HomeMy WebLinkAbout2020-04-03 - ExhibitC for Enterprise Resource Planning SoftwareVendor 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
3.3
3.4
3.5
3.6
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, Asset information
TeleStaff– Time data for Payroll – Fire and Police
US Bank - Banking
NeoGov – Employee Recruitment data
Washington State Department of Retirement Systems: Enrollment, retirement contributions, reporting, etc.
TRAKiT – Permits, Planning, Code Enforcement, etc.
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
7
8
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10
11
12
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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.
Do you provide 24/7 global support to accommodate international entities?
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 disaster recovery capabilities and regular data replication? Attach relevant recovery time objectives and recovery point objectives.
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
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3
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5
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9
10
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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 modules 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 the ERP 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 ERP Software - Detailed Cost Sheet
Required Modules
General Ledger
Security
Ad hoc Reporting
Project Accounting
Cash Receipts (POS)
Accounts Receivable
Fixed Assets
P-Card
Purchasing
Accounts Payable
Payroll
Time and Attendance
Employee Self-Service
Human Resources
Utility Billing
Budgeting
Totals
Optional Modules
Grant Management
Contract Management
Bank Reconciliation
Benefit Administration
Applicant Tracking
Inventory
Land
Citizen Services
Totals
Maintenance- Required Modules
Year 1
Years 2 through 5
Years 6 through 10
Totals
Maintenance- Optional Modules
Year 1
Years 2 through 5
Years 6 through 10
Totals
Other Services
Report Development
Process Improvement
Disaster Recovery Services
Integration
Travel
Other Costs
Subtotal - Implementation
Implementation Cost
0
Price
0
Price
0
Price
0
Price
0
Total Cost for Training
0
Total Cost for Training
0
Comments/Assumptions
Comments/Assumptions
Comments/Assumptions
Cost of Data Conversion
0
Cost of Data Conversion
0
Other Costs
0
Other Costs
0
Total Costs
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
Total Costs
0
0
0
0
0
0
0
0
0
Hours Required for Training
0
Hours Required for Training
0
Hours Required for Implementation
0
Hours Required for Implementation
0
Number of Staff Hours Required for Implementation
Number of Staff Required for Implementation
Comments/Assumptions
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
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
10.001
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
10.03
10.031
10.032
10.034
10.034
10.034
10.035
Feature / Function / Capability
GENERAL SYSTEM
PERSON/ENTITY - Ability to maintain central person/entity record identification information throughout all modules (e.g., A/R, Payables, Utility Billing, CRM, etc.)
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.
VENDOR SUPPORT ACCESS TO CLIENT - Provide electronic connection. Vendor can connect to computer server for diagnosis and resolution of software problems.
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.
BATCH PROCESSES - Ability to run specific assigned jobs, by permission, in a batch process.
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
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
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
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
Workflow
Workflow
Workflow
Workflow
Workflow
Workflow
Workflow
Workflow
Workflow
Workflow
Workflow
Workflow
Workflow
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
System has fully integrated suites/modules/applications (if not integrated, please specify which modules are not integrated).
Software uses workflow to electronically route documents (and route/store approvals) across all:
Suites
Modules
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 is HIPAA compliant.
System allows for digital signature technology and proper authentication procedure.
System supports RFID Tagging.
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:
Pages
Fields
Transactions
System allows attachment of documents in all modules.
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 throughout all modules; 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
Credit Card number
Social Security number
Drivers License number
Email
Medical Info
Other data specified by State, Federal statutes
System will mask sensitive information in self service modules (customer PIN Numbers, etc.).
All suites/modules/applications 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
Group
Role
Position
Job Function
Person
Security settings can be set for:
Global
Module
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 in the following modules:
General Ledger
Budget
Accounts Payable
Accounts Receivable
Project Accounting
Grant Accounting
Purchasing
Fixed Assets
Human Resources
Applicant Tracking
Benefits Administration
Payroll
Employee Self Service
Cashiering
Cash Management
Security Set-up/New User Addition
Workflow rules can be set by:
User
Role
Department
Thresholds (above or below certain number, example: above 5,000)
Percentage Argument (% above or below, example: more than 5% more than PO amount)
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 approval processes for:
Purchasing process
Time entry approval (e.g., sick leave request, vacation request)
Accounts payable
Budget review
Grant approval
Fixed asset disposal
Inventory Processing
Hire process
Permit approval
Changes to data via self service
Salary changes
Benefits enrollment
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
General Features
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General Features
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General Features
General Features
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General Features
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General Features
General Features
Integrations
Integrations
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.
Integrations
INTEGRATION - THIRD PARTY REPORT WRITERS - Ability to integrate with a third-party report writing tools, such as Crystal Reports and Cognos.
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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General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
Charts of Accounts Design
Charts of Accounts Design
Charts of Accounts Design
Charts of Accounts Design
Charts of Accounts Design
Charts of Accounts Design
Charts of Accounts Design
Charts of Accounts Design
Charts of Accounts Design
Charts of Accounts Design
Charts of Accounts Design
Charts of Accounts Design
Charts of Accounts Design
Charts of Accounts Design
Charts of Accounts Design
Charts of Accounts Design
Charts of Accounts Design
Charts of Accounts Design
Charts of Accounts Design
Charts of Accounts Design
Charts of Accounts Design
Charts of Accounts Design
Charts of Accounts Design
Charts of Accounts Design
Charts of Accounts Design
Organizational Design
Organizational Design
Organizational Design
Organizational Design
Organizational Design
Organizational Design
Organizational Design
Organizational Design
Organizational Design
Organizational Design
Organizational Design
Organizational Design
Transaction Processing
Transaction Processing
Transaction Processing
Transaction Processing
Transaction Processing
Transaction Processing
Transaction Processing
Transaction Processing
Journal Entry
Journal Entry
Journal Entry
Journal Entry
Journal Entry
Journal Entry
Journal Entry
Journal Entry
Journal Entry
Journal Entry
Journal Entry
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Journal Entry
Journal Entry
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Journal Entry
Journal Entry
Journal Entry
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Journal Entry
Journal Entry
Journal Entry
Journal Entry
Journal Entry
Journal Entry
Journal Entry
Interfund and Interdepartmental Vouchers
Interfund and Interdepartmental Vouchers
Interfund and Interdepartmental Vouchers
Interfund and Interdepartmental Vouchers
Interfund and Interdepartmental Vouchers
Interfund and Interdepartmental Vouchers
Interfund and Interdepartmental Vouchers
Closing
Closing
Closing
Closing
Closing
Closing
Closing
Closing
Closing
Closing
Closing
Closing
Closing
Closing
Closing
Closing
Closing
Closing
Closing
Closing
Closing
Closing
Reports/Queries
Reports/Queries
Reports/Queries
Reports/Queries
Reports/Queries
Reports/Queries
Reports/Queries
Reports/Queries
Reports/Queries
Reports/Queries
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Reports/Queries
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
Complies with all financial and report standards in accordance with:
GAAP (Generally Accepted Accounting Principles)
GASB (Governmental Accounting Standards Board)
CAFR
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.
Budget Basis of Accounting
Accrual Basis of Accounting
Modified Accrual Basis of Accounting
Single Audit
Supports encumbrance accounting.
Posts all subsidiary systems/ledgers (e.g., Purchasing, AP, AR, UB) to the General Ledger in real-time.
Supports the following basis of accounting:
Cash
Modified Accrual
Full Accrual
Supports a different basis of accounting for expenditures and revenue simultaneously.
Stores the following non-financial data for each unique fund:
Date established
Source of revenue
Acceptable uses
Vendor Name
PO Number
Check Number
Description
Date of last activity
Allows transactions in multiple fiscal years.
Define any limitations in the Remarks column.
Maintains detail transactions for each year when working in multiple fiscal years.
Maintains detailed financial records/history for user-defined period of time.
Provides dual ledger capabilities within the General Ledger. Each detailed transaction from any subsystem must be coded to a General Ledger account and may be coded to a Job Ledger account,
allowing two wholly separate accounting structures to be represented by one transaction.
Users may define edit rules.
Supports definition of approval and validation processing using an integrated workflow tool that includes standard template configuration.
Provides warnings or alerts for available funds checking for non-budgeted accounts.
Chart of Accounts Design
Supports multiple reporting entities in Chart of Accounts (e.g., primary government, component unit).
Provides unlimited levels of structure for each segment of the Chart of Accounts.
Please indicate any limits in the Remarks column.
Supports at least eight characters for each data field segment of the Chart of Accounts
Supports short descriptions of at least 30 alphanumeric characters for each Chart of Accounts segment.
Designates each general ledger account by the following account types:
Asset
Liability
Fund equity
Revenue
Expenditure
Project
Statistical (Non-financial)
Contains the following indicators for accounts:
Active (available for posting)
Active (available for budget)
Inactive (not available for posting)
Inactive (not available for budget entry)
Effective date (not available for posting until the effective date)
Ability to link old and new GL codes for reporting purposes
Supports Chart of Account changes and maintains records of historical Chart of Accounts.
Supports effective dating on active/inactive accounts and maintains all historical information for reporting purposes.
Prevents users without proper security from deleting accounts if any activity is posted to them
Ability to require project accounting or job ledger code for certain GL codes
Supports user-defined grouping of Chart of Accounts segments into multiple reporting hierarchies.
Organizational Design
Supports the following organizational structures within the Chart of Accounts:
Primary government (highest level of reporting)
Component units
Cost centers
Departments
Division
Programs (Cross-units)
Activities
Supports restate or not restate history after a re-organization (as-of date reporting)
Supports multiple organizational structures concurrently for reporting purposes
Organizational units can be grouped or ungrouped for reporting purposes.
Transaction Processing
Provides the ability to import transactions from other data sources. All validation edits apply.
Posting to inactive accounts may be restricted.
Sub-ledger source for transaction is identified.
Authorized users may process one-sided transactions to correct out-of-balance situations.
Detailed audit trail provided for all transactions.
Supports the ability to attach documents/files/images to each transaction.
Provides individual levels of authorization and workflow approvals.
Journal Entry
System assigns journal entry numbers:
Automatically
Manually
System supports multiple line items for journal entries.
System shows the source of the transaction (e.g., manual entry or automated entry from another module).
System shows the source of the transaction (e.g., manual entry or automated entry from an ancillary/outside system).
Automatic allocations between specified accounts supported.
Journal transactions can be entered and scheduled using effective dates (e.g., posting does not occur until effective date).
Users can look up the following information on the screen as a reference during journal entry:
General ledger accounts
Budgetary accounts
Project accounts
Grant accounts
Journal entries are posted:
In real-time
Batch
Journal entries are validated against:
Chart of Account structure
Pre-defined acceptable values for each field
Users can import journal entries from desktop applications (e.g., Microsoft Excel).
Users can enter journal entries as of a certain date (e.g., to allow back-dating).
Imported transactions from desktop applications are validated using the same business rules as transactions made in the system.
System allows creation of a journal entry from previously entered journal entry format (copy journal) by:
Line item
Entire journal entry
System allows users to reverse journal entry with proper security and approvals.
System supports auto reversals for accruals.
Journal entries support "required" data fields and prevents transaction from posting until all "required" fields are completed.
Supports recurring journal entries:
with the same dollar value
with varying dollar amounts
with statistical data
Supports line item descriptions with unlimited text.
Ability to warn or block when budget will be exceeded
Users can create and process transactions against statistical and memo accounts in addition to financial accounts.
Users can save journal entries that have not yet been posted or cleared for all validation errors online.
All journal entries balance prior to posting (hard error if entries not balanced, manual override of error with proper security authorization).
Interfund and Interdepartmental Vouchers
Transfers within and between funds are balanced.
Processes interfund transfers without having to generate a check.
Tracks interfund transactions through “due to” and “due from” entries.
Tracks interfund transactions through cash entries.
Tracks interfund transactions through multi-year funds.
Restricts inter-fund postings based upon security.
Closing
System accommodates up to 14 periods per year.
Multiple fiscal years may be open at one time, with the ability to have transaction posted against them simultaneously.
Supports year-end processing at any point in time, as well as multiple times, after the end of the fiscal year (i.e., doesn't have to occur on last day or on any particular day).
Closes encumbrances by:
All encumbrances
Individual encumbrances
Groups of encumbrances
Parameters to close all selected open purchase orders/encumbrances, and requisitions/pre-encumbrances, include:
Dollar amount
Age of encumbrance
Purchase order type (example: blanket PO, purchase by item, etc.)
Department
Vendor
System closes at end of period by:
Fund
Account
Project
Grant
Organization (e.g., Department)
Accommodates soft and hard close.
Maintains multiple fiscal years concurrently, which allows users to post transactions for a new fiscal year prior to closing the previous year.
Reports/Queries
System allows department users to see available budget.
Supports the ability to select and query both on screen and through reporting from any field in the system.
Provides ability for users to select any field and/or groups of fields and use wildcards and ranges.
All reporting may be fiscal year-to-date, project year-to-date, calendar year-to-date and life-to-date.
System supports "as-of date" reporting.
Complies with GASB 34 reporting requirements.
Produce the following financial reports (available at the summary & detail levels):
Budget variance report
Trial Balance
Budget vs. Actual on a user defined time frame
Detail Activity Report
Fund Balance Report
Balance Sheet
Balance Sheet by Fund
Income Statement
General Ledger Transaction Detail
Job Ledger Transaction Detail
Deposits & Withdraws with Encumbrances
Income & Expense
Statement of Cash Receipts
Cash Flow Statement
Fund Summary
General Ledger unposted JE sets with detail drill-down
System produces the following CAFR reports:
Government-Wide Statements:
Statement of Net Assets
Statement of Activities
Fund Financial Statements:
Balance Sheet - Governmental Funds
Reconciliation of Balance sheet - Governmental funds to statement of net assets.
Statement of Revenues, Expenditures, and Changes in Fund Balances - Governmental Funds
Reconciliation of the Statement of Revenue, Expenditures, and Changes in Fund Balances of Governmental Funds to the Statement of Activities
Statement of Revenues, Expenditures, and Changes in Fund Balances - Budget to Actual - General Fund
Statement of Net Assets - Proprietary Funds
Statement of Revenues, Expenses, and changes in net assets - proprietary funds
Statement of cash flows - proprietary funds
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
General Requirements
General Requirements
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General Requirements
Project Ledgers
Project Ledgers
Project Ledgers
Project Ledgers
Project Ledgers
Project Ledgers
Project Ledgers
Project Ledgers
Project Ledgers
Project Ledgers
Project Ledgers
Project Ledgers
Project Ledgers
Project Ledgers
Project Ledgers
Project Ledgers
Project Ledgers
Project Ledgers
Project Ledgers
Project Ledgers
Project Ledgers
Project Ledgers
Project Ledgers
Project Ledgers
Project Close
Project Close
Project Close
Project Close
Project Close
Project Close
Project Close
Project Close
Project Close
Project Close
Project Close
Project Close
Project Close
Reports/Queries
Reports/Queries
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Reports/Queries
Reports/Queries
Reports/Queries
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
Supports multiple-year projects.
Supports parent/child relations for projects and sub-projects. List any limitations in the Comments field.
Provides the ability to import transactions from other data sources. All validation edits apply.
Supports the ability to attach documents/files/images.
Provides a Job Ledger specifically suited to budgeting, set-up, tracking and reporting of Project Activity.
Highly configurable, multi-level approval functionality based on a variety of data points is supported.
Projects can be established across funds and departments.
Set-up and management is available for the following types of Projects:
CIP
CIP Grant Funded
Non-CIP (operating)
Allocates direct and indirect costs to projects.
Projects are linked to:
Purchase Orders
Receivables
Payroll
Inventory
Fixed Assets
Grants
Work Orders
Contracts
Other sources of revenue
Ensures that project billings do not exceed the reimbursable budget with an override capability based on security.
System contains project budget forecasting capabilities.
Projects and project phases have the following status:
Active
Inactive
Pending (Cannot post financial transactions)
Closed (Cannot post financial transactions)
Construction in Progress
Projects can track the following:
Expenditures (from purchasing module)
Hours for Project (direct hours) - from time and attendance module
Salary Costs (direct costs)
Overhead costs
Donated items
In kind matches
Revenues
Equipment costs
Material costs and quantities
Supplies from inventory
Grant Billing
Contractor costs/professional services
FEMA Requirements
A variety of allocation methodologies are available:
Matching Funds
Calculation(s)
Formula(s)
Project Classification
Expenditures for project can be identified as capitalized expenses.
Unlimited notes/narrative may be associated with a Project.
System can generate invoice to bill for any project costs (i.e., bill to contractor, citizen, or grant).
Project Ledgers
Maintains the following general financial project information:
Budgets
Encumbrances
Expenditures
Receivables
Revenues
Penalties
Retention
Amendments/Change orders
Project budgets can be controlled by the following elements:
Fiscal year
Sponsor fiscal year
Project-to-date
Percent of completion
Funding source budget year
Department
Phase
Tracks the following dates:
Planned start date
Actual start date
Phase
Planned completion date
Actual completion date
Project Close
Users can carry forward or not carry forward fiscal year appropriations at year-end for multi-year projects.
Prevents deletion of a project account which still has an available balance for spending until the project is closed out.
Allows for multiple user defined closure dates.
Partially close a project (capitalize portion of closed project).
System provides ability to attach project close-out form.
System provides an automated procedure to purge data for closed projects.
Closes project using effective dating.
Updates the following types of accounts during a close:
Assets
Capital Assets (Depreciable assets)
Expenditures
Monitors project expenditures so that maximum amounts are not exceeded.
Reports/Queries
Supports the ability to select and query both on screen and through reporting from any field in the system.
Provides ability for users to select any field and/or groups of fields and use wildcards and ranges.
All reporting may be fiscal year-to-date, project year-to-date, calendar year-to-date and life-to-date.
Federal/State reporting compliant.
Produce variance reports by project.
Provide report for any current or completed project listing expenditures by:
Funding source (bond, grant, etc.)
Funding source by department/division
Type (fixed asset, component, construction, design, etc.)
Vendor/contractor
Month
Year-to-date
Inception to date
Fiscal year
Multiple fiscal years
Project Close Report
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
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
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General Requirements
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General Requirements
General Requirements
Point of Sale
Point of Sale
Point of Sale
Point of Sale
Point of Sale
Point of Sale
Point of Sale
Point of Sale
Point of Sale
Point of Sale
Point of Sale
Point of Sale
Point of Sale
Point of Sale
Point of Sale
Point of Sale
Point of Sale
Point of Sale
Point of Sale
Point of Sale
Point of Sale
Point of Sale
Point of Sale
Point of Sale
Point of Sale
Point of Sale
Point of Sale
Point of Sale
Point of Sale
Reports/Queries
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Reports/Queries
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Reports/Queries
Reports/Queries
Reports/Queries
Reports/Queries
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
Interface cashiering module with the general ledger
Ability to link miscellaneous transactions (non AR) to a customer in master customer file
The system downloads (by batch) automated cash receipts and collections data from remote sites.
Ability to print receipts on multiple printers (one at POS and one in the kitchen, etc.)
Allows to operate multiple cash drawers on a single register
The cash register operator must be validated by cash register and as an employee
A full audit trail will be provided for each cash register
Allows multiple cash register batches to be created or closed at any point in day
Automatically updates both the appropriate customer master file and the GL posting file with a single cash receipt or batch with the following information detailed:
Each transaction has a unique reference ID or number
Transaction types (sale, refund, account adjustment, etc.) (Identify any limitations in the Comments field)
Payment type (cash, credit, etc.) (Identify any limitations in the Comments field)
Date
Payor
Description
Invoice number
Amount detailed by cash, cashier's check, money order, credit card, debit card, electronic transfer or check
Credit card number or debit card number, if applicable
GL organization
Credit account(s) and amount(s) including project and sub-project accounts
Debit account(s) and amount(s)
Batch ID
Accounts where billing occurred
User defined receipt field (identify any character limitations in the comments field)
The system shall receive the following payment types:
Cash
Lock Box
Check (personal, travelers, cashiers)
Money orders
Gift Certificates
Gift Cards
Check (personal, travelers, cashiers)
Credit card
Combination of Above
Direct Debit (Debit Card)
ACH
Other payment types (define limitations in the comments field)
The system shall inquire against pending transactions.
Apply payments according to the following:
Accept third party billing
Partial payments against individual line items on a receivable
Partial payments against funds and/or accounts
Overpayments against individual line items on a receivable
Ability to process credit/debit card transaction from computer without the need for a credit card terminal
Maintain open receivable until all items are satisfied
Point of Sale
Provide the following cashiering functions:
Generate receipt to payee
Provide a deposit slip
Generate electronic form of reporting
Balance daily cash receipts to bank deposit.
Balance daily cash receipts by:
Cashier
Drawer
General ledger code
Automatically generate general ledger distribution entries needed to record receipts.
Interface this module with the General Ledger.
Interface to other administrative systems that collect (bill) revenue.
System flags cash-only accounts at the point of sale.
Look up the customer master file by:
Customer name
Customer number
Invoice number
Partial customer name
Telephone number
Physical/Mailing Address
Email address
Partial Address
Any other field in customer account
Allows cashiers to view all outstanding payments on customer account.
Allows cashiers to apply payments to more than one outstanding payment.
Allows cashiers to collect partial payment.
Allows cashiers to collect payment in multiple forms of payment (cash, check, credit, etc.).
Check scanning capabilities.
Reports/Queries
Produces report listing total of all transactions processed by cashier during shift.
Produce an invoice listing based on posted and unposted data.
Report on unbilled charges.
Provide a report by account of open receivables and account balances.
Produce detailed and summary audit trails.
Produce a report of detailed customer account information.
Produce a receivable report by type.
Flag payments received for which no match to an invoice has been determined (pre-payments, duplicates).
Provide a cash receipts report by customer and account.
Provide a cash receipts report by type of transaction.
Generate a variance report for:
Lists of receipts for daily cash deposits
Cash receipts registers
Cash journals
Customer account adjustments
Daily bank deposits
Produce a daily, weekly and monthly report of revenues by type.
Produce a revenue by customer report, on a user defined basis.
List receivables written off.
Account and report for cash receipts revenue.
Prepare an aging report according to user defined categories (i.e., 30, 60, 90 days).
Sort and display accounts receivable in a prescribed aging format.
Produce a report of transactions by cashier:
Cashier
Drawer
Date
User defined time period
Type of transaction
Total Dollar amount
Dollar amount by payment type
System provides ad hoc reporting capabilities.
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
General Requirements
General Requirements
General Requirements
General Requirements
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General Requirements
Customer File
Customer File
Customer File
Customer File
Customer File
Customer File
Customer File
Customer File
Customer File
Customer File
Customer File
Customer File
Customer File
Customer File
Customer File
Customer File
Customer File
Customer File
Customer File
Customer File
Customer File
Customer File
Customer File
Invoices
Invoices
Invoices
Invoices
Invoices
Invoices
Invoices
Invoices
Invoices
Invoices
Invoices
Invoices
Invoices
Invoices
Invoices
Invoices
Invoices
Invoices
Invoices
Invoices
Invoices
Invoices
Invoices
Invoices
Invoices
Receipts/Point of Sale (PoS)
Receipts/Point of Sale (PoS)
Receipts/Point of Sale (PoS)
Receipts/Point of Sale (PoS)
Receipts/Point of Sale (PoS)
Receipts/Point of Sale (PoS)
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Receipts/Point of Sale (PoS)
Receipts/Point of Sale (PoS)
Receipts/Point of Sale (PoS)
Collections
Collections
Collections
Reports/Queries
Reports/Queries
Reports/Queries
Reports/Queries
Reports/Queries
Reports/Queries
Reports/Queries
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
Assign invoice numbers:
Manually
Automatically
System allows invoices to be categorized by type (e.g., rentals, etc.).
System allows invoices to be categorized by department.
Establishes default account distributions for each type of receivable.
Supports electronic fund transfer from bank for customer payments.
System automatically applies penalties based upon system-defined rules or criteria.
System automatically calculates interest based upon system-defined rules or criteria.
Ability to handle credits across receivable types.
Ability to pdf and email invoices
Customer File
Customer file is linked with AP vendor file (customer can also be a vendor).
Customer file is linked with purchasing vendor file.
Record the following customer information:
Last account activity
Multiple contact names
Contact email address
Social Security Number or Tax ID Number
Email address
Multiple phone number (e.g., office, cell, fax, etc.)
Multiple addresses
Balance due
Last payment amount
Payment History
Payment Arrangements
Average number of days to pay
Customer type
Notes/comments (miscellaneous additional information)
Date customer was added
Deposit Requirements (system deposit information must include type deposit, date of deposit, amount, receipt number, check number, and refund date)
Other user defined fields
Audit trail of all changes to customer file (changed from, date/time stamp, user that changed record).
System masks sensitive customer information e.g., Social Security Number information, credit card information, etc.).
Invoices
Accommodates:
One-time invoices
Recurring invoices
System saves templates for generating invoices.
Generate invoices for internal customers (Departments).
System allows users to adjust penalties and fees applied to invoices with proper security authorization.
Generate account statements for the following:
Organizational/Summary detail
Specific account types
Range of accounts within a department
Range of customers or individual customers
Delinquent accounts
Customers with debit/credit balances
Other user defined criteria
Generate consolidated statements for customers with multiple accounts.
System maintains detail of unbilled charges.
Reprints a duplicate invoice.
Reprints invoices and statements after corrections are made.
Stores multiple dunning messages templates.
Automatically generate dunning letters based on passage of time (e.g., 30, 60, 90 days).
Users can write off small discrepancies between the amount due and the amount received with proper security.
Ability to set up payment plans.
Ability to auto assign GL codes based on predefined criteria (e.g. vendor, type of receivable, etc.).
Generates an invoice with sufficient and flexible text area to adequately describe services provided-customized invoice process. Please provide any character limitations in the Comments
field.
Receipts/Point of Sale (PoS)
Apply customer payments to multiple charges.
Accommodate the following transactions for payment:
Cash
Lock box
Gift Certificates
Gift Cards
Credit card
Direct Debit (Debit Card)
Check (personal, travelers, cashiers)
Electronic transfers (EFTS), indicating destination
Combination of above
Other payment types (define limitations in the Comments field)
Ability to add a convience fee as an additional charge if paid by credit card. Convenience fee would need to be shown on receipt as a separate line item.
Ability to pay invoice via internet or mobile device
Provide the following cashiering functions:
Generate receipt to payee
Provide a deposit slip
Balance daily cash receipts to bank deposit
Option to Print a receipt without the balance (mask)
Balance daily cash receipts by:
Drawer
Cashier
General ledger code
Ability to search daily transactions by dollar amount.
Automatically generate general ledger distribution entries needed to record receipts.
Interface to other administrative systems that create receivables.
Look up the customer master file by:
Customer name
Customer number
Invoice number
Customer Social Security Number (last 4 digits)
Partial customer name
Telephone number
Physical/Mailing Address
Email address
Payment history (30/60/90 aging, etc.)
Allows cashiers to view all outstanding payments on customer account.
Allows cashiers to apply payments to more than one outstanding payment.
Allows cashiers to apply credits on customer accounts (over tender payment).
Allows cashiers to collect partial payment.
Identify partial payments made on customer accounts (i.e., initial balance, amounts paid, remaining balance).
Identify partial payments made on customer accounts (i.e., initial balance, amounts paid, remaining balance).
Ability for staff to process a credit card transaction from their desk using a web portal rather than a credit card terminal machine.
Allows cashiers to collect payment in multiple forms of payment (cash, check, credit, etc.).
Collections
System can accommodate collection fees.
System can consolidate multiple receivables into one collection action.
Reports/Queries
Generate a report by user/department/category for:
Aging reports with user-defined aging categories
Cash register journals
Provide a cash receipts report by customer and account.
Provide a cash receipts report by type of transaction.
Invoice can be generated and archived as a report
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Comments
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Application
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Additions and Maintenance
Asset Disposition, Retirement, and Theft
Asset Disposition, Retirement, and Theft
Asset Disposition, Retirement, and Theft
Asset Disposition, Retirement, and Theft
Asset Disposition, Retirement, and Theft
Asset Disposition, Retirement, and Theft
Asset Disposition, Retirement, and Theft
Asset Disposition, Retirement, and Theft
Asset Disposition, Retirement, and Theft
Asset Disposition, Retirement, and Theft
Asset Disposition, Retirement, and Theft
Asset Disposition, Retirement, and Theft
Asset Disposition, Retirement, and Theft
Asset Disposition, Retirement, and Theft
Asset Disposition, Retirement, and Theft
Asset Disposition, Retirement, and Theft
Asset Disposition, Retirement, and Theft
Asset Disposition, Retirement, and Theft
Asset Disposition, Retirement, and Theft
Asset Disposition, Retirement, and Theft
Asset Disposition, Retirement, and Theft
Asset Disposition, Retirement, and Theft
Asset Disposition, Retirement, and Theft
Asset Disposition, Retirement, and Theft
Asset Disposition, Retirement, and Theft
Depreciation
Depreciation
Depreciation
Depreciation
Depreciation
Depreciation
Depreciation
Depreciation
Depreciation
Depreciation
Depreciation
Depreciation
Depreciation
Depreciation
Depreciation
Depreciation
Depreciation
Depreciation
Depreciation
Depreciation
Depreciation
Depreciation
Depreciation
Depreciation
Capital Projects
Capital Projects
Capital Projects
Capital Projects
Capital Projects
Asset Warranties and Service
Asset Warranties and Service
Asset Warranties and Service
Reports/Queries
Reports/Queries
Reports/Queries
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
System tracks:
Capitalized items
Non-capitalized items
System tracks donated assets (i.e., developer donated land and infrastructure).
System must identify fixed asset, based upon:
GL/Account code
Serial number
Unique ID #
Fund
Class
Type
Project / Program
Department/Division/Section
Building/Facility
Cost
Funding Source:
Grant
Bond
Lease
Other user defined
Primary Contact Person (custodian of the asset)
System can attach electronic documents (including photos, CAD, etc.) to an asset record. Please identify any file format limitations in the Comments field.
Tracks information for assets with shared ownership (shared with other agencies).
Track percentage of asset owned for shared assets that can be different for each asset (e.g., 35%/65%).
System supports identification of equipment with:
Asset ID tag
Date driven workflow notification upon a specific expiration date (leases, grants, warranties, etc.)
Asset Additions and Maintenance
System tracks the following categories of assets:
Land
Buildings
Improvements
Equipment
Furniture and fixtures
Vehicles
Capitalized Leases
Non-capital leases
Easement/ROW
Building Components (Paint/Doors/Windows, etc.)
Infrastructure
Software Licenses
Other user defined asset types (please identify any limitations in the comments field)
Addition of asset units (e.g., feet of pipe).
System specify the location of an asset by:
Building and room number
Address
Parcel number
Legal description
Warehouse
Contact information for asset custodian
System assigns asset number(s):
Automatically
Manually
System maintains detailed property information required to identify and track assets, including:
Project Number
Asset number
User defined fields
Chart of Account distribution
Organization
Department
Asset acquisition date
In-service date
Asset condition
Asset status (e.g., inactive)
Asset status (e.g., fully depreciated)
Unit cost/value
Value basis
Trade-in credit
Vendor number, name
Asset descriptive information
Manufacturer number, name
Model year
Model number
Serial number
Employee name for employee to whom asset is assigned (if applicable)
Employee number for employee to whom asset is assigned (if applicable)
Hazardous Materials
Warranty/maintenance information
Maintenance company
Disposal information
Lease asset information (if applicable)
Estimated useful life
Replacement cost (this field can be updated, as needed, by users)
Depreciation schedule (method and life)
Depreciation convention (beginning of month, half-year, mid-month, etc.)
Disposal limitations (grant prohibits sale or sale proceeds go to funding agency)
Free-form notes field (identify any character limitations)
Asset can have multiple account distributions.
System must link component units (parent/child relationship) whereby each component maintains its own financial and historical information.
System allows addition and maintenance of assets obtained through non-expenditure transactions (e.g., gifts, donations, eminent domain).
System is able to copy an asset record to create a similar asset record.
System records insurance information including:
Insurance company name
Insurance company address
Insurable value
Policy number
Insurance Segment number
Policy period (term)
Type(s) of coverage
Amount of coverage
Liability limits
Contents description
Premium
Other user-defined fields
System allows transfer of fixed assets, including within or between locations/organizations at the individual asset level.
System allows assets to be transferred from one fund to another.
Ability to select individual "child" assets to transfer.
Assets that have been transferred maintain detailed history.
Asset Disposition, Retirement, and Theft
System records the following information related to disposals, trade-ins, missing, lost, or stolen assets:
Asset number
Reporting individual
Date of occurrence or date first noticed missing
Description of circumstances surrounding the disappearance/disposition
Steps taken to locate item
Disposal date
Disposal amount
Disposal method
Original cost
Accumulated deprecation
Book value
Disposal type:
Surplus
Unusable
Sold
Other (user defined field)
Proceeds, if any
Like-kind exchange
Tracks estimated useful life for asset.
Ability to dispose asset by asset component.
Ability to dispose asset by individual "child".
Attach grant expiration date to asset and notify users when expiration date is imminent.
System flags donated items during disposal. (Donated items may need to go back to grantor.)
Depreciation
System provides the following depreciation functionality:
Provides depreciation schedules on fixed assets
Automatically calculates depreciation in accordance with the depreciation method and convention designated for an asset
Maintains multiple asset basis values for each asset if desired, utilizing industry-standard depreciation methods
Automatically charges depreciation to multiple chart of accounts for split-ownership assets
System allows for changing the following and will automatically recalculate depreciation expense in accordance with such changes (with proper authorization):
Asset useful life
Value basis
Salvage value
Depreciation method
Disposal (Retroactive Date)
System can simulate depreciation calculations for user defined time periods for the following without being required to post the results (please explain any time period limitations):
Individual assets
Groups of assets
System supports multiple depreciation methods including:
Straight line
System prevents the depreciating of an asset's value below zero.
Depreciation calculated at:
Beginning of month
Half-year
Mid-Month
Depreciation methods can be changed for an asset or group of assets, to depreciate the assets for the balance of the asset's useful life.
System can designate some assets as non-depreciable (i.e., land).
Capital Projects
System is able to identify/record all capitalizable costs associated with the construction or purchase/acquisition of an asset.
System captures activity/costs incrementally resulting from several government departments working concurrently on a project.
System can recognize fixed/capital assets when they are completed, regardless of whether the project has been completed.
Integration with Purchasing and Project/Grant Accounting module to capture costs for constructed assets.
Asset Warranties and Service
System maintains online maintenance history and warranty/service agreement information for assets.
System records and tracks regular/preventive maintenance performed on selected assets.
Reports/Queries
Ability to search asset record by alpha or 'wildcard' criteria.
System produces a physical Inventory Report.
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Custom Modification
Not Available
Comments
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Application
Processing
Processing
Processing
Processing
Processing
Processing
Processing
Processing
Processing
Processing
Processing
Processing
Processing
Processing
Processing
Processing
Processing
Processing
Processing
Processing
Processing
Processing
Processing
Processing
Processing
Processing
Processing
Processing
Processing
Processing
Processing
Processing
Processing
Processing
Processing
Processing
Processing
Processing
Processing
Processing
Processing
Processing
Processing
Workflow
Workflow
Workflow
Workflow
Workflow
Workflow
Workflow
Workflow
Workflow
Workflow
Workflow
Integration
Integration
Integration
Integration
Integration
Integration
Integration
Inquiry
Inquiry
Inquiry
Inquiry
Inquiry
Inquiry
Bank Integration
Bank Integration
Bank Integration
Bank Integration
Bank Integration
Bank Integration
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
Processing
Ability to process procurement card transactions.
Ability to set-up and manage multiple bank card programs.
Ability to set-up and manage statement periods within bank card programs.
System automatically distributes charges to users/reconcilers for processing.
System enhances imported bank data with default Vendors, Departments, GL Accounts, Reconciler, etc.
System allows users to reconcile and validate charges.
System tracks status of each transaction for processing, inquiry and reporting.
System allows users to identify Vendor PO and Invoice payment for each transaction.
System provides the ability to validate that the invoice and/or purchase order has NOT already been paid.
System provides Budget Checking to Warn and Block on overbudget conditions.
System allows user to identify p-card vendor (link to vendor file)
System automatically identifies vendor based on file from bank by Merchant ID and TIN
System can validate vendor on something other than Merchant ID and TIN. For example, validate against name and/or address.
Any new vendor (not in vendor file) where P-card is used is optionally added to vendor file
Ability to track P-Card purchases for all Assets or other such purchases
Ability to track procurement card information including but not limited to:
Assigned Employee
Assigned Reconciler
Assigned Limits
Transactions
Merchant Demographic Info
Descriptions
Amounts (Charge, Tax, Shipping, Duty)
GL Account/Budget Code - multiple per transaction
Project/Grant number
Work Order number
Inventory Stock Code/Commodity Code
Vendor Invoice Number
Use Tax
1099-MISC
Fixed Assets
Department/Division file maintenance - matches Department/Division in general ledger and HR.
Ability for system to filter on workflow status to show only relevant records for processing.
Ability to track procurement card system transactions by various criteria such as NIGP Codes, vendor and user names, departments, etc.
System accommodates the flagging of individual credit card purchases as 1099 eligible.
System will provide the ability to mark transaction as a conflict claim.
Ability to manage p card purchases that are re-allocated to other departments (e.g., IT).
Ability to track Bank Level II and III detailed transaction data.
Ability to scan and attach receipts for each procurement card transaction.
Ability to enter short description as well as lengthy notes.
Supports bank transaction number of at least 24 digits.
System provides the ability to receive a transaction error listing on Import and Send to AP.
Workflow
Ability to initiate an approval workflow for procurement cards transactions.
Ability to define approval levels by type (Food, travel, etc.) and amount
Ability to have unlimited Workflow Approval Levels.
Ability to be notified when staff are terminated, in order to cancel p-cards.
System will send e-mail notifications to multiple department/division users when transactions are ready for approval.
System provides for mass approve of P-Card transactions.
System provides for approval of P-Card transactions by department or division.
Ability to approve via Email.
Ability for Approver to update transaction while in approval processing.
Ability for delegation of approval to allow cardholders and supervisors to designate responsibility to alternate team members.
Integration
Integrate with General Ledger
Integrate with Accounts Payable
Integrate with Purchasing
Integrate with Vendor File, Commodity Codes
Integrate with Human Resources
Integrate with Bank Reconciliation
Inquiry
System provides the ability to inquire on-line for the following information:
Cardholder Information
Statement/Transaction Detail
Vendor Inquiry by Merchant and Bank
General Ledger Inquiry by Account
Bank Integration
Flexible .CSV Format is available for importing bank transactions
Several flexible sample file formats are available
System prevents duplicate transactions in Import process by bank transaction ID.
Ability to validate TIN and vendor in bank file against TIN and vendor in AP. (Our current bank occasionally will attach the incorrect TIN to a vendor. The incorrect TIN sometimes
is a different vendor already set up in the system).
Ability to undo the Import if needed.
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Not Available
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Application
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
Requisitions
Requisitions
Requisitions
Requisitions
Requisitions
Requisitions
Requisitions
Requisitions
Requisitions
Requisitions
Requisitions
Requisitions
Requisitions
Requisitions
Requisitions
Requisitions
Requisitions
Requisitions
Requisitions
Requisitions
Requisitions
Requisitions
Requisitions
Requisitions
Requisitions
Requisitions
Requisitions
Requisitions
Requisitions
Requisitions
Requisitions
Requisitions
Requisitions
Requisitions
Requisitions
Requisitions
Requisitions
Requisitions
Requisitions
Requisitions
Requisitions
Requisitions
Requisitions
Requisitions
Requisitions
Requisitions
Requisitions
Requisitions
Requisitions
Requisitions
Requisitions
Vendor File
Vendor File
Vendor File
Vendor File
Vendor File
Vendor File
Vendor File
Vendor File
Vendor File
Vendor File
Vendor File
Vendor File
Vendor File
Vendor File
Vendor File
Vendor File
Vendor File
Vendor File
Vendor File
Vendor File
Vendor File
Vendor File
Vendor File
Vendor File
Vendor File
Vendor File
Vendor File
Vendor File
Vendor File
Vendor File
Vendor File
Vendor File
Vendor File
Vendor File
Vendor File
Vendor File
Vendor File
Vendor File
Vendor File
Vendor File
Vendor File
Vendor File
Bid and Quote Processing
Bid and Quote Processing
Bid and Quote Processing
Bid and Quote Processing
Bid and Quote Processing
Bid and Quote Processing
Bid and Quote Processing
Bid and Quote Processing
Bid and Quote Processing
Bid and Quote Processing
Bid and Quote Processing
Bid and Quote Processing
Bid and Quote Processing
Bid and Quote Processing
Bid and Quote Processing
Bid and Quote Processing
Bid and Quote Processing
Contract Administration
Contract Administration
Contract Administration
Contract Administration
Contract Administration
Contract Administration
Contract Administration
Contract Administration
Contract Administration
Contract Administration
Contract Administration
Contract Administration
Contract Administration
Contract Administration
Contract Administration
Contract Administration
Contract Administration
Contract Administration
Contract Administration
Contract Administration
Contract Administration
Contract Administration
Contract Administration
Contract Administration
Contract Administration
Contract Administration
Contract Administration
Contract Administration
Contract Administration
Contract Administration
Contract Administration
Contract Administration
Contract Administration
Contract Administration
Contract Administration
Contract Administration
Contract Administration
Purchase Orders
Purchase Orders
Purchase Orders
Purchase Orders
Purchase Orders
Purchase Orders
Purchase Orders
Purchase Orders
Purchase Orders
Purchase Orders
Purchase Orders
Purchase Orders
Purchase Orders
Purchase Orders
Purchase Orders
Purchase Orders
Purchase Orders
Purchase Orders
Purchase Orders
Purchase Orders
Purchase Orders
Purchase Orders
Purchase Orders
Purchase Orders
Purchase Orders
Purchase Orders
Purchase Orders
Purchase Orders
Purchase Orders
Purchase Orders
Purchase Orders
Purchase Orders
Change Order Processing
Change Order Processing
Change Order Processing
Change Order Processing
Change Order Processing
Change Order Processing
Change Order Processing
Change Order Processing
Change Order Processing
Blanket Purchase Orders
Blanket Purchase Orders
Blanket Purchase Orders
Blanket Purchase Orders
Blanket Purchase Orders
Bid/Quote Management
Bid/Quote Management
Bid/Quote Management
Bid/Quote Management
Bid/Quote Management
Bid/Quote Management
Bid/Quote Management
Bid/Quote Management
Bid/Quote Management
Bid/Quote Management
Bid/Quote Management
Bid/Quote Management
Bid/Quote Management
Bid/Quote Management
Bid/Quote Management
Receiving
Receiving
Receiving
Receiving
Receiving
Receiving
Receiving
Receiving
Receiving
Receiving
Receiving
Receiving
Receiving
Receiving
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
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
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
Maintains history and relationships for all bids, requisitions, encumbrances, invoices, checks, POs, and receiving documents.
Supports highly configurable, multi-level approval functionality for requisitions, purchase orders, contracts, and more based on a variety of data points.
Accommodates emergency purchases.
Vendor numbers, purchase requisition numbers, contract numbers, bid numbers, and purchase order numbers can be assigned:
Manually
Automatically
Provides ability to modify some fields on requisitions with appropriate security and/or workflow (some changes may not require workflow approval).
Supports classification of one-time vendors with limited required data entry.
Supports both centralized and decentralized processing.
Supports NIGP Commodity Codes.
Provides direct interface to Fixed Assets for asset creation via Purchasing.
Allows deactivation of vendor separately from Purchasing and Accounts Payable process (e.g., don't want to buy from vendor again, but still have outstanding invoice to be paid).
Requisitions
Provides ability to store multiple shipping address locations (drop down menu or coding for shipping address).
Approval workflows for requisitions can be based on pre-approved spend levels
Allows users to copy existing purchase requisition to create a new one.
Supports split items on a requisition in multiple bids or purchase orders.
Allows users in other departments to enter their own requisitions online.
Users may combine multiple requisitions into one purchase order.
Provides ability to maintain the following data elements related to procurement transactions:
Requested by
Date
Scheduled delivery dates
Shipping address
Delivery instructions (i.e., pick-up, ship to, other)
Vendor contact person
Requisition number
Vendor name & address
Ability to perform vendor roll-up (e.g., affiliates, brother-sister)
Vendor number
Vendor history (e.g., name change, acquisitions, mergers)
Vendor Quote #
Comment (text) field
Identify character limitations in the Remarks column.
Expiration date of PO (Deliver by date)
Provides the ability to maintain the following line item data elements related to procurement transactions:
Quantity requested
Unit of measure
Unit price
Extended price
Descriptions with free form text
Account code
Freight/shipping charges
Item number
Requisitions and purchase orders can be coded to both General Ledger and Job Ledger accounts
Fixed Asset number
Allows users to effective date PRs to start in next FY and impact next year's budget.
Allows users to enter zero amounts (no charge items).
Allows users to enter negative amounts (credits).
Allows users to create requisition templates for frequently-ordered items.
Supports multiple ship-to addresses on one requisition.
Automatically flags account or alerts users if funds are insufficient.
Supports a hard stop of any purchasing transaction with insufficient funds (with override).
Supports a soft stop of any purchasing transaction with insufficient funds.
Provides ability to create a bid from a requisition.
Supports tracking bid/RFP by:
Dollar amount
Vendors requesting copy of RFP/Bid
Vendor response (submitted proposals)
Attachment of files for vendor response
Date
Bid number
RFP number
Bid Title/Project Number
Vendor File
Stores all vendor information in a central database that is shared by the proposed applications.
Provides ability to store vendor information, including:
Vendor name
Vendor type
Vendor category (e.g., attorneys, plumbers, etc.)
Individual name (first, middle, last)
Corporation/Company name
"Doing Business As" Name
Vendor number
Multiple addresses (e.g., bid, orders, remit to, etc.)
Vendor email and website information
Contact person(s)
Federal Tax Identification Number (EIN)
Tax ID status/W-9 information
Phone and fax number(s)
Preferred contact method
Minority status/type business indicators:
Minority
Woman
Small Business Enterprise (SBE)
Disadvantaged
Other user-defined categories
Last date vendor utilized
Active/Inactive status (based on date last used)
Parent/child relationships
Payment methods
Type of company (e.g., corporation, partnership, etc.)
Business license #
Commodities/services offered (per user-defined list)
Standard payment terms
Problem vendor flag
Vendor-on-hold flag (e.g., litigation, payment dispute, etc.)
Free-form comments
Identify any character limitations in the Remarks column.
Local vendor program flag
Provides the ability to search the vendor file by any vendor data field (e.g., vendor name, address, phone number, etc.) and by 'wildcard' terms.
Stores pricing information, quantity breaks, freight terms and shipping information for each vendor.
Provides ability to track vendor performance details including complaints and resolution.
Supports the ability to freeze or inactivate vendors while still maintaining all historical detail.
Supports vendor performance tracking.
Allows users to merge two vendors and maintain history (i.e., duplicate vendor, one vendor buys another).
Supports robust combination of vendor associations.
Bid and Quote Processing
Supports the following types of bids: advertised sealed bids, phone and fax quotes, and written requests for proposals/ information/quotations.
Provides ability to access and update vendor tables from within the bid/quote process, with proper security.
Allows users to develop bid/quote documents directly out of requisitions.
Allows users to create bid mailing lists of vendors by specific commodities/services.
Provides system tools for analysis of bids by price, quantity, and availability, by entire bid or single line item.
Allows users with proper security to copy information from one bid transaction to another.
Provides a facility for standard and prototype bids with any number of associated vendors.
Supports tracking of Bid/RFP by award, dollar amount, vendor responses, buyer, and commodity.
Ability to track bid list/file by commodity code.
Ability to track vendor bid list by vendor history, past awards, bid responses, and new vendors.
Ability to maintain an accumulated bid history (including both bids awarded and not awarded) for each vendor in the system.
Ability to tie all bids (even those not awarded) to an associated project budget.
Ability to enter budgeted amount for a bid.
Ability to track bid addenda (before opening and award).
Ability to post award information on our website.
Ability to produce documents for mailing to potential vendors/bidders (i.e., bid documents, addenda).
Contract Administration
Track multiple contracts per vendor.
Track milestones and/or deliverables for contract.
Record and calculate retention amounts by:
Deliverable/task
% Amount
Dollar amount
System allows existing contracts to be modified by changing:
Increase contract value
Decrease contract value
End date
Contract milestones
Vendor contact information
System tracks change orders to contract.
System allows for user-defined percentage variance of originally approved contract.
System will generate workflow notification when defined variance threshold is reached.
Search for a contract by account, vendor, and/or description.
Support various contract periods, including multiple year contracts (i.e., those that span fiscal and/or calendar years).
Encumber only a portion of a contract or purchase order based on fiscal year.
Create a workflow notification for contract expiration dates.
Encumber entire value of contract.
Store and maintain contract historical information, including but not limited, to the following details:
Vendor information
Commodity information
Bid number
Contract number
Contract administrator's name, phone, fax numbers, and email
Component unit
Milestones
Start/end and extension dates
Expiration dates
Multiple approval dates (Commission Approval)
Status (text reference field)
Payment schedule & adjustments
Retainage
Insurance information
Contingency amounts by % of contract or flat dollar amount
Purchase Orders
Stores original requisitioner on PO.
Allows any field associated with PO to be printed on PO (user-defined based on user and type of purchase).
Allows creation of purchase order:
Directly (with proper security)
From an existing bid or requisition
Accommodates a unit price field that includes 4 digits to the right of the decimal ($xx,xxx,xxx,xxx.xxxx).
Note limitations in Remarks field.
Carry over open purchase orders to the following fiscal year.
Closes purchase orders by closing:
All purchase orders
Select purchase orders
Select purchase order groupings
Criteria to select open purchase orders for close at end of year includes:
Dollar amount
Age of encumbrance
Purchase order type (i.e., blanket PO, purchase by item, etc.)
Date
Vendor
GL account number range
Provides ability to roll encumbrances at year-end.
Provides ability to reprint hard copy of purchase orders and change orders when required.
Designates hard copy reprints as duplicates.
Accommodates change orders to existing POs.
Accommodates tolerances of either percentages or dollar amounts, if PO value is exceeded.
Releases pre-encumbrance and creates encumbrance when requisition becomes a PO.
Creates PO automatically from the requisition, eliminating duplicate data entry.
Supports direct entry of PO, requisition not required.
Provides ability to view multiple PO line items at one time.
Allows different delivery address to be identified for each line item on a PO.
Provides ability to maintain online directory of standard purchasing contract and resolution language.
Maintain previous versions of purchase orders (to accommodate any changes to the PO and avoid confusion when multiple versions of a PO exist.
Requires approval for change orders exceeding a user-defined percentage of the original amount.
Change Order Processing
Supports electronic change order processing.
Allows users with proper approval to manually change a PO (entire PO or line item), with full audit detail maintained.
Supports user-defined approval processing.
Tracks employee/user requesting change order.
Tracks employee/user approving change order.
Allows users with proper approval to cancel (de-certify) the PO.
Allows users with proper approval to liquidate the PO.
Allows users with proper approval to add or remove lines from a PO.
Blanket Purchase Orders
Supports blanket Purchase Orders.
Allows product code(s) to be associated with each Blanket Order.
Blanket PO's may be copied and used as templates.
Provides clear delineation of Blanket POs from Contracts, POs, Requisitions, etc.
Bid/Quote Management
Provides the ability to maintain, track and report on:
Bid Number
Commodity Code
Commodity Description
Quantities Required
Text/narrative
Vendor Name
Vendor Address
Bid Dates
Bid Notification
Bid Status
List of responding bidders
Supports automatic bid tabulation.
Provides ability to maintain bidder lists.
Receiving
Identifies orders not received after a user-specified period of time.
Includes following fields on record receiving document:
Receiving staff
Date and time
Complete
Partial
Damaged
Supports 2-way matching (purchase order, invoice).
Supports 3-way matching (purchase order, packing slip, invoice) with override.
Supports 2- and 3-way matching for user-defined PO categories.
Tracks and identifies under/over shipments.
Supports Receive All Line Items functionality.
Accommodates partial receipts.
Reports/Queries
Provides ad-hoc report writing tool(s) that allow users to modify current reports and create custom reports.
Supports the ability to select and query both on screen and through reporting from any field in the system.
Provides ability for users to select any field and/or groups of fields and use wildcards and ranges.
Provides numerous standard reports with a variety of selection criteria as well as totaling, sub-totaling, and sort capabilities.
Standard reports include:
PO Status Inquiry Report
PO Summary Report
General Purchasing Report
PO Information Report
Encumbrance Transactions by Account or PO Number
Encumbrance Summary
Blanket PO Report
Non-Encumbered PO Summary
Overdue Report
Open Purchase Orders
Encumbrance Reconciliation Report
Special Purchase Requests
Purchase Order Status Report
Receiving Report
Outstanding Items
Purchase Request Proof & Listing
Purchasing Order Summary
Verification Report
Vendor Year-to-Date Purchases
Purchasing Worksheet
Vendor Performance Information
Vendor/Product Information
Product Performance Information
Quotations Sheet
Bid List File and Reports
Provides ability to produce following reports:
Summary of contract activity (present and past) by vendor.
Dollars spent per contract.
Active and inactive vendors.
Open requisition/PO by date, date range, vendor, account, commodity code, department.
Bid by date, date range, vendor, account, commodity code, department.
Receipt/invoice variance.
Outstanding encumbrances for an effective date that reconciles to General Ledger.
All MBE/WBE/DBE/SBE activity.
Provides ability to track or report on unreceived merchandise.
Provides ability to track or report on damaged merchandise.
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
General Requirements
General Requirements
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Vendor Data
Vendor Data
Vendor Data
Vendor Data
Vendor Data
Vendor Data
Vendor Data
Vendor Data
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Vendor Data
Invoice Processing
Invoice Processing
Invoice Processing
Invoice Processing
Invoice Processing
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Invoice Processing
Invoice Processing
IRS Reporting Requirements Processing
Reporting Requirements Processing
Reporting Requirements Processing
Reporting Requirements Processing
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Reporting Requirements Processing
Reporting Requirements Processing
Reporting Requirements Processing
Check Processing
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Check Processing
Bank Reconciliation
Bank Reconciliation
Bank Reconciliation
Bank Reconciliation
Bank Reconciliation
Bank Reconciliation
Bank Reconciliation
Bank Reconciliation
Bank Reconciliation
Bank Reconciliation
Bank Reconciliation
Bank Reconciliation
Bank Reconciliation
Bank Reconciliation
Bank Reconciliation
Bank Reconciliation
Reports/Queries
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Reports/Queries
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
Schedules invoices for payment based on invoice date
Establishes default account distributions for each type of payable
Supports partial payments
Tracks the following information:
Chart of Accounts
Purchase Order Number
Invoice Number
Status Indicator
Description
User-Defined Field Options
Contract Number
Payment Type / Code
Payment Date
Check Number
Payment Amount
Bank Clearance Date
Vendor Information
1099 Information
Voided Check Information
Batch Number
User ID / Date and Time Stamp
Posting Date
Due Date
Supports the ability to attach documents / files / images
Offers highly configurable, multi-level approval functionality based on a variety of data points
Provides the ability to import transactions from other data sources All validation edits apply
Supports purchasing card transactions
Vendor Data
Stores all vendor information in a central database that is shared by all integrated applications
Supports Parent / Child relationships for vendor records
Maintains multiple location addresses for each vendor
Contains field for country, for example Canada
Flags vendor records as “one-time” vendors
Tracks following items (not limited to) in Vendor Master File:
Vendor Number
Status
Contact name, address, phone, e-mail, etc.
Banking Information
Federal ID Number, SSN, etc.
Minority Business Enterprises, Small Business Enterprise, problem vendors, etc.
Type of Vendor
Comments
Offers user-defined field options in Vendor Master File, in addition to previously listed fields
System generates alerts when the following is entered:
Duplicate names
Duplicate tax IDs (with override capabilities with reason)
Duplicate addresses
Duplicate invoices (with override capabilities with reason)
Flags vendors that are 1099 eligible
Accommodates user-defined vendor categories, such as Minority Business Enterprises, Small Business Enterprise, problem vendors, etc.
System allows vendors to set up alternate vendor for payment (example: payment received by bank rather than vendor)
Invoice Processing
Allows notes or comments to be posted to an invoice
Uses two-way matching process before processing invoice with override
Uses three-way matching process (purchase order / receiving document / invoice) before processing invoice with override
Bases two and three-way matching process on system-defined thresholds by:
Percentage with override (for example, don't allow if invoice is over 10% of PO)
Dollar
Supports override of three-way match, with proper security / authority
Supports account distribution by line item
Allows prepayment of invoices
Allows for grouping of vendors for payments on specified dates, such as employee reimbursements
System supports:
Credit memos
Debit memos
Applies credit and debit memo amounts before producing payment
Applies credit memos only to the extent that they do not produce a negative payment
Notifies users when a credit memo exceeds the payment voucher amount
Tracks balance remaining on credit memo
Supports net payments (balance between a receivable and a payable for a vendor)
Allows users to place a payment on hold
Provides ability to record reason for placement of hold
Interfaces with accounts receiveable and utility billing in order to issue refund to customer
Allows zero balance transactions or negative balance transactions (apply coupons, free merchandise)
IRS Reporting Requirements Processing
Monitors cumulative payments to 1099 vendors
Provides on-demand 1099 form generation
Collects necessary information for generation of Federal 1099s at year-end (both manually and per IRS approved file)
Automatically recognizes / flags missing tax ID numbers
Produces a trial 1099 report before final run
Supports printing collected 1099 payments in appropriate reporting boxes such as rent, non-employee compensation
Generates a trial 1099 system for verification before actually generating the forms
Corrects 1099 information in the system, and provides the ability to reprint the 1099 form(s)
Produces electronic file for sending 1099-related forms to IRS
Check Processing
Accommodates the following:
Printing on blank check stock
MICR encoding
Bank approved bar codes
Electronic signatures
Prints checks according to the following timeframes:
Scheduled
On-demand
Accommodates retainage
Allows vendor-specific messages to be entered and printed on specific check stubs; note any character limitations in the Comments field
Supports the use of multiple banks with multiple accounts for both checks and EFTs
Consolidates multiple invoices for the same vendor for payment in one check
Itemizes the invoices, including the vendor invoice number, on the remittance advice
Sorts checks and prints according to user-defined criteria, for example petty cash requires separate checks even if they are part of the same check run
Allows designation of specific items to be held from check run
Supports designation of checks for special handling
Accommodates escheatment process
Prevents the printing or producing of blank, negative, or zero amount issuances on a regular check run
Prevents the printing of issuances with no payee specified
Generates a replacement check within the same payment cycle
Ability to void ACH payment and issue check and vice versa
Ability to choose period in which check cancellation is processed. For example, check canceled after year is closed.
Ability to flag invoice and/or check as unclaimed property
Allows reprint of checks in case of a printer jam or when check stock runs out
Bank Reconciliation
Produces electronic files containing:
Detail of checks
Automated Clearing House (ACH) items
Produces a file containing all rejected:
Checks
ACH items
Deposit reconciliation transactions
Flags outstanding stale checks based on a user-defined time frame such as 180 days, 280 days
Deletes selected check, ACH items, and deposits the following information on the error suspense file using appropriate security controls:
Check
ACH items
Deposit information
Automatically generates GL transactions to reverse all associated accounting distributions in the appropriate accounting period when a payment is cancelled
Performs online bank reconciliation based on electronic daily or monthly data file sent by various banks
Supports Positive Pay
Reports/Queries
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.
Provides standard reports, including:
Summary payment report by vendor (for a user-determined time period)
AP Transaction Detail by Vendor ID / Vendor Name
Invoices in Approval
Outstanding Invoices
AP Unposted Batches / Invoice Report with Drill Down
AP Invoices with Errors
AP Reconciliation by Fund
AP / GL Reconciliation Report
Vendor Listing with AP Activity
Unpaid Invoices
List of 1099 vendors and reports by tax category
Check register
Check register of checks above a user defined dollar amount
Invoices outstanding by department, project, or work order (expensed but not paid)
Track electronic payments by vendor and product type/commodity code (e.g., p-card, credit card)
Vendor history by account number
Vendor history by user-defined criteria
AP transaction history by vendor category
Monthly expenditures report by fund
Monthly check reconciliation reports of manual transaction by fund and check type
Monthly report that show the total amount as well as the number of outstanding checks by fund
Reconciliation activity report showing all the daily on-line update activity in the system
Status of a check (e.g., outstanding, voided, cancelled, stale-dated, paid, etc.)
Aging Reports
Person Entity (i.e. Vendor) Listing with AP Transactions Report(s)
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
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
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General Requirements
General Requirements
Salary Administration/Earnings
Salary Administration/Earnings
Salary Administration/Earnings
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Contributions, Deductions, Garnishments, and Special Pays
Contributions, Deductions, Garnishments, and Special Pays
Contributions, Deductions, Garnishments, and Special Pays
Contributions, Deductions, Garnishments, and Special Pays
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Contributions, Deductions, Garnishments, and Special Pays
Payroll Processing
Payroll Processing
Payroll Processing
Payroll Processing
Payroll Processing
Payroll Processing
Payroll Processing
Payroll Processing
Payroll Processing
Payroll Processing
Payroll Processing
Payroll Processing
Payroll Processing
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Payroll Processing
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Payroll Processing
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Payroll Processing
Payroll Processing
Payroll Processing
Payroll Processing
Payroll Processing
Payroll Processing
Payroll Processing
Payroll Processing
Payroll Processing
Payroll Processing
Payroll Processing
Payroll Processing
Payroll Processing
Payroll Processing
Time & Attendance Tracking
Time & Attendance Tracking
Time & Attendance Tracking
Time & Attendance Tracking
Time & Attendance Tracking
Time & Attendance Tracking
Time & Attendance Tracking
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Time & Attendance Tracking
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Time & Attendance Tracking
Time Entry
Time Entry
Time Entry
Time Entry
Time Entry
Time Entry
Time Entry
Time Entry
Time Entry
Time Entry
Time Entry
Time Entry
Time Entry
Time Entry
Time Entry
Time Entry
Time Entry
Time Entry
Time Entry
Overtime
Overtime
Overtime
Overtime
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Overtime
Overtime
Overtime
Overtime
Overtime
Shift Differential
Shift Differential
Shift Differential
Time & Effort Reporting
Time & Effort Reporting
Time & Effort Reporting
Time & Effort Reporting
Time & Effort Reporting
Time & Effort Reporting
Time & Effort Reporting
Time & Effort Reporting
Time & Effort Reporting
Retirement
Retirement
Retirement
Retirement
Retirement
Retirement
Retirement
Retirement
Retirement
Retirement
Retirement
Leave Administration / Accruals
Leave Administration / Accruals
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Reports/Queries
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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
System will corrctly handle all aspects of Fair Labor Standards Act (FLSA).
System will prevent exempt employees from being paid overtime with exceptions:
Exempt Pay Codes
Non-Exempt Pay codes
The system will calculate Normal Shift Regular Time, Holiday & Leave Hourly Pay Rates.
System allows multiple overtime types.
System will store payroll history for a minimum of three years.
Full integration with Human Resources.
Integration with Work Orders
System allows for the classification of employees in variety of ways (active, terminated, inactive, on-call, seasonal, permanent, temporary, term, intermittent, full-time, part-time,
elected, exempt, non-exempt, and user-defined/other).
Prevent the entry of duplicate Social Security Numbers.
Ability automatically or manually assign an Employee ID Number.
Disallow payment to a terminated employee.
System will maintain recurring pay types including:
Set a fixed and calculated amount (allowances)
Set start/stop dates for multiple funding sources with Time and Effort Reporting
System will support generating additional pay based on circumstances as follows:
Duties performed (e.g., "acting director" pay, temporary assignment pay)
Skills, certificates
System will calculate differential pay rates (e.g., hazardous duty, disasters) and shift differentials.
System will maintain multiple pay groups.
System will handle multiple pay calculations, including:
Indicate number of types of pay calculations the system will handle in the Remarks column.
Regular
OT
Comp. Time
Straight Time
Part Time Holiday
System allows flexible work schedules for 9/80 FLSA processing
System will maintain multiple earnings types.
System will accommodate flexible overtime rates (straight time versus a user-defined factor).
System will accommodate flexible FLSA blended rates based upon user-defined earnings and additional pay codes
System will accommodate multiple accrual leave schedules/balances per employee.
System will handle the payout for accumulated balances at retirement based on user-defined formula and different classifications.
System will handle the payout for accumulated balances at separation based on user-defined formula and different classifications.
System will handle miscellaneous incentive and award programs (flat amount, percentage, amount).
System will automatically apply retroactive pay calculation.
Retro pay will automatically correct:
Salaries
Tax deductions
Benefit deductions
System will handle different payroll cycles:
Monthly
Semi-monthly
Bi-weekly
Weekly
Off cycle (on demand)
System will process all types of wage and pending wage attachments including liens, levies, garnishments, child support, etc., from any State and all Federal wage attachments with automatic
calculation of disposable earnings.
System will calculate and record military supplements (difference between military pay and regular pay) for up to 24 months.
System will track flexible spending accounts (FSA) for multiple years and plans and permit overlaps.
System will track HSA (Health Savings Accounts) and provide the taxable/non-taxable information.
System will post current pay period wages to year-to-date, quarter-to-date, month-to-date and fiscal-to-date file.
System will set any pay code and any deduction code to be a specific tax inclusive or specific tax exclusive.
Ability to freeze leave based on user request (FMLA/Probationary).
Provides the ability to import transactions from other data sources. All validation edits apply.
Supports the ability to attach documents/files/images.
Ability to enter future dated rate changes.
System will allow to build for validations on ESS as well as within Payroll module. (Ex: EE cannot enter more leave time than available balance).
Unlimited notes/narrative may be associated with any record or transaction.
Salary Administration/Earnings
Tracks the following data within each salary schedule:
Step
Grade
Schedule type (fixed, range, etc.)
Minimum
Maximum
Midpoint
Provides the following data for additional pay items:
Pay code
Calculation method (%, flat rate, etc.)
Amount (fixed amount, %, etc.)
Calculation frequency (every pay period, monthly, on anniversary date, or user-specified date etc.)
Taxable (Federal, State, FICA, and retirement according to multiple plans etc.)
Payment limits
Allows multiple separate salary schedules to be maintained.
System will track and default pre-determined salary ranges by position.
Maintains effective dates for salary data to allow for future pay adjustments.
System will retain previous salary, hours and days worked data and effective dates for use when calculating retroactive pay adjustments.
Provides salary data for user defined employee groups.
Provide the ability to track the following pay information for Pay Period, Month, Year, Fiscal Year and Life to Date:
Regular Pay
Overtime
Worker's Compensation Pay
Short Term Disability
Long Term Disability
Paid and Unpaid Leave
Jury Duty
Termination/Retirement Pay Out
Training Pay
Bereavement Leave
Military Leave
FMLA
Earning subject to FMLA, Retirement, FIT, SIT, etc.
User Defined Earning Types
Ability to for 999 user defined earning types and associated attributes.
Provide the ability to enter one employee in multiple positions with multiple job titles, pay rates, pay classes, distribution splits, etc., during the same pay cycle without the need
for manual journal entries and produced on a single check/direct deposit.
Provide the ability to automatically pay an employee for part of a pay period at one rate and the rest of the pay period at a different rate if employee's rate change is effective dated
during the middle of the pay period.
Automatically recalculates salary due to personnel actions such as promotions, demotions, etc.
Supports mass pay transactions based on any field held within the database (e.g., travel allowances).
System will perform mass salary changes to:
All employees
Group of employees
Salary schedules
Mass salary changes validated against maximum salary for position.
System will allow pay rate changes based on different user-defined criteria (e.g., service years, longevity, etc.).
System will record historical information for all changes.
Contributions, Deductions, Garnishments, and Special Pays
System provides Deduction, Hour/Earnings, and Contribution code calculations that are performed using Payroll Calculation Codes. Calculation Codes may also be referred to as “calc codes”
or “calculation formulas.” These are user-defined, user-written processes in Payroll which allow for flexibility and customization when calculating eligibility, contributions, deductions,
and hours. Calc Codes allow the user to direct the system in how it performs mathematical calculations (from the simple to the complex), and therefore, we designate how the system applies
special rules. Calc Codes are also useful in accommodating values, which may fluctuate periodically.
Allow one-time deduction and earnings overrides.
System will maintain multiple deduction types.
Automatic calculations of retroactive deductions.
System will pay Benefit providers for which deductions are taken through Accounts Payable (e.g., paying benefit providers).
Additional lump sum withholding (W-4).
System will alert and track for employees with net pay less than benefit deductions.
System will put deductions into arrears if unable to be paid and automatically collect back when funds are available.
System will process multiple garnishments per employee and assign pre-defined priorities.
System will apply garnishments to multiple vendors.
System will accommodate up multiple garnishments and automatically calculate that maximum percentage of total pay is not exceeded.
System will set cap for garnishments and voluntary deductions so that a certain total amount is not exceeded.
System will create a special deduction and apply to a single group of employees.
System can exclude certain employees from Medicare deduction.
Able to identify which payroll run the contributions, garnishments & deductions are scheduled for (first, second, third, only first & second, all, etc.).
Allows continuation of employer paid deductions (e.g. FMLA) when employee is on leave without pay.
Ability to accumulate totals per employee deduction for the following employee and employer contribution amounts:
Per Period
Month to Date
Year to Date
Fiscal Year to Date
Life to Date
Provides the ability to set minimums/maximums for all contributions, deductions, and hours.
Flat Dollar Amount
Percentage
Hours Worked
Formula
Percent of Earnings
Ability to warn with def comp maximum will be exceeded. Should include ability to warn even if employee participates in multiple deferred comp plans.
Allow for the selection of the method of computing employee and employer contribution amounts based on the following:
System can exclude certain employees from Social Security deduction.
System provides the ability to prioritize contributions, deductions, garnishments and special pay types.
Process garnishments for third-parties, child support, bankruptcy, federal levy.
A single garnishment may be paid out to multiple vendors
System accommodates deductions either on a pre-tax or post-tax basis defined per deduction.
System has the ability to setup varying computational methods for each garnishment type.
Ability to update calculations based on most current federal and state regulations.
Ability to allow the selection of the method of computing employee and employer contribution amounts based on the following:
Flat Dollar Amount
Percentage
Formula
Amount Worked per Hour (Union)
Percent of Earnings
Ability to set and calculate variable employee and employer contribution amounts on employee benefit deduction records based on the following input transaction fields:
Effective date
Benefit plan
Dependent coverage (single, Employee + 1, family)
Employee group
Eligibility
Combination of the above fields
System allows for the definition of begin and stop dates for such items as:
Minimum/maximum percentage of earnings amount
Minimum/maximum fixed dollar value
Priority
Frequency for withholding
Payroll Processing
System will process pay for one employee with multiple jobs and employee will receive one paycheck.
System will run pay, deduction, withheld taxes, and net pay calculations as a "proof" run for review prior to final pay run.
Provide a full Payroll Edit List detailing exceptions including hours and dollars to be paid with control totals.
System will cut special or immediate (on-demand) checks.
Ability to maintain a variety of calendars, with begin and end date functionality, for determining:
Pay Period
FLSA Periods
Number of Days Worked per Period
Time Paid
Day(s) not Worked
Holidays
Shifts
Part Time Schedules
Provide the ability to create file for direct deposit in ACH format.
System will allow individuals to forward Direct Deposit (to multiple accounts).
Employee may configure how Direct Deposit is split amongst multiple accounts based on:
Full amount to a single financial institution
Percentage of net to multiple financial institutions
Fixed amounts to multiple financial institutions
Multiple accounts to one financial institution
Provide pre-note for first employee direct deposit transaction.
Provide the ability to print single payroll checks for employees even if they are working in multiple positions or funded from multiple funding sources.
Ability to print check and stub, or earnings statement, on self-mailer check form.
Ability to print any payroll element on the check and/or pay stub.
Ability to restart the check process for the following:
One check
Group of checks
By employee
Entire check run
Provide the ability to print replacement checks and/or duplicate checks on demand.
Provide the ability to update tax tables for:
Federal Income Tax
State Income Tax
FICA (Social Security & Medicare)
EIC (Earned Income Credit)
City/Local Taxes
Provide automatic updates to State and Federal tax tables as part of standard maintenance.
Taxes may be calculated using:
Table values
Exemption status
Fixed Amount(s)
Formula
Combination
System will print leave taken in hours or days and leave remaining on paychecks and advices on all leave categories.
Ability to manually void checks.
Ability to automatically re-apply payment and deduction activity from voided checks to subsequent payments.
Ability to flag an uncashed check as unclaimed property.
Ability to identify voided checks in printing of payroll checks.
Time & Attendance Tracking
System allows employees to enter time in any of the following methods:
Enter detail of hours worked with proper account, grant, project, or activity code
Exception based time entry - employee has default entry and only enters if different than default
Employees can enter time against:
Accounts
Projects
Grants
System allows employees to enter leave at remote locations.
Accommodates the following leave types:
Sick
Annual
Comp
Holiday
Personal
Bereavement
Military
Jury Duty
Open holidays
Floating Holidays
Leave without pay (LWOP)
Family and Medical Leave Act (FMLA)
Sick Leave Pool
Workers Comp
Workers Comp Subsidy
Injury Leave
Admin Leave
Training Leave
User-Defined Leave Types
System allows employees to "bank" holidays.
System allows employees to donate leave to another employee (converted to value of recipient).
System must have ability to enter hours worked for some positions and to automatically pay salaried employees.
System can record time to reflect different work assignments (multiple funds).
Allows limits to be set for certain types of leave, and will not allow transaction entry if limits are exceeded.
System allows employees to record time in two different years at the same time (e.g., pay period that crosses over calendar or fiscal year-end).
System must have ability to generate overtime for all types of thresholds, such as above 40 hours, as outlined by Fair Labors Standards Act (FLSA).
System must have ability to generate holiday schedules and automatically updates eligible employee time and attendance records.
System prohibits the request of leave that is in excess of leave balance.
System must have ability to specify when each type of leave is calculated (by pay period, by month, or other user defined interval.)
System must have ability to validate against leave accrued prior to usage and payment to ensure appropriate balance is available.
System must have ability to provide flexible workflow for review and approval of timesheets.
Time Entry
Time entry may be performed by:
Employee via the Web
Employee via mobile device
Timekeeper via Payroll
Timekeeper via Web
Employees can enter time by:
Hours worked
Start time, end time
Allows employees with multiple positions to specify which position to charge for time.
System allows supervisors to edit project, grant, or activity codes entered on employees timesheets.
Employee may enter current time period and future time period information.
Employee may view leave balance history online via Timecard Online.
Audit trail on changes to timesheet.
Accumulate time for entered projects.
Allows for entry of time by day and shift, and also has the capability to enter at the summary level (e.g., pay period totals).
System provides the ability to adjust/correct/delete time entries for the current period not yet paid.
With proper security time entered for previous periods may be adjusted/corrected/deleted.
Provide full audit trail for all timecard entry.
Overtime
System provides the ability to calculate gross pay: Base Pay + OT Premium + Other Additions to Pay.
Ability to identify which additions to pay are included in OT (per formula, weighted average, etc.)
Ability to calculate FLSA overtime on only one position's hours for an employee assigned multiple positions.
Ability to calculate overtime hours for different employee groups with different FLSA periods.
Ability to record overtime based on FLSA regulations on a monthly basis by employee group, type, status, union, etc.
Ability to pay overtime rate if employee has worked less than 40 hours in week.
Ability to alert users if OT is entered without 40 hours of pay entered; or alert based on user defined hours worked.
Ability to alert users if more than 40 hours of work is entered without OT paid or comp time accrued; or alert based on user defined hours worked.
System specifies earning codes that are overtime eligible.
Systems provides the ability to calculate overtime payments using blended average hourly rate for employees with one or more pay rates.
Shift Differential
Ability to pay shift differential based on percentage of rate or set amount.
Ability to calculate shift-differential overtime.
Time & Effort Reporting
System provides a time & effort reporting module specifically designed for grant tracking and reporting.
Provide the ability to forecast which projects and grants employee will work on in the future without limits.
Provided the ability to create encumbrances from these forecasts.
Provide native tracking of time and effort with Workflow Approval certification.
Provide the ability to redistribute labor distribution after-the-fact to allow payroll to be paid immediately with time and effort to follow.
Allow for time and effort updates and redistributions to the GL for prior periods.
System will separate payroll records of position, salary, and schedules from the time and effort labor distributions.
System provides an user friendly means to review Time and Effort tracking.
Retirement
Provide user defined retirement rates/calculations based on:
Date driven (i.e. cost of living calculation)
Salary
Years of Service
Plan Option
State
User defined
Provide the ability to identify retirement eligible wages from gross wages.
Must be able to correctly report to Washington State Department of Retirement Systems for multiple retirement plans.
Provide and store necessary state and federal mandated reporting elements.
Leave Administration / Accruals
Ability to configure multiple (at least 100) categories of leave accumulators (including vacation, PTO, sick, FMLA, and comp adjustments) in the system.
System can identify which funds are to be used for accrual of vacation, sick time, etc., for employees who are allocated to multiple funds.
PTO can be configured based on lump sum accruals or per period/timeframe.
PTO can be configured based to accrue based on user-defined frequencies:
Day(s)
Week(s)
Month(s)
Year(s)
Hours worked
Earnings
Formula
Ability to calculate PTO/vacation and sick leave accrual based on years of service, job class, employee status, department, etc.
Ability to limit PTO/vacation accruals based on years of service, job class, employee status, department, etc.
Ability to alert and hard stop user at entry of exceeding accrued balances
Maintains full leave of absence history.
Provide the ability to track and report on cumulative FMLA taken.
System can automatically adjust the paid leave accrued balances by type when leave is taken (vacation, sick, sick incentive, PTO, holiday, floating holiday, etc.
Ability to provide detailed tracking of leave information: type, leave date, hours taken, remarks, start/stop dates.
Ability to limit the usage of PTO/vacation, sick leave, and comp time based on employee's accumulated balances, with exceptions allowed.
Ability to store, retrieve and report on period to date, year to date, month to date, fiscal year to date and life to date for leave accrued, taken, paid, lost (hours over maximum),
and forfeited.
Ability to calculate vacation and sick at termination including current period accrual, current period taken, and remaining balance.
Ability to prohibit PTO and vacation payoffs for terminating probationary employees.
Ability to create an automatic notification to the employee when an employee's vacation/PTO/sick time balance is running above / below a user defined maximum / minimum level.
System has the ability to establish and process multiple cascading rules (i.e. comp time must be used before vacation, once FMLA sick time is used up for FMLA annual leave must be used.)
Ability to automate adjustments to leave balances when leave time is reported incorrectly during a previous pay cycle.
Reports/Queries
Supports the ability to select and query both on screen and through reporting from any field in the system.
Provides ability for users to select any field and/or groups of fields and use wildcards and ranges.
All reporting may be fiscal year-to-date, project year-to-date, calendar year-to-date and life-to-date.
Federal/State reporting compliant.
System will produce earnings and withholding earnings, Medicare, and FICA total reports, including associated taxes, for the following periods:
Fiscal Year
Calendar Year
Policy Year (e.g., Worker's Compensation)
User-defined
System will produce W-2s (and to reprint single W-2).
System will produce W-3 ER transmit file.
System will store W-2s for a minimum of five years.
System will produce quarterly Form 941 report (IRS).
System will produce a report showing FICA wages, by individual and in total.
System will create reports sorted by user-defined criteria.
System will comply with Federal and State payroll tax reporting requirements.
System will create a payroll accrual report.
Provides Worker's Compensation Reporting: by Department, total payroll compensation, rate, premium pay and overtime pay.
System will allow for date range queries by employee.
System will produce a payroll variance report.
System will produce a sick and vacation leave benefit cost report by hours and value.
System should provide a report that will show how overtime is calculated for a specific employee.
Provides the following reports:
Calendar Definition
Contribution Definition
Deduction Definition
Hour Definition
Employee Accumulators
Employee Contribution Assignment
Employee Pay Assignment
Job/Position Definition
Work Schedule Definition
Employee Deduction Assignment
Employee Pay History
Payroll Deduction to Accounts Receivable Report
Deduction Register
Earnings Register
Contribution Register
EFT Tape & Report
Leave Balance Register
Pay Register
Vendor Report
Pay Assignment Definition
Pay Period Information Report
Arrears Tracking Report
Employee Information
Special History Information
Pay Class Report
Employee's Cost to Employer
EEO Reporting
Detail Postings Report
Time and Effort Report
Leave Balance/Liability Report
Mailing Labels
Quick Check Print
Tax Summary Report
Worker's Compensation Report
Retirement Report(ing)
Reconciliation Report
Time Sheet
Employee Time Entry Report
Supervisor Time Entry Report
Standard Time Card Proof
Citizenship Verification
Employee Assignment History Report(s)
Employee Average Turnover Report(s)
Employee Directories
New Hires Report(s)
OSHA 300
OSHA 301
OSHA 300A
OSHA Injury Incident Report
OSHA Injury Report
Position Staffage Report(s)
Seniority Reporting - bargaining unit, hire date, longevity, position, department, division, etc.
Total Salary Report(s)
Veterans 100 Status
Ability for employees to run "what if" scenarios to estimate future paychecks
Ability to meet ACA reporting requirements
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
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Application
General Requirements
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Time Entry
Time Entry
Time Entry
Time Entry
Time Entry
Time Entry
Time Entry
Time Entry
Time Entry
Time Entry
Reports/Queries
Reports/Queries
Reports/Queries
Reports/Queries
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
System allows employees to enter time in any of the following methods:
Enter detail of hours worked with proper account, grant, project, or activity code
Exception based time entry - employee has default entry and only enters if different than default
Employees can enter time against:
Accounts
Projects
Grants
System allows employees to enter leave at remote locations.
Accommodates the following leave types:
Sick
Annual
Comp
Holiday
Personal
Bereavement
Military
Jury Duty
Open holidays
Floating Holidays
Leave without pay (LWOP)
Family and Medical Leave Act (FMLA)
Sick Leave Pool
Workers Comp
Workers Comp Subsidy
Injury Leave
Admin Leave
Training Leave
Ability to add other user-defined leave types
System allows employees to "bank" holidays.
System allows employees to donate leave to another employee (converted to value of recipient).
System must have ability to enter hours worked for some positions and to automatically pay salaried employees.
System can record time to reflect different work assignments (multiple funds).
Allows limits to be set for certain types of leave, and will not allow transaction entry if limits are exceeded.
System allows employees to record time in two different years at the same time (e.g., pay period that crosses over calendar or fiscal year-end).
System must have ability to generate overtime for all types of thresholds, such as above 40 hours, as outlined by Fair Labors Standards Act (FLSA) or as defined in a labor agreement.
System must have ability to generate holiday schedules and automatically update eligible employee time and attendance records.
System must have ability to specify when each type of leave is calculated (by pay period, by month, or other user defined interval.)
System must have ability to validate against leave accrued prior to usage and payment to ensure appropriate balance is available.
System must have ability to provide flexible workflow for review and approval of timesheets.
Time Entry
Employees can enter time by:
Hours worked
Start time, end time
System allows employees to enter time at remote locations using a web browser or mobile device.
Allows employees with multiple positions to specify which position to charge for time.
System allows supervisors to edit project, grant, or activity codes entered on employees timesheets.
Audit trail on changes to timesheet.
Accumulate time for entered projects.
Allows for entry of time by day, and also has the capability to enter at the summary level (e.g., pay period totals).
Reports/Queries
System can view and print a summary of employees' hours worked for the pay period by the following criteria:
Department
Job Code
Standard - Current
Standard - Next
Report Writer
3rd-Party Application
Custom Modification
Not Available
Comments
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Standard - Current
Standard - Next Release
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Custom Modification
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Application
General Requirements
General Requirements
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Employee Self-Service
Employee Self-Service
Employee Self-Service
Employee Self-Service
Employee Self-Service
Employee Self-Service
Employee Self-Service
Employee Self-Service
Employee Self-Service
Employee Self-Service
Employee Self-Service
Employee Self-Service
Employee Self-Service
Employee Self-Service
Applicant Self-Service
Applicant Self-Service
Applicant Self-Service
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
Changes through self-service can be approved by staff via workflow.
Audit trail of changes through self-service.
Employee Self-Service
Employees can access self-service page to:
View paycheck
Print paycheck
Change address
Change emergency contact information
Benefit open enrollment
Change withholding
Change direct deposit
Change deferred compensation contributions
Change benefits for major life event (marriage, child birth)
View W-2
Print W-2
Accrual balances
Applicant Self-Service
Applicant self-service allows users to create profile and apply for multiple positions.
Self-service profile can be saved.
Standard - Current
Standard - Next
Report Writer
3rd-Party Application
Custom Modification
Not Available
Comments
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Position Control & Tracking
Position Control & Tracking
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Applicant Tracking / Applicant Self Service
Applicant Tracking / Applicant Self Service
Applicant Tracking / Applicant Self Service
Applicant Tracking / Applicant Self Service
Applicant Tracking / Applicant Self Service
Applicant Tracking / Applicant Self Service
Applicant Tracking / Applicant Self Service
Applicant Tracking / Applicant Self Service
Applicant Tracking / Applicant Self Service
Applicant Tracking / Applicant Self Service
Applicant Tracking / Applicant Self Service
Applicant Tracking / Applicant Self Service
Applicant Tracking / Applicant Self Service
Applicant Tracking / Applicant Self Service
Applicant Tracking / Applicant Self Service
Applicant Tracking / Applicant Self Service
Applicant Tracking / Applicant Self Service
Applicant Tracking / Applicant Self Service
Applicant Tracking / Applicant Self Service
Applicant Tracking / Applicant Self Service
Applicant Tracking / Applicant Self Service
Applicant Tracking / Applicant Self Service
Applicant Tracking / Applicant Self Service
Applicant Tracking / Applicant Self Service
Applicant Tracking / Applicant Self Service
Applicant Tracking / Applicant Self Service
Applicant Tracking / Applicant Self Service
Applicant Tracking / Applicant Self Service
Applicant Tracking / Applicant Self Service
Applicant Tracking / Applicant Self Service
Applicant Tracking / Applicant Self Service
Applicant Tracking / Applicant Self Service
Applicant Tracking / Applicant Self Service
Applicant Tracking / Applicant Self Service
Applicant Tracking / Applicant Self Service
Applicant Tracking / Applicant Self Service
Applicant Tracking / Applicant Self Service
Applicant Tracking / Applicant Self Service
Applicant Tracking / Applicant Self Service
Applicant Tracking / Applicant Self Service
Applicant Tracking / Applicant Self Service
Applicant Tracking / Applicant Self Service
Applicant Tracking / Applicant Self Service
Applicant Tracking / Applicant Self Service
Applicant Tracking / Applicant Self Service
Applicant Tracking / Applicant Self Service
Applicant Tracking / Applicant Self Service
Applicant Tracking / Applicant Self Service
Applicant Tracking / Applicant Self Service
Applicant Tracking / Applicant Self Service
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Employee Data
Performance Evaluations
Performance Evaluations
Performance Evaluations
Performance Evaluations
Performance Evaluations
Performance Evaluations
Performance Evaluations
Performance Evaluations
Performance Evaluations
Performance Evaluations
Performance Evaluations
Performance Evaluations
Performance Evaluations
Performance Evaluations
Performance Evaluations
Performance Evaluations
Performance Evaluations
Performance Evaluations
Performance Evaluations
Performance Evaluations
Performance Evaluations
Performance Evaluations
Performance Evaluations
Performance Evaluations
Performance Evaluations
Performance Evaluations
Performance Evaluations
Performance Evaluations
Performance Evaluations
Performance Evaluations
Performance Evaluations
Performance Evaluations
Performance Evaluations
Performance Evaluations
Personnel Actions
Personnel Actions
Personnel Actions
Personnel Actions
Personnel Actions
Personnel Actions
Personnel Actions
Personnel Actions
Personnel Actions
Personnel Actions
Personnel Actions
Personnel Actions
Personnel Actions
Personnel Actions
Personnel Actions
Personnel Actions
Personnel Actions
Personnel Actions
Personnel Actions
Personnel Actions
Personnel Actions
Professional Development
Professional Development
Professional Development
Professional Development
Professional Development
Professional Development
Professional Development
Professional Development
Professional Development
Professional Development
Professional Development
Professional Development
Professional Development
Professional Development
Professional Development
Professional Development
Professional Development
Professional Development
Professional Development
Professional Development
Professional Development
Professional Development
Professional Development
Professional Development
Professional Development
Professional Development
Professional Development
Professional Development
Professional Development
Professional Development
Disciplinary Actions
Disciplinary Actions
Disciplinary Actions
Disciplinary Actions
Disciplinary Actions
Disciplinary Actions
Disciplinary Actions
Disciplinary Actions
Disciplinary Actions
Disciplinary Actions
Disciplinary Actions
Disciplinary Actions
Disciplinary Actions
Disciplinary Actions
Disciplinary Actions
Disciplinary Actions
Disciplinary Actions
Disciplinary Actions
Disciplinary Actions
Disciplinary Actions
Disciplinary Actions
Disciplinary Actions
Disciplinary Actions
Disciplinary Actions
Disciplinary Actions
Disciplinary Actions
Disciplinary Actions
Disciplinary Actions
Disciplinary Actions
Disciplinary Actions
Disciplinary Actions
Grievances
Grievances
Grievances
Grievances
Grievances
Grievances
Grievances
Grievances
Grievances
Grievances
Grievances
Grievances
Grievances
Grievances
Grievances
Grievances
Grievances
Grievances
Grievances
Grievances
Grievances
Grievances
Grievances
Grievances
Grievances
Grievances
Grievances
Grievances
Grievances
Grievances
Grievances
Grievances
Grievances
Grievances
Grievances
Grievances
Grievances
Grievances
Grievances
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Education, Skills, Training & Certifications
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Eligibility
Benefit Plan Eligibility
Benefit Plan Eligibility
Benefit Plan Eligibility
Benefit Plan Eligibility
Benefit Plan Eligibility
Benefit Plan Eligibility
Benefit Plan Eligibility
Benefit Plan Eligibility
Benefit Plan Eligibility
Benefit Plan Eligibility
Benefit Plan Eligibility
Benefit Plan Eligibility
Benefit Plan Eligibility
Benefit Plan Eligibility
Benefit Plan Eligibility
Benefit Plan Eligibility
Benefit Plan Eligibility
Benefit Plan Eligibility
Benefit Plan Eligibility
Benefit Plan Eligibility
Benefit Plan Eligibility
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Worker's Compensation
Worker's Compensation
Worker's Compensation
Worker's Compensation
Worker's Compensation
Worker's Compensation
Worker's Compensation
Worker's Compensation
Worker's Compensation
Worker's Compensation
Worker's Compensation
Worker's Compensation
Worker's Compensation
Worker's Compensation
Worker's Compensation
Worker's Compensation
Worker's Compensation
Worker's Compensation
Worker's Compensation
Worker's Compensation
Worker's Compensation
Worker's Compensation
Employee Self Service
Employee Self Service
Employee Self Service
Employee Self Service
Employee Self Service
Employee Self Service
Employee Self Service
Employee Self Service
Employee Self Service
Employee Self Service
Employee Self Service
Employee Self Service
Employee Self Service
Employee Self Service
Employee Self Service
Employee Self Service
Employee Self Service
Employee Self Service
Employee Self Service
Employee Self Service
Employee Self Service
Employee Self Service
Employee Self Service
Employee Self Service
Employee Self Service
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
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
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
Onboarding
Onboarding
Onboarding
Onboarding
Onboarding
Onboarding
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
System will maintain employee number from applicant through retirement.
System will provide functionality to store employee pictures attached to employee file.
Effective dating employee transactions (e.g., add employee, remove employee, promote, etc.).
Interface with applicant tracking and/or personnel actions module(s) to facilitate the full hire to termination process.
Provides the ability to import transactions from other data sources. All validation edits apply.
Interface with Personnel Actions Module to decentralize employee transaction requests.
Supports the ability to attach documents/files/images.
Unlimited notes/narrative may be associated with any record or transaction.
Ability to perform both payroll and personnel functions from a single database with automatic update of information in both systems from a single transaction.
Position Control & Tracking
System provides ability to create and maintain job descriptions.
Assign Position Numbers manually or automatically.
All personnel transactions will be linked to position control such that position data is verified/updated at the completion of each transaction (new hire, termination, transfer, etc.).
Position control database shall track all positions whether filled or vacant and be able to describe the positions as part-time, full-time, etc.
System fully integrates with position control (e.g., a new employee could not be hired until system verifies that an authorized position is, or will be, vacant at effective date of hire.).
Provide the ability to track FTE and Head Count for Positions.
System integrates with budget process to provide costs including benefits of current and proposed positions, including vacancies.
System will “freeze” positions (revoke authorization to hire) at different levels based on user definable parameters.
System allows the assignment of an employee to multiple positions across organizational boundaries.
Allows overfilling of a position with appropriate authorization (i.e., provide overlap between employee leaving and coming).
System allows under filling of a position with appropriate authorization (i.e., filling with a lower pay grade or title).
System tracks a position based on authorization for creating position.
Ability to handle several types of position classifications, including:
Part-time
Full-time
Temporary Full-time
Temporary Part-time
Seasonal
User Defined
System identifies the following position status (by total, employee group classification, department or facility location):
Budgeted
Allocated
Vacant
Position information stores "reports to" information.
Tracks the following data on the position:
Position number
Position name
Position Classification (Exempt, Non-Exempt)
EEO Class and Function
Position Description
Salary Schedules step, grade
FTE
Job Class (for workers comp)
Required Certification
Work Schedule
User Defined
Ability to identify various requirements for the position including:
Testing
Skills
Education
Certifications
Safety Clearance
User Defined
Provide the ability to manage workforce planning through the creation of future positions and associated salary and fringe information for the purposes of financial forecasting.
Ability to create and track position requisitions.
Provide full integration between positions and Budget for development of personnel budget.
Ability to track length of time (by date) positions have been vacant.
Ability to integrate approved position requisitions / openings with Applicant Tracking function.
System provide the ability for the position requisition to integrate to the Payroll and Human Resources functions in order to create a position, upon approval of the requisition
Applicant Tracking / Applicant Self Service
System allows applicants to complete and submit forms via the Internet.
Open positions or job announcements can be posted to the website.
System provides the applicant the ability to view application status (e.g., application received, interview pending, application being reviewed by department, etc.).
System allows applicant to upload electronic files (resume, certifications, etc.).
System must have ability to maintain the following information about job applicants with history:
Date of application
Date of updates
Status (complete or incomplete)
Name
Primary address
Home phone
Work or other phone number
E-mail address
Position(s) applied/referred for
Social Security Number
Date of birth
Gender
EEO Information (with appropriate security)
File attachments (e.g., resumes)
Education including:
Degree(s) earned - data for each degree
Year of graduation
School
Criminal background Information
Preferred location
Work schedule
Certifications/Licenses, including:
Type
Validity period
License/certification number
Results of required tests
Date(s) and results of drug and alcohol screening
Previous Employment with the municipality
Results of sexual predator/criminal background checks
Applicants can register and maintain profile in system.
System allows users to apply for more than one position without creating new profile.
System allows internal and external applicants.
System will notify application reviewer if applicant is internal or external.
System allows staff to analyze minimum qualifications against the job classification characteristics and qualifications.
System can match current employees based upon:
Skills
Certifications
Education
Other user defined qualifications
Training
Age (Minimum age requirement)
System must have ability to query applicant pool for certain characteristics (e.g., course certification).
System must have ability to have applicant information automatically moved to employee record if hired.
System automatically moves all appropriate data from Applicant Tracking/Applicant Online to Human Resources and Payroll, based on approval, to eliminate any duplicate data entry required.
Employee Data
The system should have the ability to maintain at least the following minimum information on the Employee’s Master File:
Employee name
Maiden/former name/aliases/nicknames
Employee number
Social Security number
Birth date
Seniority Date (tied to benefit rules)
Multiple Addresses
Multiple telephone numbers
Multiple email address
Ethnicity
Citizenship
Emergency contact information
Original service/hire date
Date in current position
Rehire date(s)
Retirement date
Spouse and dependent information:
Date of birth
Social Security Number
Employee status (active, inactive, retired, laid off, FMLA status, terminated) using predefined codes
Current service/hire date
Compensation
Benefits
Contract Information
History of all Changes
Employment Status Changes (dates)
Gender
Leave of Absence Information (dates, reason, etc.)
Evaluation Information
Required Testing
System tracks salary/pay information for:
Salary Schedule
Wage History
Merit Increases
Training Increases
Temporary Compensation
Bonus
Relocation
Referral Bonus
User Defined
Work Location
Anniversary Date
Marital Status
Promotion Dates
Date for Next Evolution
Termination date of coverage
Immigration Status (Form I-9)
Termination Reason
Termination Code
Drivers License Type
Drivers License Number
Drivers License Expiration
Insurance Certificate(s)
Certifications
Qualifications
Skills
Workers Compensation Code
User Defined
System tracks information on non-employees:
Volunteers
Other groups
System will allow for probationary status types
Performance Evaluations
System accommodates and tracks multiple evaluation procedures based upon type of employee (i.e., administration, firefighter, police officer, management).
Ability to attach unlimited performance evaluations to the employee record.
Ability to accommodate various performance evaluation schedules (e.g., every 6 months, annual, etc.).
Ability to track evaluation completions and overdue status.
Ability to track the following information for each Evaluation:
Employee name
Employee number
Bargaining Unit
Department
Division
Salary Anniversary Month
Action Code
Evaluation Status
Position
Evaluation Type
Sent Date
Due Date
Received Date
Location
Job Class
Assignment
Evaluation Date
Next Evaluation Date
Overall Rating
Evaluator's ID
Evaluator's Name
Evaluator's Title
PCN
Notes (unlimited)
Reminder Type
Reminder Date
User Id, Datetime Stamp for Audit
User Defined Fields/Miscellaneous
Personnel Actions
Sort personnel action forms by type of action.
Provide the ability to decentralize personnel change requests.
Provide user defined reason codes allowing personnel actions to be used for unlimited purposes.
System provides audit trail of 'Current' and 'proposed' values in change request.
System ensures that all data is valid and accurate by providing standard business rules and validations as HR screen, including position control.
Automated the workflow business processing associated with each Personnel Action (e.g. send Benefits email of status change)
Personnel Actions update all appropriate modules with resulting outcome of the action (duplicate data entry is eliminated)
Full Audit trail provided for Personnel Actions.
Customizable Workflow for each Personnel Action.
Support the following Personnel Action types:
New hire
Authorization to hire
Separation
Promotion
Demotion
Transfer
Re-classification
Salary/Rate Change
Status Change
User defined reason codes
Professional Development
Provide the ability to maintain employee training records.
Provide the ability to register, or have employees self-register for training courses via the web.
Ability to develop, maintain, and report on the following data elements for each course available:
Course Number
Course Description
Course Hours
Materials Requirements
Min/Max Enrollment
Notes
Location
Instructor
Attendance
Registrants/Participants
Feedback
Attachments related to the Course
Course Evolution
Waitlist
Ability to develop, maintain, and report on the following data elements for the employee:
Current Courses Available
Prior Courses Taken
Course Grades
Course Definitions
Course Attendance
Email Notification(s)
Attachments provided by employee
Course Completion Certificate
Feedback
Course Evolution
Waitlist
Disciplinary Actions
System accommodates and tracks multiple grievance procedures based upon type of employee (i.e., administration, firefighter, police officer, management).
System records historical disciplinary action by:
Employee
Date
Type of incident
Type of follow-up action taken
System tracks all disciplinary complaints, investigations, and actions:
Letters of reprimand
Warnings
Suspensions with pay
Suspensions without pay
Discharge
User defined disciplinary action types
The system must track the following information for all disciplinary actions:
Employee name
Employee number
Budget unit (department, division, section)
Issue (e.g. insubordination)
Proposed discipline (e.g. letter of reprimand, suspension, demotion and termination)
Date discipline was received
Date the final discipline will take place
Classification name and number
Person who administered the discipline
Work location
Supervisor's name
Appealed
User defined disciplinary action
System will provide historical information for all disciplinary actions.
System will track litigation details related to a disciplinary action.
System will flag an employee record, once terminated, preventing them from reapplying.
Grievances
System accommodates and tracks multiple grievance procedures based upon type of employee (i.e., administration, firefighter, police officer, management).
System records historical disciplinary action by:
Employee
Date
Type of incident
Type of follow-up action taken
System tracks all disciplinary complaints, investigations, and actions:
Letters of reprimand
Warnings
Suspensions with pay
Suspensions without pay
Discharge
User defined disciplinary action types
The system must track the following information for all filed grievances:
Employee name
Employee number
Department
Division
Location
Union
Union Representative
Action Code
Log Number
Date Filed
Supervisor's name
Article
Issue (e.g. insubordination)
Status
Description
Notes (unlimited)
User ID, Datetime for Audit
System will track arbitration details related to a disciplinary action including:
Arbitrator
Decision Date
Decision
User Defined Fields/Miscellaneous
Notes (unlimited)
User ID, Datetime for Audit
Education, Skills, Training & Certifications
System accommodates and tracks multiple skills, training, certification, education and license tracking procedures based upon type of employee (i.e., administration, firefighter, police
officer, management).
System records training requirements as needed to keep professional licenses.
System will maintain and track Drug & Alcohol test dates and results on:
Pre-employment testing
Random testing
Reasonable Suspicion/Cause
Post Accident
Return to Duty
Follow-up
Provide the ability for user defined codes for Skills, Certifications, Licenses, Trainings, etc.
Ability to flag CDL employees who have not taken their annual training.
Ability to track licensure and certification requirements.
Ability to track when certifications and licenses expire and when employees are due for recertification.
Provides the ability to notify employees of upcoming certification, skill, testing requirements.
Ability to record the level or endorsements of license.
Ability to record licensing agency.
Systems allows for unlimited comments regarding skills, certifications, trainings, licenses, etc.
System allows for the tracking of details for each certification.
Ability to maintain history of employee skills, testing, license and certifications.
Ability to record whether an employee passed or failed a certification test and maintain history of test results.
Skills can be tracked and linked to:
Positions (requirement)
Employees (possession)
Ability to track the compensation levels provided for skill, training, license, certification, etc. level
Ability to track and record expirations for skills, training, licenses, certifications, etc. that have expiring dates
System will track the following information related to the employee's skill set.
Skill Code
Description
Experience
Education
Notes (unlimited)
System will track the following information related to the employee's education.
Degree
Type
Pending
Issue Date
Credits
GPA
Major
Minor
Institution
User Defined Fields/Miscellaneous
Notes (unlimited)
System will track the following information related to the employee's general coursework.
Fiscal Year
Course Type
Course Number
Course Date
Internal/External
Alternate Course Option
Description
Unit Type
Units/Hours
Conversion Code (quarter, semester, hours, etc.)
Units Accepted 1 & 2
Letter/Transcript for Course
Institute
Grade
Applied Date
As of Date
Cut Off Date
Index
Applied Date
User Defined Fields/Miscellaneous
Target Fiscal Year
Fiscal Year Accepted/Pending
All Fiscal Year Accepted/Pending
Notes (unlimited)
System will track the following information related to the employee's general training.
Training Code
Completed
Passed
Training Date
Start Time
Expiration Date
Next Training Date
Location Type
Location
Instructor Code
Instructor Name
Provider
Type
Amount Paid
Benefit Plan Administration
System supports various types of benefit plans, including, but not limited to the following:
Deferred Compensation
Cafeteria Plan
Pre-tax and After-tax Plans
System will enroll various levels (i.e. Single, Employee and Children, Employee and Spouse, or Family)
Medical with:
PPO (multiple)
HMO
Waived participation
Opt Out (employee paid not to take insurance)
Life Insurance:
Accidental death and dismemberment
Supplemental life
Dependent and spouse life
Dental
Vision
Flexible spending accounts including Premium Only Plan (POP), Dependent Spending Account and Health Care Savings Account
Health spending accounts
Long term disability
Short term disability
Retirement:
State retirement plan(s)
Deferred comp plan(s)
Tax sheltered annuity
Employee matching programs
COBRA
Employee Assistance Program
Wellness
FMLA
Tuition Reimbursement
Relocation Allowance
Uniform Allowance
System supports multiple versions of benefit plans.
System supports multiple State retirement plans.
System supports multiple deferred comp plans.
Plan versions are processed based on effective date.
System stores benefit plan rules.
System tracks dependent and beneficiary information, including:
Name
Date of birth
Effective Date
Address (if different than employee/retiree)
Social security number
Relation (child, spouse, etc.)
Medicare eligible
Student status
Ability to create and manage time reporting codes (TRC).
Auto calculate (increase, decrease) FMLA ability based on a rolling year.
Benefit Plan Eligibility
System maintains multiple eligibility dates for different benefit plans based on different rules.
System supports different enrollment periods for union versus non-union staff and overlap in plan years.
System should provide for processing the following benefits eligibility events:
Establishment and maintenance of participant information
Activation of coverage for participant, spouse, and non-spouse dependents
Activation of coverage for survivors (former dependents of participants that are allowed to continue their benefits coverage)
Maintenance of beneficiary information
Initiation of COBRA processing when an individual’s coverage is terminated due to a COBRA qualifying event (system must be able to handle various reasons)
Evidence of insurability
Initiation of and return from leave without pay (LWOP, including military leave and FMLA) coordinated with sick leave balances
New hires, re-hires, and transfers
Terminating/retiring employees (permanent and temporary employees)
Termination of coverage for participant, spouse and non-spouse dependents
Participant transfers
Medicare eligible
System provides a chronological history of benefits elections.
System will prepare benefit billings online and create a receivable that integrates with the AR module.
System will track initial COBRA payments.
System will track COBRA duration.
System will track reason for employee termination.
System will track COBRA justification.
Benefit Plan Costs
System will provide for the following financial processes associated with group benefits administration, including:
Billing of departments and direct premium payers for costs of group benefits
Refunds and adjustments of insurance premiums to employees taking into consideration pre- and after-tax contributions and retirement
If a premium is refunded and it is pre-tax, then employer and employee taxes contribution are deducted from the refund
If a premium is adjusted, employer and employee taxes and retirement contribution are deducted/added to the adjustment
Receive manual payments for cost-share and/or COBRA for benefit plan members who do not receive a paycheck
System will determine premium amount based on category of employment (e.g., administrative, police or firefighter)
System will track 457, 401(k), Roth 401(k) participation and show percentage of gross income contributed
Track multiple 457, 401(k), Roth 401(k) providers and allow elections
Allow employees to split Employer retirement contribution between retirement and defined contribution plans based on IRS requirements, not to exceed the Federal 25% of total compensation
cap
System maintains premium or contribution rate history (employee and employer costs) online by:
Plan
Employee
Provider
Post retiree
System tracks current and historical benefit costs including:
Employer cost
Employee cost
Post employee
Total premiums/contributions
System tracks the following key data on providers:
Provider ID (vendor code)
Full name
Short name
Address
Primary Contact Name, Job Title, Fax, and Phone
Service Contact Name, Job Title, Fax, and Phone
Billing Contact Name, Job Title, Fax, and Phone
Subscriber Contact Name, Job Title, Fax, and Phone
Direct Deposit Banking data
Tax ID and Social Security Number
History of changes (dates)
Master group number and name
System tracks the following data for benefit plans:
Plan Type
Plan name/number
Option code (e.g., retiree rehire)
Retirement contribution rate
Effective date
Termination date of coverage
Cafeteria deduction code
Level of coverage (e.g., life insurance)
Option Semi-monthly amount
Option Bi-weekly amount
System tracks the following key data for benefit packages:
Deduction code
Description
Effective date
Provider ID (vendor code)
Plan code
Calculation method (fixed, % gross, based on age, etc.)
Frequency of deduction allowed
Total plan cost
Administration Fee
Standard vs. optional
Other (user-defined)
System tracks the beneficiary for each benefit:
Name
Relationship
Date assigned
Address (if different than employee/retiree)
Social Security Number
Birth date
Medicare eligible
Allocation date
Deferred Compensation
Section 457, 401 (k), Roth 401 (k)
Section 125 plan (Flexible Benefit Plans, Deferred Health Insurance Premiums)
Retirement
Life and supplemental life
User Defined
Workers' Compensation
System will maintain and track information on each filed claim:
Claimants name and information
Employee Department/Division
Date claim received
Police and/or incident report number
Location of incident/accident
Injury
Date of Injury
Physician of Choice
Date Employee Received Claim Form
Date Supervisor Received Claim Form from Employee
Open and Close dates
Return to Duty Date
System tracks costs of workers compensation benefits paid to and on behalf of an employee.
System will track loss time hours by employee.
System will flag if claim is eligible for OSHA Log 300 filing.
System will track different types of claims including: incident only, medical only claim, loss time claim.
System will keep a record of change to type of claims.
System will track claim status, including number and types of claims.
System maintains employee injury information such as physician's name.
System tracks TORT for non employees (e.g., customers, volunteers, etc.).
Employee Self Service
Changes through self-service can be approved by staff via workflow.
Audit trail of changes through self-service.
Employees can access self-service page to:
View paycheck
Change address
Change emergency contact information
Update Dependent Information
Benefit open enrollment
Change benefits for major life event (marriage, child birth)
Accrual balances
Print Checks and W2 Information
Download Forms
View important EO dates
Access the Employee Directory
Provide the ability for the employee to run what-if scenarios showing Baseline and 'What-If' Value for:
Earnings
Pretax Deductions
Taxable Earnings
FICA Earnings
Federal Withholding
FICA Withholding
Medicare Withholding
State Withholding
Estimated Net
Reports/Queries
Supports the ability to select and query both on screen and through reporting from any field in the system.
Provides ability for users to select any field and/or groups of fields and use wildcards and ranges.
All reporting may be fiscal year-to-date, project year-to-date, calendar year-to-date and life-to-date.
Federal/State reporting compliant.
System produces the following reports:
Employee Certifications
Employee Age Listing
Position Table Information
Direct Deposits by Bank
Salary Schedules
Location Codes
Job Codes
Benefit Codes
Bargaining Units
Vendor Codes
Pay Periods
Employee General Information
Employee Benefits
General Tracking Report
Workers Compensation by Employee
Employees by Position
HR Education Report
Authorized Positions
Employee New Hire Report
Employee Terminations
Employee Pay Assignments
Applicants Hired via Requisition
EEO Report(s)
Salary Listing
Applicant Scores
Applicants by Requisition
Employee Mandatory Assignments
HR Pay Related Contributions
Licenses, Skills, Training & Education Report
Employee Personal Information
Hurdle Score Sums Report (Applicant)
Employee Demographic Review
Employment Verification Report
Performance, Grievances & Disciplinary Action Report
Course Attendance Roster
Participant Transcript
Course Information with Drill Down
Course Summary
Course Registration Report
HR Pay Related Contributions
Licenses, Skills, Training & Education Report
Mailing Labels
Citizenship Verification
Employee Assignment History Report(s)
Employee Average Turnover Report(s)
Employee Directories
New Hires Report(s)
OSHA 300
OSHA 301
OSHA 300A
OSHA Injury Incident Report
OSHA Injury Report
Position Staff Report(s)
Seniority Reporting - bargaining unit, hire date, longevity, position, department, division, etc.
Total Salary Report(s)
Veterans 100 Status
Onboarding
Ability to automatically initiate a new hire process for new hire for uniform, tools, etc.
Ability for selected applicant to complete employment paperwork online (I-9, W-4, etc.).
Provide ability to send alert or create report showing employee(s) with missing required documents (e.g., missing W-4, copy of social security card, etc.)
The system has the ability to define orientation requirements for new hires based upon department, job class, and/or other factors.
Ability to track New Hire onboarding requirements (e.g. access to ESS and security access to the network).
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
Accounts
Accounts
Accounts
Accounts
Accounts
Accounts
Accounts
Accounts
Accounts
Accounts
Accounts
Accounts
Accounts
Accounts
Accounts
Accounts
Accounts
Accounts
Accounts
Accounts
Accounts
Accounts
Accounts
Accounts
Accounts
Accounts
Accounts
Accounts
Accounts
Accounts
Accounts
Accounts
Accounts
Accounts
Accounts
Accounts
Accounts
Accounts
Accounts
Accounts
Accounts
Accounts
Accounts
Accounts
Accounts
Accounts
Accounts
Accounts
Accounts
Backflow Prevention
Backflow Prevention
Backflow Prevention
Account Deposits
Account Deposits
Account Deposits
Account Deposits
Account Deposits
Account Deposits
Account Deposits
Account Search
Account Search
Account Search
Account Search
Account Search
Account Search
Account Search
Account Search
Account Search
Account Search
Account Search
Account Search
Account Search
Account Search
Account Search
Account Search
Account Search
Account Search
Account Search
Account Search
Account Search
Account Search
Account Search
Account Search
Account Search
Account Search
Account Search
Account Search
Account Search
Account Search
Account Search
Account Search
Account Search
Account Search
Account Search
Account Search
Account Search
Account Search
Account Search
Account History
Account History
Account History
Account History
Account History
Account History
Account History
Account History
Account History
Account Balance Summary
Account Balance Summary
Account Balance Summary
Account Balance Summary
Account Services
Account Services
Account Services
Account Services
Account Services
Meters
Meters
Meters
Meters
Meters
Meters
Meters
Meters
Meters
Meters
Meters
Meters
Meters
Meters
Meters
Meters
Meters
Meters
Meters
Meters
Meters
Meters
Meters
Meters
Meters
Meters
Meters
Meters
Service Locations
Service Locations
Service Locations
Service Locations
Service Locations
Service Locations
Service Locations
Service Locations
Service Locations
Service Locations
Service Locations
Service Locations
Service Locations
Service Locations
Service Locations
Service Locations
Service Locations
Service Locations
Service Locations
Service Locations
Service Locations
Service Locations
Service Locations
Service Locations
Service Locations
Service Locations
Service Locations
Service Locations
Service Locations
Service Locations
Service Locations
Service Locations
Service Locations
Service Locations
Service Locations Structures
Service Locations Structures
Service Locations Structures
Service Locations Structures
Service Locations Structures
Service Locations Structures
Service Locations Structures
Service Locations Structures
Service Locations Structures
Service Locations Structures
Service Locations Structures
Service Locations Structures
Service Locations Structures
Service Locations Structures
Service Locations Structures
Service Locations Structures
Service Locations Structures
Service Locations Structures
Service Locations Structures
Service Locations Structures
Service Locations Structures
Service Locations Structures
Service Locations Structures
Service Locations Structures
Service Locations Structures
Service Locations Search
Service Locations Search
Service Rates
Service Rates
Service Rates
Service Rates
Service Rates
Service Rates
Service Rates
Service Rates
Service Rates
Service Rates
Service Rates
Service Rates
Service Rates
Service Rates
Service Rates
Service Rates
Service Rates
Service Rates
Service Rates
Service Rates
Service Rates
Service Rates
Service Rates
Readings
Readings
Readings
Readings
Readings
Readings
Readings
Readings
Readings
Readings
Readings
Readings
Readings
Billing
Billing
Billing
Billing
Billing
Billing
Billing
Billing
Billing
Billing
Billing
Billing
Billing
Billing
Automatic Payments
Automatic Payments
Automatic Payments
Automatic Payments
Budget Billing
Budget Billing
Budget Billing
Budget Billing
Budget Billing
Budget Billing
Budget Billing
Consolidated Billing
Consolidated Billing
Consolidated Billing
Consolidated Billing
Bill Format
Bill Format
Bill Format
Bill Format
Bill Format
Bill Format
Bill Format
Bill Format
Bill Format
Bill Format
Bill Format
Bill Format
Bill Format
Bill Format
Bill Format
Bill Format
Bill Format
Bill Format
Bill Format
Bill Format
Bill Format
Bill Format
Bill Format
Bill Format
Billing Messages
Billing Messages
Billing Messages
Final Billing
Final Billing
Final Billing
Final Billing
Delinquency Process - General
Delinquency Process - General
Delinquency Process - General
Delinquency Process - General
Delinquency Process - General
Delinquency Process - General
Delinquency Process - General
Delinquency Process - General
Delinquency Process - General
Delinquency Process - Collections
Delinquency Process - Collections
Delinquency Process - Collections
Delinquency Process - Collections
Delinquency Process - Liens
Delinquency Process - Liens
Delinquency Process - Liens
Delinquency Process - Liens
Delinquency Process - Liens
Delinquency Process - Liens
Interfaces
Interfaces
Interfaces
Interfaces
Interfaces
Interfaces
Interfaces
Interfaces
Interfaces
Interfaces
Interfaces
Customer Self-Service
Customer Self-Service
Customer Self-Service
Customer Self-Service
Customer Self-Service
Customer Self-Service
Customer Self-Service
Customer Self-Service
Customer Self-Service
Customer Self-Service
Customer Self-Service
Customer Self-Service
Customer Self-Service
Customer Self-Service
Customer Self-Service
Work Orders
Work Orders
Work Orders
Work Orders
Work Orders
Work Orders
Work Orders
Work Orders
Work Orders
Work Orders
Work Orders
Work Orders
Work Orders
Work Orders
Work Orders
Work Orders
Work Orders
Work Orders
Work Orders
Work Orders
Work Orders
Work Orders
Work Orders
Work Orders
Work Orders
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Cash Receipts - General
Credit Card Processing
Credit Card Processing
Credit Card Processing
Credit Card Processing
Credit Card Processing
Credit Card Processing
Credit Card Processing
Cash Receipts - Closing & Balancing
Cash Receipts - Closing & Balancing
Cash Receipts - Closing & Balancing
Cash Receipts - Closing & Balancing
Cash Receipts - Closing & Balancing
Cash Receipts - Closing & Balancing
Cash Receipts - Closing & Balancing
Cash Receipts - Closing & Balancing
Cash Receipts - Closing & Balancing
Cash Receipts - Interfaces
Cash Receipts - Interfaces
Cash Receipts - Interfaces
Cash Receipts - Interfaces
Cash Receipts - Interfaces
Cash Receipts - Interfaces
Cash Receipts - Interfaces
Cash Receipts - Interfaces
Cash Receipts - Interfaces
Cash Receipts - Interfaces
Cash Receipts - Interfaces
Cash Receipts - Interfaces
Cash Receipts - Interfaces
Cash Receipts - Reporting
Cash Receipts - Reporting
Cash Receipts - Reporting
Cash Receipts - Reporting
Cash Receipts - Reporting
Cash Receipts - Reporting
Cash Receipts - Reporting
Cash Receipts - Reporting
Cash Receipts - Reporting
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
Accounts
Ability to automatically assign a unique number to new accounts created.
Ability to manually assign a unique number to new accounts created.
System will warn user if when manually assigning an account number to a service address another account number has already been assigned to the same service address (e.g., validates
that address is multi-unit property).
System to allow for multiple accounts to be active at the same time for a given service location.
System allows multiple accounts paying for different services as a single location.
Support an unlimited number of utility accounts (service addresses) per service route.
System will identify potential duplicate customers and/or accounts at time of entry.
System will identify if a customer has multiple accounts when viewing any account for given customer.
System will display the sum of all pending financial transactions associated with an account with ability to drill down to see transaction detail.
System will display the outstanding balance of any active payment plans for unpaid charges associated with an account.
System will display the balance of any outstanding liens for unpaid charges associated with an account.
System will identify if an account has been written off as a bad debt.
Ability to turn off and turn on individual services (water, sewer, sanitation, etc.) resulting in automatic prorating of services.
Ability to see all accounts, current and prior, at a given service location.
Ability to access multiple accounts associated with a single customer from a single screen.
System will provide an audit trail for changes to any account or any transaction that includes user name, date, time stamp, what used to be in the field, and what currently is in the
field.
Provide the ability to attach documents of various formats to accounts or service locations.
Ability to attach notes to an account or to a service location.
Ability to easily identify when notes exist for an account.
Ability to easily flag an account various reasons (i.e. "cash only", etc.).
Ability to easily identify when flags exist for an account.
Ability provide a pop-up alert during cash receipts, maintenance, or inquiry until the flag has been released.
Ability to track the contact information for property owners.
Ability to track the contact information any number of related third parties on each account (i.e. relatives, roommates, property managers, etc.)
Ability to designate multiple mailing addresses for each account to which a copy of any bills or notices will be mailed.
Ability to designate multiple email addresses for each account to which an electronic notification will be sent when bills and/or notices are generated.
Ability to indicate an account is exempt from late charges and penalties.
Ability to indicate an account is exempt from service suspension (i.e. cutoff).
Ability to indicate an account is exempt or partially exempt from individual taxes.
Ability for customer to opt in for automatic bill payment via ACH.
Ability for customer to opt in for automatic bill payment via Credit Card.
Ability to assign a user-defined account type to individual accounts (i.e. residential, commercial, monthly, annual, etc.)
Ability to assign accounts to a billing group based on when the group to which the account is assigned is billed (i.e. billing group or cycle).
System enables you to manage your accounts by categorizing them into specific routes.
Account status (e.g., active, inactive, final, closed, do not bill, or pending "account in waiting").
Ability to temporarily exclude an account from billing.
Site information (e.g., mean dog, key required, etc.).
Ability to add user-defined fields to track data on an account for which there is no pre-defined field.
Ability to track the previous account number assigned to each account in the Utility's current billing system or the account number from which the customer transferred.
Seasonal billing capability (temporary suspension of service, multiple addresses, etc. ).
Ability to record an unlimited number of notes on an account.
Ability for system to generate a follow-up reminder on a designated date for a note placed on an account.
System will provide audit trail of account maintenance.
Ability to track account number from former billing system.
Ability to track accounts created to track and bill for services used by internal departments.
System provides electronic bill notifications where a customer will receive an email when a new bill or delinquent notice is generated.
Last name field should be at least 35 characters long
System provides option for customers that sign up for electronic bill notifications to continue to receive paper copies of bills and notices.
Backflow Prevention
Ability to identify accounts with backflow prevention devices installed.
Ability to track the date of the last backflow inspection performed for each account
Account Deposits
Ability to track service deposits.
Ability to bill an account for a service deposit due.
Ability to apply service deposits to outstanding charges at any time.
Ability to refund service deposits and credits at any time.
Ability to periodically refund deposits based on account having been billed a minimum number of times, with less than designated number of late payments within user-defined period and
deposit being on file for a minimum time period.
Ability to calculate and pay interest on service deposits.
Account Search
Provide the ability to look up the account based on any one or combination of the following criteria:
All or a portion of the customer’s first and/or last name
All or a portion of the service address
All or a portion of the property owner's name
Phone number
Meter Route
Meter ID Number
GIS Coordinates
Parcel Id
Account Type
Service rate code (i.e. 3/4" Residential water inside, etc.)
Service type (i.e. Water, Sewer, etc.)
Service class (i.e. Residential, Commercial, etc.)
Inside/Outside jurisdiction code
Account status
Text string found in notes on an account
GIS Coordinates
Balance due
Payments
Billing and receipt adjustments
Payment plan status
Payment plan payment amount
Payment plan original amount
Payment plan current balance
Payment plan past due balance
Budget billing plan status (i.e. active, inactive, not participating, etc.)
Budget billing number of delinquent installments
Budget billing payment amount
Budget billing deferred balance
Budget billing settlement balance
Provide the ability to look up the account based on any one or combination of related criteria:
Meter make, model, size, MXU number, etc.
Contact information for third parties associated with the account (i.e. names, mailing addresses, phone numbers, email addresses, identifications, etc.)
Accounts that have been flagged
Text string in notes attached to account
Provides a sounds-like name search that matches customer names that sound similar to name entered.
Ability to use wildcards in any search field OR system provides a "contains" search to find select criteria entered.
Ability to search for an account based on the GIS coordinates of the service location.
Account History
Provide for displaying account history (financial and consumption) .
System will display consumption history for an unlimited number of years by meter and billing period for the service location selected.
System supports unlimited transaction and consumption history.
Transaction history screens lists transactions in reverse chronological order and includes: post date, transaction date, transaction type (e.g. bill, payment, deposit, deposit refund,
adjustment, etc.), references (check number, adjustment type, etc.), and transaction amount.
Transaction history screens provides drill-down functionality to source entry (e.g. individual charges that make up charge amount, payment distribution, etc.).
System will display consumption history for an unlimited number of years by billing period for account and meter selected.
Account history includes bill date and bill amount with the ability to drill into the details of the charges included on the bill.
Account history includes list of payments received with the ability to drill into the details of each entry to see how the payment was distributed.
Account Balance Summary
System will display account balances by service (i.e., water, sewer, and surface water).
System will display account balances by user-defined aging categories (e.g., 0-30, 31-60, 61-90, etc.).
System provides minimum of two aging methods: due date and transaction date where due date method groups balances by aging category based on due date of each charge and transaction date
method groups balances by aging category based on transaction date of each charge.
Account Services
Ability to update or change service rates assigned to accounts en masse.
Ability to temporarily suspend individual services for a user-defined time period (e.g. put services on hold while customer is away, etc.)
Ability to automatically reactivate services temporarily suspended on specified date in the future.
Option to designate the date on which temporarily suspended services will be automatically reactivated.
Meters
Ability to track GIS coordinates to identify the physical location of each meter.
Ability to track multiple meters per service on each account.
System will note customer changes, meter changes, and estimates on usage history for a given service location and/or account.
Provides a mass meter exchange import utility that automates the process of uploading related data when large numbers of meters are replaced in the field.
System will assign user-defined service sequence number (e.g. meter read sequence) to each meter assigned to a service route.
System to allow meters to be replaced in a billing cycle.
Ability for the service address to include a history of all meters that have been installed at the service address and include the date a meter was removed, the meter serial number,
and last reading and meter size.
Ability for the actual reading and consumption for each meter to be determined by the number of dials to be read for that meter and support a minimum of nine digits.
System will handle multiple meter changes for a single metered service within a single billing period.
System provides ability to track the following for each meter:
Manufacturer's identification number
Make
Model
Size
GIS coordinates
Read sequence
Digits in reading
Account number
Register number
Minimum of three dials or registers
Multiplier
Date installed
Date removed
Status
MXU ID
Zero consumption allowed
Location
Service Locations
Property record to include:
Parcel ID number
Situs Address
Number of buildings, structures, or individual units found on the property
Map Book and Page
GIS coordinates
Owner(s) name and contact information
Lot Area
Lot Area Unit of Measure (e.g. acres, sq. feet)
Front footage
Subdivision
Zoning Classification
Zoning Districts
Ward/Precinct
School Districts
Fire District
Flood District
Flood Elevation
Impact District
Section
Township
Range
Block
Lot
Metes and bounds description
Deed book number
Deed book page number
Mortgage company
Status
Ability to define any number of user-defined fields to be used to track data for which a pre-defined column in a table is not provided.
Provide history of owners by location.
Provide history of customers by location.
Provide utility that can be used to consolidate service locations when duplicate entries have been identified, parcels have been combined, etc.
Service Locations Structures
Property record to include the following information for each structure found on the property:
Usage Class (e.g. residential, commercial, etc.)
Unit Class (e.g. nursing home, type of service, etc.)
Unit Value (e.g. construction value)
Current occupant
Last construction date
Contractor
Architect
Sq. ft Livable
Sq. ft Footprint
Height
Volume
Capacity
Floors
Sub-units
Bedrooms
Baths
Rooms
Construction type
Construction date
Foundation type
Roof type
Roof area
Setbacks
Service Locations Search
Provide the ability to look up the service location based on any one or combination of the data variables tracked for a service location and/or related structures.
Service Rates
System will provide user-specified and maintained rate schedules.
System to track any changes/updates to rates while preserving historical rate schedules.
System will have an unlimited number of rate schedules per service.
System provides for billing multiple types of services (i.e., water, sprinkler meters, wastewater, reclaimed water) per service address.
System provides for billing multiple metered services for a single service address.
Ability to bill for non-metered services such as sewer, sanitation, etc.
Ability to base sewer charges that are dependent on water consumption or user-defined seasonal averages.
Ability to specify minimum and maximum limits to be charged per billing period for each service.
Ability to define multiple taxes for each service.
Provide for billing for demand meters on any service.
Ability to define a multi-step rate schedule where the price per unit of consumption decreases for each subsequent consumption block.
Ability to define a multi-step rate schedule where the price per unit of consumption increases for each subsequent consumption block.
Ability to round up bill to the next whole dollar increment with the difference assessed as a separate charge.
System will handle non-utility services such as sales of merchandise, meter damage, billings for hydrant meters, and repairs.
Ability to categorize service rates into jurisdictional classifications (i.e. billing rates set on municipality or geographic location in which service is provided). You can then produce
reports based on these classifications.
Ability to categorize service rates into specific classifications (e.g. residential, multi-family, commercial, etc.). You can then produce reports based on these classifications.
Ability to categorize service rates based on the physical location where the service is provided (e.g. inside jurisdiction, outside jurisdiction, etc.). You can then produce reports
based on these categories.
Ability to designate the minimum and maximum amounts to be charged per service per billing cycle.
Ability to categorize services into specific types (e.g. water, etc.) for reporting purposes.
Ability to continue to charge a base charge (i.e. "availability" charge) for a service when that service has been temporarily suspended.
System will support rate revision in the middle of the billing cycle and have the system prorate automatically.
Ability to indicate which services can and cannot be prorated.
Readings
System will store date and time of readings when captured through automated meter reading system.
System will support calculation of consumption using current and previous meter readings multiplied by user-defined multipliers.
System will support different consumption multipliers on each meter if a meter change occurs during the billing period.
Ability to change meter reading sequence without changing the customer account number individually and in mass.
System provides a flexible high/low feature tolerance that allows the user to adjust the range of parameters. This high/low would be both on the information sent to the Automated Meter
Reading system before readings, and on the edit (consumption journal).
Provide ability to exchange data with automated meter reading systems using vendor-specified upload and download file formats. List systems supported.
System provides exception report prior to generating the billing that identifies conditions that warrant investigation to avoid potential billing errors.
System will estimate consumption for a complete route or routes.
System will estimate consumption for a range within a route.
System will have estimated readings flagged in consumption history to differentiate from actual readings.
Provides configuration to generate work orders based on meter reading exceptions identified such as low/high readings, etc.
Automatically handles meter "turnover" without manual intervention and accordingly calculates usage correctly.
Billing
Support an unlimited number of billing cycles per month.
Support an unlimited number of groups of accounts per billing cycle.
System to accommodate billing for any number of services including but not limited to: water, sewer, sanitation, recycling, electricity, gas, street lights, and storm water.
Print multiple user-defined messages on bills and provide capability to select specific messages to appear on the bills of accounts signed up for automatic payments, are on a payment
plan, participating in budget billing, have a credit balance, etc.
Prints bar code on bills representing the unique number assigned to each bill.
System provides USPS address certification to maximize postage discount.
System provides USPS presorting to take advantages of available postage discount.
System will prorate charges based on number of days the customer received service during the billing cycle.
System will bill by cycle or route and produce corresponding billing registers and journal entries.
System will show individual meter readings and consumption, a message that the meters were exchanged, and total consumption and amount on the bill where meters have been exchanged
Ability to bill accounts at various frequencies (e.g., monthly, quarterly, biannual, etc.)
System generates reports prior to billing that details exceptions that may be something to investigate but will not prevent an account from billing (e.g. accounts with illegal consumption,
accounts with consecutive estimated readings, etc.)
Generates one utility bill covering all services and charges and itemizes charges separately.
Automatic Payments
System will generator a report detailing all bank drafts included in the bank draft file created as part of the billing process.
Ability to pay with bank account in addition to credit card
System provides option to post payments to all accounts included in the bank draft file as a single process.
Budget Billing
System will calculate and bill on level payment basis. This can be a continuous, twelve-month, rolling-average calculation or, once calculated, billed on a flat basis until recalculated
or removed from enrollment on level payment plan.
System will include a message on the customer's bill when the level payment amount has changed or when it will change.
System will include the ability to prenote for electronic receipts.
Ability to define business rules to be met by each account in order to participate on a level payment plan.
System will provide option to define the maximum number of times an account participating in level payment plan can be delinquent before being automatically removed from the level payment
plan.
System will provide option to allow customer to pay deferred balance in user-defined number of installments.
Consolidated Billing
Ability to offer consolidated summary billing.
Consolidated summary billing provides customers with multiple accounts the ability to consolidate charges into a single account for payment.
Consolidated summary billing provides option for customers with multiple accounts the ability to receive one consolidated (master) bill rather than mailing a bill for each account individually.
Bill Format
Includes the following on the bill:
Bill type (i.e. Regular, Final, Shut Off, or Delinquent)
Billing date
Name
Address
Account number
Service from date
Service to date
Current reading for each meter
Previous reading for each meter
Consumption billed
Service charges
Miscellaneous charges
Taxes
Balance forward
Total amount due
Due date
Penalty date
Amount due after due date (to reflect partial payments)
Charges liened
Bar code
Consumption graph
System will show separate individual meter readings and consumption.
Billing Messages
System identifies accounts signed up for automatic payment with an appropriate message printed on the bill.
Ability to define messages that are to appear on the bill based on the meter route to which the account is assigned.
Final Billing
System will calculate final bills during any cycle, based on the date service is stopped.
System will permit off-cycle billing for accounts that have been disconnected in order to get final bills to customers as soon as possible.
Ability, as soon as a meter reading is obtained, to calculate a final bill with deposit applied.
Delinquency Process - General
System will provide option to add late penalties or interest charges to delinquent accounts as a flat amount, a percentage of the outstanding balance, or the greater of the two.
Ability to turn off penalties on certain rate categories
System will automatically generate a cutoff list which can be reviewed for possible revisions.
System will age accounts in user-defined (i.e. 30, 60, 90, and 120-day) increments.
System provides option for printing of disconnect notices and cutoff service orders.
System will produce delinquent bills for customers that have already received a final bill but continue to maintain an unpaid balance.
Ability to automatically generate cutoff letter notices or other suitable shutoff notices after printing a preview report, which can be reviewed for possible revisions.
Ability to assess a charge to all accounts included in a delinquency process (i.e. bills, notices, report, service order, etc.)
Delinquency Process - Collections
System provides option to route eligible accounts to a collection agency for processing.
System provides a report of accounts eligible for collections, confirming those accounts for processing, or removing accounts from processing.
System provides options for creating a collection agency file, processing file containing payments received from the collection agency, and withdrawing an account from the collections
process.
Delinquency Process - Liens
System provides option to process accounts that are eligible for lien.
System provides a report of accounts eligible for lien, confirming those accounts for processing, removing accounts from processing, printing notice of pending lien letters, and printing
a notice of lien letter for confirmed accounts.
System provides ability to assess a service charge to the account when a lien is recorded for unpaid utility charges.
System provides options for transferring the processing of a lien to an external system such as property tax system, etc.
Ability to designate the services that can be included on a Utility lien to collect unpaid amounts.
Interfaces
System must fully integrate with the financial system for posting billings, adjustments, and collections activity.
System must integrate fully with the financial system's accounts payable module for processing of refund checks to customers.
Support both accrual and cash accounting methods and the ability to automate journal entries in the General Ledger.
System is integrated with centralized cash receipts module for posting payments, deposits, etc. to utility billing system.
System provides bank drafting services for customers wishing to pay bills automatically from the their checking or savings accounts using Automated Clearing House (ACH) direct debit
payment.
System provides automated processes for customers wishing to pay bills automatically from their checking or savings account, or debit or credit card, using a third-party payment processor.
List processors supported.
Documents such as Word, Excel, PDF, and images can be attached to an account.
System utilizes the MS Word mail merge process to create personalized letters and pre-addressed envelopes or mailing labels for single-letter generation and/or mass mailings from a form
letter for a selected group of accounts.
Ability to integrate with IoT-enabled advanced metering infrastructure (AMI) smart water meters and applicable systems to support billing functions.
System accommodates payments via IVR technology.
Customer Self-Service
Customers can access self-service web portal to:
View PDFs of past utility bills online
Ability for customer to reprint bills online
Submit one-time payment using debit or credit card, direct debit from checking or savings account
Designate preferred contact method for non-billing issues
Update phone numbers
Update email addresses
Update mailing addresses
Request additional services or termination of services
Opt in/out of paperless billing
Opt in/out of recurring payments
View account financial transaction and consumption history
Manage multiple accounts with single login
Pay multiple accounts with a single payment
Work Orders
System will display a history of all work orders related to an account and/or a service address.
Work order record to include the following:
Work order number
Status (e.g. Requested, scheduled, completed, etc.)
Order type
Date and time service requested to be performed
Scheduled date and time service is to be performed
Date and time work was actually started
Date and time work was actually completed
Instructions or description of service requested
Related service charge assessed for service performed
Site information (mean dog, meter location, fence, business name, etc.)
Crew assigned
Account number
Related account service
Related account service meter
Contact name and phone number
Field notes (i.e. results) in a free-form text field
Ability to display list of work orders scheduled but not completed.
Ability to view list of unscheduled work orders.
Ability to search for a work order by any of the data elements tracked for a work order.
Ability to designate the work orders to be created when services are started, stopped, closed, temporarily suspended, or reactivated.
Ability to designate whether or not the system is to automatically create the appropriate work orders when services are started, stopped, closed, temporarily suspended, or reactivated.
System will provide the option to assess a service charge to the account for each work order created.
Cash Receipts - General
Ability to accept multiple payment tender methods including:
Cash
Checks
Credit cards
Debit cards
Money order
ACH
EFT
Internet e-payments
Imported payment file
Other/Miscellaneous
IVR system capabilities
Ability to pay by check over phone
Ability to limit user's access to perform specific functions.
Supports centralized or decentralized cash receipting.
Ability to accommodate numerous registers and consolidate all registers' receipts at day's end for reporting.
Ability to accommodate multiple cashiers per register.
Ability to support electronic cash drawer functionality.
Ability to accept over-the-counter payments and generate appropriate paper receipt.
Ability to accept over-the-counter payments and email customer a copy of the paper receipt.
Ability to calculate the amount of change due to customer from amount tendered.
Ability to maintain a complete audit trail for all transactions.
Ability to image checks and associated attachments.
Ability to define batch payment creation (electronic Checks, over the counter, mail, etc.).
Ability to print receipts upon request at any point in time.
Ability to modify the content and format of the receipt without custom program modifications
Ability to print user configurable comments and messages on the receipt.
Ability to track and search receipts by:
Amount
Service address
Receipt Number
Register number
Cashier
Entry Date
Transaction Date
Time of Day
Payment Tender Methods
Receivable Type (i.e. UB, Permits, etc.)
Customer Name
Customer Account Number
Payor's name
Receipt Batch Number
Reference Number (i.e. Check Number, EFT Authorization Code, etc.)
Credit Card Type (i.e. Visa, MasterCard, Discover, Diner, etc.)
Ability to assign each transaction a unique receipt number which is auto-generated by the system.
Ability to specify the order in which receipts are processed against outstanding receivables with the option of overriding the order when billing system allows.
Ability to have receipts remain fully editable until the time they are printed and posted.
Ability to void an un-posted receipt with proper authority.
Ability to change the payment tender method (i.e. cash, check, credit card, etc.) without voiding a receipt
Ability to use bar code readers to expedite the processing of payments for bills that include a payment barcode.
Ability to take payments and recognize revenue even when a receivable has not been established.
Ability to accommodate single payments for multiple receivables
Ability to accommodate multiple payments for a single receivable
Ability to accept partial payments to reduce receivable amounts when allowed by billing system (i.e. Utilities, A/R, etc.)
Ability to endorse/validate multiple checks, bills, and documents within a single transaction
Ability to enter comments at time of receipt.
Ability to reprint duplicate receipts.
Ability to process payments for miscellaneous fees (i.e. copies, maps, etc.) not found in a billing system.
Ability to define additional taxes to be computed and collected for miscellaneous fees.
Ability to track who is making the payment (i.e. payor) versus the name on the account when processing a payment.
Ability to alert the cashier when a customer, for example, has history of bad checks, etc..
System utilizes a browser-based user interface.
Credit Card Processing
Solution conforms to Payment Card Industry (PCI) standards and has received PA-DSS certification.
Ability to limit type of credit cards accepted (we do not currently accept American Express)
Ability to record credit card authorizations.
Ability to include credit card authorization number on receipt.
Ability to support credit card refunds.
Ability to support separate Merchant ID for each physical location for accepting credit cards.
Cash Receipts - Closing & Balancing
Ability to close registers at the end of the day and continue to process payments while balancing the register for the day.
Summary information is posted to the G/L with drill down capabilities and the detail receipt information posted to the individual modules.
Ability to balance cash drawers at any point in time.
Ability to distinguish between various payment tender methods and to provide separate totals at days end by each to assist in balancing the drawer.
Ability to process/post batches individually or by selection versus all open batches.
Ability to edit batch entries and correct transaction errors prior to posting with proper authorization.
Ability to enter cash count of bills for each denomination for individual receipt balancing.
Ability to provide end-of-day cash report for balancing and deposit purposes.
Cash Receipts - Interfaces
Ability to provide cashiering functionality that will receipt payments for the following areas and update the appropriate receivable accounts in the corresponding billing systems to
include:
Miscellaneous Billing/Accounts Receivable
Utility Billing
Permits
Business License
Code Enforcement
Projects
Ability to process payments for billing systems utilized by the organization that are not from the cash receipting solution provider.
Ability to accept overpayments when allowed by the billing system (i.e. Utility Billing, Miscellaneous Billing, etc.)
System integrates with an integrated voice response system to allow processing of payments via phone.
System allows for the import of electronic payment files from various sources (bank, credit card merchants, etc.)
Mobile app to pay bills, receive bills, report problem, etc.
Cash Receipts - Reporting
Ability to search on historical cash receipts by any field captured within the receipt.
Ability to create a Bank Reconciliation Report, listing amounts deposited into each account, and total deposits compared with cash receipts for that date.
Ability to create a Bank Totals Report, Showing Bank Code, Bank Number, Bank Name and Address, and Deposit Amount.
Ability to create a Detailed Receipt Report, showing cash receipts posted during a specified time period with various grouping and sorting methods provided matching the selection criteria
specified by the user at runtime.
Ability to create an Audit Trail of all receipts and postings for a user-specified time period.
Register Report that will total per register and sort by payment type (cash, check, credit card, etc.). With the option of printing by batch.
Ability to wildcard search or report on any field captured by the system.
The system will have the ability to create basic or ad‐hoc reports using any data field and other end‐user parameters without requiring technical staff or expertise to create and publish
them
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Custom Modification
Not Available
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Budget Control
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Budget Preparation
Budget Preparation
Position Budgeting
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Budget Maintenance and Monitoring
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Budget Adjustments
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Budget Rollover
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Reports/Queries
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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.
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Custom Modification
Not Available
Comments
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Grant Ledgers
Grant Ledgers
Grant Ledgers
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Grant Reimbursements
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Grant Reimbursements
Grant Reimbursements
Grant Reimbursements
Grant Reimbursements
Grant Reimbursements
Grant Reimbursements
Grant Reimbursements
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
Reports/Queries
Reports/Queries
Reports/Queries
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
Tracks and reports grant activity by:
Active fiscal year and all years within the grant contract
Life of grant (over multiple fiscal years)
Sponsor's/Grantor fiscal year
Type of grant (State, Federal, Private, CFDA, etc.)
Grantor
Provides the ability to import transactions from other data sources. All validation edits apply.
Supports the ability to attach documents/files/images.
Unlimited notes/narrative may be associated with the grant.
Provides a Job Ledger specifically suited to budgeting, set-up, tracking and reporting of Grant Activity.
Supports multi-year funding allocation process that allows for expenditures or carry-over of prior year budget.
Highly configurable, multi-level approval functionality based on a variety of data points is supported.
Duplicates pre-existing grants to establish templates for new grants.
Grant budgets can be controlled by the following elements:
Fiscal year
Sponsor fiscal year
Project-to-date
Percent of completion
Funding source budget year
Department
Phase
A variety of allocation methodologies are available:
Matching Funds
Calculation(s)
Formula(s)
Grant Type/Classification
Ability to establish multiple sub-grants under a grant and track associated transactions.
Grants are linked to:
Purchase Orders
Accounts Payable
Accounts Receivable
Payroll
Inventory
Fixed Assets
Grants
Work Orders
Projects
Contracts
Other sources of revenue
Ability to establish grant liquidation date.
Grant Ledgers
Calculates indirect costs associated with any grant and to provide system generated entries:
Per grant
Per type of grant
Tracks the following grant information:
Grant budget(s) (original and amended)
Current year-to-date fiscal budget, revenues and expenditures
Grant-to-date revenues
Grant-to-date expenditures
Unexpended balance
In-kind products/services
Special budget appropriations
Carryover amounts from previous years
Encumbrances
Draw-down amounts
% complete on grant
Advances
Match for grants (in-kind and $$)
Overhead allocations
Grant transaction detail
Grant Applications
Tracks the following grant application information:
Grant number
Grant name
CFDA # (Catalog for Federal Domestic Assistance)
Grant description (free form text)
Inactive (not available for budget entry)
Grantor
Grantor contact name
Grantor's email address and website, if applicable
Grantor’s mailing address
Grantor’s phone number
Date application submitted
Date application approved or denied
Original grant approval amount
Grant budget
Grant amendments
Grant carryovers
Grant fiscal calendar
Grant beginning date
Grant expiration date
Letter of credit/draw-down
Amounts of matching funds
Responsible department (multiple)
Department contact (multiple)
Reimbursement schedule
Award date
Letter of Intent to award date
Contract number
Contract award number
Approved contract date
Original request amount
Award amount
Grant application declined flag
Reason grant application declined
User-defined field options
Converts grant application information into new grant.
Ability to attach grant documentation (application, board approval, etc.).
Grant Transactions
Captures all financial grant activity through the General Ledger and Job Ledger.
Tracks program compliance and financial compliance of the grant.
Captures grant expenditures and revenues by:
Funding source
Multiple funding sources
Grant project name
Activity
Program number
General ledger account numbers
Grant purchase orders and encumbrances
Grant status codes
Job
Project
Grantor
Invoice
Type of work (grant only applies to select activities that are part of project)
CFDA number
Supports unique match rates for grants (e.g., Personnel at 80% and Supplies at 25% for Grant 1, Personnel at 90% and Supplies at 40% for Grant 2):
Grant
Grant phase
Individual object
Group of objects
Supports unique matching rates for grants.
Prohibits processing of grant-related expenditure transactions not within grant service dates (with soft or hard stops/override capability based on security).
Allows processing of grant-related revenue transactions outside of the grant service dates (with override capability based on security).
Provides access to salary and benefit cost details associated with a specific grant, on an hourly or partial-hour basis.
Supports break out of salaries vs. benefits for grant reimbursement.
Allows users to produce a reimbursement check for unexpended grant funds.
Generates hard-copy reimbursement requests to sponsor agencies from expenditure data.
Generates revenue/receivable transactions from grants expenditure data.
Records as a memo entry the ‘in-kind’ value (e.g., non-cash match) as part of grant activity.
Prompts or alerts users to recognize (realize) grant revenues after grant expenditures have been recorded for a user-specified period of time (weekly, monthly, etc.).
Grant activity can be transferred between grants.
Receive automatic notification regarding important grant dates and reporting dates.
Which grants are eligible for activity may be defined based on a variety of data points and scenarios.
Links receipt of revenue to grant.
Allows users the ability to enter grant expenditures on line.
Establish liquidation date controls.
System allows carryover funding to be set up as a new grant.
Ability to require all grant transactions to include a project code
Ability to assign specific GL revenue and expenditure codes to each grant and restrict transactions to only those Gl codes.
Monitors progress of grant expenditures/revenues against original grant contract information.
Grant Reimbursements
Establish reimbursable budgets for:
Total grant
Grant phase
Monthly / Quarterly
Reimbursable budgets control expenditures that are available for grant billing, with override with proper security.
Provides a real-time edit to ensure that grant billings do not exceed the reimbursable budget.
Integration with Accounts Receivable to provide all billing, aging, and tracking capabilities.
Integration with Accounts Payable to flag transaction as a grant expenditure.
Produces an invoice based on the direct and indirect costs.
Calculates the percentage of outstanding revenue due for an expense incurred through a grant.
Links revenue to associated expenditure amounts.
Reports different types costs for providing a service against revenue for that service such as:
Actual costs
Billable costs
Invoiced costs
Accumulates total costs without regard to the funding source and then bills each funding source according to the user-defined percentage.
Reports/Queries
Supports the ability to select and query both on screen and through reporting from any field in the system.
Provides ability for users to select any field and/or groups of fields and use wildcards and ranges.
All reporting may be fiscal year-to-date, project year-to-date, calendar year-to-date and life-to-date.
Federal/State reporting compliant. Ability to prepare Washington State Schedules 15 and 16.
Maintains and provides report for history for all grants.
Provides notification for grant reporting dates.
Provides notification for upcoming grant due dates.
Provides the following reports:
Expenditures and revenues
Sources of revenues
Reimbursed costs
Budget vs. actual costs
Grant budget vs. actual report
Encumbrance Report
General Information Report
Award Details
Award Modifications Listing
Budget Details
Cost Sharing
Proposal Details
Grant Budget to Actual with Encumbrances by (Key and Object)
Grant Budget Report Listing
Supports financial report preparation for grants (i.e., monthly, quarterly, and annual federal reporting requirements, state reporting requirements, calendar year, seasonal, multi-year).
Roll-up grant to higher levels for internal and external reporting.
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
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
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General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
Contract Tracking
Contract Tracking
Contract Tracking
Contract Tracking
Contract Tracking
Contract Tracking
Contract Tracking
Contract Tracking
Contract Tracking
Contract Tracking
Contract Tracking
Contract Tracking
Contract Tracking
Contract Tracking
Contract Tracking
Contract Tracking
Contract Tracking
Contract Tracking
Contract Tracking
Contract Tracking
Contract Tracking
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Contract Tracking
Contract Tracking
Contract Tracking
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Contract Tracking
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Contract Tracking
Contract Tracking
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Contract Tracking
Contract Tracking
Contract Tracking
Contract Tracking
Contract Tracking
Contract Tracking
Contract Tracking
Contract Tracking
Contract Tracking
Contract Tracking
Contract Tracking
Contract Tracking
Contract Tracking
Contract Tracking
Contract Tracking
Reports/Queries
Reports/Queries
Reports/Queries
Reports/Queries
Reports/Queries
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Reports/Queries
Reports/Queries
Reports/Queries
Reports/Queries
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
NOTE TO VENDORS: If contract management is not an available module, please provide the feature function responses using your solution's purchasing and requisition feature function set
Purchasing and Accounts Payable integration:
Items Purchased
Commodity Codes
Project Codes
Payments
Vendor Performance
Provides the ability to import transactions from other data sources. All validation edits apply.
Supports the ability to attach documents/files/images.
Unlimited notes/narrative may be associated with the grant.
Provides a Job Ledger specifically suited to budgeting, set-up, tracking and reporting of Contract Activity.
Supports multi-year funding allocation process that allows for expenditures or carry-over of prior year budget.
Calculates retainage based on specified criteria.
Tracks retainage activity.
Contract management provides for:
Renewals
Extensions
Cancellations
Close/Re-Open
Change Orders
User-defined contract releases
Contracts may service multiple entities across multiple and differing year ends.
Bond amounts and release information is tracked.
Ability to warn with contract amounts are about to be exceeded.
Purchase orders/requisitions dealing with future years on multi-year contracts are supports
Contract schedules are supported.
Ability to attach grant documentation (application, board approval, etc.).
Contract Tracking
The following information may be tracked:
Vendor Name
Vendor contact information
Primary/secondary Vendor information
Contract Type
Contractor
Sub-Contractor
Contracting Department
Contract Amount
Contract Terms
Contract Provisions
Insurance Requirements
Insurance Expiration
Bonds
Deliverables
Due Dates
Milestones
Approval Date
Retainage
Retainage Terms
Multiple vendors per contract
Multiple contracts per vendor
Budget line item
User-defined field options
Captures all financial contract activity through the General Ledger and, optionally, through the Job Ledger or project code.
Tracks program compliance and financial compliance of the contract.
Captures contract expenditures and revenues by:
Funding source
Multiple funding sources
Activity
Program number
General ledger account numbers
Purchase Orders and encumbrances
Contract status codes
Job
Project
Contractor
Invoice
Type of work (grant only applies to select activities that are part of project)
Provides tracking of multiple projects to a single contract.
Provides tracking of multiple contracts to a single project.
Supports the ability to budget and encumber based on Contracts and Project Accounting data.
Provides tracking of multiple purchase orders associated with a Contract.
Provides the ability to track and record Contract Limits.
Contract change orders supported
All changes to the contract are tracked with full audit controls.
Detailed contract payment information by vendor is provided.
Multiple encumbrances and payments are tracked for each contract.
Contracts may be de-certified/cancelled.
Receive automatic notification regarding important contract dates and reporting dates.
Identified which contracts are eligible for activity may be defined based on a variety of data points and scenarios.
Allows distributed users the ability to enter contract expenditures on line.
Establish liquidation date controls.
Monitors progress of grant expenditures/revenues against original grant contract information.
Reports/Queries
Supports the ability to select and query both on screen and through reporting from any field in the system.
Provides ability for users to select any field and/or groups of fields and use wildcards and ranges.
All reporting may be fiscal year-to-date, project year-to-date, calendar year-to-date and life-to-date.
Federal/State reporting compliant.
Maintains and provides report for history for all contracts.
Provides notification for contract reporting dates.
Provides notification for upcoming contract due dates.
Provides the following reports:
Expenditures and revenues
Sources of revenues
Reimbursed costs
Budget vs. actual costs
Contract budget vs. actual report
Encumbrance Report
Contract Management status report
Transaction Detail
Compliance Report
Contract Amendments Report
Contract Management Expense & Encumbrance Status
Supports financial report preparation for contracts (i.e., monthly, quarterly, and annual federal reporting requirements, state reporting requirements, calendar year, seasonal, multi-year).
Roll-up grant to higher levels for internal and external reporting.
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
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
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
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
Manages bank reconciliation and all bank activity for the following:
Payroll
Account Payable
General Operating Account
Workers' Compensation
Supports posting upload of cleared items from the bank file
Reconciles all check activity automatically
Reconciles deposit activity from Cash Receipts automatically
Correlates every credit / debit
Allows multiple cash accounts to be identified
Provides the ability to import a list of cleared checks from the bank(s) for each account
Supports drill-down capabilities to review check status
Supports issuing manual checks
Provides for notification, tracking, and monitoring of adjustments
Supports voids, cancellations, and stop payments on checks
Supports import of transactions from other data sources. All validation edits apply
Supports the ability to attach documents / files / images
Supports association of unlimited notes / narrative
Supports highly configurable, multi-level approval functionality based on a variety of data points
Provides Positive Pay file
Supports full check status tracking
Provides the ability to reconcile to multiple bank accounts
Reports/Queries
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
Provides reporting for fiscal year-to-date, project year-to-date, calendar year-to-date, and life-to-date
Complies with Federal and State reporting requirements
Provides the following reports:
Check ID & Number Report
Check Register
Outstanding Deposits
Payee Report (detail and summary)
Outstanding Checks (detail and summary)
Consolidated Check Register
Deposit Listing (detail and summary)
Consolidated Exception Report
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
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Administration
Benefit Plan Eligibility
Benefit Plan Eligibility
Benefit Plan Eligibility
Benefit Plan Eligibility
Benefit Plan Eligibility
Benefit Plan Eligibility
Benefit Plan Eligibility
Benefit Plan Eligibility
Benefit Plan Eligibility
Benefit Plan Eligibility
Benefit Plan Eligibility
Benefit Plan Eligibility
Benefit Plan Eligibility
Benefit Plan Eligibility
Benefit Plan Eligibility
Benefit Plan Eligibility
Benefit Plan Eligibility
Benefit Plan Eligibility
Benefit Plan Eligibility
Benefit Plan Eligibility
Benefit Plan Eligibility
Benefit Plan Eligibility
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
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Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Benefit Plan Costs
Data Requirements
Data Requirements
Data Requirements
Data Requirements
Data Requirements
Data Requirements
Data Requirements
Data Requirements
Data Requirements
Data Requirements
Data Requirements
Data Requirements
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Data Requirements
Data Requirements
Data Requirements
Data Requirements
Data Requirements
Data Requirements
Data Requirements
Data Requirements
Data Requirements
Data Requirements
Data Requirements
Data Requirements
Data Requirements
Data Requirements
Data Requirements
Data Requirements
Data Requirements
Data Requirements
Data Requirements
Data Requirements
Data Requirements
Data Requirements
Data Requirements
Data Requirements
Data Requirements
Data Requirements
Data Requirements
Data Requirements
Data Requirements
Data Requirements
Data Requirements
Data Requirements
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
Benefit Plan Administration
System supports various types of benefit plans, including, but not limited to the following:
Deferred Compensation
Cafeteria Plan
Pre-tax and After-tax Plans
System will enroll various levels (i.e. Single, Employee and Children, Employee and Spouse, or Family)
Medical with:
PPO (multiple)
HMO
Waived participation
Opt Out (employee paid not to take insurance)
Life Insurance:
Accidental death and dismemberment
Supplemental life
Dependent and spouse life
Dental
Vision
Flexible spending accounts including Premium Only Plan (POP), Dependent Spending Account and Health Care Savings Account
Health spending accounts
Long term disability
Short term disability
Retirement:
Washington State retirement plan(s)
Deferred comp plan(s)
Tax sheltered annuity
Employee matching programs
COBRA
Employee Assistance Program
Wellness
FMLA
Tuition Reimbursement
Relocation Allowance
Uniform Allowance
System supports multiple versions of benefit plans.
System supports multiple State of Washington retirement plans (please identify any limitations in the Comments field).
System supports multiple deferred comp plans. Please identify any limitations in the Comments field.
Plan versions are processed based on effective date.
System stores benefit plan rules.
System tracks dependent and beneficiary information, including:
Name
Date of birth
Effective Date
Address (if different than employee/retiree)
Social security number (system should have ability to mask SSN on screen and only show if appropriate level of security)
Relation (child, spouse, etc.)
Medicare eligible
Student status
Benefit Plan Eligibility
System supports use of multiple dates when determining eligibility rates and rules.
System supports different enrollment periods for union versus non-union staff and overlap in plan years.
System should provide for processing the following benefits eligibility events:
Establishment and maintenance of participant information
Activation of coverage for participant, spouse, and non-spouse dependents
Activation of coverage for survivors (former dependents of participants that are allowed to continue their benefits coverage)
Maintenance of beneficiary information
Initiation of COBRA processing when an individual’s coverage is terminated due to a COBRA qualifying event (system must be able to handle various reasons)
Evidence of insurability
Initiation of and return from leave without pay (LWOP, including military leave and FMLA) coordinated with sick leave balances
New hires, re-hires, and transfers
Terminating/retiring employees (permanent and temporary employees)
Termination of coverage for participant, spouse and non-spouse dependents
Participant transfers
Medicare eligible
System provides a chronological history of benefits elections.
System will prepare benefit billings online and create a receivable that integrates with the AR module.
System will track initial COBRA payments.
System will track COBRA duration.
System will track reason for employee termination.
System will track COBRA justification.
Benefit Plan Costs
System will provide for the following financial processes associated with group benefits administration, including:
Billing of departments and direct premium payers for costs of group benefits
Refunds and adjustments of insurance premiums to employees taking into consideration pre- and after-tax contributions and retirement
If a premium is refunded and it is pre-tax, then employer and employee taxes contribution are deducted from the refund
If a premium is adjusted, employer and employee taxes and retirement contribution are deducted/added to the adjustment
Receive manual payments for cost-share and/or COBRA for benefit plan members who do not receive a paycheck
System will determine premium amount based on category of employment (e.g., administrative, police or firefighter)
System will track 457, 401(k), Roth 401(k) participation and show percentage of gross income contributed
Track multiple 457, 401(k), Roth 401(k) providers and allow elections
Allow employees to split Employer retirement contribution between retirement and defined contribution plans based on IRS requirements, not to exceed the Federal 25% of total compensation
cap
System maintains premium or contribution rate history (employee and employer costs) on-line by:
Plan
Employee
Provider
Post retiree
System tracks current and historical benefit costs including:
Employer cost
Employee cost
Post employee
Total premiums/contributions
Data Requirements
System tracks the following key data on providers:
Provider ID (vendor code)
Full name
Short name
Address
Primary Contact Name, Job Title, Fax, and Phone
Service Contact Name, Job Title, Fax, and Phone
Billing Contact Name, Job Title, Fax, and Phone
Subscriber Contact Name, Job Title, Fax, and Phone
Direct Deposit Banking data
Tax ID and Social Security Number
History of changes (dates)
Master group number and name
System tracks the following data for benefit plans:
Plan Type
Plan name/number
Option code (e.g., retiree rehire)
Retirement contribution rate
Effective date
Termination date of coverage
Cafeteria deduction code
Level of coverage (e.g., life insurance)
Option Semi-monthly amount
Option Bi-weekly amount
System tracks the following key data for benefit packages:
Deduction code
Description
Effective date
Provider ID (vendor code)
Plan code
Calculation method (fixed, % gross, based on age, etc.)
Frequency of deduction allowed
Total plan cost
Administration Fee
Standard vs. optional
Other (user-defined)
System tracks the beneficiary for each benefit:
Name
Relationship
Date assigned
Address (if different than employee/retiree)
Social Security Number
Birth date
Medicare eligible
Allocation date
Deferred Compensation
Section 457, 401 (k), Roth 401 (k)
Section 125 plan (Flexible Benefit Plans, Deferred Health Insurance Premiums)
Retirement
Life and supplemental life
User-Defined
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
General Requirements
General Requirements
General Requirements
General Requirements
Applicant Tracking
Applicant File
Applicant File
Applicant File
Applicant File
Applicant File
Applicant File
Applicant File
Applicant File
Applicant File
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Applicant Qualifications
Applicant Qualifications
Applicant Qualifications
Applicant Qualifications
Applicant Qualifications
Applicant Qualifications
Applicant Qualifications
Applicant Qualifications
Applicant Qualifications
Applicant Qualifications
Hiring
Hiring
Reports/Queries
Reports/Queries
Reports/Queries
Reports/Queries
Reports/Queries
Reports/Queries
Reports/Queries
Reports/Queries
Reports/Queries
Reports/Queries
Reports/Queries
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
System allows applicants to complete and submit forms via the Internet.
Open positions or job announcements can be posted to the website.
System provides the applicant the ability to view application status (e.g., application received, interview pending, application being reviewed by department, etc.).
System allows applicant to upload electronic files (resume, certifications, etc.).
System allows for the creation of an unlimited number of customized application templates/types (questions, required fields, etc.)
Applicant File
System must have ability to maintain the following information about job applicants with history:
Date of application
Date of updates
Status (complete or incomplete)
Name
Primary address
Home phone
Work or other phone number
E-mail address
Position(s) applied/referred for
Social Security Number
Date of birth
Gender
File attachments (e.g., resumes)
Education including:
Degree(s) earned - data for each degree
Year of graduation
School
Criminal background Information
Preferred location
Work schedule
Certifications/Licenses, including:
Type
Validity period
License/certification number
Results of required tests
Date(s) and results of drug and alcohol screening
Previous Employment with the municipality
Results of sexual predator/criminal background checks
Applicants can register and maintain profile in system.
System allows users to apply for more than one position without creating new profile.
System allows internal and external applicants.
System will notify application reviewer if applicant is internal or external.
Applicant Qualifications
System allows staff to analyze minimum qualifications against the job classification characteristics and qualifications.
System can match current employees based upon:
Skills
Certifications
Education
Other user defined qualifications
Training
Age (Minimum age requirement)
System must have ability to query applicant pool for certain characteristics (e.g., course certification).
Hiring
System must have ability to have applicant information automatically moved to employee record if hired.
Reports/Queries
System must have the ability to search for applicant information by:
Name
Applicant ID
Recruitment (examination) number
Job classification
Education
Experience
EEO Reports:
Aggregate
Number of jobs applied for
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
General Requirements
General Requirements
General Requirements
General Requirements
General Requirements
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Inventory Tracking
Costing
Costing
Costing
Costing
Costing
Costing
Costing
Costing
Costing
Costing
Costing
Costing
Costing
Ordering/Repordering
Ordering/Repordering
Ordering/Repordering
Ordering/Repordering
Ordering/Repordering
Ordering/Repordering
Ordering/Repordering
Ordering/Repordering
Ordering/Repordering
Ordering/Repordering
Ordering/Repordering
Ordering/Repordering
Ordering/Repordering
Ordering/Repordering
Ordering/Repordering
Physical Inventory
Physical Inventory
Physical Inventory
Physical Inventory
Physical Inventory
Physical Inventory
Physical Inventory
Receiving
Receiving
Receiving
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
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
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
Accommodates multiple warehouses.
System can attach electronic documents (including photos, CAD, etc.) to an inventory record.
Provides the ability to import transactions from other data sources. All validation edits apply.
Highly configurable, multi-level approval functionality based on a variety of data points is supported.
Provides the ability to print labels with bar coding.
Inventory Tracking
Maintains and tracks the following information for inventory items:
By organizational unit (department/office)
By warehouse for multiple warehousing
Item description (short)
Text description (long)
Unit of measure for:
Purchase
Issue
Unit cost
Actual price
Bulk cost
Average price (calculated value)
Vendor number
Primary vendors
Min-max points
Quantity on hand
Quantity on order
Quantity received on orders
Quantity on back-order
Ordered year-to-date
Received year-to-date
Issued current period
Issued year-to-date
Item number
Location
Text field for miscellaneous entry
Hazardous Materials
User-defined field options
Updates stock item data and maintains all the specific data for:
Purchases
Returns to stock
Returns to supplier
Adjustments (credits, etc.)
Transfers
Receipts
Requisitions
Employee number (of requestor)
Backorders
Defective or damaged parts returned to vendor
Issuance of Inventory
Surplus/ junk/ spoiled items
Recalls
Other user defined items
System must review returns or adjustments in real-time.
System must review, in real-time, inventory after returns or adjustments.
Provides online stock catalogs.
Reads catalog data from the following sources:
Online catalogs
Automatically assigns stock requisition numbers.
System allows users to merge multiple inventory items to a new or existing inventory item with an audit trail.
Images can be attached to inventory items in the system.
System can accommodate items with zero dollar value and/or zero quantity.
System must provide a multi-level location structure including:
Warehouse (multiple warehouses)
Bin
Shelf
System allocates purchases and stock to the following:
Departments
Warehouses
Cost center
User-defined category
System indicates stock on hand for each location.
System indicates stock on hand for multiple locations.
System records transfer of inventory stock among locations.
Costing
System provides the following inventory costing methods:
Actual cost
Average
Last in first out (LIFO)
First in first out (FIFO)
User-defined costing methods
System must allow users to specify uniform mark-up or overhead costs for inventory item.
System allows users to specify and/or override a mark-up or overhead cost for an item.
Different costing methods supported for different inventory types.
Inventory costs may be adjusted based on related fees.
May optionally calculate inventory item cost based on last price paid.
System allows users to specify and/or override a mark-up or overhead cost for an item.
Ordering/Reordering
System creates issue tickets automatically with appropriate approval, based on electronic supply requisitions.
System reserves stock items for specific projects or work orders.
System processes partial pick/issue tickets of reserved items while keeping the remaining balance of items on reserve.
System generates trip/delivery tickets.
System can place a cap on the quantity of an item that can be issued to a requestor during a specified time period.
System can place a cap on the dollar amount of an item that can be issued to a requestor during a specified time period.
System compares stock items received to open requests for stock items to determine which requests (i.e., backorders) may be filled.
System provides an automatic reorder process for all or selected stock items, including electronic request and approval (integration with Purchasing module).
System tracks item usage.
User can define, by item, the variables used in determining reorder points and reorder quantities.
System allows manual overrides of reorder points and reorder quantities.
Lead times may be defined for inventory items
Supports backorder processing
System automatically updates inventory on order information at the time that a requisition is created.
Physical Inventory
Inventory may be 'retired', with history being retained for viewing and reporting purposes.
System provides cycle count scheduling.
Inventory counts from the worksheets are entered into the system by:
Manually
Bar code
System automatically interfaces with the general ledger for physical inventory adjustments with appropriate workflow approval and security.
Receiving
Supports receiving at multiple locations.
Bar code scanning/hand-held scanners supported for receiving inventory.
Reports/Queries
Supports the ability to select and query both on screen and through reporting from any field in the system.
Provides ability for users to select any field and/or groups of fields and use wildcards and ranges.
All reporting may be fiscal year-to-date, project year-to-date, calendar year-to-date and life-to-date.
System produces the following reports by user selected criteria:
Inventory for the End User
Orders Ready for the Warehouse Report
Order Item Information Report
Entry Information Report
Customer Order Report
Year End Value Report
Inventory Summary
Inventory stock catalog by criteria (e.g., office supplies)
Inventory item information
Product Activity Report
Reconciliation with Encumbrances
Transaction Activity
Inventory Value Report
Product Catalog
Inventory stock catalog by criteria (e.g., office supplies)
Inventory item information
Product Activity Report
Reconciliation with Encumbrances
Transaction Activity (Newest or Oldest first)
Inventory Value Report
Product Catalog
Warehouse Activity Report
Warehouse Catalog
Inventory count report
Inventory status report
Usage year-to-date
Receiving activity by receiver
Inventory history by usage/date range
Backorders
System can create physical inventory reports, including the following:
Exception report of quantity variances
Physical inventory discrepancy report
System can create report detailing inventory use by department.
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 Location Details
General Location Details
General Location Details
General Location Details
General Location Details
General Location Details
General Location Details
General Location Details
General Location Details
General Location Details
General Location Details
General Location Details
General Location Details
General Location Details
General Location Details
General Location Details
General Location Details
General Location Details
General Location Details
General Location Details
General Location Details
GIS
GIS
GIS
GIS
GIS
GIS
GIS
GIS
GIS
GIS
GIS
Parcel Information
Parcel Information
Parcel Information
Parcel Information
Parcel Information
Parcel Information
Parcel Information
Address Information
Address Information
Address Information
Address Information
Address Information
Address Information
Address Information
Address Information
Address Information
Address Information
Address Information
Address Information
Structure Information
Structure Information
Structure Information
Structure Information
Structure Information
Structure Information
Structure Information
Structure Information
Structure Information
Owner/Name Information
Owner/Name Information
Owner/Name Information
Owner/Name Information
Owner/Name Information
Integration
Integration
Integration
Integration
Integration
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 Location Details
Provides a centralized database for parcel location information which eliminates storing duplicate parcel and location information.
Allows multiple parcels to be associated to a single location.
Allows multiple addresses to be associated to a single location.
Allows multiple structures to be associated to a single location.
Allows unlimited user-defined codes for items such as setbacks on the location and parcel.
Creates mass change of location information.
Allows mass entry of location data.
Provides ability to view and drill down on detailed information for other integrated applications that have activity or balance due information.
Allows unlimited free-form notes to be entered specific to the location, address, or parcel. Allows these notes to be flagged to appear automatically on specific, integrated application
screens.
Allows creation of "Critical Notes" which require the user to review and respond before continuing with the process. Overrides are recorded in an audit report of all overrides performed.
Allows creation of "Stop Work" orders that prevent the user from continuing with a process without an override. Overrides are recorded in an audit report of all overrides performed.
All changes to a location and its associated data; such as parcel, structure, related parties, addresses, zoning, etc., are recorded in history that is easily accessible by the user.
All changes to a location and its associated data, are stored as a "point-in-time" record so that history can be displayed on a given date.
Records-based search for location data:
Address information
Parcel data
Location data: zone, district, xyz coordinates
Related parties: owners, tenants, etc.
Legal descriptions
Intersecting Data Searches allow user to search for a set of data, and then perform another search within that selected group.
GIS
Integrated GIS map visualization sources include Google, local shape files, and ArcGIS Server rest services. Radius and proximity tools are included as part of the GIS interface.
User should be able to display and select locations from a map.
User can select multiple locations from a map and maintain records in mass or individually.
Map Advanced Searching allows user to enter search criteria and display results of locations found on a map:
Address information
Parcel data
Location data: zone, district, xyz coordinates
Related parties: owners, tenants, etc.
Integrates with existing GIS system to display GIS layers and GIS data not stored in Land System.
User can add a new location from a map.
Parcel Information
Allows user-defined Parcel ID.
Stores unlimited parcel user-defined information.
Allows multiple addresses to be associated with a parcel.
Provides ability to change and retrieve legal property descriptions.
Retains property valuations and exemptions for an unlimited number of years.
Tracks all changes made to parcel information and retains for history lookup.
Address Information
User should be able to enter any part of the address and the system will retrieve all addresses with that criteria.
If the user enters alias in the street name search, the system should retrieve the correct address.
Allows multiple parcels to be associated with an address.
Allows multiple structures to be associated to a single address.
Provides ability to create mass change of address information.
Allows mass location additions.
Allows mass add from a street dictionary file that sets defaults for mass addition, but allows the user to change each new record with differentiating data.
Provides a customized dictionary of all valid street names and number ranges.
Provides ability to set up and view commonly used terms (aliases) for street names or locations.
Enables automatic look up of valid address from street dictionary when creating a new address record.
Stores all valid postal zip codes and foreign countries.
Structure Information
Stores data about structures associated to a location, such as:
Structure Type: Single Family, Hotel, Bridge, Shell, Store
Occupancy Type and Construction Type
Square Footage and Valuation
GIS Coordinates: Latitude, Longitude, XYZ coordinates
User-defined data: Number of Floors, Units, HAZMAT, Fire Protection, etc.
View adjustments to structure square footage and valuations. Example: Reduced Square Footage - 500 square feet.
Allow multiple addresses to be associated to a single structure.
Owner/Name Information
Stores unlimited owner/name information.
Allows various name type identifications such as owner, tenant, landlord, second owner, property manager, etc.
Provides ability to create and view attached documents in Microsoft Word for a specific name.
Allows multiple names to be associated with parcels or locations.
Integration
Integrates with Geographic Information Systems (GIS).
Integrates with other land-based applications for use of parcel and location information.
Integrates with an ad hoc report writer to generate custom reports.
Ability to upload parcel data from outside source (data comes from King County, WA)
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 Functionality
General Functionality
General Functionality
General Functionality
General Functionality
General Functionality
General Functionality
General Functionality
General Functionality
General Functionality
General Functionality
General Functionality
General Functionality
General Functionality
General Functionality
General Functionality
General Functionality
General Functionality
General Functionality
General Functionality
General Functionality
General Functionality
General Functionality
General Functionality
General Functionality
General Functionality
General Functionality
General Functionality
General Functionality
General Functionality
General Functionality
General Functionality
General Functionality
General Functionality
Reporting
Reporting
Reporting
Reporting
Reporting
Reporting
Reporting
Reporting
Reporting
Reporting
Reporting
Reporting
Reporting
Reporting
Reporting
Permitting
Permitting
Permitting
Permitting
Permitting
Permitting
Permitting
Permitting
Permitting
Permitting
Permitting
Permitting
Permitting
Permitting
Permitting
Permitting
Permitting
Permitting
Permitting
Permitting
Permitting
Permitting
Inspections
Inspections
Inspections
Inspections
Inspections
Inspections
Inspections
Inspections
Inspections
Inspections
Inspections
Inspections
Inspections
Inspections
Inspections
Inspections
Inspections
Inspections
Inspections
Inspections
Inspections
Inspections
Inspections
Inspections
Code Enforcement
Code Enforcement
Code Enforcement
Code Enforcement
Code Enforcement
Code Enforcement
Code Enforcement
Code Enforcement
Code Enforcement
Code Enforcement
Code Enforcement
Code Enforcement
Code Enforcement
Code Enforcement
Code Enforcement
Code Enforcement
Code Enforcement
Code Enforcement
Code Enforcement
Code Enforcement
Code Enforcement
Code Enforcement
Code Enforcement
Code Enforcement
Code Enforcement
Code Enforcement
Code Enforcement
Code Enforcement
Code Enforcement
Code Enforcement
Code Enforcement
Code Enforcement
Code Enforcement
Code Enforcement
Project Planning & Zoning
Project Planning & Zoning
Project Planning & Zoning
Project Planning & Zoning
Project Planning & Zoning
Project Planning & Zoning
Project Planning & Zoning
Project Planning & Zoning
Project Planning & Zoning
Project Planning & Zoning
Project Planning & Zoning
Project Planning & Zoning
Project Planning & Zoning
Project Planning & Zoning
Project Planning & Zoning
Project Planning & Zoning
Project Planning & Zoning
Project Planning & Zoning
Project Planning & Zoning
Project Planning & Zoning
Project Planning & Zoning
Project Planning & Zoning
Project Planning & Zoning
Project Planning & Zoning
Project Planning & Zoning
Project Planning & Zoning
Project Planning & Zoning
Project Planning & Zoning
GIS
GIS
GIS
GIS
GIS
GIS
GIS
GIS
GIS
GIS
GIS
GIS
GIS
GIS
GIS
GIS
GIS
GIS
Mobility/In-Field Usage
Mobility/In-Field Usage
Mobility/In-Field Usage
Mobility/In-Field Usage
Mobility/In-Field Usage
Mobility/In-Field Usage
Mobility/In-Field Usage
Mobility/In-Field Usage
Mobility/In-Field Usage
Online/Citizen Access
Online/Citizen Access
Online/Citizen Access
Online/Citizen Access
Online/Citizen Access
Online/Citizen Access
Online/Citizen Access
Online/Citizen Access
Online/Citizen Access
Online/Citizen Access
Online/Citizen Access
Online/Citizen Access
Online/Citizen Access
Online/Citizen Access
Online/Citizen Access
Online/Citizen Access
Online/Citizen Access
Online/Citizen Access
Online/Citizen Access
Online/Citizen Access
Online/Citizen Access
Online/Citizen Access
Online/Citizen Access
Online/Citizen Access
Online/Citizen Access
License Management
License Management
License Management
License Management
License Management
License Management
License Management
License Management
License Management
License Management
License Management
License Management
License Management
License Management
License Management
License Management
License Management
License Management
License Management
License Management
License Management
License Management
License Management
License Management
License Management
License Management
License Management
License Management
License Management
License Management
License Management
License Management
License Management
Contract Management
Contract Management
Contract Management
Contract Management
Contract Management
Contract Management
Contract Management
Contract Management
Contract Management
Contract Management
Contract Management
Contract Management
Contract Management
Contract Management
Contract Management
Citizen Response Management
Citizen Response Management
Citizen Response Management
Citizen Response Management
Citizen Response Management
Citizen Response Management
Citizen Response Management
Citizen Response Management
Citizen Response Management
Citizen Response Management
Citizen Response Management
Citizen Response Management
Citizen Response Management
Citizen Response Management
Citizen Response Management
Citizen Response Management
Citizen Response Management
Citizen Response Management
Citizen Response Management
Citizen Response Management
Citizen Response Management
Citizen Response Management
Citizen Response Management
Citizen Response Management
Citizen Response Management
Citizen Response Management
Citizen Response Management
Citizen Response Management
Citizen Response Management
Citizen Response Management
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 Functionality
Must be a web-based solution.
Must be a Microsoft Business Partner.
Vendor must have a proven track record of being in business for more than 15 years.
The Application System Administrator must be able to configure all End-User settings, without the need to rely on the IT Department or Vendor’s Help Desk.
Online help files and web-browser with the most up to date version of support.
Supplies eTraining videos on Vendor’s website to refresh Users on standard functionality.
End-Users have the ability to edit and save their own search parameters.
Able to search on any field within the database by keyword, including custom fields developed over time.
Able to search notes by keyword.
Ability to sort notes by type or date.
Allow a “time-out” period for Users not working at their computer, ensuring that a license is freed up.
System must be flexible to allow for End-Users to determine information displayed on their screen.
Users can select from different displays to personalize their own screens.
Have a real-time dashboard to display dynamic charts & graphs that the User wants to view.
Ability to view emails from Microsoft Outlook directly within the system.
Ability to integrate with Microsoft Exchange.
Ability to store document shortcuts from the User’s computer for quick access.
Application System Administrators can create new fields and screens after implementation.
Allow users to use/access several records at one time.
Automatic email notifications to users when assigned activities have been updated or new tasks have been assigned to them.
Ability to create, assign and maintain approval groups and manage data access ability.
The proposed system must provide user-defined security, differential rights distribution, role designation, and user options.
Provide detailed audit trails/reports for financial activity.
Provide a configurable, flexible workflow management system to automate business processes performed by each department and agency involved with the development review process.
Track time spent on daily activities.
Place warnings, holds and restrictions on a record.
Link to browse recently viewed records.
View and link to all related records.
Ability to enter notes with unlimited characters.
Link to favorite websites directly from software.
Assign permit, project, code violation, and complaint types to specific departments.
Customize workflow according to our business processes.
Track time spent on activities and charge time with an associated account number.
Reporting
End-Users are able to customize reports.
Report engine utilizes SQL Reporting Services.
End-Users are not required to have a copy of SQL Reporting Services to execute standard reports.
Users are able to create queries on the fly and save those queries for future use.
Ability for Users to select Favorite reports and group them into folders for future use.
View a preview of report prior to executing.
Track the history of reports a user has performed.
Export reports into an Adobe PDF, MS Excel, or MS Word format.
Select different date ranges to view report information.
Able to print and attach a Report to a record within a single step.
Users can merge data in MS Word doc templates.
Reports are dynamic with links in one report that will open another report based on the data included.
Ability to track and report on properties that are impacted by natural disasters with links to GIS mapping.
Report of all changes to a file (changed from, date/time stamp, user that changed record.
Permitting
Provide ability to track any type of permit and to add additional permit types as needed.
Ability to link records together creating parent-child relationships.
Ability to duplicate part or all of the data from one permit record to another.
Calculate permit fees based on our fee schedule and ensure fees are collected.
Provide interactive permit application ability to the public.
Able to attach associated documentation to a record (pictures, word docs etc.).
Link record to GIS.
Restrict the issuance of permits for certain parcels based on access authority (e.g. certain permits require approval by flood plan administrator, fire chief, engineer, planning or building
official).
Link to contact information of contractors, applicants, property owners, etc.
Ability to add, modify and delete job valuation details.
Automatic inspection, reviews and fees based on type and sub-types.
View full history of permit including changes made and who made changes in a timeline view.
Ability to insert a QR code on a permit form.
Ability to obtain notifications of all changes made related to a specific record.
Ability to track customer calls including date, time, contact information and purpose.
Ability to relate an expired permit to a new permit.
Ability to notify staff if customer schedules inspection online
Ability to schedule customer appointment.
Ability to block certificates of completion or final occupancy permit.
Allow expiration date to be extended.
Allow notes from plan review to be flagged to print on permit.
Inspections
Have a work center where Inspectors can view all of the inspections assigned to them, and result those inspections from this area.
Ability to quickly re-assign a group of inspections to a new Inspector.
Allow different check-lists for each inspection type.
Have standard notes unique to each inspector and each inspection type.
Capable of batch scheduling inspections from a single screen for all inspection requests.
Able to automatically insert a re-inspection fee based on the failed status of an inspection.
Able to automatically email the contractor/developer of inspection results.
Ensuring that previous inspections are approved, before accepting the next inspection type.
Able to view a centralized Work Calendar for all inspectors.
Rerouting inspections from the Work Calendar by dragging and dropping to another Inspector’s calendar.
View Microsoft Outlook calendar appointments on the Work Calendar.
Able to use GIS information to automatically route an inspection to a default Inspector based on a geographic area.
Allow an Inspector to record audio notes and play them back at any time.
Adding attachments to the permit from a camera.
Able to change the status codes of an inspection to our agency’s terminology.
Being able to associate a unique amount of time with each inspection type, to allow for a daily “cap” of inspections.
Offer an integrated IVR solution for contractors to result inspections via phone.
Drag and drop scheduled inspections from one calendar day/inspector to another.
Required previous inspections to occur before allowing for subsequent inspections to be added.
Re-inspection fees automatically schedule based on a failed inspection.
Ability to generate confirmation e-mail to inspection requester.
Ability to alter inspection sequences for individual permits.
Ability to issue stop work orders.
Code Enforcement
Allow multiple violations to be added to a single case while tracking each resolution and status individually.
When a violation is added, the code text is automatically inserted.
Track follow-up dates to ensure the issue is resolved.
View/add restrictions to the parcel when a Case is created.
User rights determine which Users are able to view Case information/details.
Able to attach images to the Case.
Create a Case Details Report which itemizes all details pertaining to the case, including the photos attached.
Easily create MS Word letters and merge data from system into letter.
View all details of a case from a single screen, without selecting different tabs or windows.
Track all activities on the record, including when a phone call is made, a letter is printed, etc.
Able to print and attach a letter for historical purposes in a single step.
Automatically assign a Case to a default Officer if received from online.
Ability to automatically lock a parcel when certain code Cases are created, to prevent permits from being issued.
Restrict access to the Complainant information to only Code Officers.
Allow code officers to enter results of their inspections including items for correction in the field either online or offline.
Ability to duplicate part or all of the data from one case record to another.
Ability to create code violation cases related to permit inspections in the field.
Print images associated with the case into a letter.
Automatic inspection, reviews and fees based on type and sub-types.
Ability to automatically lock down activity at a location where there is an outstanding issue.
Ability to record and track resident complaints for building code violations.
Ability to allow the user to enter resident complaint information using a drop-down list of user-defined complaints.
Ability to back date enforcement transactions with appropriate security permissions.
Ability to import City ordinances and national codes (ICC, NFPA) (maintains updated code).
Ability to accommodate a user-defined and user-maintained fee schedule.
Ability to override default fees/fines on an individual case (with appropriate user security permissions).
Ability to allow staff to flag a property to indicate safety or other considerations (i.e., property owner/tenant has a history of threatening City employees).
Ability to allow the City to determine information that is made public by a private or public flag.
Ability to allow citizens to check the status of a logged complaint online via a portal from the City's website.
Ability to track fines through final collection process.
Ability to flag a violation as a repeat violation.
Ability to work offline in the field and record enforcement actions which can later be uploaded to the system at a user defined time.
Ability to access the system remotely via laptops and wireless mobile devices for the purpose of querying violation history and other codes detail.
Project Planning & Zoning
Track plan review by address and review results from reviewers in multiple departments.
Provide for logging dates sent, reviewed, due, rejected or approved for multiple reviewers, as well as a remarks area for each reviewer.
Track multiple submittals on any project.
Ability to create a list of standard comments for plan review.
Link multiple permits, cases, plans and licenses to a single master project.
Supports Multiple Parcels & Addresses (unlimited) for each plan case.
Automatically “route” the application information to users whose input is required.
Ability to track the physical location of plans.
Attach associated plans to record.
Ability to define project timelines and schedule project milestones in a single step.
Track inspections by type, inspector, scheduled date and completed date.
Ability to define and add standard conditions as well as free form condition information.
Track contact information of contractors, applicants, property owners, etc.
Ability to duplicate part or all of the data from one project record to another.
Ability to merge conditions into letters and other documents.
Ability to use fully integrated Electronic Plan Review solution for red lining, comments, concurrent plan review and comparison tools from one submittal to the next.
Automatic inspection, reviews and fees based on type and sub-types.
View full history of project including changes made and who made changes in a timeline view.
Ability to track performance bonds.
Ability to track tasks associated with bonds.
Ability to take bond payments with ability to release partial payments and track associated notes.
Ability to provide notification of bond activity and expiration.
Ability to notify the contractor or applicant of pending application items at City-defined intervals.
Ability to automatically notify users of key deadlines approaching on a project (as defined by the City).
Ability to integrate with MS Outlook for email notifications and calendar events.
Ability to allow GIS mapping to identify parcels related to an application.
Ability to drill down to companion applications associated with master record.
GIS
Must be an ESRI Business Partner for more than 10 years.
Must integrate with ESRI ArcGIS Server.
Allow for the assignment and reassignment of property addresses to parcel numbers.
Real-time link to GIS data.
Create GIS maps that display queried data.
Email map as an attachment.
Create mail merge notifications from GIS data.
Add new records to selected parcel(s) directly from GIS map.
View detailed parcel information from GIS application.
Create permits and other records directly from the map.
Measure the distance from one parcel to another or a collection of selected parcels.
Select parcels within a radius or draw a boundary.
Access summary information and related records from map.
Provides inspection routing with ability to find the best order and to preserve first and last locations.
Provides sketch tools.
Provides workflow rules based on spatial data.
Provides a map template to easily print maps from GIS.
Mobility/In-Field Usage
Access to aerial photo information through Microsoft Live Maps/Google Maps.
Be able to access all property information while mobile.
Ability for field inspectors to print documents stored in the system in the field.
Ability to configure security to assure that only authorized persons are allowed to sign off on an inspection.
Supports remote data entry.
Provide the appropriate capabilities to allow users to operate in the field with hand-held devices, iPads or with laptop computers.
Ability to view attachments in the field.
Inspectors can obtain a list of scheduled inspections for a defined date in the field.
Online/Citizen Access
Information is posted real-time to the database.
Online mapping capability for citizens to view property information.
Ad hoc and standard queries to generate property information and plot development activity on the map.
Able to file a complaint online.
Apply for simple permit types online.
Pay for outstanding fees online.
Have a shopping cart feature that Users can log into and pay for fees. Should include ability to see outstanding AR and utility accounts.
Match the web pages to our web page format, not only a header bar with the agency’s logo.
Have different security levels that determine information available to certain citizens (i.e. Generic login vs. Contractor login vs. Applicant login).
Upload plans and any attachment type online.
Custom screens are viewable online.
Able to require certain fields and collect custom information during online entry.
Request inspections online.
File a new project online.
View the status of a permit, project, license or case online.
Allow outside inspectors and plan reviewers to input results & comments online, with a unique login.
Application System Administrators are able to change the configuration and preferences of the online system.
Apply for a new business license online.
View and add attachments online.
Renew business license applications online.
View the plan review notes and comments online.
Submit a request for service online, to be notified of the service request receipt and case initiation, and subsequently find and track the case online.
Ability to add attachments online.
User dashboard of all permits, projects, licenses, etc. a logged in user is linked to. With the ability schedule/cancel inspections, pay fees, print permits, etc.
License Management
Comprehensive License History tracking by User, date, time stamp.
Automatic Renewals and fee calculations.
Supports Multiple License Cycle Types.
Supports Unlimited User-defined License Types & Auto-Generated License Numbers.
Track multiple licenses per single Business.
Track Registration, Insurance and Expiration information.
Customize license labels as well as all drop downs fields.
Automatic inspection, reviews and fees based on type and sub-types.
Ability to query GIS data when adding a new business to determine if it is within the City or not.
Ability to cross reference state ID number, FIN number and account number within the license module.
Ability to calculate fees based on City-defined metrics.
Ability to provide an online portal for businesses and property management companies to update business information including tenants located in office parks, strip malls, etc.
Ability to add, inactivate, modify, etc., all business license accounts with appropriate system permissions.
Ability to display the business license account number when querying a business account.
Ability to display all delinquencies across modules when querying a business account.
Ability to track the compliance of each business with approvals necessary from external organizations based on the type of license.
Ability to allow the City's customers to re-new and pay a business license fee via the internet, and in doing so, provides security measures to protect customers data and assure data
confidentiality.
Ability for customers to submit imaged documents in support of a Business license Application or Renewal.
Ability to view and print all information and business license status for a business license account and all related accounts.
Ability to calculate prior year business license fees.
Ability to create license records for the next year from the license records in the current year, based on user-defined effective date.
Ability to provide a “Reason Code” field that includes all reasons for a fee adjustment.
Ability to change Doing Business As (DBA) name without re-processing the application.
Ability to print a bill for a license fee due without issuing the license.
Ability to flag accounts for inconsistencies, reporting discrepancies, and/or the suggestion to audit such account.
Ability to print and re-print bills in-house.
Ability to apply a late payment penalty.
Ability to allow the City to create a user-defined penalty.
Ability to plot geographic locations for all business license accounts utilizing Geographic Information System (GIS) functionality.
Ability to import license data from Washington State database.
Ability to route license applications for review and approval via workflow.
Ability to query GIS data when adding a new business to determine if it is within the City or not.
Contact Management
Tracks Unique Contractor number.
Unlimited User-defined Contractor types.
Tracks company and contact info, address, email, phone, fax, etc.
Tracks Primary and Sub-Contractors.
Supports Unlimited Contract License Types per Contractor with associated Expiration Cycles.
Internal Flagging for Licensing issues.
Comprehensive Activity Tracking (i.e. Permits, Plans, Code Cases, Inspections, etc.) and quick access to this information.
Multiple Invoice Management / Individual Fee Payments.
Supports Free Form Entry Fields for Comments related to individual contractors.
Link contact information to associated projects and activities.
Ability to send email notifications or notification to a cell phone or pager using text messaging capabilities.
Ability to duplicate contact information from one contact type to another.
Ability to enter Trust Account information.
Ability to add alerts/flags to contact information, e.g., they can only pay in cash for writing bad checks.
Citizen Response Management
Route complaint information to the appropriate department.
Store contact information for site of complaint and complainant.
Ability to link to site address.
Ability to provide the description and resolution of the complaint with unlimited text.
Generate email with issue details.
Ability to create workflow rules based on follow up activities such as sending an email, mail a letter, create a case, etc.
Ability to provide an online, web-based interface for citizen self-service that integrates with all system modules.
Ability to provide a citizen self-service portal that can be customized to have a similar look and feel as the City website.
Ability to provide a citizen self-service portal that is operational on a 24x7 basis.
Ability to capture and track usage volume statistics.
Ability to generate and send e-mail confirmations of user-defined activity.
Ability to display notice of successful submission to a user.
Ability to send an email notice of successful submission to a user.
Ability to send an email notice of successful submission to a user that contains hyperlinks to the relevant areas of the citizen self-service portal.
Ability to allow "online form submission" whereby users can complete fillable forms for electronic submission.
Ability to configure certain fields as required fields within the online form submission functionality.
Ability to enforce requiring a valid email address.
Ability to provide a notification when an applicant is about to repeat a previously executed process (i.e., citizen is about to re-submit a payment).
Ability to provide a security-enabled functionality set (i.e., user ID and password required).
Ability to provide a single username/password combination that can be used for all security-enabled functionality.
Ability to enforce timeout thresholds.
Ability to allow a logged-in user to view all security-enabled information related to them.
Ability to configure the approval process of submitted applications from the contractor self service.
Ability to allow the contractor to view the status of the application via the self service module.
Ability to integrate with the City's credit card processing merchant to accept payments through the citizen self-service portal.
Ability to allow payments for certain inspections in the citizen self-service portal.
Ability to provide a receipt of payments made in real time.
Ability to allow partial payments in the citizen self-service portal.
Ability to restrict payment types to city-defined parameters (i.e., credit cards accepted).
Standard - Current
Standard - Next
Report Writer
3rd-Party Application
Custom Modification
Not Available
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