requirements matrix instructions · web view7.3 provides ability to allow month end closings to...

ERP SOFTWARE & IMPLEMENTATION SERVICES RFP#19-17

Appendix 1 -

Requirements Matrix

1. System Requirements................................................................................................................................................2

2. General and Technical...............................................................................................................................................4

3. Reports, Dashboards and Searching..........................................................................................................................7

4. Security......................................................................................................................................................................9

5. Electronic Workflow................................................................................................................................................10

6. Auditing...................................................................................................................................................................13

7. General Ledger........................................................................................................................................................14

8. Financial Reporting..................................................................................................................................................19

9. Budget.....................................................................................................................................................................21

10. Grant Management...............................................................................................................................................30

11. Accounts Payable..................................................................................................................................................33

12. Purchasing.............................................................................................................................................................41

13. Accounts Receivable..............................................................................................................................................51

14. Fixed Assets...........................................................................................................................................................58

15. Position Control.....................................................................................................................................................63

16. Human Resources..................................................................................................................................................68

17. Payroll....................................................................................................................................................................86

18. Cashiering (optional).............................................................................................................................................96

19. Hosting (optional)................................................................................................................................................100

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Requirements Matrix InstructionsComplete the Requirements matrix below.

Each item# in the requirements matrix must have one of the following indicator responses:

Indicator Definition

S Standard: Feature/Function is included in the current software

C Customization: Feature/Function is not included in the current software. However, this feature could be provided with custom modifications.

TThird-Party: Feature/Function is not included in the current software. However, this feature could be provided with integration with a third-party system. Specify the third-party system.

N No: Feature/function not available.

A response is required for all items unless the response box is blacked out. A proposed solution must meet every requirement listed in Section 1, System Requirements in order to be

considered. If a requirement asks for more information (e.g., Describe, Provide a list, Detail, etc.), please provide additional

information regarding the functionality requested in the requirement The County is evaluating responses for both an onsite solution and hosted solutions. Indicate, under the General

and Technical section, whether the proposal is for a hosted solution, an onsite solution, or both. If the proposed solution includes both an onsite and a hosted option, clearly detail in the appropriate section’s Additional Information table, any difference in functionality between the two options. If there is a difference in functionality, clearly indicate which option (hosted/onsite) is being described.

Include screen shots whenever possible. Additional information for any requirement can be provided in the appropriate section’s Additional Information

table. Please include the associated requirement’s item# when providing additional information. Throughout the RFP and all associated documents, any reference to “user”, “authorized user”, “system

administrator” and similar terms refers to an authorized County representative. The terms above never refer to offeror’s staff.

Throughout the RFP and all associated documents, notations like “(e.g., example1, example2, etc.)” and “such as example1, example2, etc.” are used. The items included after the e.g. are only examples of the requested functionality/data and should not be interpreted to be the only items required

Unless otherwise noted, it is expected that all functionality is automated

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1. System RequirementsThe System Requirements below lists all our mandatory requirements. Any proposed system must meet all of the System Requirements listed in this section.

1.0 System RequirementsItem# Item Indicator

1.1 Solution must include an integrated financial package which includes all of the following modules:

1.2 General Ledger 1.3 Financial Reporting 1.4 Operational Budgeting 1.5 Capital Project Budgeting and Management 1.6 Grant Management 1.7 Fixed Asset Management 1.8 Accounts Receivable 1.9 Accounts Payable 1.10 Payroll 1.11 Position Control 1.12 Purchasing 1.13 Human Resources 1.14 Employee Benefit Management

1.15Modules must be fully integrated. All transactions done in any given module must flow throughout all appropriate system modules without the need for duplicate data entry. Modules work together seamlessly and cohesively

1.16 Solution must support encumbrance management 1.17 Provides fund accounting capability that complies with current GAAP and GASB standards 1.18 Fully web enabled

1.19 County system administrators must be able to configure and maintain all system settings without the need to rely on the vendor

1.20 County system administrators must be able to establish new users

1.21 Includes multi-level role-based security which can be administered by County system administrators

1.22 Provides robust statistical and management type reporting 1.23 Provides ad hoc query functionality 1.24 Provides comprehensive and robust searching capabilities

1.25 Provides for simultaneous access to data by concurrent users and must prevent the loss of information by simultaneous updates from different users

1.26 Compatible with all industry standard web browsers including, but not limited to, Internet Explorer, Chrome, Safari, etc.

1.27 Uses an industry recognized relational database management system that is non-proprietary. Indicate database system used in solution

1.28Allows for system backup without interrupting public facing web applications and other external interfacing applications

1.29Provides a configurable, flexible, electronic workflow system with triggers, notifications and alerts throughout all modules to automate business processes (such as A/P checks, requisition processing, journal entries, accounts receivable invoicing, budget transfers/amendments, etc.)

1.30 Includes a vendor self-service portal

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1.0 System RequirementsItem# Item Indicator1.31 Includes an employee self-service portal 1.32 Provides complete audit trail of all activity in every module 1.33 Provides tools for purging records in every module based upon user defined parameters 1.34 All state and federal mandated reports are provided in the solution

1.35 All state and federal mandated changes are incorporated into the software at no charge to the County

1.36 The vendor will ensure software is always updated to be compliant with all State and Federal requirements

1.37System includes ability to encrypt sensitive data (e.g., SSN, etc.). Describe what determines if a field should be encrypted

1.38System includes ability to mask sensitive data on screen display. Describe what determines if a field should be masked during display

1.39 All modules must include mobile functionality for authorized County employees, allowing remote access to processes and workflow approvals

1.40 In the Position Control module, a unique position control number is assigned to every available position

1.41 System interfaces with NEOGOV Insight, Onboard and Perform modules

1.42System provides APIs to interface with various County software packages. Describe APIs and how we would use them to interface with various County applications. Identified in Appendix 3 of the RFP

1.43 Provides ability to expose application data in order for County staff to access it with their own BI tools

1.44 Provides ability for County staff to import data. Describe tools County can use to import data 1.45 Provides ability for County staff to export data. Describe tools County can use to export data

1.46 Ability to download information into MS Office 365. Detail modules and associated data that can create downloads into MS Office 365

1.47 Ability to upload information from MS Office 365. Detail modules and associated data that can support uploads from MS Office 365

1.48 System can operate in the County’s standard computing environment as outlined in Attachment A

Additional Information for Section 1.0 System Requirements

Please use the area below to indicate any additional information associated with this section’s requirements. Include the associated Requirement Item#(s) from above when providing comments.

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2. General and Technical2.0 General and TechnicalItem# Item Indicator2.1 Is this proposal for a hosted solution? 2.2 Is this proposal for an onsite solution? 2.3 Supports Active Directory integration. Describe technology used for Active Directory integration 2.4 Provides ability to establish users who do not have an Active Directory account 2.5 Includes a Cashiering module which integrates with all other proposed modules 2.6 Includes a Timekeeping module which integrates with P/R, H/R and Position Control 2.7 Integration with Microsoft Office 365

2.8 All screens must render properly on a desktop, a tablet and a mobile phone. Describe technology used to achieve this

2.9 Users do not need local administrator or other elevated rights on their desktop machines to run any component of the system

2.10 Provides ability to support county defined limits on the size of file attachments in the system

2.11 Supports foreign zip codes, countries and phone numbers throughout all modules in the proposed system

2.12 Provides a centralized data dictionary that fully describes table structure and appropriate levels of metadata

2.13 Provides ability to store and apply digital copies of signatures to documents

2.14 Proposed solution supports digital signatures for internal users. Describe technology used to implement & support digital signatures for internal users

2.15 Proposed solution supports digital signatures for external users (e.g., vendors, customers, etc.). Describe technology used to implement & support digital signatures for external users

2.16 Ability to attach electronic documents to any field throughout the system

2.17 Provides ability to scan documents directly into the system and automatically attach them to appropriate records throughout the proposed solution

2.18 Provides ability to browse to and attach an unlimited number of electronic documents to any record throughout the proposed solution

2.19 Provides ability to automatically attach system generated documents to appropriate records throughout the proposed solution

2.20 Provides ability to capture the date, time and user when a document is attached to any record in the proposed solution

2.21 Provides ability to capture the date, time and user when a document is deleted from any record in the proposed solution

2.22 All attachments are automatically stored, via the proposed solution, in Laserfiche 2.23 Attachments are NOT stored in the proposed solution

2.24 List all file types (e.g., .docx, .doc, .pdf, etc.) that can be attached to fields and records in the system

2.25 System interfaces with Laserfiche. Describe how the system interfaces with Laserfiche. Describe what functionality is available in the Laserfiche integration

2.26 System includes ability to search Laserfiche OCR’d documents and metadata

2.27

System provides the ability to establish, by record type, an option to remove the associated Laserfiche document when a record is being deleted (e.g., when a bid record is deleted from the proposed solution, the associated Laserfiche documents will not be deleted BUT when a Customer record is deleted from the proposed solution, all associated Laserfiche documents will be deleted, etc.)

2.28 Includes a full test environment at no additional cost

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2.0 General and TechnicalItem# Item Indicator

2.29 Includes the ability to track software changes applied to the test environment and roll back as necessary

2.30 Includes a full development environment at no additional cost

2.31 Includes the ability to track software changes applied to the development environment and roll back as necessary

2.32 System administrators can establish a purge review workflow in accordance with the County’s records retention schedule

2.33 All drop down lists are presented in alphabetical order OR in a County defined order

2.34

County system administrators can establish an unlimited number of user defined fields, such as dates, text, numbers, dropdowns, etc. Detail where County created fields are allowed (e.g., fields associated with customer records, fields associated with employee records, etc.) Detail any limitations on the number of fields that can be created

2.35 County system administrators can establish validation and editing rules for user defined fields. Describe types of fields that can be created and provide list of field definition parameters

2.36County system administrators can inactivate user defined fields. Include explanation as to what happens to data when a field is inactivated

2.37County system administrators can establish and inactivate user defined fields after system implementation and without vendor assistance

2.38 Provides tools for form creation 2.39 Authorized County users can create forms to collect data in all modules 2.40 County designed and created forms can be incorporated into any workflow

2.41County designed and created forms can be placed on the vendor self-service portal (e.g., bid form, etc.)

2.42 County designed and created forms can be included on the customer self-service portal

2.43County designed and created forms can be included on the employee self-service portal (e.g., required employment forms, etc.)

2.44 Information from submitted forms must be accessible by authorized County users

2.45System includes ability for County staff to add learning/instructional videos; i.e., we can create our own videos and embed in any module

2.46 System supports multi-factor authentication. Describe 2.47 System produces automated emails 2.48 Provides ability to customize the body of automated emails 2.49 Provides ability to customize the “From” section of automated emails 2.50 Provides ability to customize the “Subject” section of automated emails

2.51Vendor will supply unlimited number of migration passes when converting County’s existing data to the proposed solution

2.52 User guides are available in electronic format

2.53 The County’s current computing environment is outlined in Appendix A. Assess the standard environment and detail any additional components which would optimize the proposed solution

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Additional Information for Section 2.0 General and Technical Requirements


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3. Reports, Dashboards and Searching3.0 Reports, Dashboards and SearchingItem# Item Indicator

Reports

3.1 Includes a report generator, providing end users with the ability to create reports based on any field combination within all modules of the proposed solution

3.2 Provides ability for authorized users to create reports with user-defined parameters for flexible selection criteria, sorting and grouping

3.3 Provides ability for authorized users to create ad hoc queries 3.4 Ability to save created reports for future use 3.5 Ability to export reports into Adobe PDF, MS Excel, MS Word and .csv formats 3.6 Ability to merge data into MS Word documents 3.7 Reporting functionality includes charts and graphs. Describe functionality available 3.8 Allows authorized users to easily create their own queries and reports 3.9 Allows authorized users to easily store their own queries and reports 3.10 Authorized users are able to edit their own queries and reports 3.11 Authorized users are able to reuse their own queries and reports 3.12 Can access multiple tables in same query 3.13 Can access multiple tables in same report 3.14 Can access tables from different modules in same query 3.15 Can access tables from different modules in same report 3.16 Can access data from any field(s) in all modules of the proposed solution when creating a report 3.17 Can access data from any field(s) in all modules of the proposed solution when creating a query 3.18 User defined queries can be used to create reports 3.19 Provides ability to run all queries and reports in summary and in detail format 3.20 Can schedule user defined reports for automatic generation 3.21 User defined reports can be incorporated into County defined electronic workflows

3.22 Provides ability to schedule standard reports (reports included in the solution) for automatic generation

3.23 Provides a time estimate for how long a report will take to generate, and allows users to cancel the report prior to running

3.24 User defined queries and reports can be shared with other authorized users

3.25 User defined queries and reports can be shared with other groups of users (e.g., roles, departments, etc.)

3.26 Provides ability to display all reports to the screen with an option to print 3.27 Provides ability to display all reports to the screen with an option to email as an attachment

Dashboards3.28 System includes capability for County Administrators to configure dashboards for users 3.29 Dashboards can be established for user groups

3.30 Users can customize their personal dashboards. Describe functionality available for users to customize their personal dashboards

3.31 Provides ability for users to revert their personal dashboards back to the default dashboard 3.32 Detail the data, by module, that can be displayed on a user’s dashboard3.33 Dashboards display user’s outstanding work 3.34 Dashboards allow users to view recently viewed and updated records 3.35 Dashboards allow users to view saved reports 3.36 Dashboards allow users to view scheduled reports

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3.0 Reports, Dashboards and SearchingItem# Item Indicator3.37 Dashboards allow users to view saved searches

3.38 Users can add “favorite functionality” to their dashboards (e.g., Invoice Processing, Employee Inquiry, etc.)

3.39 Users can add “favorite records” to their dashboards (e.g., specific employee, specific A/P vendor, specific G/L account, etc.)

3.40 Detail how information can be displayed on dashboards (e.g., charts, graphs, reports, lists, etc.)Searching

3.41 All fields throughout proposed solution are available for searching 3.42 One search can retrieve information across multiple modules 3.43 Users can save their searches 3.44 Provides ability to perform wildcard searches in every module 3.45 Provides ability to perform “LIKE” searches in every module 3.46 Provides ability to perform fuzzy searches in every module 3.47 Describe advanced search functionality

Additional Information for Section 3.0 Reports, Dashboards, Searching Requirements


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4. Security4.0 SecurityItem# Item Indicator4.1 County administrators can establish other system administrator users 4.2 County administrators can control all user security 4.3 Allows for multiple system administrators 4.4 County administrators can establish departments for security purposes 4.5 County administrators can assign individual users to departments 4.6 County administrators can establish roles (e.g., Budget Analyst, HR Specialist, etc.) 4.7 County administrators can assign individual users to roles 4.8 County administrators can establish functional security (i.e., edit, add, delete, inquiry) 4.9 County administrators can apply functional security to individual users 4.10 County administrators can apply functional security to roles 4.11 County administrators can apply functional security to an entire department 4.12 County administrators can establish process security (e.g., A/P invoices, P/R checks, etc.) 4.13 County administrators can apply process security to individual users 4.14 County administrators can apply process security to roles 4.15 County administrators can apply process security to an entire department 4.16 County administrators can apply security to individual fields 4.17 County administrators can provide at a County-determined level in the G/L chart of accounts

4.18The system can combine process based, field based and functional based security (e.g., No Dept Heads can see the social security number except the Fiscal Services Dept Head, who can view it and the HR Dept Head, who can edit it, etc.)

4.19 Provides ability to hide standard fields based upon user security settings 4.20 Provides ability to hide user defined fields based upon user security settings

4.21 Provides ability to view any individual user to see his/her specific security settings, both individually established and inherited

4.22 List and describe all standard Security reports

Additional Information for Section 4.0 Security Requirements


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5. Electronic Workflow5.0 Electronic WorkflowItem# Item Indicator

5.1Provide a configurable, flexible workflow management system to automate business processes (e.g., A/P checks, requisition processing, journal entries, accounts receivable invoicing, budget transfers/amendments, etc.)

5.2 Provides ability for authorized County users to create and maintain workflows 5.3 Provides ability for authorized County users to copy workflows

5.4 Workflow includes a graphical representation of processes (i.e., users can view a diagram of the workflow)

5.5 Describe what system activities and events can trigger a workflow5.6 Workflows can be triggered on dollar amounts (e.g., budget transfer over $50,000, etc.)

5.7 Allows system administrators to create events which can trigger a workflow (e.g., Invoice received from ABC company, etc.)

5.8 Authorized County users can: 5.9 Configure order of tasks within workflow process 5.10 Assign tasks to user roles (e.g., Budget Analyst, HR Specialist, etc.) 5.11 Assign tasks to an individual, specific user 5.12 Assign tasks to multiple users 5.13 Assign tasks to a department 5.14 Assign tasks to a role 5.15 Assign tasks to multiple departments 5.16 Assign tasks to multiple roles 5.17 Establish workflow conditions and branches. 5.18 Establish workflow loops 5.19 Establish sequential tasks 5.20 Establish parallel branches 5.21 Reassign workflow tasks 5.22 Incorporate specific date fields into workflows 5.23 Establish time required to complete a task once it becomes active 5.24 Establish labor cost associated with a task

5.25 Put a user on vacation and assign a temporary alternate user to complete tasks, based on a date range

5.26 Establish data validation rules to ensure data validity

5.27 Can establish a watch list for various scenarios (e.g., invoice over $30,000, budget transfer over $50,000, etc.) in order to send email notifications to designated users

5.28 Can establish a watch list for various scenarios (e.g., invoice over $30,000, budget transfer over $50,000, etc.) in order to display on the dashboard of designated users

5.29 Can establish email recipients for specific scenarios on the watch list

5.30 Can establish different workflows for different organizations (i.e., the Requisition

Workflow for Charles County Government is different than the Requisition Workflow for the Sheriff’s Office)

5.31 All fields in all modules are available for use in workflows 5.32 Allows for ad hoc modification of workflow by authorized users 5.33 Workflows can require multiple approval levels 5.34 Workflow approvals will capture the date, time and user ID of the approver 5.35 User’s access to workflow is based upon predefined security

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5.0 Electronic WorkflowItem# Item Indicator5.36 Ability to view tasks by specific user 5.37 Ability to view tasks by specific roles 5.38 Provides option to display upcoming workflow activities on user’s personalized dashboard 5.39 Provides option to display overdue workflow activities on user’s personalized dashboard 5.40 Provides option to display completed workflow activities on user’s personalized dashboard 5.41 Provide option to display tasks that are in a user’s queue on user’s personalized dashboard

5.42 Provides option to display overdue workflow activities of a user on the supervisor’s personalized dashboard

5.43 Provides ability to support a "queue" from which multiple authorized users can process from 5.44 Provide ability to track events and associated due dates

5.45 Provides automatic email notification to appropriate individuals regarding upcoming workflow activities

5.46 Provides automatic email notification to appropriate individuals regarding overdue workflow activities

5.47 Provides automatic email notification to appropriate individuals for approval actions

5.48 Provides automatic email notification to appropriate individuals regarding completed workflow activities

5.49 Includes an easy-to-interpret visual representation of task status in an active workflow

5.50 Ability to automatically update business database fields based on completion of tasks. Detail any limitations as to which fields and how many fields can and cannot be updated

5.51 Can track the time spent associated with tasks and users 5.52 Can track labor costs associated with tasks and users

5.53 Workflow tasks are automatically assigned to appropriate users, based upon user roles, in a manner that balances the workload

5.54 Automatic assignment of tasks takes into consideration users current workload 5.55 Automatic assignment of tasks takes into consideration projected time to complete task

5.56 Provides ability to automatically redistribute tasks, after assignment, in order to balance workload

5.57 Provide ability to enforce workflow rules (with task checklists) to ensure that processes are completed correctly

5.58 Can apply electronic signatures to appropriate documents via workflow process. Describe 5.59 Can apply digital copies of signatures to appropriate documents via workflow process. Describe

5.60 County administrators can establish a purge review workflow in accordance with the County’s records retention schedule

5.61 Provide reports which alert users of pending and overdue work 5.62 Provide automated reports detailing status of all items in any given workflow

5.63 Provide ability to send email notifications to external email addresses for outside departments/agencies

5.64 List and describe all standard Workflow reports

Additional Information for Section 5.0 Electronic Workflow Requirements


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6. Auditing6.0 AuditingItem# Item Indicator6.1 System stamps each record with the following information: 6.2 Last change user 6.3 Last change timestamp 6.4 Entry user 6.5 Entry timestamp 6.6 Provides detailed audit trails and reports for all changes made in all application modules

6.7 Provides detailed audit trails and reports for all changes made during electronic workflow processes

6.8 Provides detailed audit trails and reports for all changes made to security 6.9 Provides detailed audit trails and reports for all changes made to electronic workflow 6.10 Provides the ability to audit any change to any field in all modules of the proposed solution

6.11 Provides ability to see all historical changes made to a record, including information before change

6.12 Provides ability to audit session actions and attempted actions such as successful log in, attempted log in, log out, disabled log in, etc.

6.13 Provides ability for authorized users to query all audit information captured by the system 6.14 Report generator can access audit files 6.15 Describe how authorized County users can access audit information6.16 List and describe all standard Auditing reports

Additional Information for Section 6.0 Auditing Requirements


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7. General Ledger7.0 General LedgerItem# Item Indicator

General Requirements

7.1 Provides a General Ledger that is seamlessly integrated with all other system modules so that reconciliation between modules is user friendly and efficient

7.2Provides ability to produce statements at any user defined interval (i.e. daily, weekly, monthly, quarterly, and annually) in summary or detail and can be subtotaled at multiple levels in the chart of accounts

7.3 Provides ability to allow month end closings to occur in a new fiscal year without having to close the previous fiscal year, including producing all month end financial statements

7.4 Supports multi-year funds 7.5 Supports fund accounting 7.6 Supports encumbrance accounting

7.7 Provides ability to manage multiple open fiscal years without having to close one to open another.

7.8 Produce balance sheets and other financial reports from a prior closed year and period with an option to include inactive accounts with activity or a balance

7.9 Provides ability to automatically roll forward balances for balance sheet accounts at year end for a soft close

7.10 Provides ability to automatically roll forward balances for balance sheet accounts at year end for a hard close

7.11 Provides ability to store at least seven (7) years of G/L data 7.12 Provides ability for County authorized users to determine number of years to retain G/L data

7.13 Includes Account Classification Codes, providing the ability to group General Ledger Accounts together (i.e., Fringe, Salary, Supplies, etc.)

7.14 Account Classification Codes are user defined and maintained 7.15 Provides ability to limit account inquiry access to the balance/summary level

7.16 Provides ability to restrict user access to a County defined group of account numbers when entering a journal entry

7.17 Provides ability to prompt a warning to the user when creating a journal entry that crosses funds. This would be a soft warning but not a hard stop

7.18 System allows journal entries to be entered by departments and routed through workflow for approval

7.19 Provides ability to restrict both live and batch GL posting by account number 7.20 Provides ability to flag an account as inactive 7.21 Provides ability to flag an account as inactive based on a specified effective date 7.22 Provides ability to automatically carry the entire chart of accounts forward to a new year 7.23 Provides option to carry forward inactive accounts 7.24 Provides option to NOT carry forward inactive accounts

7.25 Provides ability to perform "soft closes" on periods so that a period may be opened again with proper permissions for the purposes of posting activity to that period.

7.26 Provides ability to record a Journal Entry Type in the G/L for reconciliation purposes

7.27 Provides ability to restrict one-sided journal entries from being entered, with the ability to override with appropriate security permissions

7.28 Provides ability to perform automatic posting of recurring journal entries with appropriate approval process

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7.0 General LedgerItem# Item Indicator

7.29 Provides ability to flag a journal entry as a reversing journal entry and identify the new journal entry number and date

7.30 Provides ability to perform automatic reversals of year-end accruals at the beginning of the next year with appropriate approval process

7.31 Provides ability to drill down to see all account activities, to include the related accounts of the source journal

7.32 Provides ability to allow users to retrieve GL related information that is more than one year old

7.33 Provides ability to perform basic validation routines before data can be entered (e.g., data type checking, account validation, project numbers, etc.)

7.34 Provides ability to produce GASB statements and other compliance reports

7.35 Provides ability to allow the produced compliance reports to be editable by a user for formatting and final edits

7.36 Provides ability to display user defined reasons for rejecting general ledger transactions

7.37 Provides ability to allow selected accounts to be flagged in order to disallow any postings to occur to those accounts

7.38 Provides ability to flag by account number to require project and subproject numbers be associated with the posting transaction

7.39 Provides ability to flag by account number to require a grant number be associated with the posting transaction

7.40 Provides ability to scan documents directly into the system and automatically attach them to a G/L account record

7.41 Provides ability to browse to and attach an unlimited number of electronic documents to the G/L account

7.42 Provides ability to automatically attach system generated documents to a G/L account. Detail what system generated documents are automatically attached to a G/L account

7.43 G/L account associated documents are automatically stored, via the proposed solution, in Laserfiche

7.44 Provides ability to enter comments on a G/L account based on account access permissions

7.45 Provides ability to auto-post interest distribution to the General Ledger module with appropriate approval process

7.46 Provides ability to create a journal entry for interest distribution to the General Ledger module. 7.47 Provides ability to track monthly fund balances for distribution of interest

7.48 Detailed G/L transactions provide link to supporting Laserfiche documents in associated modules (e.g., invoices, checks, etc.)

7.49Provides ability to roll-balances forward from previous fiscal year to new fiscal year, and then perform a "hard close" on the previous fiscal year to prevent additional edits unless authorized users open the previous fiscal year to perform adjustments

7.50 Provides ability for automatic reversing of journals over fiscal year end 7.51 System provides tools to renumber accounts 7.52 Renumbered accounts retain all of their history and activity

7.53

System provides tools to consolidate G/L accounts. Describe consolidation process including, but not limited to, what happens to history of consolidated accounts, what determines the information that ends up in the final consolidated account, what happens to the actual G/L account numbers that are consolidated, number of G/L accounts that can be consolidated at one time, the audit trails provided as a result of consolidation, etc.

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Chart of Accounts

7.54 Can provide a user defined single chart of accounts file that is referenced by all other system modules

7.55 Chart of accounts can be modified as needed by authorized County users

7.56 Provides ability to either automatically generate chart of account records when creating new funds, departments, divisions and any other reorganizations

7.57 Provides ability to copy chart of account records when creating new funds, departments, divisions and any other reorganizations

7.58 G/L account number must, at a MINIMUM, support the following structure: 7.59 Fund (at least 4 characters) 7.60 Department (at least 4 characters) 7.61 Division (at least 4 characters) 7.62 Subdivision (at least 4 characters) 7.63 Program (at least 4 characters) 7.64 Account Part 1 (at least 4 characters) 7.65 Account Part 2 (at least 4 characters)

7.66 Provides ability to inactivate a G/L account so no posting activity can take place against the account

7.67 Provides ability to inactivate a segment of a G/L account (fund, department, division, etc.) so that no posting can take place against an account that contains an inactivated segment

7.68 Provides chart of account number "short cuts" for reducing the number of key strokes when entering or looking up chart of account numbers

7.69 Provides a "suggested text" function for looking up and selecting account numbers 7.70 Provides ability to activate new accounts or specific accounts based on dates or date ranges 7.71 Provides ability to inactivate accounts or specific accounts based on dates or date ranges

7.72 Provides ability to change the name of any segment of the account number while leaving the historic description the same

7.73 Supports alpha-numeric fields in any segment of a G/L account number 7.74 Provides ability to set up a fund as non-interest bearing 7.75 Provides ability to track monthly fund balances for distribution of interest

7.76 Provides ability to support at least a 250 character long description field for each of the above segments

7.77 Provides ability to support at least a 50 character short description field for each of the above segments

7.78 Provides ability to not allow duplicate fund numbers 7.79 Provides ability to print a summary explanation report of every GL account and its description 7.80 System can display Fund name (not just the #) in searches/dashboards, etc.

7.81 Provides ability to capture multiple County defined functions within a fund (e.g., Public safety, Social services, Education, etc.)

Journal Entries

7.82 Provides ability to import journal entry transactions from other vendor-developed and in-house developed systems (i.e., journal import functionality). Describe functionality available

7.83 Provides ability to edit journal entry data that was imported prior to posting to the G/L with appropriate security and audit trail information

7.84 Provides ability to use workflow technology to automatically route journal entries with attachments to approvers prior to posting

7.85 Provides standard journal entry capabilities 7.86 Provides recurring journal entry capabilities

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7.87 Provides ability to generate date-specific reversing entries 7.88 Provides ability to post-date journal entries 7.89 Provides ability to pre-date journal entries

7.90 Provides ability to maintain at least seven (7) years of detailed journal entry transactions and budget information

7.91 Provides the ability to maintain greater than seven (7) years of detailed journal entry transactions and budget information if desired

7.92 Provides ability to automatically populate fiscal year and period based on effective date with the ability to override and disable

7.93 Provides ability to automatically transfer activity from one account to another account 7.94 Only authorized users have the ability to setup automatic transfers 7.95 Provides ability to disallow further posting to an account that is closed or inactive

7.96 Provides ability to disallow further posting to an account that is in the process of being closed or inactivated

7.97 Provides ability to disallow posting to a closed period 7.98 Provides ability to allow posting to a closed period based on user-defined permissions 7.99 Provides ability to prevent posting a journal entry to a control account

7.100 Provides the ability for authorized users to edit other module’s (e.g., A/R, A/P, P/R, etc.) batch prior to posting to the G/L

7.101 Provides ability to accommodate free form text or attachments associated with a journal entry based on security permissions

7.102 Provides ability to automatically assign sequential numbers to all journal entry transactions Cost Allocation

7.103 System has the capability to complete a County wide cost allocation plan in compliance with Federal Regulation 2 CFR 225 to develop indirect cost rates

7.104 Provides ability to apply user-defined cost allocation rates and/or specified amounts based on cost allocation plan

7.105 Provides ability to automatically generate Journal Entries for indirect payroll costs on grants, based upon a user supplied date range

Reporting

7.106 G/L account structure segments (fund, department, division, subdivision, etc.) can be grouped or ungrouped for reporting purposes

7.107 List and describe all standard G/L reports

Additional Information for Section 7.0 General Ledger Requirements


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8. Financial Reporting8.0 Financial Reporting Item# Item Indicator


8.1Provides a financial statement report writer to allow end users to create user-defined financial statement and statistical reports without users needing to know the supporting database table structure

8.2 Provides a library of "canned" reports to be used by authorized County staff with limited parameter entry

8.3Provides ability to link between reportable sections of the CAFR and other generated reports (e.g., Exhibits, Management Discussion and Analysis, Notes to the Financial Statements and Statistics, etc.)

8.4 Provides Single Audit reporting mode, OMB A-133 Audit to include compilation of itemized Schedule of Federal Expenditures (SEFA)

8.5 System provides a CAFR building tool 8.6 Provides ability to export to various formats to create a custom designed CAFR document

8.7 Provides ability to query on all data fields in the general ledger module in order to provide a user defined query screen

8.8 Ability to pull Cross Organization by Account Classification Reports

8.9 Provides ability to export to various formats to create custom designed reports for presentation (e.g., budget documents, etc.)

8.10 Provides ability to generate a report across any segment or group of segments in the chart of accounts

8.11 Provides ability to schedule and to distribute reports via electronic workflow 8.12 Provides comparison reports (e.g., between different periods, as user-defined) 8.13 Provides ability to print financial reports on closed periods

8.14 Provides ability to select active and/or inactive accounts by year for reporting purposes for multiple user defined years

8.15 Provides ability to produce monthly, quarterly, and annual financial statements. (e.g., Income Sheet, Balance Sheet, Budget Comparisons by Department, Cash Flow, etc.)

8.16 Provides ability to produce monthly, quarterly, and annual financial statements at County-defined levels

8.17 Provides ability to print graphs and charts for presentation style reports

8.18 Provides ability to report by pay period for personnel expense (e.g., report for pay period 1 of the 26, etc.)

8.19 Provides ability to project and report on end of year accruals (e.g., for payroll, etc.)

8.20 The system, at a minimum, has the ability to produce the following reports (current and previous years and for multi-year funds where applicable):

8.21 Available budget by expense, revenue, and account classification code 8.22 Cash balance (e.g., by department, fund, organization, etc.)

8.23 Inception to date, for total revenue and expenditures for all County projects across

multiple fiscal years both actuals and budget detailed to project/sub-project level with option to run with or without encumbrances

8.24 Fiscal year with date range selection, for total revenue and expenditures for all County

projects across multiple fiscal years both actuals and budget detailed to project/sub-project level with option

8.25 Expenditures relative to budget 8.26 Year-to-date expenditures

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8.0 Financial Reporting Item# Item Indicator8.27 Month-to-date expenditures 8.28 Budget to actual by all budget line items 8.29 Multiple budget types to actual (e.g., actual to versions of budget) 8.30 Open encumbrance report 8.31 Pre-encumbrance report 8.32 Comparison of expenditures by month 8.33 Income statement 8.34 Cash flow 8.35 Balance sheet 8.36 Statement of net positions 8.37 Schedule of expenditures and revenues based on type of revenue 8.38 Trial balance activity (debits and credits) 8.39 Statement of revenues and expenditures

8.40 Work-in-Progress construction; detailed to project/sub-project level, assigned function of gov’t

8.41 Capital projects 8.42 Comparison of revenues and expenditures by month 8.43 Comparison of revenues and expenditures by quarter 8.44 Summary and detail trial balance at any budget level 8.45 Detail and summary project report 8.46 Summary trial balance across multiple fund 8.47 Multi-year grants for revenues and expenses

8.48 Project transaction detail by fiscal year with date range selection or inception to date with sub project totals

8.48 Expense Budget at any level 8.49 Cash Balance by Fund 8.50 Cash Balance by Fund with associated detail 8.51 Detailed Transaction Listing by Vendor Number 8.52 Detailed Transaction Listing by Vendor Invoice Number 8.53 Detailed Transaction Listing by Vendor Name 8.54 Trend Analysis for Expenditures 8.55 General Fund Financial Statements 8.56 Cross Fund 8.57 List and describe all standard Financial Reporting reports

Additional Information for Section 8.0 Financial Reporting Requirements


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9. Budget9.0 BudgetItem# Item Indicator


9.1 Provides ability to display, inquire, and report on budget-to-actual with percentages of available budget for an account or group of accounts at any time

9.2 Provides the ability to manage the County’s operating budget and the County’s capital project budgets

9.3 Budgets are assigned at the G/L account level 9.4 System provides ability for budgetary control at G/L account level

9.5 System provides ability for budgetary control at user-defined levels (e.g., department, division, sub-division, program, project, subproject, etc.)

9.6 Provides ability to track the original budget, amendments made during the year and distinguish between the two

9.7 Provides ability to track the original budget, amendments made during the life of a project/grant and distinguish between the two

9.8 Each G/L account must have a Notes/Comments field that can be accessed by authorized users in the Budget Division to track general budget information associated with the account.

9.9

System provides ability for authorized users to drill down to detail (e.g., invoices, encumbrances, journal entries, budget adjustments, revenue transactions, payroll transactions, etc.) and supporting documentation within the Budget module (i.e., authorized users should not have to exit the Budget module and pull up a different module to see supporting detail/documentation.)

9.10 Ability to download information into MS Office 365 9.11 Ability to upload information from MS Office 365 9.12 Provides a user defined budget dashboard view of key indicators including, but not limited to: 9.13 Budget to actual 9.14 Capital Project information 9.15 Fund 9.16 Fund type 9.17 Project 9.18 Department 9.19 Division 9.20 Program 9.21 Subprogram 9.22 Function 9.23 Grant 9.24 Vendor 9.25 Current YTD compared to previous YTD

9.26 Current YTD compared to previous YTD with the ability to select by period (i.e., do not want to only show YTD total amounts)

9.27 Current YTD compared to multiple previous YTDs with the ability to select by year and period

9.28 Other, user defined Annual Operating Budget Processing

9.29 Provides ability to support the workflow of the County's Annual Operating Budget process, with different Process Levels or phases

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9.0 BudgetItem# Item Indicator

9.30 Annual Operating Budget process supports automated notifications to appropriate users at various points during the entire budget process

9.31 Provides the ability to “roll” the budget through at least six (6) Process Levels, which are: 9.32 Level 1 – Budget Preparation – Budget Staff access only

9.33 Level 2 – Division Budget Entry (optional) – Open to authorized departmental users for entry

9.34 Level 3 – Dept Budget Entry - Open to authorized departmental users for entry 9.35 Level 4 – Dept adjustments to be made by Budget Staff only – LOCK Budget after this level 9.36 Level 5 – County Administrator Review – LOCK Budget after this level 9.37 Level 6 – County Commissioners Review – LOCK Budget after this level 9.38 Level 7 – Adoption

9.39 Optional Level 2 above allows Level 2 authorized department reps to enter budget. Level 3 above allows Level 3 authorized department reps to review and approve budget entered during Level 2

9.40 Departmental users can be authorized for either Level 2, Level 3 or both levels

9.41 Provides ability for System Administrators to establish appropriate user security access to budget module for budget viewing and budget entry

9.42 Can establish budget entry for authorized users based upon:9.43 An account by account basis 9.44 Account classification codes 9.45 Range of accounts 9.46 Department 9.47 Other, user defined

9.48 Provides ability to prevent users from making changes to a proposed departmental budget without appropriate approval

9.49 Departmental users can only have access to budget entry during Process Level 3, detailed above

9.50 The operating budget preparation system should, at a minimum, contain at least three previous fiscal years, current fiscal year, and at least five future fiscal years

9.51 Provides ability for budget and departmental users to identify budget requests that are one time only (e.g., expanded programs)

9.52 Provides ability for budget and departmental users to identify budget requests that are recurring 9.53 Provides ability to request a justification for one time only budget requests

9.54 Provides ability to enter multiple budget requests per account (e.g., request for paper costs, request for toner costs, request for pen costs, etc.)

9.55 Provides ability to calculate a total for multiple budget requests under one account thus providing the total requested amount for an account

9.56 Provides ability to support at least 10 versions of a budget by year (past, current & future) with versioning for each

9.57 Provides the ability to store reasons (notes/comments) by account number for each budget version

9.58 Notes/comments remain visible after budget is adopted 9.59 Provides the ability to name budget versions 9.60 Provides ability to support biennial budgeting

9.61 Provides ability to track budget amounts and associated detail created at every Process Level during budget preparation

9.62 Provides ability to load budget amounts based on one, or a combination, of the following criteria:9.63 Zero balances in all accounts

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9.0 BudgetItem# Item Indicator9.64 Current year's original budget 9.65 Previous year's budget 9.66 Previous year's actual 9.67 Any previous year budget or actual with percentage increase 9.68 Any previous year budget or actual with percentage decrease 9.69 Salary estimation process 9.70 User-defined growth percentages to department level of previous year budget or actual 9.71 User-defined growth percentages to the account level of previous year budget or actual 9.72 From third party software, such as: 9.73 o Microsoft Office 365 Excel 9.74 o Performance Measurement software (list software supported) 9.75 o Tax Software (list software supported) 9.76 o Utility Billing software (list software supported) 9.77 o Permitting & Inspection software (list software supported) 9.78 o Fixed Asset software (list software supported) 9.79 o List other software solutions from which budget amounts can be imported

9.80 Provides ability to either include or exclude one-time requests when loading budget amounts based upon any previous years’ budget

9.81Provides ability to incorporate performance measurement/statistics and from various software programs into the budget module to help justify departmental budget request (all types of accounts). Detail with which performance measurement software the Budget module interfaces

9.82Provides ability to create fixed cost budgets based on prior year actual activity, anticipated rate increases, and anticipated capital asset additions (i.e. utility charges, equipment replacement, fleet maintenance, and fuel)

9.83 Provides ability to create replacement and maintenance budgets based on an items useful life, annual maintenance, and annual replacement contributions

9.84 Provides ability to create monthly budgets based on historical monthly financial information or other user defined criteria

9.85Provides ability to identify and provide last fiscal year's outstanding project budget balances as adjustments to new fiscal year's adopted budget, and is able to be incorporated into the general ledger based on user-defined criteria (e.g., by account number/project number)

9.86 Provides ability for authorized users to view budget detail through the entire process, utilizing multiple filtering capabilities (i.e. use of user defined queries)

9.87 Provides ability to produce an electronic output file of any working version of the budget preparation process for review

Salary Estimation

9.88 Provides ability to estimate salary for five (5) future years by account number and across various funds

9.89 Salary estimation includes tools to calculate base salary, as well as different COLA, merit and step scenarios

9.90 Provides ability to estimate fringe factor scenarios for five (5) future years by account number and across various funds

9.91 Salary estimation includes tools to calculate bonus scenarios 9.92 Salary estimation includes tools to calculate different fringe factor scenarios

9.93 Salary estimation is integrated with proposed Payroll module, providing the ability to use real-time payroll and personnel information when doing estimations

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9.94 Salary estimation is integrated with proposed Position Control module, as detailed in Position Control requirements under “Position Budgeting” section

9.95 Provides ability to “lock-in” multiple salary estimation scenarios (e.g., one with an increase, one with an increase and a COLA, etc.)

9.96 Provides ability to forecast payroll and benefit information by: 9.97 Position Number (tied to Position Control module) 9.98 Part-time employees (do not have a Position Number) 9.99 Salary estimations and all associated detail can be transferred to any version of the budget

Forecasting 9.100 Provides the option to estimate inflation on operating line items, as well as revenues and debt 9.101 Provides ability to forecast 5 years into the future

Reports9.102 Generate Budget vs Actual reports 9.103 Generate multi-year trending reports

9.104Provides ability to run reports which display G/L transaction item detail at various levels of the G/L account structure (i.e., display all postings associated with a specific division) for comparison of budget to actual

9.105 Provides ability to run reports which display G/L transaction item detail w/account classification subtotals at various levels of the G/L account structure for comparison of budget to actual

9.106 Provides ability to run reports which display account classification subtotals at various levels of the G/L account structure for comparison of budget to actual

9.107Allow for roll up options. Explanation: Our current system provides ability to designate the level of detail such as by Fund (least), by Department (ex: All Fiscal Services), by Division (ex: Just select IT), by sub-division etc.

9.108 List and describe all standard Budget reports9.109 Provides report which shows encumbrances for a capital project 9.110 List and describe all standard capital project reports

Budget Transfers/Amendments

9.111An automated Supplemental Budget Request workflow can be established to provide authorized department users the ability to enter supplemental budget requests (changes to the adopted budget) including:

9.112 Budget transfer requests 9.113 Budget amendment requests

9.114 The automated Supplemental Budget Request workflow will provide the ability to establish approval routing based upon the following:

9.115 Supplemental budget request amount 9.116 G/L account number components (i.e., fund, department, program, etc.) 9.117 G/L account number classification code 9.118 Other user defined parameters

9.119 Each supplemental budget request run through the Supplemental Budget Request Workflow will have a complete audit trail including, but not limited to, user, date, time, action, amount, etc.

9.120 Provides ability to require budget justification for supplemental budget requests

9.121 Provides ability to track the status of a supplemental budget request (e.g., submitted, under review, approved, denied, etc.)

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9.122 Provides ability to identify whether the supplemental budget request has an associated on-going annual cost

9.123 Provides ability to capture an optional on-going annual cost associated with the supplemental budget request

9.124Provides ability to query and run reports on supplemental requests (budget transfer/budget amendment) to generate reports based on supplemental request data (for a minimum of ten years historical data)

9.125 Provides ability to automatically post supplemental budget amount to the G/L line item upon supplemental budget request final approval

9.126 Provides ability to capture and store the following information for a supplemental budget request:

9.127 Type of request 9.128 Reason for request 9.129 User information for originator of request 9.130 Request entry date and time 9.131 User information for approvers of request 9.132 Each approval date and time 9.133 Tracking of all historical changes 9.134 User information associated with each change made (ID, date, time) 9.135 Comments/notes 9.136 Other, user-defined

9.137 Provides ability to scan documents directly into the system and automatically attach them to a supplemental budget request

9.138 Provides ability to browse to and attach an unlimited number of electronic documents to a supplemental budget request

9.139Provides ability to automatically attach system generated documents to a supplemental budget request. Detail what system generated documents can be automatically attached to a supplemental budget request

9.140 All supplemental budget request attachments are automatically stored, via the proposed solution, in Laserfiche

9.141 Provides ability to lockout changes to the supplemental budget request based upon user-defined dates and criteria

Capital Project Budgeting and Management

9.142 Capital project budgets span multiple years from the beginning of project to end of project, and are NOT tied to the fiscal year

9.143 Provides ability to budget for capital projects for at least ten (10) years 9.144 Provides ability to establish subprojects within a capital project 9.145 Provides ability to establish user defined project types

9.146 Provides ability to establish user defined capital project status codes (e.g. warranty, active, inactive, closed, etc.)

9.147 Capital project status codes determine the type of actions that can be taken on a project (e.g., cannot charge to a project that is in “warranty status”)

9.148 Provides ability for authorized users to maintain general capital project information including, but not limited to:

9.149 Unique capital project number 9.150 Title

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9.0 BudgetItem# Item Indicator9.151 Description 9.152 Abbreviation 9.153 Capital project type 9.154 Original budgets 9.155 Current/amended budgets 9.156 Capital project status code 9.157 Department(s) – multiple departments could be associated with a capital project 9.158 Division(s) – multiple divisions could be associated with a capital project 9.159 County Project Manager(s) and contact info (phone, email, etc.) 9.160 Time spent by County staff person towards project 9.161 Associated contract #s (tied to interfaced Contract Mgmt masterfile) 9.162 Encumbrances 9.163 Expenditures 9.164 Receivables 9.165 Revenues 9.166 Grand total of associated contracts 9.167 Balance remaining, by subproject type, on associated contracts 9.168 Total of penalty charges on associated contracts 9.169 Retention 9.170 Scope changes 9.171 Amendments/change orders 9.172 Other user-defined information 9.173 Provides ability to track capital project dates including, but not limited to: 9.174 Planned start date 9.175 Actual start date 9.176 Phase 9.177 Milestone(s) 9.178 Planned completion date 9.179 Actual completion date 9.180 Other user-defined dates 9.181 Provides ability to establish workflows based on the capital project dates above

9.182 Provides ability for authorized users to maintain general subproject information including, but not limited to:

9.183 Unique subproject number 9.184 Associated capital project number 9.185 Title 9.186 Description 9.187 Abbreviation 9.188 Subproject type 9.189 Original budgets 9.190 Current/amended budgets 9.191 Subproject status code 9.192 Department(s) – multiple departments could be associated with a subproject 9.193 Division(s) – multiple divisions could be associated with a subproject

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9.0 BudgetItem# Item Indicator9.194 County Project Manager(s) and contact info (phone, email, etc.) 9.195 Time spent by County staff person towards subproject 9.196 Associated contract #s (tied to interfaced Contract Mgmt masterfile) 9.197 Encumbrances 9.198 Expenditures 9.199 Receivables 9.200 Revenues 9.201 Grand total of associated contracts 9.202 Balance remaining on associated contracts 9.203 Total of penalty charges on associated contracts 9.204 Retention 9.205 Scope changes 9.206 Amendments/change orders 9.207 Other user-defined information 9.208 Provides ability to track subproject dates including, but not limited to: 9.209 Planned start date 9.210 Actual start date 9.211 Phase 9.212 Milestone(s) 9.213 Planned completion date 9.214 Actual completion date 9.215 Other user-defined dates 9.216 Provides ability to establish workflows based on the subproject dates above 9.217 Provides ability to track time spent by employees towards a subproject/capital project 9.218 Provides ability to associate documents with both capital projects and subprojects 9.219 Budgets are associated with both capital projects and subprojects and are tied to G/L accounts

9.220Provides ability to allow the County to determine which general ledger accounts to carry forward for budgeting purposes after final year end accruals to eliminate the need to manually key these accounts into the system

9.221 Provides ability to view capital project budget information by LTD and fiscal YTD

9.222 Provides ability to establish and track multiple revenue sources (e.g., Bonds, State/Local/Federal Grants, Donations, Cash, etc.) for a capital project budget

9.223 Provides ability to establish and track multiple revenue sources for a subproject

9.224 Provides ability to establish date constraints for revenue sources (e.g., Bond revenue source needs to be spent within a specific date range)

9.225Provides ability to establish multiple revenue sources of the same type for a project and for a subproject (e.g., can establish 3 different bonds with 3 different sets of date constraints for a subproject)

9.226 Automatically notifies appropriate users when capital projects have not expended funds associated with various revenue sources within the user established date constraints

9.227 Automatically notifies appropriate users when capital projects have not expended Bond funds within the user established date constraints in order to meet arbitrage requirements

9.228 System provides ability to establish an automated work flow on a project by project basis to establish the order of depleting capital project revenue sources

9.229 System provides ability to establish an automated work flow on a subproject by subproject basis to establish the order of depleting capital subproject revenue sources

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9.230 Provides a dashboard view of multiple project attributes across multiple projects and by responsible department

9.231 Provides ability to move a project from one department to another and carry over all associated history

9.232 Provides ability to view the budget for a capital project excluding encumbrances 9.233 Provides report which shows encumbrances for a capital project 9.234 Provides ability to transfer closed capital projects to Fixed Assets in order to capitalize 9.235 Provides ability to close capital projects without transferring them to Fixed Assets module 9.236 Provides ability to close projects either partially or completely 9.237 Provides ability to allow the closing of multiple projects at the same time (i.e., related projects) 9.238 Provides ability to re-open a closed project, with appropriate security permissions

Budget Book

9.239 An automated Budget Book workflow can be established to provide authorized users with the ability to maintain their section of the Budget Book

9.240 Authorized Budget users can control the flow of Budget Book sections out to authorized departmental users

Debt Amortization – to prepare budgets and forecasting9.241 Ability to generate amortization schedules for bonds, leases and loans 9.242 Ability to import amortization schedules for bonds, leases and loans 9.243 Amortization schedules can be associated with G/L accounts for incorporation into budget

9.244 Amortization schedules can be spread amongst multiple G/L accounts for incorporation into budget based on a set dollar amount

9.245 Amortization schedules can be spread amongst multiple G/L accounts for incorporation into budget based on a percentage allocation

9.246 Amortization schedules can be associated with G/L account and/or multiple G/L accounts for forecasting purposes

9.247 Ability to track amortization schedules by function within a fund

9.248 Provides the ability to change the set dollar amount or percentage allocation of a function associated with a bond, a lease and a loan throughout the life of the bond, lease and loan

9.249 Provides the ability to change the set dollar amount or percentage allocation of a fund associated with a bond, a lease and a loan throughout the life of the bond, lease and loan

Additional Information for Section 9.0 Budget Requirements


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10. Grant Management10.0 Grant ManagementItem# Item Indicator

General Requirements10.1 Includes a Grant Management module that is integrated with all other system modules 10.2 Provides ability to support a workflow for quarterly preparation of journal entries 10.3 Provides ability to establish user defined grant categories 10.4 Provides ability to establish user defined grant types 10.5 Provides ability to track matching, or in-kind, grants 10.6 Provides ability for authorized users to maintain grant information including:10.7 Grant ID number 10.8 Grant name 10.9 Grant description 10.10 Grant category (e.g., Federal, State, Private, Foundation, etc.) 10.11 Grantor(s) 10.12 Grant status codes (e.g., active, inactive, and user-defined) 10.13 Grant type

10.14 Multiple pass through entities as required for Federal grants on the Schedule of Federal Expenditures (SEFA) as it relates to the A-133 audit

10.15 Grantor's Grant ID Number 10.16 Catalog of Federal Domestic Assistance (CFDA) Number

10.17 Multiple grantor contacts and associated contact information (phone, email, address, etc.) with the ability to identify one as primary

10.18 Revenue sources 10.19 Associated contract #s (tied to interfaced Contract Mgmt masterfile) 10.20 Associated G/L accounts 10.21 Grant budget 10.22 Grant amendments 10.23 Purchase orders and encumbrances 10.24 Grant collaborators (e.g., government partners) 10.25 Grant fiscal and calendar years (i.e., when grantor and grantee have different years) 10.26 Fund 10.27 Responsible department(s) 10.28 Department representative(s) and associated contact information (phone, email, etc.)

10.29 Grant Sub-recipients vs Vendor for Federal Financial Accountability Transparency Act Reporting

10.30 Other user-defined information 10.31 Provides ability to track grant dates including, but not limited to: 10.32 Grant start date 10.33 Grant end date 10.34 Expiration date 10.35 Award date 10.36 Application deadline date 10.37 Other user-defined dates 10.38 Provides ability to establish workflows based on the dates above

10.39 Provides ability to scan documents directly into the system and automatically attach them to a grant

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10.0 Grant ManagementItem# Item Indicator10.40 Provides ability to browse to and attach an unlimited number of electronic documents to a grant

10.41 Provides ability to automatically attach system generated documents to a grant. Detail what system generated documents are automatically attached to a grant

10.42 All grant attachments are automatically stored, via the proposed solution, in Laserfiche 10.43 Generate and electronically transmit State and Federal reports 10.44 Generate State and Federal reports and download to MS Office 10.45 Provides ability to track salaries associated with a grant 10.46 Provides ability to track time spent by employees towards a grant 10.47 Provides ability to track operating costs associated with a grant 10.48 Tracks expenditures to revenue sources (a grant may have multiple revenue sources) 10.49 Provides ability to support multi-year grants with encumbrances 10.50 Provides ability to support multi-year grants without encumbrances 10.51 Provides ability for grants to be associated with multiple funds 10.52 Provides ability for grants to be associated with multiple departments 10.53 Provides ability for grants to be associated with multiple G/L accounts

10.54Provides ability to allow the County to determine which general ledger accounts, associated with grants, to carry forward for budgeting purposes after final year end accruals to eliminate the need to manually key these accounts into the system

10.55 Provides ability to associate grants with projects in the following manners: 10.56 1 grant associated with 1 project 10.57 1 grant associated with many projects 10.58 many grants associated with 1 project 10.59 Provides ability to track compliance of a grant through a County-defined checklist 10.60 Provides ability to establish grant record retention on a grant by grant basis

Reporting

10.61 Provides ability to produce reports to satisfy State and Federal requirements. List all federal and state reports included in the standard Grant Management module

10.62 Provides ability, at a minimum, to generate grant information reports based upon the following user supplied parameters:

10.63 Grant number 10.64 Grant name 10.65 Type 10.66 Departments 10.67 User defined date range 10.68 G/L account 10.69 Revenue source 10.70 Other, user defined 10.71 Provides ability to generate reports for all grant history 10.72 Provides ability to generate a report of all active and inactive grants 10.73 Provides ability to maintain a calendar or schedule of required grant reports 10.74 Provides automatic notification to users when a required grant report approaching its due date 10.75 Provides ability to report on specific activity of a grant within a user-defined date range

10.76 Provides report of all activity and history associated with the life of a grant, independent of any fiscal or calendar year

10.77 Provides report of all personnel charges (salaries and fringe) to a grant for a user supplied date

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10.0 Grant ManagementItem# Item Indicator

range, with the ability to select and sort by employee

10.78 Provides report all personnel charges (salaries and fringe) to a grant for a user supplied date range, with the ability to select and sort by G/L number

10.79 List and describe all standard Grant Management reports

Additional Information for Section 10.0 Grants Management Requirements


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11. Accounts Payable11.0 Accounts PayableItem# Item Indicator


11.1Provides an Accounts Payable module that is integrated with all other system modules including (but not limited to) General Ledger, Fixed Assets, Contracts, Budgeting, Purchasing, Payroll, and Grants

11.2 Provides electronic workflow for invoice approval, submission to A/P and payment 11.3 Provides electronic workflow for invoice approval by commodity code 11.4 Provides electronic workflow for invoice approval by dollar amount 11.5 Provides electronic workflow for invoice approval by general ledger account number

11.6 Provides workflow for employee expense reimbursements and expense advanced payments to include the import of supporting backup documents

11.7 Provides employee travel reimbursement functionality, allowing employees to submit travel expenses and attachments for review and payment through AP

11.8Provides ability for advanced payment through A/P to employees for travel (e.g., mileage, meals, baggage, etc.) functionality, allowing employees to submit final travel expenses and attachments after-the-fact for review and reconciliation with estimated costs

11.9 Provides workflow to import purchasing card transaction information into A/P for processing. Describe or illustrate functionality available

11.10 Provides workflow to process A/P refunds which can be initiated from other modules (e.g., A/R, etc.) or other County applications (e.g., Tax Receivables, etc.)

11.11Provides an automated Import Process to import files from external organizations to create A/P invoice batches (Jury Duty, Section 8), which will subsequently flow through the A/P invoice processing workflow

11.12 Provides edit listing of bad records (missing vendor number, missing invoice number, etc.) 11.13 Provides ability for batch total balancing 11.14 Provides ability to reject a batch that has errors 11.15 Provides workflow to allow for the electronic submission of invoices from vendors 11.16 Provides ability to support a workflow approval process for electronic payments of A/P invoices

11.17 Provides a workflow approval process for manual checks that maintains a history of the process, including information in user-defined fields (e.g., signer, etc.)

11.18 Provides ability to print 1099 forms 11.19 Provides ability to transmit 1099 forms electronically, per Federal Government regulations

11.20 Provides ability to accommodate 3-way matching of purchase order, receiving documents, and invoice

11.21 Provides ability to accommodate 2-way matching of purchase order and invoice

11.22 Provides ability to set a tolerance, by a % AND by a fixed amount, at invoice level by department, which can limit the amount of override allowed on an invoice

11.23 Provides ability to "add back" percentages or amount discounts previously taken (e.g., returned items, etc.) with appropriate system permissions

11.24Supports "positive pay", which is the transmission of an electronic file of all checks, including system-driven manual checks, to the County’s bank for comparison with checks being cashed in order to help reduce opportunities for fraud

11.25 Automatically notifies specified users when a payment is made based upon a project number 11.26 Automatically notifies specified users when a payment is made based upon a grant number

11.27 Provides ability to accommodate employee expense reimbursements (uniform allowance, mileage, tuition reimbursement, etc.) through the accounts payable module as nontaxable events

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11.0 Accounts PayableItem# Item Indicator11.28 Provides a complete audit trail of all vendor additions, changes and deletions 11.29 Provides a complete audit trail of every A/P transaction

Invoice Processing

11.30 Provides ability to split an invoice into a payment schedule with at least twelve different due dates and due amounts

11.31 Provides ability to support decentralized invoice entry at the department level 11.32 Provides ability to support batch processing of A/P invoices 11.33 Provides ability to support at least a 25 character alphanumeric invoice number field 11.34 Provides ability to accommodate partial payments

11.35

Provides ability to accommodate partial payments based on receiving against a quantity as opposed to dollar amount (e.g., a purchase order for quantity of 4 items at $10 each is partially received with 2 items, and the County is able to pay against 2 items received and allow 2 items to remain unpaid)

11.36 System provides the minimum of a 50 character short description field on an A/P invoice 11.37 System provides the maximum of a 250 character long description field on an A/P invoice 11.38 Provides ability to accept a dollar amount entry for payment against a contract 11.39 Provides ability to accept a percentage amount entry for payment against a contract 11.40 Provides ability to post invoices to previous fiscal year

11.41 Provides ability to support multiple status codes for invoices including, but not limited to, the following:

11.42 Pending 11.43 Approved 11.44 Paid 11.45 Held 11.46 Rejected 11.47 Cancelled 11.48 Deleted 11.49 Void 11.50 Other 11.51 Provides ability to copy invoice batches

11.52 Provides option to accumulate multiple invoices into one vendor check with the ability to turn this functionality on and off

11.53 Provides ability to scan documents directly into the system and automatically attach them to an invoice

11.54 Provides ability to browse to and attach an unlimited number of electronic documents to an invoice

11.55 Provides ability to automatically attach system generated documents to an invoice. Detail what system generated documents are automatically attached to an invoice

11.56 All invoice attachments are automatically stored, via the proposed solution, in Laserfiche 11.57 Provides ability to flag invoices as reimbursable expenses through the grant process 11.58 Provides ability to allow for an invoice to be distributed to an unlimited number of G/L accounts

11.59 Provides ability to allow for an invoice to be distributed across departments with appropriate workflow routines for approval

11.60 Provides ability to automatically split invoices to different G/L accounts based on user-defined rules

11.61 Provides ability to enter invoices upon receipt and select future payment date Page 32 of 99


11.0 Accounts PayableItem# Item Indicator11.62 Prevents the entry of duplicate invoice number with same vendor 11.63 Supports recurring invoices. Please describe in the Additional Information section 11.64 Provides ability to hold credit invoices and apply them to future invoices

11.65 Provides ability to convert credit invoices to Accounts Receivable invoices after a user-defined period of time

11.66 When processing A/P invoices, system will check the project/subproject budgets for available funding & alert if funds are not available

11.67 When processing A/P invoices, system alerts for incorrect coding (e.g., if the POs commodity code is for a supply and an invoice is entered to charge it to a repair line, system would alert)

11.68 Provides ability to close out a PO if it is known that it is the final payment being made against a PO and release the encumbered balance

Check Processing, Printing and Reconciliation11.69 Provides ability to print checks on blank check stock 11.70 Provides ability to print checks on a pre-printed form 11.71 Provides ability to print using MICR ink 11.72 Provides ability for the County to maintain a minimum of 10 bank accounts

11.73 Provides ability to allow the County to modify the check format without any vendor assistance and incurred cost

11.74 Provides ability to print a test check with a "void" watermark based on appropriate security permissions

11.75 Provides check reconciliation tools 11.76 Provides ability to import a file for check reconciliation 11.77 Provides reconciliation functions to compare imported data with system data 11.78 Provides ability to reprint checks 11.79 Provides ability to produce a duplicate image of a check marked "non-negotiable" 11.80 Provides ability to void and re-issue checks 11.81 Provides ability to scan & automatically store scanned checks in County’s Laserfiche repository 11.82 Provides a hyperlink to the scanned image of the check in Laserfiche 11.83 Provides ability to update the G/L to account for voided and re-issued checks 11.84 Provides ability to prohibit duplicate check numbers within the same bank account 11.85 Provides ability to generate manual checks 11.86 Provides ability to generate manual or off-cycle checks 11.87 Provides ability to accommodate multiple check runs in a single day 11.88 Provides ability to print checks in numerical order 11.89 Provides ability to void a check and close the invoice completely

11.90 Provides ability to void a check and allow the user to reopen the invoice and the associated purchase order

11.91 Provides ability to pay a large number of invoices to one vendor with one check and have stub information printed on an overflow statement

11.92 Provides ability to print the entire invoice number on the check 11.93 Provides ability to apply digitized electronic signatures as part of the check printing process 11.94 Provides ability to print a check register at pre-determined intervals and on demand 11.95 Provides ability to print check register which indicates cleared and/or outstanding checks

11.96 Provides ability to print a check register that includes manual, cleared, stale dated and voided checks

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11.0 Accounts PayableItem# Item Indicator

11.97 Provides ability to print a check register showing individual check numbers and amounts, sorted by vendor name

11.98 Provides ability for authorized users to modify invoice due date 11.99 Provides ability to process ACH payments, including addendum records 11.100 Provides ability to support the bank draft process 11.101 Provides ability to remit to both a checking and savings account 11.102 Provides ability to lock the ACH file between processing and transmittal

11.103 Provides ability to automatically assign dates and ensure that the date is not a holiday, a weekend or other user-defined unassignable dates with the ability to override

11.104 The system provides the ability to drill back to the source module that created the original transaction (e.g., requisition, purchase order, contract and any other supporting documentation)

11.105 Provides ability to handle the conversion of outstanding checks to unclaimed property transactions

11.106 Provides ability to handle the associated accounting transactions for unclaimed property Vendor File

11.107 Provides ability to utilize the same vendor file for A/P, Purchasing, Contract Management and other related modules

11.108 Only authorized users can modify vendor files information

11.109 Vendor file supports field level security (users can only update fields to which they have been granted specific access)

11.110 Vendor file can support the following fields:11.111 System assigned sequential vendor number 11.112 At least 9 characters for vendor numbers 11.113 Vendor name 11.114 Doing Business As (DBA) Name 11.115 Legal Name

11.116 Multiple addresses (minimum of 7), including multiple remit to addresses, foreign addresses, 1099, etc.)

11.117 Each address has an associated County defined address type 11.118 Default payment remittance address 11.119 Vendor type (e.g., General, Legal, Snow Vendor, Section 8, etc.) 11.120 Ability to establish parent/child relationships with other vendors 11.121 Vendor tax ID 11.122 Email addresses (minimum of 5) 11.123 Comment or memo field 11.124 Multiple associated commodity codes 11.125 Vendor status (Active, Inactive, etc.) 11.126 Vendor certifications (e.g. MBE, Woman Owned, Veteran, etc.) 11.127 Flag to indicate vendor is not in County-defined compliance 11.128 User-defined special condition codes for vendor flags 11.129 User defined Vendor withholding for taxes 11.130 Vendor Payment Preference (ACH, check, etc.) and associated related information 11.131 Indicator for which 1099 form the vendor should receive 11.132 Indicator for international vendors 11.133 Discount terms

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11.0 Accounts PayableItem# Item Indicator11.134 LTD payments 11.135 Calendar YTD payments 11.136 Fiscal YTD payments 11.137 Last activity date 11.138 User-defined vendor fields (minimum of 25)

11.139 The system provides the ability to maintain multiple contacts per vendor, capturing the following information per contact:

11.140 Contact type 11.141 Contact name 11.142 Multiple phone numbers 11.143 Multiple email addresses 11.144 Fax number 11.145 Address 11.146 Provides ability to flag a vendor who has an outstanding bill or balance with the County

11.147 System generates an alert when the following information is entered IF there is already a match in the system:

11.148 Duplicate vendor name 11.149 Duplicate Tax ID# 11.150 Duplicate vendor address 11.151 Other, provide further details as to what will generate an alert for a possible duplicate 11.152 System allows entering of “one-time” vendors with minimal information 11.153 Provides ability to place all payments to a vendor on hold 11.154 Allows garnishment to invoices (e.g., garnishment on attorney payment, etc.)

11.155 Provides ability to scan documents directly into the system and automatically attach them to a vendor record

11.156 Provides ability to browse to and attach an unlimited number of electronic documents to a vendor record

11.157 Provides ability to automatically attach system generated documents to a vendor record. Detail what system generated documents are automatically attached to a vendor record

11.158 Documents attached to vendor records are automatically stored, via the proposed solution, in Laserfiche

11.159Provides ability to configure multiple fields for recording vendor compliance information (e.g., County taxes, expired insurance, debarred, etc.) and, based on these fields, prohibit payments to the vendor

11.160 Provides ability to allow searching the vendor file by any vendor associated fields 11.161 Provides ability to merge duplicate vendors 11.162 Provides ability to allow a system administrator to configure "required" fields in the vendor file 11.163 Provides ability to produce mailing labels from the vendor file

11.164 Provides ability to allow a user to query the vendor file by date range to view vendors with no recent activity

11.165 Provides ability to automatically notify County staff when there is no activity (e.g., no purchase orders, invoices, checks, etc.) with a vendor after a user specified period of time

11.166 Provides ability to only allow changes to the vendor file based on security permissions 11.167 Provides ability to require approval of all vendor changes via workflow

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11.0 Accounts PayableItem# Item Indicator

11.168Provides ability to allow the County to identify fields that can be masked including, but not limited to, Tax ID, checking/banking account numbers, credit card numbers, and social security numbers

Vendor Processing

11.169 Provides ability to automatically assign payment terms for vendors and provides the ability to override the payment terms at the vendor and invoice level

11.170 Provides ability to produce 1099 Forms per federal standards 11.171 Provides ability to have 1099 updates available prior to the new year

11.172 Provides ability to correct errors made in 1099 boxes and recalculate at year end so the information on the final 1099 form is correct

11.173 Provides ability to produce tentative 1099 lists for review before printing or transmitting final list to the IRS

11.174 Provides ability to specify the box or line on the 1099 form that the dollar amount will be printed in or on

11.175 Provides ability to discriminate the version of the 1099 used based on the General Ledger account segment

11.176 Provides ability to calculate percentage and amount discounts (e.g., early payment, etc.)

11.177Provides ability to flag invoices (or groups of invoices) so that more than one check may be written to a vendor in any given check run for those transactions or vendors requiring separate checks.

11.178 Provides ability to flag a vendor as being subject to backup withholding at appropriate rates as established by IRS

11.179 Provides ability to override a flag on a vendor to change the payment type (e.g., ACH, paper check, bank draft, etc.)

11.180 Provides ability to do wildcard searches on vendor number, vendor name and other vendor fields in order to select vendors to view via vendor inquiry

11.181 Provides ability to do wildcard searches on vendor number, vendor name and other vendor fields in order to select vendors during invoice entry

Vendor Performance11.182 The system tracks vendor performance including: 11.183 On-time delivery 11.184 Accuracy of order 11.185 Percent of damaged goods 11.186 Performance by contracts 11.187 Invoicing problems 11.188 Number of complaints 11.189 Responsiveness in resolving conflicts 11.190 Other, describe Vendor Performance information provided

Vendor Self-Service Portal11.191 Includes a secured Vendor self-service portal, which allows authorized vendor to: 11.192 Register with County 11.193 Change address 11.194 Update email address

11.195 Identify appropriate email address or addresses for purchase orders, bids, other notifications, etc.

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11.0 Accounts PayableItem# Item Indicator11.196 Add & maintain alternate addresses and all associated information 11.197 Confirm vendor certification category, including minority class & certification number

11.198 Indicate type of work offered via commodity codes, including NIGP codes and subsidiary codes

11.199 Maintain commodity code information over time 11.200 Add & maintain contact information 11.201 Submit bids electronically

11.202 Upload documents to be associated with the vendor’s record (e.g., insurance certificate, state license, W9, etc.)

11.203 View 1099s 11.204 View status of invoice payments 11.205 View status of quotes/bids/proposals submitted (e.g., link to final tabulation results, etc.) 11.206 View purchase order payments and balances 11.207 Communicate back & forth with County representatives 11.208 View active contracts 11.209 View open purchase orders 11.210 View and download active solicitations (e.g., RFP, RFQ, RFI, etc.) 11.211 Maintain user defined fields

11.212 A/P portal must include automated functionality for vendor to reset forgotten authentication information with appropriate security checks, without involvement from County staff

11.213 Submissions to change vendor information via A/P portal must flow through work flow to automatically notify appropriate County authorized users

11.214 Information submitted by vendor goes into a holding area until approved by authorized County users

Reporting

11.215 Provides ability to generate a report of payments by payment type (e.g., ACH, paper check, bank draft, etc.)

11.216 Provides ability to generate a vendor master listing report 11.217 Provides ability to generate a summary payment report by vendor 11.218 Provides ability to generate a report of 1099 vendors by 1099 type 11.219 Provides ability to generate an Expenditure Approval List 11.220 Provides ability to generate a report of checks paid by department 11.221 Provides ability to generate a report of checks paid by fund 11.222 Provides ability to generate a report of invoices outstanding by department 11.223 Provides ability to generate a report of invoices outstanding by project 11.224 Provides ability to generate a report of invoices outstanding by grant 11.225 Provides ability to generate a report of invoices outstanding by contract 11.226 Provides ability to generate a monthly expenditure report by fund 11.227 Provides ability to generate an aging report by fund 11.228 Provides ability to generate an aging report by department 11.229 Provides ability to generate a monthly check reconciliation report of manual checks

11.230 Provides ad hoc query capabilities by invoice number with the ability to display individual line items on the invoice

11.231 Ability to run “as of” date reports to see at any point in time 11.232 List and describe all standard Accounts Payable reports

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Additional Information for Section 11.0 Accounts Payable Requirements


Page 38 of 99


12. Purchasing12.0 PurchasingItem# Item Indicator


12.1 Provides ability to accommodate a decentralized purchase requisition process that allows requisitions to be entered online by all departments

12.2Provides ability for electronic workflow to support a paperless requisition approval process of user-defined levels of approval and routing capabilities, to include routing through multiple departments

12.3 Allows for a purchase order amount with 8 digits to the left of the decimal point and 2 digits to the right (i.e. $99,000,000.00)

12.4 Provides ability to drill-down to supporting documents or transactions throughout the purchasing module

12.5 Provides ability to generate a list of contracts available to departments that would allow users to click on a vendor or commodity to see the associated contract and pricing

12.6 Provides ability to enforce approval workflow for competition thresholds

12.7 Provides ability to give all authorized users visibility into the status of the procurement and where it is in the workflow and procurement stage at any point in the process

12.8 Provides ability to establish emergency expenditure approval exceeding budget with appropriate permissions, including an audit trail of the emergency budget approval

12.9Provides authorized personnel with the ability to bypass the requisition process and get a purchase order number in emergency situations with appropriate audit controls including an audit trail

12.10 Provides ability to flag all emergency purchases until supporting information is updated

12.11 Provides ability to enter a requisition as an emergency requisition which will immediately trigger a notification to purchasing staff

12.12 Provides real time access to account numbers and available balances during the purchasing process

12.13 Provides ability to verify funding availability at each segment of the G/L account at the time of a requisition, purchase order, or change order

12.14 Provides ability to route requisitions and purchase orders using workflow based on a G/L account number

12.15 Provides ability to route requisitions and purchase orders using workflow based on a range of G/L account numbers

12.16 Provides ability to route requisitions and purchase orders using workflow based on dollar amount

12.17 Provides ability to route requisitions and purchase orders using workflow based on commodity code

12.18 Provides ability to route requisitions and purchase orders using workflow based on various County-defined fields or rules

12.19Provides ability to establish workflow which will check available budget by County defined parameters (e.g., G/L account number segment, project, etc.) and flag for warning if the requisition and/or purchase order is over total appropriation

12.20 Workflow can provide the option to either override (for authorized users) or stop the user when a requisition and/or purchase order is over total appropriation

12.21 Provides ability to require electronic signatures through workflow for approval of purchase orders 12.22 Provides ability to require electronic signatures through workflow for approval of requisitions

12.23 Provides ability to print purchase orders in a configurable print-image format, not dependent on screen layouts

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12.0 PurchasingItem# Item Indicator

12.24 Provides ability to associate a County defined & maintained PO type (e.g., Blanket PO, Contract PO, etc.) with a requisition

12.25 Provides ability to associate a County defined & maintained Purchasing Requisition code (e.g., sole source, emergency purchases, etc.) with a requisition

12.26 Provides ability to encumber funds when a requisition or PO is entered 12.27 Provides ability to relieve the encumbrances when a requisition or PO is closed or cancelled

12.28 Provides ability to recalculate, in-real time, encumbrances based upon open requisitions and purchase orders

12.29 Provides ability to use NIGP commodity codes

12.30 Provides ability to allow users to view commodity codes and their respective descriptions via drop-down menus

12.31 Provides ability to accommodate the entire commodity code description 12.32 Does not require users or requisitioners to know commodity codes or sub-commodity codes 12.33 Provides commodity code pick list functionality

12.34 Provides ability to allow user-defined level of detail within commodity code pick-list functionality (i.e., between three or eleven digits)

12.35 Provides ability to accommodate recurring requisitions

12.36 Provides ability to scan documents directly into the system and automatically attach them to a requisition record

12.37 Provides ability to browse to and attach an unlimited number of electronic documents to a requisition record

12.38 Provides ability to automatically attach system generated documents to a requisition record. Detail what system generated documents can automatically be attached to a requisition record

12.39 Provides ability to scan documents directly into the system and automatically attach them to a purchase order record

12.40 Provides ability to browse to and attach an unlimited number of electronic documents to a purchase order record

12.41 Provides ability to automatically attach system generated documents to a purchase order record. Detail what system generated documents are automatically attached to a purchase order record

12.42 Attached requisition and purchase order documents are stored, via the proposed solution, in Laserfiche

12.43 Provides ability for Purchasing staff, with appropriate authority, to delete attached documents 12.44 Can auto-generate requisition numbers on a fiscal year basis, formatted as YY-XXXXXXX 12.45 Provides ability for authorized County users to manually generate a requisition number 12.46 Provides ability to support at least a nine (9) digit requisition number 12.47 Provides ability to generate blanket purchase orders 12.48 Provides ability to copy an existing requisition to create a new one

12.49 Provides ability to allow the County to configure what information should be captured as part of the requisition process.

12.50 Provides ability to perform certain County-defined checks before a requisition can be generated (e.g., a budget check, etc.)

12.51 Provides ability to capture information regarding quotes and bids received on the requisition 12.52 Provides ability to create a requisition from the quote

12.53 Provides ability to allow the automatic assignment of fiscal year to requisitions to be overridden with appropriate security permissions

12.54 Provides ability to print requisitions to PDF

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12.55 Provides ability to display the requisition and/or purchase order history in one screen (e.g., when entered, approved, rejected, modified, etc.)

12.56 Provides ability to support entering negative requisition amounts for discounts and/or trade-in amounts

12.57 Provides ability for a batch process to close all requisitions that are open (e.g., for end of year processing purposes, etc.)

12.58 Provides ability to display funding requirements associated with purchases (e.g.. Grant requirements, State funded project requirements, Federal funding requirements, etc.)

12.59 Provides ability to convert requisitions to a purchase order record

12.60 Provides ability for all attached documentation to carry forward when a requisition is converted to a purchase order

12.61 Provides ability for all encumbered funds to carry forward when a requisition is converted to a purchase order

12.62 Provides ability for County to establish what data fields should be carried forward from the requisition to the purchase order record

12.63 Provides ability to require that the vendor be entered before creating a purchase order 12.64 Can auto-generate purchase order numbers on a fiscal year basis, formatted as YY-XXXXXXX 12.65 Provides ability for authorized County users to manually generate a purchase order number 12.66 Provides ability to support at least a nine (9) digit purchase order number

12.67 Provides ability for County authorized users to design printed purchase order form and determine what fields from the purchase order record will print on the purchase order

12.68 Provides ability to print purchase orders to a PDF 12.69 Provides option to print attachments with a purchase order and assemble as a PDF 12.70 Approver can designate alternate approver in case of absence 12.71 Provides ability to email notification for POs pending approval 12.72 Purchasing workflow can support emailing purchase orders to the requestor at appropriate times 12.73 Purchasing workflow can support emailing purchase orders to the vendor at appropriate times 12.74 Provides option to e-mail attachments with a purchase order

12.75 Provides ability for authorized users to change the G/L account number that is assigned to a requisition and to a purchase order

12.76 Provides ability to automatically notify the requisitioner whenever a change has been made to a requisition and to a purchase order

12.77 Provides ability to reprint purchase orders

12.78 Provides ability to allow multiple G/L numbers on one purchase order and/or on individual line items by percentage and by dollar value

12.79 Provides ability to allow multiple project numbers, quotation numbers, contract numbers, bid numbers and grant numbers on one purchase order and/or on individual line items

12.80 Provides ability to allow each item on a purchase order to have multiple funding sources 12.81 Provides ability to match accounts payable invoices to purchase orders 12.82 Provides ability to accommodate blanket purchase orders that all encumber on approval 12.83 Provides ability to encumber across multi-year projects 12.84 Provides ability to accommodate a contract PO, one that does not encumber funds

12.85 Provides ability to create a workflow process to create a blanket order from an existing purchase order

12.86 Provides ability to create contracts for purchases that are split between different departmental accounts

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12.87 Provides ability for authorized users to modify the purchase order without having to void the purchase order

12.88 Provides ability for authorized users to modify a purchase order with the option to reprint or re-email

12.89 Provides ability to automatically accommodate change orders to purchase orders and track the version number, date of change, comments and changes made

12.90 Provides ability to add or change commodity codes on purchase orders

12.91 Provides ability to add or change commodity codes on purchase orders with the option to retain historical information

12.92 Provides ability to apply a due date to each line item of a purchase order

12.93 Provides ability to close purchase orders with a user-defined dollar amount or percent remaining available, with ability to override that closing with appropriate security permissions

12.94 Provides ability to carry over purchase orders at year-end into the new year 12.95 Allows users to enter multiple "ship to" addresses for different facilities 12.96 Allows users to enter multiple "ship to" addresses for different line items 12.97 Provides ability to void or cancel purchase orders, with appropriate security permissions 12.98 Provides ability to allow a minimum of 500 character description on purchase order

12.99 Provides ability to handle description overflow on a printed purchase order. Describe how this is handled

12.100 Provides ability to change the vendor associated with a purchase order with appropriate security permissions

12.101 Provides ability to split code a purchase order by percentage or dollar value to multiple departments and accounts

12.102 Provides ability to change the vendor on an existing purchase order without having to void or cancel the original purchase order, with appropriate security permissions

12.103 Provides ability to flag a purchase order when retainage applies 12.104 Provides ability to capture the following information on the purchase order record 12.105 Receiving staff 12.106 Shipping carrier with tracking number 12.107 Date & time received 12.108 Complete/partial/backorder flag 12.109 Comments/notes 12.110 Delivery information (i.e., information provided by the County) 12.111 Delivery validation information (i.e., information provided by the vendor) 12.112 Other County defined information

12.113 Provides ability to require the commodity code on the purchase order and the receiving file to be the same

12.114 Provides a complete audit trail of all changes made to purchase orders and requisitions Bids

12.115 Provides user defined procurement types (e.g., RFP, RFQ, Quote, etc.) 12.116 Provides ability to convert a requisition to a procurement 12.117 Provides an online portal for posting of County formal procurements 12.118 Provides ability for registered vendors to download procurements from the online portal 12.119 Provides ability for registered vendors to submit bids electronically

12.120 Provides ability to encrypt and secure vendor submitted bids and allow them to be unencrypted by authorized users after bid due date and time

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12.121 Provides ability to restrict access by County staff to the bid documents until the bid due date and time

12.122 Provides user defined contract terms and condition types with the ability to override, with appropriate security permissions

12.123 Provides ability for the County to create a bid checklist to manage the bid process 12.124 Provides ability to maintain a bid calendar view 12.125 Provides ability to track a vendor’s receipt of County electronic communications 12.126 Provides ability to track a vendor's read receipt of all County electronic communications 12.127 Provides ability to maintain alternate bid items 12.128 Provides ability to allow vendors to submit alternate bid items 12.129 Provides ability to award a bid to multiple vendors 12.130 Provides ability to allow registered vendors to receive email notifications of bid opportunities

12.131 Provides ability to generate a list of potential bidders in the vendor file based on commodity codes associated with their vendor profile

12.132 Provides ability to generate a list of potential bidders based on any level of the commodity code 12.133 Provides a "wizard" to aid users in the development of RFPs, RFQs, quotes, etc. 12.134 Provides ability to maintain a catalog of previously developed RFPs 12.135 Provides ability to require vendors to electronically register prior to bidding 12.136 Provides ability to require certain forms to be completed to register in the system

12.137 Provides ability to allow the system administrator to determine file type and size that can be uploaded/attached to bids

12.138 Provides ability to send out system generated email notifications when a new bid in a bidders category/commodity is available to bid

12.139 Provides ability to allow registered vendors to access and view a summary description of bid documents and specifications online

12.140 Provides ability for County to post addenda related to bids in the system and automatically notify registered bidders who have downloaded the bid

12.141 Provides ability to time stamp when the addenda have been downloaded by the bidder from the County’s online portal

12.142 Provides ability to time stamp when the posted procurement has been downloaded by the bidder from the County’s online portal

12.143 Provides ability to time stamp when the bid was submitted by the bidder 12.144 Provides ability to allow bidders to modify their electronic bid prior to bid closing time 12.145 Provides ability for staff to flag a bid as an electronic or manual (paper copies accepted) bid 12.146 Provides ability to allow bidders to complete and submit forms electronically in the system

12.147 Provides ability to calculate estimated cost for County procurements based upon County established criteria

12.148 Provides ability to produce notification letters to unsuccessful bidders 12.149 Provides ability to detect/report incomplete bids that are submitted 12.150 Provides ability for staff to input results of bid award 12.151 Provides ability for staff to input current status of bid (e.g., under evaluation, etc.) 12.152 Provides auto tabulation of electronically received bids

12.153 Provides ability for the staff to designate the way the totals will be calculated when creating the bid

12.154 Provides ability to allow the bidder to enter the detail amounts that make up the total system calculated bid

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12.0 PurchasingItem# Item Indicator12.155 Provides ability for County users and vendors to flag confidential documents

12.156 Provides ability for administrator to set security restrictions for users and vendors that are able to view confidential documents

12.157 Provides ability for bidders to login and check status of bid

12.158 Provides the ability for automatic notifications to vendors of bid opportunities, addenda, tabulations, and bid awards

12.159 Provides ability to route bid notifications to vendors based on commodity codes and geographical areas services

12.160 Provides ability to allow staff to post Q&A responses with an option to notify (or not notify) vendors that downloaded the bid of a posted response

12.161 Provides ability for County staff to be notified when questions have been submitted by vendors online

12.162 Provides ability to allow vendors to ask questions and receive notification of answers posted in Q&A docs online

12.163 Provides ability to automatically move a bid from active to expired allowing expired bids to still be viewed

12.164 Provides ability to forward the bids to the appropriate staff electronically within the system 12.165 Provides ability to track system generated correspondence 12.166 Provides ability to maintain a database of historic bid tabulations

12.167 Provides ability to retain the bid records in the system for an indefinite time period (e.g., bid records associated with buildings, etc.)

12.168 Provides ability to produce bid summaries, based on criteria selected, that include the following information:

12.169 Vendor name 12.170 Vendor address 12.171 Vendor contact person 12.172 Phone numbers 12.173 Fax numbers 12.174 Email addresses 12.175 Contact date 12.176 Descriptive item text 12.177 Dollar amount 12.178 Comments/notes 12.179 Other, user-defined

12.180 Provides ability to generate a complete history of all bids, RFPs, quotes etc. including the current status and dollar amount

12.181 Public can search bids based on County defined parameters (e.g., dollar amount, description, dates, etc.)

12.182 Provides ability to flag an item as mandatory requiring a bidder to acknowledge the mandatory item

12.183 Provides ability to maintain a list of vendors who have registered and/or downloaded a bid and make this list viewable to all other potential bidders

12.184 Provides ability for bidders to upload and attach documents to their bids 12.185 Provides ability to apply preferences to bids (e.g., Small Local Business Enterprise, etc.) 12.186 Provides ability to allow bidders to copy a previous bid for modification

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12.187 Provides vendor with the ability to accept or reject contracts or Purchase Orders through the system

12.188 Provides a complete audit trail of all changes made to bids Contract Management and Administration

12.189 Provides tools to centrally manage contracts 12.190 Provides the ability to capture the following information associated with a contract:12.191 Contract retainage 12.192 Liquidated damages/penalties 12.193 Contract start date 12.194 Contract end date 12.195 Maximum contract amount 12.196 Contract type 12.197 Primary contractor 12.198 Subcontractors 12.199 Associated performance bonds 12.200 Other County defined fields 12.201 The system provides the ability to allow a user to establish County-defined contract types

12.202 Provides ability to support various contract periods, including multiple year contracts (i.e., those that span fiscal and/or calendar years)

12.203 Provides ability to generate a list of contracts available to departments that would allow the users to click on a vendor or commodity to see the associated contract and pricing

12.204 Provides ability to use an online catalog (e.g., CDWG, etc.) which would allow the user to place a purchase against the contract

12.205 Automates the closing and encumbering of contracts from one fiscal year to the next 12.206 Provides ability to encumber only a portion of a contract

12.207Provides ability to generate notifications to vendors and user agencies (in a user-defined format), when milestones or thresholds are met (e.g., tax exempt certification, insurance expiration date, etc.)

12.208 Provides ability to export contract related project data to a project management tool (e.g., Expedition, etc.)

12.209 Provides ability to import contract related project data from a project management tool (e.g., Expedition, etc.)

12.210 Has the ability to make an automatic year end retainage entry to record the retainage earned throughout the year and reverse the following year

12.211 Provides ability to scan documents directly into the system and automatically attach them to a contract

12.212 Provides ability to browse to and attach an unlimited number of electronic documents to a contract

12.213 Provides ability to automatically attach system generated documents to a contract. Detail what system generated documents are automatically attached to a contract

12.214 All contract attachments are automatically stored, via the proposed solution, in Laserfiche 12.215 Provides ability to accommodate change orders to open contracts

12.216 Provides ability for County staff to determine what information should be captured for change orders

12.217 Provides ability for County staff to design printed change order form 12.218 Provides workflow functionality to support the change order process

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12.219 Provide report which shows contract info by total of contract, balance remaining, and type (e.g., Construction, A&E, etc.)

12.220 Provides ability to track insurance information with associated images of certificates of insurance 12.221 Provides ability to track bond expiration information with associated images of bonds 12.222 Provides ability to notify internal staff and the vendor of the expired certificate of insurance

12.223 Provides ability to track contract spending based on user-defined criteria including, but not limited to:

12.224 YTD 12.225 Inception-to-date 12.226 Department 12.227 Other, user defined 12.228 Supports multi-vendor contracts 12.229 Supports $0.00 items of master contracts 12.230 Automatically assigns a unique sequential identification number to a contract

12.231 Provides ability to trigger alerts based on all user-defined thresholds when a certain dollar amount of the contract is used (e.g., 75%, etc.)

12.232 Provides ability to trigger alerts based on all user-defined thresholds prior to contract expiration (e.g., 30, 60, 90 days, etc.)

12.233Provides ability to include various information (e.g., specifications, advertisements, bids/proposals, Commissioners resolution, etc.) with procurements in order to produce a complete package

12.234 Includes change-order functionality that allows the addition, listing, and tracking of change orders

12.235Provides ability to flag and/or suspend approval of change orders that require budget changes such as, but not limited to, greater than a certain user-defined percentage and dollar amount change over original amount

12.236 Provides ability to note contract revisions, including date and source

12.237 Provides ability to keep track of historical contract costs that may be used for creating budget requests for the new year

12.238 Provides ability to track deliverables and invoice payments based on a contract or vendor 12.239 Provides ability to maintain a checklist for the contract approval process

12.240 Provides ability to support the workflow process for change orders with electronic signature approval

12.241 Provides ability to close and reopen contracts across fiscal years, based on appropriate user permissions

12.242 Provides ability to link single or multiple contract amounts to individual projects or grants

12.243 Provides ability to identify user defined contract amendments/modifications (e.g., quantity, rate, schedule, extensions, scope change, etc.)

12.244Provides ability to track and report expenditures for each individual contract, including budget to actual comparisons by user-defined period (e.g., monthly, quarterly, daily, contract year, fiscal year, contract term, etc.)

12.245 Provides ability to track all requirements and compliance for Federally Funded projects

12.246 Provides ability to allow contracts to integrate with accounts receivable module for billing and collection purposes (e.g., rent to the County for buildings, etc.).

Reporting12.247 Provides ability to allow ad hoc reporting on any field within the purchasing module 12.248 Provides ability to track and report on user-defined purchasing performance based metrics. (e.g.,

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number of days issue the purchase order based on dollar range, top 10 vendors utilized, commodity codes, purchasing technicians workload, etc.)

12.249 Provides ability to track and report on purchasing staff workload 12.250 Provides ability to distribute purchasing staff workload based on County-defined metrics 12.251 Provides ability to generate a report of all activity with a vendor 12.252 Provides ability to generate a status report of all requisitions and purchase orders

12.253 Provides ability to generate a report of all requisitions, purchase orders, and receiving documents by status, active or inactive, certification, commodity code, and other user-defined filter criteria

12.254 Provides ability to generate a report of all open purchase orders with user-defined filter criteria 12.255 Provides ability to generate purchasing activity reports

12.256 Provides ability to generate all reports by user-defined date ranges that may occur over prior fiscal years

12.257 Provides ability to track and report minority vendors (e.g. DBE, MBE, etc.) 12.258 Provides ability to track and report local vendor preference 12.259 Provides ability to export user defined purchasing information to .xls, .csv, and .pdf formats 12.260 Provides ability to track and report on standard bid items and their average costs 12.261 Provides ability to produce a system generated list of all bids in the order that the user defines 12.262 Provides ability to produce a system generated report of bidder history 12.263 Provides ability to report bid information associated with a project

12.264Provides ability to create a bid list report that would include project descriptions, pre-bid meeting dates, project number, buyer information, bid opening dates, project manager, awarded bidder, approval dates and type of project

12.265 Provides ability to create a printable system generated bid download list with the bids listed in the order that the staff designates

12.266 Provides ability to create a printable system generated bid notification list with the bids listed in the order that the staff designates

12.267 Provides ability to generate a public report of the bid results immediately after bid opening 12.268 Provides a report to track the interest as to what public has downloaded from the bid system 12.269 Provides ability to generate reports by bid number including all bid information 12.270 Provides ability to identify contractors versus potential vendors

12.271 Provides ability to track socio-economic programs (MBE, SLBE, DBE) and total expenditures and contract awards by category

12.272 List and describe all standard Purchasing reportsPurchasing Cards

12.273 Provides ability to upload transaction detail from purchasing card vendors' applications with detail applied to the general ledger appropriately

12.274 Provides ability to track expenditures against purchasing cards issued to employees

12.275 Provides ability, during the upload of purchasing card transaction detail, to display the actual transaction vendor, as opposed to the p-card merchant

12.276Provides ability to collect required information regarding employees who are obtaining a purchasing card including, but not limited to, name, department, division, employee ID number, card number

12.277 Provides automatic notification when a purchasing card is about to expire 12.278 Provides ability to make a purchasing card inactive

Additional Information for Section 12.0 Purchasing Requirements

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13. Accounts Receivable13.0 Accounts ReceivableItem# Item Indicator

General Requirements13.1 Provides an Accounts Receivable module that is integrated with all other system modules 13.2 Automated workflow can be established for A/R invoice processing

13.3 Provides ability support a workflow process, with user-defined approvals, to print and reprint invoices and statements

13.4 System supports eBilling. Describe eBilling functionality available 13.5 eBilling preference is set on the customer record 13.6 Option to set eBilling preference based on A/R Invoice Types 13.7 Emails invoices 13.8 Emails statements 13.9 Provides ability to custom design eBilling invoices 13.10 Provides ability to custom design eBilling statements 13.11 System supports prepayments 13.12 Provides ability to allow multiple accounts receivable control accounts

13.13 Provides ability to identify each transaction by a reference number that is sequentially generated automatically

13.14 Provides ability to produce bills, statements, invoices, NSF notifications, and other user-defined documents for corresponding (i.e. mailing and emailing) to customers

13.15 Provides ability to handle loan processing (e.g., loans issued by Economic Development, etc.) 13.16 Creates amortization schedule 13.17 Establishes payment amounts 13.18 Prints coupon books for customers 13.19 Sends statements 13.20 Sends late notices 13.21 Handles default processing if payments are not made 13.22 Provides ability to keep a seven (7) years of historical data 13.23 Provides ability to allow inter-department receivables to be processed

13.24

Provides ability to support automatic balancing of the accounts receivable master file (i.e., the system internally balances individual accounts receivable invoice, payment and adjustment records against the corresponding customer masterfile account balances to ensure no discrepancies exist)

13.25 Provides ability to report any exceptions when it automatically balances the accounts receivable Masterfile

13.26 Provides ability to produce summary and detail general ledger and sub-ledger journals, one for every A/R transaction

13.27 Provides ability for decentralized data entry of billing information and an electronic approval process for submission of invoices

13.28 Provides ability to handle NSF check processing for A/R items and to add user defined fees to an account

13.29Provides ability to determine which invoice adjustments will appear on customer statement (i.e., don’t want invoice adjustments which are done to correct entry errors to appear on customer statement)

13.30 Provides ability for County authorized users to design customer statements based upon customer type

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13.0 Accounts ReceivableItem# Item Indicator

13.31 Provides a workflow for an automated refund process that interfaces with Accounts Payable module

13.32 Provides ability to allow authorized users to query and view receivable information and report by user-defined criteria

13.33 Provides ability to allow receivable, payment, and deposits to be entered only once into the system and appear in the general ledger and sub ledger in real time

13.34 Provides ability to view customer information by fund, department, and other GL account segments

13.35 Provides ability to view, track, and sort receivables by user-defined criteria, including but not limited to customer type, invoice type, etc.

13.36 Interfaces with P/R to bill for health care plans for selected partner agencies 13.37 Provides a complete audit trail of all customer additions, changes and deletions 13.38 Provides a complete audit trail of every A/R transaction 13.39 Can enter credit adjustments to be applied to A/R customer account

13.40 Allows credit adjustments to be maintained as unapplied credit balances on A/R customer account

13.41 Allows credit adjustments to be automatically applied to the next invoice on a A/R customer’s account

Invoice Processing

13.42Provides an automated Import Process to import invoices produced by other billing systems in order to create A/R invoice batches, which will subsequently flow through the A/R invoice processing workflow

13.43 Provides edit listing of bad records (e.g., bad customer number, missing invoice number, etc.)

13.44 Provides ability for batch total balancing 13.45 Provides ability to reject a batch that has errors

13.46 Provides ability to allow direct entry of invoices and adjustment transactions with appropriate access permissions

13.47 Provides user-defined payment terms such as net 30, net 45, etc. 13.48 Provides ability for authorized users to override calculated due dates 13.49 Invoice captures, at a minimum, the following information: 13.50 Invoice date 13.51 Invoice amount 13.52 Invoice due date 13.53 Invoice type 13.54 Status 13.55 Late fee amount 13.56 Free form text 13.57 Associated documents 13.58 Invoice line items which include: 13.59 o Charge code 13.60 o Description 13.61 o Unit of Measure (UOM) 13.62 o Amount/Unit 13.63 o Quantity 13.64 o Extended total

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13.0 Accounts ReceivableItem# Item Indicator13.65 o G/L account number associated with Charge Code 13.66 o Free form text 13.67 o Associated documents

13.68 History of all actions against an invoice (e.g., Date Billed, Emailed, Late Fees, Payment amounts, etc.)

13.69 Other, user defined 13.70 Invoice must be barcoded for payment scanning purposes 13.71 Provides ability for County Administrators to establish Invoice Charge Codes 13.72 Provides ability to associate multiple G/L accounts with an Invoice Charge Code

13.73Provides ability to determine which invoice adjustments will appear on customer statement (i.e., don’t want invoice adjustments which are done to correct entry errors to appear on customer statement)

13.74 Provides ability for County authorized users to design customer statements based upon customer type

13.75 Provides ability to run statements for different cycles 13.76 Provides ability to produce zero (0) balance statements

13.77 Provides recurring billing capabilities such as lease payments, rental payments, retiree health insurance premiums, and other miscellaneous recurring billing

A/R Customer Portal13.78 Includes a secured A/R Customer portal, which allows authorized customer to: 13.79 View customer information 13.80 View outstanding invoices 13.81 View payment history 13.82 View invoice history 13.83 View overall account balance 13.84 Submit updates to customer information to be later approved by County authorized users 13.85 Pay invoices

13.86 A/R portal must include automated functionality for customer to reset forgotten authentication information with appropriate security checks, without involvement of County staff

13.87 Submissions to change customer information via A/R portal must flow through work flow to automatically notify appropriate County authorized users for approval

13.88 Information submitted by customer goes into a holding area until approved by authorized County users

Customer Management13.89 System automatically assigns a unique, sequential numeric ID to a customer 13.90 Provides ability to maintain a customer file with the following information:13.91 Name 13.92 Individual versus Business flag 13.93 DBA (Doing Business As) 13.94 Multiple Addresses w/ address type (minimum of 5 addresses) 13.95 Location (for a property/item billed against) 13.96 Multiple phone numbers 13.97 Multiple email numbers 13.98 Multiple Fax numbers 13.99 Type (County defined items such as Landfill, Wastewater, Misc, etc.)

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13.0 Accounts ReceivableItem# Item Indicator13.100 Category 13.101 Sub Category 13.102 Status 13.103 Last account activity 13.104 Tax ID numbers 13.105 Driver’s license number 13.106 License plate number 13.107 Date of birth 13.108 Current and unpaid late payment penalty charges 13.109 Current and unpaid interest charges 13.110 Balance due 13.111 Last payment amount 13.112 Year-to-date payments 13.113 Payment arrangements 13.114 Bad check status 13.115 Statement cycle 13.116 Link to vendor file 13.117 Notes/comments 13.118 Bankruptcy flag 13.119 Other user-defined fields (minimum of 25)

13.120 The system provides the ability to maintain multiple contacts per customer, capturing the following information per contact:

13.121 Contact type 13.122 Contact name 13.123 Multiple phone numbers 13.124 Multiple email addresses 13.125 Fax number 13.126 Address

13.127 Provides a single screen to view all information related to a customer with multiple tabs on the screen (i.e., not requiring the need to go to multiple screens for all information)

13.128

Provides an account performance inquiry screen that shows customer transaction history for each customer account including, but not limited to, payments, type of payment, invoices, adjustments, credits, refunds, etc. Information should be displayed in a user-friendly, consolidated manner, allowing A/R users to easily view the status, activity and comprehensive history of a customer account

13.129 Provides ability to deactivate a customer and warn if the customer has an outstanding balance, but keep the customer history

13.130 Provides ability to reactivate a deactivated customer (i.e., should not have to create a new customer)

13.131 Provides ability to track customers that have a prior NSF check (insufficient funds)

13.132 Provides ability to maintain a contact log to record conversations and correspondence with customers and maintains, at a minimum, the following information:

13.133 Contact person 13.134 Date and time of contact 13.135 County employee who made the contact

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13.0 Accounts ReceivableItem# Item Indicator13.136 Means of contact (e.g., phone, email, etc.) 13.137 Nature of the contact 13.138 Information collected as a result of contact. 13.139 Other County defined fields 13.140 Provides ability to flag customers that have filed bankruptcy

13.141 Provides ability to flag customers with County-defined codes (e.g., delinquency, property lien, deceased, etc.)

13.142 Provides ability to allow users to access and search for customer information easily

13.143 Provides ability to support multiple methods for calculating invoice amounts including, but not limited to:

13.144 Flat fee 13.145 Percentage 13.146 Qty x Rate

13.147 Provides ability to allow County staff to determine if invoices for the same customer should be combined onto the same invoice or kept as separate invoices

13.148 Provides ability to manage separate billing cycles by user defined parameters such as customer type, etc.

13.149 Provides ability to automatically bill recurring invoices based on user-defined billing schedules 13.150 Provides ability to use laser-printed or pre-printed stock forms for invoices

13.151 Provides ability to produce PDF images of invoices automatically when printing as opposed to scanning the printed version of the invoice image

13.152 Will automatically store images of invoices in Laserfiche 13.153 Provides ability to allow batch entry of the same charge to multiple customers 13.154 Provides ability to default County-defined fields upon batch entry. (e.g., customer type, etc.) 13.155 Provides ability to automatically assign sequential and unique numbers to invoices

13.156 Provides ability to reprint or regenerate bills, statements, and invoices at any point in time with the information current at the time of original generation

13.157 Provides ability to monitor paid and outstanding invoices

13.158 Provides at least 500 characters for billing description for each item to be billed at time of invoice entry

Delinquency Tracking

13.159 Provides ability to compute late charges for customers not paying within a designated period of time

13.160 Provides ability to age the receivables according to user-definable time periods 13.161 Provides ability to age receivables according to due date 13.162 Provides ability to age receivables according to invoice date 13.163 Provides ability to support collections in compliance with local, state and federal regulations 13.164 Provides ability to generate accounts receivable aging reports in the following manners: 13.165 Detail by invoice number 13.166 Detail by customer type, invoice number 13.167 Detail by invoice type, invoice number 13.168 Summary by customer type 13.169 Summary by invoice type 13.170 Other, user defined

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13.0 Accounts ReceivableItem# Item Indicator

13.171 Provides ability to produce user-defined aging reports with at least six aging periods (e.g., current, 30, 60, 90, 120, over 120 days)

13.172 Provides user-defined calculations for the allowance of un-collectable accounts

13.173 Provides ability to automatically prepare general and sub-ledger journal entries by allowance for un-collectable accounts with appropriate workflow routines

13.174 Provides ability to produce a listing of late customer accounts, where "late" can be user defined

13.175 Provides finance charge program (late fees) with user-defined late periods and percent of interest to be charged for late payment

13.176 Provides ability to set late fee rates dependent on invoice charge code being billed

13.177Provides ability to automatically compute and assess a user-defined late fee when the invoice is past due with the ability to turn this feature on or off based on security permissions. Describe functionality available

13.178 Provides ability to reverse late fees with appropriate security permissions

13.179 Provides ability to send reminder notices (via mail and/or email) at user-defined intervals (e.g., 30, 60, and 90 days) when the invoice is past due

Refunds13.180 Provides ability to utilize electronic workflow functionality to facilitate the refund process

13.181 Provides ability to automatically initiate the refund process according to user-defined rules, including (but not limited to) the following:

13.182 Greater than/equal to a user-defined minimum amount 13.183 Refund type and day (e.g., all overpayments automatically initiate the refund process) 13.184 Upon approval of a customer-submitted refund request 13.185 By account status 13.186 Other, user-defined criteria

13.187 Provides ability to automatically deny a refund if the original remittance is a bad check or ACH failure

13.188 Provides ability to automatically flag a refund as invalid (due to bad check or ACH failure) and generate a customer letter describing refund refusal reason

13.189 Provides ability to issue refunds to recipient/s other than the original payee with appropriate documentation and permissions

13.190 Provides ability to include multiple refunds (multiple types of refunds) on one check 13.191 Provides ability to allow users to record reason for the refund 13.192 Provides ability to print a batch listing showing every item in a particular batch upon request

13.193 Provides ability to produce an accounts receivable journal listing all activity posted to the accounts receivable master file

13.194 Provides ability to print an accounts receivable exception report listing all accounts with credit balances

13.195 Provides a customer contact listing, showing name, phone number, and other contact information by customer

13.196 Provides a complete listing of the customer masterfile by type, which shows each data element in every record

13.197 Provides ability to generate accounts receivable reports or allow on-screen inquiry by any field, including but not limited to:

13.198 Name 13.199 Invoice type 13.200 Customer type

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13.0 Accounts ReceivableItem# Item Indicator13.201 Invoice charge code 13.202 Type of activity 13.203 Invoice number 13.204 G/L accounts 13.205 Amount owed 13.206 Invoice date 13.207 Due date 13.208 Other, user-defined 13.209 Provides ability to allow queries against all receivable files

13.210 Provides ability to display individual transactions and groups of transactions based on the criteria entered by the user

13.211 Provides a library of canned reports to be used by County staff with limited parameter entry 13.212 Provides ability to print user-defined endorsements/validations on payment stubs/checks 13.213 Provides ability to report on the total amount of billing revenue for a user-defined period 13.214 Provides ability to report on the un-collectible write-offs by customer type or invoice charge code 13.215 List and describe all standard Accounts Receivable standard reports

Additional Information for Section 13.0 Accounts Receivable Requirements


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14. Fixed Assets14.0 Fixed Assets Item# Item Indicator


14.1 Provides a Fixed Assets module that is integrated with all other system modules including, but not limited to, General Ledger, Budgeting, Purchasing, and Accounts Payable

14.2 Provides ability to support the exchange of asset information with enterprise asset management systems via an API. (i.e., Infor, Cartegraph)

14.3 Provides ability for user to select the asset associated general ledger account based on the type of asset created

14.4 Provides ability for user to select the asset associated general ledger account based on the class of asset created

14.5 Provides ability to allow a review of asset journal entries prior to posting to the general ledger 14.6 Provides ability to automatically create fixed asset record when capital project is closed

14.7 Provides ability to transfer the capital project cost in order to create a general ledger journal entry

14.8 Provides ability to track capitalized assets 14.9 Provides ability to track non-capitalized assets 14.10 Provides ability to maintain and track non-depreciated assets (e.g., land and other non-capital) 14.11 Provides ability to track assets funded by grants 14.12 Provides ability to modify valuation due to improvements, damage or replacements to the asset

14.13 Provides ability to automatically account for fixed assets at the time of purchasing or requisition based on account number selected, with appropriate approval workflow

14.14 Provides ability to allow a user to manually flag a fixed asset at the time of purchasing or requisition with the ability to turn this feature on or off

14.15 Provides ability to set a user-defined threshold dollar amount for a purchase to be considered a fixed asset with the ability to turn this feature on or off

14.16 Provides ability to declassify or undeclare a fixed asset 14.17 Provides ability to transfer data from the purchase order to the fixed asset record 14.18 Provides ability to capitalize and depreciate assets according to user-defined rules 14.19 Provides ability to record cost at acquisition 14.20 Provides ability to calculate replacement costs of the fixed assets based on user defined rules 14.21 Provides ability to modify assets by user-defined criteria, with proper security permissions

14.22 Provides ability to automatically update the fixed assets system from AP entry with appropriate review and approval

14.23 Provides ability to allow authorized users read-only access to fixed asset information via a decentralized, online interface

14.24 Provides ability to transfer asset to another department and automatically create journal entry

14.25 Provides ability to store original purchase order number, invoice number, original check number and original vendor information associated with an asset

14.26 Provides ability to drill-down into POs, invoices, checks and vendor file information associated with an asset

14.27 Provides ability to drill-down into asset history (i.e. additions, transfers, adjustments).

14.28 Provides ability to track controlled assets which are not considered fixed assets (e.g. items of value less than $5,000 that the County would like to track, such as power tools or tablets).

14.29 Provides ability to flag controlled assets at the time of acquisition in order to reduce the amount of data entry required in the set-up of asset records

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14.0 Fixed Assets Item# Item Indicator

14.30 Provides ability to flag controlled assets at the time of invoice payment in order to reduce the amount of data entry required in the set-up of asset records

14.31 Provides ability to establish parent-child asset relationships 14.32 Provides for an unlimited number of parent assets 14.33 Provides for an unlimited number of child assets 14.34 Provides ability to view and track all assets acquired through grant funding 14.35 Provides ability to be in full compliance with GASB compliance requirements 14.36 Provides ability to detect duplicate serial numbers in the same asset type 14.37 Provides ability to deactivate a fixed asset 14.38 Provides ability to reactivate a fixed asset 14.39 Provides ability to indicate a parent and/or child asset as "disposed”

14.40 The system has the option to expire one or more child related assets once the parent asset has been expired, with appropriate review and approval

14.41 Provides ability to accommodate the following asset disposal processes, with the ability to customize workflow routines for each process:

14.42 Public Auction 14.43 Sale 14.44 Donate 14.45 Junk Process 14.46 Transfer Process 14.47 Trade-in 14.48 Other, user defined 14.49 Provides ability to automatically assign unique asset numbers for capital assets

14.50 Provides ability to automatically assign unique asset numbers for controlled assets, which would be a different numbering sequence than capital assets

14.51 Provides ability to copy an existing asset record as a starting point for the entry of a new asset 14.52 Provides ability to allow an administrator to configure additional asset types 14.53 Provides ability to maintain the following asset information:14.54 Asset number – unique and system assigned 14.55 Asset tag number 14.56 G/L account number 14.57 Grant number 14.58 Project number 14.59 Multiple funding sources 14.60 Asset ownership 14.61 Asset class (e.g., vehicle, building, equipment, etc.) 14.62 Asset type (e.g., truck, care, etc.) 14.63 Useful life (associated with asset class) 14.64 Fund 14.65 Department 14.66 Division 14.67 Contact information (Name, phone, email) 14.68 Acquisition date 14.69 In-service date 14.70 Condition (user defined)

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14.0 Fixed Assets Item# Item Indicator14.71 Status (e.g., inactive, etc.) 14.72 Initial unit cost/value 14.73 Depreciation Expense Account 14.74 Vendor Name 14.75 Vendor number 14.76 Model year 14.77 Model 14.78 Serial number 14.79 Vehicle identification number (VIN) 14.80 License plate number 14.81 Insurance – LGIT identification 14.82 Original check number 14.83 Original PO number 14.84 Associated invoice numbers 14.85 Location 14.86 Parcel ID 14.87 GIS geocode 14.88 Disposal Information (e.g. disposal date, method of disposal, mileage, cost, reason, etc.) 14.89 Other, user defined

14.90 Provides ability to mass transfer assets from one organization/department code to another with appropriate security permissions

14.91 Provides ability to allow the transfer of an asset from one department or fund to another 14.92 Provides ability to tie G/L account to asset class 14.93 Provides ability to tie G/L account to asset type

Depreciation14.94 Provides ability to capture depreciation balance at the date of transfer 14.95 Provides ability to capture depreciation balance at disposal

14.96 Provides ability to report depreciation, sortable by existing fields such as by asset, type, general ledger account code or any other field in the asset record

14.97 Provides ability to project current year's depreciation by department as well as add multiple years expense, to then project the future years depreciation by department

14.98 Provides ability to project current year's depreciation by asset type as well as add multiple years expense, to then project the future years depreciation by asset type

14.99 Provides ability to project current year’s depreciation by asset class as well as add multiple years expense, to then project future years depreciation by asset class

14.100 Provides ability to default to straight line depreciation

14.101 Provides ability to allow the reversal of changes made based on depreciation, with appropriate security permissions

14.102 Provides ability to allow a user to configure the date of depreciation calculation (i.e., half year in the year of acquisition/disposal, etc.)

14.103 Provides ability to set standard and user-controlled depreciation methods with the ability to change the standard method

14.104 Provides ability to calculate "back" depreciation to original acquisition date

14.105 Provides ability to recalculate depreciation based on changes made to asset criteria (including changes made to original acquisition date)

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14.0 Fixed Assets Item# Item Indicator

14.106 Provides ability to update or change depreciation information for a group of assets with appropriate security permissions

14.107 Provides depreciation calculation results for user defined periods of time 14.108 Provides an automatic calculation of depreciation changes at period end 14.109 Can associated useful life with an asset class 14.110 Automatically flags an asset when it’s time to retire it based on useful life

14.111 Provides ability to automatically purge disposed asset records on a scheduled or user-defined basis

14.112 Provides ability to integrate with the County’s GIS database for the purpose of tracking the geographical location of assets

14.113 Provides ability to scan documents directly into the system and automatically attach them to a fixed asset record

14.114 Provides ability to browse to and attach an unlimited number of electronic documents to a fixed asset record

14.115 Provides ability to automatically attach system generated documents to a fixed asset record. Detail what system generated documents are automatically attached to a fixed asset record

14.116 All fixed asset attachments are automatically stored, via the proposed solution, in Laserfiche Reporting

14.117Provides ability to query information or generate reports on fixed assets by user-defined criteria such as, but not limited to, general ledger account code segment, date range, location, activity, departments, and asset class, etc.

14.118 Provides ability to report fixed asset expenditures against a capital budget. 14.119 Provides ability to report a disposal date and value. 14.120 Provides ability to run reports of asset items by, but not limited to: 14.121 Asset contact 14.122 G/L code 14.123 G/L code segment 14.124 Fund 14.125 Department 14.126 Division 14.127 Subdivision 14.128 Program 14.129 Asset type 14.130 Asset class 14.131 Funding source 14.132 Date range 14.133 o Acquisition date 14.134 o In-service date 14.135 o Disposal date 14.136 Other, user defined

14.137 Provides ability to generate reports on period additions, transfers, disposals, and depreciation by asset, type, and general ledger account code

14.138 Provides ability to create depreciation reports 14.139 Provides GASB compliance reports 14.140 Provides ability to generate valuation report on all of County’s fixed assets by user defined criteria

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14.0 Fixed Assets Item# Item Indicator14.141 Provides ability to report on actions taken on an asset tracking it full location history. 14.142 List and describe all standard Asset reports

Additional Information for Section 14.0 Fixed Assets Requirements


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15. Position Control15.0 Position ControlItem# Item Indicator


15.1 Provides a Position Control module to ensure that employees are linked to approved positions and to ensure that employment does not exceed authorized levels

15.2 Can establish an automated workflow to support County’s personnel actions (e.g., position changes, new hires, terminations, acting appointments, etc.)

15.3 Can establish an automated workflow to initiate and track position change requests by departments (e.g. reclassification, reorganization)

15.4 Position Control interfaces with NEOGOV to ensure that Position Requisitions can only be opened for vacant positions

15.5 Provides ability to maintain an unlimited number of job classifications 15.6 Provides ability to maintain an unlimited number of positions 15.7 Provides position control inquiry & print capabilities for departmental authorized users 15.8 Provides ability to track temporary and seasonal positions (positions without benefits) 15.9 Provides ability to track part time positions

Job Classification15.10 Provides ability to define and track job classification codes and related information

15.11 Job classification file supports field level security (users can only update fields to which they have been granted specific access)

15.12 Job classification file can support the following fields: 15.13 System assigned sequential Job Classification Code 15.14 Title 15.15 Grade 15.16 FLSA Status (Exempt, Non-exempt) 15.17 Salary scale 15.18 Standard hours 15.19 Standard Work Period (Weekly, Daily, Biweekly, etc.) 15.20 Workers’ Compensation Code 15.21 Benefit class 15.22 Pension program 15.23 EEO Function 15.24 EEO Category 15.25 Compensation Frequency (Hourly, Annual, Monthly, etc.) 15.26 Certification, Licensure, Training Requirements 15.27 Bargaining unit 15.28 Subject to shift work 15.29 Status 15.30 Date established 15.31 Date abolished 15.32 Comments 15.33 Other user-configurable fields

15.34 All fields listed above can be established by an effective date (e.g., a title change may not become effective until a user supplied effective date, etc.)

15.35 Provides ability to scan documents directly into the system and automatically attach them to a job classification record

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15.0 Position ControlItem# Item Indicator

15.36 Provides ability to browse to and attach an unlimited number of electronic documents to a job classification record

15.37Provides ability to automatically attach system generated documents to a job classification record. Detail what system generated documents are automatically attached to a job classification record

15.38 Documents attached to job classification records are automatically stored, via the proposed solution, in Laserfiche

15.39 Provides ability to identify background check requirements at the Job Classification level 15.40 Provides ability to identify testing requirements (e.g., drug, etc.) at the Job Classification level

15.41 Modifications made to job classification information will automatically update associated position records

15.42 Provides ability to designate a specific salary structure (based on pay schedule tables) for each job classification including grade, step, and min/max range

15.43 Provides a complete audit trail of all changes made to Job Classification records Positions

15.44 Provides ability to define and track positions and related information

15.45 Position file supports field level security (users can only update fields to which they have been granted specific access)

15.46 Positions are established based upon valid Job Classifications 15.47 Appropriate Position attributes are inherited from the parent Job Classification

15.48 Provides ability for County to control what fields from the parent Job Classification record can be overridden in the child Position record

15.49 Multiple positions can be associated with one Job Classification 15.50 Provides a unique position control number for every available position 15.51 Position file can support the following fields: 15.52 System assigned sequential position control number 15.53 Associated Job Classification code (inherited from Job Classification) 15.54 Position title (inherited from Job Classification) 15.55 Associated multiple G/L account number(s) 15.56 Percentages can be associated with position G/L account numbers 15.57 Fixed dollar amounts can be associated with position G/L account numbers 15.58 Date position established 15.59 Date position abolished 15.60 Position type (contract, full time, appointed, elected, etc.) 15.61 Reason why position established 15.62 Reason why position abolished 15.63 Budgeted Cost, with breakdown of 15.64 o Budgeted salary cost 15.65 o Budgeted benefit cost 15.66 o Budgeted additional pay cost 15.67 Actual Cost, with breakdown of 15.68 o Actual salary cost 15.69 o Actual benefit cost 15.70 o Actual additional pay cost 15.71 Benefit class (inherited from Job Classification)

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15.0 Position ControlItem# Item Indicator15.72 Department(s) 15.73 Division(s) associated with departments 15.74 Actual hours 15.75 FLSA status (inherited from Job Classification) 15.76 Supervisor position control number 15.77 Comments 15.78 Minimum of 50 user-configurable fields 15.79 Provides the ability to indicate a position is one, or more, of the following statuses: 15.80 Funded 15.81 Unfunded 15.82 Dual filled 15.83 Vacant 15.84 Acting 15.85 Reduction in force 15.86 Frozen 15.87 Other, user-defined

15.88 Positions can be established by an effective date (e.g., position will not become available until a user supplied effective date)

15.89 Positions can be abolished by an effective date (e.g., position will be abolished based upon a user supplied effective date)

15.90 Provides ability to maintain a history of all employees who have filled a position to include the following information:

15.91 Employee number 15.92 Employee name 15.93 Employee start date 15.94 Employee end date 15.95 Other, describe what other history information is available 15.96 Maintains a complete audit trail of all changes made to a position 15.97 Maintains a history of Job Classification code changes made to a position 15.98 Maintains a history of amounts budgeted for the position

15.99 Provides ability to scan documents directly into the system and automatically attach them to a position

15.100 Provides ability to browse to and attach an unlimited number of electronic documents to a position

15.101 Provides ability to automatically attach system generated documents to a position. Detail what system generated documents are automatically attached to a position

15.102 Documents attached to position records are automatically stored, via the proposed solution, in Laserfiche

15.103 Provides ability to make mass changes on employee data by changing departments and divisions within the Position record (e.g., reorganizations, etc.)

15.104 Provides ability to define multiple working titles to a position with effective dating

15.105 Provides ability to reclassify positions by changing the Job Classification number associated with a position, with effective dating

15.106 Provides ability to maintain a chronological history of authorized positions 15.107 Can track position history for each employee 15.108 Can track positions as contingent positions based on grant funding

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15.0 Position ControlItem# Item Indicator15.109 Can assign multiple employees to a single position with warning messages

15.110 Can assign an employee to multiple positions including one primary and one or more secondary jobs

15.111 Provides ability to assign and pay employees from multiple positions associated with different G/L accounts

15.112 Can drill-down from a filled position to the employee detail 15.113 Can identify testing requirements (e.g., drug, etc.) at the Position level

15.114 Can automatically provide notification to appropriate individuals that a position won’t be budgeted for as of a specified date

Organization Charts15.115 Provides ability to print an organization chart for a selected portion of the organization 15.116 Organizational chart can display employees 15.117 Organizational chart can display positions

15.118 Provides ability to define reporting relationships for each position control number for the purposes of creating organizational charts and sending e-mail or online notices

15.119 Provides ability to compile and automatically update organization charts 15.120 Provides ability to produce point-in-time organization charts

Position Budgeting15.121 Provides tools to budget for workforce by position such as, but not limited, to the following: 15.122 Budgeted beginning/end dates 15.123 Position status 15.124 Date established 15.125 Date abolished 15.126 G/L accounts 15.127 Job classification code 15.128 Job title 15.129 Number of hours per position 15.130 Pay grade assignment (from Job Classification Code) 15.131 Position review dates (from Employee Masterfile) 15.132 Other user-defined criteria 15.133 Provides ability to project position budgets for up to five years

15.134 Provides ability to forecast payroll costs over various "what if" scenarios by applying individual percentage increases to multiple earnings and benefits categories as defined by the user

15.135 Provides ability to run budget scenarios based on bargaining unit

15.136 Provides ability to show the total number of FTEs approved by the County within user-defined periods across:

15.137 Department 15.138 Division 15.139 Job Classification Code 15.140 Any combination of above 15.141 Other, user-defined

15.142 Provides ability to include future pay and benefit increases/decreases (e.g., position step increases, contract provisions, etc.) in budget projections based on effective dates

15.143 Provides ability to budget premium earnings and other pays (e.g., overtime, shift differential, longevity, hazardous duty, etc.) for each position control number

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15.0 Position ControlItem# Item Indicator

15.144 Provides ability to budget for vacant positions, including premium earnings, benefits, and other pay

15.145 Provides ability to automatically recalculate position budget forecast based on employment actions and salary/benefit changes with appropriate review and approvals

15.146 Provides ability to track actual vs. budget cost differences by position and/or job classification by user defined periods (e.g. fiscal year, calendar year, etc.)

15.147 Provides ability to approve actions related to a position through role-based security and workflow

Reports15.148 Provides list of positions by any combination of the following 15.149 Position Status, with option to select one or multiple statuses 15.150 Position G/L account numbers 15.151 Any segment of a Position G/L account number 15.152 Position Department 15.153 Position Division 15.154 Job Classification Code 15.155 Other user defined parameters 15.156 List and describe all standard Position Control reports

Additional Information for Section 15.0 Position Control Requirements


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16. Human Resources16.0 Human Resources Item# Item Indicator

16.1 Provides an employee central/masterfile that is the single source of employee records with which all other system modules interact

16.2 Integrates with NEOGOV Insights

16.3 Describe how integration with NEOGOV Insights is accomplished and exactly what the integration entails

16.4 Integrates with NEOGOV Onboarding

16.5 Describe how integration with NEOGOV Onboarding is accomplished and exactly what the integration entails

16.6 Integrates with NEOGOV Perform

16.7 Describe how integration with NEOGOV Perform is accomplished and exactly what the integration entails

16.8Provides workflow functionality to support Human Resources management processes, including (but not limited to) personnel actions, new hire on-boarding, employee termination activities, discipline, grievances, and performance management

16.9 New hire-on boarding workflow includes ability to automatically put employee on probation and auto-expire probation based on specific number days

16.10The system has a Contact Log where authorized County staff can enter detailed information regarding conversations and correspondence with employees. The log will maintain, at a minimum, the following information:

16.11 Employee to which the contact refers 16.12 Contact person 16.13 Date and time of contact 16.14 Means of contact (e.g., phone, email, etc.) 16.15 Nature of the contact 16.16 Information collected as a result of contact 16.17 Other, user defined

16.18Authorized departmental users can maintain Contact Log (described above) for their employees. (e.g. a supervisor can update the Contact Log for one of his/her direct reports, a departmental director can update the Contact Log for any employee in his/her department)

16.19 Maintains a complete audit trail of all personnel changes

16.20 Provides ability to process personnel transactions for multiple organizational units (mass changes).

16.21 Provides ability to make mass changes on employee data based on reorganizations (reassign departments or divisions.)

16.22 Provides ability to accept retroactive changes to any element of a personnel record, with appropriate security permissions, ensuring all forward-calculations are made appropriately.

16.23 Provides a date-based personnel system that allows "personnel/employee actions" to be automatically triggered based upon effective dates

16.24 Provides notifications to manager(s) based on effective date for step increase 16.25 Provides notifications to manager(s) in advance of the step increase

16.26 Provides ability to record personnel related transactions and activity, and provides an ability to view and/or print any electronic approval or action that has been taken

16.27 Provides ability to establish workflow for the leave request and approval process 16.28 Provide dependencies so minimum staffing is guaranteed 16.29 Provides ability for employee to indicate requested leave type

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16.0 Human Resources Item# Item Indicator16.30 Leave requests are routed to appropriate supervisor for approval 16.31 Employee can see current leave balances when requesting leave

16.32 If requesting leave in the future, employee can see a future, system calculated leave balance

16.33 Provides ability to establish workflows for the following Personnel Actions: 16.34 New Hire 16.35 Transfer 16.36 Promotion 16.37 Rehire 16.38 Retirement 16.39 Separation 16.40 Dismissal 16.41 Multiple Probationary Periods (Introductory Period and others) 16.42 Demotion 16.43 Discipline 16.44 Multiple Longevity Types (i.e. duration of time in current position) 16.45 Upgrade Pay 16.46 Inactivation 16.47 Reactivation 16.48 Multiple Types of Service Years 16.49 Pay increase or decrease 16.50 One-time award 16.51 Other, user defined 16.52 Provides ability to establish personnel action workflow rules by personnel action reason. 16.53 Provides ability to transfer employees across departments 16.54 Provides ability to have an employee be in multiple positions 16.55 Provides a date history of changes for the following Personnel Actions: 16.56 New Hire 16.57 Transfer 16.58 Promotion 16.59 Rehire 16.60 Retirement 16.61 Separation 16.62 Dismissal 16.63 Multiple Probationary Periods (Introductory Period and others) 16.64 Demotion 16.65 Discipline 16.66 Multiple Longevity Types (i.e. duration of time in current position) 16.67 Upgrade Pay 16.68 Inactivation 16.69 Reactivation 16.70 Multiple Types of Service Years 16.71 Pay increase or decrease 16.72 One-time award 16.73 Other for user defined dates

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16.0 Human Resources Item# Item Indicator

16.74 Provides ability to request and accept electronic credit and background checks from outside agencies

16.75 Provides ability to initiate an automated notification to all necessary parties when an employee is terminated

16.76 Provides ability to assign a funding source and/or project number and/or grant number to each employee

16.77 Provides ability to assign multiple funding sources to each employee 16.78 Provides ability to establish an alias or alternate name for an employee 16.79 Provides ability to search on alias/alternate names 16.80 Provides ability to automatically generate an employee number

16.81 Authorized County employees can inquire on the personnel master file by employee number, by employee name, and other user defined criteria

16.82Provides ability to produce online, customized forms for submitting various automated requests (i.e., employee requisitions, personnel actions, tuition reimbursements, worker's compensation claims, accident/injury reports, leave of absence, etc.) with appropriate security restrictions

16.83 Provides ability to scan and store employee images (photos) 16.84 Provides mass pay increase functionality by percentage amount and by dollar amount

16.85 Provides ability to update salary grade ranges and steps amounts by percentage or flat dollar amounts

16.86Provides ability to archive and easily retrieve on-line employee records for up to 30 years after retirement/termination, with various time periods based upon the records (e.g. audit records, asset records, etc.)

16.87 Provides ability to specifically mark records to prevent deletion based on standard record retention policies

16.88Provides ability to flag certain employees personnel files as confidential based upon unit/division/department (e.g. undercover employees in law enforcement, relatives of law enforcement officers, etc.)

16.89 Provides ability to flag certain sections of employee personnel files as confidential based on user-defined criteria

16.90Provides ability to approve temporary access to an employee file or other records by department (e.g. if a department needs to hire from another department and needs access to performance reviews, etc.)

16.91Provides ability to define workload restrictions for each employee (e.g., number of hours between shifts, maximum hours worked per regular shift, maximum overtime hours per time period, etc.)

16.92 Provides ability to track EEO data for use in statistical analysis and reporting, including but not limited to:

16.93 Requisition Number 16.94 Interviewed Flag 16.95 Applicant name 16.96 Applicant ID 16.97 Applicant address 16.98 Home phone 16.99 Application received date 16.100 Email address 16.101 Race

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16.0 Human Resources Item# Item Indicator16.102 Ethnicity 16.103 Sex 16.104 Gender (configurable) 16.105 Date of Birth 16.106 Department 16.107 Other user-defined fields 16.108 Provides ability to store EEO data separate from the applicant record 16.109 Provides ability to establish security permissions to access EEO data

16.110 Provides ability to restrict access to EEO data to authorized users as determined by County user profiles

16.111 Provides ability to populate EEO data by electronic submissions from applicant record and requisition data

16.112 Provides ability to support EEO and ADA analysis New Hire Processing

16.113 Provides ability to establish and track multiple methods of hiring, including:16.114 Selection from a certified list 16.115 Reinstatement 16.116 Rehire 16.117 Transfer to a different department 16.118 Promotion 16.119 Demotion 16.120 Grant related 16.121 Acting appointments 16.122 Direct appointments 16.123 Special appointments 16.124 Other, user-defined

16.125 Provides ability to send a workflow notification and information to required departments for data transfer once hired (e.g., IT for computer account setup, etc.)

16.126 Provides ability to require finger prints for certain employees, prior to starting their first day as a pre-employment requirement

16.127 Provides ability to produce a user-defined pre-employment checklist of forms that must be completed electronically, etc.

16.128 Provides ability to identify training requirements based on the multiple factors including: 16.129 Position ID 16.130 Job classification code 16.131 Department 16.132 Division 16.133 Other, user defined 16.134 List all factors which can be used to establish training requirements

16.135 Provides ability to assign and track equipment provided to new employees, employee changes or other criteria such as telecommuters (e.g. cell phone, laptop, tablet, other equipment, etc.)

16.136 Provides ability to flag return of equipment from employee changes (e.g. employee change requires cell phone return from previous position, etc.)

16.137 Provides ability to define a checklist for benefit eligible and non-benefit eligible new employees, including:

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16.0 Human Resources Item# Item Indicator16.138 Employee Handbook and Policy Manuals 16.139 Required Forms 16.140 Optional Forms 16.141 Signed required Forms 16.142 Other, user-defined 16.143 Provides ability to define a checklist for employees new to a position based upon:16.144 Job class (i.e. FLSA status, part-time, full-time, volunteer, etc.) 16.145 Role (i.e. administrative, analyst, field operations, etc.) 16.146 Position level 16.147 Department 16.148 Division 16.149 Other, user-defined

16.150 Provides ability to define the frequency of items within a checklist (e.g. annual, and other frequencies)

16.151 Provides ability to define orientation requirements for new hires based upon department, job class, and/or other factors

16.152 Provides ability to route completed new employee forms to appropriate departments, based upon multiple workflows

16.153 Provides ability to list missing documents by each new hire and/or dates

16.154 Provides ability to define different escalation factors based upon checklist item (e.g. a required item has a certain time frame vs. an optional item)

16.155 Provides ability to override missing required checklist items with security permissions 16.156 Provides ability to correct and adjust forms based upon effective date and/or retroactively

Employee Central/Master File Data16.157 Provides ability to set up an employee master file for each employee.

16.158 Provides ability to maintain a unique employee number for each person regardless of their employment status within the system (i.e., termination, reinstatement, retirement)

16.159 Employee Central/Master File supports County defined field level security (County staff can establish specific fields to which authorized users have access, such as inquiry, update, etc.)

16.160 Provides ability to maintain and track at a minimum the following employee data for each employee:

16.161 Employee Number 16.162 Last Name 16.163 First Name 16.164 Middle Name 16.165 Name Suffix 16.166 Preferred Name 16.167 Maiden/Former Name/Aliases/Nicknames 16.168 Sex 16.169 Gender 16.170 Race/Ethnicity 16.171 Social Security number 16.172 Date of Birth 16.173 Marital Status 16.174 If married, identify if spouse works for County

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16.0 Human Resources Item# Item Indicator16.175 If married, marriage date 16.176 Relationship with other County employees 16.177 Department 16.178 Division 16.179 Supervisor 16.180 Main Location (user defined list of values) 16.181 If relationship, employee name and position 16.182 Background check (state, federal) 16.183 Badge Number (i.e.: officer badge) 16.184 Multiple Telephone Numbers 16.185 Work Phone 16.186 Multiple Addresses (including mailing address) 16.187 Multiple E-Mail Addresses 16.188 Multiple Seniority Dates 16.189 Nationality 16.190 Probation status 16.191 Probation start date 16.192 Probation end date 16.193 Pension program (inherited from Job Classification code but can be overridden) 16.194 Veteran Status (user defined list of values) 16.195 Retired (Y/N) 16.196 Worker's Compensation SIC code 16.197 W-4 and Indicators 16.198 Driver’s License Class (multiple user defined) 16.199 Driver’s License Expiration Date 16.200 Driver’s License Issue Date 16.201 Driver’s License Number 16.202 Driver’s License Restrictions 16.203 Driver’s License State 16.204 Driver’s License Type (Class A, B, C, Chauffeur, etc.) 16.205 Driving Restrictions (glasses, night driving, etc.) 16.206 Vehicle Insurance Information 16.207 Personal insurance information 16.208 Multiple Emergency Contacts (minimum of 5)

16.209 Equipment issued to employees (phone, laptop, keys etc.) and track asset tag number where applicable

16.210 Certifications and Licenses 16.211 Credential Information 16.212 Educational Degrees 16.213 College(s) attended 16.214 High school diploma 16.215 Highest level of education completed 16.216 Immigration Status (I9)

16.217 Spouse and Dependent Information - with the ability for contact information to be different for each party (unlimited number of dependents)

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16.218 Spouse and Dependent Information includes a dependent/beneficiary Indicator (Dependent, Beneficiary, Both, etc.)

16.219 Unlimited number of user defined fields

16.220 The system provides the ability to see the unique last change date on each and every field in the Employee Masterfile

16.221 Provides ability to scan documents directly into the system and automatically attach them to an employee’s file

16.222 Provides ability to browse to and attach an unlimited number of electronic documents to an employee’s file

16.223 Provides ability to automatically attach system generated documents to an employee’s file. Detail what system generated documents are automatically attached to an employee’s file

16.224 Documents attached to employee’s records are automatically stored, via the proposed solution, in Laserfiche

16.225 Provides ability to allow multiple departments to assign assets to an employee

16.226 The system provides the ability to view an employee’s record as of any point in time (historical). Describe how authorized County users can view an employee’s record as of any point in time

16.227 Provides checklists for employee hire and termination process to ensure all steps are completed (checklist should include policy and agreement documents)

16.228Provides ability to search by credentials, such as license or self-reported skills/abilities for employees (i.e. in the case of a pandemic outbreak a department may need to search for employees with specific credentials such as license to fill a position)

16.229 Provides ability to produce a termination process checklist

16.230 Provides all personnel transaction processing (e.g., new hire, term, etc.) across multiple functional areas so that a single process includes employment, payroll, benefits, etc.

16.231 Provides ability to default specified Job Code data (e.g., pay grade & schedule, probation length) to new position and employee record, with ability for default values to be overridden by the user

16.232 Provides ability to transfer an employee to a different department/division or payroll group without re-entering the entire employee file

16.233 Provides ability to track multiple probationary periods and performance review schedule separately by position

16.234 Provides ability to prevent a performance/step increase due to disciplinary action

16.235Provides ability to produce a Benefits-specific new employee orientation checklist, that can be customized by and for each department, job class, and status (temporary or permanent) and includes all items assigned to employee

16.236 Provides ability to track all HIPAA related/covered activity

16.237 Provides ability to capture and track information regarding HIPAA notices and certificates of credible coverage of Medicare Part D

16.238 Provides ability to administer rollover benefit options with the option to allow the user to determine whether or not to rollover benefits

16.239 Provides ability to establish multiple eligibility rules 16.240 Provides ability to restrict enrollment in a specific plan 16.241 Provides ability to establish benefit eligibility based on position 16.242 Provides ability to calculate imputed income 16.243 Provides ability to calculate premium amounts based on user-defined tables 16.244 Provides ability to start and stop any deductions at any given time 16.245 Provides ability to suspend benefits and reinstate based upon user-defined criteria (e.g.,

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extended military leave, etc.)

16.246 Provides ability to restrict certain benefits-related entry based on user-defined characteristics (e.g., deductions of part-time employees, etc.)

16.247 Provides ability to capture and maintain Health, Dental, and other insurance ID numbers. (minimum of 12)

16.248 Provides ability to identify type of coverage (e.g., single, 2-person, family, etc.) 16.249 Provides ability to track benefits eligibility 16.250 Provides ability to track benefits for non-employees (e.g., library employees) 16.251 Provides ability to track benefits for retirees 16.252 Provides ability to notify employees of benefit eligibility dates 16.253 Provides ability to maintain coverage and deduction detail by date 16.254 Provides ability to track the following, specifically for benefits:16.255 Coverage effective dates 16.256 Coverage history 16.257 Coverage at a point in time (i.e. three months for a specific year) 16.258 Name change history 16.259 Dependent information 16.260 Beneficiary information 16.261 Other, user defined

16.262 Provides ability to maintain premium and deduction amounts for multiple benefit plans including but not limited to:

16.263 Health Insurance 16.264 Dental Insurance 16.265 Vision Insurance 16.266 Life Insurance 16.267 Deferred compensation plans, including retirement plans 16.268 Flexible spending accounts for medical and child care reimbursement accounts 16.269 Long term disability 16.270 Short term disability 16.271 Other supplemental benefits (i.e. AFLAC, Pre-Paid Legal) 16.272 529/Education Savings Plans 16.273 457 Plans 16.274 Other, user defined

16.275 Provides ability to produce benefits confirmation including plan, coverage, dependent coverage, employee ID number, and SSN

16.276 The system provides the ability to view an employee’s effective benefits at any point in time (historical)

16.277 Provides ability to indicate a date stamp via workflow to HR for final approval on requested changes

16.278 Provides ability to have two years open for benefits enrollments and closeouts

16.279 Provides ability to support benefit and deduction programs for separate Divisions within the County

16.280 Provides ability to track benefit allowance contributions to insurance and other than health insurance (e.g., supplemental insurance)

16.281 Provides ability to differentiate, for deferred compensation purposes, any employer match 16.282 Provides ability to establish the appropriate tax ramifications for the deferred compensation

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amounts16.283 Provides ability to manually adjust benefit withholdings 16.284 Provides ability to support pre and post-tax payroll deductions and benefits 16.285 Provides ability to automatically produce payroll deductions based on benefit plan enrollments

16.286Provides ability to recalculate life insurance amounts and costs to be recalculated for all employees at any time during the year based on changed age, salary, coverage, and/or plan cost parameters

16.287 Provides ability to automatically calculate long/short term disability premiums and deductions based on salary amounts

16.288 Provides ability to maintain benefit coverage for employees on leave who elect to pay for his or her own coverage

16.289 Provides ability to accumulate benefits for part-time employees by pro-rating hours worked and/or passage of time

16.290 Provides ability to maintain the benefit pool even in certain user-defined non-paid statuses

16.291 Provides ability to support multiple types of donated leave banks (e.g., sick leave, holiday bank, etc.)

Eligibility and Enrollment16.292 Provides ability to maintain benefit eligibility data including:16.293 Length of service 16.294 Age 16.295 Marital status

16.296 Dependent information for multiple dependents (including name, SSN, address, other contact information)

16.297 Employee status (e.g., active, retired, leave of absence, suspension, termination, FMLA, military leave, etc.)

16.298 Terminate benefits and associated deductions and reinstate upon return

16.299 Hours worked by various search criteria (e.g., weekly, bi-weekly, pay period, annually); and

16.300 Other user-defined 16.301 Provides ability to track multiple types of user-defined leave 16.302 Provides ability to require a SSN when adding benefit(s) for dependent(s) 16.303 Provides for tracking for death of employees 16.304 Provides for tracking for death of retirees 16.305 Provides for tracking for death of dependents 16.306 Provides ability to allow mass updates of employee plan designation 16.307 Provides ability to allow online update of benefits individually and as a group 16.308 Provides ability to generate summary statements by employer contributions 16.309 Provides ability to generate summary statements by employee contributions 16.310 Provides ability to validate that the employee is eligible for the plan selected

16.311 Provides ability to determine coverage and deduction amounts for the employee using parameters stored in the benefit plan structure tables

16.312 Provides ability to create a computer-generated application packet for distribution (e.g., PDF)

16.313 Provides ability to produce letters, emails, and other notifications to employees announcing open enrollment

16.314 Provides ability to produce confirmation letters indicating the employee's current participation levels in all benefit plans

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16.315 Provides an employee self-service portal for benefit plan open enrollment, and other benefits changes

16.316 Provides ability to interface with the employee self-service module for benefit plan open enrollment, benefits and other changes, etc., (with verification process)

16.317 System supports a passive open enrollment for benefits – automatic re-enrollment with previous years selections unless employee makes changes

16.318 Provides ability to retroactively enroll employees in plans, and automatically impact payroll to compute the proper pay adjustments and deductions

16.319 Open Enrollment provides tools so that back office staff can see the enrollment view from the employee’s perspective in order to assist with any questions or problems

16.320 Provides ability to retroactively enroll dependents in plans, and automatically impact payroll to compute the proper pay adjustments and deductions

16.321 Provides ability to accommodate participant and dependent benefit enrollment processing for benefit options

16.322 Provides ability to enter new enrollment data for a future date without changing the current elections until the date of the new enrollment period begins

16.323 Provides ability to compile, process, and electronically transfer enrollment information to vendors according to 834 Carrier Guidelines HIPPA Compliance

16.324 Provides ability to produce a specific, unique 834 form for each vendor, detailing only the information applicable to the specific vendor

16.325 Provides ability to produce ACA 1095 annual reports Training and Certifications

16.326 The system provides the ability for authorized users to establish a training course catalog. 16.327 Provides ability to establish the following information in the training course catalog. 16.328 Course name 16.329 Course date 16.330 Course time 16.331 Course location 16.332 Instructor 16.333 Prerequisites 16.334 Administered by (e.g., department, vendor, HR, etc.; user defined values) 16.335 Other user defined values

16.336 Provides ability to link courses together to form a program (e.g., 7 courses together form the Leadership Program)

16.337 Provides ability to track all training provided to employees

16.338 The training course catalog can be secured by department so that authorized departmental representatives can maintain their portion of the catalog

16.339 Supervisors can maintain their employees training history, as long as appropriate security has been established

16.340 Provides ability to send a confirmation of registration email with calendar invite

16.341Provides ability to initiate notifications when employees have successfully completed County defined criteria for training, education, and learning initiatives (e.g., safety, wellness, supervisor training)

16.342 Provides ability to initiate notifications when employees have successfully completed training/certification linked to employee pay (e.g., incentive certifications, EMS certifications)

16.343 Provides ability to review current training and certifications of employees and recommend

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employee training plans that relate to their specific position or job function16.344 Provides ability to assign and track mandatory training by Job Classification Code 16.345 Provides ability to assign and track mandatory training by position 16.346 Provides ability to track training hours

16.347 Provides ability to support tuition reimbursement with workflow approval, including a running total of credit hours and cost per year

16.348 Provides ability to establish a workflow that will allow employees to register for and request approval for training which is external to the County (e.g., vendor-lead training)

16.349 Provides ability to track individual training history by the following: 16.350 Division 16.351 department 16.352 supervisor 16.353 program (i.e., several courses linked together form a “program”) 16.354 Other user defined fields

16.355 Provides ability to track training by CEUs (continuing education units), CPE (continuing professional education), CLE (continuing legal education), etc.

16.356 Detail by what measures training can be tracked

16.357Provides 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 expiration 3 months in advance so time is available for re-certification, etc.)

16.358 Provides ability to track employees' annual acknowledgement of receipt/awareness of employee policy handbook

16.359 Provides ability to track classes and courses needed for career / job progression planning 16.360 Provides ability to track career paths and track achievement of licenses and certifications 16.361 Provides ability to produce career development curriculum

Employee Grievances

16.362 Provides ability to record and track a multi-step grievance process, including the following information through multiple iterations:

16.363 Grievance number 16.364 Grievance filed date 16.365 Step 1 (2, 3, etc.) Scheduled Date 16.366 Step 1 (2, 3, etc.) Decision Issued (e.g., denied, upheld, reduced, settled, reversed) 16.367 Date grievance closed 16.368 Date declared inactive 16.369 Hearing officer/Department Head 16.370 Remedy 16.371 Cost of grievance 16.372 Date and time stamp 16.373 Unlimited notes 16.374 Unlimited other user defined fields 16.375 Provides ability to track all activities associated with the management of the grievance 16.376 Provides ability to purge files of grievances after a user-defined period based on system security 16.377 Provides ability to archive files of grievances after a user-defined period

OSHA/Risk Management16.378 Provides ability to provide medical procedure scheduling and reminders for procedures like

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annual physicals, Hepatitis-B shots, PPD, MMR, tetanus shots, hearing tests

16.379 Provides ability to accommodate all HIPAA compliance rules and regulations for maintaining health-related information

16.380 Provides ability to track accidents and injuries by the following:16.381 Type 16.382 Individual / Employee 16.383 Date of incident 16.384 Provides ability to allow unlimited text descriptions for accident and injury reporting

16.385 Provides ability to scan documents directly into the system and automatically attach them to accident/injury records

16.386 Provides ability to browse to and attach an unlimited number of electronic documents to accident/injury records

16.387 Provides ability to automatically attach system generated documents to accident/injury records. Detail what system generated documents are automatically attached to accident/injury records

16.388 Documents attached to accident/injury records are automatically stored, via the proposed solution, in Laserfiche

16.389 Provides ability to record physical restrictions 16.390 Provides ability to track timelines and conditions related to incidents and injuries

16.391 Provides ability to receive/suspend reminders for required timelines regarding follow-ups; return to work; light duty; lost time; and other user-defined criteria

16.392 Provides ability to track history of claims, lost time, medical only, totals, paid and incurred claims

16.393 Provides ability to estimate payroll liability for workers' compensation for each job classification code

16.394 Provides ability to access and import data related to motor vehicle driving history from a third-party and update the employee record with a driving eligibility status

Unemployment Claims Management16.395 Provides ability to track the following Unemployment Compensation information:16.396 Date claimed filed 16.397 Date and response to commission 16.398 Hearing date(s) 16.399 Employee Name, employee number, employment status, classification 16.400 Fund, department, organization code 16.401 Maximum liability amount 16.402 Reason for separation 16.403 SSN 16.404 Year-to-date amount paid 16.405 Percentage County liability 16.406 Other user defined fields

16.407 Provides ability to scan documents directly into the system and automatically attach them to the Unemployment Compensation record

16.408 Provides ability to browse to and attach an unlimited number of electronic documents to the Unemployment Compensation record

16.409Provides ability to automatically attach system generated documents to the Unemployment Compensation record. Detail what system generated documents are automatically attached to the Unemployment Compensation record

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16.410 Documents attached to the Unemployment Compensation record are automatically stored, via the proposed solution, in Laserfiche

16.411 The system includes the ability to automate the claims process including the ability to route claims to the appropriate staff for review

Employee Self-Service

16.412 Provides an online, web-based interface for employee self-service that offers the following functionality:

16.413 Time Reporting 16.414 Leave Requests (e.g., Annual, Sick, Floating Holiday, FMLA, Military, etc.) 16.415 Payroll Reporting (including W-2s, pay stubs, and pay history) 16.416 1095C forms that have been generated for the employee 16.417 Demographic Information Changes 16.418 Direct Deposit (set up and changes) 16.419 Travel/Employee Expense Reimbursement 16.420 W-4 Tax withholdings 16.421 Benefits Management 16.422 Deductions Management

16.423 Employee self-service portal that does not require a full user license, or require that an instance of the software be running

16.424 Employees can view all of their current leave via the employee self-service portal 16.425 Employees can view their FMLA balance via the employee self-service portal 16.426 Employee self-service portal that can be customized 16.427 Employee self-service portal that is operational on a 24x7 basis 16.428 System records the date and time an employee accesses a self-service portal 16.429 System displays notice of successful submission to a user

16.430 Allows "online form submission" whereby users can complete fillable forms for electronic submission

16.431 Provides ability to allow HIPAA Authorization form for release of information whereby users can complete fillable forms for electronic submission

16.432 Provides ability to allow employee recognition in order to gross up employee awards and recognition so as not to penalize the employee

16.433 Provides ability to configure certain fields as required fields within the online form submission functionality

16.434 Provides ability to enforce requiring a valid email address via a link to Active Directory 16.435 Provides ability to notify designated users if employee supplied email address is invalid

16.436 Provides ability to require letters, numbers, and special characters in passwords for employee self-service portals

16.437 Provides ability to require that password for employee self-service portals be changed based on a County-defined schedule (e.g., 60 days, etc.)

16.438Provides ability to lock an employee self-service account if the password has been entered incorrectly a County-defined number of times (e.g., lock account after 5 unsuccessful attempts, etc.)

16.439 Provides ability to email a user when a change has been made to information on their employee self-service account

16.440 Provides ability for user-defined routing whenever a change is made to an employee record, via employee self-service, to the following:

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16.0 Human Resources Item# Item Indicator16.441 Individual County employee/user 16.442 Group of at least 2 County employees/users 16.443 Individual County user group 16.444 Group of at least 2 County user groups 16.445 System administrator 16.446 Other, user-defined

16.447 Provides ability to define work flow processes based on the change or update made on the employee self-service portal

16.448 Employee self-service screens display responsively on mobile devices

16.449 Provides ability to support links to service providers and third party administrators through self service

16.450 Provides ability to capture record updates made by employees to their central/master file for review and approval by designated approver

16.451 Provides employees with the ability to review their central/masterfile, with appropriate security permissions

16.452 Provides employees with the ability to review their pay history, with appropriate security permissions

16.453 Provides ability to send an email notification of current pay stub availability to employees

16.454 Provides ability to send an email notification to an employee whenever his/her personnel information has been changed in the system

16.455 Provides ability for employees to attach required documentation to self-service transactions

16.456Provides "what-if" capability (modeling) for determining effect on paycheck of changes to deduction, exemptions, and other changes. Describe the “what-if” capabilities that are included in the Employee Self-Service portion of your solution

16.457 Provides ability to perform W-4 “what-if” calculations 16.458 Provides ability for employees to access information about active and historical deductions 16.459 Provides ability to view available leave by multiple leave types at a point in time 16.460 Provides ability to allow employees to complete an on-line exit questionnaire at separation

16.461 Provides employee self service capabilities related to benefits management including but not limited to:

16.462 Current benefits elections (with cost and effective dates) 16.463 Explanation of benefit options

16.464 Enrollment for all benefits (including insurance, retirement (multiple plans), and other

benefits) for both employees and dependents consistent with eligibility rules defined by the County

16.465 Maintenance of dependent information including spouse and children 16.466 Review benefits plan descriptions 16.467 Benefit package pricing worksheet for employee costs 16.468 Benefit eligibility checking at time of enrollment 16.469 Enrollment options (e.g., single vs. family coverage) 16.470 Review of premiums paid and current premiums due 16.471 Track current and historical beneficiary information 16.472 Review of benefits and their costs associated to the employer paid and employee paid 16.473 Review of benefits for employees and dependents 16.474 Review or enroll in benefits for open enrollment period 16.475 Initiate a life event

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16.0 Human Resources Item# Item Indicator16.476 Review HR Policy Manual and Employee Handbook

16.477 The system should provide employees the ability to initiate requests and view the status of these requests (e.g., leave requests, etc.)

16.478 The system provides the ability for authorized back office staff to log into the Employee Portal to see exact info employee is seeing in order to assist employee if needed

16.479 Provides ability to enter and view time via a Mobile App 16.480 Provides ability to date and time stamp all requests for changes in schedules 16.481 Provides a web-based portal for access by separated and retired employees

Manager Self-Service

16.482 Provides an online, web-based interface for manager self-service that includes functionality consistent with the employee self-service interface

16.483 Provides ability to allow managers to search for employees by name or employee number using a web browser

16.484 Provides ability to allow managers to view and/or modify the following information using a web browser:

16.485 Employee personal information (view only) 16.486 Employee job information (view only) 16.487 Employee job history (view only) 16.488 Employee compensation history (view only) 16.489 Educational background (view only) 16.490 Licenses and certifications (view only) 16.491 Salary reviews (view only) 16.492 Performance reviews (view only) 16.493 Review and approve leave requests with appropriate security

16.494 Update organizational information with appropriate security (e.g. department, division, supervisor)

16.495 Attach documents to an employee record with appropriate security 16.496 Establish whether attached documents are viewable by the employee 16.497 Begin termination workflow process 16.498 Assign online forms/checklists, etc. 16.499 Other user-defined

Affordable Care Act Tracking16.500 Only authorized County staff can access Affordable Care Act information

16.501Provides ability to utilize active employee counts during the previous calendar year to determine Applicable Larger Employer (ALE) status for ACA requirements (i.e., currently at least 50 employees on average for a 12-month period)

16.502 Provides ability to include both full-time and full-time-equivalent in determining ALE status

16.503 Provides ability to round down to the nearest whole number if average number of employee counts is not a whole number

16.504 Provides ability to record a ACA status at date of hire including: 16.505 Full-time 16.506 Seasonal 16.507 Variable 16.508 Part-time 16.509 Provides ability to determine full-time employee population subject to ACA requirements by the

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following determinations:16.510 Average of 30 hours per week worked in a 12 month time period 16.511 Average of 130 hours per month worked in a 12 month time period

16.512 Provides calculation tools to classify employees as seasonal based upon a pattern of work and less than six months of work at a full-time level, for the purposes of eligibility determinations

16.513 Provides ability to support the "monthly measurement" method of determining ACA requirements

16.514 Provides ability to support the "look back measurement" method of determining ACA requirements

16.515 Provides ability to track breaks in service for employees subject to ACA for the purposes of eligibility determinations

16.516 Provides ability to support the following periods for ACA eligibility determination: 16.517 Measurement (initial and standard) 16.518 Administrative (initial and standard) 16.519 Stability (initial and standard)

16.520 Provides ability to support a limit for the amount of time of each period (i.e., an eligibility measurement period of up to 12 months)

16.521 Provides ability to limit the amount of time of each period based upon a previous period (i.e., stability cannot exceed measurement)

16.522 Provides ability to exclude employees in certain periods from ACA requirements and reporting 16.523 Provides automated notification of expiring periods at user-defined intervals 16.524 Provides ability to track whether employees have been offered qualifying coverage 16.525 Provides ability to track employee election or decline of qualifying coverage

16.526 Provides ability to link supporting documentation to track employee election or decline of qualifying coverage

16.527 Provides ability to calculate the percentage of eligible employees that were offered qualifying coverage

16.528 Provides ability to track by month during the year if employee was offered coverage and if employee elected coverage

16.529 Provides tools to determine qualifying coverage based on the prescribed affordability "safe harbors" including:

16.530 Cost of single employee coverage as compared to federal poverty line at current calculation (i.e., currently $94/month)

16.531 W-2 wages (box 1) multiplied by current calculation (i.e. currently 9.66%) 16.532 Rate of pay multiplied by current calculation (i.e., currently 9.66%)

16.533 Provides ability to determine and track any employee and dependents covered under self-insurance from the employer

16.534 Provides ability to determine the months any employee and dependents were covered under self-insurance from the employer

16.535 Provides ability to create Form 1094 for transmittal to IRS 16.536 Provides ability to electronically transmit Form 1094 16.537 Provides ability to create Form 1095-C for distribution to employees 16.538 Provides ability to automatically fill Form 1095-C accurately 16.539 Provides ability to create Form 1095-C for transmittal to IRS 16.540 Provides a variety of ad hoc query and reporting capabilities when determining eligibility status 16.541 Provides a variety of ad hoc query and reporting capabilities when determining individuals with

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qualifying coverage16.542 Provides a variety of ad hoc query and reporting capabilities when researching disputes

Query and Reporting

16.543Provides an online view and reporting of employee's total compensation package including but not limited to benefits, employee and employer contributions, base pay, add pay, accruals, FLSA status, and overtime

16.544 Provides ability to alert when the funding of a grant will end that is currently funding a position.

16.545Provides ability to perform ad hoc reporting on any field or feature for a user defined point in time or date range (i.e. salary as of a user defined date, health election as of a user defined prior date or year)

16.546 Provides ability to report on and project training costs 16.547 Provides ability to report total hours and cost of training by: 16.548 Employee 16.549 Year 16.550 Department 16.551 Overtime 16.552 Differentials 16.553 Training Sessions 16.554 Cost to receive certification/license 16.555 Other, user-defined 16.556 Provides ability to record and report on employee skills and competencies, including history

16.557 Provides ability to report all required and optional training, licenses, certifications, and other related reports by

16.558 Employee 16.559 Year 16.560 Department 16.561 Training Sessions 16.562 Training source (i.e. web-based external training) 16.563 Other, user-defined

16.564 Provides dashboard displays for certain data to report such things as number of accidents, employees on leave, or other information that user departments may want to regularly view

16.565 Provides incident reporting capabilities 16.566 Provides FMLA reporting capabilities 16.567 List and describe all standard HR reports

Additional Information for Section 16.0 Human Resources Requirements


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17. Payroll17.0 Payroll Item# Item Indicator


17.1 Provides a Payroll module that is integrated with all other system modules such as the General Ledger, Budget, Grant Management, Position Control, Human Resources, etc.

17.2 Provides ability to integrate the payroll application with the General Ledger to make payroll journal entries

17.3 Provides ability to maintain an unlimited amount of prior years’ payment related details and totals

17.4 The system has ability to track and report employees on “light duty” 17.5 Provides ability to track and monitor part-time employees

17.6 Provides ability to allow continuous updating of employee personnel and job records in such a manner as not to interfere with payroll processing

17.7Provides ability to maintain payroll history, including earnings, deductions, taxes and other related supporting information for a minimum of thirty (30) years after an employee is terminated

17.8 Provides for complete security and restrictions to access all payroll related data 17.9 Provides ability for authorized users to create ACH wire requests

17.10 Provides ability to track leave donations; employees can donate leave to other employees based upon County establish guidelines

17.11 Provides ability to process other agencies’ payroll (e.g., Sheriff Dept, State’s Attorney’s Office, etc.)

17.12 System keeps a complete audit trail of all changes to employee’s records. Describe in detail when information is audited and exactly what information is saved in the audit trail

17.13 Provides ability to run multiple pay cycles concurrently

17.14 Provides an automated process to calculate and update each employee’s pension deduction based upon July 1 salary

17.15 Provides an automated process to determine appropriate distribution of County’s pension contribution to various pension programs

17.16 Provides ability to accumulate, store, and maintain creditable service by employee

17.17 System provides an interface to Timekeeping software. List all Timekeeping software packages with which the proposed solution integrates

17.18 Detail Time Clock software packages with which system interfacesPay Calendars and Groups

17.19 Provides ability to maintain a payroll calendar

17.20 Provides ability to accommodate pay period end date in one calendar year and pay check date in another calendar year

17.21 Provides ability to process payroll on optional user-selected frequencies, for example: 17.22 Weekly 17.23 Bi-weekly 17.24 Semi-monthly 17.25 Monthly 17.26 On-demand (i.e., terminations, vacation advance, court order) 17.27 Other, user-defined 17.28 Provides ability to produce a salaried payroll 17.29 Provides ability to produce a supplemental payroll

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17.0 Payroll Item# Item Indicator17.30 Provides ability to produce an hourly payroll

17.31 Provides ability to accommodate multiple pay scales (e.g., County full time, County part time, Sheriff’s Office, EMS, etc.)

17.32 Provides the ability to accommodate multiple grades within a pay scale 17.33 Provides the ability to accommodate multiple steps within a grade 17.34 Provides the ability to accommodate a minimum and maximum for a grade 17.35 Provides the ability to apply a merit increase (i.e., floating increase) not associated with a step 17.36 Calculated merit increases cannot exceed the maximum for a grade 17.37 Provides ability to split the allocation of pay by GL account

17.38 Provides ability to attach different positions with differing wages to the same employee (i.e., 1 employee holds multiple positions with different titles & pay rates)

17.39 Provides ability to accommodate user-defined (various) pay statuses (e.g., biweekly, hourly, fee, salaried, uncompensated, etc.)

Salary and Compensation

17.40 Provides ability to automate compensation and benefits information updates with electronic workflow approvals

17.41 Provides a mass pay increase function based on user defined criteria (e.g., by department, by part time, by full time, etc.)

17.42 Provides a mass pay increase function by percentage amount or dollars

17.43 Provides ability to establish and process multiple overtime payments based on FLSA. Describe functionality provided

17.44 Provides ability to input and track all additional payments (e.g., fringe benefits)

17.45 Provides ability to calculate and pay lump sum payments (e.g., leave payout, redlines, etc.) based on employee base rate for selected employees

17.46 Provides ability to upload payroll data from a spreadsheet in order to update base pay rates for all employees

17.47 Provides ability to create checks and ACH which are not regular payroll, but which will be added to the regular payroll run (e.g., longevity, retro, etc.)

Garnishments

17.48Provides ability to define custom disposable earnings definitions for garnishment purposes. Describe how this is accomplished and what types of custom disposable earnings definitions can be established

17.49Provides tools for pay period calculation of garnishment and support amounts each period based on employee disposable earnings and garnishment rules (e.g., priority, proration %, etc.) Provide additional details regarding garnishment tools based on County established rules

17.50 Provides ability to flag garnishments nearing end of collection based on user defined end date or dollar threshold

17.51 Provides ability to input, deduct and track an unlimited number of garnishments based on priority per employee

17.52 Provides ability to define garnishment vendors including address and bank routing information

17.53 Provides ability to track, calculate and deduct employee garnishments, including, but not limited to, the following:

17.54 Bankruptcies 17.55 Student Loans 17.56 Fixed amounts 17.57 IRS levies

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17.0 Payroll Item# Item Indicator17.58 State or county levies 17.59 Multiple child support orders 17.60 Other user-defined 17.61 Provides a history of employee garnishments

17.62 Provides ability to enforce a minimum percentage payment amount after all garnishments have been taken (e.g., 50% of disposable wages)

17.63 Provides ability to establish caps for garnishments and voluntary deductions so that a certain total amount is not exceeded

17.64 Provides ability to process multiple garnishments per employee and assign user defined priorities

17.65 Provides ability to accommodate unlimited garnishments and automatically calculate so that maximum percentage of total pay is not exceeded

17.66 Provides ability to configure the prioritization of garnishments and support orders based on legal requirements. Describe functionality provided

17.67 Provides ability to configure and apply a flat-rate fee for the processing of garnishments Timekeeping

17.68 Provides ability to establish a P/R workflow which supports time entry as well as automated email notifications and routing for appropriate approvals

17.69 Provides ability for employees to enter their own hours for P/R purposes 17.70 Provides ability to establish departmental timekeepers

17.71 Allows for exception timekeeping; start with everyone’s regular/standard hours/pay and then enter exceptions only

17.72 Provides ability to enter time associated with a grant 17.73 Provides ability to enter time associated with a project/subproject 17.74 Provides ability to enter time associated with specific locations

Hours Codes

17.75 Provides ability to support an unlimited number of hours codes (e.g., regular, overtime, clothing allowance, K9 allowance, etc.)

17.76 Provides ability to establish employee eligibility controls for hours codes and special hours codes including but not limited to:

17.77 Exempt 17.78 Non-exempt 17.79 Grade 17.80 Other user defined rules and controls

17.81 Provides ability for authorized users to override hours codes and special hours codes in certain situations

17.82 Provides ability to define earnings that are contributable to pension or other accumulators

17.83 Provides ability to charge hours worked without pay, for management tracking and analysis, for exempt employees

17.84 Provides ability to limit chargeability to FMLA based upon County defined parameters Deductions/Benefits

17.85 Provides ability to support an unlimited number of general deduction codes for items such as insurance, retirement, child support, etc.

17.86 Provides ability to support predefined deductions for a designated group of employees 17.87 Provides ability to deduct union dues by a flat amount 17.88 Provides ability to deduct union dues by a percentage by pay period

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17.0 Payroll Item# Item Indicator17.89 Provides ability to define deduction limits and maximum amounts 17.90 Provides ability to specify the deduction end date 17.91 Provides ability to specify the deduction end amount 17.92 Provides ability to specify the number of pay periods for a deduction to be taken 17.93 Provides ability to accommodate both pre- and post-tax deductions

17.94 Provides automatic tracking and collection of general deduction arrears amounts distributed over specified period of time

17.95 Provides ability to calculate and store tax withholdings and retirement earnings for non-cash benefits (i.e., excess life insurance, etc.)

17.96 Provides ability to calculate and deduct retirement contributions for multiple retirement plans

17.97 Provides ability to record Section 457 and other tax-deferral plan information in conformance with IRS and other regulations

17.98 Provides ability to assign an unlimited number of active deduction codes to each employee

17.99 Provides ability to stop and start a deduction on an employee-by-employee basis or to do a mass stop and start for deduction. Year-to-date totals should be maintained

17.100 Provides ability to track IRS 125 benefits package by employee

17.101 Can establish 24 deduction periods for benefits AND establish 26 deduction periods (e.g., Flexible Spending Accounts, Dues, etc.)

17.102 Provides ability to tax benefits such as vehicles 17.103 Ability to import and update deductions and benefits for employees 17.104 Ability to export deductions and benefits for employees

Tax Administration

17.105 Provides ability to allow for an extra withholding tax deduction in any amount at the option of the employee

17.106 Provides options to prevent Federal Tax, FICA Tax, and/or Medicare Tax from being withheld on an employee-by-employee basis

17.107 Provides options to withhold Social Security Tax and/or Medicare Tax on an hours code basis while exempting the other specific employee earnings from tax (e.g., Election Workers, etc.)

17.108 Provides ability to allow the option to manually adjust taxable earnings for W-2 processing based on system permissions

17.109 Provides ability to withhold tax for a particular pay check using one-time override, flat rate, federal tax tables or any combination of these

17.110 Provides ability to define special taxation rules by hours code (e.g., supplemental tax rates, cumulative, annualized, etc.)

17.111 Provides ability to calculate and store employee and employer contributions to Medicare, Social Security, and retirement

17.112 Provides ability to maintain separate taxable wages for the following 17.113 Federal Income 17.114 FICA 17.115 Social Security 17.116 Earned Income Tax Credit 17.117 Medicare 17.118 State income 17.119 Local income 17.120 Provides ability to adjust calendar YTD FICA Taxes withheld based on Calendar YTD Wages 17.121 Provides ability to support separate tax tables for special pay calculations (e.g., flat tax, etc.)

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17.0 Payroll Item# Item Indicator17.122 Tax tables are date sensitive; will become effective on appropriate date 17.123 Tax tables can be automatically updated to the system from federal and state sites 17.124 System provides ability for County to determine when to upload tax tables

Payment Edit and Processing17.125 Provides ability to validate payroll run against: 17.126 Deductions 17.127 Tax information 17.128 Accruals 17.129 Input for new employees 17.130 Changes for current employees 17.131 Balance of total rate, hours, over-time hours, exception hours 17.132 Department 17.133 Direct deposit 17.134 Other user defined data 17.135 Provides ability to process multiple payroll runs by type, including but not limited to: 17.136 Regular Run 17.137 Supplemental Run

17.138 Provides ability to process multiple payroll runs for verification prior to posting, for each payroll run type

17.139Provides ability to process fiscal year end when fiscal year end date falls mid payroll period by making appropriate accrual entries to prior year and reversal entries to new year based upon employees GL distribution

17.140 Provides ability to support employees in multiple job assignments 17.141 Provides ability to process payroll accruals based on a user defined effective date 17.142 Provides ability to allocate costs per fiscal year and funding sources within defined fiscal periods 17.143 Provides ability to pay an employee at more than one rate based on job assignment

17.144 Provides ability to run pay, deduction, withheld taxes, and net pay calculations as a "proof" run for review prior to final pay run

17.145 Provides ability to validate beginning balances against ending balances from last run, prior to payroll processing

17.146 Provides ability to produce accounting transactions as a result of all payroll activity

17.147 Provides an audit trail report of all data entries, changes and deletions by user, date, time and workstation

17.148 Provides ability to generate the following pre-payroll proof reports: 17.149 Accrual Audit Report 17.150 Hours Proof Report 17.151 Accrual Exception Report 17.152 Calculations Error Listing 17.153 Preliminary Payroll Register 17.154 Provides ability to generate the following post-payroll proof reports: 17.155 Add Pay Register 17.156 Tax Register 17.157 Deduction Register 17.158 Grand Totals Report 17.159 Benefits Register

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17.0 Payroll Item# Item Indicator

17.160 Provides ability to run initial payroll for review prior to the final pay run including but not limited to the following:

17.161 Adjustments 17.162 Recalculation 17.163 Exceptions 17.164 Hours by type 17.165 Earnings by type 17.166 Employee tax liabilities 17.167 Employee deduction amount 17.168 Employer contribution amount 17.169 Deductions not taken and set-up in arrears 17.170 Employer portion of all taxes 17.171 Check register 17.172 Direct deposit listing 17.173 Any user specified chart of account field or combination of fields 17.174 Totals by employee, project, cost center, division, department, total County

Payment Calculations

17.175 Provides ability to calculate salary employee effective date step increases, as a result of actions changes (e.g., promotions, demotions, acting appointments, and other actions)

17.176 Provides ability to automatically adjust calculations for mid-pay period salary and employment actions

17.177 Provides ability to automatically adjust calculations for FLSA cycle changes 17.178 Provides ability for one employee to be paid by more than one position

17.179 Provides ability to calculate pay for multiple positions for one employee who transfers during a pay period

17.180 Provides ability to automatically calculate gross pay from multiple user defined components such as base pay, educational incentive pay, shift differential, etc.

17.181 Provides ability to process negative pay amounts that reduce current net pay for both pay and deductions

17.182 Provides ability to re-calculate payroll for changed hours, rates, hours codes, one-time overrides, etc.

17.183 Provides multiple formulas for complex hours and deduction codes (e.g., on call, shift differential, language proficiency, premium overtime calculations based on pay, etc.)

17.184 Provides ability to calculate/verify overtime and shift differential consistent with FLSA rules, including but not limited to:

17.185 Overtime calculations for employees in more than one position. Describe functionality provided

17.186 Overtime across multiple cost centers. Describe functionality provided

17.187 Overtime calculations for other user defined rules. Provide additional details on the types of rules that an authorized County user can create

17.188 Provides ability to calculate overtime on hours worked when employee has worked hours in multiple job classes and/or departments

17.189 Provides ability to calculate and track County-paid benefits 17.190 Provides ability for leave to accrue automatically based on defined business rules

17.191 Provides ability for leave to accrue automatically based on a percentage or table (e.g., for part time employees with fluctuating work schedules)

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17.192 Provides ability for employees to use vacation and sick leave accruals for the current payroll period

17.193 Provides ability for authorized users to make manual adjustments to leave earned or taken

17.194Provides ability for leave balances to be transferred to another leave category (e.g., when exceeding the maximum vacation limit, balances can be rolled over to sick leave at calendar year end, based on compliance with County-defined rules)

17.195

Provide alerts during Payroll Processing/Calculations based upon County established parameters (e.g., alert if a specific hours code exceeds a specific dollar amount, alert if employee has more than a specific number of hours during a pay cycle, alert if an employee has more than a specific number of checks issued in a pay period, etc.)

17.196 Provides ability to calculate longevity payments, once employee has reached maximum salary in grade, based upon County defined parameters

17.197 System can calculate both a partial merit increase and a longevity payment on one paycheck Pay Distribution and Direct Deposit

17.198 Provides ability to print checks from system without use of additional software

17.199 Provides ability to print a check on a blank sheet so that print includes watermarks, security features, and signatures

17.200 Provides check reprint functionality (with indication that check is a reprint and/or as a reissue) 17.201 Provides ability to reissue a new check number while maintaining details of the old check number

17.202 Provides ability to print employee payment checks including bank MICR line and address bar codes

17.203 Provides ability to support on-demand check writing to accommodate manual check writing 17.204 Provides ability to sort checks by user-defined criteria

17.205 Provides ability to produce a Pay Check Stub, including but not limited to the following information:

17.206 Current Pay 17.207 Current rate of pay (by employee group) 17.208 Deferred compensation 17.209 Federal tax withheld 17.210 State tax withheld 17.211 W-4 Status 17.212 State Tax Status 17.213 Group insurance 17.214 Medicare 17.215 Social Security 17.216 Net pay 17.217 Other deductions and amounts 17.218 Employer paid benefits 17.219 Direct-deposit accounts (up to 10) 17.220 Other leave hours balances (multiple categories) 17.221 Sick leave hours balance 17.222 Taxable/non-taxable earnings 17.223 Total deductions 17.224 Vacation hours balance 17.225 Workers’ comp (injury leave)

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17.0 Payroll Item# Item Indicator17.226 YTD Gross Pay, Medicare Wages, Social Security Wages, W-2 Wages 17.227 YTD Pay 17.228 Pay period start/end date 17.229 Pay date 17.230 Other user defined 17.231 Provides ability to print unlimited hours codes on the paper check stub

17.232 Provides ability to print leave accrual rate, leave taken in hours or days and leave remaining on paychecks for all leave categories

17.233 Provides ability to void a direct deposit entry within the federally allowed time period 17.234 Provides ability to void a P/R check

17.235 Provides ability to print user-defined information on employee's pay stub, including free form text messages with defined capacity

17.236 Provides ability to edit direct deposit file prior to transmission with security permissions 17.237 Provides ability to define up to ten (10) direct deposit accounts for each employee 17.238 Provides ability to calculate a "net pay" deduction for direct deposit 17.239 Provides ability to set a defined amount for direct deposit

17.240 Provides ability to turn off direct deposit for certain employee payroll checks where the employee usually has direct deposit

17.241 Provides ability to track changes made to direct deposits Tax Filing, Querying & Reporting

17.242 Provides ability to comply with Federal payroll tax reporting requirements 17.243 Provides ability to produce W-2 forms in electronic and paper form 17.244 Provides ability to print W-2s via Web Portal by a user with proper security access 17.245 Provides a history of tax status and W-4 information 17.246 Provides ability to track reportable earnings and deductions for W-2s

17.247 Provides ability to manually adjust taxable earnings for W-2 processing based on system permissions

17.248 Provides the W-2 file print sorted by department and employee number 17.249 Provides ability to generate Audit Reports of W-2 Data 17.250 Provides ability to generate Audit Report of W-2 Transmission File to IRS and MD Comptroller 17.251 Provides ability to create and generate W-2c File for Transmission to IRS and MD Comptroller 17.252 Provides ability to print W-2 on blank paper 17.253 Provides ability to reprint W-2 by individual employee 17.254 Provides ability to produce amended W-2 for multiple years

17.255 Provides ability to store W-2 information for a minimum of ten (10) years after employee termination

17.256 Provides ability to generate Federal and State Tax Summary Report by Pay Period 17.257 Provides ability to track taxable earnings annually 17.258 Provides ability to track taxable earnings quarterly 17.259 Provides ability to generate Quarterly Federal and State Tax Summary Reports 17.260 Provides ability to produce a report showing FICA wages, by individual and in total

17.261 Provides ability to generate a report with a user-defined look back date/time for such purposes as average hours per week, benefit eligibility, etc.

17.262 Provides ability to produce earnings and withholding earnings, Medicare, and FICA total reports, including associated taxes, for the following periods:

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17.0 Payroll Item# Item Indicator17.263 Fiscal Year 17.264 Calendar Year 17.265 Policy Year (e.g., Worker's Compensation) 17.266 User-defined range of dates 17.267 Provides ability to produce the following standard reports: 17.268 Hours Registers - Detailed list of all hours and wages per department with totals

17.269 FLSA Reports - List of all employees and their FLSA amount that the system automatically calculated for them. Separated by FLSA type

17.270 FLSA Reconciliation Report - Lists all employees with separate hour and wage amounts by type as well as the amount of FLSA the system calculated

17.271 Unusual Date Report - List of all dates used that are not within the normal date range for the current pay

17.272 Pay Day Register - Detailed report of all employees check information including hours/pay 17.273 Earnings Register - Detailed report of all employees earnings 17.274 Check Register - List of all employees check numbers and amounts 17.275 Deduction Summary - List of all deductions with totals 17.276 Deduction Register – Detailed List of all deductions with individual employee amounts 17.277 Benefit Summary - List of all benefits with totals 17.278 Benefit Register - Detailed list of all benefits with individual employee amounts 17.279 Salary & Benefit Register - All employee pay/hour information with GL allocation

17.280 Direct Deposit Listing - List of all direct deposits by employee with amounts and bank information

17.281 Deduction Reports - Ran per deduction type to get a detailed list of employees and amount

17.282 Positive Pay transfer - Report of all checks for pay period to be transmitted to bank. Must include date, check number, check amount and pay to the order of employee name

17.283 Direct deposit transfer - Report file to upload to bank of all direct deposits for pay date. Must include all banking information and employee pay information

17.284 EEO Report - EEO Information 17.285 EEO-4 - State and Local Government information 17.286 EEO-1 - Job Classification

17.287 Post Vendor Invoice/Edit Listing Reports - Detailed list of all invoices that need to be paid by AP/Treasurers Office

17.288 Occupational Employment Statistics - Provides Occupational titles and rate of pay categories for each employee in that occupation

17.289 Statistical Data - Salaries and wages, Employer Paid benefits for a Fiscal year. Includes number of employees as of 6/30 of the fiscal year

17.290 Annual Survey of Public Employment & Payroll E4: Municipalities, Counties, Townships -

17.291 CES- Current Employment Statistic Report - Total number of employees as of the 12th of the month. Total broken out by number of male/female employees

17.292 Multiple worksite report - Reported quarterly. Number of employees as of the 12th of each month of the quarter at each job site and total gross wages for the quarter

17.293 Maryland Unemployment for E-wage reporting - All employees gross pay per quarter. Total number of employees reported as of the 12th of each month in quarter

17.294 Provides ability to transfer Maryland Unemployment for E-wage reporting data electronically to the State of MD

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17.295 Quarterly wage reports - Ability to run by quarter, in summary or detail, by federal and state

17.296 Wage reports – ability to run by year to date totals along with quarter totals 17.297 The system shall provide role-based security on running and viewing reports.\

17.298 The system shall provide the ability to generate a report of all Payroll system activity (i.e., a complete audit trail)

17.299 Provides ability to generate employee benefit letters including total annual compensation (including wages paid and all benefits)

17.300 List and describe all standard Payroll reports

Additional Information for Section 17.0 Payroll Requirements


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18. Cashiering (optional)18.0 CashieringItem# Item Indicator


18.1 Proposed solution includes a Cashiering module which integrates with all other proposed modules

18.2 Provides a Point of Sale (POS) system for accepting payments in person

18.3 POS system includes cash drawer functionality. Describe how cash drawer functions during payment entry

18.4 System must accept and track any form of standard payment. This includes but is not limited to: 18.5 Cash 18.6 Checks 18.7 Electronic commerce (bank drafts, EFT, etc.) 18.8 Credit/debit cards with and without chips 18.9 Money orders 18.10 Lock boxes

18.11 Provides ability to enter / apply payments to customer accounts manually (one customer at a time) and automatically in a batch (i.e. lockbox type payments)

18.12 Provides ability for cashiers to accept the following:18.13 full payments 18.14 over-payments 18.15 partial payments 18.16 pre-payments 18.17 payment plan payments

18.18 Provides ability for cashier to log in and out of the system multiple times throughout a day without closing the cash drawer

18.19 Revenue Specialists have the ability to open multiple drawers to process transactions (i.e. mail, internet, phone, walk-in customer transactions)

18.20 System automatically prints a payment receipt after payment is received in person 18.21 Provides ability to reprint a receipt at any time

18.22 System provides the following receipt information on the printed receipt when payment is taken in person (including but not limited to):

18.23 Date of payment 18.24 Time of payment 18.25 Customer/Account number 18.26 Receipt number 18.27 Revenue Specialist Initials 18.28 Customer name 18.29 Customer address 18.30 Total due on customer account prior to payment 18.31 Amount paid 18.32 Type of payment (e.g. check, credit card, cash, etc.) 18.33 Check number and name if different than owner 18.34 Balance due on account after payment 18.35 Change due

18.36 Provides ability to make payments on an “internal” account (account billed to the County) where no money is actually tendered and automatically generate the appropriate journal entries

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18.0 CashieringItem# Item Indicator18.37 Issues warnings when internal account payments cause a G/L account over budget condition 18.38 Payments made via the POS system are updated real time to the A/R customer account 18.39 Provides automated tools for drawer count functionality 18.40 Can enter over-payments to be applied to A/R customer account 18.41 Allows over-payments to be maintained as unapplied credit balances on A/R customer account

18.42 Allows over-payments to be automatically applied to the next invoice on a A/R customer’s account

18.43 Allows over-payments to be manually applied to the next invoice on a A/R customer’s account

18.44 Allows credit adjustments to be manually applied to the next invoice on a A/R customer’s account

18.45 System provides ability to display details of transaction and drill down to transaction 18.46 System provides a payment history which includes: 18.47 Batch number 18.48 Cashier 18.49 Time of day 18.50 Receipt number 18.51 Payment amount 18.52 Date 18.53 Payment type (e.g., cash, check, credit card, etc.) 18.54 Payment method (e.g., walk-in, online, etc.) 18.55 A/R invoice detail line charge code 18.56 Percentage distribution 18.57 Provides authorized users the ability to override payment distributions 18.58 Provides ability to apply payment for one customer to more than one invoice at a time

18.59 When multiple invoices for one customer are being paid at the same time, provides an option to automatically pay off oldest invoices first

18.60 When multiple invoices for one customer are being paid at the same time, provides an option for authorized user to determine what invoices should be paid

18.61 Provides ability to debit returned checks back to the customer’s account

18.62 Provides option to automatically set A/R invoice back up as it was originally when a returned check is debited to a customer’s account

18.63 Provides option to NOT set A/R invoice back up

18.64 When a returned check is debited to a customer’s account, provides ability to add the appropriate returned check fee to the customer’s account at the same time

18.65 System provides ability to import payment records from bank website and remittance processing software

18.66 Provides a nightly automated process to select information associated with all Red Light/Speed Camera payments and create a .csv and .txt file for transfer to external vendor

18.67 Includes bar code scanning capabilities. Explain functionality included and any 3 rd party software required

18.68Provides ability to scan customer and invoice information during payment processing and automatically populate appropriate receipt fields (e.g., customer information, invoice number, amount due, etc.)

18.69 System provides ability to generate a counter invoice detailing charges and balance due 18.70 Provides workflow to handle the transaction void process

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18.0 CashieringItem# Item Indicator

18.71 Provide all hardware specifications for any equipment that should be used in order to optimize the cashiering functionalityCredit/Debit Card Processing

18.72 Allows for payment by credit/debit card 18.73 Accepts various types of credit cards including, but not limited to: 18.74 VISA 18.75 MasterCard 18.76 Discover 18.77 American Express 18.78 System utilizes a 3rd party credit provider to accept credit card payments 18.79 System does not store credit card information when accepting credit card payments 18.80 Payment credit/debit card processing integrates with a credit card reader 18.81 Payment credit/debit card processing verifies credit card information 18.82 Credit/debit card payments are updated real-time to the A/R customer account 18.83 Allows cashier to enter credit card numbers if necessary

18.84 Provides ability to see amounts paid daily and monthly, grouped by type of credit card (e.g., Visa, Master Card, American Express, etc.)

Credit/Debit Card Reader18.85 Provide list of credit/debit card readers which seamlessly interface with the proposed solution 18.86 On list of credit/debit card readers, indicate those which incorporate the following functionality: 18.87 Swipe 18.88 Chip 18.89 Pin

Integration with other systems

18.90 Cashiering module must be capable of interfacing in real-time and/or batch mode with all the County's billing systems. Describe how proposed solution can accomplish this requirement

A/R Customer Portal

18.91 Provides online payment processing functionality via the A/R Customer Portal, detailed in the Accounts Receivable section of this RFP

18.92 Requires customers to register an online account via web portal to make online payments

18.93 Can process payments (e.g., credit cards, eChecks, debit cards, and other online payment / tender methods) via the A/R Customer Portal

18.94 Provides ability for customers to set up automatic payments from credit card and checking accounts via web portal

18.95 Payments made via web portal are updated real-time to the back office system and are reflected in the A/R customer account balance

Reporting18.96 Provides reports to assist in balancing and reconciling cashier daily batches

18.97 Provides a Transaction report which includes all payments and associated G/L account information

18.98 Provides an End-of-Day report that summarizes the payments collected for the day by cashier and grand total of all cashiers

18.99 End-of-Day report summarizes multiple cashier batches, thus creating a report that reconciles all batch transactions to the daily bank deposit

18.100 System End-of-Day report includes, at a minimum, the following:

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18.0 CashieringItem# Item Indicator18.101 Total of all payments, broken down by payment type (e.g., cash, checks, credit card, etc.)

18.102 Total of all payments, broken down by County established payment method (e.g., walk-in, mail-in, collections, night deposit, online, bank transfer, etc.)

18.103 Total number of checks 18.104 Total number of transactions including voids 18.105 List and describe all standard Cashiering reports

Additional Information for Section 18.0 Cashiering Requirements


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19. Hosting (optional)If this proposal includes a Hosted option, the table below must be completed.

19.0 Hosted SolutionItem# Item Indicator

19.1 Charles County shall own all rights, title, and interest in its information and data regardless of where it is stored

19.2 All County data transferred to the hosting environment, or data extracted or created from the County’s data, will be returned to the County upon the termination of activities

19.3 All County data transferred to the hosting environment, or data extracted or created from the County’s data, will be securely destroyed within 30 days upon the termination of activities

19.4 A certificate of destruction for the County’s data will be provided to the County once the data destruction process is complete.

19.5 Vendor agrees to follow Maryland Statute §14-3504, otherwise known as the Maryland Personal Information Protection Act

19.6 The Vendor’s agreement to follow Maryland Statute §14-3504 will be written into the contract

19.7 The County will be directly notified of any data breaches affecting the hosting environment

19.8Provide copies of the SOC reports concerning the hosting environment. If SOC reports are not available, describe the security program as it relates to the protection of the County’s data within the hosting environment

19.9 The hosting environment utilizes a DDoS attack mitigation solution, capable of detecting and reducing the impact of a DDoS attack

19.10 List the locations or addresses of your data centers that are hosting data or providing services for the County

19.11 Data centers which serve the hosting environment are Tier II (or higher) certified as defined by the Uptime Institute

19.12 If the data centers are not Tier II (or higher) certified, describe how data replication and service failover processes function within and between the data centers

19.13 List the Recovery Time Objective, Recovery Point Objective, and the backup image retention schedule for data within the hosting environment

19.14 Multiple copies of backup images are stored in geographically distant locations 19.15 Backups are regularly restored to test for data integrity and completeness 19.16 A Service Level Agreement will be negotiated and include: 19.17 Advance notice and change control for major upgrades and system changes 19.18 System availability/uptime guarantee/agreed-upon maintenance downtime 19.19 Server response times/page loading times 19.20 Data retention duration 19.21 Resolution timeframes for hosting support issues 19.22 Hosting support escalation process 19.23 Provide a copy of your standard Service Level Agreement

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Additional Information for Section 19.0 Hosted Solution Requirements


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