finance and human resources systems

This

Finance and Human Resources Systems Requirements Documentation 1/20/2015 Spotsylvania County Public Schools L. UNDERWOOD [email protected]

Note: This document is for informational purposes and may not be incorporated into a contract or

agreement.

Finance and Human Resources Systems

January 20, 2015

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Table of Contents Current Finance and Employee Systems ....................................................................................................... 3

Finance Management System ................................................................................................................... 4

Employee Management System ............................................................................................................... 4

Fixed Asset System .................................................................................................................................... 4

Other – In house Development ................................................................................................................. 5

New System(s) High Level Requirements ..................................................................................................... 6

Financial Management System ................................................................................................................. 6

General Ledger ...................................................................................................................................... 6

Purchasing ............................................................................................................................................. 6

Accounts Payable .................................................................................................................................. 7

Fixed Assets System .................................................................................................................................. 8

Employee Management System ............................................................................................................... 9

Applicant and Employee Tracking ......................................................................................................... 9

Compensation Controls ........................................................................................................................ 9

Contracts ............................................................................................................................................. 10

Payroll ................................................................................................................................................. 10

Employee Self Service Portal .................................................................................................................. 11

Year-End Processing ................................................................................................................................ 12

Calendar Year End ............................................................................................................................... 12

Fiscal Year End..................................................................................................................................... 12

Reporting Tool......................................................................................................................................... 13

Auditing ................................................................................................................................................... 13


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Current Finance and Employee Systems

In 1992, Spotsylvania County Public Schools purchased several modules within the CIMS Student

Information System from Pearson, Inc. These modules interfaced with in-house applications developed

by the Information Systems department. Within two years, the division had purchased the Employee,

Finance and Fixed Assets Systems, as well. Over the last 20 years, we have expanded our systems to full-

fledged information systems. Weidenhammer purchased the CIMS applications from Pearson in 2007.

In addition to being a sound vendor package, CIMS exists on one of the most stable platforms today.

The iSeries is heavily used by many local, state and federal government agencies, school divisions and

financial institutions because of its stability. The existing CIMS applications have served us well over the

last 20 years. However, the school division’s business needs outweigh the current functionality. Also,

the current systems have been modified to the extent where it’s no longer easy to maintain and

enhance.


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Finance Management System The FMS application consists of smaller subsystems or modules that work together and share

information.

General Ledger: This subsystem maintains accounting journals/transactions for all CIMS

financial applications. You can use the General Ledger report writers to create and print user-

defined financial reports.

Purchasing: This subsystem prepares and prints purchase orders and purchase requisitions. A

purchase order is an order for goods or services. A purchase requisition is a request for goods or

services.

Accounts Payable: This subsystem maintains and accrues vendor invoices.

Cash Disbursements: This subsystem determines when invoices should be paid and prints

continuous form checks for these invoices. It also records voided checks.

The FMS application uses Generally Accepted Accounting Principles (GAAP) to record all

transactions.

Employee Management System The EMS application consists of several subsystems that work together and share information. Use these

subsystems to perform the following tasks:

Budget and Forecasting - Setup work files identical to your real files to help you project payroll

expense information for the next year.

Direct Deposit - Set up a direct deposit for an employee’s pay (or any portion of that pay) into

the employee’s chosen banks. Create a file for direct deposit that conforms to Automatic

Clearing House standards.

Employee Attendance - Maintain detailed information about employee attendance and time

cards.

Employee Balances - Update employee balances and histories; setup fiscal year-to-date balances

for pay, addenda pay, and deductions for fiscal balance reports on payroll history. Also set up

calendar deduction information for W-2s.

Employee Records - Maintain and view Employee Information.

Payroll Encumbrance - Reserve monies for future payment of payroll expenses for a pay period.

Payroll Processing - Generate pro forma (trial run) and actual payrolls for a selected employee or

group of employees.

Year Begin/End Processing - Change and transfer EMS information into a new fiscal or calendar

year.

Fixed Assets System The FAS application allows the Finance department to track information about the school divisions fixed

assets. A fixed asset is a tangible asset such as a building, inventory or equipment that can’t be easily

converted to cash.


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Other – In house Development To accommodate the business needs of Spotsylvania County Public Schools, the CIMS application has

been highly customized by the Technology department.

In addition to the vendor packages and the customizations, several applications were developed in-

house. Below is a very small sampling of the projects developed in-house:

Online Contracts Master Schedule Collection in conjunction with IPAL

Applicant Tracking Mark iii

Transfer Requests Civil Rights Collections

Timeclock Optional Life Insurance

Online W2s VRS Modernization/VRS Hybrid

403b/457b Retiree Health Insurance Debit

District Travel Data Warehousing

Reporting using Web Intelligence

Electronic File Transfers for: Virginia Employment Commission, Positive Pay, Payroll, Disability, etc.

Optional Life Insurance

Group Life Insurance Imputed Tax calculations

Annual School Reporting


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New System(s) High Level Requirements The requirements below are high level business requirements, not functionality requirements.

Financial Management System The Financial Management System should be a fund-based encumbrance accounting system used to

define the account code structure, manage financial transactions, and generate timely and accurate

reports.

General Ledger

The General Ledger Module should have the following high level capabilities:

Define and Maintain Chart of Accounts

Define User Access Levels including Account Restrictions

Create, Modify and View Journal Entries

Create, Modify and View General Ledger Reports, including but not limited to:

o Journal Entry Listing(s), including Budget, Transaction and Encumbrance and Audit

Listings

o General Ledger Detailed and Summary Transaction, Encumbrance and Budget Reports

o Revenue and Expenditure Reports by account and subaccount structure

Month-End and Year End Closing

Centralized and Decentralized Capabilities for Budget Maintenance and Reporting

o Revenue

o Expenditure

Purchasing

The Purchasing Module should have the following high level capabilities:

Vendor Setup and Maintenance, including 1099 Reference and Employee Vendor

Differentiation

Vendor Contract Management System

Purchase Order Requisitions Entry and Electronic Approval Process that flows into Purchase

Orders

Purchase Order Entry and Modification with Print and Email Capability

Purchase Order Data Reporting


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Accounts Payable

The Accounts Payable Module should include the following high level capabilities:

Vendor Portal for Vendors that includes, but not limited to:

o ability to maintain contact information

o ability to key bank information

o ability to key invoices that flows into Invoicing module after approval by the Finance

Manager

Invoice Entry, Edit, Printing and Processing that interfaces with Purchasing module

Check Writing, including Paper and Electronic with ability to Void Checks

Undo or Reset button after each step in the Accounts Payable process

Ability to Email Check Advice

Ability to Key and Print Cash Receipts

Process 1099s

Invoice and Check Data Reporting

Online District and Conference Travel Tool that interfaces with the Invoicing module


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Fixed Assets System A Fixed Asset Inventory System is a financial application used to track fixed assets. A fixed asset is

property in the form of equipment, materials, or supplies owned by the school district. A fixed asset can

be either a single item (one chair), a group of items (computer CPU, monitor, and keyboard), or capital

improvements to property, buildings and land.

The Fixed Asset Inventory System should include, but not be limited to:

Interface with the Finance System with data flowing seamlessly

Allow user to create and maintain fixed assets

Allow user to upload physically counted assets

Allow user to calculate, post and adjust depreciation

Fixed Assets Data Reporting


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Employee Management System The Employee Management System helps to manage employee records, track employee attendance,

streamline payroll, and project salary, benefits and budget requirements. The Vendor must have a

relationship with the Commonwealth of Virginia government agencies to be able to make timely

adjustments to the system because of state mandated requests.

Applicant and Employee Tracking

The Employee System should have an Applicant Tracking system which includes the ability for the

applicants to upload documents (resumes, cover letters, etc.) to the school district.

The Employee System should have an Employee Maintenance module that includes, but is not limited

to:

A Position Control system to maintain and monitor jobs and positions which flows into the

Employee Record

Maintenance of Employee information

o Multiple employee search criteria including employee ID, Name, social security, phone

number

o Basic information such as name, address, birth date, email address, hire date, etc.

o Professional information including certifications and endorsements

o Interface with Active Directory/Gmail

o Ability to Add, Modify and Terminate an employee

o Track Long Term Leave and interface with the Payroll Module

o Interface with Aesop for Substitute Notification

Employee Basic Information Reporting

Compensation Controls

The Employee System must allow the end user to maintain controls used in compensating the

employee.

The controls should include, but not be limited to:

Absence Leaves - Vacation Leave, Sick Leave, Personal Leave, Long Term Leave, Professional

Development Leave, etc.

Addendums, supplements and/or Stipends

Deductions - Medicare, SS, Health and Dental Insurance, Supplemental Insurance, Taxes, etc.

Tags - employee groupings

Job Code and Position Code Maintenance

Contract Information

Employee Bank Information for Electronic Payment

Pay Scales

Compensation Controls Reporting


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Contracts

The Employee System should contain a contract system that interfaces directly with the Employee

Record and Payroll Modules. Contract data should be maintained by the Central Office that flows to the

Employee Portal for viewing and confirmation (on-line signatures) by the employees.

Payroll

The Employee System should contain a Payroll Module that interfaces directly with the Employee

Record and the Finance General Ledger data. The Payroll Module should include, but not be limited to:

Deduct Federal and State Taxes, Health Insurance, Dental Insurance, Life Insurance, Virginia

Retirement Contributions, Voluntary Deductions and Benefits, Garnishments, etc. and generate

paper checks or electronic payment for each of these entities

Time-sheet maintenance and reporting

Interface with End of Year Processing, such as W2s.

Quarterly Tax Reporting

Interface with Contract Module

Electronic Payment to Employees, including Multiple Direct Deposit institutions

Payroll Validation Controls in place prior and after payroll runs

Undo or Reset button after each step in the payroll process

Interface with Aesop for Leave Tracking

Interface with the General Ledger

Payroll Data Reporting

Electronic File Development and Transfer

o 403b/457b

o VRS

o Disability

o Child Support

o Positive Pay

o Virginia Employment Commission

Direct Debit


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Employee Self Service Portal The Employee Portal must interface with the Employee System and include, but not be limited to:

Ability to maintain Employee Contact Information that will flow to the Employee’s Record after

approval by a Human Resource analyst.

Ability to add Time Sheets that will flow to the Payroll Module after approval by Employee’s

Management and a Payroll analyst.

Ability to view and sign Yearly Contract. The contract information will flow from the Employee

System - Contract Module

Ability to view and print W2. The W2 information will flow from the Employee System –

Payroll/W2s Module

Ability to view and print paycheck advice

Ability to view Absence Leave

Ability to track Employee Time and interface with the Employee Payroll Module

Ability to Request Transfer to another location

Ability to view Employee Paid Benefits


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Year-End Processing

Calendar Year End

The Calendar Year-End processing should include, but not be limited to:

Close out the calendar year for Employees

Process and create yearly W2s, 1099s and Quarterly Tax Reporting

o Create the corresponding electronic files to be sent to The State and Federal agencies

Fiscal Year End

A seamless, efficient process is needed to close the previous fiscal year and open the new fiscal year for

the Employee, Finance and Fixed Assets systems.


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Reporting Tool Data Analysis and Information Gathering is a huge component of our day to day tasks. Therefore, we

MUST have the ability to report on each of our business modules. In addition to canned reports, the

reporting tool should be user-friendly and allow the business users to create ad-hoc reports and save to

PDF or Excel. Reporting should be available for the following, but not limited to:

Budgeting

Revenue and Expenditures

FTEs

Employee Tracking and History

Pay History

Contracts

State and Federal Reporting

Master Schedule Collection

State Record Collection

Civil Rights Collection

EEOC

Purchasing, Invoice and Check Data

Fixed Assets

Annual School Reporting

Auditing The new Finance and Employee System MUST have field level auditing on all major fields.

finance and human resources systems

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