HomeMy WebLinkAbout2020-01-29 - Exhibit C - Budget Software Solutions (New Due Date Jan 29)Vendor Information
Company
Company Name
Contact Name and Title
Contact Address, Phone, Email
Company Information
Public vs. Private
Year Founded
Revenue and Income, Current and Prior Year
Office Locations: Headquarters, Implementation, Support, Development
Nearest regional office to Tukwila, WA
Website
Employee Count: Total, Management, Sales, Implementation, Support
Number of Customers
Total Customers
Total Customers on Proposed Application
Total Cities
Total Washington Cities
Total Washington Customers (other than cities)
Total Customers Comparable to Our Size
Target Customer Profile
Target Industries
Sizing - Uers and Population
Version Schedule
Current Version and Release Date
Proposed Version and Release Date
On Premises release dates vs. Software as a Service (SaaS) release dates
Frequency of Releases
Indicate if specific module(s) are not yet released and their release date(s)
Response
Customer References
Client Reference #1 (Washington State Client)
Name of Entity
Number of Employees
Population
Contact Name
Contact Title
Contact Telephone Number
Contact Email Address
Products, Modules, Services Provided by Vendor
First Date of Business Relationship with Vendor
Go-Live Date
Rationale for Including Reference
Client Reference #2 (Washington State Client)
Name of Entity
Number of Employees
Population
Contact Name
Contact Title
Contact Telephone Number
Contact Email Address
Products, Modules, Services Provided by Vendor
First Date of Business Relationship with Vendor
Go-Live Date
Rationale for Including Reference
Client Reference #3
Name of Entity
Number of Employees
Population
Contact Name
Contact Title
Contact Telephone Number
Contact Email Address
Products, Modules, Services Provided by Vendor
First Date of Business Relationship with Vendor
Go-Live Date
Rationale for Including Reference
Client Reference #4
Name of Entity
Number of Employees
Population
Contact Name
Contact Title
Contact Telephone Number
Contact Email Address
Products, Modules, Services Provided by Vendor
First Date of Business Relationship with Vendor
Go-Live Date
Rationale for Including Reference
Response
Technology
All vendors are required to answer each question to the best of their ability.
Technology
1
2
3
3.1
3.2
4
5
6
7
8
List remote access methods supported including technologies, portals, etc.
Describe compliance with Service Oriented Architecture (SOA).
Indicate experience integrating and proposed method to other City applications and services (e.g. Web Services, API, etc.):
Lucity – Time data for Payroll
TeleStaff– Time data for Payroll – Fire and Police
List integration technologies, e.g. Web Services, SOA, XML, etc. Flat file not preferred.
Describe SharePoint strategy and level of integration, e.g. display data to dashboard, document storage and retrieval, etc.
Describe functions supported by mobile technology, e.g. workflow approvals, data look-up’s, etc. Include what devices and mobile OS’s are support (iPads vs Surfaces, iOS vs. Android)
Describe Web/Portal functionality for internal and external users. Preference is to publish data to the Web, interact with vendors and citizens, support online payments, etc.
Indicate tools and utilities available for data purge and archiving processes.
Vendor Response (Select an answer from the drop-down options)
Notes
Product Support
All vendors are required to answer each question to the best of their ability.
Product Support and Development
1
2
3
4
5
6
8
9
10
11
12
13
14
16
17
Attach a sample standard service-level agreement (SLA) to this proposal.
Attach technical specifications (browser, network, and operating system requirements) to this proposal.
Attach information regarding system performance metrics, including uptime, capacity, and response time.
Attach any supplementary information and service levels provided by relevant partners (hosting, customer service, support, etc.).
Do you provide on-site support services and remote support services? Disclose standard rates for this service, if any.
Do you provide various methods for help desk ticketing, e.g. telephone, email, web-based console, and remote desktop? Specify types and days/hours each is available.
Describe standard issue resolution response times, methods of communication, and escalation and severity levels.
What is the frequency of your product enhancements, patches, and releases? Please describe your (version-upgrade) release schedule.
How do you notify your clients of upcoming enhancements or maintenance activities?
How will enhancements, patches, releases, etc. be tested? Is the customer expected to test for impact on customizations?
Do you provide access to a knowledgebase of information and best practices; access to user groups, forums, or communities?
Do you have the ability to create knowledgebase of information and practices, specific to customer needs and practices?
Do you provide ongoing product training and tutorials? Describe the various offerings.
Do you provide SLA terms for data restoration services?
Do you provide the business continuity strategy for the software and hosting provider?
Vendor Response (Select an answer from the drop-down options)
Notes
Implementation Services
All vendors are required to answer each question to the best of their ability.
Implementation Services
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
Attach implementation methodology, governance, and implementation plan to this proposal; include project structure, team members, phases, deliverables, timelines, and cost (by module/core
process area).
Provide complete turnkey implementation, including integration, data migration, training, and project management services.
Describe how the proposed solution will be validated for the technical requirements listed in RFP
Describe (or attach) examples of successful engagements completed with similar scope and timelines (three minimum).
Describe industry-specific templates and best-practice documentation used to assist with the implementation.
Do you provide onsite support for implementation services? Disclose the standard rates for these services.
Do you provide phone support for implementation assistance? If not included in SLA, disclose the standard rates.
Do you provide online support for implementation support? If not included in SLA, disclose the standard rates.
Do you provide user implementation material, training guides, administration and developer guides? In which formats?
Do you provide product tutorials? In which formats?
Do you provide offsite and onsite product training? Describe the various offerings.
Describe how you support data migration from existing systems.
Describe integration approach and services available to support implementation (initial and ongoing services).
Describe how reports, views, and workflows are configured in the system (without the use of programming).
Do you provide recommended industry-specific change management methodologies, roles, hierarchies, etc.?
Vendor Response (Select an answer from the drop-down options)
Notes
City of Tukwila Pricing Summary
Cloud-Based Budget Software - Detailed Cost Sheet
Required Modules
Security
Ad hoc Reporting
Budgeting
Dashboard
Totals
Maintenance
Year 1
Years 2 through 5
Years 6 through 10
Totals
Other Services
Report Development
Process Improvement
Integration
Travel
Other Costs
Subtotal - Implementation
Implementation Cost
0
Price
0
Price
0
Total Cost for Training
0
Comments/Assumptions
Comments/Assumptions
Cost of Data Conversion
0
Other Costs
0
Total Costs
0
0
0
0
0
Hours Required for Training
0
Hours Required for Implementation
0
Number of Staff Hours Required for Implementation
Comments/Assumptions
Legend:
Standard - Current
Standard - Next Release
Report Writer
3rd-Party Application
Custom Modification
Not Available
Application
General System
General System
General System
General System
General System
General System
General System
General System
General System
General System
General System
General System
General System
General System
General System
General System
General System
General System
General System
General System
General System
General System
General System
General System
General System
General System
General System
General System
General System
General System
General System
Available in current software release
Guaranteed available in next release of software
Custom/FDI needed
Not available in current or next release; interfaced/integrated third-party application or through custom modification.
Feature Number
10.002
10.003
10.004
10.005
10.006
10.007
10.008
10.009
10.01
10.011
10.012
10.013
10.014
10.015
10.016
10.018
10.019
10.02
10.022
10.023
10.024
10.025
10.026
10.028
10.029
10.031
10.034
10.034
10.034
10.035
Feature / Function / Capability
GENERAL SYSTEM
MULTI-USER ENVIRONMENTS - Ability to prevent any master file record from being deleted if that record is referenced in any other file.
MULTI-USER ENVIRONMENTS - Operate in a multi-user environment so record locking will be required to maintain the integrity of the data.
ONLINE TRAINING DOCUMENTATION - Online access to printable training materials and other support documentation.
AGENCY-DEFINED DASHBOARDS - Ability for each user to create or modify existing dashboards. Ability to configure dashboards to present reports, tasks, notifications, approvals, drill
down to source transactions, etc.
FORWARD/BACKWARD NAVIGATION - Ability to navigate through records or files on a screen in a forward or backward direction.
NO. OF RECORDS DISPLAYED - Ability to allow users to change the number of records displayed as a result of a search (e.g., 20, 50, 100, etc.)
RENAME LABELS - Ability for authorized users to rename field labels.
REQUIRED FIELDS - Ability to designate both standard and Agency-defined fields as requiring data entry.
FILE IMPORT FORMATS - Ability to import files using the following file format types:
▪ Excel
▪ Comma Delimited Values
▪ Tab Separated Values
▪ Web Services
FILE EXPORT FORMATS - Ability to export files using the following file format types:
▪ PDF
▪ Excel
▪ Comma Delimited Values
▪ Tab Separated Values
AUDIT TRAILS - Provide audit trails for every change made to data in the system.
MAINTAIN AUDIT TRAILS - Maintain audit trails including changed by, changed date, and record of changes.
HISTORICAL DATA - Ability to maintain, at a minimum, 10 years of historical transactional data.
USER DASHBOARDS - Ability to incorporate real-time individual user dashboard capability to display dynamic charts and graphs.
FAVORITES MENU - Ability to assign menu items to a favorites menu.
LIST OF RECENT RECORDS - Ability for a user to see a list of records they recently created/viewed/modified from their dashboard.
ERROR REPORT SUBMISSIONS - Ability to directly submit system generated error reports and messages to vendor software support.
SOFTWARE UPDATES – Ability to apply application software updates and patches. Describe the customer update notification process and the process of applying updated in both an on premise
or a hosted/cloud solution environment.
3RD PARTY INTERFACES - Ability to run and load 3rd party interfaces into the system.
SEARCHABLE NOTES FIELDS - Ability to search fields by key word across records and modules.
GENERATE LISTS, LABELS, ETC. - Ability to generate letters, mailing labels, emails, faxes, consolidated communications, etc.
EMAIL INTEGRATION - Sending emails from system utilizing standard SMTP protocols.
Visibilty to Workflow queue.
Standard - Current
Standard - Next
Report Writer
3rd-Party Application
Custom Modification
Not Available
Comments
Legend:
Standard - Current
Standard - Next Release
Report Writer
3rd-Party Application
Custom Modification
Not Available
Application
Integration and Architecture
Integration and Architecture
Integration and Architecture
Integration and Architecture
Integration and Architecture
Integration and Architecture
Integration and Architecture
Integration and Architecture
Integration and Architecture
Integration and Architecture
Integration and Architecture
Attachement of Documents and Notes
Attachement of Documents and Notes
Attachement of Documents and Notes
Attachement of Documents and Notes
Attachement of Documents and Notes
Data Entry
Data Entry
Data Entry
Data Entry
Data Entry
Data Entry
Security Capabilities
Security Capabilities
Security Capabilities
Security Capabilities
Security Capabilities
Security Capabilities
Security Capabilities
Security Capabilities
Security Capabilities
Security Capabilities
Security Capabilities
Security Capabilities
Security Capabilities
Security Capabilities
Security Capabilities
Security Capabilities
Security Capabilities
Security Capabilities
Security Capabilities
Security Capabilities
Security Capabilities
Security Capabilities
Security Capabilities
Security Capabilities
Security Capabilities
Security Capabilities
Security Capabilities
Security Capabilities
Security Capabilities
Security Capabilities
Security Capabilities
Security Capabilities
System Security
System Security
System Security
System Security
System Security
System Security
System Security
System Security
System Security
System Security
System Security
System Security
System Security
System Security
System Security
System Security
System Security
System Security
System Security
System Security
System Security
System Security
System Security
System Security
Workflow
Workflow
Workflow
Workflow
Workflow
Workflow
Workflow
Workflow
Workflow
Workflow
Workflow
Workflow
Workflow
Workflow
Workflow
Workflow
Workflow
Workflow
Audit Trail
Audit Trail
Audit Trail
Audit Trail
Audit Trail
Audit Trail
Audit Trail
Audit Trail
Audit Trail
Audit Trail
Audit Trail
Audit Trail
Audit Trail
Audit Trail
Audit Trail
Technology
Technology
Technology
Technology
Technology
Technology
Technology
Technology
Technology
Technology
Technology
Technology
Technology
Technology
Technology
Technology
Available in current software release
Guaranteed available in next release of software
Custom/FDI needed
Not available in current or next release; interfaced/integrated third-party application or through custom modification.
Feature Number
10.036
10.037
10.038
10.039
10.04
10.041
10.042
10.0430000000001
10.0440000000001
10.0450000000001
10.0460000000001
10.0470000000001
10.0480000000001
10.0490000000001
10.0500000000001
10.0510000000001
10.0520000000001
10.0530000000001
10.0540000000001
10.0550000000001
10.0570000000001
10.0580000000001
10.0590000000001
10.0590000000001
Feature / Function / Capability
Integration and Architecture
AGENCY-DEFINED DASHBOARDS - Ability for each user to create or modify existing dashboards. Ability to configure dashboards to present reports, tasks, notifications, approvals, drill
down to source transactions, etc.
System Toolsets are available for the following:
Workflow
System Security Administration
Report writing
Query builder
Form/page design
System allows users to drill down into more detailed information.
System allows for digital signature technology and proper authentication procedure.
System supports the proposed software in a virtualized environment using VMware vSphere or Microsoft Hyper-V. Please provide your recommended configurations based on the scope of this
project.
Attachment of Documents and Notes
System allows attachment of documents (example: PDF, Excel, Word, jpeg).
System allows users to attach documents to fields and/or transactions
Transactions
Attachment of documents and notes has security capabilities (e.g., person B cannot delete an attachment that person A added).
Data Entry
Allows complete validation and editing of data at the point of entry (online or batch).
Allows data to be uploaded from Microsoft Excel or other applications (e.g., Access, Word).
Flexible description field widths throughout the system.
Effective dating of transactions; input change today that is effective at a future or past date.
Context-sensitive data entry and display (i.e., masking fields or screens for security purposes) (SSN, Credit Card Number).
Security Capabilities
The following sensitive/private data can be masked (hidden from user) during data entry:
Tax numbers/ID
Passwords
Other data specified by State, Federal statutes
Can be accessed with one universal sign-in or log-in.
System supports Active Directory single sign-on.
All data is encrypted when accessed via:
Internet
Intranet
Disconnects or locks out user session during designated periods of inactivity.
Supports multiple sessions within a given login ID.
Provides security at the following levels:
Enterprise
Department/Agency
Division
Position
Person
Security settings can be set for:
Global
Screen and menu
Report
Record
Field
Element in chart of accounts (e.g., fund, projects, etc.)
Attachment
System administrator can set a user security profile to define a user's authorization to:
Log on
Add data
Delete data
Change data
View data
System Security
GENERAL SECURITY FEATURES - Provide password security by:
▪ Application
▪ Field level
▪ Menu item/function within application
PASSWORD ENCRYPTION - Provide password encryption. Please describe your level and implementation of encryption in the comment field.
PASSWORD RECOVERY - Provide users self-password recovery capability.
SECURITY ACCESS PASSWORD CHANGE - Maintain the date of last password change for each user.
RESTRICT SECURITY ACCESS OF SELECTED TRANSACTIONS - Restrict entry of certain transactions by password.
SECURITY ACCESS CONTROL - Assign security to menu-option level.
SECURITY ACCESS CONTROL - Assign view only access to specific user profiles.
DRILL DOWN RESTRICTIONS - Ability to restrict certain users from being able to drill down into specific modules to view (inquire) transactions.
PERMISSIONS - Ability to specify read, write, edit and delete permissions.
RESTRICT SECURITY ACCESS - Restrict users access to specific screens and to perform certain functional processes (e.g., check printing)
REPORT WRITING TOOLS ACCESS - Ability to allow only specific users to access report writing and query tools.
UPDATE CONTROLS - Ability to add and update module configurations as outlined in security roles by permission.
CREATE SECURITY PROFILE BY COPYING EXISTING PROFILE - Allow creation of new user rights by copying another user's right levels and modifying.
GROUP CREATION/CONTROL – Ability to create groups of users by a role type and to apply/change access rights to groups of users.
USER/GROUP ACCESS CONTROL – Ability to modify a user’s or group of users’ log-in access status (e.g., active, inactive, on-hold, etc.)
LOG-OFF USER - INACTIVITY - Ability for the system to automatically log-off a user after a long period of inactivity.
SECURE REPORTS - Ability to set up security for reports so only certain reports can be viewed by certain individuals
SECURITY ACCESS - Ability to update and inquire online into any master file record, provided user has the proper authorization.
SINGLE SIGN-ON - ACTIVE DIRECTORY - Support of Single Sign-on and Active Directory.
CONFIGURABLE ELECTRONIC FORMS - Forms that can be filled in, routed online for approval, and update the database.
Workflow
Workflow is available for approvals
Workflow rules can be set by:
User
Role
Department
Account code
Workflow assignments can be re-routed to different authorized approvers based upon availability.
Workflow approvals can be re-routed to secondary approver if:
Primary approver is out (example: on vacation)
Primary approver does not respond in pre-defined period of time
Event driven notification of process events, including e-mail and/or other Web-based notification.
Workflow notification for:
Warn users of upcoming expiration
Notify managers of employee actions or transactions
Status change (employees position, etc.)
Overdue work (purchase order not approved)
Visibility to Workflow queue.
Audit Trail
Provide an automated audit trail of system transactions.
Record the following minimum data on all transactions:
Type of change
Operator ID
Effective Date of Change
Date
Time
Old value
New value
Transaction Type
Transaction ID
Allow for free form text to be added
Ability to allow authorized users to define record retention periods, specific to individual record categories.
Ability to ensure that all data is archived before being purged.
Technology
Database: MS SQL Server 2012 or higher. Must meet compatibility without running in a compatibility mode otherwise it will be deemed not compatible. Explore: Level of Data Normalization,
Use of Vectoring in tables and ANSI compliance
Server: MS Server 2012 R2, 64 Bit.
Compatible with Windows 10 or higher desktop
Web-enabled or Web-based architecture with published open API’s and browser agnostic. List of current browsers support and the version you support.
Available SaaS and hosted options which allow multiple environments, e.g. production, test, training, development, etc.
Comply with institutional data security requirements including: (1) HIPAA Rules for Human Resources data security (2) American with Disabilities Act (ADA) compliance (3) PHI security
(4) Comply with PCI regulations for vendor EFT Payments and if proposing Utility Billing.
Single sign-on: MS Active Directory; LDAP compatible.
Operable with Microsoft VMWare V-Sphere and Hyper-V.
Microsoft Outlook and Exchange Server integration for Email and workflow approval. Calendaring ability would not be required, explore.
Office 365 compatible.
Import/Export to Microsoft Word, Access and Excel; ability to filter data for export.
Scan and attach PDF, JPEG, wav, MP3, TIF, etc. and MS Office files to records throughout all modules.
Online Readable Data Dictionary or database schema.
Ability to use special characters (including keyboard [`|!@#$%^&*”] vs. non-keyboard) in notes, emails approvals, passwords, etc.
Activity or date triggered alerts, flags, and messages.
Standard - Current
Standard - Next
Report Writer
3rd-Party Application
Custom Modification
Not Available
Comments
Legend:
Standard - Current
Standard - Next Release
Report Writer
3rd-Party Application
Custom Modification
Not Available
Application
General Features
General Features
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General Features
Available in current software release
Guaranteed available in next release of software
Custom/FDI needed
Not available in current or next release; interfaced/integrated third-party application or through custom modification.
Feature Number
Feature / Function / Capability
General Features
REPORT WRITER PERFORMANCE - Capability to process report writer requests at any time throughout the processing day, without impacting system performance.
REPORT WRITER OPERATIONS - Provide the ability to support menu-driven report scheduling options.
REPORT WRITER OPERATIONS - Capability to generate error messages with a description of corrective actions.
REPORT WRITER HELP - Capability to support online instructions "help".
AGENCY-DEFINED DASHBOARDS - Ability for each user to create or modify existing dashboards. Ability to configure dashboards to present reports, tasks, notifications, approvals, drill
down to source transactions, etc.
WILDCARD SEARCHES - Ability to perform searches by using wildcards or partial information (e.g., searching for accounts, funds, cost centers, projects, etc.)
REPORT CONDITIONING OPTIONS - The following report writing capabilities need to include the ability to arithmetically calculate functions:
Generate reports using "include" and "exclude" statements.
Generate reports using "and" and "or" statements
Generate reports using "equal to", "less than", and "greater than" statements.
Capability to use an "if-then-else" sequence within one query.
REPORT FIELD SELECTION OPTIONS - Capability to combine the use of multiple fields from multiple modules’ database tables in a single query.
REPORT FILE REFRESHING - Capability to store and recall items whose values are derived from other values in the data files.
ARITHMETIC FUNCTIONS - Capability to support the use of arithmetic: addition, subtraction, multiplication, division, and percent calculations.
BASIC STATISTICAL FUNCTIONS - Capability to support mean and standard deviations and to build cross tabulations.
PDF FOLDERS - Ability to setup auto save folders by type of report when using a pdf writer tool.
REPORT FILE SELECTION OPTIONS - Ability to report on any user-defined field.
REPORT COLUMN DEFINITION - Capability to support default or special column headings.
REPORT SELECTION OPTIONS - Capability to query on any element of a transaction history file, including the type of transaction and the process that originated the transaction.
REPORT EDIT WORD DEFINITION - Capability to support unique field editing (i.e., currency, symbol, commas, decimal places, etc.) on specific data items.
REPORT SORTING OPTIONS - Capability to support major and minor sort options.
REPORT SUBTOTALS - Capability to support subtotal and total options by field.
REPORT SORTING AND TOTALING OPTIONS - Capability to choose various sorting options and report totaling options with appropriate subtotaling based on selected sort option.
GRAPHS/CHARTS ON REPORTS - Ability to print graphs and charts on reports.
MATCHING RECORDS - Capability to support a matching record option for use with multiple files within one query.
REPORT IDENTIFICATIONS - All reports should contain organization name, report title, column heading descriptions, processing date, sequentially numbered pages, and subtotals at each
level break as appropriate.
SAVE REPORT SETTINGS - Ability to save report settings as a specific report name attached to a user-defined report menu.
SAVE REPORT SETTINGS - ACCESS - Ability to indicate which saved reports can only be accessed by certain individuals.
ELECTRONICALLY FILE REPORTS - Electronically save reports for subsequent users’ access (e.g. on an internal intranet page, user dashboard or report menu, etc.)
EMAIL REPORT LINKS - Ability to email report links.
REPORT SCHEDULING - Provide report scheduling along with email distribution for recipients.( repeat options of specific days, weeks, weekly, monthly)
REPORT OUTPUT SELECTION - Ability to support user specification of the output media (i.e., printer or screen).
LARGE REPORT TO PRINT WARNING - Ability to warn the user they are about to print a large report (displays number of pages).
MICROSOFT EXCEL - Ability to download files to a Microsoft Excel format.
PDF FORMAT - Ability to save reports in PDF format.
DISPLAY PRINTER QUEUES PRIOR TO PRINTING - View or print reports, as an option.
PRINTING TO "SAVE" REPORTS TO OUTPUT QUEUES - Ability for printed output to be queued to any of the system or network printers.
REPORT RETENTION - Ability to save and maintain report specifications for periodic use.
VIEW QUERY TABLE(S) ONLINE - Ability to see on-screen the table(s) that each field is tied to in order to assist users with the creation of queries and/or ad-hoc reports.
Visibility to Workflow queue.
Standard - Current
Standard - Next
Report Writer
3rd-Party Application
Custom Modification
Not Available
Comments
Legend:
Standard - Current
Standard - Next Release
Report Writer
3rd-Party Application
Custom Modification
Not Available
Application
General Requirements
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Budget Control
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Budget Control
Budget Control
Budget Control
Budget Preparation
Budget Preparation
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Budget Preparation
Position Budgeting
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Analysis and Forecasting
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Budget Maintenance and Monitoring
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Budget Adjustments
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Budget Rollover
Budget Rollover
Budget Rollover
Budget Rollover
Budget Rollover
Budget Rollover
Reports/Queries
Reports/Queries
Reports/Queries
Reports/Queries
Reports/Queries
Reports/Queries
Reports/Queries
Reports/Queries
Reports/Queries
Reports/Queries
Reports/Queries
Reports/Queries
Reports/Queries
Reports/Queries
Reports/Queries
Reports/Queries
Reports/Queries
Reports/Queries
Reports/Queries
Reports/Queries
Reports/Queries
Reports/Queries
Budget Document
Budget document
Budget document
Budget document
Available in current software release
Guaranteed available in next release of software
Custom/FDI needed
Not available in current or next release; interfaced/integrated third-party application or through custom modification.
Feature Number
Feature / Function / Capability
General Requirements
Uses the primary system's chart of accounts
Supports multi-year budgeting
Supports capital budgeting
Maintains budget and actuals data by period, including:
Current Year
Prior ten years
More than 10 years
Allows users in each department to develop:
Summary Budgets
Detailed Budgets
Provides ability for users, with proper security, in each department to access budget information, including:
View data
Change data
Supports import / export of budget data to / from external applications (e.g., Excel)
Provides free-form user-defined text fields for budget justification
Allows detailed descriptions for each budget line item
Supports user-defined budget approval processing and workflow flow; provides standard template configuration
Supports role-based security for budget development based on a variety of data points
Provides for a comprehensive audit trail
Ability to upload budget data from Excel or other product
Allows budgeting for non-financial accounts, that is setting goals and targets for performance measures
Budget Control
Provides multiple levels of controls for the following types of budgets:
Fund
Department
Division (should mirror the organizational structure in the General Ledger)
Program
Project
Grant
Account
Allows users to allot each appropriation budget by the following periods (with flexibility based on account):
Semi-Annual
Quarter
Month
Percentage
Allocation based on seasonal trend
Prior year spending pattern
Allows users to carry forward appropriation allotments to the next allotment period based on the funding source; clarify within the current budget year
Supports the tracking of original budget and adjustments
Supports user-configurable budget rules, checking and warnings
Includes encumbrances / pre-encumbrances in budget warnings
Supports individual appropriation budgetary control options in the system, including:
Hard - prevents transaction from processing without override approval
Soft – provides warning message but allows transaction to process with override
No control – allows transaction to process without warning
Budget Preparation
Provides online budget request worksheet, used for budget prep, that contains:
Current year adopted budget
Current year amended budget
Current year actuals projected
Up to ten years actuals projected
Up to ten years historical previous budget data (original, amended, etc.)
Online budget request worksheets contains dollar amounts and non-financial statistics (performance goals and results)
Supports the following:
Fund budget
Line item budget
Program budget
Project budget (multi-year)
Grant budget, including:
Sponsor Fiscal Year
Organization's Fiscal Year
Rolls department worksheets automatically into organization-wide master budget
Allows users to view prior year's line-item budget while entering new budget
Allows users to view prior two years' line-item budget while entering new budget
Allows users to view actuals at detail and/or summary level while entering the new budget
Supports entering and viewing the following versions of the budget:
Original Request
Department Manager Request
Budget Office Request
Executive level request
Council Request
Supports multiple versions of the budget with a final control version
Stores reason for budget version
Creates an initial version of the budget using the following:
Zero balances in all accounts
Text or any attachment (copy) from previous budget to any other budget version
Current year's original budget
Current year's amended budget
Last year's budgeted total
Last year's actuals
Last year's amended
Current year's actuals plus/minus a percentage
Current year's budget plus/minus a percentage
Projection based on percentage of last year's actual
Projection based on estimated actuals from current year
Allows users to flag one-time budget events
Saves forecasts
Allows users to adjust the base budget line items or summary totals by:
Percentage
Dollar amount
Allows attachment of non-financial data; for example: mission statements, performance measure (operational data), org charts
Allows users to copy formulas from one field to many cells
Compares budget versions to demonstrate changes that have been made between versions
Locks budget changes after specified date
Supports the ability to approve all budget line items at one time
Supports exception-based budgeting
Supports statistical budgeting
Supports project budgeting
Supports multi-year budgets for projects, grants, and contracts
Allows users to perform global budget changes
Stores budget data for user-defined period of time
Position Budgeting
Allows users to track positions at multiple levels of authorization:
Ordinance
Budgeted
Authorized
Requested but not yet authorized
Filled
Vacant
Identifies funding sources for positions (multiple funding sources)
Allows users to track positions by different status:
Active
Frozen
Held
Unfunded
Provides multiple types of positions, including but not limited to:
Full-time
Part-time
Hourly
Temporary (Project/Grant Funded Positions)
Seasonal
Contractual/At-Will
Volunteer
User-defined
Supports position budgeting that includes calculations of benefits specific to position(s)
Supports budgeting definition for position vacancies; including salary and fringe
Supports budgeting definition for position vacancies; including salary and fringe
Allows for the cost of a position to be allocated to multiple segments of the Chart of Accounts, such as organizational codes, programs, projects, grants
Allows users with proper security authorization to perform the following operations online for projection purposes:
Add or delete the number of authorized or budgeted positions
Provide tools to reconcile and budget/forecast salary and benefit costs
Ability to easily move positions from one department and/or fund to antoher
Modify filled / vacant status
Analysis and Forecasting
Supports forecasting current year budget and actual (either on a line-by-line basis or on an entire budget) by multiple budget elements, including:
Straight-line projection
Percentage based on last year actual
Last year actual or budget for the remainder of the current fiscal year
Units (positions) or staffing levels
Employee groups
Characteristics of positions, for example longevity increases, step and grade increases
Personnel Costs
Units of Measure, such as miles, gallons
Revenue
Calculates position costs based on incumbent for the following assumptions:
Service Increment (by anniversary date)
Full time vs Part time
Certifications (when certifications to be earned would be effective)
Shift pay
Calculates available dollars to forecast budget
Calculates position vacancy costs
Provides multiple calculation methodologies for salaries and benefits budget monitoring
Accommodates "what if" forecasting
Accommodates "what if" forecasting for mass salary changes that include all benefit calculations
Allows users to save multiple budget scenarios
Supports identification of up to 25 named versions of the budget for each named entity / ledger
Each version can have the ability to log changes made
Eight roll ups are available for each version
Create "what-if" scenarios of the budget
System calculates long-term budget forecasts for a user defined period of time
Visualizations should be interactive and have click-through/drill-down capabiltiies
Ability to parse and visualize data by fund, department, program, or other function
Ability to visualize data in the following formats: pie chart, line graph, stacked line graph, and/or bar graph
Ability to push proposed and/or approved budgets to public-facing transparancy site.
Budget Maintenance and Monitoring
Users can view the amount of funds remaining in the budget (i.e., amount budgeted, amount encumbered, amount spent, etc.)
System stores narrative justification for budget adjustments at the departmental level
System track all budget changes including:
Type of change
Reason for change
Who requested the change
Approval Date
Audit trail of all budget changes
The original change request
Amended vs Original
Budget Adjustments
System allows transfers:
Within a division
Within a department
Between divisions
Between departments
Between funds
Lock out budget changes after specified date, but maintain ability to view those in progress
System supplies a method to load budget adjustments to multiple budgets (adopted budget, current budget w/transfers, etc.)
Support the approval of budget adjustments online via Workflow Approvals may be multi-level
Tracks all budget changes (transfers/amendments), type of change, and reason for change
Budget Rollover
Supports preparation of base budgets from prior year actuals
Approved budget may be automatically installed
Prior year budgets may be viewed when creating current/future year budgets
Supports the rollover of encumbrances
Supports the liquidation of encumbrances prior to rollover; thereby restricting liquidated amount from current year budget
Reports/Queries
Numerous standard reports are provided
Provides ad-hoc report writing tool(s) that allow users to modify current reports and create custom reports
Allows users to select and query from any field, both on screen and through reporting Users may select any field and/or groups of fields, additionally the use of wildcards and ranges
is supported
Allows user to create footnotes and comments for budget publications
System provides the following reports with the ability to filter by fund/division/department:
Original Expenditure Balance
Beginning Budget Balance
Beginning Budget
Amended Budget
Council Approved Budget
Encumbrances/Pre-encumbrances
Actual Expenditures
Actual Revenues
Transfers (In and Out)
Available Expenditure Budget Balance
Revenue Surplus/Deficit
Monthly Analysis Report
Year to Date Report
Quarterly Analysis Report
Generates a standard, configurable budget variance report (budget to amended to actuals)
Provides reports/inquiries to review multiple versions of budget
Ability to report on financial and non-financial budget data
Budget Document
Ability to produce charts and graphs necessary for compliance with GFOA Distinguished Budget Award
Ability to produce budget document including: charts, graphs, narratives
Smart capabilities that will automatically update narrative as data changes.
Standard - Current
Standard - Next
Report Writer
3rd-Party Application
Custom Modification
Not Available
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