1

Form must be completed and returned with your proposal.

FUNCTIONAL REQUIREMENTS APPENDIX I-A

**ALL LINE ITEMS MARKED (X) IN RED UNDER THE “NEEDS” COLUMN ARE REQUIRED FIELDS AND MUST HAVE A

YES MARKED IN THE “CAN MEET REQUIREMENT” COLUMN” IN ORDER TO BE CONSIDERED**

A. General Ledger Requirements: Wants Needs

Can Meet Requirement?

Y/N

A1 Analysis X A1.1 Chart of Accounts shall include segments and variable code lengths X A1.2 System shall force balancing throughout X A1.3 GL shall sort on account codes within the query function X A1.4 System shall support multiple ledger structures. X A1.5 System shall define structure and terminology of chart of accounts. X A1.6 System can have the ability to map alternate GL Codes X A1.7 System shall have flexible GL codes structure X A1.8 System shall have optional GL codes X A1.9 System shall maintain active, inactive, and restricted accounts. X

A1.10 System shall track costs by program, project, activity, and/or task across department and fund lines. X

A2 Input Tools X

A2.1 System can provide the ability to create templates for adjusting journal entries X

A2.2 System can provide the ability to create adjusting journal entries with recurring options X

A2.3 System shall allow periods to be manually closed and reopened X A2.4 System shall allow complete editing of unposted transactions. X A2.5 System shall have a defined approval process for batches. X A2.6 System shall have an integral budgeting module. X A2.7 System shall have a forecasting module that integrates with budget. X A2.8 System can have an inter-departmental chargeback module. X

A2.9 System shall interface with any external system via the journal interface. X

A2.10 System shall process concurrent month, period, fiscal and calendar year. X A2.11 System shall create self reversing accruals X A2.12 System shall automatically post indirect (overhead) charges. X A2.13 System can automatically post interest earned. X

A2.14 System shall automatically redistribute and reallocate costs due to changes in organizational structure. X

A2.15 System can create an automatic e-mail alert when General Ledger is in an out of balance condition. X

A2.16 System can have ability to distribute journal entries. X

2

A2.17 System shall have ability to track all inter-fund entries. X A2.18 System shall have ability to track all transfers. X

A2.19 System can have ability to use interfund-only and intrafund-only journal entry screens. X

A2.20 System shall have automatic journal entry reversal. X A2.21 System shall have control totals on every screen. X

A2.22 System can have general journal entries module with standing and repetitive journal entry capability. X

A2.23 System shall have multiple entry lines on a single screen X A2.24 System can have the ability to load chart of accounts via spreadsheets X A2.25 System shall have the ability to upload from a spreadsheet X A2.26 System shall integrate budgets from HR X A2.27 System shall load journal entries via spreadsheet if desired. X

A2.28

System shall maintain a comprehensive audit trail from sub-ledgers in General Ledger transaction detail including customer/vendor ID, check #, invoice, purchase order, disbursement type, and cash receipt #. X

A2.29 System shall not allow logically unbalanced (fund-to-fund) entries in the Journal entry module X

A2.30 System shall not allow posting of out of balance entries X A2.31 System can post Year-End Roll adjustments X

A2.32 System shall roll forward prior year encumbrances with budget adjustments. X

A2.33 System shall support cash, budgetary, modified accrual, and full accrual bases of accounting. X

A2.34 System can support standard recurring entries. X

A3 Visibility X A3.1 System shall provide Auto-encumbrance and liquidation X A3.2 System shall support non-encumbered payments X

A3.3 System shall provide on-line account balance inquiry by summary or detail X

A3.4 System can allow the creation of account “Nick Names” to use on any account code field throughout all applications X

A3.5 System can control/host account budgeting X

A3.6 System can drill down from summary journal entries to all transaction levels. X

A3.7 System shall generate standard financial statements. X

A3.8

System shall have capability to view or report on account balances grouping by account type(s) or range of accounts, or by individual account X

A3.9 System shall provide all transaction detailed with historical audit trail that includes date and user ID X

A3.10 System shall provide interface to download data directly into Excel. X

A3.11 System shall track detailed project and grant information, provide reporting options including FA 399's that cross years. X

3

A4 Reporting X A4.1 System can have budget alert reporting and inquiry. X A4.2 System can ability to have online and interactive updates X

A4.3

System shall allow an account number, for data purposes, to be up to 40 characters in length, with up to 8 organizational dimensions represented. X

A4.4 System shall allow for online inquiry for structural, budget, budget-to-actual, and transactions (including encumbrances). X

A4.5 System can allow for user-controlled dollar amount formatting X

A4.6 System shall allow for user-controlled format, totaling, sorting, and selection for reports. X

A4.7 System can allow for user-defined subledgers X A4.8 System shall be designed specifically for schools X

A4.9 System shall define grant and project accounting periods separate from fiscal year. X

A4.10 System can have a complete contract and grant accounting module. X A4.11 System can have cash management accounting. X

A4.12 System shall have comprehensive Budget Preparation and Modeling included; refer to Budgeting datasheet. X

A4.13 System shall have General Ledger that is fully integrated with the Job/Project Ledger, eliminating duplicate data entry. X

A4.14 System shall have user-controlled codes, edits, and field identifiers X

A4.15

System shall interface with Accounts Payable, Accounts Receivable, Cash Receipts, Payroll, Fixed Assets, Bank Tapes, Purchasing, Receiving, and many other third-party products. X

A4.16 System shall interface with subsystems so transactions are easily posted to the G/L and allow for manipulation and control in the process X

A4.17 System shall post to past, current, and future periods/years with appropriate security. X

A4.18 System can provide financial and statistical modeling and reporting. X

A4.19 System shall provide integration of numeric, narrative, and graphic data in reports. X

A4.20 System shall provide multiple years financial history available on-line X A4.21 System can provide relational view of database. X A4.22 System shall provide report based on any or all subsets in the database. X

A4.23

System shall provide reports and online inquiries for prior, current and future fiscal year reporting, combined multi-fiscal year reports, and inception-to-date reports with user-defined periods. X

A4.24 System shall provide reports to screen, printer, spreadsheet, or graph. X A4.25 System shall report on separately maintained debit and credit amounts. X

A4.26 System can restructure ledger with simple changes (merge funds) to complex (new structural part). X

A4.27 System shall support any number of years of history. X

4

A4.28 System shall support multiple fiscal years with 12, 13, or 14 accounting periods. X

A4.29 Systematically maintain control account balances reflecting revenue, expenditure, and encumbrance activity totals from subsidiary ledgers. X

5

B. Accounts Payable Requirements: Wants Needs

Can Meet Requirement?

Y/N

B1 Invoice Entry and Workflow B1.1 Perform duplicate invoice checking. X B1.2 Allow multiple invoices on a check. X B1.3 Allow multiple funds on a check. X B1.4 Allow separate checks to be issued for individual items. X B1.5 Support commodity codes. X B1.6 Define when and how often Accounts Payable checks are run. X B1.7 Route entries for approvals electronically. X B1.8 Support recurring payments. X B1.9 Direct entry of Staff Expenses X

B1.10 Warrant production and vendor reconciliation X

B1.11 Create account “Nick Names” to use on any account code field throughout all applications X

B1.12 Pay electronically using ACH standards X B1.13 Create recurring invoice batches X B1.14 Ability to scan receipts and/or invoices into system X B1.15 Workflow approvals X B1.16 Edit checking for account numbers and vendors X B1.17 Maintain refunds for transactions X

B1.18 Attach scanned documents associated with vendor including contracts, price lists, etc. X

B1.19 Manual or automatic payment selection. X

B1.20 Invoice field should allow us to specify number of digits allowed or should be at least 15 digits in length. X

B1.21 Ability to email or fax purchase orders to vendors from within the system once a number has been assigned. X

B2 Vendor Management B2.1 Support the use of one-time and temporary vendors. X B2.2 Add vendors Real time. X

B2.3 Maintain all vendor payments online. Control how long history is to be maintained online before archiving and/or purging. X

B2.4 Support multiple vendor addresses. X

B2.5 Support Consultant 1099-MISC forms, including electronic filing and laser form printing. X

B2.6 Share centralized vendor tables across modules to reduce duplication and maintenance, and access vendor information from other databases. X

B2.7

System should generate Vendor numbers automatically when entering a new Vendor, but should also allow for a Manual Vendor number assignment if so desired. X

6

B3 System Integration B3.1 Accounts Payable is fully integrated with Encumbrances. X

B3.2 Maintain audit trail of all entries posted to Accounts Payable and to the General Ledger. X

B3.3 Maintain discounts lost and taken in General Ledger. X

B3.4 Optionally interface with Purchasing (with or without receiving) for automated data entry of invoice items. X

B3.5 Provide for two-way or three-way matching of invoice information with user-defined tolerances. X

B3.6 Interface with Accounts Receivable/Cash Receipts. X

B4 Check Processing

B4.1 Select outstanding invoices for payment by a variety of criteria, including due date, vendor ID, and invoice number. X

B4.2 Specify posting and check dates to be used at time of processing. X

B4.3 Accommodate any check format including laser with MICR and secure signature capabilities. X

B4.4 Determine the format of remittance advice at time of installation. X B4.5 Suppress printing of zero and negative amount checks. X B4.6 Manage Payments and Refunds X B4.7 Refund credits, overpayments or apply the amount to future invoices X B4.8 Combine duplicate vendor records X B4.9 Un-post invoice batches for error corrections X

B4.10 Three-way matching among the purchase order, receipt and invoice X B4.11 Vendor reconciliation tools X

B4.12 Ability to modify the check printing format to completely fill the check stub without it going to another check. X

B5 Reporting B5.1 File listings of all information contained in Accounts Payable. X B5.2 All information is accessible through drill down capabilities. X

B5.3 Includes substantial standard reports including account aging, vendor transactions and summaries. X

B5.4 Unpaid Invoices Report X B5.5 Detail Report of Entries for Payment X B5.6 Reconciliation Reports X B5.7 Allow Vendor detail reports to be pulled by account number. X

B5.8 When rolling PO requisitions into a purchase order, the JE number is automatic and does not have to be manually entered. X

B5.9 System shows credits taken on the check stub as a credit with deduction < > markings. X

B5.10

Ability to pull a report of purchase orders that roll from one year into the next (to determine how much of the budget was rolled from the previous year). X

7

C. e-Procurement Requirements: Wants Needs

Can Meet Requirement?

Y/N

C1 Web Requisitioning C1.1 System interfaces with web catalogs X C1.2 Interface is simple to use and intuitive. X

C1.3 Full integration with aggregated vendor catalogs and system purchasing module. X

C2 IFAS Integration

C2.1 Automatically create a purchase request in the purchasing system from an approved requisition. X

C2.2 e-Procurement creates (pre)encumbrance and performs budget-checking function X

8

D. Purchasing Requirements: Wants Needs

Can Meet Requirements?

Y/N

D1 Features D1.1 Change the vendor originally assigned to a purchase requisition. X

D1.2 Enter unlimited descriptive information for each item on a purchase request or for the request in general. X

D1.3 Design and print Purchase Orders in user-defined formats. X

D1.4 Join multiple purchase requests into a single purchase order to maximize quantity discounts. X

D1.5 Join multiple items on a purchase request or on multiple purchase requests into a single item on the printed purchase order. X

D1.6 Record each receiving transaction for audit. X D1.7 Encumber funds automatically if desired. X D1.8 Specifically associate discount, charges, tax, and duty with an item. X

D1.9 Establish multiple levels of approval at the department and/or institution level. X

D1.10 Purchasing logs changes to critical fields when changed after the Purchase Order is printed. X

D1.11 Goods received can be assigned an asset number and automatically entered into the Fixed Assets module. X

D1.12 Receiving is an optional function. X

D1.13

Interface with a commodity/vendor file is available for performance, statistical, and default information at the vendor, commodity, and vendor/commodity levels. X

D2 Reporting D2.1 Access to information is straightforward and easy. X D2.2 Standard reports available include: D2.3 Overdue Report X D2.4 Requisition Sign-Off Sheet X D2.5 Receiving Sign-Off Sheet (as report or from receiving function) X D2.6 Receiving Report X D2.7 Approval Reports X D2.8 Purchase Request File Listing X D2.9 Purchase Order File Listing X

D2.10 Summary and Verbose Requisition Item Listings X D2.11 Change Log Listing X

D2.12

System shall provide expenditure reports by commodity, bid, department, account strip or any other field that is used to enter or manipulate data. X

D2.13 Systems shall contain Bid number and contract number (info) fields and be reportable for all POs or requisition. X

D2.14 System shall have drop down list to allow selection of available data, drop down shall be sortable. X

9

D2.15 System shall provide capability to add notes to a Requsition that do NOT print on Purchase Order X

D2.16

System shall have required fields (when appropriate) to force information such as; Contract, Resolution, & Bid Number when entering a Requisition X

D2.17 System shall provide ability to modify an account strip on an existing requisition. X

D2.18

System shall bring up a real time (printable) report of all activity on existing blanket purchase orders. The report should show, all checks cut, date, who committed the activity and starting/remaining balance. X

D2.19

System can have threshold reports generated weekly to show any and or all vendors who have met a spending level that can be modified as needed. (as in, move from 25k to 50k). X

D2.20 System can have the ability to flag certain accounts as outside of the threshold report. X

D2.21 System shall have ability to push reports to email as desired. X

D2.22

System can have standard naming convention for Vendor information, specific format that requires and identifies a naming convention. So that Billy Bob is standard to show that Billy is the first name and BoB is the last name. X

D2.23 System shall have a 'notes' field in Vendor information that can be modified as needed. X

D2.24 System shall provide a complete lifecycle history of a Requisition to Purchase order X

D2.25 System shall provide a field that allows us to list the MFG part number of any item listed in a PO or Req. X

D2.26

System shall include detailed purchasing card data in all purchasing data reporting. For example, the threshold limit report should also consider pcard purchases. X

D2.27 System shall have a customizable work flow that requires specified objectives to proceed and/or complete a task. X

10

E. Accounts Receivables Requirements: Wants Needs

Can Meet Requirements?

Y/N

E1 Information Entry E1.1 Access, amend, or add customer information quickly. X

E1.2 Transactional information may include units, quantity, product code, discount pricing, sales and use tax (where applicable), and other charges.

X

E1.3 Custom interfaces allow entries from other systems either in batch mode or interactively. X

E1.4 Complete audit trail is available on all entries. X

E1.5 Choose between manual or system-generated reference and invoice numbers. X

E1.6 Predefine and create calculations for charges such as finance charges, transfers, interest, and late fees. X

E1.7 Predefine and apply payment plans to customer accounts as appropriate. X

E2 Cashiering E2.1 Use an optional cash drawer. X E2.2 Interactive posting to Accounts Receivable. X E2.3 Apply received amounts to specific outstanding invoices, user defined. X

E2.4 Enter cash receipts for new revenues, i.e., there is no outstanding invoice. X

E2.5 Print receipts as cash receipts are entered. The form of the cash receipt is user-defined. X

E2.6 Determine bank account for deposit by user or by the account number in the transaction. X

E2.7 Credits on accounts should not be required to be taken with the next payment received. X

E3 Invoicing and Billing E3.1 User shall be able to control billing periods. X

E3.2 Different billing periods may be used for different classes of customers. X E3.3 Determine the amount of online history to be maintained. X

E3.4 Selectively print invoices, invoice summaries, and statements for a customer or group of customers. X

E3.5 Invoicing can have workflow providing email notification for approval, notification and alert. X

E3.6 Accommodate multiple invoice and statement forms and late notices. X

E3.7 Allow posted invoice numbers to be edited for changes in the invoice, or cancelled (or deleted). X

E4 System Integration

11

E4.1 Post to the General Ledger in summary and/or detail. X E4.2 General Ledger account validation occurs at data entry time. X

E4.3 Accounts Payable entries may be derived from Accounts Receivable transactions for activities such as travel advances and commissions. X

E4.4 Accounts Receivable supports payments via ACH (Automated Clearing House). X

E5 Reporting

E5.1

Access accounts receivable information by many different dimensions such as customer ID, customer name, revenue type, department, customer type, and user-defined miscellaneous codes. X

E5.2 System allows sorting and level of detail of information requested using reporting and inquiry. X

E5.3 Define aging periods. X E5.4 Aging X E5.5 Account Detail X E5.6 Account Summary X E5.7 Flexible code structure X E5.8 Fully integrated with GL/ X E5.9 Open Item or Balance Forwards or both-simultaneously X

E5.10 Invoicing (free form) X E5.11 Invoicing with Item master X

12

F.

Encumbrance Accounting Requirements: Wants Needs

Can Meet Requirements?

Y/N

F1 Features

F1.1 Available reports include transaction detail for encumbered purchase orders along with actual expense (disbursement) detail. X

F1.2 Easy access to encumbrance and actual expense detail. X

F1.3 Request information at the detail, summary, or aged levels in a variety of formats. X

F1.4 General Ledger expenditure inquiry to includes encumbrance activity. X F1.5 Support partial, full disencumbering and adjustments. X F1.6 Override the encumbrance if payments exceed appropriations. X

F1.7 Update the Encumbrance System with purchase orders processed through the Purchasing System. X

F1.8 The system shall update the encumbrances for changes to Purchase Orders from the Purchasing System. X

F1.9 System can Process adjustments as independent transactions. X

F1.10 The system shall Encumber funds for a single purchase order involving any number of General Ledger accounts. X

F1.11 Support multiple-line distributions involving multiple accounts. X

F1.12 Select encumbrance reports by General Ledger account in purchase order sequence. X

F1.13 Directly update encumbrance detail with appropriate security. X F1.14 Track prior year encumbrances individually. X F1.15 Maintain online history for any period. X

F1.16

One time vendor override is supported; i.e., a vendor need not be defined in the Person/Entity database. You may also add Vendors to the Person/Entity database automatically from the transactions input screen. X

F1.17 Batch reporting. X F1.18 GL account validation and budget checks. X F1.19 Vendor validation. X F1.20 System adds vendors from all other data entry programs. X F1.21 Encumbrances are not posted tuntil the Purchase Order is approved. X F1.22 Posted batches are removed from the working directory. X

F2 Reporting F2.1 Standard reports available include: F2.2 Purchase Order Report X F2.3 Summary Reports X F2.4 Encumbrance Report X F2.5 Aged Reports X F2.6 Detail Reports X

13

F2.7 General Ledger reports with summary encumbrances by account X F2.8 General Ledger report with summary by open PO X

14

G. Project Accounting Requirements: Wants Needs

Can Meet Requirements?

Y/N

G1 Features

G1.1 The system shall provide all fields necessary for the preparation of FA 399's X

G1.2 The system shall provide the FA399 as a standard report. X G1.3 Prepare budgets on an annual, quarterly, and/or monthly basis. X

G1.4 Create budgets at a very specific level (line item) or at a summary level (Budget Category Level). X

G1.5 Access all transactional information relating to the project interactively using the inquiry and/or drill down functionality. X

G1.6 This accessed information may be extracted using multiple selection criteria values. X

G1.7

Reports shall show project descriptive information, current budget, and actual expenditure information which originated from other installed modules (e.g. Accounts Payable, Encumbrance, Accounts Receivable) in a given date range. X

G1.8 All transaction entries require use of the General Ledger account stucture. X

G1.9 System can allow updates from a spreadsheet. X

G1.10

System can allow for the definition of standard entries such as materials handling charges, indirect labor costs, or construction overhead fees using the month-end automatic posting module. X

G1.11

Job/Project Ledger is integrated with the General Ledger at the transaction level such that accounts in both modules remain in balance at all times. X

G1.12 You can specify a subset of the chart of accounts to be closed; thus, specific job or project activity may be left open for its duration. X

G1.13 All management reports available in the General Ledger can be used for the Job/Project Accounting Ledger. X

G1.14 Calculate and distribute interdepartmental allocations. X

G1.15

System can allow for establishment of cost pools. Cost pools can be allocated by fixed percentage or by system-calculated ratios from user-defined cost drivers. X

G1.16 Input project description, administrative text and other information pertinent to the project with the use of freeform text. X

G1.17 Support multi-year budgeting. X

15

H.

Bank Reconciliation Requirements: Wants Needs

Can Meet Requirements?

Y/N

H1 Features Column1

H1.1 Bank Reconciliation is integrated with Accounts Payable, Payroll, and Cash Receipts. X

H1.2 Support an unlimited number of bank accounts. X

H1.3 Import electronic bank transactional information for reconciliation purposes. X

H1.4 Record separate dates for all events in the life of a check - issue date, void date, and paid date. X

H2 Reporting H2.1 Standard reports available include: H2.2 Vendor Check Summary X H2.3 Unclaimed Funds by Account X H2.4 Consolidated Check Register X H2.5 Deposit Listing - Detail X H2.6 Deposit Listing - Summary X H2.7 Bank Reconciliation Document History Report X H2.8 Consolidated Exception Report X H2.9 Outstanding Checks that is sortable X

H2.10 Automatic Bank Reconciliation X H2.11 Import credit card statements, and reconcile X H2.12 Record missing transactions after the fact X

H2.13 Petty Cash management and integration with treasury and GL functions X

H2.14 Cash flow projection X

16

I. Budget Requirements: Wants Needs

Can Meet Requirements?

Y/N

I1

Budget Preparation and Modeling Features Column1 Column2

I1.1 Define multiple named versions of a budget for each year. (E.g. , Working, Revised and Approved ) X

I1.2 Support annual, quarterly, monthly, and multi-year budgets. X

I1.3 Run “what if” scenarios using complete budget modeling. X

I1.4 Maintain budgets by fiscal year or any user-defined time frame. X

I1.5

Print and export to excel budget worksheets. Worksheets should be able to include current year values for budget and actual, previous year budget and actual. X

I1.6 Adjust budgets by plus or minus amount, plus or minus percentage, or override values. X

I1.7

Budget preparation interfaced from Position Control/ HR and Grants Management for modeling. X

I1.8 Budget, expend and control at different levels. X

I1.9 Create trend analysis and straight-line projections from current and prior year actuals. X

I1.10 Forecast and project salaries. X I1.11 Print final budget preparation document. X

I1.12 Support global budget increases or decreases by percentage. X

I1.13 Enter financial and statistical measures (gallons, hours, units). X

I1.14 Track and report all budget changes. X I1.15 Download or upload to or from PC-based systems. X

I1.16 System shall have balanced budget transfer and/or adjustment screens. X

I1.17 Base the current year budget on historical budgets, actuals or zero based X

I1.18 Updates selected set of accounts by percentage increases / decreases X

I1.19

System should allow umbrella budgeting. (ie parent accounts that can provide budget availability to child accounts) X

I2

Budget Item Detail Features

I2.1 Provide automatic validation of General Ledger or Job Ledger chart of accounts. X

17

I2.2 Updates to the General Ledger occur on a user-directed basis. X

I2.3 Maintain a chronological log of all Budgeting entries and/or changes. X

I3 Reporting

I3.1 System shall support Position Changes Between Years X

I3.2 System shall report on Position Number by Department X

I3.3 System can provide a Salary Planning Worksheet X I3.4 System shall report the Salary Budgets by Position X I3.5 System shall report Salaries & FTE by Account. X

I3.6 System shall report Salary Projections based on user-defined scenerios. X

I3.7

System shall report Salary versus Actual payments reporting at the detail individual level and summary level. X

18

J. Contracts Requirements: Wants Needs

Can Meet Requirements?

Y/N

J1 Features Column1

J1.1 Create multiple vendor contracts (SOW's) based on the terms of an unbrella master contract. X

J1.2

System can include data fields for contract date, Board approval date, contract amount, contract type, contract owner, and contract expiration X

J1.3 System can allow for user-defined fields X

J1.4 System can integrate with the vendor data base to maintain vendor contact information.` X

J1.5

Automatically transfer information from Contract Management into the Accounts Payable module via the approval process. X

J1.6 Create encumbrances via the purchasing interface. Create and print purchase orders to update Encumbrances. X

J1.7 Define retainage method to be used for all payments against contract. X

J1.8 System can provide for multiple attachements to be uploaded to the contract management system. X

J1.9

System can include user defined worklow for the approval of contracts and contract additions (SOW's) with up to 10 levels of approval. X

J1.10

System can record and report on the approval's within the workflow (both the name of the approver and date of apprloval) X

J1.11 System can include fields for unlimited text in free-form. X

J1.12 System can manage contract amendments and change orders by updating associated systems (ie purchase orders). X

J2 Reporting J2.1 Standard reports available include: J2.2 Master Contracts and Amendment Information X J2.3 Contract and Amendment Information X J2.4 Reporting by any data field in the Contracts system X

J2.5 Encumbrance Detail Report based on those created through the contracting system X

J2.6 Report of contracts by the contract owner, vendor name, contract type and date of approval. X

J2.7 Funding Sources Report X J2.8 Master Contracts Expiring X J2.9 Contracts Expiring X

19

K.

Expense Tracking and Reimbursement Requirements: Wants Needs

Can Meet Requirements?

Y/N

K1 Features

K1.1 System can provide for Employee expense input, processing and payment X

K1.2

The expense module can allow for free-form entry of dollar values, calculations and forced amounts based on the type of expense reported. X

K1.3 Approval of estimated travel through Temporary Duty Form X

K1.4 The system can provide user-defined acceptable values for Report Type and Report Purpose. X

K1.5

The system can provide user-defined workflow that interfaces with assignments as designated in the HR system, but also can be overridden. X

K1.6 System can facilitate employee reimbursement either Via Payroll or Via AP. X

K1.7 System can inferface with Payroll and AP to provide for payment and the recording of expenses. X

K1.8 Banking interface for P Card transactions X

K1.9

System can maintain employee information as account codes, titles, and approvers change. These changes should follow the employee into integrated expense report and p-card systems. X

K1.10

System can allow for account code to be assigned based on both menus of acceptable values/ text and automatic assignment based on the selection of expense type by name that is mapped back to the appropriate account code. X

K1.11 System can associate either general, or specific, commodity codes with items purchased for tracking. X

K1.12

System can integrate purchase card transactions with expense report transactions. (ie calculate the complete cost of travel to an event by pulling in all associated costs from the Employee expense module, P Card transactions and AP) X

K1.13 The system can allow attachments to be uploaded either via fax or scaning in support of expense amounts X

20

L. Fixed Asset Inventory Requirements: Wants Needs

Can Meet Requirements?

Y/N

L1 Features L1.1 System allows User-defined category and type of asset X

L1.2

System provides on-line maintenance of assets including status update, asset assignment, and additional information such as maintenance history, upgrade history. X

L1.3 Integrated with Accounts Payable to pull in payment information for new assets X

L1.4 System can maintain data on equipment replacement schedules X

L1.5 Depreciation reporting can be by asset type, class of assets and account code. X

L1.6 System can calculate depreciation based on a class of assets X

L1.7 System can maintain accumulated depreciation amounts for each asset. X

L1.8 System can support Physical inventory procedures X L1.9 System can provide for documenting asset salvage rate and life X

L1.10 System can identify asset location through user-defined fields X L1.11 System can identify asset by the employee the asset is issued to. X L1.12 System can allow mass update of replacement value X

L1.13 System can include data fields for acquisition, fair market and replacement costs X

L1.14

System can capture a variety of data elements per asset: manufacturer, warranty, insurance, project account number, physical characteristics, change history and disposal X

L1.15 System can have the ability to group items, such as computer peripherals, as one asset X

L1.16 System can allow a user to view transfers and historical asset information within one screen X

L1.17 Process mass adjustments, transfers, and disposals as well as partial transfers and disposals of individual assets X

L1.18 System can track historical transactions X

L1.19 Maintains a chronology of the asset’s location by employee, room, building, or lot. X

L1.20

Data fields should include: Asset ID, location, acquisition date, status change date, book value, purchase price, depreciation code, purchase order number, Seriel number, Manufacturer model number, warrenty dates, license renewel dates, installation dates, X

L1.21

Utilize depreciation calculations including straight line, sum of the years’ digits, 150% and 200% declining balance. Depreciation may also be calculated by units of production or units expended. X

L1.22 If desired, defer depreciation until the next full year for acquisitions in the present year to avoid partial year complexities. X

21

L1.23 System can allow users to selectively post to the General Ledger or the assets database only if desired. X

L1.24

System can report on special individual codes and descriptions to any asset, allowing the user to schedule maintenance, plan for replacement, or perform client-defined modeling instructions critical during the planning phase for budget purposes. X

L1.25 System can maintain an audit trail of all entries to the General Ledger. X

L2 Barcoding

L2.1 System has the ability to inventory and track assets through a barcode system . X

L2.2 System can provide capability to assign barcode to new inventory X

L2.3 System can provide capability to scan barcode, when delivery is received, which will notify accounts payable to pay invoice. X

L2.4 System can provide reports to reconcile asset additions in the Fixed asset system to payments made from the AP module. X

22

M.

Business Intelligence Requirements: Wants Needs

Can Meet Requirements?

Y/N

M1 Requirements Column1

M1.1

System shall have a dashboard that can be configured to any level of the enterprise; department, workgroup or individual user. X

23

N. Human Resources Requirements: Wants Needs

Can Meet Requirements?

Y/N

N1 Features N1.1 System shall allow user-defined employee demographics. X

N1.2 System shall store employee emergency data information (Name, phone numbers, relationship) X

N1.3 System can allow for additional user-defined employee emergency data information X

N1.4 System shall provide capability to create staff contracts from HR data. X

N1.5 System shall provide and maintain pre-defined federal and state-required reports X

N1.6

System shall maintain data for current and former employee certifications for State and National. (At a minimum: certificate number, validity dates, certificate areas, ESOL, reading.) X

N1.7 System shall maintain job assignment history in chronological order. X N1.8 System shall automatically default to the most current job assignment. X

N1.9 System shall generate Personnel Action Forms (PAF) for New Hires, Change of Status and Exits. X

N1.10 System user should be able to view employee comprehensive insurance and other benefit information. X

N1.11 System can alert for follow-up actions (At minimum of multiple probationary period and certification expirations) X

N1.12 System can maintain required drug testing data X

N1.13 System should have accept our numbering schema for current employee identification. X

N1.14 System shall restrict Social security number access X

N1.15 System shall have ability to add department specific User Definable Fields in each module. X

N1.16 System shall allow user to assign benefit packages by entering the effective dates and selecting a pre-defined package. X

N1.17 System shall allow for manual entry of individual benefit options. X N1.18 System shall maintain all employee benefit eligibilty information X

N1.19 System shall maintain all employee insurance deductions and contributions X

N1.20

System can record thorough description of worker's compensation incidents, including; date, lost time, work restrictions, related expenses, etc.) X

N1.21

System can maintain history of all grievance and disciplinary actions including union information, arbitration information, case numbers, relevant dates and final decisions. X

N1.22 System shall provide Cobra tracking, reporting, and notification processes. X

24

N1.23 System can provide capability to scan in documents to attach to employee records. X

N1.24 System shall identify various status' (active, terminated, on leave) of an employee and the complete history of the employee's job record. X

N1.25 System shall identify terminated/exited employees, dates, reasons, and eligibility for continuing benefits. X

N2 Utility Features

N2.1 System shall provide employee demographic, including salary changes to third party systems. X

N2.2 System shall globally create new pay assignments, step increases and/or employee contracts using selection criteria. X

N2.3 System shall allow global updated benefit rates X N2.4 System shall display earned wages vs. paid wages X

N2.5 System can support statistical functions such as mean, median, mode, variance and standard deviation X

N2.6 System shall have Word processing link for mail merge and form letters. X

N2.7 System shall have a field(s) for capturing the inital user name/pw that is loaded into a third party system. X

N2.8 System shall have field to indicate employees who are exempt from public record. X

N2.9 System shall be able to identify the employee's FRS class (as defined by FRS) and calculate based on the associated contribution rate. X

N2.10 System shall allow for manual payroll adjustments to employee's benefit deducts and board contributions X

N2.11 System shall allow user to enter fringe benefit amounts for payroll/tax purposes X

N2.12 System shall be able to identify and track employees who reside outside the state of Florida X

N2.13 Must be able to maintain and alert HR tech when background checks are due for out of state employees (quarterly requirement). X

N2.14 System can allow for scheduling deductions on a payment schedule other than the pay date cycle. X

N2.15 System shall provide for position requisition requests with workflow. X

25

O.

Time & Attendance Recording Requirements: Wants Needs

Can Meet Requirements?

Y/N

O1 Features O1.1 System records and tracks all absences (including leaves). X

O1.2 System records and tracks employment of substitute teachers to the teacher on leave. X

O1.3 System maintains sick bank data including sick leave bank donations and uses X

O1.4 System provides a Time Off Request system for all leave & administrative designations. X

O1.5

The Time Off Request system maintains workflow of approval, with the ability to have multiple approvers on Time off Requests and Timecard approval. X

O1.6 Time off requsts show on the timecard. X O1.7 System workflow shall provide for employee and manager approval

O1.8 System shall allow time off requests to be submitted based on anticipated available balances X

O1.9 System shall have an absence accumulation process. X

O1.10 System shall record employee hours worked remotely, via internet, or scan device etc. X

O1.11 System shall have the ability to track multiple employee types, exempt, non-exempt, part time, full time, multiple state and follow state rules. X

O1.12 System shall maintain schedules and calendars that are accessible anytime, anywhere via the Internet or Intranet for all resources. X

O1.13 System has the ability to populate to Lotus Notes calendar for employee and Manager. X

O1.14

System shall automatically enroll eligible employees in time accrual plans when they are added to the system based on user defined parameters X

O1.15

System provides for multiple leave codes with multiple plans and eligibility per leave code, ability to automatically transfer from one accrual "bucket" to another based on established rules (example Sick Transfer) X

O1.16 System shall transfer employees and their balances from one plan to another X

O1.17 System shall limit use of accrual to the number of accrued and eligible hours in an employee’s balance, as of leave request date. X

O1.18 The system can provide a calendar view of employee absences, by absence type. X

O1.19 System shall create default timecards based on calendar and schedule with one click. X

26

O1.20

The system provides multiple definable reports or views allow you to select fields from the employee definition, pay assignments, leave balances, time entry detail, and General Ledger information. Fields include employee name, default position, unit, type, effective dates, detailed pay assignment information, transaction date, hour number or code, hours, rate, dollars, pay string parts, adjustment, record type, General and Job Ledger account information (including key background parts), note field, etc. Also available are derived fields such as page or grand totals. The report/view may link multiple hours/amounts on a single detail line. X

O1.21

Select from a number of action bar buttons and objects such as splitting time entered across jobs, validation, and user-defined functions. Hour mapping allows you to enter a generic class of hour (e.g. overtime) and have it map to a more specific hour based on other employee information. X

O1.22 Coded field lookup - show name drop down for any abbreviated field for paycode or accounting. X

O1.23 The system includes time filters to allow you to view timecard entries and totals by period, month, week or day. X

O1.24

All entries validate prior to database update. Error message window allows you to click on an error and take you to the exact field causing the error, or open a customizable help window. X

O1.25

Security classes may be defined to accommodate different user levels. For example, an employee may have access only to his/her own record, a department clerk to his/her department, and a payroll supervisor may have global access. X

O1.26 Ad-hoc reporting for employees (their own time), managers (their direct reports), and administratively for payroll, HR etc. X

O1.27

View employee’s scheduled work/holidays at a glance on the interactive color-coded calendar. Insert default time/distribution by clicking on a day. Show only the valid dates for which time may be entered. X

O1.28 Real-time balances, when clicked, display all activity making up that balance by date. Warn or block when leave balance exceeded. X

O1.29

The system must have a way to track FMLA (Family Medical Leave Act) eligibility (using hire date and hours worked), calculating as a rolling 12 month period measured backward from the date of any FMLA leave usage. We would like it to track/document intermittent or reduced schedule leave and non-FMLA (Maternity Leave) as well. Also, the ability to notify or alert when requried forms/letters are necessary for issue or are past due. The ability to generate invoices for insurance premium payment scheduling for employees on unpaid leave and the ability to receive/load necessary updates as laws/regs/policies change regarding FMLA and other leaves of absences. X

O1.30 Enable timesheet submission, etc. through an employee portal. X

27

O1.31 View leave balances and initiate leave requests X

O1.32 Ability to update accruals based on FRS years of service or override date. Multiple levels of accruals based on defined criteria X

O1.33 Automatic email notification when timecard is not approved as required, or when timestamps are missing for Non Exempts. X

O1.34 Ability to produce year end balance information in accordance with State requirements for Compensated absences reporting. X

O1.35

System should have accrual balance forward, earned, used and balance for Fiscal year, at a glance for employees and for managers for their downline employees. X

28

P.

Training & Professional Development Requirements: Wants Needs

Can Meet Requirements?

Y/N

P1 Features

P1.1 Full education and teaching history X Column1 P1.2 System can provide an enrollment module X P1.3 Detailed skill tracking X P1.4 Certification tracking X

P1.5 Tracks professional development activities (both credits and hours) for reporting under Act 48 regulations. X

P1.6 Track Highly Qualified Teacher training, on-going education and requirements X

P1.7 Track points or credits earned for each field of certification or area of expertise X

P1.8 Define facilities and training locations. X P1.9 Define course begin/end dates offered within calendar or fiscal year. X

P1.10

Define course information and associated class data including course code, description, class size, location, instructor, facilitator, required materials, prerequisites, etc. X

P1.11 Upload and attach a full course syllabus in any document format. X P1.12 Allow instructors to track participant attendance online. X P1.13 Instructor assigned participant course evaluation or grade. X

P1.14 Create class/instructor evaluation questionnaire to collect student feedback. X

P2 End User Features

P2.1

View course catalog online. Drill down for additional detail, including course description, facility, date/times, class size/availability, etc. X

P2.2 Drop existing classes and/or register for new classes. X

P2.3 View an online history of the classes that you’ve attended. Each successfully completed course has a link to print a certificate. X

P2.4

System shall provide the ability for Professional Development data to be entered based on user profiles. Typical profiles may include; administrator, power user, manager, and end-user.” (need X

P2.5

System shall provide the ability for Professional Development data to be entered based on user profiles. Typical profiles may include; administrator, power user, manager, and end-user.” (need X

P3 Background Features P3.1 Limit access to screens and reports via security. X

P3.2 Prevent or allow participants from registering for the same course multiple times. X

29

P3.3 Prevent participants from registering for courses that occur at the same or overlapping times X

P3.4 Automate pre-requisites checking. X

P3.5

System checks course availability, if a course is full, the registrant is placed on a waiting list and an e-mail notification is indicating their position on the list. Wait listed registrations are automatically filled when a vacancy becomes available on a first in, first out basis with an e-mail notification to the registrant X

P3.6

Billing process that integrates with the AR module for optional course fees; Provides email notification to the person(s) responsible for collecting fees assessed on course registrations. Information provided includes the Participant’s name, Course Title and dollar amount of fees assessed within the email communication. X

P3.7

Standard reports available include: Attendance Roster, Transcript, Cancelled classes, Registration report, Certificate of completion, Wait list detail. X

P3.8

Track degree information and continuing education courses and units. This includes institution information, related dates and descriptions. Establish reimbursement limits and track taxable and non-taxable education expense reimbursements to your employees using tuition tracking feature. X

P3.9 Add education, certifications, and classes X

P3.10 Maintain a record of any special position-related training that you have received. X

30

Q. Position Control Requirements: Wants Needs

Can Meet Requirements?

Y/N

Q1 Features Q1.1 System can provide Retirement projection X Q1.2 System shall store seniority data. X Q1.3 Track employee position history and position staffing history X Q1.4 Organize staffing needs by defining job or position requirements X Q1.5 Define the qualifications and criteria for a position X Q1.6 Make mass changes to budgets X Q1.7 Define preliminary position and job budgets for future planning X

Q1.8 Position can have primary and secondary jobs (i.e. coaching as a secondary) X

Q1.9 Tracks original budgeted full-time equivalency as well as budget adjustments throughout the year X

Q1.10 Analyze position budget changes including salary, account, benefits and full-time equivalency impact X

Q1.11 Make data driven decisions based on actual remaining budget amounts for the position X

Q1.12

System shall automatically calculate changes made to job record, salary, and benefit information through the system based on an effective date. X

Q1.13 System shall assign salaries and benefits to multiple General Ledger and Job Ledger accounts within a single position assignment. X

Q1.14 System can automatically maintain salary “step” increases. X

Q1.15 System shall maintain salaries as annual, monthly, bi-weekly, or hourly figures. X

Q1.16 System shall define benefits as a percentage of salary or a straight-dollar amount. X

Q1.17 System can adjust salary budgets up or down by a fixed percentage. X

Q1.18 System can allow for date sensitive assignments; i.e., next year’s structure may be reorganized without affecting the current year. X

Q1.19 System can limit salary and FTE at the job and/or position level. X Q1.20 System can calculate budget for unfilled positions. X

Q1.21 System can be integrated with General Ledger and Job Ledger; create monthly or annual budgets based on position assignments. X

Q1.22 System can compile scenarios to adjust salaries by percentages and report “what if” information. X

31

R. Onboarding Requirements: Wants Needs

Can Meet Requirements?

Y/N

R1 Features

R1.1 System can provide user defined fields to manage workflow maintianing new hire checklists and documents. X

R1.2 System can merge with standard and customized forms necessary for new hires such as I9's, W4's, management directives, and fact sheets. X

R1.3

System can feed application information into the ERP system automatically through the PAF for new hires (it should pre-populate so that HR does not have to enter information) X

R1.4 System allows user defined profiles based on job type/ department for equipment and systems assigned. X

32

S.

Recruitment & Selection Requirements: Wants Needs

Can Meet Requirements?

Y/N

S1 Features

S1.1 System can provide for a web based applicant tracking system with applicant portal X

S1.2 System can, at a minimum, track applicant references, previous experience, tests, and interviews X

S1.3 System can provide for eRecruitment (an abbreviated application to be accessed with the approval of an authorized user.) X

S1.4 System can allow applicants can apply for vacant or future positions X S1.5 System can allow applicants can attach documents to their application X

S1.6 System can have search tools to find qualified candidates for vacant positions X

S1.7 System users can be able run reports on any data field within the application. X

S1.8 System can have the applicants take the Ventures Profile through the application system. X

S1.9 System can allow for pre and post surveys and preemployment assessment tools. X

S1.10 System can have a separately defined ,user friendly for internal job postings for our employees . X

S1.11

System can have the ability to enter Florida teacher certification information including; Cert #, Cert Type, Cert issue date, Cert exp date, ESOL Points, Florida Reading (6 fields for each competency), and 10+ fields to enter each subject are or endorsement separately (with DOE codes for each area, i.e., Math 6-12, 1031-1) X

S1.12

System can have the ability to enter National Board certification information to include; Certificate #, Cert issue date, Cert expiration date, 1 field to enter subject area) X

33

T.

Online Application Portal Requirements: Wants Needs

Can Meet Requirements?

Y/N

T1 Features T1.1 System can post job openings to the Internet. X

T1.2

System can define and perform a variety of user-defined Workflow operations (e.g. automatically notify applicants of new available positions, e-mail notification of forgotten login/passwords, etc.). X

T1.3 System can integrate applicant data with subsequent applications. X

T1.4 System can create employee userid when the applicant status changes to an active employee. X

T1.5 System can allow for additional data entry fields that can be added and customized to meet organization’s unique requirements. X

T1.6 System can distinguish and customize the appilication process based on internal or external status. X

T2 Applicant Features T2.1 Review position requirements and apply for positions online. X

T2.2 System can allow user to perform keyword searches on available positions. X

T2.3 System can allow applicants to attach documents to an employment application. X

T2.4 System can issue a bar code upon completion of application to allow for submission of faxed documents. X

T2.5 System can include workflow requiring the applicant to select a job at the onset of the process. X

T2.6 System can customize the application requirements based on the job opening selected. X

T2.7 System can allow applicants to apply for multiple job openings. X T2.8 System can automatically notify the applicant of missing documents. X

T3 HR Staff Features T3.1 System records status of application as designated by HR staff. X

T3.2

System can assign applications a status defined according to their stage in the application process (e.g. “incomplete”, “submitted”, “in review”, “completed”, etc.). These statuses are dynamically ranked in columnar format to easily identify applicant progress in the review process. X

T3.3 System can allow users the ability to create additional user defined status'. X

T3.4 System can allow reporting on all fields within the applicant tracking portal. X

T3.5 Review applicant summary reports displaying all of the data entered by each applicant for specific job openings. X

T3.6 provide an automated mechanism for routing or reporting applicant information to support a distributed review and hiring process. X

34

U. Employee Portal Requirements: Wants Needs

Can Meet Requirements?

Y/N

U1 Features

U1.1 Use built–in testing capabilities for internal certification as well as employee satisfaction and opinion surveys. X

U1.2

Sytem shall provide self service paycheck view for each employee -Paystub should contain Calendar YTD of all earnings, and deductions. Detail should be provided of each (Lump sum gross is not acceptable, details of salary , or bonus, or hourly x rate etc). This should be a printable PDF with FLVS logo and appropriate format to be acceptable to banking industry. It should also contain YTD accrual information. Also how paid... check, direct deposit,etc. Check history available for a minimum of 2 years X

U1.3 System shall provide employee access to W2's in printable PDF format for a minimum history of 5 years X

U1.4 System can provide full detailed audit trail of any changes initiated through the employee portal. X

U1.5 System can allow employee enrollment in Training Classes/professional development opportunities. X

U1.6

System facilitates on-line benefits enrollment during open enrollment period or for any qualifying life event. (carrier interface will be required) X

U1.7 System shall maintain employee demographic and emergency contact information. X

U1.8 System can allow for alerts requesting employees to review and/or update demographic and emergency contact information. X

U1.9 System shall display information on the employee's education, and certifications. X

U1.10 System can allow employee's to request expense reimbursement X U2 For Managers….

U2.1 System shall allow manager inquiry to Employee Portal data by security groups. X

U2.2 System can provide workflow for expense reimbursement approval. X

U3 Features

U3.1

System can allow employes to designate Direct Deposit with up to 3 banks, with flat amounts for 2 and remaining check balance for the other. This feature should provide standard security to validate the banking information. X

U3.2 System shall encrypt all banking information once validated. X

U3.3 System can allow employees to request modification of pre-tax deductions such as 403(b) savings plans. X

35

U3.4 System can Indicate an amount to be deducted from your paycheck that will count toward the purchase of savings bonds. X

U3.5

System can allow employee's to view and update both federal and state tax-filing status. No updates should be live, but batch approved, and should update all systems when approved. X

U3.6

System shall allow employee's to view the status of current position, including position title, position history, salary schedule and grade, and pay rate(s). X

U3.7 System can display a record of any training that you have received. X

U3.8

System can provide a calculator for employee's to run "what if" scenario's for changes to pay grade, and deductions to determine how it will affect the employees net check. X

U3.9 Employee portal can allow a minimum of 10 links to be added for employee access. X

36

V. State Reporting Requirements: Wants Needs

Can Meet Requirements?

Y/N

V1 Features V1.1 System shall calculate and produce the Florida Program Cost Report. X V1.2 System shall maintain FDOE required reporting formats. X

37

W. Evaluations & Appraisal Management Wants Needs

Can Meet Requirements?

Y/N

W1 Features

W1.1 System can allow for documentation of supervisory and employee notes. X

W1.2 Sytem can provide an electronic workflow with automated notifications and past appraisal storage area. X

W1.3 System can provide user defined fields. X

W1.4 System can allow for workflow that elevates data to subsequent appraisal's. X

38

X. Records Management Requirements: Wants Needs

Can Meet Requirements?

Y/N

X1 Features

X1.1 System can allow all records referring to paper documents to be scanned and referenced directly in the software. X

X1.2 System can allow access to documents in different modules throughout the system dependent upon security. X

39

Y. Work Flow Requirements Wants Needs

Can Meet Requirements?

Y/N

Y1 Features

Y1.1

When you open up a record in the ERP HR system, it should bring you to the most current job position, not an older one (and not a blank page). X

40

Z. Payroll Requirements: Wants Needs

Can Meet Requirements?

Y/N

Z1

Z1.1 System shall Maintain multiple State and Local earnings and taxes by employee. X

Z1.2 System shall allow for employees to be transferred between states and maintain data per state as well as Employee cumulatives. X

Z1.3 System shall be able to process payrolls on multiple schedules. X

Z1.4 System shall provide for one-person payroll runs - Off Cycle Manual Checks and Off Cycle Direct Deposit capability X

Z1.5 System shall allow for unscheduled “Bonus” runs X

Z1.6 System shall have formula driven solutions to handle tough payroll rules or complex calculations X

Z1.7 System shall allow the processing of current year payrolls before prior year is finalized X

Z1.8 The system shall allow for the choice of multiple paid-time-off accrual options - information fed from Time and Attendance system X

Z1.9

The system shall have a powerful, easy to use Report Writer with the ability to define report based on user defined parameters and change easily. X

Z1.10 System shall offer powerful tool for "on-the-fly" (ad hoc) reporting that exports data in Excel® format X

Z1.11 System shall provide on-line inquiry to earnings and pay history, account distribution history, individual check data X

Z1.12 System shall retain unlimited check history on-line X

Z1.13 System shall maintain effective dating of payroll and job changes. X

Z1.14 System shall Interface with HR systems for salaries and wages. X

Z1.15 System shall post pay data and direct deposit statements to Employee Self-Service X

Z1.16 System shall email direct deposit statements - or notification that they were available to view with link. X

Z1.17

System shall provide audit tools for payroll and error correction before printing checks. Payroll can define error warnings that are user defined, as well as standard defined error warnings. X

Z1.18

System shall provide easy access to prior year's pays, taxes & deductions. At a glance detail of Calendar and Fiscal YTD information for employee. Ability to complete Verification of Employment VOE with this information, standard HUD Form needs breakdown of pay categories, base, OT, bonus etc and Total Gross. X

41

Z1.19

System shall automatically generates W-2s, multi state, and all subsequent needed efiles for SSA, IRS, and state agencies in current approved formats. X

Z1.20 System shall interface with 3rd party timekeeping systems X Z1.21 System shall automatically distribute benefits and deductions X

Z1.22

System shall void checks and related transactions easily. Ability to replace net check pr partial net check due to partial ACH rejects, without voiding entire transaction. X

Z1.23 System shall allow for multiple earnings per employee and different earnings rates per job X

Z1.24 System shall automatically generate earnings information from contract amount X

Z1.25

System shall provide for employee direct deposit - with multiple deposit locations per employee - distributed by percent or amount. Ability to generate file to bank for direct deposit. X

Z1.26 System shall support normal and supplemental pay X Z1.27 System shall provide automatic labor/benefit distribution X Z1.28 System shall provide up to 24 account distributions per employee X

Z1.29 System shall support a minimum of 50 flexible voluntary deductions and TSAs X

Z1.30 System shall support Section 125 cafeteria plans X Z1.31 Full retirement support X Z1.32 Full STRS pick-up and PERS pick-up/buy-out X Z1.33 Medicare support X Z1.34 System can provide on-line payroll modeling X Z1.35 System can Interface to third-party time capture systems X

Z1.36

System shall support quarterly State reporting (e.g. California DE-6), state tax requirements for all states, Withholding, SUI etc, and federal 941's etc. X

Z1.37 System shall be fully integrated with the GL X Z1.38 Interfaces with 3rd party Timekeeping and General Ledger systems X

Z1.39 System Integrates with employee portal time entry OR can be interfaced with FLVS Intranet X

Z2 Features

Z2.1

System shall allow user to enter updates to the system as soon as notifications is received, even if the effective date is not immediate; all tables and assignments are date sensitive. X

Z2.2

System can allow user to write custom calculation formule for any deduction, contribution, and earnings code, accommodating completely user-definable business rules. X

Z2.3 Limit the maximum amount of any deduction or benefit. X

Z2.4 Globally update contribution or benefit rates and the application of those changes to effected employees. X

Z2.5 System shall allow user defined leave accrual methods. X

42

Z2.6 System shall fully automate arrears tracking incorporating client business rules. X

Z2.7 Track contract pay, including automatic processing of deferred pay. X Z2.8 Control UNDO and REDO functions. X Z2.9 Complies with Fair Labor Standards Act (FLSA). X

Z2.10 Federal, State, Territory and Canadian and City and mulitple local tax tables and calculations are supported. X

Z2.11 All federal and state tax tables are maintained by Vendor X

Z2.12

Supports daily, weekly and pay period timecard entry, either by exception, positive entry or both. Enter overtime hours and rates through timecards, or derive based on user-defined rules. X

Z2.13 Remote location time card entry with full security. X Z2.14 Supports multiple versions of user-defined salary and rate tables. X

43

AA. Reporting Requirements: Wants Needs

Can Meet Requirements?

Y/N

AA1 Features

AA1.1 The system shall have automatic triggers and alerts via email X

AA1.2

System shall allow the user to apply filters for rapid data entry and retrieval X

AA1.3 System shall output reports to web pages, documents, or spreadsheets X

AA1.4 System shall schedule reports to be automatically run and emailed X

AA1.5

System shall store attachments such as pictures, job descriptions, résumés, and video X

AA1.6

Paycheck modeling calculator to see impact of changes to benefits or deductions X

AA1.7 System shall produce required FRS state reporting, monthly X

AA1.8

System should provide accurate reporting any data field within the ERP system. X

AA1.9 System shall E-mail or save reports in in a portal for future use. X

AA1.10

System shall “Drill” from one report to another, as far down as transactional data or scanned images of source documents. X

44

BB. System Security Requirements: Wants Needs

Can Meet Requirements?

Y/N

BB1 Features

BB1.1

The system can be able to integrate with Active Directory through the use of a pre-programmed plug-in. X

BB1.2

Information flow should be bi-directional. If not bi-directional, then the information flow direction should be indicated. X

BB1.3

The product should not require schema changes unless absolutely necessary. All schema changes should be fully documented. X

BB1.4

If the product does not have a pre-programmed plug-in for Active Directory, then the product must be able to exchange data with Active Directory through the use of LDAP queries and commands. X

BB1.5 Must be able to use service based accounts X

BB1.6

System shall allow different access permissions by user class down to field level X

BB1.7

System shall provide audit trail for all employee changes. (date, time, employee ID and field changed) X

BB1.8

Involves multiple layers of security, from database authentication to application and metadata access. X

BB1.9

System can provide pre-defined templates of access permissions by job type/ Department X

45

CC.

Technical Interface Specs Requirements: Wants Needs

Can Meet Requirements?

Y/N

CC1 Features

CC1.1

System shall Extract and load data from virtually any disparate system, i.e., financial data, utility billing, student systems. X

CC1.2

System shall have the capability to allow users to create export files in either of the following formats: csv, txt and xls X

CC1.3

System shall have the capability to allow users to import files into the system from csv, txt or xls files X

CC1.4

System shall have the ability to select any data element(s) in the system for inclusion in a data feed in either of the following formats: csv, txt and xls X

CC1.5

System shall have the ability to schedule and run data extracts at user defined times X

CC1.6

System shall be capable of generating email via Lotus Notes 7.1 or greater X

CC1.7

System can be capable of generating email via MS Outlook 2007 or greater X

46

DD.

Technical Infrastructure Requirements: Wants Needs

Can Meet Requirements?

Y/N

DD1 Internet Access DD1.1 System shall be web-based, NOT web-enabled X DD1.2 System shall support multiple web browsers (Opera, Mozilla, IE) X DD2 Security

DD2.1 System shall provide for SSL encrypted transactions X DD3 Response Time

DD3.1 System shall generate a notification when maintenance occurs in the form of a banner on the login screen or other widely apparent method. X

DD4 Databases DD4.1 System shall use relational technology X DD4.2 System shall support point-in-time backup and recovery X

DD5 Hardware DD5.1 System shall be server based X

DD6 Application DD6.1 System shall run on both PC and Mac machines X

DD6.2 System shall have screen navigation which mirrors ASP page navigation capabilities X

DD6.3 System can be able to integrate with MS Sharepoint X DD6.4 System shall have transaction updates in real time X DD6.5 System can integrate with Microsoft OFFICE X

DD7 Operating System DD7.1 System shall run in a Windows operating system environment X DD7.2 System shall run in a virtual environment X DD7.3 System can support ODBC db connectivity X

47

EE. System Wide Requirements: Wants Needs

Can Meet Requirements?

Y/N

EE1 Features

EE1.1 System shall send automated email via Lotus Notes or Outlook. X

EE1.2 System shall maintain unified demographic information that is used in multiple modules X