00 etc.). XX
HR 511.00 Accumulate pension information, to include:

HR 511.01 Contribution history XX

XX 2658 100.00%
Reference Response
Number Code
HR 511.02 Current balance by interest XX
HR 511.03 Taxable contributions XX
HR 511.04 Pre-taxed contributions XX
HR 511.05 Employee account statements XX
Track quarterly, year-to-date and employment to date salary and deduction history.
HR 512.00 XX
HR 513.00 Track the pension benefit cost by employee. XX

Maintain each employee's primary and contingent beneficiary designations for their retirement
HR 514.00 benefits. XX
Make adjustments, with the proper security, to employee pension amounts and balances.
HR 515.00 XX
HR 516.00 Make current COLA adjustments to individual, group or all pension accounts. XX
Perform DROP (Deferred Retirement Option Plan) plan calculations and to track DROP plan
HR 517.00 benefits for self administered plan. XX
HR 518.00 Process grandfathered pension eligibility and participation. XX

Provide 1099R contribution box population program to record life-to-date after-tax pension
HR 519.00 contributions. XX
HR 520.00 Track pension communications with pension eligible employees and retirees. XX
Wire funds to the Retirement System custodian in connection with payroll processing cycles.
HR 521.00 XX
Long Term Disability

HR 522.00 Manage STD and LTD history by employee. XX
HR 523.00 Notify departments and employees of STD and LTD usage. XX
HR 524.00 Monitor STD and LTD application by employee. XX
HR 525.00 Monitor STD and LTD by number of days. XX
Savings Plans
Calculate pension earnings based on federal regulations including but not limited to 401(a),
HR 526.00 XX
457 and 415 rules.
Maintain employee deferred compensation program data to include, but not limited to:
HR 527.00 XX
company, agent, plan distribution dates/options, beneficiaries, etc.
Allow for a waiting period before employee deferred compensation contributions are effective.
HR 528.00 XX
HR 529.00 Provide for data edits to include:

Calculation of maximum deferral amount allowed each pay period by participant, which
HR 529.01 is then compared to the entered deferral amounts, to ensure that withholdings do not XX
exceed maximum allowed

XX 2658 100.00%
Reference Response
Number Code
Automatically stop withholdings when the participant reaches the annual maximum,
HR 529.02 with allowance to resume the withholding should a salary increase occur. XX
Automatically resume withholding in previous case at the beginning of the following

HR 529.03 XX
year
HR 529.04 Verification of minimum bi-weekly deductions XX
Accommodate bi-weekly deductions on either a flat amount or percent-of-pay basis
HR 529.05 XX
Perform deferred compensation calculations and automatically monitor maximum deferral

HR 530.00 XX
limitations, including regular and catch-up deferrals.
Allow deferred compensation information displays and updates to include, but not limited to:
HR 531.00
HR 531.01 Deferral amounts for savings and life insurance XX

HR 531.02 Catch-up status (participants eligibility/expiration) XX
HR 531.03 YTD total and total savings amount XX
HR 531.04 Calendar year history XX
HR 531.05 Roll-over/transfer of funds between providers XX
Automatically notify plan administrator of employees approaching maximum deferral
HR 532.00 limitations. XX
Automatically notify employee when approaching maximum deferral limitations.

HR 533.00 XX
Allow transmission of employee contributions to multiple vendors based on different plan type
HR 534.00 XX
and administrators.
Allow deferred compensation information displays and updates based on user defined fields.
HR 535.00 XX
Automatically stop withholdings when the participant reaches the annual maximum, with
HR 536.00 allowance to resume the withholding should a salary increase occur. XX
Automatically resume withholding in previous case at the beginning of the following year.
HR 537.00 XX
Accommodate bi-weekly deductions on either a flat amount or percent-of-pay basis.

HR 538.00 XX
Track members who have not contributed to deferred compensation for a user defined amount
HR 539.00 of time. XX
Leave Plans
HR 540.00 Accrue, adjust, track, and use hourly types of leave benefits including:

XX 2658 100.00%
Reference Response
Number Code
HR 540.01 Bereavement XX
HR 540.02 Civil XX
HR 540.03 Compensatory Time XX
HR 540.04 Domestic Violence XX
HR 540.05 Emergency XX
HR 540.06 Fire Sick Bank, XX
HR 540.07 Floating Holiday XX
HR 540.08 FMLA XX
HR 540.09 GE (General Employee) Sick Bank XX
HR 540.10 Holiday XX
HR 540.11 Incentive bonus/Performance bonus. XX
HR 540.12 Medical (STD/LTD) XX
HR 540.13 Mentor XX
HR 540.14 Military XX
HR 540.15 Newborn XX
HR 540.16 Away Without Pay - Other Cogent Reasons (OCR) XX
HR 540.17 Personal Leave XX
HR 540.18 Police Holiday Bank XX
HR 540.19 Police Sick Bank XX
HR 540.20 Sick XX
HR 540.21 Vacation XX
HR 540.22 Vacation Bonus Hours XX
Provide an unlimited number of client-specified leave eligibility and accrual rules based on
HR 541.00 XX
employment status, work schedule, position, etc.
Create user defined leave accrual structures based on employee attributes (attributes include,
HR 542.00 XX
years of service, job assignment, etc.).
HR 543.00 Support grandfathered leave eligibility categories. XX
Automatically accrue and/or pro-rate leave accruals based on client-specified eligibility and
HR 544.00 XX
accrual rules.
HR 545.00 Designate maximum leave accrual by leave type. XX
Designate annual usage and roll-over limits by leave type (e.g., flex leave hours may not
HR 546.00 XX
exceed maximum accrual on employee's anniversary date).
HR 547.00 Define parameters, carryover amounts, ceilings, etc. for leave plans. XX
Support dual-reporting system for FMLA compliance (tracking continuous and/or intermittent
HR 548.00 FMLA leave hours used from a variety of leave accounts such as vacation, sick leave, unpaid, XX
etc.).

XX 2658 100.00%
Reference Response
Number Code
Provide online maintenance and inquiry of employee leave data to include, but not limited to:
HR 549.00 leave balances, usage, history, and accruals. XX
HR 550.00 Allow input of start leave date and anticipated return date. XX
HR 551.00 Provide online notification of employee's anticipated return date. XX
Adjust service date, vacation/sick leave accrual, pension eligibility, and seniority based upon
HR 552.00 XX
types of Leave of Absence without pay.
HR 553.00 Support vacation to be used after a specified period of time. XX
HR 554.00 Provide vacation and sick leave accrual as a percentage of paid service. XX
HR 555.00 Provide leave accruals earned during paid absence. XX
Ability for unpaid vacation and sick leave to be converted to retirement credit under certain
HR 556.00 specified conditions XX
HR 557.00 Accrue vacation under various bargaining units XX

Accrue vacation that may be limited to a certain balance on an annual basis or a biweekly
HR 558.00 basis, depending on bargaining unit XX
HR 559.00 Ability for vacation and sick leave to be used after a specified period of time XX
View leave activity for vacation, sick leave, and compensatory time off on a pay period by pay
HR 560.00 XX
period basis through an on-line leave account ledger.
HR 561.00 Assign leave benefits based upon classification. XX
HR 562.00 Have absence management capability XX
Ability for an employee to receive PTO accrual rate credit for prior employment service
HR 563.00 XX
and/or time worked for another employer, with security and approval.
HR 564.00 Adjust leave plan amounts with appropriate security. XX

Life & ADD Plans
Manage life insurance coverage and step change rules (Application calculates amount based
HR 565.00 on age and defined rules). XX
Benefit Plan Eligibility

Determine change in status and its effect on eligibility (i.e., age, death, termination, retirement,
HR 566.00 and years of service). XX
HR 567.00 Maintain eligibility rules by benefit plan with the following variables:
HR 567.01 Plan type XX
HR 567.02 Employee Group XX
HR 567.03 Geographic coverage XX
HR 567.04 Waiting period XX
HR 567.05 Minimum hours worked XX
HR 567.06 Agency XX

XX 2658 100.00%
Reference Response
Number Code
HR 567.07 Employee Status XX
HR 567.08 Dependent coverage XX
HR 567.09 Dependents eligible XX
HR 567.10 Split coverage XX
HR 567.11 Medicare eligible XX
HR 567.12 COBRA XX
HR 567.13 HIPAA XX
HR 567.14 Job class XX
HR 567.16 Effective date XX
HR 567.17 Hire date XX
HR 567.18 Age of employee XX
HR 567.19 Age of dependents XX
HR 567.20 Hours worked by pay period XX
HR 567.21 Wage base XX
HR 567.22 Track leave without pay for limitations XX
HR 567.23 Chart of account fields XX
HR 567.24 Over-ride of eligibility with proper security XX
HR 567.25 All other user defined variables XX
HR 568.00 Provide benefit eligibility tracking. XX
Link employee status to employee eligibility (e.g., leave of absence with out pay vs. leave of
HR 569.00 absence with pay). XX
HR 570.00 Determine how long eligible after leave begins. XX

Determine benefit eligibility by the type of leave (military, workers compensation, and other
HR 571.00 user defined leave types). XX
Provide detailed confirmation to employees of benefit eligibility when eligibility begins or

HR 572.00 changes and as part of the annual enrollment. XX
HR 573.00 Determine the dependents who are benefit eligible after employee's death. XX
HR 574.00 Determine how long dependents are eligible after an employee's death. XX
HR 575.00 Determine benefit re-enrollment eligibility after return from military leave. XX
HR 576.00 Determine benefit eligibility after retirement. XX
Determine benefit eligibility based on employment status (full time, part time, and other user
HR 577.00 defined employment statuses). XX
HR 578.00 Maintain history of eligibility as well as a history of enrollments for dependents. XX

Prevent employees from being enrolled in a plan for which they are not eligible, with secure
HR 579.00 override capability for exceptions. XX

XX 2658 100.00%
Reference Response
Number Code
HR 580.00 Process the following benefits eligibility events:
Activation of coverage for survivors (former dependents of employees that are allowed
HR 580.02 XX
to continue their benefits coverage)
HR 580.03 Maintenance of beneficiary information XX
HR 580.04 Extended coverage of dependent XX
HR 580.06 Early retiree health XX
HR 580.07 Evidence of insurability XX
HR 581.00 Maintain different and multiple eligibility dates for different benefit plans. XX
Determine employee's eligibility based on employee's position, bargaining unit, job class and
HR 582.00 XX
other user defined categories.
HR 583.00 Manage pension eligibility rules where an employee's job information changes. XX
Determine employee's eligibility based on an employee being associated with more than one
HR 584.00 XX
job class.
Determine employee's eligibility based upon an employee being in one job class that is union
HR 585.00 and one that is non union. XX
Determine employee's eligibility based upon number of hours worked (e.g. 40 hours) even if in
HR 586.00 two positions that are not benefit eligible. XX
HR 587.00 Notify employees when eligibility dates are reached. XX

Benefits Enrollment
HR 588.00 Perform employee enrollment via the internet. XX
HR 589.00 Ability to do batch enrollment. XX
HR 590.00 Electronic enrollment process with user defined frequencies (typically annually). XX
Conduct online enrollment with modeling features (allow employee to experiment with
HR 591.00 XX
different elections to determine the effect on pay and taxes).
Update employee record from an accepted model (e.g., enroll employee in benefit plan
HR 592.00 selected during modeling). XX
Provide detailed confirmation to employees of benefit eligibility when eligibility begins or

HR 593.00 XX
changes and as part of the annual enrollment.
Ability to recognize employee's profile data and enforce enrollment rules accordingly.
HR 594.00 XX
Provide for various types of on-line enrollment consistent with eligibility (entry/re-entry)
HR 595.00 rules, including:

XX 2658 100.00%
Reference Response
Number Code
HR 595.01 Enrollment of new hires and rehires within a user defined period of hire date XX
HR 595.02 Annual enrollment transfer period XX
HR 595.03 Late enrollment with medical underwriting XX
HR 595.04 Special enrollment due to HIPAA qualifying event XX
HR 595.05 Other user-defined criteria XX
Generate automated benefits enrollment forms with options based on employee status changes
HR 596.00 (including job data and family status changes) and open enrollment period. XX
Continue prior year coverage for those employees not re-enrolling in plans during open
HR 597.00 enrollment period, except for Flexible Benefits Plan. XX
Limit employees from increasing optional life coverage amount with override for special
HR 598.00 XX
circumstances.
Allow for changes to an employee's election other than at open enrollment (i.e., changes in
HR 599.00 family status, etc.). XX
Provide a calculation at enrollment time to expand pay period contribution amount to a yearly
HR 600.00 amount to check against any dollar limitations (such as FSA). XX
HR 601.00 Have multiple beneficiary designations XX

HR 602.00 Handle Trust designations as a beneficiary. XX
Report on enrollment and participation in benefits plans prior to deduction being made or
HR 603.00 effective date XX
Provide online insurance plan enrollment forms, including laser printing option and electronic
HR 604.00 XX
signature.
Generate reminder reports for employees who have not enrolled by a specified date.
HR 605.00 XX
Florida Retirement System (FRS)

HR 606.00 Maintain employee retirement beneficiaries by specific retirement plans. XX
Provide the Interface human resources, and payroll data with third party retirement planning
HR 607.00 software for the purpose of estimating future retirement benefits. XX
HR 608.00 Define FRS contributions by employer and employee XX

HR 609.00 Define employees as FRS or non-FRS eligible. XX
HR 610.00 Track employee changes to FRS eligible. XX
HR 611.00 Monitor FRS maximums. XX
HR 612.00 Track FRS adjustments and corrections. XX
HR 613.00 Set up FICA withholding based on FRS eligibility. XX

XX 2658 100.00%
Reference Response
Number Code
HR 614.00 Track employee's eligibility who has changed in relation to FRS. XX
HR 615.00 Track employee types for FRS eligibility, including:
HR 615.01 Intermittent XX
HR 615.03 Students XX
HR 615.04 Seasonal XX
HR 616.00 Track FRS eligibility for employees on leave. XX
HR 617.00 Report on FRS employees on leave without pay with reason code. XX
Report on payroll period on which FRS contributions have been and should have been
HR 618.00 reported. XX
HR 619.00 Track leave for active military duty for FRS reporting. XX
HR 620.00 Report on FRS exclusion codes. XX
HR 621.00 Report employees years of service for FRS reporting. XX
Have retro adjustments automatically generate appropriate reporting period to FRS.
HR 622.00 XX
Ability to translate hours into Benefit and Vesting Service and determine Break-In-Service
HR 623.00 XX
years by individual.
Identify employees/retirees that were designated Disabled, the last day worked, and, if
HR 624.00 applicable, the date they were deemed PTD (Permanently and Totally Disabled). XX
Calculate age of each retiree and spouse to determine when retiree and/or spouse becomes
HR 625.00 XX
eligible for Medicare.
Provide report listing employees who are nearing pension eligibility as of a certain date (user-
HR 626.00 XX
specified).
COBRA Administration
HR 627.00 Track COBRA eligibility based on user defined criteria. XX
Process and maintain Consolidated Omnibus Budget Reconciliation Act (COBRA) benefits
HR 628.00 including, but not limited to, the following:
HR 628.01 Expiration dates XX
HR 628.02 Employee cost XX
HR 628.03 Elected coverage XX
HR 628.04 Payment history XX
HR 628.05 Notification and response dates XX
HR 628.06 Qualifying event XX
HR 629.00 Track relevant COBRA information. XX
HR 630.00 Maintain date employee goes on C.O.B.R.A benefit and C.O.B.R.A code. XX

XX 2658 100.00%
Reference Response
Number Code
HR 631.00 Print cost of COBRA coverage for active or retired employees. XX
Set COBRA termination dates by individual enrollee (greater than 18 or 36 months).
HR 632.00 XX
HR 633.00 Automated notification to COBRA enrollees when coverage is going to expire. XX

HR 634.00 Integrate with Accounts Receivable XX
Calculate COBRA rate based on percentage of HMO, Medical, Behavioral Health, FSA and
HR 635.00 XX
Dental premiums.
HR 636.00 Store COBRA dependent history data. XX
HR 637.00 Notify third party administrator regarding COBRA eligible participants. XX
Accommodate administration of COBRA related laws, to include, but not limited to:
HR 638.00
HR 638.01 Maintenance of COBRA qualifying events and event dates XX

HR 638.02 Automatic date calculations XX
HR 638.03 Forms XX
HR 638.04 Correspondence XX
HR 638.05 COBRA reports XX
HR 638.06 Notifications XX
HR 638.07 Billings (and separate billings by plan) XX
HR 638.08 XX
REPORTING, ANALYSIS and INQUIRIES
Analysis
Provide attendance and absence analysis, either in summary or detail, by user-specified
HR 639.00 selection criteria including:.
HR 639.01 Category XX
HR 639.02 Date/Date Range XX
HR 639.03 Day of Week XX
HR 639.04 Leave Type XX
HR 639.05 Position or Class XX
Utilize data from vendor for analysis of specific plans based on the following criteria:
HR 640.00 XX
HR 640.01 Costs by plan XX

HR 640.02 Costs by benefit type XX

XX 2658 100.00%
Reference Response
Number Code
HR 640.03 Costs by vendor XX
HR 640.04 Utilization XX
HR 640.05 Comparison reporting XX
Provide statistics on total headcount per department, jurisdiction, insurance carrier and plan
HR 641.00 participation, etc. XX
Project the cost impact to changes in benefits, accruals, etc., for current employees and
HR 642.00 XX
retirees.
Benefits cost projections for user defined time frames based on current employee data (what-if
HR 643.00 XX
costing).
Inquiry
Project and inquire on future premiums due by individual, group, and other factors.
HR 644.00
HR 645.00 Track and monitor utilization of benefit plans by user defined criteria. XX
HR 646.00 Provide for pension information inquiry, to include:
Employees with inactive pension balances where the following items are displayed:
HR 646.010
HR 646.011 Old balance XX

HR 646.012 Taxable contributions XX
HR 646.013 Non-taxable contributions XX
HR 646.014 Interest XX
HR 646.015 Total balance XX
HR 646.016 Termination date & reason XX
HR 646.017 Refund amount XX
HR 646.018 Date of refund XX
HR 646.019 Remaining balance XX
Active employees with the same information in addition to fiscal year-to-date, life-to-
HR 646.020 date, and pay period contributions. XX
HR 647.00 Provide benefits statements on-line. XX

HR 648.00 Provide online benefits enrollment information XX
HR 649.00 View payment history for benefits payments (including COBRA payments). XX
HR 650.00 View the following information on line including but not limited to:
HR 650.01 Employee leave balance information XX
HR 650.02 Employee benefits enrollment history XX
HR 650.03 Employee time record history XX
HR 650.04 Employee gross pay, deduction and net pay information for each pay period XX

XX 2658 100.00%
Reference Response
Number Code
HR 651.00 View the following information on line:
Personnel history information including name, address, telephone number, job title,
department, object code (full-time, part-time, etc.), monthly base salary, history of
HR 651.01 changes since hire, and retirement plan entry date. This information would be for XX
current and former employees.
HR 651.02 Employee vacation and sick leave balance information. XX

HR 651.03 Employee benefits enrollment information. XX
HR 651.04 Employee time record history. XX
Employee gross pay, deduction and net pay information for each pay period, including
HR 651.05 all payment and deduction categories. XX

Reports
HR 652.00 Provide a deduction register by employee for the benefit contribution totals. XX
Provide deferred compensation contribution reports by pay period, annual, and on-demand
HR 653.00 XX
basis.
Produce a standard report for Leave Accrual and Usage based on user-defined selection
HR 654.00 XX
criteria such as department, position or class, etc.
HR 655.00 Report current and historical employee information by user defined criteria. XX
HR 656.00 Report benefit trends and costs. XX
Provide ad hoc reports for projected costs and numbers related to open enrollment.
HR 657.00 XX
HR 658.00 Provide utilization reports. XX

Produce vendor reports that provide the following information on detailed and summary
HR 659.00 reports:
HR 659.01 Plan participation XX
HR 659.02 Plan revenues XX
HR 659.03 Costs by vendor XX
HR 660.00 Produce reports reflecting eligible employees not enrolled in benefit plans. XX
HR 661.00 Provide audit reports with error messages. XX
Provide ad hoc reporting capGenerate employee plan participation listings or based on user-
HR 662.00 defined parameters. XX
Provide a formatted exception report showing employees eligible for Benefit but have no
HR 663.00 XX
Beneficiary designated.
Generate (automatically or manually) employee notification letters based upon user-defined
HR 664.00 criteria. XX

XX 2658 100.00%
Reference Response
Number Code
Ability to detect certain milestones (i.e., age, years of service) from system defined parameters
HR 665.00 and create notification letters to employees. XX
HR 666.00 Report employee participation in various Benefit plans. XX

HR 667.00 Provide flexibility to report entire population or changes only. XX
HR 668.00 Report on QDRO (qualified domestic relations order) XX
Generate report (for a given employee) listing employee's beneficiaries for every benefit plan
HR 669.00 XX
in which the employee is participating.
HR 670.00 Print Benefit plan definitions. XX
Provide information from Payroll for the creation of Statement of Benefits at user-defined
HR 671.00 intervals or dates. XX
Provide the following, or similar, standard reports related to insurance: Enrollment and
HR 672.00 Premium Reports by company, plan, employee, Benefit Statements; Census Reports, and XX
Election Forms.
HR 673.00 Provide the following or similar standard reports:
Enrollment and Contribution reports by user-specified company, plan, or employee
HR 673.01 XX
HR 673.02 Beneficiary reports XX

HR 673.03 Insurance Census XX
HR 673.04 Actuary Report XX
HR 673.05 Deferred Compensation Monitoring reports XX
Provide online maintenance, standard reports, and ad hoc inquiry and reporting of retirement
HR 674.00 system data. XX
HR 675.00 The system shall provide the Produce a benefit eligibility list upon request XX
HR 676.00 Report number of participants in each benefit group and/or pension plan. XX
HR 677.00 Report Retirement Benefit Billing cost by employee. XX
Query by name, identification number, and social security number of pension plan participant.
HR 678.00 XX
File 1099R electronically and by hard copy, with the ability to re-print on request.
HR 679.00 XX
Provide a report of 457 participants who are over the pre-tax contribution limit at any point
HR 680.00 during the year including those using catch-up options. XX
Provide deferred compensation contribution reports by pay period, annual, and on-demand
HR 681.00 basis. XX
HR 682.00 Generate benefit summary statements by employee. XX

HR 683.00 Print cost of COBRA coverage for active or retired employees. XX
HR 684.00 Print benefits statements. XX

XX 2658 100.00%
Reference Response
Number Code
HR 685.00 Produce billing notice for employees on leave of absence. XX
Support domestic partner and domestic partner children medical and dental enrollment
HR 686.00 XX
appropriate after tax reporting
HR 687.00 Group and report employees by type of coverage. XX
HR 688.00 Generate a Change History Report. XX
HR 689.00 Generate a New Hire Report. XX
HR 690.00 Generate a Pay Period Insurance Report. XX
HR 691.00 Generate a department/division report of employees with basic job information. XX
HR 692.00 Generate an Enrollment Report. XX
HR 693.00 Generate insurance billing reports including, but not limited to, the following:
HR 693.01 Type of coverage XX
HR 693.02 Class code XX
HR 693.03 Employee name XX
HR 693.04 Amount XX
HR 693.05 Number of insured XX
HR 693.06 Total insurance coverage XX
Provide a report of terminated employees with the reason for termination, date of termination,
HR 695.00 and benefits code. XX
Provide Participant report including enrollment, dependent names and relationships,

HR 696.00 department name, pay group, social security number, etc. that can be run for individuals or XX
selected groups.
HR 697.00 Provide the following reports:
HR 697.01 List of employees with no benefit deductions due to low or no paycheck XX
Warning/error report of employees with no benefit deductions with due to low or no
HR 697.02 XX
paycheck prior to running payroll
HR 697.03 Benefits register XX
HR 697.04 Insurance cancellations XX
HR 697.05 Leave status XX
HR 697.06 FICA savings from FSA participation XX
HR 697.07 Benefit costs as charged to general ledger XX
HR 697.08 Combination Report of total benefit expenses for the pay period XX
Print calculated pension benefit projections for current employees and current pension
HR 698.00 XX
participants.

XX 2658 100.00%
Reference Response
Number Code
Provide all employees and retirees with annual benefit statements (benefits statements shall
HR 699.00 provide designated beneficiary information and benefits that are available to beneficiaries). XX
HR 700.00 Report pension fund results to pension participants. XX

HR 701.00 Printing of mailing labels for each benefit group and/or pension plan. XX
Provide a report of active and inactive employee pension account balances with the same
information as on the pension information screens, bi-weekly no pay lists, exception reports,
HR 702.00 error listings, annual actuarial reports, annual pension interest calculation and employee XX
account statements.
Provide a report of active employees who are not enrolled in a pension plan, but meet the
HR 703.00 criteria for enrollment in the plan. XX
RISK MANAGEMENT
Workers Compensation
Support the administration of workers' compensation, including maintaining employee
accidents and injuries, any associated claim information, case status and history, agreements,
HR 704.00 associated attendance and medical treatment administered. XX
Track accidents and injuries and follow-ups on all employees including worker's
HR 705.00 XX
compensation.
Track accidents on either employees or non-employees injured or involved in an accident on
HR 706.00 organization property. XX
HR 707.00 Provide appropriate security access to data and process. XX

Ability for injured worker and supervisor to report injury to HR electronically, and for HR to
HR 708.00 XX
report, maintain and track information on each filed claim.
Ability for user-defined follow-up date with an alert (in case employee extends, etc.)
HR 709.00 XX
HR 710.00 Indicate if LPS or Third Party Administrator (TPA) is paying the claim. XX
Interface with 3rd party Workers Compensation administrator/vendor to process and track
HR 711.00 worker's compensation claims. XX
HR 712.00 Maintain on-line record of injury policies, rules and computations. XX

Maintain workers' compensation rules and tables for multiple bargaining units and statutes
HR 713.00 XX
HR 714.00 Provide for one or more injury plans. XX

HR 715.00 Provide table driven or drop down fields XX

XX 2658 100.00%
Reference Response
Number Code
HR 716.00 Provide text fields to describe Worker's Comp event. XX
HR 717.00 Provide year end rollover computation and process. XX
Provide first report of injury compliance and support OSHA reporting standards for creating
HR 718.00 injury reports, associated injury logs and incident investigation detail. XX
Ability to pre-populate first reports of injury with complete employee data based on a unique
HR 719.00 qualifier (e.g. employee ID numbers). XX
HR 720.00 Maintain and track information on each filed claim:

HR 720.01 Claimants name and information XX
HR 720.02 Employee Department/Division XX
HR 720.03 Date claim received XX
HR 720.04 Police Report number XX
HR 720.05 Location of incident/accident XX
HR 720.06 Injury XX
HR 720.07 Date of Injury XX
HR 720.08 Physician of Choice XX
HR 720.09 Date Employee Received Claim Form XX
HR 720.10 Date Supervisor Received Claim Form from Employee XX
HR 720.11 Date Risk Mgt Received all Claim Forms from Supervisor XX
HR 720.12 Open and Close dates XX
HR 720.13 Total pay out XX
HR 720.14 Alternate Duty Position XX
HR 720.15 Alternate Duty Begin Date XX
HR 720.16 Alternate Duty End Date XX
HR 720.17 Alternate Duty End Date Extension(s) XX
HR 720.18 Maximum Medical Improvement (MMI) Date XX
Record the following attributes per Incident/claim and diary entry where applicable:
HR 721.00
HR 721.01 # of weeks eligible XX

HR 721.02 Action taken text XX
HR 721.03 Any recovery XX
HR 721.04 Approval date XX
HR 721.05 Attorney XX
HR 721.06 Auto generated case number XX
HR 721.07 Average Weekly Wage XX
HR 721.08 Case status XX

XX 2658 100.00%
Reference Response
Number Code
HR 721.09 Correspondence or letter identifiers XX
HR 721.10 Correspondence 'sent' date updated automatically with printing XX
HR 721.11 Correspondence 'sent' flag updated automatically with printing XX
HR 721.12 Date and time of injury XX
HR 721.13 Date claim closed XX
HR 721.14 Date claim reopened XX
HR 721.15 Date of open reserves XX
HR 721.16 Date of transaction entry XX
HR 721.17 Date Received XX
HR 721.18 Date reported XX
HR 721.19 Day of the week XX
HR 721.21 Description of injury XX
HR 721.22 Follow-up date XX
HR 721.23 Follow-up person XX
HR 721.24 Hospital/Physician XX
HR 721.25 Incident or claim status XX
HR 721.26 Indemnity costs XX
HR 721.27 Injury level approvals XX
HR 721.28 Investigation Required XX
HR 721.29 Lien XX
HR 721.30 Location of accident XX
HR 721.31 Medical costs XX
HR 721.32 MMI date XX
HR 721.33 NCCI (National Council on Compensation Insurance) Code XX
HR 721.34 Other costs XX
Outstanding reserves and payment history with type of pay (Medical, Indemnity,
HR 721.35 XX
Expense)
HR 721.36 Part(s) of body XX
HR 721.37 Payments XX
HR 721.38 PPI (permanent partial impairment) % XX
HR 721.39 Premium (based on payroll and type of job) XX
HR 721.40 Reportable/Non-Reportable XX
HR 721.41 Reported by XX
HR 721.42 Reported to XX
HR 721.43 Reserve adjustments XX

XX 2658 100.00%
Reference Response
Number Code
HR 721.44 Reserve financial summary XX
HR 721.45 Restitution due XX
HR 721.46 Review date XX
HR 721.47 SDTF (Special Disability Trust Fund) claim XX
HR 721.48 Storage box XX
HR 721.49 Supervisor's name and SSN (joined table) XX
HR 721.50 Tool/Substance code XX
HR 721.51 Type of entry XX
HR 721.52 Type of injury XX
HR 721.53 Who made the entry XX
HR 721.54 Workers' Compensation hours taken per injury" XX
HR 722.00 Record the following for each incident:
HR 722.01 Actual injury absence start date XX
HR 722.02 Actual return to work to date XX
HR 722.03 Amount(s) of payment per incident or claim XX
HR 722.04 Days on restricted duty XX
HR 722.05 Dollar value of injury absence XX
HR 722.06 Field adjuster notes XX
HR 722.07 Incident details XX
HR 722.08 Injury approved hours taken XX
HR 722.09 Injury hours approved XX
HR 722.10 Injury unapproved hours taken XX
HR 722.11 Last day worked XX
HR 722.12 Lost time XX
HR 722.13 MED/Indemnity type XX
HR 722.14 Number of hours approved for injury time off XX
HR 722.15 Projected injury absence start date XX
HR 722.16 Projected return to work date XX
HR 722.17 Provides for more than one reason for injury XX
HR 722.18 Reason for injury XX
HR 722.19 Records if injury absence is paid, unpaid or partially paid XX
HR 722.20 Review date XX
HR 722.21 Salary continuation amount XX
HR 723.00 Flag if claim is eligible for OSHA Log 300 filing XX
HR 724.00 Keep a record of change to type of claims XX
HR 725.00 Allow unlimited incident/accident history entries. XX

XX 2658 100.00%
Reference Response
Number Code
HR 726.00 CapEnter, update and review claim information by SIC and NCCI code. XX
Maintain multiple workers' compensation claims for an employee with the Have only one lost
HR 727.00 XX
time claim payment open at one time
Notify the Human Resources department once an employee has been cleared to return to work.
HR 728.00 XX
HR 729.00 Write notes and descriptions in an unlimited text field. XX

Track employees modified or transitional duty work restrictions and status., including date
HR 730.00 placed on light duty, departments Accommodate, follow up doctor's note receipt, date of XX
appointment, changes to restrictions.
HR 731.00 Track permanent and temporary work restrictions. XX
HR 732.00 Track return to work date. XX
HR 733.00 Allow definition of workflow to track employee injuries. XX
HR 734.00 System maintains employee injury information such as physician's name. XX
HR 735.00 Allow scanned documents to be attached and viewed from master file. XX
HR 736.00 Record the following injury absence history:
HR 736.01 Projected start date XX
HR 736.02 Projected return to work date XX
HR 736.03 Actual start date XX
HR 736.04 Actual return to work to date XX
HR 736.05 Reason(s) for injury XX
HR 736.06 Paid, unpaid or partially paid XX
HR 737.00 Allow unlimited injury absence history entries. XX
Automatically calculate/update employee's injury absence according to defined policies.
HR 738.00 XX
Facilitate electronic generation and processing of forms, documentation, and approvals in the
HR 739.00 XX
Workers’ Comp claim process.
Have an electronic diary System to record file activity from Department, Physician, and Risk
HR 740.00 XX
Management Division.
Maintain a calendar of events which triggers certain transactions and notifications.
HR 741.00 XX
HR 742.00 Allow cost accumulation coding to be modified. XX

Allow incident costs to be accumulated by department, division, and fund at time of injury.
HR 743.00 XX
Provide employee master record to collect the following Employee Data from HR/Payroll
HR 744.00 application:
HR 744.01 Address XX

XX 2658 100.00%
Reference Response
Number Code
HR 744.02 Age XX
HR 744.03 Age at date of accident XX
HR 744.04 Agency/Org description XX
HR 744.05 Agency/Org number XX
HR 744.07 Days per week XX
HR 744.08 DOB XX
HR 744.09 Employee status (full/part-time/volunteer) XX
HR 744.10 Employment XX
HR 744.11 Hours worked per day XX
HR 744.12 Hours worked per week XX
HR 744.14 Payroll number XX
HR 744.15 Rate of pay XX
HR 744.16 Risk code XX
HR 744.17 Sex XX
HR 744.18 SS# XX
HR 744.19 Telephone number XX
HR 744.20 Years of service at date of accident XX
HR 745.00 Allow master record to be created without HR/Payroll information XX
Advise when employee moving from one leave type to another – and use workflow tool to
HR 746.00 obtain approved/disapproved from line manager, payroll and worker's comp office. XX
Supplement workers' compensation benefits with employee's leave accruals based on current
HR 747.00 XX
rules and regulations
Integrate information between time and attendance, payroll and workers compensation.
HR 748.00 XX
Interface with Payroll to identify when an employee has had an accident or lost time so that
HR 749.00 Benefits can authorize accident/injury payments. XX
HR 750.00 Calculate workers compensation pay XX

HR 751.00 Allow entry of approved amount of indemnity payment. XX
HR 752.00 Allow manual override of injury computations. XX
HR 753.00 Allow manual salary validation and correction. XX
HR 754.00 Automatically generate an employee wage statement XX
Calculate and view the wage history of employee prior to injury and maintain historically (for
HR 755.00 example, pre-audit) XX

XX 2658 100.00%
Reference Response
Number Code
HR 756.00 Calculate salary continuation amount. XX
Calculate workers' compensation benefits based on multiple factors (for example, benefit
HR 757.00 XX
level, days lost, employee's current or average salary)
HR 758.00 Capable of calculating normal wage. XX
Define workers' compensation duration and accrual limits by interfacing with time and
HR 759.00 XX
attendance data
Edit time and attendance balances and payroll related data due to retroactive workers'
HR 760.00 compensation adjustments XX
HR 761.00 Generate payroll entry for salary continuation amount. XX

HR 762.00 Maintain and audit concurrent earnings and fringe benefits XX
Maintain, associate and validate workers' compensation codes in time and attendance with
HR 763.00 XX
corresponding workers' compensation claims
Reconcile first check and adjust accruals back to time and attendance if necessary
HR 764.00 XX
Retrieve payroll records of weekly gross pay for 13 weeks or 91 days prior to the date of
HR 765.00 accident triggered by input of date of accident, calculate average weekly wage and store in XX
claims record.
HR 766.00 Support direct expense of workers' compensation to job cost centers. XX
Validate workers' compensation disbursements against payroll disbursements to ensure that
HR 767.00 employee is not paid twice (or receives double benefits) for the same period of time XX
HR 768.00 Reinstate sick leave used when claim has been approved. XX
Ability for employees to charge time to use leave when on workers compensation through self
HR 769.00 service. XX
Ability for employees to request buy back of leave used (e.g., time charged to sick leave)
HR 770.00 when claim has been approved. XX
Adjust sick leave based upon security, workflow and approvals and other user defined criteria.
HR 771.00 XX
work flow workers compensation data such as time cards to additional staff (e.g., workers
HR 772.00 comp staff) for a temporary period, based upon workers compensation action. XX
Pull the average earnings rate of pay for all accidents involving employees (as of the date of
HR 773.00 injury). XX
Retain historical information on salary, wage or average earnings back to date of injury for use
HR 774.00 in calculating compensation for lost time. XX

XX 2658 100.00%
Reference Response
Number Code
Track history of incidents and accidents resulting in damage to company property or liability
HR 775.00 claims and Track resulting disciplinary action. XX
Flag an employee who is ineligible for rehire due to receipt of worker's comp settlement.
HR 776.00 XX
HR 777.00 Calculate total lost time days for duration of disability. XX

Accept electronic submission from treating physician when employee reports to physician.
HR 778.00 XX
HR 779.00 Electronically time stamp, identify and transmit claim documents. XX

Health, Safety and Wellness
Interface with 3rd party software which performs hearing conservation testing and to store,
HR 780.00 update, and compare test results. XX
Interface with 3rd party software which performs respiratory protection testing (Pulmonary
HR 781.00 function testing) and to store, update, and compare test results. XX
HR 782.00 Generate OSHA, EPA, and DOT course descriptions. XX

HR 783.00 Assign courses according to job classification. XX
HR 784.00 Track effective dates of required employee retraining and recertification. XX
Automatically generate retraining and recertification notices based on effective dates.(e.g.
HR 785.00 XX
Fitness Testing)
Track and schedule periodic health screening and physical exams. (e.g. TB Skin Tests)
HR 786.00 XX
Ability to contain the physical function testing for each job description and appropriate dates.
HR 787.00 XX
Track various employee required safety equipment and tools (i.e., shoes, glasses, etc.) by
HR 788.00 position control number and by employee ID. XX
Provide employee information and summary information to support and assess wellness
HR 789.00 programs. XX
HR 790.00 Track participation in wellness programs and screenings XX

Link to Benefits business areas to enable coordination of wellness activities with Benefits
HR 791.00 eligibility. XX
REPORTING, ANALYSIS and INQUIRY

Analysis
Prepare standard graphs for employee statistics, departmental statistics, and/or agency-wide
HR 792.00 statistics. This may include: injuries, illnesses, lost time (occupational, non-occupational), XX
OSHA recordable/non-recordable, etc.

XX 2658 100.00%
Reference Response
Number Code
The System shall use "pop-up" or electronic notification of events during a workers' comp
HR 793.00 case including workers comp expiration, new documentation needed to extend benefits or XX
MMI is reached.
Inquiry
Must provide data management and online reporting capabilities for multiple users who access
HR 794.00 the worker's compensation program. XX
HR 795.00 Inquire on open and closed worker's comp files. XX

HR 796.00 Provide online accident reporting. XX
HR 797.00 Provide online inquiry of injury information per employee XX
Reports
HR 798.00 Generate the following reports:
HR 798.01 Activity Detail/Summary Lists XX
HR 798.02 Employee Detail/Summary Lists XX
HR 798.03 Departmental Detail/Summary Lists XX
HR 798.04 County/City-Wide Detail/Summary Lists XX
HR 799.00 Allow report routing to remote sites. XX
HR 800.00 Generate mandated State and/or Federal forms and print multiple copies. XX
HR 801.00 Have the following reporting capabilities:
HR 801.01 Affirmative action information XX
HR 801.02 Amount(s) and dates payment XX
Certification of benefits paid to worker name level (per week), total counts & dollars
HR 801.03 XX
(per month)
HR 801.04 Claims history XX
HR 801.05 Claims per employee, type, status, supervisor, etc. XX
HR 801.06 Combine claim and financial data on one report XX
HR 801.07 Detail of transactions paid to provider by date range XX
HR 801.08 Dollars of payroll for worker's compensation XX
HR 801.09 EOB (Explanation of Benefits) report XX
HR 801.10 Field adjuster notes per incident/claim XX
HR 801.11 Hash total report XX
HR 801.12 Headcount and pay dollars for people physically on site XX
HR 801.13 Last activity date of open claims XX
HR 801.14 OSHA report XX

XX 2658 100.00%
Reference Response
Number Code
Report listing weekly earning per week along with calculation (average work week * .
HR 801.15 6667) XX
HR 801.16 State of Florida filing forms online and transmit electronically XX

HR 801.17 Summary Claim Register by FY, Agency Report of Claims over $5,000 XX
HR 801.18 Unit Statistical Report (3 yr financial/status history of claims) XX
HR 801.19 Vendor 1099 report XX
W/C Self-Insured Payroll Reports (entire payroll, reportable payroll, excluded payroll)
HR 801.20 XX
HR 801.21 Workers’ Compensation rate per job position or class XX

HR 802.00 Track and report claim status, including number and types of claims. XX
Track different types of claims including: incident only, medical only claim, loss time claim
HR 803.00 XX
HR 804.00 Track and report loss time hours by employee. XX

HR 805.00 Track and report modified work program by:
HR 805.01 Manager's name and location XX
HR 805.02 Approval number XX
HR 805.03 Authorizing person's name or ID XX
HR 805.04 Description of assignment duties XX
HR 805.05 Pay rate XX
HR 805.06 Projected start date XX
HR 805.07 Actual start date XX
HR 805.08 Projected end date XX
HR 805.09 Actual end date XX
HR 805.10 Normal work hours XX
HR 805.11 Restrictions XX
HR 805.12 Step program to return to full duties XX
HR 805.13 Workers' Compensation hours taken per injury XX
HR 806.00 Track and report multiple concurrent injuries to an employee. XX
Track and report overhead cost by department to determine a rate multiplier for self-insured
HR 807.00 fund contributions. XX
Track and report costs of workers compensation benefits paid to and on behalf of an employee
HR 808.00 through the TPA. XX
HR 809.00 Produce address and file folder labels based on claim data. XX
EMPLOYEE & LABOR RELATIONS

XX 2658 100.00%
Reference Response
Number Code
Disciplinary Action
HR 810.00 Prevent a step increase due to disciplinary action XX
HR 811.00 Record disciplinary actions by employee and to track steps in the process. XX
Automatically route information to HR, supervisors, etc. regarding proposed disciplinary
HR 812.00 actions XX
HR 813.00 Records historical disciplinary action by:

HR 813.02 Date XX
HR 813.03 Type of incident XX
HR 813.04 Type of follow up action taken XX
HR 814.00 Tracks all disciplinary complaints, investigations, and actions:
HR 814.01 Letters of reprimand XX
HR 814.02 Warnings XX
HR 814.03 Suspensions with pay XX
HR 814.04 Suspensions w/o pay XX
HR 814.05 Discharge XX
HR 815.00 Track the following information for all disciplinary actions:
HR 815.02 Employee number XX
HR 815.03 Budget unit (department, division, section) XX
HR 815.04 Issue (e.g. insubordination) XX
Proposed discipline (e.g. letter of reprimand, suspension, demotion and termination)
HR 815.05 XX
HR 815.06 Date discipline was received XX

HR 815.07 Date the final discipline will take place XX
HR 815.08 Classification name and number XX
HR 815.09 Work location XX
HR 815.10 Supervisor's name XX
HR 815.11 Appealed XX
HR 816.00 Provide historical information for all disciplinary actions XX
HR 817.00 Flag an employee record, once terminated, is unable to reapply. XX
HR 818.00 Enter and track employee disciplinary actions. XX
HR 819.00 Track all activities associated with the management of a disciplinary action. XX

XX 2658 100.00%
Reference Response
Number Code
Create random testing list and track results from drug/alcohol tests (e.g., positive, random,
post-accident, reasonable suspicion, and follow-up information) by employee, position,
HR 820.00 XX
department, organization, job classification, disciplinary actions, treatment programs
(DOT)/safety-sensitive.
Appeals and Grievances
Track employee grievances, including steps taken, dates of the steps (including future dates),
HR 821.00 appeals, and comments. XX
Track grievances filed by employee. Track all activities associated with the management of
HR 822.00 the grievance. XX
HR 823.00 Track the history of disciplines and grievances by employee. XX

HR 824.00 Track on disciplines and grievances by department and/or division. XX
HR 825.00 Track on disciplines and grievances by supervisor. XX
HR 826.00 Track disciplines and grievances by union/bargaining unit. XX
HR 827.00 Define multiple grievance rules. XX
HR 828.00 Set up discipline and grievance tracking records. XX
Integrate with Human Resources, Payroll, Performance, Training and other modules.
HR 829.00 XX
HR 830.00 Set up multiple discipline steps with required information at each step. XX
Set up hearing tracking, alternative dispute resolution (ADR) tracking and arbitration tracking.
HR 831.00 XX
Set up descriptive or narrative text for hearing results, alternative dispute resolution (ADR)
HR 832.00 results or arbitration results. XX
Set up and track action codes with multiple dates (date completed, effective date, end date)
HR 833.00 including:
HR 833.01 Oral Warning XX
HR 833.02 Written Warning XX
HR 833.03 Suspensions with pay XX
HR 833.04 Suspensions without pay XX
HR 833.05 Multiple reasons for Dismissals XX
HR 833.06 Involuntary demotions XX
HR 833.07 Performance improvement plan XX
Accommodates and tracks multiple grievance procedures based upon type of employee (I.e.,
HR 834.00 administration, classified, licensed). XX
Set up grievance or discipline workflows based upon non union or union employment.
HR 835.00 XX

XX 2658 100.00%
Reference Response
Number Code
Set up multiple union workflows for the grievance or discipline process based upon bargaining
HR 836.00 unit. XX
HR 837.00 Set up workflows based upon the type of grievance or discipline. XX

HR 838.00 Set up workflows based upon employee characteristics (e.g. veteran or not). XX
HR 839.00 Set up workflows based upon contract type (e.g. non contract employees). XX
Set up workflows based upon action code (e.g. suspension without pay routed to payroll).
HR 840.00 XX
HR 841.00 Set up and link grievances to disciplines, as needed. XX

HR 842.00 Set up an appeals process for union and non union employees. XX
Define and track multiple types of settlements by employee, including: (e.g. cash settlement,
HR 843.00 conditions to meet). XX
HR 844.00 Set up performance improvement plan XX

HR 845.00 Set up discipline and grievance tracking by status code (e.g. open, closed). XX
HR 846.00 Track discipline and grievance records. XX
HR 847.00 Set up incidents codes/types (e.g. Policy Violation). XX
HR 848.00 Set up descriptive or narrative text for incident descriptions. XX
HR 849.00 Set up discipline codes (e.g. dismissal). XX
HR 850.00 Set up the number of hours suspended. XX
HR 851.00 Set up descriptive or narrative text for disciplinary descriptions. XX
HR 852.00 Mark the date grievance or discipline was filed. XX
HR 853.00 Mark the date grievance or discipline was received (different from the file date). XX
HR 854.00 Track appeals process for union and non union employees. XX
HR 855.00 Ability for employee to enter grievance into system and track XX
HR 856.00 Alert supervisors and department heads of past due actions for grievances. XX
Transfer employee data into a discipline or grievance record, including the following:
HR 857.00
HR 857.01 Employee Name XX

HR 857.02 Employee Number XX
HR 857.05 Division XX
HR 857.07 Steward XX
HR 857.10 Other Employee Information XX

XX 2658 100.00%
Reference Response
Number Code
Track grievances, complaints, appeals board, City Manager, and pre-determination hearing
HR 858.00 data to include:
HR 858.02 Date filed XX
HR 858.03 Date of event XX
HR 858.04 Department/Division XX
HR 858.05 Grievant/Complainant XX
HR 858.06 Hearing type XX
HR 858.07 Issue raised XX
HR 858.08 Name of accused XX
HR 858.09 Organization XX
HR 858.10 Recommendations XX
HR 858.11 Resolution XX
HR 859.00 Tracks grievance process according to user defined three step process:
HR 859.01 Ability for user to provide narrative description of each step XX
HR 859.02 Date of step completion XX
HR 859.03 Arbitration information XX
Enter and track the following information in an employee's discipline or grievance file:
HR 860.00
HR 860.01 Filing Date XX

HR 860.02 Contract Article Invoked or policy or rule violated XX
HR 860.03 Disciplinary Action XX
HR 860.04 Incident (that gave rise to discipline) XX
HR 860.05 Step 1 Data and Feedback XX
HR 860.06 Step 2 Data and Feedback XX
HR 860.07 Step 3 Data and Feedback, etc. (for each step in process) XX
HR 860.08 Actual discipline XX
HR 860.09 Effective dates XX
HR 860.10 End dates XX
HR 860.11 Proposed Discipline XX
HR 860.12 Actual discipline XX
HR 860.13 Resolutions XX
HR 860.14 Appeal Information XX
HR 860.15 Meeting Dates XX
HR 860.16 Hearing, Arbitration or alternative dispute resolution (ADR) Steps XX
HR 861.00 Input and track narrative description by each step (Steps 1 through 3) and dates. XX

XX 2658 100.00%
Reference Response
Number Code
HR 862.00 Track results of hearing, arbitration or alternative dispute resolution (ADR). XX
Track additional data resulting from a alternative dispute resolution (ADR), such as union
HR 863.00 XX
response, and response type.
Track additional data if an arbitration occurs, including status of response, results, arbitrator's
HR 864.00 name, date, results, and other information. XX
HR 865.00 Input and track settlement information. XX

Track types of settlements by employee and hearing, arbitration or alternative dispute
HR 866.00 resolution (ADR) status, including:
HR 866.01 Active (awaiting arbitration date) XX
HR 866.02 Inactive and Open XX
HR 866.03 Resolved XX
HR 866.04 Unresolved XX
HR 866.05 Arbitration scheduled XX
HR 866.06 Arbitrated/awaiting award XX
HR 866.07 Arbitrated and follow up required XX
HR 866.08 Settled XX
HR 866.09 Closed XX
HR 867.00 Input and track how settlement information has been implemented. XX
Set up multiple dates for responses and deadlines by County and/or union or other party, and
HR 868.00 XX
send notifications.
Extend due dates for responses (e.g. County or unions requests and agrees upon an extension).
HR 869.00 XX
HR 870.00 Ability to workflow and update personnel file based upon settlement types. XX
Ability to workflow information to appropriate departments based upon settlement type (e.g.
HR 871.00 payroll needs the information related to a status of back pay or retroactive pay). XX
Ability to workflow and update personnel file when settlement types relate to total
HR 872.00 XX
compensation (e.g. need to update accruals by employee).
Ability to workflow and update personnel file when action relates to prohibition of future
HR 873.00 XX
employment with the County.
HR 874.00 Limit time entry codes if an employee is on suspension without pay. XX
Ability to workflow and update personnel file for performance review, with grievance and/or
HR 875.00 XX
discipline records by employee.
HR 876.00 Flag and limit pay increases based upon disciplinary action results. XX
Affirmative Action
HR 877.00 Define an Equal Employment Opportunity (EEO) category for each job code. XX

XX 2658 100.00%
Reference Response
Number Code
Track and view online EEO and Affirmative Action information by department, job
HR 878.00 classification, positions, group, wage basis, and total work force. XX
HR 879.00 Integrate Census data with County data XX

Analysis
HR 880.00 The System shall calculate EEO eight factor analysis. XX
Produce online Workforce and Utilization Analysis reports by department and job function.
XX
HR 881.00
Inquiry
Inquire on grievances by grievance number or grievance type by employee name.
HR 882.00 XX
Inquire or generate ad hoc reports by employee, grievance or discipline type, status, multiple
HR 883.00 dates, and other user defined criteria. XX

Reports
HR 884.00 Provide for flexible report generation to support investigation, litigation, etc. XX
HR 885.00 Report on the history of disciplines and grievances by employee. XX
HR 886.00 Report on disciplines and grievances by department and/or division. XX
HR 887.00 Report on disciplines and grievances by supervisor. XX
HR 888.00 Report on number, type, outcome of grievances by bargaining unit XX
HR 889.00 Report on disciplines and grievances by union/bargaining unit. XX
HR 890.00 Report on pending grievance, hearing, appeals. XX
HR 891.00 Provide a disciplinary action report. XX
Perform complete EEOC (Equal Employment Opportunity Commission) tracking and
HR 892.00 XX
reporting on-line.
HR 893.00 Produce EEO-4 reports. XX
HR 894.00 Generate and electronically transmit EEO-4 reporting statistics. XX
HR 895.00 Produce new hire and separation reports based on EEO reporting requirements. XX
HR 896.00 Provide a Turnover Report. XX
HR 897.00 Provide affirmative action reports on training attendees. XX
ORGANIZATION and WORKFORCE DEVELOPMENT

TRAINING

XX 2658 100.00%
Reference Response
Number Code
General
Any personnel changes (e.g., new employee, changes in employee status, new student intern,
HR 898.00 employee promotion, employee termination, etc.) will integrate with Training module XX
Accommodate various competency models (e.g., succession management planning).

HR 899.00 XX
HR 900.00 Track and support SCORM, non-SCORM and AICC training compliance. XX
HR 901.00 Integrate with courseware that complies with SCORM standards. XX
HR 902.00 Track HR, vendor, and department delivered training all in one application. XX
Allows employees to register for and request approval for training which is external to the
HR 903.00 County/City, such as from commercial sources. XX
Track contracts and support attaching documents (e.g., MOU's, Achieve Global, Workplace
HR 904.00 Answers, Knowledgepoint, HR Classroom, Pathlore, element K). XX
HR 905.00 Track wellness/awareness training (e.g., Pandemic Overview). XX

HR 906.00 Manage teams and team memberships. XX
Support the functions of training, employee development, skills tracking, testing, licenses, and
HR 907.00 XX
certifications.
Establish default settings for training and licensing descriptions, classifications, restrictions,
HR 908.00 frequency requirements and comments. XX
Integrate tracking of employee development to training based on assigned curriculum or

HR 909.00 training plan. XX
Review current training and certifications of employees and recommendation of employee

HR 910.00 XX
training plans that relate to their specific position or job function.
HR 911.00 Assign and track mandatory training by job code and position. XX
HR 912.00 Track training hours. XX
HR 913.00 Track training, including test scores and grades, by:
HR 913.01 Skills, including those identified by pre and post testing XX
HR 913.02 Certifications XX
HR 913.03 Licenses XX
HR 913.04 Other Types XX
HR 913.05 Internal
HR 913.06 External
Ability track individual training history by work unit, division, department and supervisor.
HR 914.00 XX
Track training by CEU's (continuing education units), CPE (continuing professional

HR 915.00 XX
education), CLE (continuing legal education), etc.

XX 2658 100.00%
Reference Response
Number Code
Input by employee multiple degrees, licenses, certifications verification, and credential
HR 916.00 information, including expiration. XX
HR 917.00 Track required certifications and licenses, including the ability to:
Calculate the next required class for certification or licensing based on last activity date
HR 917.01 XX
Enter applicable certification and licensure standards for state and federal reporting.
HR 917.02 XX
HR 917.03 Indicate expiration dates of an employee's licenses or certifications XX

HR 917.04 Link course schedule with certification and licensing requirements XX
HR 917.05 Link required certifications and licensures to job classification or position XX
Track last activity date and next required action date for employee and training class per
HR 918.00 XX
performance improvement plan.
Automated notification of mandatory training, certifications and licenses that are set to expire
within specified parameters established by the department (i.e., notification of certification
HR 919.00 expiration 3 months in advance so time is available for re-certification, etc.) XX
Automatically update skills, certifications, and licenses of attendees who have met the training
HR 920.00 requirements. XX
HR 921.00 Track applicant training for specific job classification. XX

HR 922.00 Track applicant training qualifications for specific job classification. XX
HR 923.00 Track content object (i.e., hierarchical relationships) completion. XX
HR 924.00 Construct and deconstruct Content Library using imported content objectives. XX
TRAINING
Employee Enrollment/Registration
HR 925.00 Schedule and register an employee in a training class, internal or external. XX
HR 926.00 Restrict course registration to certain positions, departments, organizations, etc. XX
HR 927.00 Assign curriculums or courses to individuals or groups. XX
Perform batch enrollment based on Manager, Job, Organization, Domain, Group or Individual-
HR 928.00 Selection. XX
HR 929.00 Ability for a manager or administrator to register a student. XX

HR 930.00 Reschedule employees who did not attend into next available class XX
Automatically generate a wait list when training session maximum enrollment is reached.
HR 931.00 XX
Automatically move employees from waiting lists to enrolled in classes as space becomes
HR 932.00 available. XX

XX 2658 100.00%
Reference Response
Number Code
Update employee status for those who have completed a class, no shows or cancellations.
HR 933.00 XX
Define workflow for training approvals and notifications, with alternative routing
HR 934.00 XX
Automatically route self-registrations in selected courses to selected supervisors, training

HR 935.00 coordinator/administrators and/or financial officers for approval via workflow. XX
Prevent employees from registering multiple times for same course on different dates, or
HR 936.00 different courses on same date/time XX
Automatically check for schedule conflict (e.g., if the student attempts to enroll in two courses
HR 937.00 offered at the same time.) XX
HR 938.00 Set up and override capacity allocations and delete with security. XX
HR 939.00 Track training attendance for the following:
HR 939.01 Signal when employees have completed multiple required classes in a series XX
Track training attendance for the number of times employee has taken test (if
HR 939.02 XX
applicable)
HR 939.03 Track employees' test scores (if applicable) XX
Record and report on multiple completion statuses of training (e.g., completed, partial
HR 940.00 XX
completion, no show).
HR 941.00 Record and track the following employee registration statuses:
HR 941.01 Enrolled XX
HR 941.02 Wait listed XX
HR 941.03 Enrolled from wait list XX
HR 941.04 Student cancelled XX
HR 941.05 Class cancelled XX
HR 941.06 Approval needed XX
HR 941.07 Approval granted XX
HR 941.08 Mastered or not XX
HR 941.09 Pretest passed or not XX
HR 941.11 Prerequisite met XX
Set up minimum qualifications to sign up for a training course/class (e.g. CPR 1 needed for
HR 942.00 CPR 2). XX
Automatically monitor prerequisites and equivalencies by employee at enrollment and prohibit

HR 943.00 (with override capability) enrollment if prerequisites are not satisfied. XX

XX 2658 100.00%
Reference Response
Number Code
HR 944.00 Override minimum qualifications, based upon user security and workflow. XX
HR 945.00 Track and provide e-mail notifications to employees for the following:
HR 945.01 Enrolled XX
HR 945.02 Wait listed XX
HR 945.03 Class Reminders XX
HR 945.04 Cancellations XX
HR 945.05 Change in location XX
HR 945.06 Change in time XX
Generate customizable notification forms by user definable criteria (e.g., department) at a
HR 946.00 predefined period of time prior to the start of the training session. XX
HR 947.00 Retain an e-mail notification log by employee XX

HR 948.00 Cancel the enrollment of an employee from a class XX
Automatically e-mail participants with required pre class work in a form e-mail letter once
HR 949.00 they enroll and have been approved for the course; includes due dates, etc. XX
Automatically notify employee and supervisor of upcoming required training by employee or

HR 950.00 XX
employee group.
HR 951.00 Copy supervisor on email notifications. XX
HR 952.00 Notify the employee's supervisor of required training completion or no show. XX
Track and maintain a historical record of all courses taken, whether completed or not, and their
HR 953.00 status. XX
TRAINING
Career/Development Plans & Compliance
HR 954.00 Support analysis of employee development and curriculum needs. XX
HR 955.00 Manage reusable learning objectives (RLOs). XX
Assign certification and mandatory training to employees and notify supervisor & employee of
HR 956.00 XX
a need for certification/training though workflow notifications.
Establish ticklers for monitoring updates to annual mandatory training, testing, and
HR 957.00 XX
certification.
Provide notification to supervisor if mandatory training is not completed within a user-
HR 958.00 specified period of time. XX
Maintain profiles of required training for employees by department and by job function/class.
HR 959.00 XX

XX 2658 100.00%
Reference Response
Number Code
Mark type of training as required or optional by position, job code, job class or employee.
HR 960.00 XX
HR 961.00 Attach supporting documents for training requirements. XX

HR 962.00 Track classes and courses needed for career / job progression planning. XX
HR 963.00 Track career paths and track achievement of licenses and certifications. XX
Provide career development curriculum based on competency, position, skill category, and
HR 964.00 XX
other criteria.
Create and manage Individual Development Plans (IDP) for individuals or groups, including
HR 965.00 the ability to:
Assign training requirements (other than certifications and licensures) to job
HR 965.01 classifications and/or job titles. XX
Assign training requirements (other than certifications and licensures) for completing
HR 965.02 probation and for promotion. XX
Capture employee information related to education, including (but not limited to)
HR 965.03 highest level of education attained, degree level, field of degree, date of degree, schools XX
attended, number of semester hours.
Capture training and development goals from performance appraisal reviews to include
HR 965.04 in individual employee learning plans XX
Capture training and development goals from performance appraisal reviews in

HR 965.05 aggregate form to determine department and overall training and development needs XX
HR 966.00 Interface with e-mail to notify employees of training requirements. XX

Automate access to career opportunities and matching of competency requirements and
HR 967.00 XX
available opportunities.
Automatically enroll employees in required training classes based on hiring process (for
HR 968.00 XX
training all or department employees are required to take).
Automatically update employee profile with appropriate training credits, and hours after an
HR 969.00 employee completes a course/class. XX
HR 970.00 Track employee progress toward earning a degree/certification. XX

Track the grade achieved by an attendee for a lesson, class, course, or outside training based
HR 971.00 upon grade achieved at a training session inclusive of that lesson, class, course, or outside XX
training.
Automatically update or allow administrators to manually update skills / certifications /

HR 972.00 licenses and professional development plans of attendees who have met the course completion XX
(time) and grade requirements.

XX 2658 100.00%
Reference Response
Number Code
Automatically notify the employee's training coordinator/administrator and supervisor if actual
HR 973.00 attendance hours don't match the planned attendance hours (if employee missed part of the XX
training session).
Record attendance of an attendee at a training session (lesson, class, course,

HR 974.00 XX
program/curriculum, or outside training) in hours and minutes.
HR 975.00 Track employee opinion survey results, stats, action plans. XX
Track the grade achieved by an attendee for a lesson, class, course, or outside training based
HR 976.00 upon grade achieved at a training session inclusive of that lesson, class, course, or outside XX
training.
HR 978.00 Track pre-post approvals, courses completed, degree achieved. XX
TRAINING
Course and Configuration/Scheduling
Provide access to blended learning (online, classroom, virtual classroom, offline resources)
HR 979.00 through web portal. XX
Set up various types of online training options, such as video, audio, web link, etc.
HR 980.00 XX
Track instructor-led & self-paced content objects (no differentiation) for true blended learning.
HR 981.00 XX
HR 982.00 Track mandatory compliance courses. XX

HR 983.00 Build course components. XX
HR 984.00 Create and manage groups and curriculums. XX
HR 985.00 Produce a course catalog and a calendar of training sessions. XX
Provide on-line access to a centralized calendar whereby learners can check for course
HR 986.00 availability and select their preferred calendar view (day/week/year). XX
HR 987.00 View and edit the calendar, according to user rights. XX

HR 988.00 Create course templates and classes. XX
HR 989.00 Link courses to skills/competencies. XX
Automate class scheduling of classrooms, instructors and equipment with tracking of
HR 990.00 classroom usage, instructor usage and certifications, and special equipment usage and XX
attendance.
HR 991.00 Schedule resources with classes. XX
HR 992.00 Setup multiple sessions within a class. XX
HR 993.00 Set minimum and maximum class attendance limits. XX
HR 994.00 Manage a course schedule including, but not limited to:
HR 994.01 Assign instructor of class XX

XX 2658 100.00%
Reference Response
Number Code
HR 994.02 Assign Location of course/class XX
HR 994.03 Cancel a class XX
HR 994.04 Maintain an online calendar of classes XX
HR 994.05 Maintain class/course history of participation XX
HR 994.06 Print a class schedule XX
HR 994.07 Reschedule an existing class XX
HR 994.08 Schedule a class XX
HR 994.09 Schedule a class on a cyclical basis XX
HR 995.00 Set up instructor profiles, credentials and qualifications XX
HR 996.00 Define the following for each course:
HR 996.01 Course ID/Code XX
HR 996.02 Class Name/Title XX
HR 996.03 Course Description (Narrative) XX
HR 996.04 Course Learning Objectives XX
HR 996.04 Pre-work Required XX
HR 996.05 Prerequisite and Equivalent Courses XX
HR 996.06 Start Date XX
HR 996.07 End Date XX
HR 996.08 Start Time XX
HR 996.09 Minimum Capacity XX
HR 996.10 Maximum Capacity XX
HR 996.11 Class Type XX
HR 996.12 Competency/Development Area XX
HR 996.13 Method of Delivery XX
HR 996.14 Keywords XX
HR 996.15 CEU Type XX
HR 996.16 Number of CEU's awarded XX
HR 996.17 Certification/Licensing XX
HR 996.18 Hours in Class XX
HR 996.19 College Credits XX
HR 996.20 Contact Person XX
HR 996.21 Contact Phone XX
HR 996.22 Sponsoring Department XX
HR 996.23 Sponsoring Division/Service Area XX
HR 996.24 Cancel Reason XX
HR 996.25 Co-Sponsor XX

XX 2658 100.00%
Reference Response
Number Code
HR 996.26 Course Originator XX
HR 996.27 Class Owner XX
HR 996.28 Auto Cancel Replace XX
HR 996.29 Enroll Close Date XX
HR 996.30 Cancel Close Date XX
HR 996.31 Wait List Close Date XX
HR 996.32 Self Registration Ok XX
HR 996.33 Self Wait Listing Ok XX
HR 996.34 Offer Online Only XX
HR 996.35 Charge per Seat XX
HR 996.36 Budget information XX
HR 996.37 One Time Course Development Costs XX
HR 996.38 Facility Requirements XX
HR 996.39 Classroom XX
HR 996.40 Directions to Classroom XX
HR 996.41 Equipment Requirements XX
HR 996.42 List of available and/or certified course Instructors XX
HR 996.43 Lead Instructor XX
HR 996.44 Secondary Instructor XX
HR 996.45 Targeted Audience Type XX
HR 996.46 Supplier/Vendor/Source of Course, including address and phone number XX
HR 997.00 Define the following course conflict types:
HR 997.01 Free Cap Allocation Date XX
HR 997.02 Free Eligibility Check Date XX
HR 997.03 Time Conflict Type XX
HR 997.04 Capacity Check Type XX
HR 997.05 Prerequisite Check Type XX
HR 998.00 Set up training tests prior to courses and provide online assessments, including:
HR 998.01 Pre-test XX
HR 998.02 Post-test XX
HR 998.03 Multiple Choice XX
HR 998.04 True/false XX
HR 998.05 Fill in XX
HR 998.06 Matching Questions XX
HR 998.07 Store test questions in a questions bank XX

XX 2658 100.00%
Reference Response
Number Code
HR 998.08 Present questions randomly XX
HR 998.09 Provide feedback XX
HR 999.00 Attach imaged document to training course XX
HR 1000.00 Capture and track training information with employee performance evaluations. XX
Produce a transcript by employee and provide employee self service to view transcript
HR 1001.00 information. XX
Track classes and courses needed for career/job progression planning and required
HR 1002.00 prerequisites for employees. XX
HR 1003.00 Change information assigned to a training class. XX

HR 1004.00 Maintain and select from a defined pool of questions for tests and training. XX
HR 1005.00 Establish minimum number of courses to complete in curriculum. XX
Record due dates for completing curriculum minimum based on hire date, job class date, etc.
HR 1006.00 XX
HR 1007.00 Assign employees to a training group by user defined criteria (e.g. job class). XX
HR 1008.00 Link a group of courses (e.g. curriculum) to a training group. XX
HR 1009.00 Enroll one employee or a group of employees to a training course. XX
Match Employee changes and trigger workflow for training information (e.g. an employee that
HR 1010.00 changes job classes moves to a new training group and has new training requirements). XX
Record and report planned and actual information based on user defined criteria, for each
HR 1011.00 training session. XX
HR 1012.00 Ability for employees to view training calendar XX

Assess gaps in training by department, employee group or other user defined criteria.
HR 1013.00 XX
HR 1014.00 Limit allocated seats by department XX

Track the budget and cost of each training course/class and allocate between departments and
HR 1015.00 cost centers. XX
Track training attendance to charge back direct costs for employees to departments at multiple
HR 1016.00 levels of detail.
HR 1017.00 Track travel and other expenses related to training/certification. XX

HR 1018.00 Produce the following templates by course:
HR 1018.01 Class Roster XX
HR 1018.02 Attendance Sheets XX
HR 1018.03 Invoice participants XX
HR 1018.04 Training certificates XX
HR 1018.05 Training confirmations XX

XX 2658 100.00%
Reference Response
Number Code
HR 1018.06 Pre-course requirements XX
HR 1018.07 Other user defined templates XX
Provide data to be used in return on investment (ROI) analysis. Ensures that data is being
HR 1019.00 gathered in the system for ROI analysis. XX
Provide appropriate roster for the training session in a predefined modifiable format.
HR 1020.00 XX
HR 1021.00 Create customized certificates of completion XX

HR 1022.00 Add free form notes to employee training records. XX
HR 1023.00 Track results of Assessments taken (e.g., Predictive Index, Profile XT, etc.). XX
TRAINING
Testing, Examinations and Evaluation
Track unlimited versions of tests and related answer keys over time for any training.
HR 1024.00 XX
Define unlimited amount of Scoring / Pass / Fail criteria for each unique test number and
HR 1025.00 grade achievement (Describe limitations in the comments column) XX
Track multiple types of tests, both pass/fail and scored for employees and applicants.
HR 1026.00 XX
HR 1027.00 Accommodate individual positions that may require specific examinations XX

Track matching answer keys to valid tests (recorded in the same manner as the tests and there
HR 1028.00 can be multiple keys to each test with valid dates and approver). XX
Track unlimited data (e.g., unique test number, unique answer key number, etc.) for each
HR 1029.00 XX
answer key. (Describe limitations in comments column)
Record test data (e.g., pass/fail, audit, cut score, test location, etc.) by person/student.
HR 1030.00 Describe limitations in comments column. XX
Provide for a test analysis feature by correlating the number of correct responses to the top
HR 1031.00 candidates to determine best test questions. XX
Provides for an exam item bank with lists of numerous questions by exam objective.
HR 1032.00 XX
Ability to author surveys and tests consistent with Kirkpatrick’s levels of evaluation.
HR 1033.00 XX
HR 1034.00 Populate surveys from a question bank. XX

HR 1035.00 Create tests and surveys that require no programming, scripting or Java coding. XX
Utilize question types such as true/false, multiple choice (with single-and multiple-answer
HR 1036.00 options), sentence completion, fill-in-the-blank and short answer/essay. XX

XX 2658 100.00%
Reference Response
Number Code
Provide flexible test and assessment settings such as: question randomization, timed response,
HR 1037.00 multiple question retry, randomized answers, feedback or explanations, question skipping, XX
grading methods and scoring.
Conduct pre- and post-training tests, training needs assessments, skill gap and job skills
HR 1038.00 analysis, course and curriculum evaluations, and student and client surveys and opinion polls. XX
HR 1039.00 Automatically notify student and supervisor/manager of test results via e-mail. XX
Update course content and activates or deactivates new course modules at the click of a
HR 1040.00 mouse. Allows the course creator the ability to preview what students will see before making XX
a new or revised course or course module “live”.
Provide data to be used in return on investment (ROI) analysis. Ensures that data is being
HR 1041.00 gathered in the system for ROI analysis. XX
HR 1042.00 Ability to require students to complete course evaluation before issuing credit. XX
HR 1043.00 Ensure testing integrity through server-based grading. XX
HR 1044.00 Ability to randomize presentation of test questions from question banks. XX
HR 1045.00 Utilize built-in assessment engine to author evaluations and assessments. XX
HR 1047.00 Provide class evaluation processing. XX
HR 1048.00 Link students evaluations/reviews to a course. XX
Performance Management
Allow for the entry and maintenance of employee performance reviews (probationary and on-
HR 1049.00 going):
HR 1049.01 Due date XX

HR 1049.02 End of probation XX
HR 1049.03 Other user-defined event XX
Provide multi-step approval/workflow for review and approval of performance evaluations
HR 1050.00 XX
Have finalization of performance review to automatically generate a Personnel Action (PA)

HR 1051.00 XX
HR 1052.00 Create a variety of electronic performance evaluation templates. XX

HR 1053.00 Associate performance evaluation "forms" that are linked to job code. XX
HR 1054.00 Edit performance evaluation data to ensure all required information is provided XX
HR 1055.00 Record a variety of performance ratings (e.g., alpha and numeric scales). XX
HR 1056.00 Have multiple raters. XX
HR 1057.00 Tracking ratings based on weighting and scoring items in the review. XX

XX 2658 100.00%
Reference Response
Number Code
Access to online resources such as content aids to assist supervisors in writing performance
HR 1058.00 reviews. XX
Maintain history of all performance evaluations for active employees and up to ten years after
HR 1059.00 employee separation. XX
Assign performance review schedule by job class, bargaining unit or other user defined
HR 1060.00 criteria. XX
Accommodate review schedules and notify employees and supervisors of evaluation due
HR 1061.00 dates. XX
HR 1062.00 Override performance review dates. XX

HR 1063.00 Prepare and submit a non-scheduled performance review. XX
HR 1064.00 Track each employee's performance review dates. XX
Track special and additional evaluation without changing the date of annual evaluation.
HR 1065.00 XX
Set up multiple milestone dates in a performance review schedule (e.g. planning, quarterly,
HR 1066.00 midterm, end-of-term) XX
Trigger e-mail notification for an evaluation based on an user-definable amount of time prior
HR 1067.00 to due date. XX
Track multiple review schedules at the same time (example: probation review and regular
HR 1068.00 merit review). XX
Ability for employee and/or manager to keep notes and record items during the course of the
HR 1069.00 review period for use during the formal evaluation. XX
Create unlimited free form text area for maintaining a history of employee reviews and
HR 1070.00 promotions. The information should be displayed in reverse chronological order. XX
HR 1071.00 Conduct employee goal setting and have it link to performance review XX
HR 1072.00 Track performance evaluation objectives (i.e., training programs, etc.) XX
HR 1073.00 Provide for user-defined employee goals and objectives. XX
Provide for and tracks improvement needed performance situations and triggers follow-up at
HR 1074.00 user defined interval XX
Track probation periods of differing lengths including initial, extended, department transfer,
HR 1075.00 promotion, demotion and job code. XX
Electronically notify supervisor that a review or other performance management milestone is

HR 1076.00 due. XX
Provide email notification to departments for personnel evaluations not received or past due.
HR 1077.00 XX

XX 2658 100.00%
Reference Response
Number Code
Provide email notification to employee when evaluation has been completed and approved.
HR 1078.00 XX
HR 1079.00 Provide supervisors with list of their employees and projected review date. XX
Integrate employee performance review documentation with grievance and employee
HR 1080.00 development information. XX
HR 1081.00 Link salary information to performance review. XX

Ability provide salary information for employees in acting appointments using permanent job
HR 1082.00 class information for a performance review. XX
HR 1083.00 Preview salary impact of Performance Review prior to finalizing XX

Provide for more than one supervisor to complete evaluation for same time period when
HR 1084.00 employee works in more than one position with multiple supervisors. XX
HR 1085.00 Attach documents to the performance review. XX

Tuition Reimbursement
Track educational reimbursement by employee, work unit, division and department including
HR 1086.00 class, degree, payment authorizations, etc. XX
Track and accrue annual tuition reimbursement based upon courses enrolled, grades for
HR 1087.00 completed courses, other tuition payments made and other criteria. (Provide limitations in XX
comments column).
Provide tuition reimbursement-application/system/functionality that has automated forms,

automated calculations, processing rules, payment requests, updates to payroll application, and
HR 1088.00 integration to transcripts and payments and reporting capability. XX
Track the following course information to be used for a tuition reimbursement request:
HR 1089.00
HR 1089.01 Course cost XX

HR 1089.02 Start/end date XX
HR 1089.03 Name of course XX
HR 1089.04 Institution XX
HR 1089.05 Justification of course XX
HR 1089.06 Number of credits/hours XX
HR 1089.07 Approval date XX
HR 1089.08 Satisfactory completion XX
HR 1089.09 Final approval date XX
HR 1089.10 User-defined field XX

XX 2658 100.00%
Reference Response
Number Code
Automatically notify the requester that the tuition reimbursement request has been received
HR 1090.00 and again once its been approved/rejected. XX
Designate the maximum pay and/or hours, by pay type, an employee can receive in a fiscal
HR 1091.00 year (e.g., employees may only receive $2000.00 for tuition in a calendar year). XX
HR 1092.00 Track employees receiving tuition reimbursement XX

Ability for employee to submit imaged documents to support tuition reimbursement requests
HR 1093.00 and payments XX
Attach supporting documentation (e.g., receipts) to tuition reimbursement request.

HR 1094.00 XX

Analysis
HR 1095.00 Analyze and report on skills and competencies. XX
HR 1096.00 Analyze student skills gaps. XX
HR 1097.00 Analyze student training gaps. XX
Analyze effectiveness of learning strategies through Learning Management System reports.
HR 1098.00 XX
Send electronic surveys to employees based on job classification to ascertain course needs
HR 1099.00 assessments and feedback. XX
Support position and personnel data needs assessment analysis to facilitate staff development
HR 1100.00 activities. XX
Provide competency-based decision support for strategic initiatives such as succession

HR 1101.00 planning. XX
HR 1102.00 Evaluate results of internal vs. external training. XX

Reports
HR 1103.00 Query (ad hoc) and report on any field, with proper security authorization. XX
Create regulatory compliance reports for OSHA (Occupational Safety and Health
HR 1104.00 Administration), HIPAA, etc. XX
HR 1105.00 Create custom reports using MS Reporting Services or Crystal Reports. XX

HR 1106.00 System includes an integrated Report Manager tool. XX
HR 1107.00 Report on and project training costs. XX
Report total hours and cost of training by employee by year, department, training sessions, and
HR 1108.00 employee. XX
HR 1109.00 Ability to do statistical reporting on performance evaluations. XX

HR 1110.00 Record and report on employee skills and competencies, including history. XX

XX 2658 100.00%
Reference Response
Number Code
Report all required and optional training, licenses, certifications, and other related reports by
HR 1111.00 department, employee, topic, hours, cost, and date. XX
Report training/licensing descriptions, classifications, restrictions, frequency requirement,

HR 1112.00 comments. XX
Track and report last activity date and next required action date per employee and per
HR 1113.00 training/licensing requirement. XX
Track and report next required training/licensing date based on last activity date and
HR 1114.00 XX
training/licensing frequency requirement.
Notify supervisor when employee becomes eligible for promotion when going from Trainee to
HR 1116.00 Fully Qualified. XX
HR 1117.00 Print hard-copy certificates from attendance list. XX

HR 1118.00 Print individual class schedule XX
HR 1119.00 Send hard-copy confirmation of registration XX
HR 1120.00 Generate Training Confirmation Letters and disperse via email. XX
HR 1121.00 Send hard-copy reminders of class at scheduled intervals XX
Send and create letters or hard-copy notices of class cancellations and/or changes in schedule,
HR 1122.00 location XX
Report on the number of employee with IDP's by department, division/service area, job class,
HR 1123.00 bargaining unit. XX
Generate performance evaluation reports on a user defined frequency with the following
HR 1124.00 information:
HR 1124.01 Budget unit (department, division, section) XX

HR 1124.02 Classification XX
HR 1124.03 Type of evaluation XX
HR 1124.05 Employee number XX
HR 1124.06 Due date for the evaluation XX
HR 1124.07 Date of discussion with employee XX
HR 1124.08 Next review date XX
HR 1124.09 Follow-up review date XX
HR 1124.10 Pay increase granted XX
Provide online performance review reports, including % completions and past due reviews.
HR 1125.00 XX
HR 1126.00 Compare performance review ratings with salary recommendations. XX

XX 2658 100.00%
Reference Response
Number Code
HR 1127.00 Report on employee performance review history. XX
Report on rating distributions by group, department, supervisor and other user defined
HR 1128.00 XX
HR 1129.00 Track and report on probation extensions. XX

HR 1130.00 Track and report on reasons for probation extensions. XX
STAFFING, RECRUITING AND SELECTION

Staffing and Requisition Configuration
HR 1131.00 Integrate staffing with the following modules:
HR 1131.01 Budgeting XX
HR 1131.02 Human Resources XX
HR 1131.03 Recruitment XX
HR 1131.04 Project Accounting XX
HR 1131.05 Grant Accounting XX
HR 1131.06 Position Tracking XX
HR 1131.07 Self Service XX
HR 1132.00 Support recruitment features that include, but are not limited to, the following:
HR 1132.01 Online entry and minimum of five levels of requisition approval XX
HR 1132.02 On-line inquiry/review of announcements via internet XX
HR 1132.03 Opening and closing a position for recruitment XX
HR 1132.04 Preparing eligible and applicant notification lists XX
HR 1132.05 Printing and posting job announcement and job listings in HTML format XX
HR 1132.06 Utilization of the internet to automatically post job listings and e-mail selected XX
distribution lists
Recruitment/Hiring Manager - Create and use checklists for ensuring adherence to business
HR 1133.00 XX
processes.
Set up and track on new hire planning and forecasting (includes using info from FRS to
HR 1134.00 XX
forecast retirement eligibility).
HR 1135.00 Maintain an open, closed and canceled list of requisitions. XX
HR 1136.00 Input and track a requisition status based upon the following:
HR 1136.01 Open XX
HR 1136.02 Canceled XX
HR 1136.03 Filled XX
HR 1136.04 Closed XX
HR 1136.05 On Hold XX

XX 2658 100.00%
Reference Response
Number Code
HR 1137.00 Create a tickler system for aging requisitions. XX
HR 1138.00 Cross check position with attrition and requisitioning status. XX
Produce a vacancy requisition report listed by Department by specific dates or broken down
by individual department must include vacancy identification (referral/certification number),
HR 1139.00 XX
status or referral list number, date department requested to fill vacancy, and the date the
position became vacant.
HR 1140.00 Have flow data from requisition through hire. XX
HR 1141.00 Track applicant status through multiple processes and positions. XX
HR 1142.00 Automated requisition approval process. XX
Allow departments to requisition and approve on-line new positions and the maintenance of
HR 1143.00 position requisitions. XX
HR 1144.00 Online entry and minimum of five levels of requisition approval XX

HR 1145.00 Set up and track the following dates:
HR 1145.01 Requisition or Recruitment Initiation date XX
HR 1145.02 Posting Open date XX
HR 1145.03 Posting Close date XX
HR 1145.04 Posting Certification date (e.g. when supervisor receives list) XX
HR 1145.05 Requisition Close date XX
HR 1145.06 Offer date XX
HR 1145.07 Hire date XX
HR 1146.00 Input a working title and official job title on a requisition. XX
HR 1147.00 Set up unlimited user defined hire requisitions types, such as:
HR 1147.01 Open Competitive XX
HR 1147.02 Departmental XX
HR 1147.03 Closed promotional XX
HR 1147.04 Seasonal XX
HR 1147.06 Limited Duration XX
HR 1147.07 Grant Based XX
HR 1147.08 Volunteer XX
HR 1147.09 Contractor XX
HR 1147.10 Restricted XX
HR 1147.11 Intern XX
HR 1147.12 Emergency XX
HR 1147.13 Substitute XX
HR 1147.14 Classified/Unclassified XX

XX 2658 100.00%
Reference Response
Number Code
HR 1147.15 Trainee XX
HR 1147.16 Other XX
HR 1148.00 Input and track the following electronic requisition information:
HR 1148.01 Agency XX
HR 1148.02 Appropriate electronic signature lines XX
HR 1148.03 Background Check Required XX
HR 1148.05 Budget codes (cost center) XX
HR 1148.06 Contact name for the posting XX
HR 1148.07 Contact phone XX
HR 1148.08 Credentials XX
HR 1148.09 Date for closing XX
HR 1148.10 Date for posting XX
HR 1148.11 Date needed XX
HR 1148.12 Date of requisition initiation XX
HR 1148.13 Date vacancy created XX
HR 1148.15 Drug Test Required XX
HR 1148.16 FTE XX
HR 1148.17 Funding Source XX
HR 1148.18 Incumbent name XX
HR 1148.19 Interview information XX
HR 1148.20 Job Code XX
HR 1148.21 Job Code Title XX
HR 1148.22 Required Licenses/Certifications XX
HR 1148.24 Additional Comments field XX
HR 1148.25 Number of positions (by department, units, division/service area, job class) XX
HR 1148.26 Number of vacancies (by department, units, division, job class) XX
HR 1148.27 Other user fields defined XX
HR 1148.28 Physical Examination XX
HR 1148.29 Position (Working) Title XX
HR 1148.30 Position Number XX
HR 1148.31 Recruitment type XX
HR 1148.32 Scheduled work hours XX
HR 1148.33 Shift XX

XX 2658 100.00%
Reference Response
Number Code
HR 1148.34 Skills/Licenses/Certifications XX
HR 1148.35 Special requirements (e.g. bilingual) XX
HR 1148.36 Status (FT/PT) XX
HR 1148.37 Subclass XX
Fields to capture comments and status of multi-step employment process which varies by
HR 1149.00 department. XX
HR 1150.00 Input and track reason codes for requisitions. XX

HR 1151.00 Ability to default information from class specifications to the requisition. XX
Ability to default information such as the salary information from the job class code and
HR 1152.00 XX
bargaining unit to the requisition.
HR 1153.00 Define the requisition approvers by the department, division, services area, and other levels. XX
HR 1154.00 Identify what requisition fields are required and which are optional. XX
HR 1155.00 Identify job level and specific unique requirements for certain job levels. XX
Have multiple user defined special requirements for the position (i.e. Spanish/English bilingual
HR 1156.00 XX
skills, 4 year degree required).
HR 1157.00 Edit (add or modify) an existing requisition. XX
HR 1158.00 Reopen a closed/canceled requisition. XX
HR 1159.00 Reopen a filled requisition. XX
HR 1160.00 Link multiple requisitions to a single recruitment XX
HR 1161.00 Generate paper, e-mail and web posting notices of positions to be filled. XX
Utilize the internet to automatically post job listings and e-mail selected distribution lists
HR 1162.00 XX
HR 1163.00 On-line inquiry/review of announcements via internet XX

HR 1164.00 Printing and posting job announcement and job listings in HTML format XX
Recruiter - Post and remove job announcements once with automatic integration with multiple
HR 1165.00 job boards. XX
HR 1166.00 Produce job announcements. XX

HR 1167.00 Create a job posting from one requisitions based upon job class. XX
HR 1168.00 Create a unique posting number for each posting. XX
HR 1169.00 Create multiple user defined templates for online applications and job postings. XX
Identify which information should be public in a posting and which information will stay
HR 1170.00 internal. XX
Define additional documents and requirements for a job position (e.g. a test, a supplemental
HR 1171.00 questionnaire). XX

XX 2658 100.00%
Reference Response
Number Code
HR 1172.00 Electronically attach forms to employment requisitions. XX
HR 1173.00 Maintain supplemental questionnaire templates. XX
Set up and notify hiring supervisors and staffing of outstanding requisitions (e.g. near closing
HR 1174.00 date and not filled or upcoming closing date). XX
HR 1175.00 Set up and notify hiring supervisors and staffing of other dates. XX
Applicant Tracking
HR 1176.00 Conduct application releases via the intranet and submittals via the internet. XX
HR 1177.00 Online applications using web forms. XX
HR 1178.00 Recruiter/Hiring Manager - PAPERLESS online recruiting system. XX
HR 1179.00 Make requisitions accessible for inquiry and viewing by hiring personnel. XX
HR 1180.00 Supports multiple methods of obtaining applicant data including but not limited to:
HR 1180.01 Standard data entry XX

HR 1180.02 Internet Forms XX
Manage and track the recruiting process including, but not limited to, the following items:
HR 1181.00
HR 1181.01 Identify at least 15 recruitment sources XX

HR 1181.02 Referral source XX
HR 1181.03 Student, summer, and seasonal worker XX
HR 1182.00 Conduct application releases via the intranet and submittals via the internet. XX
Populate the systems' application database record with data from a paper application (e.g., via
HR 1183.00 OCR imaging) XX
HR 1184.00 Provide standardized application for each position. XX
HR 1185.00 Display application status online, to include updates throughout the entire application process. XX
HR 1186.00 Recruiter - Keep candidates informed of their employment status online. XX

Produce an applicant status list, either combined listing of applicants accepted and rejected, or
HR 1187.00 a separate list of accepted applicants or rejected applicants. XX
HR 1188.00 Report applicant status through multiple processes and positions. XX

Have complete applicant tracking on-line throughout the hiring process that also stores
HR 1189.00 complete history files of successful and non-successful candidates. XX
HR 1190.00 Provide mailing labels for applicants by requisition. XX

HR 1191.00 Publish pay ranges online XX
HR 1192.00 Publish job specifications online XX
HR 1193.00 Candidate - Search open positions prior to registering on employment site. XX
HR 1194.00 Candidate - Ability to "e-mail a friend" a job posting of interest. XX

XX 2658 100.00%
Reference Response
Number Code
HR 1195.00 Candidate - Easily submit resumes and attachments online. XX
HR 1196.00 Produce candidate lists in a variety of sequences including but not limited to:
HR 1196.01 Alphabetical order XX
HR 1196.02 Application date order XX
HR 1196.04 Position/recruitment number XX
HR 1197.00 Produce lists of candidates to be considered for employment. XX
Accept and process an unlimited number of applicants throughout entire process.
HR 1198.00 XX
HR 1199.00 Produce an individual applicant profile. XX

Identify and track applicants based upon information such as personal data, skill set (e.g.
HR 1200.00 bilingual), academic qualifications, training, supplemental questionnaire, veteran's status, and XX
test results.
HR 1201.00 Create individual skills records and reports and use for certifying lists. XX
Ability for applicant to have one application per recruitment or same application for multiple
HR 1202.00 XX
recruitments
HR 1203.00 Allow an applicant to apply for multiple positions or job classifications at once easily. XX
Identify both external (open competitive) and internal employees (promotional) for referral
HR 1204.00 purposes. XX
Recruiter - Search both external and internal applicant pool for qualified candidates using
HR 1205.00 XX
keyword searches.
Restrict closed jobs to current employees, identified by SSN, birth month and birth day
HR 1206.00 XX
Automated inclusion of current employees who are eligible for new openings in hiring
HR 1207.00 evaluations. XX
Automated inclusion of previous applicants who are eligible for new openings in hiring
HR 1208.00 evaluations. XX
HR 1209.00 Applicants not selected remain on file for future consideration XX

Applicant tracking with multiple search criteria including name, SSN, applicant number,
HR 1210.00 XX
former name, or any applicant field.
Import and/or export scores, applicant records and eligible records by variable (i.e., name,
HR 1211.00 XX
SSN, address, city, score, etc.)
HR 1212.00 Assign unique applicant IDs per applicant (other than social security). XX
HR 1213.00 Applications received by recruitment number XX
HR 1214.00 Provide warnings when trying to enter a duplicate SSN, name, applicant # XX

XX 2658 100.00%
Reference Response
Number Code
HR 1215.00 Provide for applicant identification and maintain a complete file. XX
HR 1216.00 Provide for applicant identification sortable by:
HR 1216.01 Last Name XX
HR 1216.02 Social Security Number XX
HR 1216.03 Classification Name XX
HR 1217.00 Attach electronic resume, and other documents to the applicant record. XX
HR 1218.00 Track and trend recruitment efforts/sources and results:
HR 1218.01 Published Ads XX
HR 1218.02 Web, etc. XX
HR 1218.03 Mail XX
HR 1219.00 Create a recruitment without initiating a posting XX
HR 1220.00 Collect and track applicants for positions that do not require requisitions XX
HR 1221.00 Create or update employment application without applying for a position XX
Identify reason that candidate was selected or qualified at each step in the selection process
HR 1222.00 XX
Identify why a candidate was not selected or qualified at each step in selection process (e.g.
HR 1223.00 XX
missing required qualifications).
Input and track the status (applied, reviewed, interviewed 1st round, etc) of candidates who
HR 1224.00 XX
have applied for the job.
HR 1225.00 Produce an unqualified applicants list. XX
HR 1226.00 reject applications for specific reason codes. XX
HR 1227.00 Create an eligibility list on-line based on application(s) on file or printed report. XX
HR 1228.00 Generate reference check letters and ticklers. XX
HR 1229.00 Automatically create eligibility records after successful test completion. XX
Electronically rate and/or weight skills, experience, education, certification and licenses as
HR 1230.00 XX
compared to pre-determined classification standards.
Put an eligible applicant on hold until organizational unit confirms needed information for
HR 1231.00 XX
hiring (e.g., degree, certifications, employment/education verification, etc.).
HR 1232.00 Remove names from eligibility lists permanently or temporarily and track reason for removal. XX
HR 1233.00 Track past employees or banned employees who cannot apply or be apart of an eligibility list. XX
HR 1234.00 Set up individuals as banned for application and the effective dates of the ban. XX
HR 1235.00 Override individuals on a banned list. XX

XX 2658 100.00%
Reference Response
Number Code
HR 1236.00 Notify HR when banned applicants apply. XX
HR 1237.00 Flag an employee's future application status as banned. XX
Provide warnings and errors when trying to rehire employees terminated or disqualified for
HR 1238.00 XX
cause.
HR 1239.00 Schedule and track interviews and results. XX
HR 1240.00 Email notification to applicant that application was received. XX
HR 1241.00 Set up templates for email or mail notifications to non-eligible candidates. XX
HR 1242.00 Set up templates for email or mail notifications to candidates for interviews. XX
Set up templates for email or mail notifications to conditional hires (e.g. drug testing,
HR 1243.00 XX
psychological evaluation for specific jobs).
HR 1244.00 Inquire about all methods of communication to an applicant. XX
Purge applicant information based on an indicator, other user-defined criteria, and/or on a
HR 1245.00 XX
period of time.
Maintain applicant records for a defined number of years (e.g. in case a file against the
HR 1246.00 XX
County/City is made).
Purge applicant and eligible information after the position closing date after a specified time
HR 1247.00 XX
period.
HR 1248.00 Have a field to create specific comments about applicants. XX
Recruiting/Eligibility
Search for eligible applicants and employees based on job requirements, position
HR 1249.00 XX
requirements, candidate information, and other criteria.
HR 1250.00 Ability for the system to automatically identify candidates with specific criteria (i.e. Veteran). XX
HR 1251.00 Define requirements for candidates to fill vacancies in a new acquisition area. XX
HR 1252.00 Have user defined recruitment plans for each requisition. XX
Have user defined interview and testing plans based on multiple factors including
HR 1253.00 XX
division/service area, department and/or job code.
Have user defined and/or template interview questions specific to each job code, position
HR 1254.00 XX
and/or other criteria.
HR 1255.00 Set up mandatory and optional interview requirements based upon job class and/or position. XX
HR 1256.00 Set up and track multiple interview levels by job class and/or position. XX
Ability for the system to identify candidates who do not meet the required criteria for the
HR 1257.00 positions (i.e. the position requires a Masters degree and the applicant only has a Bachelors XX
degree).

XX 2658 100.00%
Reference Response
Number Code
Have online/automated tracking and scheduling of testing requirements (e.g. drug or alcohol
HR 1258.00 XX
testing, background checks) and notice of completion from third party vendors.
Set up initial screening with predefined criteria (e.g. criminal conviction, drivers license,
HR 1259.00 veterans preference, eligible to work in US, and other criteria). XX
Create a certification list of individuals and identify who must be contacted for interview (e.g.
HR 1260.00 Veterans, Disabled Veterans, and internal candidates). XX
HR 1261.00 Create eligibility lists based upon an acquisition of an organization, function or activity. XX
HR 1262.00 Produce an eligibility list by list, date, skill, area, job type, shift, by score, randomly or XX
alphabetically, referral type.
Produce an eligible status by list, either combined listing of eligible's accepted and rejected, or
HR 1263.00 XX
a separate list of accepted eligible's or rejected eligible's.
HR 1264.00 Manage and track the recruiting process including, but not limited to, the following items:
HR 1264.01 Applicants on eligible list XX

HR 1264.02 Circulation of an eligible list online and hard copy XX
HR 1264.03 Department/Division to which eligible applicant certified XX
HR 1264.04 Eligible/Ineligible applicants XX
HR 1264.05 Number of eligible applicants certified XX
HR 1264.06 Position of applicant on eligible list, ranked by score & alphabetically XX
Status of selected applicants (i.e., background checks, medical exam, drug test, test
HR 1264.07 XX
scores and budget constraints)
Top applicant(s) selected with completed rank and status (selected/declined,
HR 1264.08 XX
selected/start date)
Add late applicants to an eligible list (after list has been generated/supplemental certification)
HR 1265.00 XX
and generate "after further review" letter.
HR 1266.00 Set parameters as to how long an eligibility list is maintained XX
HR 1267.00 Resurrect an expired eligible list if needed. XX
HR 1268.00 Have multiple e-recruitment sites for separate organizations XX
HR 1269.00 Create multiple recruitment letter templates (e.g. interview letter). XX
Ability for the system to have standard and custom templates based on department,
HR 1270.00 XX
division/service area, and/or job code.
HR 1271.00 Have a field to create specific comments about eligible's. XX
Applicant Testing

XX 2658 100.00%
Reference Response
Number Code
HR 1272.01 Applicants tested passed/failed indicators (e.g., written, practical, oral, etc.) XX
HR 1272.02 Applicants tested (e.g., written, practical, oral, etc.) XX
HR 1272.03 Multiple testing for same recruitment number XX
HR 1272.04 Scheduling applicants for multiple positions and tests XX
The System shall provide test scheduling information and reports for applicants where tests are
HR 1273.00 XX
required for applicants.
Produce a test schedule by specific date, list, exam type, exam location, and exam time. Must
HR 1274.00 XX
show names and social security numbers.
HR 1275.00 Ability to bank test questions and response options by subject matter. XX
Generate multiple versions of tests by automatically reordering question placement and
HR 1276.00 XX
response option ordering.
HR 1277.00 Deliver unique tests over WAN/LAN by recruitment applied for. XX
HR 1278.00 Import multimedia content (video, audio, jpg, etc.) into test authoring system. XX
HR 1279.00 Score "scantron/NCS"-type answer sheets for paper-and-pencil test administrations. XX
HR 1280.00 Score and provide auto-notification of Pass/Fail test results to applicants via screen and email.
HR 1281.00 Have various weighting capabilities for exams. XX

HR 1282.00 Select items based on difficulty, discrimination index, subject matter, etc. XX
HR 1283.00 Tracking for multiple types of tests, both pass/fail and scored for applicants. XX
Capable of scoring various types of exams, written, oral rating, performance rating,
assessment, in-basket, etc. (either singly or in combination) and have various weighting
HR 1284.00 capabilities and compare scores using predetermined statistical analysis. XX
HR 1285.00 Automatically create eligibility records after successful test completion. XX

Selection
HR 1286.01 Applications received by department/division XX

HR 1286.02 Safety sensitive positions XX
HR 1287.00 Recruitment - Compare candidate requirements for open positions. XX
HR 1288.00 Produce interview schedule lists. XX
HR 1289.00 Recruitment - Develop competency based interviews and evaluation of job candidates. XX

XX 2658 100.00%
Reference Response
Number Code
HR 1290.00 Generate appointment letters. XX
HR 1291.00 Generate interview invitations. XX
HR 1292.00 Recruiter/Hiring Manager - Enter interview results, contact information, notes etc. on the fly. XX
Recruiter - Integration of ATS with background investigation, testing, and other related
HR 1293.00 XX
vendors.
HR 1294.00 Date of Complete physical, fingerprinting and background check XX
HR 1295.01 Applicants Medical Exam, Drug Test or Background Check Passed/Failed XX

Applicants Medically Examined, Drug Tested and/or Background Checked including
HR 1295.02 XX
date and specialist who reviewed it
HR 1295.03 Applicants who have failed the medical exam XX
HR 1295.04 Associated recruitment costs including Background Check and Medical Exam XX
HR 1296.00 Date Conditional letter of employment issued XX
HR 1297.00 Generate official hire letters to selected candidates. XX
HR 1298.00 Generate thank you letters to unsuccessful candidates with excerpted matrix information XX
attached.
Ability for employees to change to open positions without application for the position
HR 1299.00 XX
(example: position in same job class).
HR 1300.00 Appoint employees hired under pre-identified job classes to permanent positions upon XX
completion of the training program (e.g. being certified from the trainee list).
Hire employees without the completion of an application (i.e. the employee had the position
HR 1301.00 before and would like to move back). XX
Ability for employees to be hired without going through a full screening process, but still
HR 1302.00 filling out an application. This process could happen before, during or after the requisition is XX
filled.
Ability for past employees to be rehired potentially without requiring the completion of the
HR 1303.00 XX
full screening process.
HR 1304.00 Set up scoring methods for applicants. XX
HR 1305.00 Track scoring methods that were set up for applicants. XX
HR 1306.00 Score applicants based upon defined criteria. XX
HR 1307.00 Score examinations or parts of examinations by candidate. XX
HR 1308.00 Notify candidates of their examination scores. XX

XX 2658 100.00%
Reference Response
Number Code
HR 1309.00 Set up scoring and weighting criteria by posting. XX
HR 1310.00 Track scoring and weighting criteria by posting.
Provide statistical testing results based upon application answers, test results, and other
HR 1311.00 XX
information.
HR 1312.00 Ability for applicants to signify whether former employer may be contacted. XX
Hiring/In-Processing
HR 1313.00 Set up and track new hire processing workflow. XX
HR 1314.00 Automatically create an employee record from applicant tracking data. XX
Provide test score tracking for applicants that transfers to employee records if the applicant is
HR 1315.00 hired. XX
HR 1316.00 Track no-shows from initial hire. XX

HR 1317.00 Assign and identify unique employee numbers. XX
HR 1318.00 Assign rehires the previous employee number. XX
HR 1319.00 Automatically generate employee number. XX
HR 1320.00 Set up and track multiple methods of hiring, including:
HR 1320.01 Selection from a certified list XX
HR 1320.02 Reinstatement XX
HR 1320.03 Rehire XX
HR 1320.04 Transfer to a different department XX
HR 1320.05 Agency to Agency transfer XX
HR 1320.07 Demotion XX
HR 1320.08 Reallocation XX
HR 1320.09 Trainee to Fully Qualified Promotion XX
HR 1320.10 Transfer to a similar job class XX
HR 1320.11 Trainees/interns XX
HR 1320.12 Grant related XX
HR 1320.13 Unclassified hires XX
HR 1320.14 Acting XX
HR 1320.15 Grandfathering XX
HR 1321.00 Set up expiration dates and notifications related to job status. XX
Track multiple reinstatement and restoration methods by bargaining unit, department, contract,
HR 1322.00
etc. including:
HR 1322.01 Reinstatement from leave of absence XX
HR 1322.02 After resignation XX

XX 2658 100.00%
Reference Response
Number Code
HR 1322.03 Longevity XX
HR 1322.04 Restoration of sick leave unpaid balance XX
HR 1322.05 Restoration of vacation/PTO/sick leave accrual rate hours XX
Send information to required departments for data transfer once hired (i.e. IT for computer
HR 1323.00 account setup, HR benefits information, Payroll forms, and other information). XX
HR 1324.00 Send information to required departments for data transfer for employee changes. XX
Set up and monitor requirements for hiring supervisors to process each new hire based upon
HR 1325.00 XX
job class, position or other user defined criteria.
Produce a user-defined pre-employment checklist of forms that must be completed
HR 1326.00 XX
electronically, etc.
Monitor conditional hire requirements and pass/fail information, test scores, drug tests and
HR 1327.00 XX
other data.
Notify applicant that additional documentation is needed for hire (e.g., degrees, certifications,
HR 1328.00 XX
etc.).
Perform online review and approval of personnel transactions with updates at final review
HR 1329.00 XX
approval.
Identify training requirements based on multiple factors including the position ID, job code,
HR 1330.00 XX
department, division/service area.
Assign and track equipment provided to new employees, employee changes or other criteria
HR 1331.00 XX
such as telecommuters (e.g. cell phone, laptop, Blackberry, and other equipment).
Flag return of equipment from employee changes (e.g. employee change requires cell phone
HR 1332.00 XX
return from previous position).
HR 1333.00 Define a checklist for benefit eligible and non benefit eligible new employees, including:
HR 1333.01 Employee Handbook XX

HR 1333.02 Required Forms XX
HR 1333.03 Optional Forms XX
HR 1333.04 Other Forms XX
HR 1334.00 Define a checklist for employees new to position based upon:
HR 1334.02 Position level XX

XX 2658 100.00%
Reference Response
Number Code
HR 1335.00 Define the frequency of items within a checklist (e.g. annual, and other frequencies). XX
Define orientation requirements for new hires based upon department, job class, and/or other
HR 1336.00 XX
factors.
Route completed new employee forms to appropriate departments, based upon multiple
HR 1337.00 XX
workflows.
HR 1338.00 List missing documents by each new hire and/or dates. XX
Define different escalation factors based upon checklist item (e.g. a required item has a certain
HR 1339.00 XX
time frame vs. an optional item).
HR 1340.00 Override missing required checklist items. XX
HR 1341.00 Correct and make adjustments to forms based upon effective date and/or retroactively. XX
Set up requirements for hiring based upon hiring method (e.g. trainee needs additional
HR 1342.00 XX
education and/or experience prior to assignment to position).
Set up special posting and hiring rules for union related jobs and positions (example: lateral
HR 1343.00 XX
postings).
Reports, Analysis and Inquiries
HR 1344.00 Automatic standardized letters using System data (date or flag driven triggers). XX
Generate notices with variables in order to use the same letter, but be able to customize the
HR 1345.00 XX
individual letters according to need.
HR 1346.00 Import data from reports into standard applications for spreadsheet comparison, graphing, etc. XX
HR 1347.00 Track promotional list by organizational unit. XX

HR 1348.00 Track promotional lists. XX
HR 1349.00 Report by open competitive list by class of employment. XX
HR 1350.00 Alert when the funding of a grant will end that is currently funding a position. XX
Track and report budget to actual information related to positions, job classes, and other
HR 1351.00 XX
criteria.
HR 1352.00 Track the numbers of employees at each level of the organization as defined by position ID. XX
HR 1353.00 Track the numbers of employees by management level as defined by position ID. XX
Report a list of vacant positions by position ID on multiple levels including department,

HR 1354.00 XX
division/service area and other criteria.
HR 1355.00 Report on filled and open positions. XX

XX 2658 100.00%
Reference Response
Number Code
Report on the turnover on multiple levels (i.e. position, job class, department, status and other
HR 1356.00 XX
criteria.).
Identify the potential recruitments by the position requirements based on the applicants,
HR 1357.00 XX
eligible candidates, and other criteria.
HR 1358.00 Provide accurate eligible list by score showing ranking. XX
HR 1359.00 Track and report on EEO information, including EEO-4 and EEOP. XX
HR 1360.00 Create an EEO Category by ethnicity/gender report for applicants. XX
Track applicants by occupational category and job groups through the entire personnel process
HR 1361.00 XX
for EEO tracking selected by date(s).
HR 1362.00 EEO reports on applicants (tracking of race, sex, position applied, etc.). XX
HR 1363.00 Have required reporting for Department of Labor XX
Maintain and track applicant history by employee with jobs applied to, communications, jobs
HR 1364.00 XX
referred to, etc.
HR 1365.00 Track history of requisitions by employee or applicant. XX
HR 1366.00 Report on multiple employee statuses and expiration dates. XX
HR 1367.00 Track intermittent hours on a rolling 26 payroll period basis or other user defined period. XX
HR 1368.00 Provide quarterly report by hire types (e.g. new hires and rehires). XX
HR 1369.00 Report on the number of vacancies by position at any specified time. XX
HR 1370.00 Report on average length of time from requisition submission to hire. XX
HR 1371.00 Report on the following metrics:
HR 1372.00 Number of openings XX
HR 1373.00 Number of applicants for a job class XX
HR 1375.00 Number that meet minimum qualifications XX
HR 1376.00 Were certified XX
HR 1377.00 Were interviewed XX
HR 1378.00 Received offers of hire XX
HR 1379.00 Accepted offers of hire XX
HR 1380.00 Track retention metrics, such as number of employees still employed after 1 year XX
HR 1381.00 Identify, flag, track and report on difficult-to-recruit positions XX

Recruiter - Robust set of metrics for measuring and reporting on talent acquisition trends and
goals including recruitment and retention metrics, quality of hires, efficiency of the
HR 1382.00 recruitment process, etc. and Compare with industry standards. XX

XX 2658 100.00%
Reference Response
Number Code
Report on new hire planning and forecasting (includes using info from FRS to forecast
HR 1383.00 XX
retirement eligibility).
HR 1384.00 Report on geographic location of applicants XX
HR 1385.00 Export all or select applicants from an eligible list to Excel. XX
HR 1386.00 Report recruitment efforts/sources (e.g. web, mail, newspaper) XX
Produce list of existing/current candidates upon receipt of new requisition prior to posting
HR 1387.00 XX
recruitment.
HR 1388.00 Identify existing candidates who would qualify for the position (e.g. match skills). XX
HR 1389.00 Provide auto-notification of scored Pass/Fail test results to applicants via screen and email. XX
Report on testing item response characteristics such as item difficulty, item discrimination
HR 1390.00 index, mean, standard deviation, standard error of the mean, etc. XX
HR 1391.00 Report on new hire relocation data (e.g. number, distance, cost, time factors) XX
Print reports for police/fire applicants listing qualification/employment process activities to
HR 1392.00 XX
date.
HR 1393.00 Provide an applicant tracking report with status, dates, etc. XX
HR 1394.00 Produce listings of all applicants and eligible's by, but not limited to: class code and class title. XX
Provide reports on applicants and eligible's with capSort by various variables (e.g., last name,
HR 1395.00 first name, grade at each test type, step in process, years of experience, certifications, XX
registration, education).
SELF SERVICE
Self Service Set-Up
Provide employee self-service capabilities through kiosks, online forms, PCs, Blackberry's
HR 1396.00 and/or the Internet. XX
Support links to service providers and third party administrators through self service.
HR 1397.00 XX
Ability for HR and other departments to receive, view, approve and/or edit employee self-
HR 1398.00 service transactions. XX
Customize definitions for an extensive help menu that explains field values for ESS/MSS
HR 1399.00 XX
HR 1400.00 Set up per diem rates. XX

XX 2658 100.00%
Reference Response
Number Code
HR 1401.00 Set up travel expenses by line item. XX
Security is definable at multiple levels to allow employees read access to their own data with
HR 1402.00 limited editing access. XX
Provide online course catalogs in training module with Search on course description / key
HR 1403.00 words. XX
Travel, Expenses and Tuition Reimbursement

HR 1404.00 Flag certain employee payments on a W-2. XX
HR 1405.00 Track employees who are eligible for mileage reimbursement. XX
HR 1406.00 Track per diem rates. XX
HR 1407.00 Set up and track the following travel information by request submission:
HR 1407.01 Date range of travel XX
HR 1407.02 In/out of Local Area XX
HR 1407.03 Travel reason XX
HR 1407.04 Travel advance amount XX
HR 1407.05 Departure date XX
HR 1407.06 Return date XX
HR 1407.07 Exception travel XX
HR 1407.08 Estimated expenses XX
HR 1408.00 Charge travel expenses by line item. XX
HR 1409.00 Charge travel expenses to the following:
HR 1409.01 Department/division XX
HR 1409.02 Grant XX
HR 1409.03 Project XX
HR 1409.04 Program XX
HR 1409.05 Cost Center XX
HR 1409.06 Account XX
HR 1410.00 Identify travel line items that require receipts. XX
HR 1411.00 Ability for travel reports to contain the following items:
HR 1411.01 Travel claim identifier XX
HR 1411.02 Employee identifier XX
HR 1411.03 Travel line items XX
HR 1411.04 Receipt required indicator XX
HR 1412.00 Allow employees to modify rejected travel claims. XX
HR 1413.00 Track submitted amounts and adjusted amounts separately. XX

XX 2658 100.00%
Reference Response
Number Code
Ability for employees to initiate reimbursement for their travel expenses through direct entry
HR 1414.00 via self service. XX
Ability for employees to query on the status of their pending travel reimbursements via self
HR 1415.00 service. XX
Employee should be able to request tuition reimbursement via Employee Self Service and
HR 1416.00 track the status of the request and payment. Should also include supervisor approval as part of XX
the process.
Employee Self Service

HR 1417.00 Ability for self service to capture the following information:
HR 1417.02 Multiple Phone Numbers XX
HR 1417.04 Race XX
HR 1417.05 Gender XX
HR 1417.06 Multiple Emergency Contacts XX
HR 1417.07 Multiple Name Changes XX
HR 1417.08 Tax amount (W-4) XX
HR 1417.09 Multiple Dependents Information XX
HR 1417.10 Check delivery address XX
HR 1417.11 Transit card information XX
HR 1417.12 Multiple E-mail Addresses XX
Ability for self service to display the following information for Employee Inquiry only:
HR 1418.00

HR 1418.02 Race XX
HR 1418.04 Ethnic Origin XX
HR 1418.07 Multiple Dependents Information XX
HR 1418.09 Transit card information XX
Review of current job information (egg. Job title, position number, work location, salary
HR 1418.10 grade) XX
HR 1418.11 Review of current pay and performance information (egg. Review dates) XX

XX 2658 100.00%
Reference Response
Number Code
Review of employment dates (Hire, clerk, clerk seniority, civil service seniority, FRS)
HR 1418.12 XX
HR 1418.13 Review of Job History XX

HR 1418.14 Review of Benefit History XX
HR 1418.15 Review of current check stub and 1 year prior XX
HR 1418.16 Review of current YTD deductions XX
HR 1418.17 Review of current YTD Earnings XX
HR 1418.18 Competency profile XX
HR 1418.19 Job profile XX
HR 1418.20 Organization chart XX
HR 1418.21 Personal Profile XX
HR 1418.22 Phone Book XX
HR 1418.23 Policy Manual XX
HR 1418.24 Professional Profile XX
HR 1418.25 Reimbursements XX
HR 1418.26 Spending Accounts XX
View historical and current pay stub information: gross pay, taxes, other deductions, net
HR 1418.27 pay, pay period, year-to-date totals, leave accruals and balances XX
HR 1418.28 Review of special leave without pay balance XX

Send email notification of current pay stub availability or personal data entry by someone
HR 1419.00 other than employee with security. XX
Provide employee access to a centralized calendar whereby learners can check for course
HR 1421.00 availability and select their preferred calendar view (day/week/year). XX
HR 1422.00 Allow employees to search for training needs and requirements. XX

Ability for internal and external candidates and employees to schedule testing, sign up for
HR 1423.00 training, obtain notification of training openings, view training history and other options. XX
Notify employee supervisor of employee registration, wait list or class cancellation via email.
HR 1424.00
HR 1425.00 Ability for employees to manage development and career planning XX

Ability for employees to attach imaged required documentation to self service transactions.
HR 1426.00 XX

XX 2658 100.00%
Reference Response
Number Code
Have "what-if" capability (modeling) for determining effect on paycheck of changes to
HR 1427.00 deduction, exemptions, and other changes. XX
Enter and submit claims by selected users on behalf of other employees, with security.
HR 1428.00 XX
HR 1429.00 Ability for employee to enter a grievance and track progress XX

Ability for employees to access information about active and historical deductions.
HR 1430.00 XX
HR 1431.00 Ability for employees to authorize the release of certain information. XX

HR 1432.00 Ability for employee to check status of tuition reimbursement request XX
Ability for employees to manage the following through employee self-service with appropriate
HR 1433.00 workflow if needed:

HR 1433.03 Multiple Email Addresses XX
HR 1433.04 Multiple Emergency Contacts Names XX
HR 1433.05 Multiple Emergency Contacts Addresses XX
HR 1433.06 Multiple Emergency Contacts phone Numbers XX
HR 1433.07 Multiple Emergency Contacts Email Addresses XX
HR 1433.08 Multiple Disaster Contacts Names XX
HR 1433.09 Multiple Disaster Contacts Addresses XX
HR 1433.10 Multiple Disaster Contacts phone Numbers XX
HR 1433.11 Multiple Disaster Contacts Email Addresses XX
HR 1433.12 Evacuation Information XX
Skills needed during an Emergency (IE. Animal care, Health Care, Information
HR 1433.13 Technology, Languages, Safety, Skilled trades, Support services, Transportation) XX
HR 1433.14 Freeform comments XX

HR 1433.15 Office phone XX
Perform what-if capability for determining effect on paycheck of changes to deduction,
HR 1433.16 exemptions, and other changes. XX
HR 1433.17 Maintain multiple bank information for direct deposit XX

HR 1433.18 Change banking information XX
HR 1433.19 Change personal information such as address, marital status, last name XX
Change beneficiaries and information about beneficiaries (ex: contact information)
HR 1433.20 XX
HR 1433.21 Change voluntary deductions XX

XX 2658 100.00%
Reference Response
Number Code
Update W-4 information such as tax filling status, number of exemptions, and
HR 1433.22 withholding information XX
HR 1433.23 Education XX
HR 1433.24 Skills XX
Review vacation/Paid Time Off and sick day balances and submit leave requests
HR 1433.25 XX
HR 1434.00 Have employee complete an on-line exit questionnaire at separation. XX

HR 1435.00 Self-service access to pension fund data for participants. XX
HR 1436.00 Provide online benefits enrollment XX
Allow participants/employee's to access their retirement account information via the
HR 1437.00 internet/intranet. XX
Benefits Administration Self Service

Provide employee self service capability for the following benefits administration functions:
HR 1438.00
HR 1438.01 Current benefits elections (with cost and effective dates) XX

HR 1438.02 Explanation of benefit options XX
Enrollment for all benefits (including insurance, retirement (multiple plans), and other
HR 1438.03 benefits) for both employees and dependents consistent with eligibility rules defined in XX
Benefits Administration.
Maintenance of dependent information including spouse, children and life partners

HR 1438.04 XX
HR 1438.05 Review benefits plan descriptions XX

HR 1438.06 Benefit package pricing worksheet for employee costs XX
HR 1438.07 Benefit eligibility checking at time of enrollment XX
HR 1438.08 Enrollment options (e.g., single vs. family coverage) XX
HR 1438.09 Review of premiums paid and current premiums due XX
HR 1438.10 Track current and historical beneficiary information XX
HR 1438.11 Input and track student verification information XX
Review of benefits and their costs associated to the employer paid and employee paid
HR 1438.12 XX
HR 1438.13 Review of benefits for employees and dependents XX

HR 1438.14 Review or enroll in benefits for open enrollment period XX
HR 1438.15 Change benefits related to a life event XX
HR 1438.16 Adoption XX
HR 1438.17 Review Benefit Handbook XX
HR 1439.00 Provide for processing the following benefits eligibility events:

XX 2658 100.00%
Reference Response
Number Code
HR 1439.01 Establishment and maintenance of employee information XX
HR 1439.03 Activation of coverage for survivors XX
HR 1439.04 Maintenance of beneficiary information for multiple plans XX
HR 1439.05 Extended coverage of dependents XX
HR 1439.07 XX
HR 1439.08 Evidence of insurability XX
HR 1440.00 Self-service access to pension fund data for participants. XX
Allow participants/employee's to access their retirement account information via the
HR 1441.00 internet/intranet. XX
Applicant Self Service

Ability to have applicant self-service for account set-up and changes (e.g., password, contact
HR 1442.00 info, etc.). XX
Ability for internal and external candidates to apply for a job and view the status of the
HR 1443.00 application. XX
Ability for internal and external candidates to input their preferred method of communication
HR 1444.00 (e.g. email, mail). XX
Ability for internal and external candidates to input their interested jobs to facilitate
HR 1445.00 notification should when a job or position opens that meets their interests. XX
Ability for applicants to attach imaged required documentation to self service transactions.
HR 1446.00 XX
Ability to have applicant self-service for account set-up and changes (e.g., password, contact
HR 1447.00 info, etc.). XX
Ability for internal and external candidates to receive notifications when a job or position
HR 1448.00 opens that meets their interests. XX
Manager Self Service

Ability for self service to display the following employee information for Manager Inquiry
HR 1449.00 only for their direct or lateral reports:

HR 1449.02 Race XX

XX 2658 100.00%
Reference Response
Number Code
HR 1449.04 Ethnic Origin XX
HR 1449.08 Review of current pay, leave balances XX
Review of current job information (e.g.. Job title, position number, work location, salary
HR 1449.09 XX
grade)
HR 1449.10 Review of current pay and performance information (e.g.. Review dates) XX
Review of employment dates (Hire, clerk, clerk seniority, civil service seniority, FRS)
HR 1449.11 XX
HR 1449.12 Review of Job History XX

HR 1449.13 Review of current check stub and 1 year prior XX
HR 1449.14 Review of 5 years of W2's XX
HR 1449.17 Multiple Email Addresses XX
HR 1449.19 Multiple Emergency Contacts Names XX
HR 1449.20 Multiple Emergency Contacts Addresses XX
HR 1449.21 Multiple Emergency Contacts phone Numbers XX
HR 1449.22 Multiple Emergency Contacts Email Addresses XX
HR 1449.23 Multiple Disaster Contacts Names XX
HR 1449.24 Multiple Disaster Contacts Addresses XX
HR 1449.25 Multiple Disaster Contacts phone Numbers XX
HR 1449.26 Multiple Disaster Contacts Email Addresses XX
HR 1449.27 Evacuation Information XX
Skills needed during an Emergency (IE. Animal care, Health Care, Information
HR 1449.28 Technology, Languages, Safety, Skilled trades, Support services, Transportation) XX
HR 1449.29 Freeform comments XX

HR 1449.30 Print check stub XX
HR 1449.31 Request and print duplicate W-2 XX
Ability for Managers to manage the following through self-service for their direct or lateral
HR 1450.00 reports:
HR 1450.01 Performance Appraisals XX

HR 1450.02 Approvals XX

XX 2658 100.00%
Reference Response
Number Code
HR 1450.03 Daily XX
HR 1450.04 Specific Period XX
HR 1450.05 Summary XX
HR 1450.06 Compliance report XX
HR 1450.07 Expense report approvals XX
HR 1450.08 Job requisitions XX
HR 1450.09 Personnel Actions (create and approve) XX
HR 1450.10 Approve Personnel Actions XX
HR 1450.11 Profile (credentials) XX
Reports, Analysis and Inquiries
Ability for employees to view pay stubs for past five years through employee self-service.
HR 1451.00
Report on all employee self service changes by employee, date range or department.
HR 1453.00 XX
Report on outstanding documentation needed as a result of employee self service changes.

HR 1454.00 XX
HR 1455.00 Report on historical employee benefits and payroll information. XX

HR 1456.00 Provide the following travel reimbursements inquiries/reports:
HR 1456.01 Status of all travel claims by employee XX
HR 1456.02 Paid travel claims by employee XX
HR 1456.03 Unpaid travel claims by employee XX
HR 1456.04 Travel claims awaiting action by approver XX
HR 1456.05 Travel claims approved by approver XX
HR 1456.06 Travel claims rejected by approver XX
HR 1456.07 Travel claims awaiting payment by department XX
HR 1456.08 Print pay stubs for past five years XX
HR 1456.09 Request and print duplicate W-2 for past five years XX
HR 1457.00 Allow employees to access limited reports via the web portal or desk computer. XX

Functional Category: BUSINESS INTELLIGENCE Summary Statistics (79)
XX 79 100.00%
Response
Code
BI 1.00 Alert users based on defined tolerances XX
BI 2.00 Analyze data in both a connected and disconnected mode XX
Data access security integrated with the user roles and groups defined within the ERP suite of
BI 3.00
applications XX
BI 4.00 Deploy information Dashboards. Please Explain. XX
BI 5.00 Display data Visualization such as charts and graphs XX
BI 6.00 Drill down from summary data aggregates through hierarchical levels down to detail data.
XX
BI 7.00 Join ERP data with external data sources XX
BI 8.00 Perform data aggregation, sorting, and filtering XX
BI 9.00 Perform Financial Analysis, Modeling, Forecasting, and Monitoring XX
BI 10.00 Perform outlier and exception identification XX
BI 11.00 Perform projection analysis based on historical performance and future variants XX
BI 12.00 Perform report scheduling, bursting, and distribution XX
BI 13.00 Perform trend analysis across multiple dimensions XX
BI 14.00 Rank elements based on raw values, aggregated values, percentages, and ratios XX
BI 15.00 Support Balanced Scorecard metrics XX
BI 16.00 Support both Ad-hoc and Predefined queries XX
BI 17.00 Data warehouse and OLAP capabilities. XX
Performance Measures
Includes all the basic functionalities expected from a high performing dashboard system that
BI 18.00
should include:
BI 18.01 Strategy mapping or cause-and-effect diagrams XX
BI 18.02 Briefing books or corporate portals XX
BI 18.03 Scorecards XX
BI 18.04 Graphs and other metrics XX
BI 18.05 Ad-hoc analyses XX
Business Intelligence Page 359

XX 79 100.00%
Response
Code
BI 18.06 KPI (Key Performance Indicator) tracking XX
BI 18.07 Ad-hoc reporting XX
BI 18.08 Scheduled reporting XX
BI 18.09 Report output to common formats including Adobe PDF, HTML, MS Excel XX
BI 18.10 OLAP/cube reporting XX
BI 18.11 Role-based user access XX
BI 18.12 Web access for viewing and editing data XX
BI 18.13 Common security/authentication types including LDAP, MSAD, and NT XX
BI 18.14 Common data sources including MS Access, MS Excel, MS SQL Server XX
BI 18.15 Common platforms including MS Windows Server and UNIX XX
BI 18.16 24/7 phone support XX
Web-enabled. Dashboards should run on a web server thus allowing broad access to the data
BI 19.00
on a read only basis as well as analysis and display functionalities. XX
BI 20.00 Utilized in various government service areas (i.e. police, fire, transportation, housing, etc.).
XX
Compatible with the information technology (IT) operating environment(s) of the City and
BI 21.00
County:
Non-proprietary solution that will work in an environment that utilizes standard routing
BI 21.01
and switching equipment – used to provide connectivity to City/County facilities
XX
Secure solution that works in an environment that has a variety of public-facing and
internal applications utilizing physical access controls, firewalls, anti-virus/SPAM tools,
BI 21.02
network monitoring, Cisco Virtual Private Networking (VPN), Microsoft Active
Directory domain authentication, and server/application administration
XX
Compatible with a diverse complement of technologies, including UNIX, Linux, iSeries,
BI 21.03
and Microsoft Windows operating systems XX
BI 21.04 Able to interface with Oracle, DB2, and SQL databases XX
BI 21.05 Able to be run from HP desktop and mobile devices XX

XX 79 100.00%
Response
Code
Work in conjunction with computers, running a combination of Microsoft operating
BI 21.06
systems and Office applications XX
Compatible with Microsoft Outlook which is the current standard email and calendaring
BI 21.07
utility XX
Solution should have an open standards based architecture that will seamlessly integrate
BI 21.08 with our chosen ERP solution – and the capRun with other ERP systems should the City
and/or County migrate away from any/all of its current ERP standards
XX
BI 21.09 Ability to be accessed from Blackberries and other PDAs (preferred) XX
The software provides an automated method of capturing and displaying performance
BI 22.00
measurement data, including: XX
Fully present all information presently available from the departmental quarterly
BI 22.01 performance reports with appropriate calculations as necessary to aggregate
performance data. XX
Allow performance data entry to be more automated through interfaces to existing
BI 22.02
systems as well as direct manual input. XX
BI 22.03 Provide performance information in support of budget priorities XX
Provide customized views of performance at varying levels of the organization and from
BI 23.00
multiple perspectives, including but not limited to:
BI 23.01 The Administrators, elected officials, appointed officials, department directors;

XX
BI 23.02 Varying perspectives within the organization including: XX
BI 23.03 Strategic Plan goals XX
BI 23.04 Business Plan goals XX
BI 23.05 Priorities of the BOCC XX
BI 24.00 Evaluate performance by:
BI 24.01 Comparing actual performance measures to established targets XX
BI 24.02 Evaluating completion of strategies/initiatives supporting achievement of targets

XX
Providing “drill down” capability, linking varying levels of performance management
BI 24.03
data XX

XX 79 100.00%
Response
Code
Providing graphical indicators of performance and related targets (individually and
BI 24.04
cumulatively) XX
Provides proactive management indicators using intuitive colors and graphics to alert and
BI 25.00 inform managers and provides an automated method of accountability based on comparison of
actual measures to targets where:
BI 25.01 Corrective actions are needed or based on initiatives not occurring as planned
XX
BI 25.02 Performance may be satisfactory but requires added attention XX
BI 25.03 Performance is excellent or superior XX
Includes the required features as standard components, without the need for customization.
The application should also be user friendly to allow a system administrator to easily
BI 26.00
maintain/configure the application with little or no need of Information System technical
support and provide security for various system components
XX
Is highly configurable within documented parameters to suit the organizations needs without
BI 27.00
extensive software customization XX
Have documentation, training, maintenance, upgrades, and technical support readily available
BI 28.00 from the vendor. Configurations made should not be adversely impacted by new releases or
upgrades XX
With continued development and enhancement, is sufficiently flexible to meet the rapidly
BI 29.00
changing information environment XX
Provides a framework and tools that allows for future deployment, as needed, including having
BI 30.00
adequate capacity to accommodate changes in the organization XX
Provide an automated, integrated method of capturing and displaying performance

measurement data, including the ability to fully present all information presently available
from the departmental quarterly performance reports, the Allow performance data entry to be
BI 31.00
more automated through interfaces to existing systems as well as having data input directly,
the Provide performance information in support of the organizations budget priorities, and the
ability to publish to the web and show varying levels and perspectives of performance:
BI 31.01 Maintain, update or delete performance metrics XX

XX 79 100.00%
Response
Code
Aggregate measures over multiple time periods e.g., year-to-date cumulative, moving
BI 31.02
average, (monthly, quarterly, annually, etc.) XX
BI 31.03 Compare data across organizational locations and functions XX
BI 31.04 Create new measures based on the characteristics of existing measure(s), including:
XX
BI 31.05 Compiling measures across organizational locations and functions XX
Creating measures which aggregate performance for a diverse group of various
BI 31.06
measures XX
BI 31.07 Creating ‘formula’ measures which can manipulate data in the system XX
Maintain a historical tracking of metric changes through flowcharts and/or narratives that
BI 32.00
identify how and when the unit was measured XX
Modify a measure definition and retrospectively calculate the new metric based on the change
BI 33.00
in definition XX
Update data at different times (continual or batch, manual or automatic, weekly, monthly,
BI 34.00
quarterly, etc.) XX
BI 35.00 Input data directly/manually XX
BI 36.00 Interface with the budgeting process XX
BI 37.00 Interface with selected ERP system XX
BI 38.00 Retain audit trail information XX

Functional Category: FIXED ASSETS Summary Statistics (570)
XX 570 100.00%
Response
Code
Enter and maintain fixed asset records online and properly account for assets in accordance
FA 1.000 XX
with the City's chart of accounts and GASB, GAAP rules
Identify the location of each asset, the age and current condition of the asset, and projected
FA 2.000 replacement date. Allow for seamless transfer of assets between personnel (e.g., check- XX
in/check-out system pursued by TPD - Tampa Police Department)
FA 3.000 Adjust asset cost and automatically adjust the appropriate general ledger account. XX
FA 4.000 Allocate labor costs to an asset. XX
FA 5.000 Attach electronic documents to an asset record, including, but not limited to, the following:
FA 5.010 Image Files XX

FA 5.020 TIF File XX
FA 5.030 PDF files XX
FA 5.040 Word processing documents XX
FA 5.050 Spreadsheets XX
FA 5.060 CAD Drawings XX
FA 5.070 URL Link XX
FA 5.080 Sound Files XX
FA 5.090 Video Files XX
Calculate depreciation based on original cost not current value when changes are made to
FA 6.000 XX
asset.
FA 7.000 Classify assets by:
FA 7.010 division XX
FA 7.020 cost center, and XX
FA 7.030 total for City by asset type XX
FA 8.000 Create an annual schedule and disposition of capital asset procurements by project and grant. XX
FA 9.000 Enter the following asset categories:

FA 9.010 Land XX
FA 9.020 Land Improvements XX
FA 9.030 Buildings XX
FA 9.040 Building Improvements XX
FA 9.050 Infrastructure XX
Fixed Assets Page 364

XX 570 100.00%
Response
Code
FA 9.060 Leasehold improvements XX
FA 9.070 Equipment XX
FA 9.080 Furniture and fixtures XX
FA 9.090 "Other" monitored assets (i.e., computers, cameras, guns) XX
FA 9.100 Vehicles XX
FA 9.110 Capitalized leases / lease purchase XX
FA 9.120 Construction in progress XX
FA 9.130 Unlimited user-defined categories XX
Establish online edits for assets, that provide warnings or fatal errors according to user defined
FA 10.000 XX
parameters.
Graphically depict the physical layout of facilities along with the bar-code of each physical
FA 11.000 XX
area (e.g., office, storage room, etc.). Attaching bar codes, scanning bar codes, etc.
FA 12.000 Inquire on a fixed asset record by any field in the fixed asset record. XX
FA 13.000 Limit the Asset Management functions based on the access granted to users by each agency. XX
FA 14.000 Make online transfers between:

FA 14.010 Funds XX
FA 14.020 Locations XX
FA 14.030 Organizations and Cost Centers XX
FA 15.000 Meet GASB 34 and other GASB standards for asset valuation. XX
Record assets into various acquisition categories (e.g., purchases, donations, construction
FA 16.000
projects, capital leases, grants, forfeitures):
FA 16.010 Purchases XX
FA 16.020 Donations XX
FA 16.030 Constructed Projects XX
FA 16.040 Capital Leases XX
FA 16.050 Grants XX
FA 16.060 Forfeitures XX
Specify an effective/posting date for all transactions as long as the associated accounting
FA 17.000 XX
period is still open (transactions can only be applied to open fiscal periods).
Track and report on non-City owned assets (i.e. Homeland Security Assets), but exclude from
FA 18.000 XX
interfacing to G/L, etc.
FA 19.000 Transfer assets or groups of assets (mass transfer) by;

XX 570 100.00%
Response
Code
FA 19.010 Department XX
FA 19.020 Location XX
FA 19.030 Cost Center XX
FA 19.040 Asset Number XX
FA 19.050 Asset Value XX
FA 19.060 Fiscal Period XX
FA 19.070 Fund XX
FA 19.080 Funding Source XX
FA 19.090 Function XX
Accommodate changes in accounting principles (e.g., Changes in depreciation type, value
FA 20.000 XX
limit changes for assets, GASB changes).
FA 21.000 Accommodate improvements and betterments. XX
FA 22.000 Accommodate numeric asset numbers and scannable numeric bar codes. XX
Allow association of many parts to one asset, or one asset to another. (ex: network router with
FA 23.000 XX
many fiber cards inserted each having its own asset number)
FA 24.000 Allow changes to any attribute of asset without losing history of asset. XX
FA 25.000 Allow for the definition of user-defined categories of fixed assets. XX
Allow on-line modifications, without technical intervention, of asset capitalization and control
FA 26.000 XX
rules per City and department policy, as necessary (i.e., no hard coding of rules).
FA 27.000 Allow the useful life of an asset to change. XX

Allow user defined fields to keep track of asset features such as IP address, MAC address,
FA 28.000 XX
serial no., etc.
Archive disposed assets at the end of the year from master file and transfer to an inactive
FA 29.000 property file while maintaining all historical data and allowing online access to that data real- XX
time.
FA 30.000 Assign specific or multiple item/asset numbers. XX
At a minimum, system provides the Perform the following Asset Management functions, with
FA 31.000
proper security:
FA 31.010 Additions XX
FA 31.020 Changes to all asset information XX
FA 31.030 Deletions/Disposals/Theft XX
FA 31.040 Reverse previous transactions, including depreciation XX
FA 31.050 Transfers XX
FA 31.060 Inquiries XX

XX 570 100.00%
Response
Code
FA 31.070 Betterments XX
FA 31.080 Depreciation XX
FA 31.090 Amortization (of leases) or other intangibles XX
FA 32.000 Authorize the transfer of assets from department to department or as a "sale" online. XX
Automatically calculate and post straight line depreciation with the option to set up different
FA 33.000 methods of depreciation. Should not require "set up" for alternatives - rather just "select" XX
other options.
Automatically create a record for each item purchased based on business rules to indicate
FA 34.000 XX
whether it should be treated as a fixed asset.
Calculate replacement value based upon user-defined criteria. Track trade-in value and
FA 35.000 XX
incorporate into gain or loss when traded
Capitalize assets based upon a user-specified criteria, including amount threshold by asset
FA 36.000 XX
type.
Classify and flag grant and project restrictions to fixed assets purchased with grant funding
FA 37.000 XX
(especially when disposing)
FA 38.000 Classify and report on assets by user-defined categories. XX
Create a fixed asset upon receipt of the item in inventory based on business rules to indicate
FA 39.000 XX
whether it should be treated as a fixed asset
Create a master fixed asset number with separate associated sub-fixed assets (e.g., building, air
FA 40.000 XX
conditioner, etc.) and be able to sort on any piece of the fixed asset number
Create an asset depreciation register showing the purchase date, type of asset, cost,
FA 41.000 XX
depreciation, accumulated depreciation, and salvage value.
FA 42.000 Define multiple fixed asset limits (e.g., amount or life of asset). XX
FA 43.000 Define the start date of depreciation. XX
Delete asset records with proper security and business rule satisfaction for asset allowed to be
FA 44.000 XX
deleted.
Designate asset as out for repair with transfer and return date (expected and actual) and
FA 45.000 XX
accommodate impairment of value per GAAP
Designate which assets are to be depreciated and which assets have a usage charge in
FA 46.000 XX
perpetuity (e.g., two percent use allowance).
FA 47.000 Establish parent/child relationships between system assets. XX
Flag a fixed asset with value or life that is less than the user defined limits (e.g., tracking
FA 48.000 XX
expensed assets).

XX 570 100.00%
Response
Code
Generate "mass" asset transactions (such as mass additions, mass disposals, mass transfers,
FA 49.000 XX
and mass changes) by user-defined criteria, with proper security/authority.
FA 50.000 Generate fixed asset bar code information using industry standard formats/conventions. XX
Generate fixed asset stickers/tags for identification and inventory purposes and capable of
FA 51.000 XX
utilizing specialized printing equipment (e.g., metallic plates, laminated tags).
Historically track asset and sub asset assignments, reassignments and transfers, between
FA 52.000 XX
organizational units.
FA 53.000 Identify errors on file before posting assets. XX
FA 54.000 Import/export to/from MS Office applications. XX
FA 55.000 Indicate that a fixed asset has been disposed of, salvaged, sold, transferred or deleted. XX
FA 56.000 Integrate with the following systems:

FA 56.010 General Ledger XX
FA 56.020 Purchasing XX
FA 56.030 Accounts Payable XX
FA 56.040 Inventory XX
FA 56.050 Grants/Projects and others, fleet, asset management, etc. XX
FA 57.000 Maintain a history record for asset including warranty, maintenance records, etc. XX
FA 58.000 Maintain accounts for capital lease and leasehold improvements. XX
FA 59.000 Maintain cost, insurance, and replacement values. XX
Maintain detailed property records for all fixed assets, including identification codes,
FA 60.000 commodity classification, acquisition data, supplier information, make, model, serial number, XX
disposition data, and asset useful life.
FA 61.000 Maintain detailed property records for insurance purposes. XX
Maintain fixed assets as an inventoried bar code item and provide tracking through bar-code
FA 62.000 XX
readers
Maintain information about the condition of the asset (e.g. new, good, idle, obsolete and
FA 63.000 XX
broken).
Maintain pertinent data on both capitalized and non-capitalized assets, which can be either
FA 64.000 XX
portable or non-portable
FA 65.000 Make error corrections online and provide an audit trail. XX
FA 66.000 Make online error corrections for current asset closings. XX

XX 570 100.00%
Response
Code
FA 67.000 Manage an unlimited number of fixed assets. XX
FA 68.000 Prevent duplicate capital asset item identification numbers. XX
FA 69.000 Process multiple assets in one transaction. XX
Provide a dollar total of fixed asset purchases by their funding source based on user defined
FA 70.000 XX
attributes.
FA 71.000 Provide alpha/numeric fixed asset numbers with a minimum of ten characters. XX
Provide an approval hierarchy control for the addition, modification, transfer or deletion of an
FA 72.000 XX
asset and track these transactions by user ID and hierarchy level.
FA 73.000 Provide automated asset tracking based on purchasing activity. XX

Provide automated GL entries to record assets receipt, depreciation, transfers and disposals
FA 74.000 XX
based on entries in the asset System.
Provide automatic computation of gain or loss on disposal of assets for proprietary and non-
FA 75.000 XX
proprietary (GASB 34) funds and prepare journal entries to record gain / loss.
Provide for the definition of funds, asset accounts, depreciation, and funding sources for
FA 76.000 XX
accounting entries.
Provide the option of having depreciation data updating the General Ledger or being stored in
FA 77.000 XX
Fixed Assets for information purposes only.
FA 78.000 Provides for integration between Asset Management module and the Inventory module. XX
Provides for integration between the Asset Management module and the Project Management
FA 79.000 XX
module.
Provides for integration between the General Ledger module and Asset Management module
FA 80.000 to identify expenditure transactions as capitalized assets when items meet user-defined criteria XX
(e.g., capitalize if greater than $5,000 and controlled by a specific GL account.).
Provides full integration between Asset Management and all procurement and financial
FA 81.000 XX
modules.
FA 82.000 Provides integration with Novell Groupwise email system. XX
FA 83.000 Re-activate assets placed back in service. XX
FA 84.000 Record an image of an item. XX
Record and track sales of assets between internal organizational units/departments and/or
FA 85.000 XX
different fund types.

XX 570 100.00%
Response
Code
Record in the GL (General Ledger) the transfer of an asset from department to department as a
FA 86.000 simple transfer with no manual JE's, or as a "sale" with the appropriate JE's (Journal Entries), XX
and maintain asset transfer history on-line.
Request de-activation of assets with user-defined reason codes such as lost, stolen, sold,
FA 87.000 XX
retired, donated or transferred to holding area awaiting disposition report.
FA 88.000 Request the disposal of assets online with appropriate electronic approval paths and signature. XX
FA 89.000 Retain depreciation on a fiscal and calendar year basis as well as life-to-date basis. XX
FA 90.000 Retire and un-retire an asset without losing historical asset information and depreciation. XX
FA 91.000 Re-value and adjust useful life of an asset due to enhancements or additions. XX
FA 92.000 Specify the location of an asset including:
FA 92.010 Building, Division/Department, Floor XX
FA 92.020 Address XX
FA 92.030 CAD Floor Plan XX
FA 92.040 GIS Coordinates XX
FA 92.050 GPS Coordinates XX
FA 92.060 Geographic Area XX
Support a physical location hierarchy (i.e., parent/child relationship) of user-defined levels.
FA 93.000 For example, (1) a parcel of land can have multiple buildings on it, and each building can have XX
multiple rooms, etc.
FA 94.000 Support bar-coding technology (specify system). XX
FA 95.000 Support user-defined classification fields. XX
FA 96.000 Support various asset thresholds. XX
FA 97.000 Supports Geographic Information System (GIS) technology for locating and tracking assets. XX
FA 98.000 Supports Global Positioning System (GPS) technology for locating and tracking assets. XX
FA 99.000 Tag an asset as depreciated or non-depreciated. XX

Track all transactions affecting the value of an asset by original source document number and
FA 100.000 XX
date.
FA 101.000 Track and account for:
FA 101.010 Split Assets XX

XX 570 100.00%
Response
Code
FA 101.020 Consolidated Assets XX
FA 101.030 Fully Retired Assets XX
FA 102.000 Track and depreciate infrastructure (e.g., proposed GASB reporting module). XX
FA 103.000 Track and roll up asset sub-categories. XX
FA 104.000 Track asset from receipt to disposal and record all accounting entries. XX
Track asset movement between physical locations (move PC from one physical building to a
FA 105.000 XX
second physical building, possibly without a department transfer).
FA 106.000 Track assets as active and disposed and restrict view to either category. XX
Track assets that are donated/contributed. This shall include information on acquisition
FA 107.000 method, how the asset was donated/contributed and name of the contributor (e.g., gift, XX
donation, purchased by outside entity for city use).
FA 108.000 Track detailed disposition information. XX
FA 109.000 Track leased vehicles or equipment as assets. XX
FA 110.000 Track maintenance agreements on assets. XX
FA 111.000 Track non capital assets. XX
FA 112.000 Track rented or leased properties. XX
Track the capitalized and expensed components of an asset. This shall include attached or
FA 113.000 internal components of an asset. (e.g., a new engine for a vehicle, a new hard drive for a XX
computer).
FA 114.000 Track the date a transaction is entered and the effective accounting date or period if different. XX
FA 115.000 Track the detailed cost of each asset item. XX

FA 116.000 Track the disposal of assets with user-defined reason codes. XX
FA 117.000 Track transfer of assets. XX
Track various asset information including but not limited to physical location, assignment
FA 118.000 XX
history to include date and individual responsible, department, division, etc.
Track all (i.e. manufacturer, vendor/reseller, additional warranty provider, etc.) warranty
FA 119.000 XX
information on assets.
DEPRECIATION
FA 120.000 Calculate accumulated depreciation and book value:
FA 120.010 Monthly XX
FA 120.020 Quarterly XX
FA 120.030 Semi-annually XX

XX 570 100.00%
Response
Code
FA 120.040 Yearly XX
FA 120.050 Other user-defined period XX
FA 120.060 Provide multiple depreciation methods. XX
FA 120.070 Perform depreciation based upon: XX
FA 120.080 In-service Date XX
FA 120.090 Acquisition Date XX
FA 120.100 Half-year Convention XX
FA 120.110 On-demand XX
Ability for multiple depreciation schedules to be applied to an asset to support varying
FA 121.000 XX
depreciation reporting requirements.
FA 122.000 Prevent the depreciating of an asset's value below zero. XX
FA 123.000 Process depreciation on-line or in a batch process. XX
FA 124.000 Switch depreciation schedule of un-depreciated balance when a useful life is adjusted. XX
FA 125.000 Adjust depreciation schedule retroactively for corrections or additional costs. XX

Allocate depreciation computed total for a particular asset (i.e., a building) to different cost
FA 126.000 XX
codes based on user-defined criteria such as square footage.
FA 127.000 Allow individual assets to be designated as depreciable or non-depreciable (e.g., land). XX
FA 128.000 Allow smaller purchases (e.g. small tools) to be depreciated as a group. XX
Allows depreciation methods to be changed for an asset or a group of assets, to depreciate the
FA 129.000 XX
assets for the balance of the asset's useful life with proper authorization.
Calculate projection of depreciation based on actual or simulated conditions by asset, or asset

FA 130.000 XX
category, for a current year and future years, as specified by user.
Change asset useful life, value basis, salvage value, and depreciation method, when necessary,
FA 131.000 and automatically recalculate depreciation expense in accordance with such changes (with XX
proper authorization).
FA 132.000 Depreciate assets based on funding ratios (e.g., 80% City, 20% County). XX
Generate either financial or memo transactions to the General Ledger for capital asset
FA 133.000 XX
depreciation expense in specified funds.
Identify each item for which depreciation is to be taken including cost, life and depreciation
FA 134.000 XX
schedule.
FA 135.000 Perform multiple depreciation methods, including but not limited to:
FA 135.010 Straight Line XX

XX 570 100.00%
Response
Code
FA 135.020 Declining Balance XX
FA 135.030 Sum of the Years Digits XX
FA 135.040 Hours / Mileage / Age XX
FA 135.050 User-Defined XX
Provides allocation tables that can be user-defined to allocate asset cost and depreciation
FA 136.000 XX
expense.
FA 137.000 Provides the Comply with tax law changes associated with asset depreciation. XX
FA 138.000 Reconcile and balance general ledger depreciation expense accounts. XX
FA 139.000 Record depreciation for external reporting. XX
Simulate depreciation calculations for individual assets or a group of assets without being
FA 140.000 XX
required to post the results.
FA 141.000 Store an acquisition date and a depreciation-start date, without the dates having to be the same. XX
FA 142.000 Track all transactions affecting the value of an asset. XX
ASSET ADDITIONS AND MAINTENANCE

Automatically create and assign an alpha-numeric asset number that is defined by department
FA 143.000 to a single item or multiple items purchased. Number assignment may vary based on asset XX
type.
FA 144.000 Copy an asset record to create a similar asset record. XX
Link component units (parent/child relationship) whereby each component maintains a
FA 145.000 XX
financial life of its own.
FA 146.000 Manually assign an asset number. XX
FA 147.000 Ability to start depreciation on an asset based on user specified amounts. XX
FA 148.000 Store accumulated depreciation in a static field for purposes of transferring the asset. XX
FA 149.000 Track the detailed cost for each item that makes up a whole asset. XX
FA 150.000 Upload survey data from an electronic source. XX
Add and maintain assets obtained through non-expenditure transactions (e.g., gifts, donations,
FA 151.000 XX
eminent domain).
Adjust original cost/value at any time, irrespective of fiscal year boundaries, with proper
FA 152.000 XX
security authorization.
FA 153.000 Adjust the value of appraisals based upon periodic appraisal. XX

XX 570 100.00%
Response
Code
Allow authorized users to correct discrepancies in asset records by overriding initially loaded
FA 154.000 information (received from General Ledger, Accounts Payable, and Purchasing modules) with XX
proper authorization.
FA 155.000 Allow users to define estimated useful life by type. XX
FA 156.000 Audit all changes made to asset records. XX
FA 157.000 Change the asset number/reference and retain all associated information and history. XX
Establish and associate standard asset descriptive data for all assets. The standard asset
FA 158.000 XX
descriptive data reduces and standardizes data entry and reporting.
FA 159.000 Have a free-form narrative long description of each asset item. XX
FA 160.000 Identify users of assets, in addition to recording property custodian. XX
FA 161.000 Maintain information about the condition of the asset (e.g., good, idle, obsolete, broken, etc.) XX
Provides full integration with General Ledger, Procurement, and Accounts Payable to carry
FA 162.000 forward relevant purchasing, descriptive, invoice and accounting information as a starting XX
point for recording the asset.
Provides the ability during mass additions process, for users to split asset record entries for
FA 163.000 identical items and then assign separate property tag / inventory control numbers (e.g., XX
purchase of 20 identical personal computers).
FA 164.000 Provides the Have an approval process for receiving an asset item at some locations. XX
Provides the Track assets for other entities within the system (Departments may track assets
FA 165.000 XX
they have in their possession but are owned by another entity.)
FA 166.000 Store user-defined number of different asset numbers/references for assembled assets. XX
FA 167.000 Supports multiple user-defined asset types. XX

FA 168.000 Track funding sources (i.e., grants, bonds) used to purchase assets. XX
Transfer fixed assets within or between divisions/departments at the individual asset level and
FA 169.000 XX
to generate the appropriate accounting entries either manually or electronically.
Maintain detailed property information required to identify, properly account for, and
FA 170.000
safeguard all assets, including but not limited to the following:
FA 170.001 Acquisition Cost XX
FA 170.002 Acquisition date XX
FA 170.003 Acreage XX

XX 570 100.00%
Response
Code
FA 170.004 Asset acquisition date XX
FA 170.005 Asset acquisition source code (user-defined) XX
FA 170.006 Asset Condition XX
FA 170.007 Asset Description (unlimited text) XX
FA 170.008 Asset Descriptive Information XX
FA 170.011 Asset Status (e.g., inactive) XX
FA 170.012 Asset Type XX
FA 170.013 Bar Code or Tag Number XX
FA 170.014 Betterments XX
FA 170.015 Bond Financed Item XX
FA 170.016 Book Value XX
FA 170.017 Budget Item XX
FA 170.018 Budget Year (from which asset was purchased) XX
FA 170.019 Building XX
FA 170.020 Category (Equipment, Vehicle, Land, Building, Improvement, Infrastructure, etc) XX
FA 170.021 Chart of Account distribution XX

FA 170.022 Class (Type of Asset) XX
FA 170.023 Component items XX
FA 170.024 Contact Information XX
FA 170.025 Contract XX
FA 170.026 Department/Cost center XX
FA 170.027 Cost of Improvements XX
FA 170.028 Cubicle Number XX
FA 170.029 Custodian XX
FA 170.030 Debt Instrument XX
FA 170.031 Delivery Date XX
FA 170.032 Department head XX
FA 170.033 Depreciation XX
Depreciation Convention - Record different conventions for depreciable assets, such as
FA 170.034 XX
beginning of month, half year, mid-month, etc.
Disposal Information (including information in Asset Disposition, Retirement and Theft
FA 170.035 XX
section of this document.)

XX 570 100.00%
Response
Code
FA 170.036 Disposition XX
FA 170.037 Driver license number of the City employee asset is assigned to (if applicable) XX
Employee Name (as established in human resources module) for employee to which
FA 170.038 XX
asset is assigned to (if applicable)
Employee Number (as established in human resources module) for employee to which
FA 170.039 XX
asset is assigned to (if applicable)
FA 170.040 Employee using item XX
FA 170.041 Estimated Residual Value (Trade-in Value) XX
FA 170.042 Estimated Useful Life XX
FA 170.043 Floor XX
FA 170.044 Folio number (for land assets) XX
FA 170.045 Fund XX
FA 170.046 Sub-Fund XX
FA 170.048 Funding Sources (multiple) by percentage or dollar amount XX
FA 170.049 General Accounting Code XX
FA 170.050 General Accounting Sub-object Code XX
FA 170.051 Geographic Information System technology location (latitude and longitude) XX
FA 170.052 Grant XX
FA 170.053 ID or VIN number XX
FA 170.054 Improvement Date XX
FA 170.055 In service date XX
FA 170.056 In-service Date XX
FA 170.057 Insured value/insurance information with user defined fields XX
FA 170.058 Item Classification Code (user-defined) with multiple sub-class codes. XX
FA 170.059 Last inventory date XX
FA 170.060 Lease Asset Information (if applicable) XX
FA 170.061 License Number (if applicable) XX
FA 170.062 Life miles when sold XX
FA 170.063 Location Name XX
FA 170.064 Location Number XX
FA 170.065 Location Segments (up to ten), including but not limited to: XX
FA 170.066 Address Number XX
FA 170.067 Address Prefix XX

XX 570 100.00%
Response
Code
FA 170.068 Address Name XX
FA 170.069 Street Type XX
FA 170.070 Address Suffix XX
FA 170.071 City XX
FA 170.072 City Code XX
FA 170.073 State XX
FA 170.074 County Code/Name XX
FA 170.075 Zip Code XX
FA 170.076 Maintenance Company XX
FA 170.077 Manufacturer XX
FA 170.078 Manufacturer Number, Name XX
FA 170.079 Market replacement value XX
FA 170.080 Model XX
FA 170.081 Model Number XX
FA 170.082 Model Year XX
FA 170.083 Multiple Depreciation Schedule (Method and Life) XX
FA 170.084 Multiple Organizational Ownership Info. (including assets loaned to/from other entities) XX
FA 170.085 Operator ID XX
FA 170.086 Organization/Division/Department XX
FA 170.087 Original Cost XX
FA 170.088 Parcel Id XX
FA 170.089 Parcel number XX
FA 170.090 Physical Inventory Validation Flag XX
FA 170.091 Pledged as collateral (Y/N) XX
FA 170.092 Program/function XX
FA 170.093 Project XX
FA 170.094 Property Officer or Custodian XX
FA 170.095 Property Tag Number (inventory control number) XX
FA 170.096 Purchase acceptance/Acquisition date XX
FA 170.097 Purchase Order Number XX
FA 170.098 Purchasing Document Number (multiple) including: XX
FA 170.099 Replacement Cost – This field can be updated as needed by users XX
FA 170.100 Requisition Number XX
FA 170.101 Retirement date XX

XX 570 100.00%
Response
Code
FA 170.102 Room XX
FA 170.103 Sale price XX
FA 170.104 Salvage Value XX
FA 170.105 Section XX
FA 170.106 Serial Number XX
FA 170.107 Special Provisions XX
FA 170.108 Square footage XX
FA 170.109 Sub-Fund XX
FA 170.110 Trade-in Credit XX
FA 170.111 Unit Cost/Value XX
FA 170.112 Use Code XX
FA 170.113 User Defined Fields (at least 30) XX
FA 170.114 Value Basis XX
FA 170.115 Vehicle class XX
FA 170.116 Vehicle number XX
FA 170.117 Vehicle type XX
FA 170.118 Vendor Number, Name XX
FA 170.119 Vendor/Manufacturer and/or vendor/manufacturer number XX
FA 170.120 Voucher Number XX
FA 170.121 Warrant Number XX
FA 170.122 Warranty/Maintenance Information XX
In addition to asset information listed previously, system provides the Maintain detailed
FA 171.000 property information required to identify, properly account for, and safeguard City lands,
including but not limited to the following:
FA 171.010 Legal description per survey XX
FA 171.020 Survey Date XX
FA 171.030 Person who conducted the survey XX
FA 171.040 Property's full address XX
FA 171.050 Acquisition information XX
FA 171.060 Number of acres (fractional and whole) XX
FA 171.070 Value per acre XX
FA 171.080 Fair market value XX
FA 171.090 Multiple Appraiser Dates XX
FA 171.100 Appraiser's Name XX
FA 171.110 Cost per acre (multiple) XX

XX 570 100.00%
Response
Code
Deed information, including, but not limited to, book, page and deed restrictions
FA 171.120 XX
FA 171.130 Options to purchase property XX

Owner's Information - including, but not limited to: Name, Address, Phone and Email
FA 171.140 XX
FA 171.150 Options to sell property XX

FA 171.160 Multiple Tax Related Fields user-defined XX
FA 171.170 Geographic Information System technology location (latitude and longitude) XX
FA 171.180 Other user-defined fields XX
FA 171.190 Mapping - Store PLSS (Public Land Survey System) data XX
FA 171.200 System provides the Record insurance information including: XX
FA 171.210 Insurance company name XX
FA 171.220 Insurance company address XX
FA 171.230 Insurable value XX
FA 171.240 Policy number XX
FA 171.250 Policy period (term) XX
FA 171.260 Type of coverage XX
FA 171.270 Coverage limits XX
FA 171.280 Premium XX
FA 171.290 Other User-defined fields XX
ASSET DISPOSITION, RETIREMENT AND THEFT

Provides the Generate either financial or memo transactions to the General Ledger to reflect
FA 172.000 the financial impact of asset dispositions, and should automatically compute the gain/loss XX
associated with a disposal.
Provides the Record the following information related to disposals, trade-ins, missing, lost, or
FA 173.000
stolen assets:
FA 173.010 Property tag / inventory control number XX
FA 173.020 Reporting individual XX
FA 173.030 Date of occurrence or date first noticed missing XX
FA 173.040 Description of circumstances surrounding the disappearance/disposition XX
FA 173.050 Steps taken to locate item XX
FA 173.060 Disposal date XX
FA 173.070 Disposal amount XX
FA 173.080 Disposal method XX

XX 570 100.00%
Response
Code
FA 173.090 Disposal type XX
FA 173.100 Police report information XX
FA 173.110 Gains on sales of disposed property by user defined criteria XX
FA 173.120 User-Defined fields XX
FA 174.000 Track replacement needs for assets. XX
FA 175.000 Track estimated useful life. XX
FA 176.000 Notify users, electronically, when useful life threshold is nearing. XX
Allows the application of indices and/or factors to historical costs (to assets) to update the
FA 177.000 XX
replacement cost data.
Record asset dispositions (purchased with certain grants) and proceeds of sales, which is
FA 178.000 XX
integrated with the Grants Management module.
FA 179.000 Attach grant expiration date to asset and notify users when expiration date is imminent XX
FA 180.000 Allow updates to an asset after the associated grant has expired. XX
Flag assets with disposal restrictions and display the restriction message for user handling
FA 181.000 XX
(e.g., federal grant items that must be returned to the federal government)
SURPLUS PROPERTY
FA 182.000 Split and distribute the proceeds of an asset disposition. XX
FA 183.000 Establish an electronic approval path for dispositions (Workflow). XX
FA 184.000 Change the asset status to/from "surplus". XX
FA 185.000 Transfer ownership to retired status. XX
FA 186.000 Support electronic advertisement of items for sale (e.g., on the web) to designated customers. XX
FA 187.000 Support receipt of surplus property bid responses through electronic means. XX
If bid opening date and time has expired, the system provides the ability to prohibit the
FA 188.000 XX
acceptance of a bid through electronic means.
Support the publishing of surplus properties to be sold on a common City web page or external
FA 189.000 XX
web service.
FA 190.000 Maintain a file of customers that commonly bid on surplus properties. XX
FA 191.000 Indicate the condition of items surpluses. XX
FA 192.000 Provides the Group items into lots for sale while retaining specific item owner information. XX

XX 570 100.00%
Response
Code
FA 193.000 Provides the Record the sale price received when item is sold and interface to G/L as revenue. XX
FA 194.000 Provides the Produce a bill of sale that includes dollar amount cost and item number. XX
Provides the Interface to/from-banking systems for credit card authorizations and check
FA 195.000 XX
verifications.
FA 196.000 Provides the Process the disposition of donated federal/state/county property, including:
FA 196.010 treat proceeds as revenue XX

FA 196.020 generate federal/state/county reporting XX
PHYSICAL INVENTORY
Supports fully integrated bar-code technology for physical inventory tagging upon
FA 197.000 XX
acquisition/purchase and annual inventory certifications).
Provides Create a scanned record file from bar-coding for comparison to fixed asset and
FA 198.000 XX
portable equipment records.
Provides the Update asset location information and “last inventoried date” for each scanned
FA 199.000 XX
asset based on scanned or manually entered data.
FA 200.000 Report and adjust variances between system amounts and physical counts. XX
Generate customized bar-coded labels for asset identification (inventory control and property
FA 201.000 XX
number tags), including building, floor and room information.
FA 202.000 Enter data manually, in addition to using bar coding. XX
FA 203.000 Provides the Update information, from physical inventory, real time from bar code scanners. XX
CAPITAL PROJECTS
Provides the Identify/record all costs associated with the construction or purchase/acquisition
FA 204.000 XX
of an asset which can be capitalized.
Provides the Identify, record, and depreciate betterments associated with an asset, including
FA 205.000 XX
optional unique identification of betterments associated with component units.
Capture and maintain construction work in progress information and provides the ability to
FA 206.000 recognize fixed/capital assets when they are substantially completed, regardless of whether the XX
project has been completed.

XX 570 100.00%
Response
Code
LEASES
Provides the Upload division/department lease forms and populate data in system, including
FA 207.000 XX
applicable workflow and approvals.
Track assets in accordance with the requirements of FASB Statement No. 13: Accounting for
FA 208.000
Leases, as amended, including but not limited to:
Recording of the capital lease or operating lease and the corresponding leasehold
FA 208.010 XX
improvements
FA 208.020 Tracking lease payments XX
FA 208.030 Periodic cost recognition XX
FA 208.040 Tracking lessee and lessor XX
Tracking facility accessibility and responsible party for making accessibility
FA 208.050 modifications (lessee or lessor) XX
FA 208.060 Tracking rental income XX

FA 208.070 Tracking purchase options XX
FA 208.080 Tracking lease terms XX
FA 208.090 Tracking lease type (e.g., capital, operating, user-defined, etc.) XX
FA 208.100 Tracking schedule of lease payments XX
FA 209.000 Differentiate between leased assets and purchased assets. XX
Facilitate determination of FASB (Federal Accounting Standards Board) 13 lease type (i.e.,
FA 210.000 XX
capital, operating, etc.) based on terms and conditions of lease agreement.
FA 211.000 Perform lease/purchase comparative analyses. XX

FA 212.000 Perform processing leases from a lessee's and a lessor's perspective. XX
Amortize leases in compliance with FASB 13 and GASB (General Accounting Standards
FA 213.000 XX
Board) 13.
FA 214.000 Provides the Support changes required due to lease amendments. XX
Automatically generate a notification that a lease is going to expire within a certain number of
FA 215.000 XX
days as specified by the user.
FA 216.000 Send an electronic notification if lease is terminated. XX
FA 217.000 Maintain lease payment schedules. XX
Track / capture information regarding facilities / properties (e.g., leased, storage, acreage, etc.)
FA 218.000
including, but not limited to 'the amounts of' and 'payment by' for the following:
FA 218.010 Utilities (e.g. Water, etc)Amounts XX

FA 218.020 Grounds XX

XX 570 100.00%
Response
Code
FA 218.030 Repairs XX
FA 218.040 Parking XX
FA 218.050 Security XX
FA 218.060 Pest Control XX
FA 218.070 Trash XX
FA 218.080 Improvements XX
FA 218.090 Taxes XX
FA 218.100 Insurance XX
FA 218.110 Additional User-Defined Costs XX
Determine the interest rate which is implicit in the payment schedules and used to project the
FA 219.000 entire payment schedule, including calculating the portion applied to interest and principal for XX
capital leases.
ASSET WARRANTIES AND SERVICE

Maintains online maintenance history information for assets, by user-defined criteria such as
FA 220.000 XX
type.
FA 221.000 Maintains warranty/service agreement information for assets, by type of asset. XX
Supports hyperlinks to the vendor’s web site (as well as manufacturer's or third-party
FA 222.000 XX
warrantor's web site as applicable) to reference asset maintenance and warranty information.
Allows authorized staff the Inquire on maintenance and service information through the entry
FA 223.000 XX
of a serial number and/or property tag / inventory control number or wild-card.
FA 224.000 Record and track regular/preventive maintenance performed on selected assets. XX

Send notification of warranty or service agreement of an asset when the asset is disposed of, to
FA 225.000 XX
designated users.
FA 226.000 Notify appropriate users of warranty or service agreement expiration. XX
FA 227.000 Integrate/interface with a Computerized Maintenance/Work Order Management System. XX
QUERYING AND REPORTING
Support all queries and reports as flat file portable (e.g., comma/pipe/tab delimited, fixed
FA 228.000 XX
width and signed fields) with fully documented query or report definition and criteria.
FA 229.000 Allow for query of assets within the system by various classification fields. XX

XX 570 100.00%
Response
Code
FA 230.000 Allow online inquiry for each asset of a group of assets. XX
Allow reporting and inquiry of replacement cost by department or organization unit and by
FA 231.000 XX
asset type.
Allow users to print a listing of all table structures that are established for asset management
FA 232.000 XX
(e.g., location table, asset categories, etc.).
FA 233.000 Capture/report the parent/child relationships of an asset and their location. XX
FA 234.000 Create an annual schedule of capital asset procurements by:
FA 234.010 Fund XX
FA 234.040 Grant XX
FA 235.000 Create reports based on the age of assets. XX
FA 236.000 Display or print a report of surplus property, including each item's history. XX
FA 237.000 Display or print subsidiary ledgers of fixed asset balances. XX
FA 238.000 Generate a fixed assets report sorted and filtered by one or more user-defined criteria. XX
Generate a property insurance schedule that displays the property value and associated
FA 239.000 XX
insurance amount.
FA 240.000 Generate a report for assets purchased with grant funding by year and grant XX
Generate a report that forecasts depreciation by individual asset, groups of assets, or total
FA 241.000 XX
assets for a user-specified period of time.
Generate a report/form by employee detailing property assigned to each employee to be used
FA 242.000 XX
for validation and verification of property assignment.
FA 243.000 Generate a square footage by occupancy report. XX
FA 244.000 Generate a vendor/PO listing of assets by vendor or in purchase order number sequence. XX
FA 245.000 Generate exception reports as defined by users. XX

FA 246.000 Generate reports based on user-defined criteria related to building leases. XX
Generate reports for all items assigned to a specific location by asset classification and by
FA 247.000 XX
individual. (e.g., portable equipment and fixed assets).
Generate standard governmental fixed asset reports and user-defined fixed asset reports in
FA 248.000 XX
compliance with GASB 34.
FA 249.000 Identify and sort assets ordered and received by organizational unit XX
FA 250.000 Maintain an audit record of any and all changes to assets by User ID and date-time stamp XX

XX 570 100.00%
Response
Code
FA 251.000 Maintain depreciation expenses for each financial statement category on the following basis:
FA 251.010 Monthly XX
FA 251.020 Annually (Calendar and Fiscal) XX
FA 251.030 User-Defined Period XX
Print reports at various remote locations, based on user security and with appropriate
FA 252.000 XX
clearances)
FA 253.000 Produce a depreciation report by balance sheet category, such as buildings and equipment. XX
Produce a disposition report showing items by asset type that have physically been disposed of
FA 254.000 XX
but still remain on file for information purposes.
Produce a forecast of assets scheduled for replacement, based on user-specified criteria, such
FA 255.000 XX
as useful life, scheduled disposition date, or odometer readings.
Produce a listing of all disposed assets showing any gains or losses and the associated account
FA 256.000 XX
coding by type and/or for a user defined period.
FA 257.000 Produce a listing of all inactive, idle, or retired assets by location and asset category. XX
Produce a physical inventory worksheet to be sorted, grouped and aggregated based on user
FA 258.000 XX
defined criteria to assist in conducting physical inventory.
Produce a summary report that displays current and previous building and content values
FA 259.000 XX
combined totals by division level.
Produce a transaction register audit trail of all acquisitions, transfers, change and retirements
FA 260.000 during a user-defined time period by asset type, department, transaction date or purchase XX
amount.
FA 261.000 Produce an asset report on fields, including but not limited to the following:
FA 261.010 Financial statement category (major asset type code) XX
FA 261.020 Major and Minor Use Code XX
FA 261.030 Minor asset type code XX
FA 261.040 Fund XX
FA 261.050 Division/Department XX
FA 261.060 Organization (Allotment, Division) XX
FA 261.070 Program XX
FA 261.080 Appropriation XX
FA 261.100 Project XX

XX 570 100.00%
Response
Code
FA 261.110 Expenditure object (based on original purchase) XX
FA 261.120 Source of Revenue XX
FA 261.130 General Ledger Account XX
FA 261.140 Grant XX
FA 261.160 User Id XX
FA 261.170 Tag Number XX
FA 261.180 Serial Number XX
FA 261.190 Custodian XX
FA 261.200 GAAP (Generally Accepted Accounting Principles) Fund XX
FA 261.210 Fiscal Year XX
FA 261.220 Fiscal Month XX
Produce depreciation reports by multiple levels (e.g., All Chart of Account Elements, product
FA 262.000 XX
line, responsibility area, etc.).
FA 263.000 Provide a cumulative depreciation by asset report month-to-date and year-to-date. XX
FA 264.000 Provide a report of accumulated depreciation and depreciation history by asset. XX

Provide a report which lists the asset's value and accumulated depreciation as of the current
FA 265.000 XX
date.
FA 266.000 Provide a schedule of assets grouped by GAAFR function and/or departments. XX
FA 267.000 Provide reports according to a City reporting format. XX
Provides the Produce a depreciation report by balance sheet category, such as buildings and
FA 268.000 XX
equipment.
Report a total amount of fixed asset purchases by their funding source and
FA 269.000 XX
department/organization.
FA 270.000 Report acquired, disposed and active assets purchased based on funds by user defined period. XX
Report all fixed asset balances in the standard CAFR format. With all notes and supporting
FA 271.000 XX
schedules. (Such as by GAAP Fund)
FA 272.000 Report and inquire on replacement costs by department or organization unit and by asset type. XX
FA 273.000 Report assets due for disposition, based on the scheduled disposal date and type. XX
FA 274.000 Report of all assets that are fully depreciated. XX
FA 275.000 Report of all property changes as of a user specified date XX
FA 276.000 Report on assets by:

XX 570 100.00%
Response
Code
FA 276.010 Fund XX
FA 277.000 Report on changes in assets by:
FA 277.010 Fund XX
FA 278.000 Report on assets for all fields required for financial reporting purposes. XX
FA 279.000 Report on building contents and values, including, but not limited to the following:
Appropriation Structure (combination of Department, Division, Department Fund,

FA 279.010 XX
Budget Fiscal Year, and Budget Unit)
FA 279.030 Project Structure XX
FA 279.040 Expenditure / Revenue sub-object XX
FA 279.050 General Ledger Account XX
FA 279.060 Grant Structure XX
FA 280.000 Report on capital additions by fund and asset category. XX
FA 281.000 Report on individual assets. XX
FA 282.000 Report the disposition of property by user defined period. XX
FA 283.000 Report the transfer of property by user defined period. XX
FA 284.000 Track assets using department-specified codes with the Roll up to the City level. XX

Sample ERP Core Requirements

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Sample ERP Core Requirements

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Requirements Matrix Instructions

Functional Category: TECHNICAL Summary Statistics (441)

(If any vendor response other than SF - INCLUDE COMMENT)

TL 1.01 Screen display XX

TL 1.02 HTML format XX

TL 1.07 Adobe Acrobat (.PDF) file XX

TL 2.01 Check boxes XX

TL 2.02 menu bars XX

TL 2.03 text boxes XX

TL 2.04 resizable windows XX

TL 2.05 Pull-down menus XX

TL 2.06 Point and click operation XX

TL 2.07 Scroll bars and scrollable list boxes XX

TL 2.08 Radio buttons XX

TL 2.09 Online prompts or "balloon" help messages XX

(If any vendor response other than SF - INCLUDE COMMENT)

TL 2.11 Find, replace and “go to” XX

TL 2.12 Provides keyboard equivalents for all menu options XX

TL 2.13 Allows use of mouse for all commands XX

TL 2.14 Allows multiple windows to be open at the same time XX

TL 2.15 Windows can be minimized and expanded XX

TL 2.17 Consistent function keys XX

TL 2.18 Screen naming functions XX

TL 2.19 Navigation patterns XX

TL 2.20 Consistent use of controls XX

TL 3.00 Can support downloads to the following applications:

TL 4.01 the use of default values XX

(If any vendor response other than SF - INCLUDE COMMENT)

TL 4.09 disabling of non-supported function keys XX

TL 4.10 menu mode and an expert mode of screen navigation XX

TL 4.11 transaction entry undo/redo XX

TL 4.12 context-sensitive online help XX

TL 5.00 Stores and saves user profile preferences:

TL 5.03 Column and field location XX

TL 6.01 Microsoft Access XX

(If any vendor response other than SF - INCLUDE COMMENT)

TL 10.00 Attach imaged or other electronic documents to a transaction. XX

TL 13.00 Provide an on-line inquiry access to any transaction. XX

TL 14.00 Utilize graphical tools to illustrate statistical information. XX

TL 15.00 Support XML import/export. XX

(If any vendor response other than SF - INCLUDE COMMENT)

TL 20.00 Page backward or forward through screens. XX

TL 21.00 Return to a previous screen or menu from the current menu. XX

TL 32.00 Move between modules and menus via short-cut keys. XX

(If any vendor response other than SF - INCLUDE COMMENT)

Utilize user defined/configurable data input screens/formats without modifying application

(If any vendor response other than SF - INCLUDE COMMENT)

(If any vendor response other than SF - INCLUDE COMMENT)

Deploy four environments in support of critical applications: Development, Quality Assurance,

TL 78.00 Have a central database as primary system of record XX

TL 94.00 Validate integrity of database before and after purge. XX

(If any vendor response other than SF - INCLUDE COMMENT)

TL 109.00 Provide concurrent data access. XX

(If any vendor response other than SF - INCLUDE COMMENT)

(If any vendor response other than SF - INCLUDE COMMENT)

TL 142.01 Short error message description (at least 30 characters) XX

(If any vendor response other than SF - INCLUDE COMMENT)

TL 145.00 Have a user friendly, read-only data dictionary. XX

Interface with the agency electronic communications system to distribute application-

(If any vendor response other than SF - INCLUDE COMMENT)

TL 168.00 Designate mandatory or desirable input fields on screens XX

TL 174.00 Customize fields and look-up tables. XX

(If any vendor response other than SF - INCLUDE COMMENT)