Functional Requirements Matrix - Accounts Payable

Functional Requirements Matrix - Accounts Payable
THE ABILITY AND MEANS TO SUPPORT THESE ATTRIBUTES WILL BE CONSIDERED WHEN EVALUATING PROPOSALS
Place an X in ONE column for each numbered requirement and provide explanation where
applicable
Supports out Supports Supports through Supports via 3rd party Does Not Proposed
of the box through customization or (explain) Support Alternative
advanced development
Req # Functional Area Category Application Requirements configuration (explain) Vendor Comments
Accounts Payable General Information Ability to track and report on the following information in the accounts payable module:
AP001 Accounts Payable General Information Coding structure elements (from chart of accounts)
AP002 Accounts Payable General Information Batch number (system assigned), batch date (system recorded) and batch total
AP003 Accounts Payable General Information User ID (system recorded)
AP004 Accounts Payable General Information Posting date
AP005 Accounts Payable General Information Discounts (offered, taken, and lost)
AP006 Accounts Payable General Information Due date
AP007 Accounts Payable General Information Purchase order number
AP008 Accounts Payable General Information Invoice number, amount and date (in comments column, please provide the number of
characters available for the invoice number)
AP009 Accounts Payable General Information Description/comments/memos on checks/payments
AP010 Accounts Payable General Information Contract number/information
AP011 Accounts Payable General Information Document (transaction) number
AP012 Accounts Payable General Information User-defined fields
AP013 Accounts Payable General Information Payment type/code (e.g. special handling, EFT, ACH, Wires)
AP014 Accounts Payable General Information Payment date(s)
AP015 Accounts Payable General Information Payment terms
AP016 Accounts Payable General Information Check/EFT/ACH number
AP017 Accounts Payable General Information Bank clearance date/Encashment/Void date for check, posting date for ACH, Return/Void Date
on electronic pmts
AP018 Accounts Payable General Information Ability for a unique identifier for individual ACH/EFT/Wire payments
AP019 Accounts Payable General Information Ability for authorized user to set which fields are required to complete for invoices, to
streamline invoice processing
AP020 Accounts Payable General Information Ability to post invoices which will subsequently update the accounts payable file, reduce the
related encumbrance(s), update the vendor master file, update the general ledger, generate
checks, ACH and wires and create detailed transaction records for audit and analysis
AP021 Accounts Payable General Information Ability to handle file maintenance and process any other transaction entries in real time
AP022 Accounts Payable General Information Ability to create payables transactions in the General Ledger on automated and user-defined
schedules
AP023 Accounts Payable General Information Fixed assets validation based on account numbers / amounts
AP024 Accounts Payable General Information Ability to provide a method of assigning separate approval levels to users for processing
invoices, receiving reports, payments, requisitions and purchase orders (edit and update
functions)
AP025 Accounts Payable General Information Ability to establish levels of approval and at least one individual with approval authority by
Department and within central review organizations (e.g., Purchasing, Fiscal Management,
Budget)
AP026 Accounts Payable General Information Ability to track and reconcile travel advances
AP027 Accounts Payable General Information Petty cash reconciliation (and change fund reconciliation) part of the networked A/P system
Accounts Payable General Information Ability to flag or prohibit the following with the ability of authorized users to override:
AP028 Accounts Payable General Information The receiving date from being earlier than the requisition date
AP029 Accounts Payable General Information The quantity received from being greater than the quantity approved on the purchase order /
contract
AP030 Accounts Payable General Information The unit price from being greater than the unit price approved on the purchase order / contract
AP031 Accounts Payable General Information The payment amount is greater than the defined budgetary category balance
Accounts Payable Vendor File Set-Up and Vendor File Set-Up and Maintenance
AP032 Accounts Payable Vendor File Set-Up and Ability to set up alternate vendor for payment i.e. payment to IRS rather than vendor
Maintenance
AP033 Accounts Payable Vendor File Set-Up and "Make check payable to" field, alternate payee
Maintenance
AP034 Accounts Payable Vendor File Set-Up and Ability for departments to initiate vendor setup with final Finance activation/approval
Maintenance
AP035 Accounts Payable Vendor File Set-Up and Ability to have a "Bunch" of email addresses/phone numbers/contacts
Maintenance
AP036 Accounts Payable Vendor File Set-Up and Ability to establish a control to avoid vendor profile duplication; but allow multiple physical
Maintenance locations and doing business as
AP037 Accounts Payable Vendor File Set-Up and Ability to streamline the process for adding vendors to the system (e.g., use of workflows,
Maintenance automated vendor numbers)
AP038 Accounts Payable Vendor File Set-Up and Ability to notify requestor when a vendor is setup
Maintenance
AP039 Accounts Payable Vendor File Set-Up and Ability to automatically assign vendor numbers, without the option to be able to manually
Maintenance assign the numbers (must prevent duplicate vendor numbers from being used)
AP040 Accounts Payable Vendor File Set-Up and Ability to provide controls around the vendor information recorded in order to minimize
Maintenance duplicate entries of the same vendor providing warnings to system users of duplicates
AP041 Accounts Payable Vendor File Set-Up and Ability to restrict access to designated vendor attributes based on user role (e.g., AP versus
Maintenance Purchasing)
AP042 Accounts Payable Vendor File Set-Up and Ability to assign classifications to vendors (i.e. Regular, One-Time, Employee, EFT, Payroll, etc)
Maintenance and the ability to limit access for updating vendor information based on vendor classification
AP043
AP044 Accounts Payable Vendor File Set-Up and Ability to search payments by vendor name/tax id/DBA
Maintenance
AP045 Accounts Payable Vendor File Set-Up and Ability to create multiple addresses per vendor with the ability to assign each address as
Maintenance appropriate (i.e. invoicing, remittance, ordering, 1099, etc)
AP046 Accounts Payable Vendor File Set-Up and Ability to create foreign address with a minimum of 6 lines
Maintenance
AP047 Accounts Payable Vendor File Set-Up and Ability to track and search on vendor file address fields including name, address (multiple),
Maintenance phone (multiple), fax and email, contact info, number, type, status (active / inactive), tax ID &
type, commodity code (multiple)
AP048 Accounts Payable Vendor File Set-Up and Ability to designate which City bank account a vendor will be paid from
Maintenance
AP049 Accounts Payable Vendor File Set-Up and Ability to include attachments to EFT/ACH/Wire advice
Maintenance
AP050 Accounts Payable Vendor File Set-Up and Ability to enter all needed vendor bank information for EFT payments (ABA number, bank
Maintenance account number, bank name, etc) with necessary security provided
AP051 Accounts Payable Vendor File Set-Up and Ability for EFT payment information to be edited by vendors using workflow-based self service
Maintenance function, with notification to or approval from Finance
AP052 Accounts Payable Vendor File Set-Up and Ability to merge or associate duplicate vendors
Maintenance
Accounts Payable Vendor File Set-Up and Ability to track the following information in the vendor master file:
Maintenance
AP053 Accounts Payable Vendor File Set-Up and Vendor number
Maintenance
AP054 Accounts Payable Vendor File Set-Up and Status (active, inactive, comments exist, do not use)
Maintenance
AP055 Accounts Payable Vendor File Set-Up and Contact name, address, phone number, remit-to name, and remit-to address (including enough
Maintenance fields/characters for plaintiff and attorney name for settlement checks, for example)
AP056 Accounts Payable Vendor File Set-Up and Vendor bank number (for ACH payments)
Maintenance
AP057 Accounts Payable Vendor File Set-Up and Federal ID/Social Security Number (with appropriate security)
Maintenance
AP058 Accounts Payable Vendor File Set-Up and Self-employed status
Maintenance
AP059 Accounts Payable Vendor File Set-Up and W-9 provided
Maintenance
AP060 Accounts Payable Vendor File Set-Up and Type of minority business
Maintenance
AP061 Accounts Payable Vendor File Set-Up and Vendor type
Maintenance
AP062 Accounts Payable Vendor File Set-Up and Confidential vendor indicator
Maintenance
AP063 Accounts Payable Vendor File Set-Up and Last time vendor used
Maintenance
AP064 Accounts Payable Vendor File Set-Up and YTD expenditures on the vendor by fiscal or calendar year
Maintenance
AP065 Accounts Payable Vendor File Set-Up and Vendor comment field with read/write limits (AP & Purchasing)
Maintenance
AP066 Accounts Payable Vendor File Set-Up and Payment processing information (e.g., terms)
Maintenance
AP067 Accounts Payable Vendor File Set-Up and Insurance information
Maintenance
AP068 Accounts Payable Vendor File Set-Up and 1099 Category
Maintenance
AP069 Accounts Payable Vendor File Set-Up and Business classification
Maintenance
AP070 Accounts Payable Vendor File Set-Up and Additional user-defined fields
Maintenance
AP071 Accounts Payable Vendor File Set-Up and Ability to track and report on all changes to the vendor master record
Maintenance
AP072 Accounts Payable Vendor File Set-Up and Ability to establish security for limited access to social security numbers/FEIN on vendor file
Maintenance
AP073 Accounts Payable Vendor File Set-Up and Ability to interact with vendors through web services to place orders, receive invoices and make
Maintenance payments electronically
Accounts Payable Vendor self service functions Ability to perform the following vendor self service functions, including:
AP074 Accounts Payable Vendor self service functions Register online, identify the services they provide (commodity codes)
AP075 Accounts Payable Vendor self service functions
AP076 Accounts Payable Vendor self service functions Inquire on payment status, items being paid, invoice and PO #'s, etc
AP077 Accounts Payable Vendor self service functions
AP078 Accounts Payable Vendor self service functions Inquire on payment history
AP079 Accounts Payable Vendor self service functions Submit invoices, with automatic linking to the purchase order
AP080 Accounts Payable Vendor self service functions Ability to attach communications and other documents to the vendor record
AP081 Accounts Payable Vendor File Set-Up and Ability to annually archive inactive vendors based upon flexible, user-generated parameters
Maintenance
Accounts Payable Invoice Entry and Processing Invoice Entry and Processing
AP082 Accounts Payable Invoice Entry and Processing Ability to restrict the processing of a vendor invoice (i.e. W-9 is not on file)
AP083 Accounts Payable Invoice Entry and Processing Ability to support centralized entry and workflow processing related to invoice entry and
confirmation of receipt
AP084 Accounts Payable Invoice Entry and Processing Ability to auto-populate receipt date with override ability
AP085 Accounts Payable Invoice Entry and Processing Ability to receive and process invoices electronically from vendors
AP086 Accounts Payable Invoice Entry and Processing Ability to enter invoices in batch (or one at a time) providing control totals reconcilable by user
AP087 Accounts Payable Invoice Entry and Processing Ability to default purchase order information on the invoice during invoice entry with source
transaction information
AP088 Accounts Payable Invoice Entry and Processing Ability to perform data validation in real time during invoice entry including purchase order
number, vendor number and coding elements, checking for required fields as well as allowable
field values with the ability to override, with appropriate security System should provide error
messages for on-line transactions (i.e. future payment/posting dates)
AP089 Accounts Payable Invoice Entry and Processing Ability to change payment method by invoice
AP090 Accounts Payable Invoice Entry and Processing Ability to see retainage amount at invoice level
AP091 Accounts Payable Invoice Entry and Processing Ability to pay retainage through vendor default payment method
AP092 Accounts Payable Invoice Entry and Processing Ability to permit an error to be corrected by the user without having to back out of the invoice
and resubmit it with appropriate workflow
AP093 Accounts Payable Invoice Entry and Processing Ability to process one invoice or multiple invoices from one purchase order (or encumbrance)
and/or for one purchase order line item
AP094 Accounts Payable Invoice Entry and Processing Ability to hold/repeat vendor information when keying multiple invoices into a batch
AP095 Accounts Payable Invoice Entry and Processing Ability to have system check for and warn/prohibit entry of duplicate invoices for a vendor
Accounts Payable Identify different invoice Ability to identify different invoice types including:
types
AP096 Accounts Payable Identify different invoice Regular Purchase Order
types
AP097 Accounts Payable Identify different invoice Blanket Purchase Order
types
AP098 Accounts Payable Identify different invoice
types
AP099 Accounts Payable Identify different invoice Credit/Debit Memos
types
Accounts Payable Invoice Related Information Ability to enter the following information related to an invoice:
AP100 Accounts Payable Invoice Related Information
AP101 Accounts Payable Invoice Related Information Invoice number (alphanumeric); responder to provide maximum character limit
AP102 Accounts Payable Invoice Related Information Invoice date
AP103 Accounts Payable Invoice Related Information Description of what was bought
AP104 Accounts Payable Invoice Related Information Special instructions
AP105 Accounts Payable Invoice Related Information Additional text to be printed with the check
AP106 Accounts Payable Invoice Related Information Ability to accommodate future OR state taxing issues
AP107 Accounts Payable Invoice Related Information Ability to enter an unlimited number of invoice line items on an invoice
AP108 Accounts Payable Invoice Related Information Ability for automated system budget checking and control and define at certain levels (Fund
etc)
AP110 Accounts Payable Invoice Related Information Ability to recognize a PO when an invoice is entered
AP111 Accounts Payable Invoice Related Information Ability to scan a vendor invoice with a template applied to that invoice for that vendor that
recognizes and pre-fills the invoice entry screen with purchase order number, invoice number,
invoice date and invoice amount
AP112 Accounts Payable Invoice Related Information Ability to support creation of templates for recurring invoice (e.g., utility bills, credit card
statements)
AP113 Accounts Payable Invoice Related Information Ability to cancel an invoice and automatically create the appropriate reversing entries back into
the purchasing system
AP114 Accounts Payable Invoice Related Information Ability to create notification when a PO invoice is reversed
AP115 Accounts Payable Invoice Related Information Ability to access information, including attached documents, from the referenced purchase
order line item(s) during invoice entry
AP116 Accounts Payable Invoice Related Information Ability to distribute invoice payments by item or total into multiple general ledger accounts,
department, activities, funds and cost categories, project codes, etc
AP118 Accounts Payable Invoice Related Information Ability for authorized users to make edits and revisions to unposted invoice transactions prior
to posting
AP119 Accounts Payable Invoice Related Information Ability to designate "separate check" on an invoice transaction
AP120 Accounts Payable Invoice Related Information Ability to designate certain purchase order types to always require a 3-way match (e.g., regular
and blanket purchase orders) and others to only require a 2-way match based on the purchase
order type and dollar amount Ability to route workflows for approval based on 3-way or 2-way
matching requirements
AP121 Accounts Payable Invoice Related Information Ability to add shipping charges to a purchase order, up to a user-defined threshold
AP123 Accounts Payable Invoice Related Information Ability to edit a batch without reentering or reprocessing the entire batch
AP125 Accounts Payable Invoice Related Information Ability of the system to flag transactions detected in error in the batch processing and preclude
only erroneous transactions from further processing
AP126 Accounts Payable Invoice Related Information Ability to delete or modify an invoice record before it is scheduled for payment
AP127 Accounts Payable Invoice Related Information Ability to use debit/credit memos for corrections (including all applicable pay codes, such as
state sales tax)
AP128 Accounts Payable Invoice Related Information Ability to clear a credit/debit memo without processing payment
AP129 Accounts Payable Invoice Related Information Ability to identify capitalized items as invoices are processed and prompt user to enter fixed
assets related details
AP130 Accounts Payable Invoice Related Information Ability to make partial payments on purchase orders based on invoice amount (i.e., progress
payments)
AP131 Accounts Payable Invoice Related Information Ability for employees to submit scanned receipts for travel via a workflow, or indicate that
receipt(s) is missing and populate the necessary fields
AP132 Accounts Payable Invoice Related Information Ability to adjust the invoice amount, up to a user-defined threshold, and have the change flow-
through to adjust the encumbrance though GL, encumbrance, PO/PI side etc
AP133 Accounts Payable Invoice Related Information Ability to designate a workflow substitute/delegate that is easily identified (to locate the current
approver when staff are out of the office)
AP134 Accounts Payable Invoice Related Information Ability to withhold payment at the invoice line , invoice, or vendor level
Accounts Payable Payment Processing Payment Processing

AP135 Accounts Payable Payment Processing Ability to pre-note when establishing a new bank account
AP136 Accounts Payable Payment Processing Ability to determine the remaining budget/appropriation amount on a project or purchase
order
AP137 Accounts Payable Payment Processing Ability to withhold a user-defined percentage or fixed amount of a payment (i.e., retainage) on
an invoice under certain user-defined situations (e.g., tax and audit, levies)
AP138 Accounts Payable Payment Processing Ability to produce independent checks for IRS Tax Levy and the vendor from a single invoice
with appropriate workflow
AP139 Accounts Payable Payment Processing Ability to assign user security roles to prevent the altering of the payment information (e.g.,
vendor name) once invoices have been linked to PO's or approval of the payment has been
secured
AP140 Accounts Payable Payment Processing Ability to insert/apply a code to payables prior to printing checks that must be grouped/printed
together for special mailing/distribution
AP141 Accounts Payable Payment Processing Ability to automatically produce payments for garnishments from Payroll data
AP142 Accounts Payable Payment Processing Ability to prevent double posting of batches
AP143 Accounts Payable Payment Processing Ability to automatically liquidate current or prior year (as applicable) encumbrances upon
posting of payment with ability to track current and prior year purchase order liquidations
separately
AP144 Accounts Payable Payment Processing Ability to pay via ACH (regular), wire and check, Epayables and p-card
AP145 Accounts Payable Payment Processing Ability to drill down from check to invoice/PO/requisition
AP146 Accounts Payable Payment Processing Ability to process credits from vendors in the form of discounts or return orders
Accounts Payable Tracking ACH related Ability to track the following ACH information:
AP147 Accounts Payable Tracking ACH related ACH effective date
information
AP148 Accounts Payable Tracking ACH related
information
AP149 Accounts Payable Tracking ACH related Federal holiday calendar
information
AP150 Accounts Payable Tracking ACH related Free form addenda record
information
AP151 Accounts Payable Tracking ACH related NACHA SEC (Standard Entry Class) codes for addenda records
information
AP152 Accounts Payable Tracking ACH related Ability to attach multiple addenda records
information
AP153 Accounts Payable Tracking ACH related Ability to process and transmit ACH payments multiple times per day
information
AP154 Accounts Payable Tracking ACH related Ability to set/generate Check Run schedule and/or deadlines
information
Accounts Payable Check Processing/Printing Check Processing/Printing
AP155 Accounts Payable Check Processing/Printing Ability to optionally consolidate multiple payments to the same vendor in a check run or have
separate checks issued to the same vendor in a check run or have some checks consolidated
and some checks separate
AP156 Accounts Payable Check Processing/Printing Ability for user-defined check and check stub formatting, including ability to modify without
requiring assistance from the software vendor
AP157 Accounts Payable Check Processing/Printing Ability to have several check print formatting options available
AP158 Accounts Payable Check Processing/Printing Ability to process one check per vendor with all claims detail support on the corresponding page
for additional check stub overflow capacity (if necessary)
AP159 Accounts Payable Check Processing/Printing Ability to schedule check runs in the system and alert users of deadlines for check runs (i.e.,
reminder)
AP160 Accounts Payable Check Processing/Printing Ability to process check runs at anytime
AP161 Accounts Payable Check Processing/Printing Ability to select vouchers for check processing based upon various parameters (i.e. regular,
express, one-time, EFT, employee, workers comp, etc)
AP162 Accounts Payable Check Processing/Printing Ability to allow selected items to be paid and items to be withheld or deleted from payment for
a particular check run
AP163 Accounts Payable Check Processing/Printing Ability to restrict printing of a negative check amount
AP164 Accounts Payable Check Processing/Printing Ability to use sequentially checks and EFTs
AP165 Separate sequence for EFT/ACH
AP166 Accounts Payable Check Processing/Printing Ability to not be restricted on the number of digits for the check number
AP167 Accounts Payable Check Processing/Printing Ability to restrict the reuse of a check number unless check is being reprinted
AP168 Accounts Payable Check Processing/Printing Ability to customize order that checks are printed (vendor name, check number or other user-
defined order)
AP169 Accounts Payable Check Processing/Printing Ability of the system to provide for mid-cycle restart of check forms during check run
AP170 Accounts Payable Check Processing/Printing Ability to create and send a positive pay file to the bank for all accounts (i.e., Payroll, AP, etc)
AP171 Accounts Payable Check Processing/Printing Ability to issue checks or EFT payment out of various bank accounts, including providing
detailed email notification (include information which would have been on check stub) to
vendor of EFT transmittal
AP172 Accounts Payable Check Processing/Printing Ability to store and use the next sequential check number to be used for each bank's checking
account
AP173 Accounts Payable Check Processing/Printing Ability to produce, through secure printers, checks with MICR encoding and electronic
signatures
AP174 Accounts Payable Check Processing/Printing Ability to print retainage reconciliation to check amount on voucher
AP175 Accounts Payable Check Processing/Printing Ability to generate manual checks on-demand locally
Accounts Payable Void Check and Reissue Void Check and Reissue Process
Process
AP176 Accounts Payable Void Check and Reissue Ability to provide full check voiding, including encumbrance and PO/PI side, where the vendor
Process master file, general ledger distributions, outstanding checks, and accounts payable detail files
are reversed in the general ledger to accommodate voided check
AP177 Accounts Payable Void Check and Reissue Ability for check voiding to provide the option of restoring funds back to the appropriate
Process encumbering document, or back into the appropriate account's available budget balance, and
provides the tracking of the check void on the Purchase Order transaction
AP178 Accounts Payable Void Check and Reissue A system with the ability to generate a notification when payments have been reversed The
Process workflow notification process must provide an audit trail of approvals that are stored with the
transaction
AP179 Accounts Payable Void Check and Reissue Ability, on voided checks, to either issue a replacement check, stale date, or cancel the check
Process with no replacement with a comment field
AP180 Accounts Payable Void Check and Reissue Ability, on voided checks, to cross-reference the new check to the voided check number or a
Process journal number
AP181 Accounts Payable Void Check and Reissue Ability to prompt the user if the Purchase Order should be reinstated, when performing a check
Process void
AP182 Accounts Payable Void Check and Reissue Ability to provide security measures by allowing only certain authorized personnel to reissue
Process checks
AP183 Accounts Payable Void Check and Reissue Ability to restart jammed check runs on the printer and the appropriate checks in the process
Process when using pre-printed check stock
AP184 Accounts Payable Void Check and Reissue Ability to void and replace checks by: individual check, block of checks or entire check run
Process
Accounts Payable 1099 Processing 1099 Processing
AP185 Accounts Payable 1099 Processing Ability to comply with IRS reporting requirements for tracking vendor payments that are subject
to 1099 reporting (including rebates paid by the City)
AP186 Accounts Payable 1099 Processing Ability to prohibit or provide warnings when a vendor without a TIN or SSN is entered, when it is
required
AP187 Accounts Payable 1099 Processing Ability to calculate and deduct backup withholding for vendors that are subject to backup
withholding
AP188 Accounts Payable 1099 Processing Ability to easily identify specific invoices and payments for vendors as 1099 transactions or non-
1099 transactions
AP189 Accounts Payable 1099 Processing Ability to process different types of 1099 forms
AP190 Accounts Payable 1099 Processing Ability to access at least 5 calendar years of 1099 information online
AP191 Accounts Payable 1099 Processing Ability to track all required information for 1099 reporting purposes with ability to make
corrections (i.e. 1099 payments versus non-1099 payments, vendor information, etc) and
electronically transmit to the IRS for reporting purposes
AP192 Accounts Payable 1099 Processing Ability to provide updates to annual 1099 forms, IRS file formats, etc Should be provided with
the annual software maintenance agreement
AP193 Accounts Payable 1099 Processing Ability to generate necessary analysis reporting for 1099 generation purposes (summary and
invoice detail history sorted by tax ID, Report combining multiple vendors with same tax ID)
AP194 Accounts Payable 1099 Processing Ability to print 1099 information and the related forms only for vendors with payments in
excess of the designated IRS amount
AP195 Accounts Payable 1099 Processing Ability to print on demand, SINGLE 1099 information and the related form for SINGLE vendor
regardless of dollar amount
AP196 Accounts Payable 1099 Processing Ability to default 1099 codes based on the general ledger account code
Accounts Payable Interfaces Ability to accept transactions from other local systems/applications including the following:
AP197 Accounts Payable Interfaces Ability to accept transactions from State systems (to and from) with the ability to transmit
payment data back to source system
AP198 Accounts Payable Interfaces Payroll (garnishments, benefit providers, etc)
AP199 Accounts Payable Interfaces Workers Compensation
AP200 Accounts Payable Interfaces P-card provider
AP201 Accounts Payable Interfaces All sub ledgers-refunds, payments from purchasing, Court, Utilities, Building, Planning, AR,
Debt/Investments, etc
AP202 Accounts Payable Interfaces Ability to charge items on an invoice to one or more work orders and/or functions
AP203 Accounts Payable Interfaces Ability to have a complete audit trail of transactions passed to accounts payable from other
applications or systems
AP204 Accounts Payable Interfaces Ability to import check information from the bank for purposes of performing bank
reconciliation, including identifying 'matches' and 'mismatches' from the bank
AP205 Accounts Payable Interfaces Ability to perform P-card encumbrances as transactions are downloaded from the bank, and
liquidate the encumbrance as the transactions are processed
AP206 Accounts Payable Interfaces Ability to save all export files, import files and check images within the system for retrieval
AP207 Accounts Payable Interfaces Ability to scan/attach electronic documents to requisitions, purchase orders and invoices
AP208 Accounts Payable Interfaces Ability to prevent users from removing electronic documents attached within the system Audit
trail and history must be retained
AP209 Accounts Payable Interfaces Ability to interface to IRS for TIN-Matching in advance of 1099 production
Accounts Payable Reporting Reporting
AP210 Accounts Payable Reporting A system with the ability to track and report payments by department, by vendor, by account
distribution, by check or ACH number, by date and by amount
AP211 Accounts Payable Reporting Ability to automatically generate performance measures on the AP process (e.g., number of
errors on invoice entry, time to process an invoice, etc)
AP212 Accounts Payable Reporting Ability to allow P-card data to be defined (including who has possession of card)
AP213 Accounts Payable Reporting Ability to query the system for: open invoices by vendor, fund and department including ones
on hold, unmatched, disputed, unapproved and approved by vendor, fund and department
AP214 Accounts Payable Reporting Ability to query the system for transactions setup for batch processing
AP215 Accounts Payable Reporting Ability of the system to include full drill-down capabilities from summary levels to detail levels
for vendor, encumbrance and invoice/payment information
AP216 Accounts Payable Reporting Ability to perform ad hoc reporting
AP217 Accounts Payable Reporting Ability to define specific search criteria (summary and detail) and limits while performing an
inquiry
AP218 Accounts Payable Reporting Ability to download 1099 information onto a magnetic media meeting IRS requirements
AP219 Accounts Payable Reporting Ability for departments to print their own reports
AP220 Accounts Payable Reporting Ability to print a Capital Asset Expenditure report which includes reporting from Accounts
Payable to show those assets that were coded towards capital accounts
AP221 Accounts Payable Reporting Ability to link communications/notes to the invoices and other documents in the system
AP222 Accounts Payable Reporting Ability to view a Check Register which contains a cumulative list of all checks issued, including
those later voided, and must be updateable with information received electronically from the
bank
AP223 Accounts Payable Reporting Ability to view a Check Register for multiple payment methods i.e. garnishments, welfare
AP224 Accounts Payable Reporting Ability to view Check Register with full VOID dollar amount not zero as is current
AP225 Accounts Payable Reporting Ability to sort check register by vendor
AP226 Accounts Payable Reporting Ability to identify multiple cash accounts
AP227 Accounts Payable Reporting Ability to associate the cash account with a project
Functional Requirements Matrix - Bank Reconciliation
THE ABILITY AND MEANS TO SUPPORT THESE ATTRIBUTES WILL BE CONSIDERED WHEN EVALUATING PROPOSALS Place an X in ONE column for each numbered requirement and provide explanation where applicable
Supports Supports Supports through Supports via Does Not Proposed

out of the through customization or 3rd party Support Alternative
box advanced development (explain)
Bank Reconciliation System Requirements System Requirements
BR001 Bank Reconciliation System Requirements Ability to capture the type of payment (cash, check, ACH, wire, credit card) by location when
reconciling on both deposits and withdrawals
BR002 Bank Reconciliation System Requirements Ability to separately deposit and reconcile credit cards by card and interface
BR003 Bank Reconciliation System Requirements Ability to import a list of cleared checks from the bank for each account
BR004 Bank Reconciliation System Requirements Ability to manually indicate that a check has been cashed
BR005 Bank Reconciliation System Requirements Ability to make corrections with an audit trail
BR006 Bank Reconciliation System Requirements Ability to cancel checks by batch or check number range
BR007 Bank Reconciliation System Requirements Ability to use drill-down capabilities to see if a check has been issued/cleared for a specified
account and originating transaction documentation via a document management program
BR008 Bank Reconciliation System Requirements Ability to track manual check issues, voids and replacements and original dollar amount of
voided check
BR009 Bank Reconciliation System Requirements Ability to notify, track and monitor the resolution of adjustments that need to be made as a
result of an error identified within bank reconciliation
BR010 Bank Reconciliation System Requirements Ability to enter adjustments through a journal voucher with proper authorization
BR011 Bank Reconciliation System Requirements Ability to account for missing checks due to issues with printing and $0 checks
Bank Reconciliation System Processes System Processes
BR012 Bank Reconciliation System Processes Ability to export data into spreadsheets, text files, word documents
BR013 Bank Reconciliation System Processes Ability to manage unclaimed/stale dated checks For example, export vendor details for mail
merge, track activity detail, etc
BR014 Bank Reconciliation System Processes Ability to accept paid check image file from bank which will update the appropriate sub-system
(check register) in the relevant area
BR015 Bank Reconciliation System Processes Ability to track check status including outstanding, cleared, stale-dated, replaced, returned and
voided
BR016 Bank Reconciliation System Processes Ability to execute a process to remove stale dated checks from the list of outstanding checks and
create the corresponding journal entry when escheating Payroll checks The payroll system needs
to stay intact and NOT reflect it as reversed/voided
BR017 Bank Reconciliation System Processes Ability to execute a process to remove stale dated checks from the list of outstanding checks and
create the corresponding journal entry when escheating A/P checks The A/P system needs to
stay intact and NOT reflect it as reversed/voided
Bank Reconciliation System Interfaces System Interfaces

BR018 Bank Reconciliation System Interfaces Ability to import/download bank item activity (BAI transmission) from Financial Institution
BR019 Bank Reconciliation System Interfaces Ability to import any type of payment (i.e., cash, check, ACH, Wire, credit card) from the bank for
a from/through date range
BR020 Bank Reconciliation System Interfaces Ability to create automated postings for repetitive imported bank transactions such as ZBA
internal transfers (i.e., recurring journal entries with varying dollar amounts based on an original
financial institution import, to self-clear a ZBA account)
BR021 Bank Reconciliation System Interfaces Ability to perform clearing transactions to match imported bank items to journal entries
BR022 Bank Reconciliation System Interfaces Ability to perform automated clearing transactions between general ledger accounts (i.e.,
zeroing-out and/or matching balances)
BR023 Bank Reconciliation System Interfaces Ability to reset/correct clearing transactions for bank items and journal entries
BR024 Bank Reconciliation System Interfaces Ability to provide an interface from Cash Receipts module that includes daily deposits by
payment type by location and user for reconciliation purposes
BR025 Bank Reconciliation System Interfaces Ability to reconcile deposits with cash receipt details that tie back to a deposit slip with a
breakdown by bank account/subaccount and/or GL
BR026 Bank Reconciliation System Interfaces Ability to interface with the Cash Receipting system for accessing scanned checks that were
receipted
BR027 Bank Reconciliation System Interfaces Ability to provide an interface with all sub-modules for drilldown capabilities for all transactions
to see originating entry, including scanned documents
BR028 Bank Reconciliation System Interfaces Ability to provide an interface, including backup documentation via some sort of document
management program, and history of entry, including adjusting or reversing entries associated
with the original entry
Bank Reconciliation Reporting Reporting
BR029 Bank Reconciliation Reporting Ability to create a report of incoming/outgoing bank items that captures all bank activity
BR030 Bank Reconciliation Reporting Ability to generate a Batch Balance Report that lists any errors that require resolution (e.g., non-
match, date errors, etc) This compares the downloaded listing of checks cleared with those
generated from the source systems
BR031 Bank Reconciliation Reporting Ability to create a Bank Reconciliation Report, listing GL cash balances, payments and deposits
for a user-defined time period, and outstanding payments (e.g., checks) and deposits for each
bank account
Bank Reconciliation Cross Reference with Accounts Additional Cross Reference with Accounts Payable
Payable
BR032 Bank Reconciliation Cross Reference with Accounts Ability to view a Check Register for multiple accounts, which contains a cumulative list of all
Payable checks issued, including those later canceled and cleared
Bank Reconciliation Cross Reference with Treasury Additional Cross Reference with Treasury
BR033 Bank Reconciliation Cross Reference with Treasury Ability to integrate debt service and investment functionality with the bank reconciliation
process
BR034 Bank Reconciliation Cross Reference with Treasury Ability to track balances by fund and tie back to posted bank items (To reconcile bank receipts to
total of all funds, validate total of all funds to individual funds)
Functional Requirements Matrix - Billing & A/R
THE ABILITY AND MEANS TO SUPPORT THESE ATTRIBUTES WILL BE CONSIDERED WHEN EVALUATING PROPOSALS Place an X in ONE column for each numbered requirement and provide explanation where
applicable
Supports out Supports Supports through Supports via Does Not Proposed
of the box through customization or 3rd party Support Alternative
advanced development (explain)
Billing and Accounts Customer Management Customer Management
Receivable
AR001 Billing and Accounts Customer Management Ability for system to generate customer ID numbers and link ID to master name.
Receivable
AR002 Billing and Accounts Customer Management Ability to identify customer numbers as A/R customers (vs. A/P vendors)
Receivable
Billing and Accounts Customer Management System Requirements
Receivable
AR003 Billing and Accounts Customer Management Ability to split or combine customer accounts.
Receivable
AR004 Billing and Accounts Customer Management Ability to transfer charges/payments from one customer account to another.
Receivable
AR005 Billing and Accounts Customer Management Ability to change customer type. (i.e.: wrong customer type setup in error)
Receivable
AR006 Billing and Accounts Customer Management Ability to identify duplicate accounts
Receivable
Billing and Accounts Customer information System must provide the ability to maintain and query the following customer information:
Receivable
AR007 Billing and Accounts Customer information Customer Number
Receivable
AR008 Billing and Accounts Customer information Name of Customer
Receivable
AR009 Billing and Accounts Customer information Separate fields for First Name, Middle Name, Last Name
Receivable
AR010 Billing and Accounts Customer information Separate field to designate either individual or business
Receivable
AR011 Billing and Accounts Customer information Owner / Business Address(s)
Receivable
AR012 Billing and Accounts Customer information Customer master two addresses lines (i.e., physical vs. mailing)
Receivable
AR013 Billing and Accounts Customer information Bill To Address (Nine Digit Zip Code)
Receivable
AR014 Billing and Accounts Customer information Description (Vendor)
Receivable
AR015 Billing and Accounts Customer information Telephone - Work/Cell/Home
Receivable
AR016 Billing and Accounts Customer information FAX Number
Receivable
AR017 Billing and Accounts Customer information Customer Type (e.g., individual, property, hangar)
Receivable
AR018 Billing and Accounts Customer information Number of Insufficient Fund Checks Received
Receivable
AR019 Billing and Accounts Customer information Date of Last Insufficient Fund Check Received
Receivable
AR020 Billing and Accounts Customer information Last payment date
Receivable
AR021 Billing and Accounts Customer information Last payment amount
Receivable
AR022 Billing and Accounts Customer information Email Address (possibility to have multiple email addresses)
Receivable
AR023 Billing and Accounts Customer information Customer Notes (in log form, tracking user ID, date, and time), read/ability. Other departments
Receivable should not be able to edit other departments notes/comments.
AR024 Billing and Accounts Customer information Unlimited number of user defined fields
Receivable
AR025 Billing and Accounts Customer information Current balance
Receivable
AR026 Billing and Accounts Customer information Last invoice date
Receivable
AR027 Billing and Accounts Customer information Due date
Receivable
AR028 Billing and Accounts Customer information Prepaid deposit/advance on account
Receivable
AR029 Billing and Accounts Customer information Pending transactions
Receivable
AR030 Billing and Accounts Customer information Last statement balance
Receivable
AR031 Billing and Accounts Customer information Liens
Receivable
AR032 Billing and Accounts Customer information Installment (Payment) Plans, with varying terms and annual increases per customer
Receivable
AR033 Billing and Accounts Customer information Lease terms and conditions
Receivable
AR034 Billing and Accounts Customer information Ability to review a customer's billing/transaction history at a summary level and be able to drill
Receivable down and select a bill or transaction item to view in detail.
AR035 Billing and Accounts Customer information Ability for the system to automatically maintain and allow viewing of an audit log of all changes
Receivable to a customer account.
AR036 Billing and Accounts Customer information Ability to block postings to an inactive account.
Receivable
AR037 Billing and Accounts Customer information Ability to develop user-defined flags and warnings.
Receivable
AR038 Billing and Accounts Customer information Ability to block customer account for payment and provide a notification/warning (e.g., to notify
Receivable the clerk/customer that additional action is needed first or the payment must be paid at a
different location).
AR039 Billing and Accounts Customer information Ability to establish effective and end dates for managing all customer flags.
Receivable
AR040 Billing and Accounts Customer information Accepts overpayments and stores a credit balance in the appropriate account/customer record,
Receivable including the appropriate accounting entry based on Organization defined accounts (i.e.,
suspense accounts), based on Business Unit.
AR041 Billing and Accounts Customer information Ability to process refund against customer credit balance from overpayment.
Receivable
AR042 Billing and Accounts Customer information Ability for the system to generate reports indicating which accounts have credit balances greater
Receivable than the Organization threshold, and for a user to use minimal clicks (e.g., select all, deselect
some) for mass approval to process refunds.
AR043 Billing and Accounts Customer information Ability to apply overpayment amounts to other invoices for that customer.
Receivable
AR044 Billing and Accounts Customer information System to warn for customer overpayment
Receivable
AR045 Billing and Accounts Customer information Ability to support eGovernment customer self-service function, whereby each customer has the
Receivable ability to access customer account level information, including viewing their invoices, payments,
a statement, minimum amount due to avoid shut-off, etc.
AR046 Billing and Accounts Customer information Ability to see all outstanding receivables on a customer's account across all implemented
Receivable modules
AR047 Billing and Accounts Customer information Ability to manage outstanding invoices
Receivable
AR048 Billing and Accounts Customer information Ability to accept a payment and apply to billings on user defined bill types
Receivable
AR049 Billing and Accounts Customer information Ability to report customers that have had no activity as of a user specified date, so that the
Receivable customer can be archived from the system and option to reactivate.
AR050 Billing and Accounts Customer information Ability to prevent inactivation of a customer's record if there is an outstanding activity.
Receivable
Billing and Accounts Miscellaneous Billing and Invoicing Miscellaneous Billing and Invoicing
Receivable
AR051 Billing and Accounts Miscellaneous Billing and Invoicing Ability to support recurring billing functions allowing the user to establish effective date and
Receivable frequency of recurring billing.
AR052 Billing and Accounts Miscellaneous Billing and Invoicing Ability to enter information to automatically adjust recurring billing amounts, such as number of
Receivable days in the month or percentage increases over time.
AR053 Billing and Accounts Miscellaneous Billing and Invoicing Ability to bill a minimum billing amount based on bill type (e.g., for installment agreements).
Receivable
AR054 Billing and Accounts Miscellaneous Billing and Invoicing Ability to select the "remit to" address on the invoice from a list of centrally approved/managed
Receivable addresses.
AR055 Billing and Accounts Miscellaneous Billing and Invoicing Ability to establish a series of department specific bill types for various charges.
Receivable
AR056 Billing and Accounts Miscellaneous Billing and Invoicing Ability to establish bill types and rate tables and schedules for each with the ability for
Receivable authorized users to change these default rates on invoices.
AR057 Billing and Accounts Miscellaneous Billing and Invoicing Ability to accommodate various bill calculation methods using rate tables (e.g., flat rate, unit
Receivable charge, flat rate plus a unit charge, etc.).
AR058 Billing and Accounts Miscellaneous Billing and Invoicing Ability for a particular bill type to be configured to require the association of that bill to a parcel
Receivable number or other user defined field (e.g., unique identifiers for interface transactions).
AR059 Billing and Accounts Miscellaneous Billing and Invoicing Ability for the system to automatically apply penalties and interest based upon system-defined
Receivable rules and/or criteria
AR060 Billing and Accounts Miscellaneous Billing and Invoicing Ability to recalculate penalty and interest for customer accounts that have administrative
Receivable corrections. (e.g., G/L account number, charge code)
AR061 Billing and Accounts Miscellaneous Billing and Invoicing Ability to enter payment with an effective (posting) date for payment
Receivable
AR062 Billing and Accounts Miscellaneous Billing and Invoicing Ability to apply overpayment to principal or future payments
Receivable
Billing and Accounts Information associated with a Ability to maintain the following information associated with a particular bill type:
Receivable particular bill type
AR067 Billing and Accounts Information associated with a Associated customer accounts
AR068 Billing and Accounts Information associated with a Revenue and receivable accounts
AR069 Billing and Accounts Information associated with a Related department
AR070 Billing and Accounts Information associated with a Frequency
AR071 Billing and Accounts Information associated with a Ability for user to define an invoice format specific to each bill type without programming
Receivable particular bill type intervention required.
AR072 Billing and Accounts Information associated with a Ability for the bill print formatting features to be enabled by forms design tools, not performed
Receivable particular bill type through mail merge.
AR073 Billing and Accounts Information associated with a Ability to print invoices in a specified order such as customer number, customer name, invoice
Receivable particular bill type number, zip code etc.
AR074 Billing and Accounts Information associated with a Ability to establish installment payment schedules (including over multiple years) and take
Receivable particular bill type partial payments, including applying interest to outstanding amounts.
AR075 Billing and Accounts Information associated with a Ability to notify cashier that loan amount is within a user-defined threshold to notify citizen that
Receivable particular bill type final payment amount is minimal, or for City to finalize the loan and write-off any minimal
amount remaining.
AR076 Billing and Accounts Information associated with a Ability for the system to generate installment payment coupons (coupon books) to send to
Receivable particular bill type customers, with coupons printing in a format to provide to customers in monthly order, with
minimal human intervention needed.
AR077 Billing and Accounts Information associated with a Ability to automatically generate separate GL batches when processing invoices, payments,
Receivable particular bill type adjustments, etc.
AR078 Billing and Accounts Information associated with a Produce customer reconciliation statements showing beginning balance, charges, credits and
Receivable particular bill type payments, and a new outstanding balance.
AR079 Billing and Accounts Information associated with a Produce standard, Organization-wide, bill type, and business-unit aging reports, past due
Receivable particular bill type reports, account statuses, and collections statuses.
AR080 Billing and Accounts Information associated with a Ability to send an "estimate/deposit" (should not be labeled as an invoice, should be labeled as
Receivable particular bill type an "estimate/deposit").
AR081 Billing and Accounts Information associated with a Ability to establish user-defined receivable types.
AR082 Billing and Accounts Information associated with a Ability to input billing information at the departmental level.
AR083 Billing and Accounts Information associated with a Ability to generate a credit memo/adjustments to specific invoices or to a group of invoices (e.g.,
Receivable particular bill type regular automated review for errors, such as inappropriate delinquent charges, and potential
corrections), with scheduled reports to notify users of corrections identified and ability to multi-
select and post.
AR084 Billing and Accounts Information associated with a Ability to manage return payments on customer accounts (i.e., record payment reversals for NSF
Receivable particular bill type checks).
AR085 Billing and Accounts Information associated with a Ability to import/export invoice line item information from/to external data sources (i.e., Excel)
Receivable particular bill type into a working (not yet printed/posted) invoice.
AR086 Billing and Accounts Information associated with a Ability to barcode invoices and have receipting scanners identify the customer account/invoice
Receivable particular bill type for applying payments.
AR087 Billing and Accounts Information associated with a Ability to establish payment terms (# days until due) based on bill type.
AR088 Billing and Accounts Information associated with a Ability to allow one-time invoices (i.e., one-time customers for miscellaneous sales).
AR089 Billing and Accounts Information associated with a Ability to credit each line item on an invoice to multiple revenue accounts.
AR090 Billing and Accounts Information associated with a Ability to reprint original / historical billings/invoices.
AR091 Billing and Accounts Information associated with a Ability to bill electronically
AR092 Billing and Accounts Information associated with a Ability to develop invoices with multiple pages of detail with the option to summarize the
Receivable particular bill type charges onto one line item with an attachment.
AR093 Billing and Accounts Information associated with a Ability to specify due dates for bills, based on type of bill or billing frequency, such as 30 days
Receivable particular bill type from the printing or mailing date or other user-defined criteria.
AR094 Billing and Accounts Information associated with a Ability to specify invoice numbering schemes specific to each bill type (i.e., alphanumeric).
AR095 Billing and Accounts Information associated with a Ability to set effective dates for fee increases.
Billing and Accounts Late Charges/ Interest/Penalty Late Charges/ Interest/Penalty
Receivable
AR096 Billing and Accounts Late Charges/ Interest/Penalty Ability to electronically send out delinquency notifications
Receivable
AR097 Billing and Accounts Late Charges/ Interest/Penalty Ability for payment reminders (delinquent notices) to print based on user defined criteria and/or
Receivable month end, quarter end.
AR098 Billing and Accounts Late Charges/ Interest/Penalty Ability to establish late charges and penalties as a percentage of overdue amount, a flat penalty,
Receivable a daily penalty, etc..
AR099 Billing and Accounts Late Charges/ Interest/Penalty Ability to establish late charges with user definable frequency as to when late charges are
Receivable applied (I.e. daily, weekly, monthly, quarterly, etc.).
AR100 Billing and Accounts Late Charges/ Interest/Penalty Ability to waive penalty for an individual customer or invoice with proper authorization.
Receivable
AR101 Billing and Accounts Late Charges/ Interest/Penalty Ability to include messages on bills.
Receivable
Billing and Accounts Statement Processing Statement Processing
Receivable
AR102 Billing and Accounts Statement Processing Ability to generate one statement for all bill types being billed to same customer.
Receivable
AR103 Billing and Accounts Statement Processing Ability to electronically generate bills and monthly statements
Receivable
AR104 Billing and Accounts Statement Processing Ability to support late notice statement processing with configurable language based on the
Receivable aging results.
AR105 Billing and Accounts Statement Processing Ability to print statements with zero balances if there was any activity for the month
Receivable
AR106 Billing and Accounts Statement Processing Ability to print statement with zero balances on request if there was no activity for the month
Receivable
Billing and Accounts Receivables Management Receivables Management
Receivable
AR107 Billing and Accounts Receivables Management Ability to establish loans for payment types (attached to properties) and calculate/track
Receivable amortization in the system for interim and final payments.
AR108 Billing and Accounts Receivables Management Ability to print promissory notes from the system, based on terms entered into the system.
Receivable
AR109 Billing and Accounts Receivables Management Ability to setup liens when loans are provided and remove liens when loans are closed off, with
Receivable workflow reminders for steps.
AR110 Billing and Accounts Receivables Management Ability to download special assessments and lien information so that the account data can be
Receivable uploaded to the lien docket electronically.
AR111 Billing and Accounts Receivables Management Ability for the system to be configured to allow decentralized entry and workflow to central
Receivable authorized users for review of any and all remotely entered information for accuracy before
billing and final posting to the General Ledger and Accounts Receivable.
AR112 Billing and Accounts Receivables Management Ability to identify on an unpaid invoice on the customer record, if an item is "in Collections".
Receivable
AR113 Billing and Accounts Receivables Management Ability to assign an unpaid invoice to Collections with proper authorization (e.g., via a user-
Receivable defined field on the invoice record, not the customer record).
AR114 Billing and Accounts Receivables Management Ability to identify on an invoice on the customer record, if an item is being disputed.
Receivable
AR115 Billing and Accounts Receivables Management Ability to indicate if a receivable is included in a bankruptcy filing.
Receivable
AR116 Billing and Accounts Receivables Management Ability to have an approval process where a request is routed through a workflow including
Receivable approval of a write off or adjustment.
AR117 Billing and Accounts Receivables Management Ability to attach documents to records/accounts, including invoices (add DMS/Laserfiche tie-in)
Receivable
AR118 Billing and Accounts Receivables Management Ability to set security rights for viewing attachments, such as limiting only designated users
Receivable access to HIPAA sensitive information (e.g., inmate billings).
Billing and Accounts Compile delinquent receivables System must provide the ability to compile delinquent receivables for:
Receivable
AR119 Billing and Accounts Compile delinquent receivables Transfer/export to a collection agency and/or associated JE
Receivable
AR120 Billing and Accounts Compile delinquent receivables Write-off the balance and adjust GL
Receivable
AR121 Billing and Accounts Compile delinquent receivables Adjustment of the balance and adjust GL
Receivable
AR122 Billing and Accounts Compile delinquent receivables When invoices are transferred to a collection agency, the system has the ability to automatically
Receivable post these to a different AR account in GL
AR123 Billing and Accounts Compile delinquent receivables Ability to generate notices for mailing to customers resulting from NSF checks that includes a
Receivable returned check fee.
Billing and Accounts Interfaces / Integration Interfaces / Integration
Receivable
AR124 Billing and Accounts Interfaces / Integration Ability to integrate to a Point Of Sale (POS) system.
Receivable
AR125 Billing and Accounts Interfaces / Integration Ability to send or receive a billing file to/from a 3rd party for the printing and mailing of the
Receivable invoices and statements, bi-directional interface
AR126 Billing and Accounts Interfaces / Integration System integrates with a voice response system to allow customers to be able to inquire on their
Receivable account and bill information via phone.
AR127 Billing and Accounts Interfaces / Integration System allows for the import of electronic payment files from various sources (bank, credit card
Receivable merchants, etc.)
AR128 Billing and Accounts Interfaces / Integration Ability to automatically match incoming cash receipts to corresponding billing/invoice.
Receivable
AR129 Billing and Accounts Interfaces / Integration Ability to override automatic matching for incoming cash receipts in order to split the application
Receivable of payments to multiple invoices and modules
AR130 Billing and Accounts Interfaces / Integration Ability to clear over/under payments to cash over /short account with threshold based on
Receivable Organization policy,
AR131 Billing and Accounts Interfaces / Integration restricting who has access to change thresholds within the system.
Receivable
AR132 Billing and Accounts Interfaces / Integration Ability to change the general ledger account that charge codes are posted to, without impacting
Receivable historical information.
AR133 Billing and Accounts Interfaces / Integration Ability to attach liens to land files. (is there a local GIS data tie-in here)
Receivable
AR134 Billing and Accounts Interfaces / Integration Ability to attach liens to receivables.
Receivable
AR135 Billing and Accounts Interfaces / Integration Ability to type in customer information and see all invoices, accounts, etc. , ability to pay on any
Receivable account, whether they are a customer or a vendor.
Billing and Accounts Reporting Reporting
Receivable
AR136 Billing and Accounts Reporting Ability to create Federal Form 1098
Receivable
AR137 Billing and Accounts Reporting Ability to create and save report variants.
Receivable
AR138 Billing and Accounts Reporting Ability to report based on user defined period-to-date; summary or detail.
Receivable
AR139 Billing and Accounts Reporting Ability to export reports to Excel, Word, and other common third party software.
Receivable
AR140 Billing and Accounts Reporting Ability to create A/R reports for user selected GL accounts
Receivable
AR141 Billing and Accounts Reporting Automatic notifications or reporting for items needing attention, such as past due, unpaid
Receivable balances, disputed items, etc.
AR142 Billing and Accounts Reporting Ability to pull customer detail reports by Fund.
Receivable
AR143 Billing and Accounts Reporting Ability to create a "point in time" trial balance
Receivable
AR144 Billing and Accounts Reporting Review their entry, auto generate a report, so they can verify their data while it's still a pending
Receivable transaction.
AR145 Billing and Accounts Reporting Need an aging report.
Receivable
AR146 Billing and Accounts Reporting Ability to run report for deposit activity. (for example, deposit required customer rentals)
Receivable
AR147 Billing and Accounts Reporting Ability to run report identifying loans.
Receivable
AR148 Billing and Accounts Reporting Ability to run report identifying prior period charges (for example, charge was put on in one
Receivable accounting period, but with a prior period transaction date.)
Functional Requirements Matrix - Budget
THE ABILITY AND MEANS TO SUPPORT THESE ATTRIBUTES WILL BE CONSIDERED WHEN EVALUATING PROPOSALS Place an X in ONE column for each numbered requirement and provide explanation where
applicable
Supports out Supports Supports through Supports via Does Not Proposed
of the box through customization or 3rd party Support Alternative
Budget Budget Preparation Budget Preparation
BP001 Budget Budget Preparation Ability to maintain budget history based on user defined requirements
BP002 Budget Budget Preparation Ability to support generation of a biennial budget.
BP003 Budget Budget Preparation Ability to develop budgets for multiple individual fiscal years.
BP004 Budget Budget Preparation Ability for assumptions made to one year of a budget to automatically update future year(s)
(e.g., for payroll, changes to positions).
BP005 Budget Budget Preparation Identify, at the account level, accounts that should have same budget in second year of
biennium with the ability to copy budget comments and amounts from year to year when
developing the budget.
BP006 Budget Budget Preparation Ability to develop budgets at any level of account structure, including the ability to assign
project numbers.
BP007 Budget Budget Preparation Ability to include a narrative explanation or attach supporting documentation to a budget
change item by fiscal year at the account level associated with budget level.
BP008 Budget Budget Preparation Ability to include a narrative explanation or attach supporting documentation to active budget
changes during the fiscal year at the account level, associated with the budget adjustment
impacting the GL.
BP009 Budget Budget Preparation Ability to maintain multiple budget versions per fiscal year: (requested, proposed, current,
approved, amended, projected/forecast).
BP010 Budget Budget Preparation Ability to maintain multiple stages of budget development before the final recommended
version. (i.e. Department requested, Council requested, reduction scenarios, one time vs.
recurring)
BP011 Budget Budget Preparation Ability to add/eliminate 'budget levels' as necessary and no limit to the number 'budget levels'
that can be created during a budget cycle.
BP012 Budget Budget Preparation Ability to eliminate a 'budget level' as long as user has proper security to do so and there are
multiple opportunities to cancel the request.
BP013 Budget Budget Preparation Ability to clear data from a 'budget level' (and re-populate) w/o having to create a new 'budget
level'.
BP014 Budget Budget Preparation Ability to merge 'budget levels' into a single new 'budget level' (e.g. Proposed+Budget
Commission Changes=Budget Commission Recommended)
BP015 Budget Budget Preparation Ability to copy budget to a new version as a starting point for incorporating changes.
BP016 Budget Budget Preparation Ability to allow for departmental budget entry in an account listing style, such as by account,
functional area, activity code.
BP017 Budget Budget Preparation Ability to flag departmental budget preparation at defined levels as complete
BP018 Budget Budget Preparation Ability to implement security related to who has access to budget development and view based
on their department and organization.
BP019 Budget Budget Preparation Ability to customize budget scenarios based on specific department scenarios and global
scenarios
BP020 Budget Budget Preparation Ability to allow for users to input and view comments per budget item / line.
BP021 Budget Budget Preparation Ability to require comments per item for specific accounts with the budget request.
BP022 Budget Budget Preparation Ability to identify capital items in the budget with a capital item descriptor, specific to accounts.
BP023 Budget Budget Preparation Ability to generate proposed budget line item detail by extrapolating multi-year historical
financial data using user-defined criteria/specifications.
BP024 Budget Budget Preparation Ability for system to notify staff when they input or approve a budget that has line items that
are significantly different from historical trends.
BP025 Budget Budget Preparation Ability to require staff to enter comments or acknowledge approval if budget amounts are
significantly different from historical trends (e.g., activity in the past but $0 in current year).
BP026 Budget Budget Preparation Ability for the system to break out annual budgets into months, based on straight-line or
historical seasonality, with ability to override calculated amounts.
BP027 Budget Budget Preparation Ability to limit changes within the unadopted budget after a certain point in the budget process
has been reached, and require appropriate user authorization to implement any changes.
BP028 Budget Budget Preparation Ability to limit user entry of specific accounts vs. central office budget planning (salaries)
BP029 Budget Budget Preparation Ability to display two previous budget periods (four fiscal years) year actuals
BP030 Budget Budget Preparation Ability to display current year estimated to date
BP031 Budget Budget Preparation Ability to display current year actuals to date
BP032 Budget Budget Preparation Ability to display current year budget vs. actual (variances)
BP033 Budget Budget Preparation Ability for users to directly inquire by account on current and prior year actual activity during
budget entry i.e. drilldown on financial detail
BP034 Budget Budget Preparation Ability to import off-line developed budget information into the budget planning system.
BP035 Budget Budget Preparation Ability to generate budget schedules and report on budget data for various categories and
functions.
BP036 Budget Budget Preparation Ability to prepare base budgets from prior year actual expenditures.
BP037 Budget Budget Preparation Ability to plan transfers or change of positions between departments/funds for budget and
analytical purposes. (What if scenarios)
BP038 Budget Budget Preparation Ability to forecast at user-determined and prescribed intervals beyond current budget cycle.
BP039 Budget Budget Preparation Ability to track quantities of items for budgets and actuals (i.e., intending to purchase 20 items,
have bought 5 to-date)
BP040 Budget Budget Preparation Ability to set performance based budgets, using non-financial information (i.e., key performance
indicators or KPIs).
BP041 Budget Budget Preparation Ability to build a calendar of dates into the system for budget entry, to automate the opening
and closing (i.e., lock down) of the budget preparation time period.
BP042 Budget Budget Preparation Ability for users to have view-only access, by default, to the budget when it is locked-down.
BP043 Budget Budget Preparation Provide user-defined notes fields for individual accounts with privileges based on user roles and
audit trail.
BP044 Budget Budget Preparation Ability to develop overhead allocations.
Budget Position Budgeting Position Budgeting
BP045 Budget Position Budgeting Ability to perform Budget Prep global changes (Fringe Benefits, merit increases, inflation).
BP046 Budget Position Budgeting Ability to import position information if coming from an external payroll system.
BP047 Budget Position Budgeting Ability to develop budgets by position type and specific pay level as well as budgeting by
employee & actuals including relational benefits (full cost).
BP048 Budget Position Budgeting Ability to perform budget forecasting that incorporates planned salary and benefit adjustments
by either percentage, flat rate or other variable to salaries and/or benefits provided by position,
department, start and end date, or for other groups/all employees.
BP049 Budget Position Budgeting Ability to perform budget projections for salaries and benefits based on review date, bargaining
unit contract dates or other as of dates.
Budget Position Budgeting Ability to enter globally or provide calculation-only fields for:
BP050 Budget Position Budgeting # of pay periods for upcoming budget year
BP051 Budget Position Budgeting Medicare calculation based on wages
BP052 Budget Position Budgeting Retirement System calculation based on wages
BP053 Budget Position Budgeting Worker's Comp calculation based on the combination of wages and a fixed rate
BP054 Budget Position Budgeting Health insurance costs, including medical insurance, dental insurance, deductibles, co-
insurance, etc.
BP055 Budget Position Budgeting Scheduled merit increases and step increases
BP056 Budget Position Budgeting Scheduled cost-of-living-adjustment (COLA)
BP057 Budget Position Budgeting Other pay factors as identified by City
BP058 Budget Position Budgeting Ability to perform position budgeting that includes the calculation of benefits specific to the
type of position being budgeted. (i.e.. benefits for extra hire over 30 hours per week)
BP059 Budget Position Budgeting Ability to integrate the position budgeting functionality with the Payroll and HR modules
BP060 Budget Position Budgeting Ability to assist with managing new budget implications of live payroll changes (e.g. raises &
transfers) performed during the budget development cycle.
BP061 Budget Position Budgeting Ability to perform position budgeting for vacant positions without the need to assign employees
to these positions that includes both salary and fringe projections.
BP062 Budget Position Budgeting Ability to perform position budgeting for promotions without the need to assign employees to
these positions that includes both salary and fringe projections.
BP063 Budget Position Budgeting Ability to budget based on position type.
BP064 Budget Position Budgeting Ability to calculate current and forecast future salary and benefits for unapproved/requested
positions.
BP065 Budget Position Budgeting Ability to perform budget projections for salaries and fringes under different scenarios without
the need to use or impact data in the LIVE system (limiting access to the budget team).
BP066 Budget Position Budgeting Ability to budget for partial-year positions

BP067 Budget Position Budgeting Ability to budget for fixed term and limited term position
BP068 Budget Position Budgeting Ability of system to provide budget checking control for creation of new positions.
BP069 Budget Position Budgeting Ability for system to create visual organization chart (org chart) based on information within
position budgeting.
BP070 Budget Position Budgeting Ability to change the ‘global/master’ rates for any benefit that comes over from the live payroll
system. By specific group parameters, (i.e. Union Group).
BP071 Budget Position Budgeting Ability to adjust individual position benefit rates (e.g. all benefit rates should be entered into a
‘global/master’ area applied to all positions, but then the user has the ability to over-ride the
rate for a specific individual/position as necessary).
BP072 Budget Position Budgeting Ability to add benefits and associated rates (since sometimes new benefits are added for a new
fiscal year and thus wouldn’t have come over from the live payroll system). By specific group
parameters, (i.e. Union Group).
BP073 Budget Position Budgeting Ability for the system to calculate wage/step increases based on the individual’s review date and
existing step. The system should also allow user to establish a ‘rule’ whereby the maximum
number of steps is established (e.g. no step/wage increases beyond, say, 6 steps).
BP074 Budget Position Budgeting Ability to associate FTE (employee, temp, etc) with each position based on number of annual
hours.
BP075 Budget Position Budgeting Ability to show authorized FTE (employee, temp, etc) with the option to exclude individual
position/FTE (employee, temp, etc) from being budgeted. That is, the FTE (employee, temp, etc)
is still authorized and thus would show up in FTE (employee, temp, etc) reports, but the position
won’t actually be budgeted for (e.g. authorized/unbudgeted positions).
BP076 Budget Position Budgeting Ability to change the account splits for the individual/position (e.g. some individuals are billed to
multiple funds/departments and this option needs to be available for the budget and live payroll
systems).
BP077 Budget Position Budgeting Ability for all grade/step (job group) tables to ‘roll’ from the live payroll system into the budget
system with the ability to adjust existing grade/step tables and/or create new grade/step tables.
BP078 Budget Position Budgeting Ability to roll from the live payroll system to the budget payroll system all of the position files,
authorizations (by individual names/position), grade/step tables, ABT codes, Add pay codes, add
rate codes, benefit codes, tax code/rate tables, and workers comp codes. With the exception of
deduction codes which should not roll.
BP079 Budget Position Budgeting Provides employee demographic information, limited to employee name and birth date.
Budget Capital Budgeting Capital Budgeting

BP080 Budget Capital Budgeting Ability to integrate with "Fleet" or Fixed Asset module to assist with analyzing equipment
replacement (including replacement criteria).
BP081 Budget Capital Budgeting Ability to integrate with capital project system to assist with capital budget development.
BP082 Budget Capital Budgeting Ability to report on all expenditures by classification or type.
BP083 Budget Capital Budgeting Ability to manage a multi-year (e.g. six) CIP program.
BP084 Budget Capital Budgeting Ability to apply inflation factors to costs of CIP projects in years beyond the budget year.
BP085 Budget Capital Budgeting Ability to track budget, expense, and revenue by CIP project.
BP086 Budget Capital Budgeting Ability to track budget and expense of operations and maintenance associated with a CIP
project.
Budget Project / Grant Budgeting Project / Grant Budgeting
BP087 Budget Project / Grant Budgeting Ability to use project budgeting within or across funds as specified by the user.
BP088 Budget Project / Grant Budgeting Ability to track grant budgets to the level needed for annual reporting
Budget Budget Maintenance Budget Maintenance
BP089 Budget Budget Maintenance Ability to track changes that occur from one authorization point to another, who made the
change, and when the change was made, and why the change was made (i.e., comments), by
producing an audit trail.
BP090 Budget Budget Maintenance Ability to prevent or indicate out-of-balance conditions for budget requests with corrections to
actuals defined by the user.
BP091 Budget Budget Maintenance Ability to configure a workflow for entry of budget transfer requests with multi-level approval
functionality.
BP092 Budget Budget Maintenance Ability to enter budget amendments during the fiscal year (appropriations or revenue estimates)
that impact/adjust the General Ledger. Note, this is different than doing a 'revised' mid-fiscal
year budget, which would be done in a separate 'budget level' and would NOT impact the
general ledger.
BP093 Budget Budget Maintenance Ability to record and track multiple budget amendments requests during the year and inquire on
the adjustments after the fact.
BP094 Budget Budget Maintenance Ability to record and track multiple amendment types during the year and inquire on the
adjustments after the fact.
BP095 Budget Budget Maintenance Ability for workflow requests to notify users who need to be informed, but do not need to
approve (e.g., division supervisors).
Budget Budget Checking and Controls Budget Checking and Controls
BP096 Budget Budget Checking and Controls Ability to perform funds availability (budget vs. actual variance) checks at the project level
and/or account level.
BP097 Budget Budget Checking and Controls Ability to perform funds availability checking by account series
BP098 Budget Budget Checking and Controls Ability to perform funds availability checking by grant
BP099 Budget Budget Checking and Controls Ability to perform funds availability checking by user defined budget unit (i.e. program)
BP100 Budget Budget Checking and Controls Ability to view “available budget” during requisition/purchase order entry for any type of
purchase order, journal entry, or accounts payable invoice transaction, with budget
warnings/error messages at account and project levels.
BP101 Budget Budget Checking and Controls Ability to optionally configure budget control at the account level, in addition to the category
level.- i.e. controlling at fund, program, series or GL level (account level).
BP102 Budget Budget Checking and Controls Require balanced entries for budgeted transfers or interdepartmental allocations (category
level) as desired.
BP103 Budget Budget Checking and Controls Mandatory balancing feature between rev/exp so that it won’t let you key it and save
unbalanced entries
BP104 Budget Budget Checking and Controls Ability to prevent users from requesting budget transfers from other departments' budgets.
Budget Reporting Reporting

BP105 Budget Reporting Ability to run both pre-defined and user-defined budget reports based on 'budget level',
account number (multiple and nonsequentional), fund, department, and user comments.
BP106 Budget Reporting Ability to display reporting results to charts/graphs.

BP107 Budget Reporting Ability to compare budget/actuals to incremental averages (five year, ten year, etc.).
BP108 Budget Reporting Ability to display two previous fiscal year actuals along with current year budget, proposed (next
year's) budget and ability to select which 'budget levels' to include in the report.
BP109 Budget Reporting Ability to define date range of expenditures (not just paid to date through current date, i.e..
monthly expenditures, quarterly, etc.).
BP110 Budget Reporting A report that shows each employee’s salaries, benefits, and totals, for both extra hires and full
hires for one or both years of the biennium.
Budget Maintain annual budget totals for Ability to maintain the following annual budget totals for one and both years of the biennium:
one or both years of the biennium
BP111 Budget Maintain annual budget totals for Original and Adjusted Budget Amounts
BP112 Budget Maintain annual budget totals for City Manager proposed
BP113 Budget Maintain annual budget totals for Budget Committee approved
BP114 Budget Maintain annual budget totals for Council adopted

BP115 Budget Maintain annual budget totals for Ability to report on historic, current, future, and forecasted budget version or type.
BP116 Budget Maintain annual budget totals for Ability to include user comment fields in reporting output.
Functional Requirements Matrix - Capital Assets
Supports out of Supports Supports through Supports via Does Not Proposed
the box through customization or 3rd party Support Alternative
Capital Assets General Requirements General Requirements
CA001 Capital Assets General Requirements The system is compatible with GASB 34 and all related GASB requirements.
Capital Assets Track Capitalized/Non Capitalized System can track:
Items
CA002 Capital Assets Track Capitalized/Non Capitalized Ability to track Capitalized items
Items
CA003 Capital Assets Track Capitalized/Non Capitalized Ability to track non-capitalized items
Items
Capital Assets Tracks categories of assets System tracks the following categories of assets:
CA004 Capital Assets Tracks categories of assets Land
CA005 Capital Assets Tracks categories of assets Buildings
CA006 Capital Assets Tracks categories of assets Improvements
CA007 Capital Assets Tracks categories of assets Equipment
CA008 Capital Assets Tracks categories of assets Furniture & Fixtures
CA009 Capital Assets Tracks categories of assets Vehicles (light and heavy)
CA010 Capital Assets Tracks categories of assets Capitalized leases
CA011 Capital Assets Tracks categories of assets Infrastructure
CA012 Capital Assets Tracks categories of assets Conveyances
CA013 Capital Assets Tracks categories of assets Works of Art, Historical Treasures or Other Similar Assets
CA014 Capital Assets Tracks categories of assets Intangible Assets
CA015 Capital Assets Tracks categories of assets User defined categories (e.g. Construction in progress - CIP and Asset Impairment)
CA016 Capital Assets Tracks categories of assets Ability to break above asset categories into multiple subcategories.
CA017 Capital Assets Tracks categories of assets Ability to identify assets based on user-defined thresholds
CA018 Capital Assets Tracks categories of assets System tracks all types of acquisitions (purchases/donations/CIP/Impairment)
CA019 Capital Assets Tracks categories of assets System allows for upload of multiple assets at once
Capital Assets Activation Process Ability to assign asset numbers: (alpha/numeric field)
CA020 Capital Assets Activation Process Automatically
CA021 Capital Assets Activation Process Manually
Capital Assets Identifies potential Capital Assets System identifies potential Capital Assets from purchasing module by:
from purchasing module
CA022 Capital Assets Identifies potential Capital Assets Chart of accounts
CA023 Capital Assets Identifies potential Capital Assets Dollar amount
CA024 Capital Assets Identifies potential Capital Assets Commodity Codes
Capital Assets Identifies potential Capital Assets System identifies potential Capital Assets from A/P module by:
from A/P module
CA025 Capital Assets Identifies potential Capital Assets Chart of accounts
from A/P module
CA026 Capital Assets Identifies potential Capital Assets Dollar amount
from A/P module
CA027 Capital Assets Identifies potential Capital Assets System allows creation of asset without having to go through purchasing module or A/P module
from A/P module
CA028 Capital Assets Identifies potential Capital Assets Asset below capitalization dollar threshold
from A/P module
CA029 Capital Assets Identifies potential Capital Assets Ability to track assets with shared ownership (shared internally or with external organizations
from A/P module e.g. City, Transit Agency, etc.) and percentage (%) of asset owned
CA030 Capital Assets Identifies potential Capital Assets Ability to restrict the payment for an item until capital asset information is completed and a
from A/P module number has been assigned.
CA031 Capital Assets Identifies potential Capital Assets Ability to have multiple user defined fixed asset capitalization thresholds (e.g.. Technology
from A/P module threshold is different from construction which is different from fleet)
CA032 Capital Assets Identifies potential Capital Assets Ability to automatically assign and track asset identification, or "tag" numbers in a capital asset
from A/P module master file. Manually entered tag numbers can also be accommodated, assuming there is
system default for duplicate error checking.
CA033 Capital Assets Identifies potential Capital Assets Ability to establish a capital asset in progress to accumulate capital project costs before being
from A/P module capitalized and placed into service.
CA034 Capital Assets Identifies potential Capital Assets Ability for the user to define the activation date for an asset that may be based on date
from A/P module purchased, date received, or date completed.
CA035 Capital Assets Identifies potential Capital Assets Ability to aggregate a series of AP purchases into a single capital asset – building a skeleton.
from A/P module
Capital Assets Determine the total cost of an asset Ability to include the following items in determining the total cost of an asset:
CA036 Capital Assets Determine the total cost of an asset Original cost
CA037 Capital Assets Determine the total cost of an asset Donation value (assessed fair market value at receipt of donation)
CA038 Capital Assets Determine the total cost of an asset Additional costs
CA039 Capital Assets Determine the total cost of an asset Ability to transfer assets at completion of construction. (Construction in progress --> specific
asset)
CA040 Capital Assets Determine the total cost of an asset Ability to transfer assets between departments (vehicles being sold and transferred between
departments)
CA041 Capital Assets Determine the total cost of an asset Ability to track non-depreciable assets in the fixed asset module.
CA042 Capital Assets Determine the total cost of an asset If an asset is a replacement of another asset, old asset can be identified and flagged for disposal.
CA043 Capital Assets Determine the total cost of an asset Ability to notify users, via pop-ups, exception reports, and/or other means, if a purchase less
than the capitalization threshold is posted to a fixed asset account.
Capital Assets Asset Master File Asset Master File
CA044 Capital Assets Asset Master File Ability to assign asset number ranges by department
CA045 Capital Assets Asset Master File Ability to generate tag numbers, have external tag numbers assigned or not have tag numbers.
CA046 Capital Assets Asset Master File Ability to restrict the reuse of tag numbers.
CA047 Capital Assets Asset Master File Ability to accommodate parent/child relationships between related assets and inventory, such
as a master unit with one or more accessories.
CA048 Capital Assets Asset Master File Ability to reassign parent/child relationships.
CA049 Capital Assets Asset Master File Ability to accommodate free-form descriptive text to further describe equipment, land, or
buildings.
CA050 Capital Assets Asset Master File Descriptive text is electronically associated with the master file.
Capital Assets Identify grant funded assets Ability to identify grant funded assets:
CA051 Capital Assets Identify grant funded assets By identifying more than one grant associated with an asset
CA052 Capital Assets Identify grant funded assets By identifying the percentage split, or capitalization breakout (to each grant) for each asset
CA053 Capital Assets Identify grant funded assets Ability to track the funding source for grant funded assets.
CA054 Capital Assets Identify grant funded assets Ability to identify financing / leasing information for lease assets.
CA055 Capital Assets Identify grant funded assets Ability to attach memos, word documents, pictures, etc. to asset file.
CA056 Capital Assets Identify grant funded assets Ability to identify capital outlay by user identified field
Capital Assets Key data elements for an asset Ability to assign, track (i.e., search on), and maintain the following key data elements for an
asset:
CA057 Capital Assets Key data elements for an asset Asset number
CA058 Capital Assets Key data elements for an asset Tag number
CA059 Capital Assets Key data elements for an asset Fund numbers
CA060 Capital Assets Key data elements for an asset Department numbers
CA061 Capital Assets Key data elements for an asset Original Funding Source - Funds
CA062 Capital Assets Key data elements for an asset Original Funding Source - Departments
CA063 Capital Assets Key data elements for an asset Location Code
CA064 Capital Assets Key data elements for an asset Estimated useful life (Need estimated life in months and remaining life in months )
CA065 Capital Assets Key data elements for an asset Asset Acquisition Cost (999,999,999.99)
CA066 Capital Assets Key data elements for an asset Serial number
CA067 Capital Assets Key data elements for an asset Vendor number
CA068 Capital Assets Key data elements for an asset Purchase Order Number
CA069 Capital Assets Key data elements for an asset Vendor name
CA070 Capital Assets Key data elements for an asset General description
CA071 Capital Assets Key data elements for an asset Date acquired
CA072 Capital Assets Key data elements for an asset In-Service Date
CA073 Capital Assets Key data elements for an asset Acquisition method (i.e. Purchase, Contribution, Construction, etc.)
CA074 Capital Assets Key data elements for an asset Chart of Account distribution: asset account, depreciation account, gain/loss account, and
accumulated depreciation account
CA075 Capital Assets Key data elements for an asset Asset condition (working, impaired, damaged, etc.)
CA076 Capital Assets Key data elements for an asset Asset status (i.e. inactive)
CA077 Capital Assets Key data elements for an asset Asset type
CA078 Capital Assets Key data elements for an asset Asset Class
CA079 Capital Assets Key data elements for an asset Asset classification (further breakdown of asset class)
CA080 Capital Assets Key data elements for an asset Depreciation convention
CA081 Capital Assets Key data elements for an asset Accumulated depreciation
CA082 Capital Assets Key data elements for an asset Current fiscal year depreciation (needs to be broken down by Monthly/Year to Date/Life to
Date)
CA083 Capital Assets Key data elements for an asset Disposal reason
CA084 Capital Assets Key data elements for an asset Disposal limitations (grant prohibits sale or sale proceeds to go to funding agency)
CA085 Capital Assets Key data elements for an asset Disposal method
CA086 Capital Assets Key data elements for an asset Disposal date
CA087 Capital Assets Key data elements for an asset Net Book Value
CA088 Capital Assets Key data elements for an asset Trade in Value
CA089 Capital Assets Key data elements for an asset Size
CA090 Capital Assets Key data elements for an asset Model Number
CA091 Capital Assets Key data elements for an asset Model Name
CA092 Capital Assets Key data elements for an asset Model Year
CA093 Capital Assets Key data elements for an asset User defined fields
CA094 Capital Assets Key data elements for an asset Linkage to other assets
CA095 Capital Assets Key data elements for an asset Federal Funding indicator
CA096 Capital Assets Key data elements for an asset Quantity/Linear feet
CA097 Capital Assets Key data elements for an asset Responsible department or individual
CA098 Capital Assets Key data elements for an asset To Depreciate (y/n)
CA099 Capital Assets Key data elements for an asset Replacement Cost
CA100 Capital Assets Key data elements for an asset Sale price
CA101 Capital Assets Key data elements for an asset Emergency Project Management asset flag
CA102 Capital Assets Key data elements for an asset Risk Management specific data fields (e.g., insurance replacement value)
CA103 Capital Assets Key data elements for an asset Comment field
CA104 Capital Assets Key data elements for an asset Ability to add or change data fields to meet changing requirements.
CA105 Capital Assets Key data elements for an asset Ability to retain fully depreciated assets in the capital asset master file for inventory control
purposes prior to disposition.
CA106 Capital Assets Key data elements for an asset Ability to default various asset accounts during asset set-up based on asset class and type.
CA107 Capital Assets Key data elements for an asset Ability to copy an asset record when recording like assets (Multiple vehicle purchases)
Capital Assets Asset Management Asset Management (Adds, Adjustments, Retirements, Transfers)
CA108 Capital Assets Asset Management Ability for departments to retire, transfer or request disposition of assets through system
workflow (access limitations)
CA109 Capital Assets Asset Management Ability for departments to transfer asset between funds through system workflow.
Capital Assets Asset mass change Ability to perform a "mass change" of ownership for the following fields:
CA110 Capital Assets Asset mass change Fund
CA111 Capital Assets Asset mass change Department
CA112 Capital Assets Asset mass change Location
CA113 Capital Assets Asset mass change Asset class
CA114 Capital Assets Asset mass change Ability to capitalize items in aggregate (as a group)
CA115 Capital Assets Asset mass change Ability to search on asset description, and includes "begins with," and "contains," functionality
and create a list for similar items.
CA116 Capital Assets Asset mass change Ability to refine search results by asset description by types, funds, etc.
CA117 Capital Assets Asset mass change Ability to have a complete audit trail of fixed asset activity.
CA118 Capital Assets Asset mass change Ability to transfer assets between departments, locations and funds, accommodating inter-fund
and inter-dept. transfers, duplicating all identifying data from original record.
CA119 Capital Assets Asset mass change Ability to automatically track gain or loss on a sale of asset and determine value of acquired
asset (trade-in)
CA120 Capital Assets Asset mass change Ability to track improvements on an existing asset.
CA121 Capital Assets Asset mass change Ability to perform a partial disposition / retirement, for example bundled assets
CA122 Capital Assets Asset mass change Ability to make disposals effective as soon as the disposal information is entered versus waiting
until the end of the year and specification of retirement date.
CA123 Capital Assets Asset mass change Ability to calculate change in fair market value of donated assets and automatically generate a
journal entry to record annual loss or gain.
CA124 Capital Assets Asset mass change Ability to reinstate disposed asset if found (stolen or lost) with appropriate accounting
workflow.
CA125 Capital Assets Asset mass change Ability to make manual adjustments to assets for additions, disposals, transfers, adjustments
(i.e.. Impairments/obsolescence, write-offs, partial retirements, etc.) and depreciation.
Capital Assets Asset Inventory Asset Inventory

CA126 Capital Assets Asset Inventory Ability to support bar-coded asset tags and portable barcode readers for performing physical
inventories.
CA127 Capital Assets Asset Inventory Ability to print bar-coded tags or labels for fixed asset identification.
CA128 Capital Assets Asset Inventory Ability to utilize RFID for asset tracking
CA129 Capital Assets Asset Inventory Ability to track and report (detailed information such as component detail, serial numbers,
technical specifications, etc.) low value assets and capital asset levels at different locations and
segments.
CA130 Capital Assets Asset Inventory Ability to print inventory reports of assets by data elements
CA131 Capital Assets Asset Inventory Ability to maintain and track non-owned assets.
CA132 Capital Assets Asset Inventory Ability to maintain and track leased equipment.
Capital Assets Asset Depreciation Asset Depreciation
CA133 Capital Assets Asset Depreciation Ability to depreciate capital assets and allocate depreciation to those programs that use the
assets.
CA134 Capital Assets Asset Depreciation Ability to reclassify assets from one type to another and effectively manage the new
depreciation amount.
CA135 Capital Assets Asset Depreciation Ability to set-up a depreciation based on useful life for each asset class or subclass
CA136 Capital Assets Asset Depreciation Ability to support multiple depreciation schedules / per asset type
CA137 Capital Assets Asset Depreciation Ability to associate multiple capital accounts and multiple related depreciation expense
accounts with an asset, and assign a percentage split between each.
CA138 Capital Assets Asset Depreciation Ability to idle assets (suspend or modify depreciation on impaired assets).
CA139 Capital Assets Asset Depreciation Ability to run depreciation on monthly or annual basis and generate accounting entries
Capital Assets Special Situations Special Situations

CA140 Capital Assets Special Situations Ability to track asset / equipment items that the City does not hold title to (i.e.: computer
equipment, non-licensed vehicles or grant funded assets owned by the grantor) per department
/ division.
CA141 Capital Assets Special Situations Ability to allow change in asset values or asset life - with the appropriate accounting entries
generated
Capital Assets Interface / Integration Interface / Integration
CA142 Capital Assets Interface / Integration Ability for the Fixed Asset module to integrate with the Accounts Payable and procurement
modules. Information on newly obtained Capital Assets is reported for verification, then
automatically transferred from the A/P module into the Capital Assets master file system.
Ability to make corrections by the asset accountant
CA143 Capital Assets Interface / Integration Ability to integrate to Cash Receipting for Capital Asset disposals.
Capital Assets Create Project Based Assets Ability to create Project Based Assets, that:
CA144 Capital Assets Create Project Based Assets Interface with the Project Accounting system to capture project costs for application of
overhead costs
CA145 Capital Assets Create Project Based Assets Allow a project to be associated with multiple assets
CA146 Capital Assets Create Project Based Assets Allow an asset to be associated with multiple projects
CA147 Capital Assets Create Project Based Assets Ability to code transactions as CIP (Construction In Progress) and ability to transfer to
depreciable asset once project is complete.
Capital Assets Reporting Reporting
CA148 Capital Assets Reporting Ability for all fixed asset reporting to be run based on multiple data fields and "as of" date and a
"date range", to recreate a summary and detail level information 'as of' a point in time that may
be in a prior accounting period.
CA149 Capital Assets Reporting Ability to run depreciation reports based on a user defined date range (daily, monthly, annually,
etc.)
CA150 Capital Assets Reporting Ability to print a Capital Asset Expenditure Report which includes daily reporting from AP to
show those assets that were coded towards capital accounts
CA151 Capital Assets Reporting Ability to print reports to support taking of physical inventory by department and location.
CA152 Capital Assets Reporting Ability to create a report listed by any data element.
CA153 Capital Assets Reporting Ability to create a report from the asset master file by any data element. With an additional
ability to sort the data by various types and combinations. i.e.. vehicle listing for active and fully
depreciated assets, then sort by fund and department or sort by fund and acquisition method.
CA154 Capital Assets Reporting Ability to generate a report that can sort and print by data elements such as a combined
Fund/Asset Type or Type/Department report used for audit
CA155 Capital Assets Reporting Ability to generate capital assets monthly file maintenance that shows all activity to the asset
master file during the month.
CA156 Capital Assets Reporting Ability to run historical data comparison reports for any of the fixed asset reports
aforementioned
Functional Requirements Matrix - Cash Receipts
Supports out of Supports through Supports through Supports via Does Not Proposed
the box advanced customization or 3rd party Support Alternative
configuration development (explain)
Req # Functional Area Category Application Requirements (explain) Vendor Comments
Cash Receipts Daily Processing Ability to accept multiple payment types including:
CR001 Cash Receipts Daily Processing Cash
CR002 Cash Receipts Daily Processing Checks/money orders/cashier's checks
CR003 Cash Receipts Daily Processing Credit cards
CR004 Cash Receipts Daily Processing Debit cards
CR005 Cash Receipts Daily Processing Automated Clearing House (ACH) payments
CR006 Cash Receipts Daily Processing Electronic Funds Transfer (EFT) payments
CR007 Cash Receipts Daily Processing Near Field Communication (NFC - chip credit card technology)
CR008 Cash Receipts Daily Processing PayPal, Google Wallet, etc.
CR009 Cash Receipts Daily Processing Online payments through 3rd party gateway (Electronic Transaction Receipting,
including credit cards, debit/visa cards, EFT)
CR010 Cash Receipts Daily Processing Ability to upload/import payment file(s) for ANY/ALL types of electronic or bank
payments/systems
CR011 Cash Receipts Daily Processing Ability to configure and process workflows for approvals, review, and modification.
CR012 Cash Receipts Daily Processing Ability to maintain a complete audit trail for all transactions.
CR013 Cash Receipts Daily Processing Ability for transactions to be posted real-time, in order for information to show on the account
immediately after posting the transaction.
Cash Receipts Payment and Receipt Processing Payment and Receipt Processing
CR014 Cash Receipts Payment and Receipt Processing Warn users when applying payment to zero balance account
CR015 Cash Receipts Payment and Receipt Processing Ability to connect credit card machines to system for processing payments.
CR016 Cash Receipts Payment and Receipt Processing Ability to provide cash drawer functions.
CR017 Cash Receipts Payment and Receipt Processing Ability to provide multiple drawer functionality.
CR018 Cash Receipts Payment and Receipt Processing Ability to accept over-the-counter payments and generate appropriate credit.
CR019 Cash Receipts Payment and Receipt Processing Ability to easily access a menu of receivable/charge code types when accepting payments over-
the-counter.
CR020 Cash Receipts Payment and Receipt Processing Ability to select the type of cash receipt or bill, then have the screen provide the appropriate
field to populate.
CR021 Cash Receipts Payment and Receipt Processing Ability to assign codes to particular projects and grants.
CR022 Cash Receipts Payment and Receipt Processing Ability to filter the list of AR and codes when processing a payment based on the user's
authority.
CR023 Cash Receipts Payment and Receipt Processing Ability to restrict payment to cash only as directed by item alerts.
CR024 Cash Receipts Payment and Receipt Processing Ability to calculate the amount of change due back from amount tendered.
CR025 Cash Receipts Payment and Receipt Processing Ability to identify, code and process transaction fees
CR026 Cash Receipts Payment and Receipt Processing Ability to void all or part of a transaction independent of batch status.
CR027 Cash Receipts Payment and Receipt Processing Ability to automatically void a transaction if the payment form is declined (e.g., for credit card
transactions)
CR028 Cash Receipts Payment and Receipt Processing Ability to indicate which voids result in the printing of a receipt
CR029 Cash Receipts Payment and Receipt Processing Ability to interface with electronic deposit software for check processing.
CR030 Cash Receipts Payment and Receipt Processing Ability to customize error messages.
CR031 Cash Receipts Payment and Receipt Processing Ability to view all customer information on a single screen, with drill-down capabilities as
necessary (i.e., a dashboard)
CR032 Cash Receipts Payment and Receipt Processing Ability to define batch payment creation (electronic checks, over the counter, mail, etc.).
Cash Receipts Payment and Receipt Processing Ability to assign priority to payment by date/type
CR033 Cash Receipts Payment and Receipt Processing Ability to have multiple batches open and to change the batch type if the wrong type was
selected for a transaction, in order for totals per batch to be accurate for reconciling.
Cash Receipts Information on external receipts for Ability to include the following information on external receipts for individual transactions:
individual transactions
CR034 Cash Receipts Information on external receipts for Name of payment entry staff
CR035 Cash Receipts Information on external receipts for Customer Name with separate fields for First Name, Middle Initial and Last Names
CR036 Cash Receipts Information on external receipts for Payer Name
CR037 Cash Receipts Information on external receipts for A/R Account number
CR038 Cash Receipts Information on external receipts for G/L Account coding
CR039 Cash Receipts Information on external receipts for Description for the transaction
CR040 Cash Receipts Information on external receipts for Amount
CR041 Cash Receipts Information on external receipts for Account Balance
CR042 Cash Receipts Information on external receipts for Check number (if payment by check)
CR043 Cash Receipts Information on external receipts for Credit Card Type (Visa, MasterCard and Discover, etc.) and last 4 digits
CR044 Cash Receipts Information on external receipts for Effective Date
CR045 Cash Receipts Information on external receipts for Customer ID
CR046 Cash Receipts Information on external receipts for Location ID (dept/division)
CR047 Cash Receipts Information on external receipts for Ability to process the City's internal payments (i.e., credit memos) without actually entering a
individual transactions payment while not affecting the deposit and updating the correct ERP module (i.e. permits,
utility billing, misc. billing, etc.)
CR048 Cash Receipts Information on external receipts for Option to suppress printing or select individual printing
CR049 Cash Receipts Information on external receipts for Ability to print predefined configurable comments and messages on the receipt.
Cash Receipts Track and search system (internal) Ability to track and search system (internal) records by:
records
CR050 Cash Receipts Track and search system (internal) Amount
records
CR051 Cash Receipts Track and search system (internal) Bank Account
records
CR052 Cash Receipts Track and search system (internal) Batch Number
records
CR053 Cash Receipts Track and search system (internal) Check number (if payment by check)
records
CR054 Cash Receipts Track and search system (internal) Clerk ID/Name
records
CR055 Cash Receipts Track and search system (internal) Credit Card Type (i.e. Visa, MasterCard, Discover, etc.)
records
CR056 Cash Receipts Track and search system (internal) Customer Name with separate fields for First Name, Middle Initial and Last Names
records
CR057 Cash Receipts Track and search system (internal) Payer Name
records
CR058 Cash Receipts Track and search system (internal) Customer ID
records
CR059 Cash Receipts Track and search system (internal) Customer/Type
records
CR060 Cash Receipts Track and search system (internal) A/R Account number
records
CR061 Cash Receipts Track and search system (internal) Account Balance
records
CR062 Cash Receipts Track and search system (internal) Day of Month
records
CR063 Cash Receipts Track and search system (internal) Day of Week/Business Day
records
CR064 Cash Receipts Track and search system (internal) Date (or date range) of transaction
records
CR065 Cash Receipts Track and search system (internal) Entry Date
records
CR066 Cash Receipts Track and search system (internal) GL Account Receipted
records
CR067 Cash Receipts Track and search system (internal) Key Code / CR Type
records
CR068 Cash Receipts Track and search system (internal) Location ID (dept/division)
records
CR069 Cash Receipts Track and search system (internal) Receipt Number/Document Number
records
CR070 Cash Receipts Track and search system (internal) Terminal
records
CR071 Cash Receipts Track and search system (internal) Time of Day
records
CR072 Cash Receipts Track and search system (internal) Type of Bill
records
CR073 Cash Receipts Track and search system (internal) Type of Payment
records
CR074 Cash Receipts Track and search system (internal) Description for the receipt
records
CR075 Cash Receipts Track and search system (internal) Next Payment Due Date
records
CR076 Cash Receipts Track and search system (internal) Customer Phone Number
records
CR077 Cash Receipts Track and search system (internal) Customer Email Address
records
CR078 Cash Receipts Track and search system (internal) Ability to see the full account description when processing a receipt.
records
CR079 Cash Receipts Track and search system (internal) Ability to have a multiple number of detail lines per receipt
records
CR080 Cash Receipts Track and search system (internal) Ability to specify the order in which receipts are processed against outstanding receivables with
records the option of overriding the order. This would include outstanding receivables across all
modules.
CR081 Cash Receipts Track and search system (internal) Ability to designate whether a transaction was post-marked on-time to remove potential
records interest that may be applied to the bill associated with that payment (e.g., use of effective
dates).
CR082 Cash Receipts Track and search system (internal) Ability to assign each transaction a unique receipt number which is auto-generated by the
records system.
CR083 Cash Receipts Track and search system (internal) Ability for the receipt numbering system to automatically reset itself based on the City's defined
records number of digits per receipt.
CR084 Cash Receipts Track and search system (internal) Ability to have receipt number ranges or receipt number format “masks”
records
CR085 Cash Receipts Track and search system (internal) Ability to add comments to receipts (external) until the time they are printed and posted.
records
CR086 Cash Receipts Track and search system (internal) Ability to change the payment type (cash, check, credit card, etc.) without voiding a receipt with
records proper authorization
CR087 Cash Receipts Track and search system (internal) Ability to use Optical Character Recognition (OCR) or laser bar code readers for scanning
records receipted bills.
CR088 Cash Receipts Track and search system (internal) Ability to pay multiple bills with a single payment w/ description
records
CR089 Cash Receipts Track and search system (internal) Ability to print account number and transaction number on checks receipted
records
CR090 Cash Receipts Track and search system (internal) Ability to print amount receipted on checks
records
CR091 Cash Receipts Track and search system (internal) Ability to accept full or partial payments and payments without prior bill. Accepts deposits,
records bonds, etc.
CR092 Cash Receipts Track and search system (internal) Ability to enter comments (to be used internally) at time of receipt and after transaction is
records posted.
CR093 Cash Receipts Track and search system (internal) Ability to define multiple payment types (i.e., EFT, money order) on the same transaction.
records
CR094 Cash Receipts Track and search system (internal) Ability to reprint duplicate receipts.
records
CR095 Cash Receipts Track and search system (internal) Ability to provide pre-coded templates for ease of input.
records
CR096 Cash Receipts Track and search system (internal) Ability to lock pre-coded templates to prevent changes by other users.
records
CR097 Cash Receipts Track and search system (internal) Ability to save & copy pre-coded templates with a new name when changes are made.
records
CR098 Cash Receipts Track and search system (internal) Ability to query lists of all pre-coded transaction templates
records
CR099 Cash Receipts Track and search system (internal) Ability to automatically retrieve account information including amount owed from scanned bills.
records User only has to "key in" amount paid, if different from amount owed.
CR100 Cash Receipts Track and search system (internal) Ability to prompt user at time of entry/scan that the account being receipted to has had a
records history of bad checks/credit card chargeback's based on user defined rules.
CR101 Cash Receipts Track and search system (internal) Ability to enter in a cash receipt that does not have pre-defined codes where the clerk will have
records to enter in the GL account(s) manually.
CR102 Cash Receipts Track and search system (internal) Ability to split charge codes to multiple GL accounts based on a percentage (e.g., 70/30) or a flat
records amount, with flexibility to change the breakout as needed.
CR103 Cash Receipts Track and search system (internal) Ability to store effective dates for changes to charge codes, in the event that payments need to
records be applied to periods before or after the effective date.
CR104 Cash Receipts Track and search system (internal) Ability to break out sales tax payment based on cash receipt code
records
CR105 Cash Receipts Track and search system (internal) Ability to select from standard reason codes when canceling any payment.
records
CR106 Cash Receipts Track and search system (internal) Ability to apply payments in current year for a future year license/services/fees and
records automatically post to deferred revenue
CR107 Cash Receipts Track and search system (internal) Ability to process multiple accounts with one payment source
records
Cash Receipts Deposits Deposits
CR108 Cash Receipts Deposits Ability to track and maintain any customer payments towards an account(s) / retainers where
customer pre-pays (e.g., deposits, escrows, pre-pays) and as transactions occur/services
provided, the balance is adjusted down.
CR109 Cash Receipts Deposits Ability to perform after-the-fact adjustments to deposits w/approvals.
Cash Receipts Credit Card Processing Credit Card Processing
CR110 Cash Receipts Credit Card Processing Ability to provide a credit card solution that will interface with the third-party gateway and
payment processor.
CR111 Cash Receipts Credit Card Processing Solution conforms to Payment Card Industry (PCI) standards and has received PCI-DSS
certification.
CR112 Cash Receipts Credit Card Processing Ability to generate credit card authorizations.
CR113 Cash Receipts Credit Card Processing Ability to print credit card receipts with authorization number.
CR114 Cash Receipts Credit Card Processing Ability to support credit card refunds, including partial refunds.
CR115 Cash Receipts Credit Card Processing Ability to access customer information after a transaction is completed.
CR116 Cash Receipts Credit Card Processing Ability to support separate Merchant ID for each physical location for accepting credit cards.
CR117 Cash Receipts Credit Card Processing Ability to charge a convenience fee, configurable per module and/or per charge
Cash Receipts Closing, Balancing and Depositing Closing, Balancing and Depositing
CR118 Cash Receipts Closing, Balancing and Depositing Ability to close registers at the end of the day to a holding area until they are later approved and
posted. Summary information is posted to the G/L with drill down capabilities and the detail
receipt information posted to the individual modules.
CR119 Cash Receipts Closing, Balancing and Depositing Ability to distinguish among tender types (e.g., cash, check or credit card payment) and to
provide separate totals at days end to assist in balancing the drawer.
CR120 Cash Receipts Closing, Balancing and Depositing If a cashier is over or short when balancing, ability to submit a workflow with details to a
manager for approval
CR121 Cash Receipts Closing, Balancing and Depositing Ability to summarize and post daily cash receipts by validated General Ledger account.
CR122 Cash Receipts Closing, Balancing and Depositing Ability to settle batches individually, by multiple batches, or by selection versus all open
batches.
CR123 Cash Receipts Closing, Balancing and Depositing Ability to edit and correct transaction errors prior to posting with proper authorization and print
once completed.
CR124 Cash Receipts Closing, Balancing and Depositing Ability to prohibit posted transactions and receipts from being edited.
CR125 Cash Receipts Closing, Balancing and Depositing Ability to work with specific user's open batches based on user authority to balance/close batch.
CR126 Cash Receipts Closing, Balancing and Depositing Ability to allow/require cashiers to enter cash, check, and other balances at the end of the day,
for a "blind" check in which the system indicates whether the totals agree with the amount
expected to be on hand.
CR127 Cash Receipts Closing, Balancing and Depositing Ability to provide end-of-day check list by user detailing each check included in a deposit.
CR128 Cash Receipts Closing, Balancing and Depositing Ability to process NSF checks as a reversal to the original revenue posting.
Cash Receipts Interfaces and Integration Interfaces and Integration

CR129 Cash Receipts Interfaces and Integration Ability to manage overpayments and store a credit balance in the appropriate account/customer
record.
CR130 Cash Receipts Interfaces and Integration Ability to establish and use validations from the G/L chart of accounts.
CR131 Cash Receipts Interfaces and Integration System integrates with an integrated voice response (IVR) system to allow payments via phone.
CR132 Cash Receipts Interfaces and Integration Ability to print an exception report in cash receipts for any payments that do not match the
balance due in the other appropriate modules (Utility Billing, Misc. Billing, Permits, etc.) or if
there are duplicate payments.
CR133 Cash Receipts Interfaces and Integration Ability to restrict user access and set parameters based on users needs.
CR134 Cash Receipts Interfaces and Integration Ability to create/maintain specific codes used for recording payments, Payment Types, Tender
Types, Reason Codes, etc..
CR135 Cash Receipts Interfaces and Integration Ability to work with lock box processes and batch uploads.
CR136 Cash Receipts Interfaces and Integration Ability to transmit electronic receipts to customer if email address is present on account. (add to
payment and receipt processing)
CR137 Cash Receipts Interfaces and Integration Ability to print receipts from customer portal.
CR138 Cash Receipts Interfaces and Integration Other/Miscellaneous (Journal Entries, Interfaces, Court, Loan Payments).
CR139 Cash Receipts Interfaces and Integration Ability to integrate with the Budget module for annual budget purposes.
CR140 Cash Receipts Interfaces and Integration Integration with third party payment processors where payments are accepted outside the
financial system (such as parking station machines, Library kiosks, etc.) so that transactional data
associated with payments is easily uploaded to the C/R system.
Cash Receipts Reporting Reporting

CR141 Cash Receipts Reporting Ability to create exception reports.
CR142 Cash Receipts Reporting Ability to create a User/P.O.S. Terminal Productivity Report, showing number of transactions
processed per day, by operator, by P.O.S. terminal, and by transaction type. Shows average
time to process a transaction.
CR143 Cash Receipts Reporting Ability to wildcard (*) search or report on any field captured by the system.
CR144 Cash Receipts Reporting Ability to create and save report variants.
CR145 Cash Receipts Reporting Ability to report based on user defined period-to-date; summary or detail.
CR146 Cash Receipts Reporting Ability to export reports to Excel or other common third party software.
CR147 Cash Receipts Reporting Automatic balancing of all tender types in one function rather than separate batches and
manual balancing.
CR148 Cash Receipts Reporting Ability to create reports based on type codes, types of payments
CR149 Cash Receipts Reporting Ability to create cash distribution reports by designating application ie.AR
CR150 Cash Receipts Reporting Ability to reprint batch settlement reports for online payments processing
CR151 Cash Receipts Reporting Ability to create reports for all payments with the ability to identify the operator, batch ID, Date,
Receipt number, tender with additional selection available
Functional Requirements Matrix - Contract & Bid Management
Supports out Supports Supports through Supports via 3rd Does Not Proposed
of the box through customization or party Support Alternative
Contract/Bid Mgmt Bid/Quote Management Ability to automatically generate multiple boiler plate solicitation and contract ?? document
templates and have the ability to integrate Terms and Conditions, Special Provisions, General
Provisions/ Conditions, Scope of Work or Specification for:
CB001 Contract/Bid Mgmt Bid/Quote Management Equipment
CB002 Contract/Bid Mgmt Bid/Quote Management Agreements (contracts & intergovernmental)
CB003 Contract/Bid Mgmt Bid/Quote Management Professional Services
CB004 Contract/Bid Mgmt Bid/Quote Management Projects
CB005 Contract/Bid Mgmt Bid/Quote Management Construction
CB006 Contract/Bid Mgmt Automatically generate multiple Commodity/Goods
boiler plate solicitation and contract
document templates
CB007 Contract/Bid Mgmt Automatically generate multiple Trade Services
document templates
CB008 Contract/Bid Mgmt Automatically generate multiple Vehicles
document templates
CB009 Contract/Bid Mgmt Automatically generate multiple Professional Services
document templates
CB010 Contract/Bid Mgmt Automatically generate multiple Construction
document templates
CB011 Contract/Bid Mgmt Automatically generate multiple Verbal Quotes
document templates
CB012 Contract/Bid Mgmt Automatically generate multiple request for qualification
document templates
CB013 Contract/Bid Mgmt Automatically generate multiple RFI request for information
document templates
CB014 Contract/Bid Mgmt Automatically generate multiple Request for bid/Request for Quote
document templates
CB015 Contract/Bid Mgmt Automatically generate multiple RFP/request for proposals
document templates
CB016 Contract/Bid Mgmt Automatically generate multiple Q&A and Addenda
document templates
CB017 Contract/Bid Mgmt Automatically generate multiple Ability to pull up prior bid/proposal documents by various user defined criteria such as
boiler plate solicitation and contract commodity codes and copy information to new solicitation
document templates
CB018 Contract/Bid Mgmt Automatically generate multiple Ability to convert awarded bid/proposal to PO or approved contract
document templates
CB019 Contract/Bid Mgmt Automatically generate multiple Ability to maintain a list of all vendors who respond to solicitations and a list of all vendors who
boiler plate solicitation and contract received a solicitation
document templates
CB020 Contract/Bid Mgmt Automatically generate multiple Ability to automate selection and notification of vendors for bids/proposals by commodity codes.
document templates
CB021 Contract/Bid Mgmt Automatically generate multiple System can accommodate bid exempt purchases, i.e. state contracts or "piggybacking" on other
boiler plate solicitation and contract governmental agency competitive contract awards.
document templates
CB022 Contract/Bid Mgmt Automatically generate multiple System can accommodate bid exempt purchases i.e. single or sole source and special
boiler plate solicitation and contract procurements
document templates
CB023 Contract/Bid Mgmt Automatically generate multiple Ability to access solicitations online by Invitation for Bid (IFB), Request for Proposal (RFP) number
boiler plate solicitation and contract and provide features to control what is made available online and specify duration
document templates
CB024 Contract/Bid Mgmt Automatically generate multiple Ability to add a link for plans and specifications stored in one or more online plan rooms
document templates
CB025 Contract/Bid Mgmt Automatically generate multiple Ability to use remote access to inquire and obtain copies of solicitations.
document templates
CB026 Contract/Bid Mgmt Automatically generate multiple Ability to complete vendor/supplier registration on-line.
document templates
CB027 Contract/Bid Mgmt Automatically generate multiple Ability to obtain/publish bid results online.
document templates
CB028 Contract/Bid Mgmt Automatically generate multiple Ability for departmental users to view bid information.
document templates
CB029 Contract/Bid Mgmt Automatically generate multiple Ability to create and publish back-up documentation such as bid analysis sheets, award notices,
boiler plate solicitation and contract etc.
document templates
CB030 Contract/Bid Mgmt Automatically generate multiple Ability to use importing feature to assist in compiling bid/specification documents.
document templates
CB031 Contract/Bid Mgmt Automatically generate multiple Ability to view and maintain a bidder list and plan holder list showing names, addresses, contact,
boiler plate solicitation and contract and commodity codes.
document templates
CB032 Contract/Bid Mgmt Automatically generate multiple Notice of surplus goods
document templates
CB033 Contract/Bid Mgmt Automatically generate multiple Ability to produce bid closeout file that captures all project documents, searchable and
boiler plate solicitation and contract retrievable and add/remove files from the closeout file
document templates
Contract/Bid Mgmt Assign status: Automatically or Ability to automatically and/or manually assign status, including:
manually
CB034 Contract/Bid Mgmt Assign status: Automatically or Bid Document In-Process
manually
CB035 Contract/Bid Mgmt Assign status: Automatically or Bid Sent
manually
CB036 Contract/Bid Mgmt Assign status: Automatically or Bid Evaluated
manually
CB037 Contract/Bid Mgmt Assign status: Automatically or Bid Ready for Approval
manually
CB038 Contract/Bid Mgmt Assign status: Automatically or Bid Approved
manually
CB039 Contract/Bid Mgmt Assign status: Automatically or Bid Ready to Open
manually
CB040 Contract/Bid Mgmt Assign status: Automatically or Bid Open
manually
CB041 Contract/Bid Mgmt Assign status: Automatically or Bid to PO
manually
CB042 Contract/Bid Mgmt Assign status: Automatically or Ability to view or select bidder list for RFQ, by all or partial selection
manually
CB043 Contract/Bid Mgmt Assign status: Automatically or Ability to automatically tabulate responses to Request for Quotes (RFQ) and Invitation for Bids
manually (IFB).
CB044 Contract/Bid Mgmt Assign status: Automatically or Ability to allow the online submission of responses to ITBs (Invitation to Bid) and RFPs (Requests
manually for Proposal) and provide vendor with an automatic receipt (including time of day) of submission.
Provide online vault functionality to prevent opening of files until specified date and time.
CB045 Contract/Bid Mgmt Assign status: Automatically or Ability to allow the online distribution of RFQs, ITBs and RFPs including automated notification of
manually addendums to vendors registered for solicitation.
CB046 Contract/Bid Mgmt Assign status: Automatically or Ability for vendor to check the status of a bid, proposal or quote, online
manually
Contract/Bid Mgmt Report on Contract and bid data Ability to view and report and notify on Contract and bid data information:
CB047 Contract/Bid Mgmt Report on Contract and bid data PO #s
CB048 Contract/Bid Mgmt Report on Contract and bid data Performance bond expiration dates and insurance expiration dates
CB049 Contract/Bid Mgmt Report on Contract and bid data Contract number
CB050 Contract/Bid Mgmt Report on Contract and bid data Contract expiration date with extensions
CB051 Contract/Bid Mgmt Report on Contract and bid data Project expiration date
CB052 Notification of lease expiration
CB053 Contract/Bid Mgmt Report on Contract and bid data Define time period to receive advance notice prior to contract/expiration/extension and
automatically notify Departments when contract approaches expiration based upon user-defined
timeframe
Contract/Bid Mgmt Contract Set-Up Contract Set-Up
CB054 Contract/Bid Mgmt Contract Set-Up System allows users to attach documents/files to contract such as special provisions, Non-
Collusion Affidavit, Non-Disclosure Form and etc.
Contract/Bid Mgmt Contract related information (enter, Ability to enter, track and inquire on basic contract information online including:
track and inquire)
CB055 Contract/Bid Mgmt Contract related information (enter, Funding Source (local, state, federal, or other)
track and inquire)
CB056 Contract/Bid Mgmt Contract related information (enter, Commodity Code (NIGP)
track and inquire)
CB057 Contract/Bid Mgmt Contract related information (enter, Contract amount
track and inquire)
CB058 Contract/Bid Mgmt Contract related information (enter, Contract balance, which can access real-time contract financial data via bidirectional
track and inquire) communication with AP and other related modules
CB059 Contract/Bid Mgmt Contract related information (enter, Contract ending date, including notice that contract end is approaching, based upon user-defined
track and inquire) period of time
CB060 Contract/Bid Mgmt Contract related information (enter, Contract name
track and inquire)
CB061 Contract/Bid Mgmt Contract related information (enter, System-assigned contract numbers and task order numbers, with the ability to override
track and inquire) automatic assignment
CB062 Contract/Bid Mgmt Contract related information (enter, Contract starting date
track and inquire)
CB063 Contract/Bid Mgmt Contract related information (enter, Contract type (Professional Services, Construction, Maintenance Services, Lease, Materials, IGAs,
track and inquire) etc.)
CB064 Contract/Bid Mgmt Contract related information (enter, Contractor name, address, contact info (phone, fax, e-mail)
track and inquire)
CB065 Contract/Bid Mgmt Contract related information (enter, Cooperative contract (yes/no)
track and inquire)
CB066 Contract/Bid Mgmt Contract related information (enter, Date approved by various and multiple personnel depending upon circumstance
track and inquire)
CB067 Contract/Bid Mgmt Contract related information (enter, Department
track and inquire)
CB068 Contract/Bid Mgmt Contract related information (enter, Division
track and inquire)
CB069 Contract/Bid Mgmt Contract related information (enter, GL Account where funds are encumbered
track and inquire)
CB070 Contract/Bid Mgmt Contract related information (enter, Services Description
track and inquire)
CB071 Contract/Bid Mgmt Contract related information (enter, Maintenance agreements associated with contract (yes/no)
track and inquire)
CB072 Contract/Bid Mgmt Contract related information (enter, Payment method codes (e.g., flat monthly amount, monthly actual invoice, times unit rate)
track and inquire)
CB073 Contract/Bid Mgmt Contract related information (enter, Payments against the contract
track and inquire)
CB074 Contract/Bid Mgmt Contract related information (enter, Period of Warranty (if it exists)
track and inquire)
CB075 Contract/Bid Mgmt Contract related information (enter, Progress/Expense reports required (yes/no)
track and inquire)
CB076 Contract/Bid Mgmt Contract related information (enter, User/Contract Manager
track and inquire)
CB077 Contract/Bid Mgmt Contract related information (enter, Project Manager
track and inquire)
CB078 Contract/Bid Mgmt Contract related information (enter, Renewal Options Available
track and inquire)
CB079 Contract/Bid Mgmt Contract related information (enter, Requisitioner
track and inquire)
CB080 Contract/Bid Mgmt Contract related information (enter, Revised ending date
track and inquire)
CB081 Contract/Bid Mgmt Contract related information (enter, State registration status
track and inquire)
CB082 Contract/Bid Mgmt Contract related information (enter, Local Business License (Y/N)
track and inquire)
CB083 Contract/Bid Mgmt Contract related information (enter, Vendor Number
track and inquire)
CB084 Contract/Bid Mgmt Contract related information (enter, Is the contractor a MBE, WBE, DBE, Local, PCC, small business firm and total % of same
track and inquire)
Contract/Bid Mgmt Track and report fields for Sub- Ability to track and report the following fields for a Sub-contractor:
contractor
CB085 Contract/Bid Mgmt Track and report fields for Sub- Sub-Contractor Name
contractor
CB086 Contract/Bid Mgmt Track and report fields for Sub- Sub-Contractor address
contractor
CB087 Contract/Bid Mgmt Track and report fields for Sub- Sub-Contractor contact info (phone, fax, etc.)
contractor
CB088 Contract/Bid Mgmt Track and report fields for Sub- Is the sub-contactor a MBE, WBE, DBE, small, local, PCC firm and total % of same
contractor
CB089 Contract/Bid Mgmt Track and report fields for Sub- Sub-contract dollar amount
contractor
CB090 Contract/Bid Mgmt Track and report fields for Sub- Service provided on contract
contractor
CB091 Contract/Bid Mgmt Track and report fields for Sub- Ability to designate a user-defined maximum dollar and quantity thresholds for contracts.
contractor
CB092 Contract/Bid Mgmt Track and report fields for Sub- Allow for managing of contract or lease details (dates, late fee amounts, increase amounts and
contractor frequency schedules, subcontractor certifications, etc.)
Contract/Bid Mgmt Contract Initiation and Approval Contract Initiation and Approval Process
Process
CB093 Contract/Bid Mgmt Contract Initiation and Approval Ability to handle contracts over multiple fiscal years.
Process
CB094 Contract/Bid Mgmt Contract Initiation and Approval Ability to convert awarded bids to approved contract.
Process
CB095 Contract/Bid Mgmt Contract Initiation and Approval Ability to create and track task order contracts and encumbrances.
Process
CB096 Contract/Bid Mgmt Contract Initiation and Approval Ability to allow multiple contracts per vendor.
Process
CB097 Contract/Bid Mgmt Contract Initiation and Approval Ability to allow multiple vendors per contract.
Process
CB098 Contract/Bid Mgmt Contract Initiation and Approval Ability to allow for multiple phases per contract.
Process
CB099 Contract/Bid Mgmt Contract Initiation and Approval Ability to review and print contract text.
Process
CB100 Contract/Bid Mgmt Contract Initiation and Approval Ability to support electronic signatures
Process
CB101 Contract/Bid Mgmt Contract Initiation and Approval Ability to support document upload
Process
CB102 Contract/Bid Mgmt Contract Initiation and Approval Ability to set-up contracts with recurring payments to vendors with the ability to make one-time
Process payment amount adjustments without affecting the remainder of the contract payment schedule
and amount.
Contract/Bid Mgmt Workflow / Change Management Workflow approvals is required for the following changes:
CB103 Contract/Bid Mgmt Workflow / Change Management Change in contract dollar amount
CB104 Contract/Bid Mgmt Workflow / Change Management Material Change in eligible uses of contract funds (change in scope of work)
CB105 Contract/Bid Mgmt Workflow / Change Management Material change in milestone schedule
CB106 Contract/Bid Mgmt Workflow / Change Management Change in contract start or end dates
CB107 Contract/Bid Mgmt Workflow / Change Management Change in contract scope (addition or deletion of contract scope)
CB108 Contract/Bid Mgmt Workflow / Change Management Ability to support on-line work order requests, creation, updates, status and approval workflow
including signatures
CB109 Contract/Bid Mgmt Workflow / Change Management Ability to route the documents electronically to the correct Department for review/revisions.
CB110 Contract/Bid Mgmt Workflow / Change Management Ability to view and approve contracts within the system.
CB111 Contract/Bid Mgmt Workflow / Change Management Workflow with security levels for lease and term changes.
CB112 Contract/Bid Mgmt Workflow / Change Management Automatically add vendor/supplier, allow self-serve lists
CB113 Contract/Bid Mgmt Workflow / Change Management Notification of plan center of solicitation, notifications to bidders, etc
CB114 Contract/Bid Mgmt Workflow / Change Management Workflow and timeslots for uploads
CB115 Contract/Bid Mgmt Workflow / Change Management Bid opening if online only
CB116 Contract/Bid Mgmt Workflow / Change Management Error if bid vendor is not AP vendor and initiate vendor creation process
Functional Requirements Matrix - General & Technical
Supports out of the Supports Supports through Supports via 3rd Does Not Proposed
box through customization or party Support Alternative
advanced development (explain) (explain)
Req # Functional Area Category Application Requirements configuration Vendor Comments
General & Technical System and Technical Documentation
Documentation
IT001 General & Technical System and Technical Ability to provide software documentation, topology, and detail design for all
Documentation software application modules.
IT002 General & Technical System and Technical Ability to provide an on-line tutorial to assist users learning the software.
Documentation
IT003 General & Technical System and Technical Ability to provide all vendor supplied software that is accompanied by
Documentation sufficient technical documentation to enable comprehensive understanding
of its internal structure and operating procedures.
IT004 General & Technical System and Technical Ability to provide Release Notes that document changes between version
Documentation releases. These documents must be written in a fashion that is easily
understandable by the end user. The format of the Release Notes must be
conducive to analyzing which changes affect the organization.
IT005 General & Technical System and Technical Documentation must be Section 508 compliant, if published on the web
Documentation
IT006 General & Technical System and Technical Ability to provide a copy of the database schema, ERD (entity relation
Documentation diagram), network diagram, data dictionary.
General & Technical Help System Help System
IT007 General & Technical Help System Ability to provide a menu-driven system with comprehensive utility and
"help" screen capabilities at the field and the page level.
IT008 General & Technical Help System Ability to provide field-level and screen level help throughout the application
that can be customized by trained and authorized users.
General & Technical Customer Support Online Vendor Customer Support Portal
IT009 General & Technical Customer Support Ability to provide online vendor customer self-serve support portal
IT010 General & Technical Customer Support Flexible support services delivered via the phone, email and through vendor
hosted forums, webinars, and when required, on-site training. Support
includes:24-hour/365-day per year vendor phone support for system failure
and/or Pacific Coast time business day urgent processing system issues.
General & Technical Online Technical Knowledge base Ability to provide a portal solution to access various on-line information
regarding the vendor's solution including:
IT011 General & Technical Online Technical Knowledge base Release notes
IT012 General & Technical Online Technical Knowledge base Other documentation
IT013 General & Technical Online Technical Knowledge base Upcoming releases
IT014 General & Technical Online Technical Knowledge base Software changes
IT015 General & Technical Online Technical Knowledge base Ability to provide a portal solution that allows users to submit enhancement
requests and system bugs on-line that allows for tracking of progress on
individual items.
IT016 General & Technical Online Technical Knowledge base Ability to provide a portal solution that allows users to query on specific
items that they and other clients have submitted.
IT017 General & Technical Online Technical Knowledge base Ability to provide an on-line user community for posting questions and
sharing information.
General & Technical Error Processing Error Processing
IT018 General & Technical Error Processing Ability to specify users or groups to be notified when user-defined actions or
system error is encountered.
IT019 General & Technical Error Processing Ability to customize or modify system provided error messages and store/log
for future review and reporting. Error messages should be meaningful to the
user versus being of a technical nature.
IT020 General & Technical Error Processing Ability to allow the system administrator or authorized users to view the
error log on-line to provide support for the users.
IT021 General & Technical Error Processing Ability to provide error checking modules/functionality to verify the quality
of the information being entered.
IT022 General & Technical Error Processing Ability to turn on/off different levels of error logging functionality within the
system.
General & Technical Forms Processing Forms Processing
IT023 General & Technical Forms Processing Ability to generate forms using a solution that could integrate Microsoft
Office or other third party applications
IT024 General & Technical Forms Processing Ability to generate interactive forms using a solution that could integrate
Microsoft Office or other third party applications
IT025 General & Technical Forms Processing Ability to use either blank paper stock or pre-numbered check stock (i.e.,
system generates forms on blank paper, routing & check numbers on blank
check paper, etc.).
IT026 General & Technical Forms Processing Ability for trained users to customize forms without the need for Vendor
assistance. Customized forms will be able to be incorporated into future
vendor releases without the need for retro-fitted changes.
IT027 General & Technical Forms Processing Standard software functionality provides the ability for all forms created
within the vendor's solution to be stored and allow for future use of that
form within the vendor's solution.
General & Technical Security and Auditing Security and Auditing
IT028 General & Technical Security and Auditing Ability to use Active Directory (AD) or LDAP, as the source for security
credentials. AD shall be used as the primary authentication level for user sign-
on into the system (single sign-on).
IT029 General & Technical Security and Auditing Ability to restrict access for add/update/view/delete at the transaction level.
IT030 General & Technical Security and Auditing Ability to deliver security in a layered format (i.e. data, database, application,
network physical).
IT031 General & Technical Security and Auditing Ability to restrict a user's access to specific screens.
IT032 General & Technical Security and Auditing Ability to define standard security roles for entry, query and reporting
IT033 General & Technical Security and Auditing Ability to provide security at the record level.
IT034 General & Technical Security and Auditing Ability to turn on/off auditing at the table level.
IT035 General & Technical Security and Auditing Ability to configure security access to restrict a user's access to individual
fields utilizing RBAC (Role-Based Action Control) through active directory.
IT036 General & Technical Security and Auditing Ability to maintain system security controls regardless of device being used
IT037 General & Technical Security and Auditing Ability to log all file changes in a detailed permanent audit trail, by user ID,
based on user login.
IT038 General & Technical Security and Auditing Ability to have locks on time/date stamp
IT039 General & Technical Security and Auditing Ability for an administrator to change a user's status to inactive.
IT040 General & Technical Security and Auditing Ability to support electronic/digital signatures using Microsoft v3 Templates,
2048-bit key length, User Certificates (AD integrated).
IT041 General & Technical Security and Auditing Ability to trace the source of all transactions at both terminal and ID user
levels.
IT042 General & Technical Security and Auditing Ability to identify users making inquiries or extracting reports from key
databases.
IT043 General & Technical Security and Auditing Ability to support the encryption of data communications between the client
and the server.
IT044 General & Technical Security and Auditing Ability to support the encryption of stored data in the database.
IT045 General & Technical Security and Auditing Ability to define specific user access to processes, icons, screens, reports,
records and code tables based on individual and group profiles.
IT046 General & Technical Security and Auditing Ability to restrict a user's access to records meeting certain criteria (I.e.,
certain divisions, modules).
IT047 General & Technical Security and Auditing Ability to apply security restrictions to report writer utilities.
IT048 General & Technical Security and Auditing Ability to apply security restrictions to global update functions.
IT049 General & Technical Security and Auditing Ability to apply security restrictions to all data connections such as ODBC,
JDBC, OLE.
IT050 General & Technical Security and Auditing Ability to differentiate access between ability to view versus update for
specific data elements.
IT051 General & Technical Security and Auditing Ability to restrict the accessing of security configuration and audit logs based
upon user profiles or administrator level settings
IT052 General & Technical Security and Auditing Standard system functionality restricts System Administrator account from
performing transactions on the system.
IT053 General & Technical Security and Auditing Ability to monitor concurrent users accessing the database through the
application (e.g. open connections).
IT054 General & Technical Security and Auditing Ability to automatically log off an inactive user. This should be configurable
based on the organization's needs.
IT055 General & Technical Security and Auditing Ability to visually obfuscate password entry (******* appears instead of
clear text).
IT056 General & Technical Security and Auditing Ability to track the relevant audit trails and allow "drill down to the source"
functionality to review the history of all changes to the data.
IT057 General & Technical Security and Auditing Ability to allow management to review the system administrator's activities.
IT058 General & Technical Security and Auditing Ability to provide a "flexible" system audit (can be configured to audit based
upon "criticality levels" identified by management for each action performed
within the system).
IT059 General & Technical Security and Auditing Ability to provide audit reporting that is "user friendly" (audit reports are not
"cryptic", they are easy to understands and act upon).
IT060 General & Technical Security and Auditing Ability to provide a certificate of compliancy for Payment Card Industry DSS
3.0
IT061 General & Technical Security and Auditing Ability to meet HIPAA requirements around the protection of data for EMS
transport billing
IT062 General & Technical Security and Auditing Ability to meet general data protection requirements for both Federal and
State of Oregon "Red Flag" data containing PII.
General & Technical Archiving Archiving
IT063 General & Technical Archiving Ability to provide an archiving solution for all data elements which provide
configuration options for archiving schedules.
IT064 General & Technical Archiving Ability to interface with a third party document management system for
archiving (such as Laserfiche)
IT065 General & Technical Archiving Ability to preserve historic transactional integrity when master data changes.
IT066 General & Technical Archiving System design provides an “archive” environment for historical data.
General & Technical Integration and Interfacing Integration and Interfacing

IT067 General & Technical Integration and Interfacing Ability to import / export non-configuration data (e.g. transaction data)
to/from a common data interchange format (e.g. ASCII, XML, etc.)
IT068 General & Technical Integration and Interfacing Ability to import / export configuration data to/from a common data
interchange format (e.g. ASCII, XML, etc.)
IT069 General & Technical Integration and Interfacing Ability for all data import functions in the system to observe all pre-set data
validation rules to enforce data / database integrity
IT070 General & Technical Integration and Interfacing Ability to support web services as a means of real-time data exchange with
other applications (i.e. Accela, Authorize.net, PayPal).
IT071 General & Technical Integration and Interfacing Ability to import data into master files (commodity codes, Zip, etc.).
IT072 General & Technical Integration and Interfacing Ability to provide utilities to assist in data conversion of subset data from
existing system to replicate environment
IT073 General & Technical Integration and Interfacing Ability to apply security restrictions to all imports performed by a user.
IT074 General & Technical Integration and Interfacing Ability to attach multiple documents / images to a single ERP transaction and
have that attachment flow with the transaction throughout it’s life in the ERP
(i.e. requisition to purchase order).
IT075 General & Technical Integration and Interfacing Ability to create transactions/records with future dates (i.e. benefits
premiums during open enrollment, increased fee, etc.)
IT076 General & Technical Integration and Interfacing All databases tables are accessible for custom reporting across all modules
IT077 General & Technical Integration and Interfacing Ability to interface with Microsoft Office applications (Word, Excel, Exchange,
Outlook, etc.)
IT078 General & Technical Integration and Interfacing Ability for all ERP modules to interface where logical (e.g., Community
applications interface to Land and Cash Receipts, Work management
application interfaces to Purchasing/Inventory and Payroll, etc.).
IT079 General & Technical Integration and Interfacing Ability to type in customer information and see all invoices, accounts, etc. ,
ability to pay on any account, whether they are a customer or a vendor.
General & Technical System Installation System Installation

IT080 General & Technical System Installation Ability to provide capabilities for system to be deployed with an "agentless
client".
IT081 General & Technical System Installation Ability to provision "thick client" with an MSI package that allows only
automated configuration via industry desktop management solutions (e.g..
Desktop Central); no manual post-configurations necessary.
IT082 General & Technical System Installation Ability to retain user preferences when installing new releases of the
vendor's software.
IT083 General & Technical System Installation Ability to support the following environments during system implementation
including: TEST, LIVE.
IT084 General & Technical System Installation Ability to customize the amount of data transferred between the system
environments TEST, LIVE.
IT085 General & Technical System Installation Ability to provide a configuration management solution to allow for easy
management of moving data and programs between the various
environments.
General & Technical System Operations and System Operations and Administration
Administration
IT086 General & Technical System Operations and Ability to supply various utilities to facilitate file maintenance, data
Administration manipulation, and backup/recovery. These may include, but are not limited
to, sorts, file generators, and file-to-file copying utilities.
IT087 General & Technical System Operations and Ability for system to include the appropriate administrative and
Administration programming toolsets to configure, modify and customize the software
applications.
IT088 General & Technical System Operations and Ability for the software vendor(s) to have the facilities to diagnose and
Administration maintain the application software and database remotely.
IT089 General & Technical System Operations and Ability for the vendor to provide ongoing software maintenance and new
Administration software releases periodically to meet all State and Federal requirements at
no additional charge (included in the m & s contract).
IT090 General & Technical System Operations and If system allows user to switch screens to display in another language, the
Administration system provides a user-friendly process for changing the language back and
forth.
IT091 General & Technical System Operations and Terminology to be consistent throughout the applications, and unique for
Administration particular fields (to minimize confusion, e.g., pending vs. un-posted)
General & Technical Technical Standards & Preference Technical Standards & Preferences - Applies to ALL products being proposed
by the vendor.
IT092 General & Technical Technical Standards & Preference System wide spell check on all data fields.
IT093 General & Technical Technical Standards & Preference Spell check dictionary can be added to for non-standard words.
IT094 General & Technical Technical Standards & Preference Spell check can be turned off on fields which are not appropriate for
checking spelling(e.g., code fields)
IT095 General & Technical Technical Standards & Preference Ability to provide system components that operate under a web services
solution environment.
IT096 General & Technical Technical Standards & Preference Ability to provide a system that operates under a Service Oriented
Architecture (SOA) environment.
IT097 General & Technical Technical Standards & Preference Ability to use existing computers and printers.
IT098 General & Technical Technical Standards & Preference Ability to use recent versions of different web browsers (IE, Firefox, etc.)
IT099 General & Technical Technical Standards & Preference Ability to support virtualized server environment; City currently uses
VMWare 5.5.
General & Technical Data Management Data Management
IT100 General & Technical Data Management Ability for all informational data elements tracked to be maintained in an MS
SQL database to allow efficient data sharing, customized report writing, and
automated posting.
IT101 General & Technical Data Management Ability for system to interact with the relational database through SSRS and
offer robust querying and online analysis tools that do not require
programming knowledge, allowing users to pick and choose fields, link
tables, and establish criteria under appropriate security controls.
IT102 General & Technical Data Management Ability to log all production input and provide the ability to recover the data
files to the point of the last transaction in the event of a programming or
system failure. This recovery process should minimize user involvement.
IT103 General & Technical Data Management Ability to access tables from other systems using both SQL and non-SQL data
sources.
IT104 General & Technical Data Management Ability to flag specific information as confidential, and mask it, so that it is
not provided to the public with open records requests.
IT105 General & Technical Data Management Ability to construct and apply user profiles to groups of users
General & Technical User Interface User Interface
IT106 General & Technical User Interface Ability for system to ensure that all features and functions within the
application will be available regardless of the user interface that is used (i.e.,
web-based or client-based, tablet vs. laptop, etc.).
IT107 General & Technical User Interface Ability to ensure that the software complies with accessibility standards
including all system components. To meet ADA requirements, the
technology's accessibility level must comply with accessibility standards set
forth in Section 508 of the Rehabilitation Act.
IT108 General & Technical User Interface Ability for system to ensure a consistent use of command keys and screen
layouts across the application.
IT109 General & Technical User Interface Ability for system to allow multiple screens to be open simultaneously within
the same session.
IT110 General & Technical User Interface Ability to allow unused data elements to be removed, hidden or modified to
conform to existing practices without compromising the ability to perform
system updates that will result in these changes being lost.
IT111 General & Technical User Interface Self-service for password/account reset
IT112 General & Technical User Interface Ability to modify pull down menus and pick lists, with proper security
authorization.
General & Technical Data Entry & Transaction Data Entry & Transaction Processing
Processing
IT113 General & Technical Data Entry & Transaction System prompts for verification before saving, updating or deleting.
Processing
IT114 General & Technical Data Entry & Transaction Ability to control validation rules for data entry.
Processing
IT115 General & Technical Data Entry & Transaction Ability to have data entry fields automatically default to a specific value (e.g.,
Processing date fields should default to current date).
IT116 General & Technical Data Entry & Transaction Ability to configure tabbing order on all data entry screens.
Processing
IT117 General & Technical Data Entry & Transaction User-defined configuration of tabbing order for data entry.
Processing
IT118 General & Technical Data Entry & Transaction System utilizes keyboard shortcuts for navigation of UI (i.e., using Alt+Left
Processing arrow to go back)
IT119 General & Technical Data Entry & Transaction Ability to “auto fill” in field level information (i.e. – vendor name, account
Processing name) based on information entered (e.g., enter vendor #, name populates,
etc.) with ability for users to select from multiple choices when similar
choices exist.
IT120 General & Technical Data Entry & Transaction Ability for the system including complete system backup activities, to be
Processing available 24 hours a day.
IT121 General & Technical Data Entry & Transaction System provides record locking functionality which only allows viewing and
Processing query access to system records by users, while a user is making edits to the
record.
IT122 General & Technical Data Entry & Transaction Ability for system to provide free form comments fields for transactions –
Processing prior to posting, after the fact (multiple un-editable comments with user
stamping and date stamping)
IT123 General & Technical Data Entry & Transaction A system that functions with a mouse, keyboard and 10-key for data entry.
Processing
General & Technical Central Document / Transaction Central Document / Transaction Workflow Engine
Workflow Engine
IT124 General & Technical Central Document / Transaction Ability to provide workflow functionality, automating business processes
Workflow Engine within the system that can be controlled and managed by a trained end-user.
This workflow includes routing based on roles defined in the system and
assigned to each user and rules determining how a process is handled and
works consistently across all module areas and user interfaces (e.g., queues)
within the application.
IT125 General & Technical Central Document / Transaction Ability to set up workflows to allow for user-defined levels of approval.
Workflow Engine
IT126 General & Technical Central Document / Transaction System provides audit trail history of transaction approvals.
Workflow Engine
IT127 General & Technical Central Document / Transaction Ability to provide workflow functionality that allows users to lookup a
Workflow Engine transaction and see the status in an approval tree.
IT128 General & Technical Central Document / Transaction Ability to provide workflow functionality that is role based such that
Workflow Engine departments can perform approvals
IT129 General & Technical Central Document / Transaction Ability to configure workflow driven notifications (e.g., email, prompts etc.)
Workflow Engine
IT130 General & Technical Central Document / Transaction Ability to enforce the same workflow rules regardless of the user interface
Workflow Engine that is used (i.e., web-based or client-based interface).
IT131 General & Technical Central Document / Transaction Ability to allow for user-defined, authorized delegation of workflow driven
Workflow Engine tasks to accommodate approvals, task completion etc.(i.e., to account for
employee out-of-office time)
IT132 General & Technical Central Document / Transaction Ability to set user-defined start/stop dates for delegated authorities.
Workflow Engine
IT133 General & Technical Central Document / Transaction Ability for authorized users to apply delegation rights to subordinate user
Workflow Engine classes. (i.e., so that department managers or IT staff can assign temporary
approvers, task completers, etc. to accommodate for unexpected leave)
IT134 General & Technical Central Document / Transaction Ability to provide workflow functionality such that in a parallel approval the
Workflow Engine following options are possible:
* All users must approve an item before moving to the next step
* One user must approve an item before moving to the next step
* Rejection by only one of the users will push the workflow back to the
previous step.
* Previous step of process is locked once approval is authorized
IT135 General & Technical Central Document / Transaction Ability to provide workflow functionality that allows for reporting on how
Workflow Engine long each step in a workflow is taking to perform.
IT136 General & Technical Central Document / Transaction Ability to supply user-defined status codes to various steps of the workflow
Workflow Engine to approve, disapprove, hold the workflow on a workflow task.
IT137 General & Technical Central Document / Transaction Ability to provide workflow functionality that allows for notification of the
Workflow Engine results of a workflow step to be sent to a user via e-mail or be viewable
internally within the application. The type of notification (e-mail or internal
to application) can be customizable for each individual user.
IT138 General & Technical Central Document / Transaction Ability to provide workflow functionality that allows for users receiving
Workflow Engine workflow updates via email to click on a link provided within the email that
takes the user to the appropriate area within the application to perform the
next steps on that workflow or complete the process.
IT139 General & Technical Central Document / Transaction Ability to automatically route reports via a workflow.
Workflow Engine
IT140 General & Technical Central Document / Transaction Options to incorporate a map base display and position (geocode) address
Workflow Engine locations using a Geographic Information System (GIS) server based web
mapping application or similar application capability
General & Technical Reporting and Printing Reporting and Printing

IT141 General & Technical Reporting and Printing Ability to interface with a third-party business intelligence solution/data
warehouse (SSRS, Cognos)
IT142 General & Technical Reporting and Printing Third-party report writing tools can leverage LDAP to facilitate single sign-on.
IT143 General & Technical Reporting and Printing Ability to provide a real-time snapshot of performance based on key defined
metrics determined by the administrator/user.
IT144 General & Technical Reporting and Printing Ability to export data to MS Excel format for ad hoc reporting.
IT145 General & Technical Reporting and Printing Ability to provide a user-configurable 'management dashboard' which allows
users to identify and view key summary performance statistics from various
components of the ERP system and drill into them for further detail.
IT146 General & Technical Reporting and Printing Report Writer capability with file organization structure consistent between
all application modules
IT146 General & Technical Reporting and Printing System supports the use of receipt printers (vendor to supply supported
makes/models).
IT147 General & Technical Reporting and Printing Ability to set up ODBC connections for 3rd party reporting applications and
direct SQL queries without additional cost
IT148 General & Technical Reporting and Printing Ability to run reports without impacting system performance
General & Technical Integrated report writer Ability for system to have an integrated report writer with the following
features:
IT149 General & Technical Integrated report writer Flexible report formatting capabilities
IT150 General & Technical Integrated report writer Ability to modify or create underlying reporting structure
IT151 General & Technical Integrated report writer Mailing list and label generation capability
IT152 General & Technical Integrated report writer Ability to retrieve information from multiple tables / files
IT153 General & Technical Integrated report writer Ability to specify desired subtotal breaks and totaling fields
IT154 General & Technical Integrated report writer Ability to obtain reports in different sort sequences
IT155 General & Technical Integrated report writer Ability to make minor alterations to previously defined reports.
IT156 General & Technical Integrated report writer Ability to prepare / print reports from any accounting period and across
periods.
IT157 General & Technical Integrated report writer Ability to set up menus of created reports for easy access and printing
IT158 General & Technical Integrated report writer Generate sequentially numbered pages on reports
IT159 General & Technical Integrated report writer Represent current date and reports "as of" date
IT160 General & Technical Integrated report writer Option available to send report to the screen, a printer, file, or email, without
need for additional formatting for presentation purposes.
IT161 General & Technical Integrated report writer When exporting reports to Excel files, ability for formulas to export to Excel
(e.g., totals and multiples are based on formulas rather than hard-entered
data)
IT162 General & Technical Integrated report writer Ability for reports to be scheduled and generated to a target output format
(i.e. to PDF)
IT163 General & Technical Integrated report writer Ability for scheduled reports to be automatically sent to applicable staff (e.g.,
Department Heads), with staff ability to opt-out of receiving.
IT164 General & Technical Integrated report writer Ability for consistent report naming convention that describes contents
within report.
IT165 General & Technical Integrated report writer Setup reports to accommodate optimized page size and layout (e.g. portrait
and landscape orientations).
IT166 General & Technical Integrated report writer Ability to select any account or range of accounts in the chart of accounts for
inclusion in reports or exclusion
IT167 General & Technical Integrated report writer Data fields include commas, decimal points, dollar signs, +/- signs, etc. and
are right or left justified as appropriate
IT168 General & Technical Integrated report writer Ability to "drill down" allowing a user to begin with a summary level screen /
online report and inquire on progressively more detailed (i.e., source)
transactions.
IT169 General & Technical Integrated report writer Ability to export data electronically to outside entities.
IT170 General & Technical Integrated report writer Ability to allow search criteria on reports to be not-exact matches, partials, or
similar (e.g., soundex).
IT171 General & Technical Integrated report writer Ability to provide system-wide search functionality for keyword search,
across all master and transaction records.
IT172 General & Technical Integrated report writer Ability to reprint reports, or bills with restart capability when reports, or bills
being printed are interrupted.
IT173 General & Technical Integrated report writer Ability for the user to print all reports from their PC's using their choice of
installed system printer(s)
IT174 General & Technical Integrated report writer Ability for system to provide report formats that are developed to maximize
data available on a page while still being readable.
IT175 General & Technical Integrated report writer Ability to report/query on all user defined fields
Functional Requirements Matrix - GL
Supports out of the Supports through Supports through Supports via 3rd Does Not Proposed
box advanced customization or party Support Alternative
General Ledger Financial accounting and reporting Standards:
standards
GL001 General Ledger Financial accounting and reporting GASB (Governmental Accounting Standards Board) statements
standards
GL002 General Ledger Financial accounting and reporting CAFR (Comprehensive Annual Financial Reporting) requirements (i.e. government-wide and fund
standards statements)
GL003 General Ledger Financial accounting and reporting Cash basis of accounting
standards
GL004 General Ledger Financial accounting and reporting Modified accrual basis of accounting
standards
GL005 General Ledger Financial accounting and reporting Full accrual basis of accounting
standards
GL006 General Ledger Financial accounting and reporting Ability to allow multiple fiscal years to be open (and have transactions processed against them)
standards simultaneously. This includes the ability to have related reversing entries automatically post to
the new fiscal year (i.e. AP, inter-fund journals, accruals, etc.).
General Ledger Chart of Accounts Chart of Accounts

GL007 General Ledger Chart of Accounts Ability to generate chart of accounts based on sequential order of chart “segments” (i.e. fund,
account, category, division, department, etc.) defined within the system.
GL008 General Ledger Chart of Accounts General ledger will reconcile with all sub applications
GL009 General Ledger Chart of Accounts Full integration between all subsidiary ledgers that are part of the vendor’s proposal (e.g.,
Accounts Payable, Accounts Receivable, and Cash Receipts) so they are in balance with the G/L
through single entry.
GL010 General Ledger Chart of Accounts Capability to classify accounting transactions by the following structures examples: fund,
program, organization, project, activity, cost center, object class, and any other data elements
needed to meet the data classification and/or reporting needs of the agency.
GL011 General Ledger Chart of Accounts Ability to modify and customize the chart of accounts structure to be specific to the organization.
GL012 General Ledger Chart of Accounts Ability to establish rules to validate segments of the components of the Chart of Accounts.
GL013 General Ledger Chart of Accounts Ability to expand chart of account segments at any point in time without re-entering/re-
converting entire chart.
GL014 General Ledger Chart of Accounts Ability to provide options for account roll-up capabilities at any level of the chart of account
segments.
GL015 General Ledger Chart of Accounts Ability to support sub-level chart of account codes that roll up to standard account codes.
GL016 General Ledger Chart of Accounts Ability to associate user logins with an organization, or other segment within the chart, and only
allow user access to transactions and balances related to that user’s segment as defined by
permissions.
GL017 General Ledger Chart of Accounts Ability to associate an account type (revenue, expense, fund balance, asset, liability, net assets,
etc.) with each account when defining the chart of accounts.
GL018 General Ledger Chart of Accounts Ability to support crosswalk from existing chart of accounts for data conversion purposes,
retaining the historical chart of accounts in a separate field for reference.
General Ledger Retain history on account segment Ability to retain history on account segment combinations:
combinations
GL019 General Ledger Retain history on account segment Current Year Adopted Budget Amount (expenditures and revenue)
combinations
GL020 General Ledger Retain history on account segment Current monthly, quarterly and Year-to-Date actual Amounts (all balance sheet and income
combinations statement accounts)
GL021 General Ledger Retain history on account segment Current and Prior Year Budget Adjustments
combinations
GL022 General Ledger Retain history on account segment Biennial Budget
combinations
GL023 General Ledger Retain history on account segment Budget Balance Remaining (Adjusted Budget minus Year-to-Date Actuals)
combinations
GL024 General Ledger Retain history on account segment Amounts Encumbered
combinations
GL025 General Ledger Retain history on account segment Prior Year Monthly Totals
combinations
GL026 General Ledger Retain history on account segment Prior Year Final and Amended Budget Amount
combinations
GL027 General Ledger Retain history on account segment Prior Year Adopted Budget Amount
combinations
GL028 General Ledger Retain history on account segment Transaction dates, when account was activated, deactivated, or changed.
combinations
General Ledger Support the use of 'Cost Centers' Ability to support the use of 'Cost Centers'
GL029 General Ledger Support the use of 'Cost Centers' Group (xxx)
GL030 General Ledger Support the use of 'Cost Centers' Department (xxx)
GL031 General Ledger Support the use of 'Cost Centers' Division (xxx)
GL032 General Ledger Support the use of 'Cost Centers' Activity (xxx)
GL033 General Ledger Support the use of 'Cost Centers' Subactivity (xxx)
GL034 General Ledger Support the use of 'Cost Centers' Ability to retain history of chart of accounts and run reports based on the chart of accounts as of
a stated effective date (i.e., retain an audit trail of changes), in order to view current information
in comparison to previous presentation, for example.
GL035 General Ledger Support the use of 'Cost Centers' Ability to produce activity reports on a given date range and the ability to compare results to the
same date range for previous years
GL036 General Ledger Support the use of 'Cost Centers' Ability to use "classification codes" or "reporting trees" that can map accounts for reporting
purposes other than the CAFR (e.g., based on Organization-wide categories), which may change
over time.
GL037 General Ledger Support the use of 'Cost Centers' Need to see original and adjusted budgets at the line item level
General Ledger Account Information Account Information
GL038 General Ledger Account Information Ability for users to lookup account numbers (a portion, wild card, etc.).
GL039 General Ledger Account Information Ability to accommodate at least a 50-character transaction description, per transaction.
GL040 General Ledger Account Information Ability to maintain a self balancing set of accounts for each fund including assets, liabilities, fund
balance, expenditures and revenues including the ability to automatically close to fund balance
(user defined) to open the new year.
GL041 General Ledger Account Information Ability to optionally configure budget control at the account level, in addition to the category
level.- i.e. controlling at fund, program, series or GL level (account level) or requiring balanced
entries for budgeted transfers or interdepartmental allocations (category level) as desired
GL042 General Ledger Account Information Ability to assign activity to specific program area (departments, functions, sub functions,
projects)
GL043 General Ledger Account Information Achieve consistency between budget and accounting classifications (i.e., mapping) and ability to
synchronize to other deliverables (i.e., CAFR, budget document, grant reporting) that may require
a different mapping scheme/structure.
General Ledger Ledgers Ledgers
GL044 General Ledger Ledgers Ability to look back at any period in a subsidiary ledgers and see balance at that point in time,
regardless of any future activity. (e.g., AP, AR, CR, etc.)
GL045 General Ledger Ledgers Ability to view (drill down, report) subsidiary detail by fund.
General Ledger Fund Information Fund Information
GL046 General Ledger Fund Information Ability to indicate whether funds are governmental, debt service, capital, or other categories for
summarization in the CAFR.
GL047 General Ledger Fund Information Ability for the system to calculate whether a fund is a "major fund" for CAFR purposes.
GL048 General Ledger Fund Information Ability to accommodate fund/encumbrance-based accounting.

GL049 General Ledger Fund Information Ability to reverse encumbrances in the period when they were established.
GL050 General Ledger Fund Information Ability to define the details of a fund including: fiscal year, posting periods, valid posting date
ranges, etc.
General Ledger Allocations Allocations
GL051 General Ledger Allocations Ability to allocate between specific accounts (or account groups) as defined by the user (e.g., for
lease chargebacks).
GL052 General Ledger Allocations Ability to perform journal entry functionality to provide assistance in performing allocations, by a
percentage or based on a separate allocation table.
GL053 General Ledger Allocations Ability to support managerial cost accounting by providing the capability to measure and report
the costs of each segment's output.
GL054 General Ledger Allocations Ability to establish/use multiple assignment methods, such as fixed fee, square footage, full-time
equivalent (FTE).
GL055 General Ledger Allocations Ability to allocate direct and indirect costs differently.
GL056 General Ledger Allocations System allows changing allocation schedule at any time during year i.e. ISC monthly, in-service
change.
GL057 General Ledger Allocations Automatically prepare a journal entry from each allocation schedule.
General Ledger Transaction Processing Transaction Processing
GL058 General Ledger Transaction Processing Ability to import General Ledger transactions from external data sources with validation rules
and exception reports for items that do not meet the validation rules.
GL059 General Ledger Transaction Processing Ability to set up security to have individual levels of authorization.
GL060 General Ledger Transaction Processing Ability to either have transaction posting require authorization or be automatic based on user
security.
GL061 General Ledger Transaction Processing For purchasing (PO & Non PO), restrict GL use to only the expenditure accounts
GL062 General Ledger Transaction Processing For all functions posting transactions require GL validation and restriction to types of accounts
GL063 General Ledger Transaction Processing Ability to limit the accounts eligible to be selected for posting revenue to the general ledger by
individual user or by department (i.e., limiting access to post to cash).
GL064 General Ledger Transaction Processing Ability to allow for transaction / batch approval prior to posting the transaction.
GL065 General Ledger Transaction Processing Ability to restrict posting transactions to non-active (budget, inactivated) accounts.
GL066 General Ledger Transaction Processing Ability to retain all transactions for user defined time period in the production environment.
GL067 General Ledger Transaction Processing Ability to identify the sub-ledger source for transactions.
GL068 General Ledger Transaction Processing Ability to enter transactions and inquire of master file data in the production environment,
interactive mode, providing an audit trail of each transaction.
GL069 General Ledger Transaction Processing Ability to allow or prevent one-sided transactions.
GL070 General Ledger Transaction Processing Ability to generate internal billings based on defined criteria
GL071 General Ledger Transaction Processing Ability to validate internal transfers and billing transactions.
GL072 General Ledger Transaction Processing Ability to attach files, images, word processing and configure the file attributes (i.e. invoice,
approval, supporting documentation, etc) to a transaction within the system.
GL073 General Ledger Transaction Processing Ability to subset and subtotal transactions by transaction data elements
GL074 General Ledger Transaction Processing Ability to add notes/comments to a transaction after it is posted.
GL075 General Ledger Transaction Processing Ability to enter text description next to each individual GL line item within the journal entry.
General Ledger Inter-Fund Accounting Inter-Fund Accounting

GL076 General Ledger Inter-Fund Accounting Ability to perform and track inter-fund transfers ("due to" and "due from").
GL077 General Ledger Inter-Fund Accounting Ability to flag inter-fund entries for review and reconciliation of inter-fund receivables and
payables. System has the ability to automatically generate the required inter-fund transactions
based on fund relationship definitions.
General Ledger Edits/Validations Edits/Validations
GL078 General Ledger Edits/Validations Ability to add and maintain validation rules.
GL079 General Ledger Edits/Validations Ability to apply all established validation rules during the data entry process, giving the user a
warning or error message but allowing them to save the transaction – for further review and edit
/ approval.
GL080 General Ledger Edits/Validations When transactions are created or edited, apply validation rules regarding debits and credits
balance, balance by fund, etc.
General Ledger Journaling Journaling
GL081 General Ledger Journaling Ability to define level of precision (number of decimal places) for budget journal entry amounts.
GL082 General Ledger Journaling Ability to define level of precision (number of decimal places) for general ledger journal entry
amounts.
GL083 General Ledger Journaling Ability to process automated recurring journal entries based on user-defined criteria
GL084 General Ledger Journaling Ability to process system-generated transactions, such as automated accruals, closing entries,
cost assignment transactions, and recurring payments.
GL085 General Ledger Journaling Ability to establish, save and use journal entry templates that will allow users to easily create
new journal entries using pre-saved journal entry details.
GL086 General Ledger Journaling Ability to have journal entry approval functionality include rejection abilities, comment abilities,
response with attachments, and re-routing to originator for correction.
GL087 General Ledger Journaling Ability to maintain Disaster Tracking information.

GL088 General Ledger Journaling Ability to record recurring accruals and the related reversing journal entries in the next period or
next year.
GL089 General Ledger Journaling Ability for system to calculate accruals, such as for payroll periods lapsing yearend (based on
number of days in payroll period).
GL090 General Ledger Journaling Ability to journal in batches.
GL091 General Ledger Journaling Ability to allow entries to unlimited accounts with one journal entry (one credit and multiple
debits, multiple debits and multiple credits, etc.) with validation of all transactions being in
balance.
GL092 General Ledger Journaling Ability to summarize distributions to the same account (e.g., cash) or show details of every
transaction (i.e., multiple cash disbursements are displayed/stored on-line as a single, summary
cash disbursement and shows the details of the balancing disbursements) based on user
definition.
GL093 General Ledger Journaling Ability to create and approve journal entries via automated workflow.
GL094 General Ledger Journaling Ability to select transactions and submit a workflow to indicate overpayment and if the
transaction should be refunded or reclassified.
GL095 General Ledger Journaling Ability to route journal entries via workflow based on the type of journal, e.g., reversing entries.
GL096 General Ledger Journaling Ability to support journal entries with dollar amounts in excess of $999,999,999.99
GL097 General Ledger Journaling Ability to delegate approvals to other authorized users, excluding the user who initiated the
transaction.
GL098 General Ledger Journaling User entry and query screens support validation of codes entered on the screen and assist users
in determining correct codes to use (e.g., entering a number displays the related account
description; a drop down box/search can be used to find the appropriate account)
General Ledger Financial Audit Trail Financial Audit Trail

GL099 General Ledger Financial Audit Trail Ability to track all workflow components. (i.e., creator, approver, attachments, date and time,
status, changes)
GL100 General Ledger Financial Audit Trail Provide audit trails to trace transactions from source documents, original input, other systems,
system-generated transactions, and internal assignment transactions.
GL101 General Ledger Financial Audit Trail Ability to drill down into detail, for instance fund/department/account/PO/expenditure/check
issued/receipt detail.
GL102 General Ledger Financial Audit Trail Provide audit trails to trace source documents and transactions through successive levels of
summarization to the financial statements and the reverse.
GL103 General Ledger Financial Audit Trail Provide audit trails to identify changes made to all system parameters and tables.
GL104 General Ledger Financial Audit Trail Ability to select transactions for review based on user-defined criteria
General Ledger Period End Processing Period End Processing
GL105 General Ledger Period End Processing Ability to perform closes at monthly or annual periods.
GL106 General Ledger Period End Processing Ability to roll forward balance sheet accounts.
GL107 General Ledger Period End Processing Ability to roll forward unexpended available balances, unreleased encumbrances over to a new
year, with warnings for negative balances.
GL108 General Ledger Period End Processing Ability to suppress roll forward of appropriations and encumbrances at fund level, department
level and/or the grant/project level based on user defined roll forward criteria.
GL109 General Ledger Period End Processing Ability to start processing against any designated period in the new fiscal year prior to close of
last fiscal year. Retroactive transactions only to open periods are allowed.
GL110 General Ledger Period End Processing Ability for authorized users to reopen closed periods.
GL111 General Ledger Period End Processing Ability to provide year-end closing procedures that close-out revenues and
expenditures/expenses, and carry forward the appropriate balances.
GL112 General Ledger Period End Processing Ability to support at least 13-month periods (i.e., to show adjusting journal entries for categories
such as accruals, reclassifications for reporting purposes, etc.).
GL113 General Ledger Period End Processing Ability to process journal entries in multiple months simultaneously.
General Ledger Integration Integration
GL114 General Ledger Integration Ability to provide a software integration environment where other applications will be interfaced
into the GL.
GL115 General Ledger Integration Ability to track posting status of other ERP application modules
GL116 General Ledger Integration Ability to maintain the budget as compared to actual reporting, by fund, account, category,
division and department (i.e. any segment) within the General Ledger module, regardless of
whether the Budget module is implemented.
GL117 General Ledger Integration Ability to display budget to actual information on one screen, with account numbers and
descriptions.
GL118 General Ledger Integration Ability to enter and maintain the original budget, supplemental budgets and budget transfers
into the General Ledger module, regardless of whether the Budget module is implemented.
GL119 General Ledger Integration Ability to maintain unique security on payroll data elements in the General Ledger.
GL120 General Ledger Integration Ability to perform timesheet capture to include additional field level tracking to identify usage /
quantity and have a rate structure identified that could be used for cost allocation (i.e. FEMA
equipment rates).
GL121 General Ledger Integration Interface with Budgeting module to load chart of accounts and budget information on July 1 of
new fiscal year
General Ledger Reporting Reporting and Production Environment Inquiry
GL122 General Ledger Reporting Ability to enter parameters for running reports, including entering ranges that are not in
consecutive order. By any segment type
GL123 General Ledger Reporting Ability to create financial reports for any set of dates regardless of period.
GL124 General Ledger Reporting Ability to provide a financial system report writer that allows for custom report configurations to
be saved for future use.
GL125 General Ledger Reporting Ability to generate a report on-demand that allows exceptions to be easily defined and indicates
those accounts with an abnormal balance (e.g., asset with a credit balance).
GL126 General Ledger Reporting Ability to indicate whether to include pending unposted transactions, pre-encumbrances, and
encumbrances in reports.
GL127 General Ledger Reporting Ability to allow for departments to view budgeted and actual revenue and expenditure activity
against their accounts at any time.
GL128 General Ledger Reporting Ability to subtotal and subset selected account totals on-screen.
GL129 General Ledger Reporting Ability to support cross-department and cross-fund account analysis.
GL130 General Ledger Reporting Ability to prepare preliminary financial statements before period close.
GL131 General Ledger Reporting Ability to summarize defined activities/functions across selected departments or funds.
GL132 General Ledger Reporting Ability to run Historical General Ledger reporting across fiscal and calendar years with a
minimum of current and four previous years.
GL133 General Ledger Reporting Ability to populate trend information for user-defined activity and time periods.
GL134 General Ledger Reporting Ability to produce reports using different sort sequences and totaling (i.e., cost center, etc.).
GL135 General Ledger Reporting Ability for users to design reports and extract files for their specific requirements and to perform
table look-ups and expansion of codes when needed to clarify the information contained within
those reports based on user role/security levels.
GL136 General Ledger Reporting Ability to provide an option to list all detailed accounts that are combined into each line of the
financial reports for verification of accounting accuracy.
GL137 General Ledger Reporting Ability to search chart of accounts for inactive accounts with no history (by user defined time
period) / budget to permit batch deletion / inactivation.
GL138 General Ledger Reporting Ability to generate a Trial Balance, by fund and fund rollup (detail and summary) by account.
Description field should display full description for fund and account. Total should be generated
for total assets and total liabilities & fund balance, revenue, expense and other financing sources
and uses.
GL139 General Ledger Reporting Ability to report according to account classification structure established for a specific accounting
period (i.e., retaining mapping from prior periods for reporting purposes).
GL140 General Ledger Reporting Ability to create a General Ledger - Ledger Activity Report
GL141 General Ledger Reporting Ability to create all required reports for production of the CAFR.
GL142 General Ledger Reporting Ability to report on cash, modified, full accrual accounting for all funds.
GL143 General Ledger Reporting Ability to prepare Single Audit Report, such as Schedule of Expenditures of Federal Awards.
GL144 General Ledger Reporting Ability to create an Overhead Rate Report, showing a rate that can be used for charge backs,
grants, etc. Rate is based on expenditures by department, location and/or service category.
GL145 General Ledger Reporting Ability to upload or download data using Excel or any other format.
General Ledger Interest Allocation Interest Allocation
GL146 General Ledger Interest Allocation Ability to define interest apportionment requirements and create automatic allocation entry.
Misc Misc Misc

GL147 General Ledger Misc Ability to round up to nearest hundred for budget
GL148 General Ledger Misc Ability to change title after account has been created, and control who has the ability to change
titles
GL149 General Ledger Misc Ability to combine history when GL accounts are moved/combined
GL150 General Ledger Misc Ability to utilize account notes
GL151 General Ledger Misc Ability to create financial reports for any period or range of periods.
GL152 General Ledger Misc Ability to implement a workflow that allows review before pass through to GL
GL153 General Ledger Misc Ability to error out on invalid GL and PA #'s
GL154 General Ledger Misc Ability to close gl periods/years by module
Functional Requirements Matrix - Grants
Supports out of the Supports through Supports through Supports via 3rd Does Not Support Proposed
box advanced customization or party Alternative
Grants/Projects Create, maintain, track, update the Ability to create, maintain, track and update the following:
following types of accounts and
general financial project
information during all phases of
grant/project lifecycle.
GP001 Grants/Projects Ability for authorized users to reclassify the grant coding/reference # after the transactions are
posted with detailed audit trail that is reportable.
GP002 Grants/Projects Ability for system to calculate retainage and show amounts appropriately as a liability within the
system (and not as "paid out" in procurement or A/P modules)
GP003 Grants/Projects Ability to accumulate and report on grant/project equipment costs by establishing equipment
rate schedules (this is a non-cash transaction--just an allocation to the proper grant/project
coding).
GP004 Grants/Projects Ability to accumulate and report on grant/project personnel costs by person by user defined
criteria.
GP005 Grants/Projects Ability to accumulate grant activity costs to a holding area, until the new grant is awarded i.e.
pre-award activities
GP006 Grants/Projects Ability to allow both automatic grant/project numbering or user-defined grant/project number
assignment; if user defined, system validation to disallow duplicates.
GP007 Grants/Projects Ability to create grant/project cycles that are in addition to the fiscal year.
GP008 Grants/Projects Ability to designate whether or not grant/projects are to be capitalized (construction-in-
progress).
GP009 Grants/Projects Ability to electronically notify in advance of upcoming grant spending deadlines including final
close out.
GP010 Grants/Projects Ability to enter CIP general information and grant/project categorization. (e.g. description, map
reference, notes).
GP011 Grants/Projects Ability to establish key performance indicators (KPIs) for grant/projects with ability to configure
KPIs by grant/project
GP012 Grants/Projects Ability to establish system wide grant rules that may disallow the charging of expenditures to
Grants/Projects that have a closed or inactive status.
GP013 Grants/Projects Ability to generate a notification based on effective/expiration dates for fixed term
appointments/grant funded positions.
GP014 Grants/Projects Ability to generate an edit listing of accounts prior to a close
GP015 Grants/Projects Ability to generate an edit listing of CIP prior to a close and transfer to fixed asset account
GP016 Grants/Projects Ability to have multi-level grant/project roll up.

GP017 Grants/Projects Ability to notify designated staff (by grant/project) a defined number of days prior to deadline
for grant reporting submission.
GP018 Grants/Projects Ability to separate one grant/project into multiple categories.
GP019 Grants/Projects Ability to track and monitor key grant/project elements (financials, milestones)
GP020 Grants/Projects Ability to track and report on non-financial performance measures against a grant/project or sub-
activity within a grant or project.
GP021 Grants/Projects Ability to track grant applications information to determine whether to apply for similar
Grants/Projects in the future (e.g., success rate, issues, amount of time spent on grant
application based on payroll/timesheet data, amount spent fulfilling grant requirements)
GP022 Grants/Projects Ability to track grant applications status (e.g., in progress, submitted) and next steps (e.g., due
dates).
GP023 Grants/Projects Ability to track multiple grant/projects simultaneously
GP024 Grants/Projects Ability to track program income for specific grant types. Program income includes payments
from community member to the City for interest or loan repayments. For certain Grants/Projects
(e.g., Neighborhood Stabilization), use of program income, including both cash outflows and
inflows, must be tracked.
GP025 Grants/Projects Ability to track resources (equipment, personnel, contractors, other)
GP026 Grants/Projects Ability to transfers CIP accounts to fixed asset accounts at grant/project close or completion
GP027 Grants/Projects Ability to view Contractor(s) name associated with Grants/Projects and projects (e.g., who is
providing funding for the grant, project, subproject, activities/task)
GP028 Grants/Projects Ability to view detail on contractor (name, contact, address, certifications, Fed ID number, EEO)
GP029 Grants/Projects Accounting basis (e.g. cash vs. accrual)

GP030 Grants/Projects Actual grant/project completion date
GP031 Grants/Projects Actual grant/project start date
GP032 Grants/Projects Allowable amounts and other information re: restricted use of funds
GP033 Grants/Projects Alphanumeric grant/project numbers (coding assigned by authorized users to be used to identify
grant/projects, including case numbers for example)
GP034 Grants/Projects Amendments (dates, dollars, activity being amended) and allows for multiple amendments
GP035 Grants/Projects Amendments/Change orders

GP036 Grants/Projects Approvals of Changes in Scope
GP037 Grants/Projects Balance sheet accounts (example: receivables, retainage)
GP038 Grants/Projects Budget detail per grant, project, subproject, activities/task, objective
GP039 Grants/Projects Capital Assets
GP040 Grants/Projects Catalog of Federal Domestic Assistance (CFDA) number
GP041 Grants/Projects Contract number(s) for grant/projects--could have multiple contracts for each
GP042 Grants/Projects Contractor costs/professional services
GP043 Grants/Projects Date of certification (related to Minority Contractors)
GP044 Grants/Projects Department and person(s) responsible for the grant/project or grant
GP045 Grants/Projects Descriptions / Comments
GP046 Grants/Projects Designate reimbursement or advance
GP047 Grants/Projects Direct payments (not through purchasing)
GP048 Grants/Projects Encumbrances
GP049 Grants/Projects End date for phase (for determining eligible expenditures)
GP050 Grants/Projects Equipment costs
GP051 Grants/Projects Expenditures
GP052 Grants/Projects Expenditures for capital project can be identified as capitalized expenses
GP053 Grants/Projects Federal and Federal funds passed through state, local or other entities.
GP054 Grants/Projects Five-year budget forecasting.
GP055 Grants/Projects Foundation
GP056 Grants/Projects Funding source(s)/grantors (e.g., who is providing funding for the grant, project, subproject,
activities/task) including contact information and dollar amount for each funding source
GP057 Grants/Projects Funding Sources (multiple funding sources for each grant/project)
GP058 Grants/Projects Grant type, name (program title)
GP059 Grants/Projects Grant/Project milestone and phase start and end dates
GP060 Grants/Projects Hours for Project (direct hours) - from time and attendance module
GP061 Grants/Projects In kind matches, contributions
GP062 Grants/Projects Indicator of whether or not there is Grant matching, how much, and type (cash, in kind, staff
time, etc.) by % or value
GP063 Grants/Projects Individual project manager (responsible for project)
GP064 Grants/Projects Jobs / Activities
GP065 Grants/Projects Key dates (approval date, start date, end date, extension date, date of last draw, final
performance report, and user-defined key reporting dates)
GP066 Grants/Projects Local
GP067 Grants/Projects Material costs and quantities
GP068 Grants/Projects Minority Contractors
GP069 Grants/Projects Multiple other user defined fields
GP070 Grants/Projects One grant/project can be converted into multiple assets
GP071 Grants/Projects Ordinance or legislative reference number (s) for grant/project - could have multiple ordinances
for each including ordinances for extensions
GP072 Grants/Projects Other key dates and completion for milestones
GP073 Grants/Projects Other user defined grant/project types
GP074 Grants/Projects Overhead costs (indirect costs) with ability to manually override overhead allocation
GP075 Grants/Projects Pass-through grant indicator and entity and grant #

GP076 Grants/Projects Penalties/Liquidated damages
GP077 Grants/Projects Percent Complete
GP078 Grants/Projects Planned start and completion dates
GP079 Grants/Projects Prioritization
GP080 Grants/Projects Project/Grant budget
GP081 Grants/Projects Projects
GP082 Grants/Projects Reimbursements
GP083 Grants/Projects Relevant GL accounts (for revenues and expenditures)
GP084 Grants/Projects Resolution # for Approval
GP085 Grants/Projects Retainage requirements
GP086 Grants/Projects Revenues
GP087 Grants/Projects Salary Costs (direct costs)
GP088 Grants/Projects Scope
GP089 Grants/Projects Sponsor
GP090 Grants/Projects Start date for phase (for determining eligible expenditures)
GP091 Grants/Projects State
GP092 Grants/Projects Status: Fully funded, partially funded, non-funded
GP093 Grants/Projects Sub recipient information
GP094 Grants/Projects Sub-Projects/Phases
GP095 Grants/Projects Substantial completion date
GP096 Grants/Projects Supplies from inventory
GP097 Grants/Projects System allows creation of asset before grant/project close
GP098 Grants/Projects System allows importing/exporting to and from other formats (excel, Microsoft project, word)
GP099 Grants/Projects System allows users to attach documents/files (Spreadsheets, schedules, pdfs)
GP100 Grants/Projects System allows users to determine what costs should be capitalized
GP101 Grants/Projects System will move a grant/project to Fixed Assets but allow for any subsequent expenditures to
be charged to that grant/project. (partial settlement of assets under construction)
GP102 Grants/Projects System-generated reminders to users of key reporting dates

GP103 Grants/Projects Templates for various grant/project thresholds (mega, major, minor)
GP104 Grants/Projects Templates for various grant/project types (assessments, planning, design, construction,
relocations) with required and optional fields defined by the City
GP105 Grants/Projects Total grant/project budget amount, over multiple years as necessary
GP106 Grants/Projects Track EEOC and Davis/Bacon information
GP107 Grants/Projects Type
GP108 Grants/Projects User-defined grant/project attributes related to grant/project types, phases, etc.
GP109 Grants/Projects Variances
Grants/Projects Identification Grants/Projects are identified as: (could be more than one)
GP110 Grants/Projects Identification Capital projects
GP111 Grants/Projects Identification Debt projects
GP112 Grants/Projects Identification Maintenance projects
GP113 Grants/Projects Identification Operating projects
GP114 Grants/Projects Identification Reserve projects
GP115 Grants/Projects Identification Special projects
Grants/Projects Interfaces / Integration Interfaces / Integration
GP116 Grants/Projects Interfaces / Integration A system that can be interfaced to third-party systems.
GP117 Grants/Projects Interfaces / Integration Ability to assign a grant/project to certain general ledger accounts in order to prevent incorrect
journal entries (i.e., validation). For example, storm water projects should only post to storm
water revenue and expense accounts.
GP118 Grants/Projects Interfaces / Integration Ability to associate a grant/project number with the transaction, for all source transactions
(including: requisitions, purchase orders, vouchers, invoices, contracts, cash receipts, work orders,
general ledger transactions) to or from other modules within the system using the proper chart
of account codes
Grants/Projects Phases Projects and grant/project phases have the following status:
GP119 Grants/Projects Phases Active
GP120 Grants/Projects Phases Inactive
GP121 Grants/Projects Phases Other user defined phases
GP122 Grants/Projects Phases Pending (Cannot post financial transactions)
Grants/Projects Relationship Grants/Project are linked to:
GP123 Grants/Projects Relationship Contracts/ Purchasing Module
GP124 Grants/Projects Relationship Fixed Assets
GP125 Grants/Projects Relationship Other grants/projects
Grants/Projects Activity Grant/Project Activity
GP126 Grants/Projects Activity Ability to associate a grant/project number with a financial transaction even after the transaction
has posted with appropriate security, workflow and audit trail.
GP127 Grants/Projects Activity Ability to collect labor time, machine usage, services/subcontract costs, and material usage data
for individual Grants/Projects, potentially interfacing with a third party system. (e.g. labor
compliance)
GP128 Grants/Projects Activity Ability to designate funds as restricted/nonrestricted, by category, type (e.g., solicitations,
donations and contributions)
GP129 Grants/Projects Activity For Grants/Projects issued by the City, system provides ability to accept grant applications with
supporting documentation online.
GP130 Grants/Projects Activity For Grants/Projects that are received annually (e.g., entitlement Grants/Projects such as
Community Development Block Grant, or CDBG), ability to indicate which year of funding is being
used for a grant, and warn staff if they are not selecting the oldest amounts available (funds can
be taken away if not used).
Grants/Projects Budget Grant/Project Budgeting
GP131 Grants/Projects Budget Ability to assist with contract development by summarizing actual costs incurred for prior similar
grant/projects.
GP132 Grants/Projects Budget Ability to enter and maintain time-phased budgets for a grant/project or grant, including multi-
year grant/projects.
GP133 Grants/Projects Budget Ability to forecast hours/fees required to complete the grant/project based on remaining
activities from grant/project budget.
GP134 Grants/Projects Budget Ability to view upcoming FY project/grant numbers with budgeted amounts
GP135 Grants/Projects Budget Ability to identify and generate carry over grant/projects balances as well as set up information
between fiscal years, unless flagged as closed.
GP136 Grants/Projects Budget Ability to include annual increases ("escalators") in budget projections.
GP137 Grants/Projects Budget Ability to integrate grant/project cost planning with budget planning module
GP138 Grants/Projects Budget Ability to notify designated staff (by grant/project) a defined number of days or months prior to
expiration.
GP139 Grants/Projects Budget Ability to prepare cash flow grant/projections for grant/projects.
GP140 Grants/Projects Budget Ability to provide drill down capabilities on budgets, cost estimates, actual, based on user
permissions
GP141 Grants/Projects Budget Ability to roll forward grant/project budgets, including line items with ability to include a
comment for what the funds will be used for.
GP142 Grants/Projects Budget Ability to support entry and provisioning of grant/project cost estimates prior to approval of the
grant/project budget.
Grants/Projects Costing Grant/Project Costing
GP143 Grants/Projects Costing A system that can calculate and provide reports for indirect rates for staff and overhead.
GP144 Grants/Projects Costing Ability for auto warning/notification when budget is nearly exhausted based on percentage or
dollar amount
GP145 Grants/Projects Costing Ability for automatic notification of cost overruns
GP146 Grants/Projects Costing Ability for the Grants/Projects module to allow for journal entry of costs
GP147 Grants/Projects Costing Ability to automatically allocate employee benefit costs to grant/projects based on hours worked
or user defined percentages.
GP148 Grants/Projects Costing Ability to change the allocation formula without affecting prior allocations.
GP149 Grants/Projects Costing Ability to define specific employee benefit types that can be allocated to individual grant.
GP150 Grants/Projects Costing Ability to display unencumbered balance and unexpended balance for each grant/project based
on annual and biennial budget, and total grant/project funding.
GP151 Grants/Projects Costing Ability to generate alerts prior to cost overruns.
GP152 Grants/Projects Costing Ability to recognize grant/project expenditures and revenues on an accrual basis (when the work
is performed) rather than when the invoice is received or when payroll is processed. This
provides the ability to maintain an accrual basis of accounting and identify potential budget
concerns on a timely basis.
GP153 Grants/Projects Costing Ability to set a cost allocation plans on grant/projects.
GP154 Grants/Projects Costing Ability to split any transaction by percent or flat amount (e.g., labor, inventory, equipment use,
square footage, etc.) to one or more grant/projects.
Grants/Projects Pre-Award Grant Activities Pre-Award Grant Activities
GP155 Grants/Projects Pre-Award Grant Activities Ability to automate the process for requesting and establishing a new grant via workflow and be
able to view the status of the workflow.
GP156 Grants/Projects Pre-Award Grant Activities Ability to submit pre-approval requests for grant workflows in the system to gauge if realistically
can be met.
GP157 Grants/Projects Pre-Award Grant Activities Workflow can be configured to be dependent upon grant attributes
Grants/Projects Reimbursements Grant/Project Reimbursements
GP158 Grants/Projects Reimbursements A system that alerts grant/project manager in advance if spending is nearing the allowable
reimbursable amount particularly as it relates to accumulating salary & benefits costs
GP159 Grants/Projects Reimbursements A system that can track reimbursement by grant/project for a single or multiple grant/projects
funded by a single grant.
GP160 Grants/Projects Reimbursements Ability to configure a grant reimbursement request workflow.
GP161 Grants/Projects Reimbursements Ability to create a billing / receivable / drawdown for grant activity based on workflow billed to
funder based upon a user defined set of accumulated grant expenditures.
GP162 Grants/Projects Reimbursements Ability to designate expenditures as non-reimbursable.

GP163 Grants/Projects Reimbursements Ability to indicate that only portions of every expense are reimbursable (e.g., 10% of every
invoice submitted).
GP164 Grants/Projects Reimbursements Ability to notify responsible department(s) for sending out and receiving reimbursement requests
Grants/Projects Reporting Reporting

GP165 Grants/Projects Reporting A system that can provide reports for personnel, interdepartmental, and other expenses and
compare this information to budgets, based on year.
GP166 Grants/Projects Reporting Ability to complete grant/project reporting requirements in configurable formats.
GP167 Grants/Projects Reporting Ability to create reports in compliance with Single Audit Act (e.g., Schedule of Expenditures of
Federal Awards, or SEFA). Indicates Federal and pass-through grant/projects. Tracks EEOC and
Davis/Bacon information for contractors, etc. including tracking revenue by CFDA number.
GP168 Grants/Projects Reporting Ability to prepare grant/projects in progress reporting, including fiscal performance.
GP169 Grants/Projects Reporting Allow user-specified grouping of individual grant/projects for summary reporting purposes (e.g.
multiple grant/projects associated with widening the same street over a number of years).
GP170 Grants/Projects Reporting System has pre-defined reports, with ability to save new report formats to templates.
GP171 Grants/Projects Reporting System provides an executive level dashboard to track real-time status of grant/project activity
with graphical representation of information through charts.
GP172 Grants/Projects Reporting System provides grant/project managers to track status and progress
GP173 Grants/Projects Reporting Ability to archive completed grant/projects data and retrieve historical data
GP174 Grants/Projects Reporting Ability to collaborate between project managers, administrators, internal customers
GP175 Grants/Projects Reporting Ability to define standard and AdHoc reports based upon user defined criteria.
GP176 Grants/Projects Reporting Ability to identify grant/projects approaching budget and schedule thresholds, and critical time
constraints
GP177 Grants/Projects Reporting Ability to report upon one grant/project by multiple categories.
GP178 Grants/Projects Reporting Ability to report upon revenue allocations by grant/project.
GP179 Grants/Projects Reporting Ability to report using budget and scheduling what-if scenarios
GP180 Grants/Projects Reporting Ability to track and report by (multiple): account number, grant/project numbers, categories,
expenditures & revenue for each individual grant/project, including budget to actual comparisons
by user-defined period. Pull data from other modules for reporting
GP181 Grants/Projects Reporting Report personnel time allocation on each grant/project at each grant/project phase (planning,
design, bidding, construction)
GP182 Grants/Projects Reporting System has grant/project calendaring and scheduling capability
GP183 Grants/Projects Reporting System has reports that track all grant/projects providing a summary report of all grant/project
details
Grants/Projects Close Grant/Project Close
GP184 Grants/Projects Close Ability to hold a grant open after the grant term – to accumulate grant costs & accommodate
end of grant corrections and reclassifications.
GP185 Grants/Projects Close Ability to inactivate a grant/project.
GP186 Grants/Projects Close Prior to closing a grant or project, have the ability to check for open or pending items (i.e. if the
grant or project is identified on an open encumbrance, un-related project, un-related grant,
unpaid payment document, fixed asset, etc.), prompt the user about whether or not this project
or grant should be closed.
Functional Requirements Matrix - HR
Supports out of Supports through Supports through Supports via 3rd Does Not Proposed
the box advanced customization or party Support Alternative
HR001 Human Resources General Integration General Integration
HR001 Human Resources General Integration Ability to perform both payroll and personnel functions from a single database with
automatic bidirectional transfer and update of information in both systems from a
single transaction.
HR002 Human Resources General Integration Ability to integrate position request with Budget module for development of
personnel budget.
HR003 Human Resources General Integration Ability for the position requisition function to integrate to the Payroll and Human
Resources functions to create a position upon approval, and manage the process
through workflows.
HR004 Human Resources General Integration System allows for attachment of electronic documents (documents, spreadsheets,
images, PDF's, emails saved to HTML, etc.) to employee record.
HR005 Human Resources General Integration System natively integrates to the City office productivity suite for mail merge of
letters.
HR006 Human Resources General Integration Ability to seamlessly integrate with Accounts Payable to automatically process
payments to insurance/benefits providers.
HR007 Human Resources General Integration Ability to associate specific job characteristics to a position.
Human Resources Position Control, Classification & Tracking Position Control, Classification & Tracking
HR008 Human Resources Position Control, Classification & Tracking Ability to have unique identifier for each position.
HR009 Human Resources Position Control, Classification & Tracking Ability to handle several types of position classifications, including part time, full,
temp part / full time, seasonal, casual, elected, volunteers other.
HR010 Human Resources Position Control, Classification & Tracking Ability to create, view, inquire and report on job descriptions. (Classifications)
HR011 Human Resources Position Control, Classification & Tracking Ability to perform online Position Description approvals. (Supported by workflow
process)
HR012 Human Resources Position Control, Classification & Tracking Ability to maintain history of position creations, promotions, changes and
abolishment's - to coding, position attributes (e.g., end dates), title, pay range
assignments, definitions.
HR013 Human Resources Position Control, Classification & Tracking Ability to associate an employee with a position or multiple positions.
HR014 Human Resources Position Control, Classification & Tracking Ability to calculate and monitor employee turnover rates by job classification,
department, and other user-defined criteria.
HR015 Human Resources Position Control, Classification & Tracking Ability to create Head Count Reports.
HR016 Human Resources Position Control, Classification & Tracking Ability to maintain Position Control history.
HR017 Human Resources Position Control, Classification & Tracking Ability to track length of time (by date) positions that have been vacant.
HR018 Human Resources Position Control, Classification & Tracking Ability to create and track all position request activities, status and progress.
HR019 Human Resources Position Control, Classification & Tracking Ability to report salary change history by single class or group of classes.
HR020 Human Resources Position Control, Classification & Tracking Ability to incorporate salary schedule and pay ranges into system.
HR021 Human Resources Position Control, Classification & Tracking Ability to flag classifications (positions) that should not be filled.
HR022 Human Resources Position Control, Classification & Tracking Ability to notify appropriate users of upcoming employee step increases based on
review date and generate workflow PA form.
HR023 Human Resources Position Control, Classification & Tracking Ability for system to be set up for positions, classifications and relational benefits,
including differentials, which is shared by all users (Dept., HR, etc.).
Human Resources Recruiting Recruiting

HR024 Human Resources Recruiting Ability to track new position lifecycle including advertising approaches used per open
position (e.g. Facebook, Monster, newspaper, etc.).
HR025 Human Resources Recruiting Ability to track advertising costs for Recruitment per position.
HR026 Human Resources Recruiting Ability to track recruitment plan tasks and notes of all activities.
HR027 Human Resources Recruiting Ability to centralize recruitment/examination plan (maintain all history of events
related to recruitment and exam plans within one central repository, i.e. job posting,
applicants, hurdles, written/oral exam questions, physicals, advertisements, notes,
etc.).
HR028 Human Resources Recruiting Ability to create, post and print job announcements.
HR029 Human Resources Recruiting Ability to post job posting to the recruitment website.
HR030 Human Resources Recruiting Ability for job posting to auto-expire after their closing date and automatically be
removed from the website.
HR031 Human Resources Recruiting Ability to accept and separately track applications for volunteer and other non-paid
positions.
HR032 Human Resources Recruiting Ability to manage volunteers by groups in cases where individual names are not
available.
HR033 Human Resources Recruiting Ability to for the City to configure data entry screens for online applications.
HR034 Human Resources Recruiting Ability to allow an applicant to create their own profile online and provide security
such that the applicant can view and modify only their data and check the status of
the application and apply for future job postings.
HR035 Human Resources Recruiting Ability to allow applicants to apply online for open positions by filling out online
application and attaching additional electronic documents.
HR036 Human Resources Recruiting Ability for the applicant to respond to job specific questions maintained in a database,
to filter out employees who do not meet minimum qualifications.
HR037 Human Resources Recruiting Ability to send an automatic notification to the applicant acknowledging receipt of an
application both on the screen and by email. The system must have the ability to mail
merge and print a hard copy.
HR038 Human Resources Recruiting Ability to stop an application process when defined minimum requirements are not
met (i.e., the applicant would receive a message immediately after supplying a value
that does not meet the minimum).
HR039 Human Resources Recruiting Ability to send "end of process" thank-you emails manually and/or automatically.
HR040 Human Resources Recruiting Ability to track applicant skills. (including all history related to requirement for each
candidate)
Human Resources Testing Testing
HR041 Human Resources Testing Ability to create test questions for applicants.
HR042 Human Resources Testing Ability to perform multiple levels of applicant testing and allow for applicant lookup of
test results completed.
HR043 Human Resources Testing Ability to track results of Pre-employment drug testing and background check.
Human Resources Applicant Hiring Decision Support Applicant Hiring Decision Support
HR044 Human Resources Applicant Hiring Decision Support Ability to track applicant reference and reference checking results.
HR045 Human Resources Applicant Hiring Decision Support Ability to allow multiple approach of scoring applicants, such as on minimum
qualifications plus desirables.
HR046 Human Resources Applicant Hiring Decision Support Ability to score, rank and refer applicants.
HR047 Human Resources Applicant Hiring Decision Support Ability to set minimum allowable score in various categories.
HR048 Human Resources Applicant Hiring Decision Support Ability to refer certified applicants electronically (refer certified candidates including
scanned hardcopy materials to hiring managers online) and flag applicants that are
eligible for Veteran's Preference and internal candidates that are required to be
interviewed.
HR049 Human Resources Applicant Hiring Decision Support Ability to collect and report on Affirmative Action Plan.
HR050 Human Resources Applicant Hiring Decision Support Ability to track, analyze and report on key hiring metrics.
HR051 Human Resources Applicant Hiring Decision Support Ability to track pre-employment recruitment process status (e.g. drug test complete,
all forms complete).
Human Resources Employee Onboarding Employee Onboarding
HR052 Human Resources Employee Onboarding Ability to perform 'hire' action which will populate all information related to the
applicant into the HR and Payroll functions.
HR053 Human Resources Employee Onboarding Ability to define and establish a listing of onboarding activities for the City, and track
onboarding progress against those activities for each new hire.
HR054 Human Resources Employee Onboarding Ability to define and establish electronic forms and workflows that need to be
completed for onboarding activities, which shall populate the appropriate HR and
payroll information.
HR055 Human Resources Employee Onboarding Ability to track multiple hire dates including original hire, position hire and benefit
date. (As required by Oregon PERS)
Human Resources Personnel Administration Ability to maintain the current status and chronological history of all employees
and allow comprehensive searching/sorting/reporting on the following
information:
HR056 Human Resources Personnel Administration Identification number (different from Social Security Number)
HR057 Human Resources Personnel Administration Employee name (ability to search by first and/or last name)
HR058 Human Resources Personnel Administration Address (multiple)
HR059 Human Resources Personnel Administration Phone (multiple)
HR060 Human Resources Personnel Administration Former/maiden name (unlimited)
HR061 Human Resources Personnel Administration Adjusted effective hire date
HR062 Human Resources Personnel Administration Allowance amounts (Uniforms, phone stipend, car allowance)
HR063 Human Resources Personnel Administration Anniversary date (i.e., time in job)
HR064 Human Resources Personnel Administration Base, range and current salary
HR065 Human Resources Personnel Administration Birth date
HR066 Human Resources Personnel Administration Certifications/licenses (license number, expiration date(s), endorsements)
HR067 Human Resources Personnel Administration Citizenship

HR068 Human Resources Personnel Administration Completed physical
HR069 Human Resources Personnel Administration Job classification and grade change history
HR070 Human Resources Personnel Administration Date of death
HR071 Human Resources Personnel Administration Work schedule
HR072 Human Resources Personnel Administration Department
HR073 Human Resources Personnel Administration Dependents (names, ages, social security numbers)
HR074 Human Resources Personnel Administration Discipline records (With purging ability)
HR075 Human Resources Personnel Administration Education/training received (degrees, majors/minors/training)
HR076 Human Resources Personnel Administration Email (both Work / Personal)
HR077 Human Resources Personnel Administration Emergency information i.e. contact name (minimum of 3), phone, address, doctor
preference and medical alert)
HR078 Human Resources Personnel Administration Employment status changes (including dates)
HR079 Human Resources Personnel Administration Ethnic background/EEOC classification/Standard Occupational Classification (SOC)
HR080 Human Resources Personnel Administration Gender

HR081 Human Resources Personnel Administration Grant funding (e.g., for interns)
HR082 Human Resources Personnel Administration Hiring dates/termination dates (cumulative employment history)
HR083 Human Resources Personnel Administration Hours worked (including for volunteers) and days worked
HR084 Human Resources Personnel Administration I-9 certification status
HR085 Human Resources Personnel Administration Immunizations
HR086 Human Resources Personnel Administration Languages spoken
HR087 Human Resources Personnel Administration Last date worked
HR088 Human Resources Personnel Administration Layoff/leave of absence/recall/return dates (including military leave)
HR089 Human Resources Personnel Administration Leave of absence start and stop dates, type of leave, hours, remarks
HR090 Human Resources Personnel Administration Safety sensitive position
HR091 Human Resources Personnel Administration W4 Information (in order to ensure those that claim exempt have still submitted a
completed W4 each year).
HR092 Human Resources Personnel Administration Leave accrual
HR093 Human Resources Personnel Administration Marital status
HR094 Human Resources Personnel Administration Other/user-defined
HR095 Human Resources Personnel Administration Overall wage history
HR096 Human Resources Personnel Administration Pay range, step
HR097 Human Resources Personnel Administration Performance evaluations and dates (including next review date)
HR098 Human Resources Personnel Administration Photograph of employee (including date)
HR099 Human Resources Personnel Administration Position change history (including dates)
HR100 Human Resources Personnel Administration Position number
HR101 Human Resources Personnel Administration Preferred name / alias
HR102 Human Resources Personnel Administration Probation dates
HR103 Human Resources Personnel Administration Probationary status
HR104 Human Resources Personnel Administration Promotions/demotions/transfer and dates
HR105 Human Resources Personnel Administration Retirement effective date
HR106 Human Resources Personnel Administration Scheduled hours
HR107 Human Resources Personnel Administration Seniority dates (multiple) with adjustments (classification, department, city)
HR108 Human Resources Personnel Administration Service date

HR109 Human Resources Personnel Administration Social Security number
HR110 Human Resources Personnel Administration Spouse's name
HR111 Human Resources Personnel Administration Step increase date
HR112 Human Resources Personnel Administration Supervisor (multiple organizational levels)
HR113 Human Resources Personnel Administration Accrual usage history
HR114 Human Resources Personnel Administration Termination date and reason
HR115 Human Resources Personnel Administration Training History (City, prior employers and certifications)
HR116 Human Resources Personnel Administration Veteran status
HR117 Human Resources Personnel Administration Visa type & expiration
HR118 Human Resources Personnel Administration Work location
HR119 Human Resources Personnel Administration Workers Compensation code
HR120 Human Resources Personnel Administration Unlimited user defined fields
HR121 Human Resources Personnel Administration Ability to auto-generate unique employee id number for new hires with no duplicate
id numbers.
HR122 Human Resources Personnel Administration System provides an "Employee Communications" log which can be used by Personnel
staff to log conversations with employees related to various aspects of their
employment. Log is easily visible from the main electronic employee record.
HR123 Human Resources Personnel Administration Ability to grant review rights and set security levels on active/terminated/ retired
employee history.
HR124 Human Resources Personnel Administration Ability to track the same information for employees, regardless of temporary or
regular status.
HR125 Human Resources Personnel Administration System provides functionality to manage employee assigned city assets (e.g. security
ID badges/key fobs, fire extinguishers, AED, vehicles, IT resources, etc.) including
tracking of historical assignments.
HR126 Human Resources Personnel Administration Ability to enter future personnel/payroll actions, e.g.,. be able to submit actions at the
time the actions are known rather than waiting until effective date.
HR127 Human Resources Personnel Administration Ability to set up employees with regular and special work hour schedules.
HR128 Human Resources Personnel Administration Ability to assign only one employee identification number per employee regardless of
the number of positions held.
HR129 Human Resources Personnel Administration Ability to enter one employee in multiple positions with multiple job titles, pay rates,
classifications, cost centers, etc. during the same pay cycle without the need for
manual journal entries; show cross reference in payroll register. Produces only 1 check
and W-2. Needs to include aggregating FTE for seniority, leave accrual, and benefit
eligibility.
HR130 Human Resources Personnel Administration Ability to automatically give cost of living increases based on the base salary.
HR131 Human Resources Personnel Administration Ability to produce mass changes by employee group using percentages or flat rates
with effective dates.
HR132 Human Resources Personnel Administration Ability to track supervisor relationships on the employee level. When positions are
moved, there should be system defaults established to move/assign supervisors
automatically so no employee is in the system without a supervisor.
HR133 Human Resources Personnel Administration Ability to enter/key more than one personnel action at a time.
HR134 Human Resources Personnel Administration Ability to track multiple employee status changes on the same day (i.e.. enter
duplicate dates).
HR135 Human Resources Personnel Administration Ability to track reemployment eligibility for laid off employees.
HR136 Human Resources Personnel Administration Ability to flag terminated employees who are ineligible for rehire. Configurable text.
HR137 Human Resources Personnel Administration Ability to track sick leave accrual based on hours worked in multiple positions.
Human Resources Employee Self-Service Employee Self-Service

HR138 Human Resources Employee Self-Service Ability to view and update demographic data.
HR139 Human Resources Employee Self-Service Ability to start workflow driven tasks when demographic data changes.
HR140 Human Resources Employee Self-Service System provides capabilities to configure and administer an online employee open
enrollment, allowing employees to view their benefit choices, costs, copays,
deductibles, prior election and how their current elections affect their paychecks (e.g.,
annual out-of-pocket costs), etc.
HR141 Human Resources Employee Self-Service Ability to have tiered benefit tables (e.g., one code would have Employee Only, 2-party
and Family tiers with associated employee and employer costs) so when updating at
open enrollment only codes need to be updated, with ability to report by org. level
(e.g. Police, Fire, other unions, and non-union staff).
HR142 Human Resources Employee Self-Service Ability for employee to enter family status changes and change beneficiaries and
initiate HR/Payroll approval process.
HR143 Human Resources Employee Self-Service Ability for employee to view current and historical pay stubs (with all benefits/leave
balances).
HR144 Human Resources Employee Self-Service Ability for designated personnel to view information and enter status changes for
designated employees and employees with no self-service (i.e., Manager Self-Service).
HR145 Human Resources Employee Self-Service Ability for manager (or backup) to view their employees information including pay
rate in bi‐weekly / hourly / monthly figures, range, job title, next review date, original
hire date, position hire date, general leave balances including holiday, comp time
earned/taken, and training hours/courses YTD, merit date, retirement participation
date, history of earnings for 10 years, working title. Employee's view provides the
same, personal information. System provides the appropriate security.
HR146 Human Resources Employee Self-Service Ability for managers to access a screen which will show/calculate cash-out value of all
general leave balances based on balance, rate of pay and available unused leave.
HR147 Human Resources Employee Self-Service Ability for employees to enroll in training classes online.
HR148 Human Resources Employee Self-Service Ability for employees to view records, enroll and participate in wellness program
activities online.
HR149 Human Resources Employee Self-Service Ability to manage and route an employee suggestion box.
HR150 Human Resources Employee Self-Service If an employee indicates that they had a life event change within self-service, system
automatically sends them information regarding potential changes to make and
deadlines, with reminders.
HR151 Human Resources Benefits Benefits
HR151 Human Resources Benefits Ability to track, inquire and report on Medicare as second payer for self insured payers
& spouses, including Medicare number, eligibility status / dates
HR152 Human Resources Benefits Ability to enter dependents and beneficiaries in one table and then tie the appropriate
records from that table to all applicable benefits (avoiding entering the same dep/ben
data multiple times).
HR153 Human Resources Benefits Ability to determine benefit eligibility and automatically recalculate premiums based
on an employee's position.
HR154 Human Resources Benefits Ability to manually override benefits assigned based on business rules.
HR155 Human Resources Benefits Ability to perform online update of employees benefit enrollment status for each
benefit plan.
HR156 Human Resources Benefits Ability to support multiple carriers for each benefit plan.
HR157 Human Resources Benefits Ability to automatically flag for FMLA/OFLA leave eligibility after based on respective
law
HR158 Human Resources Benefits Ability to accommodate and identify multiple types of benefit plans (e.g., health,
dental, life insurance, etc.) that are employee and/or employer paid with multiple
premium amounts per plan (individual, individual+1, family).
Human Resources Set and calculate variable employee and employer Ability to set and calculate variable employee and employer contribution amounts
contribution amounts on employee benefit deduction on employee benefit deduction records based on the following input transaction
records fields:
HR159 Human Resources Set and calculate variable employee and employer Effective date
contribution amounts on employee benefit deduction
records
HR160 Human Resources Set and calculate variable employee and employer Benefit plan
records
HR161 Human Resources Set and calculate variable employee and employer Dependent coverage (individual +1, family)
records
HR162 Human Resources Set and calculate variable employee and employer Employee group
records
HR163 Human Resources Set and calculate variable employee and employer Eligibility
records
HR164 Human Resources Set and calculate variable employee and employer Combination of the above fields
records
HR165 Human Resources Set and calculate variable employee and employer Coverage amount/level
records
HR166 Human Resources Set and calculate variable employee and employer Ability to track employee assignment of benefits prior to the related deduction being
contribution amounts on employee benefit deduction taken
records
HR167 Human Resources Set and calculate variable employee and employer Ability to automatically assign end dates for benefits when employee is terminated.
records
HR168 Human Resources Set and calculate variable employee and employer Ability for accrual rate to default to zero upon employee separation. If a rehire
contribution amounts on employee benefit deduction happens, accrual adjustments should be done accordingly (e.g., if employee is rehired
records within 180 days).
HR169 Human Resources Set and calculate variable employee and employer Ability to handle employees with multiple retirement programs based on employee
contribution amounts on employee benefit deduction group. Police and Civilian, several different options in each plan.
records
HR170 Human Resources Set and calculate variable employee and employer Ability to automatically create GL entries to appropriate fund account for employer
contribution amounts on employee benefit deduction contributed benefits.
records
HR171 Human Resources Set and calculate variable employee and employer Ability to select specific enrollment information and define the format for interfaces
contribution amounts on employee benefit deduction to outside carriers including medical, dental, vision and life.
records
HR172 Human Resources Set and calculate variable employee and employer Ability to automatically calculate service for benefit eligibility, i.e. eligible the first of
contribution amounts on employee benefit deduction the month after 30 days of employment.
records
HR173 Human Resources Set and calculate variable employee and employer Ability to calculate time in medical plan for employee and dependents (history).
records
Human Resources Calculate service by Ability to calculate service by:
HR174 Human Resources Calculate service by Hours
HR175 Human Resources Calculate service by Elapsed time
HR176 Human Resources Calculate service by Elapsed time with multiple breaks in service
HR177 Human Resources Calculate service by Ability to calculate the cost of lost work time due to an accident, illness, or
FMLA/OFLA.
HR178 Human Resources Calculate service by Ability to check and flag dependents who no longer qualify for insurance benefits (age
23 or 27).
HR179 Human Resources Calculate service by Ability to record employee and dependents' enrollment in health and dental insurance
programs
HR180 Human Resources Calculate service by Ability to retain dependent data for a user‐specified period of time after the
dependent is no longer covered on the employee’s insurance. Also need to include
tracking when dependents are still eligible for insurance, but the employee is no
longer eligible for insurance.
HR181 Human Resources Calculate service by Ability to track and report on all benefit enrollment history including employee and
dependents' data.
HR182 Human Resources Calculate service by Ability to identify all COBRA eligible actions and flag employees/dependents as they
become COBRA eligible.
HR183 Human Resources Calculate service by Ability to calculate and deduct life insurance, short‐term and long‐term disability
premiums each month for all employees based on gross wages and employee age.
HR184 Human Resources Calculate service by Ability to move from Active employee to retiree
HR185 Human Resources Calculate service by Ability to move from Active employee to COBRA participant
HR186 Human Resources Calculate service by Ability to automatically update all master files when certain insurance master file data
is updated.
HR187 Human Resources Calculate service by Ability to allow only authorized users to modify/adjust pay rates.
HR188 Human Resources Calculate service by Ability to record and summarize benefits by any employee group level or class.
HR189 Human Resources Calculate service by Ability to pool hours for vacation donation, allowing employees to donate vacation
time to the pool from their accrued balances (participation restricted by leave plan).
HR190 Human Resources Calculate service by Ability to use a code to track donated hours for sick leave and set rules for maximums
and types of hours that may be donated.
HR191 Human Resources Calculate service by Ability to setup sick leave pools based on pay rates. i.e., if an employee earning $30/hr
donates to a person earning $10/hr, the person taking leave will have 3 hours
available.
HR192 Human Resources Calculate service by Ability to track information on each employee (including deductibles, coverages, and
co‐pays of health benefits), by type
HR193 Human Resources Calculate service by Allows pre-enrollment.
HR194 Human Resources Calculate service by Ability to track multiple pension categories for flexible spending accounts (FSA) for
medical and dependent care
HR195 Human Resources Calculate service by Ability to allow changes by employees to insurance plans, dependent care, flexible
spending accounts at times of qualifying events.
HR196 Human Resources Calculate service by Ability to associate benefit with employee class
HR197 Human Resources Calculate service by Ability to calculate benefits (e.g., LTD & life insurance) with different caps for different
employee groups.
HR198 Human Resources Calculate service by Ability to import rate changes for benefits and deductions in mass.
HR199 Human Resources Calculate service by Ability to automatically calculate multiple overtime and other premiums (e.g., shift
differential) based on actual worked hours outside the employees’ scheduled hours or
time of day (schedule deviation) and rules built into the system. Overtime calculations
will take into account start and stop times, scheduled hours, type of duty performed.
HR200 Human Resources Calculate service by Ability to configure multiple categories of leave accumulators (including vacation,
leave, sick, FMLA/OFLA, and comp adjustments) and formulas in the system, without
needing special programming or technical skills.
HR201 Human Resources Calculate service by Ability to define method of PTO/Sick leave benefit accrual (banked, accrued) including
eligibility rules, rate, plan year, allowed, rollover rules and caps)
HR202 Human Resources Calculate service by Ability to limit leave accruals based on maximum for defined plan, job class,
department, status, etc. and record the time lost as a result of the limits.
Human Resources Benefit Reporting Benefit Reporting

HR203 Human Resources Benefit Reporting Ability to produce letters for COBRA and HIPAA that include all necessary data.
HR204 Human Resources Benefit Reporting Ability to view/print deduction reports to document the amounts of the employee and
employer contributions.
HR205 Human Resources Benefit Reporting Ability to view/print a list of employees contributing to charitable organizations and
amount contributed.
HR206 Human Resources Benefit Reporting Ability to create a leave activity report.
HR207 Human Resources Benefit Reporting Ability to create a leave balance report.
HR208 Human Resources Benefit Reporting Ability to create annual health insurance benefits summaries by carrier, employee or
other user sort.
HR209 Human Resources Benefit Reporting Ability to view/print benefit enrollment by benefit or by employee.
HR210 Human Resources Benefit Reporting Ability to report on census data for insurance providers and the actuary.
HR211 Human Resources Benefit Reporting Ability to create an employee statement of current benefits.
HR212 Human Resources Benefit Reporting Ability to create an employee confirmation statement.
HR213 Human Resources Benefit Reporting Ability to create an employee benefit report that details insurance benefits and costs
for each employee ("total compensation").
Human Resources Produce a notice of benefit changes Ability to produce a notice of benefit changes whenever any of the following
conditions is encountered:
HR214 Human Resources Produce a notice of benefit changes Employee's name changes
HR215 Human Resources Produce a notice of benefit changes Employee terminates employment
HR216 Human Resources Produce a notice of benefit changes Employee moves to a non-pay status
HR217 Human Resources Produce a notice of benefit changes Employee's deduction is administratively canceled
HR218 Human Resources Produce a notice of benefit changes Employee and/or the employer contribution amount is administratively changed
HR219 Human Resources Produce a notice of benefit changes Marital status change
HR220 Human Resources Produce a notice of benefit changes Dependent status change
HR221 Human Resources Produce a notice of benefit changes On demand, configurable
HR222 Human Resources Produce a notice of benefit changes Ability to view/print a report or flag employee when move from full time benefit
eligible to less than full time benefit eligible. Or vice versa
HR223 Human Resources Produce a notice of benefit changes Ability to view/print a report on employee injuries (DOB, Address, SSN, wage, start
date, etc.).
HR224 Human Resources Produce a notice of benefit changes Ability to generate notice of work injury form.
HR225 Human Resources Produce a notice of benefit changes Ability to view/print an auto accident report.
HR226 Human Resources Produce a notice of benefit changes Ability to view/print a general liability report.
Human Resources Training Management & Administration Training Management & Administration
HR227 Human Resources Training Management & Administration Ability to register employees for training courses offered.
HR228 Human Resources Training Management & Administration Ability to develop, maintain, inquire and report on the various data elements for each
training course available, including: Course, description, hours, materials, IT
requirements, min/max employees, etc.
HR229 Human Resources Training Management & Administration Ability to develop, maintain, inquire and report on the various data elements for each
section (instance) of when a course is offered: Date, location, instructor, feedback,
registrants, etc.
HR230 Human Resources Training Management & Administration Ability to enter courses a trainer is eligible to teach.
HR231 Human Resources Training Management & Administration Ability to automatically update employee records for attendance in a class.
HR232 Human Resources Training Management & Administration Ability to categorize training by various job categories (i.e., management, supervisory,
professional, technical, clerical, skilled, semiskilled and service related).
HR233 Human Resources Training Management & Administration Ability to subcategorize training within job categories by required, strongly
encouraged and optional.
HR234 Human Resources Training Management & Administration Ability to flag a class as a requirement for various certificate programs (e.g. CDL, ESDP
or ICMA).
HR235 Human Resources Training Management & Administration Ability to record training time completed courses, classes, and seminars.
HR236 Human Resources Training Management & Administration Ability to provide edits/warnings if employee tries to enroll in a class already taken.
HR237 Human Resources Training Management & Administration Ability to view/print training by topic, department, employee and job category.
HR238 Human Resources Training Management & Administration Ability to view/print a report indicating those employees who have received training
and those scheduled for future training classes.
HR239 Human Resources Training Management & Administration Ability to list outside (not internal program) courses identified as effective in meeting
specific training needs.
HR240 Human Resources Training Management & Administration Ability to select specific employees and view/print individual training profiles.
HR241 Human Resources Training Management & Administration Ability to capture, track, workflow, approve, inquire and report on employee requests
for travel and / or external training, including tracking of projected and actual training
and travel cost.
HR242 Human Resources Training Management & Administration Ability for approved travel / training requests to be printed
HR243 Human Resources Training Management & Administration Ability to view/print a full-year or monthly training calendar by course name and job
category.
HR244 Human Resources Training Management & Administration Ability to view/print number of training hours completed annually by individual, by
department and by division.
HR245 Human Resources Training Management & Administration Ability to view/print a roster of class attendees.
HR246 Human Resources Training Management & Administration Ability to send calendar appointments (e.g., to Outlook calendar) when employee
enrolls in training.
HR247 Human Resources Training Management & Administration Ability to generate training notification messages.
HR248 Human Resources Training Management & Administration Ability to view/print a list of available training programs and prerequisites to the
individual programs.
HR249 Human Resources Training Management & Administration Ability to view/print reports to conduct employee program review, curriculum
development, new discipline candidates, and skills and general program development.
HR250 Human Resources Training Management & Administration Ability to view/print a list of employees who have not taken a specific class based on
additional user defined criteria.
HR251 Human Resources Training Management & Administration Ability to view/print employee certificate of completion.
HR252 Human Resources Training Management & Administration Ability to track training data for volunteers and non-paid staff.
Human Resources Skills Tracking Skills can be tracked and linked to:
HR253 Human Resources Skills Tracking Positions (requirement)
HR254 Human Resources Skills Tracking Employees (possession)
HR255 Human Resources Skills Tracking Department objectives (target)
Human Resources Certifications / Licenses Certifications / Licenses
HR256 Human Resources Certifications / Licenses Ability to record and flag yearly training requirements and certifications, including
expiration dates, as needed to keep professional licenses per employee.
HR257 Human Resources Certifications / Licenses Ability to flag CDL and/or FTA employees and CDL supervisors who have not taken
their annual training.
HR258 Human Resources Certifications / Licenses Ability to track licenses, certifications, and continuing education units.
Human Resources Wellness Program Wellness Program
HR259 Human Resources Wellness Program Ability to configure Wellness programs (e.g. health fairs, flu shots, blood drives, lunch
& learns, etc.) administered by the organization and their related meetings / activities.
HR260 Human Resources Wellness Program Ability to route wellness enrollment reminders.
HR261 Human Resources Wellness Program Ability to track, manage, inquire and report on wellness program activity participation
per employee.
HR262 Human Resources Wellness Program System provides wellness program activity reporting.
Human Resources Compliance Tracking & Reporting Ability to track and report all necessary elements for compliance with the following
laws:
HR263 Human Resources Compliance Tracking & Reporting Equal Employment Opportunity (EEO) - all categories including ADEA (Age
Discrimination and Employment Act) and any other data fields needed record
Standard Occupational Classification (SOC) codes and EEO 4 data
HR264 Human Resources Compliance Tracking & Reporting COBRA
HR265 Human Resources Compliance Tracking & Reporting INS - immigration laws including fields for tracking I-9 documents verified.
HR266 Human Resources Compliance Tracking & Reporting Veterans
HR267 Human Resources Compliance Tracking & Reporting Disabilities (ADA)
HR268 Human Resources Compliance Tracking & Reporting Accommodations - free form text field for accommodations provided
HR269 Human Resources Compliance Tracking & Reporting Fair Labor Standards (FLSA) status by position for all positions
HR270 Human Resources Compliance Tracking & Reporting Unemployment claims
HR271 Human Resources Compliance Tracking & Reporting Child Labor
HR272 Human Resources Compliance Tracking & Reporting Federal Transportation Administration (FTA)
HR273 Human Resources Compliance Tracking & Reporting Approved exceptions to Fair Labor Standards (FLSA) status for all positions.
HR274 Human Resources Compliance Tracking & Reporting Vendor provides software updates to maintain compliance with all applicable Federal
and State laws related to HR tracking and management.
HR275 Human Resources Compliance Tracking & Reporting Ability for system to determine monthly COBRA payments based on workforce
reduction agreement rules.
Human Resources Other Reporting Requirements Other Reporting Requirements
HR276 Human Resources Other Reporting Requirements Ability to track "light-duty "(staff on FLSA disability who work for up to 120 days of
light duty), similarly to extra hires, and flexibility within this feature.
HR277 Human Resources Other Reporting Requirements Ability to export any system report to a text file or spreadsheet.
HR278 Human Resources Other Reporting Requirements Ability to perform online inquiry for data sets previously listed.
HR279 Human Resources Other Reporting Requirements Ability to create organizational chart based on department, division, supervisor,
position, union
HR280 Human Resources Other Reporting Requirements Ability to view/print a list of employees with automatic eligibility for promotion and
eligibility date.
HR281 Human Resources Other Reporting Requirements Ability to view/print advance notifications to department heads of who is approaching
retirement qualification dates (reflect multiple retirement systems and multiple
requirements of those systems).
HR282 Human Resources Other Reporting Requirements Ability to produce reports by department, work location, responsible supervisor, and
outcomes on performance evaluations for all probationary and regular employees (to
be accessible to appropriate users).
HR283 Human Resources Other Reporting Requirements Ability to produce reports by department, work location and responsible supervisor on
performance evaluations scheduled, completed and not completed on a monthly,
quarterly and annual basis (for regular and extra hires).
HR284 Human Resources Other Reporting Requirements Ability to report as of a 'point in time'.
HR285 Human Resources Other Reporting Requirements Ability to create a leave without pay workflow and management leave balance report
(e.g., trigger off-time entry data so letters can automatically be sent to employees out
on AWOP or sick for more than X pay period(s). Trigger (copy of letter) should also be
sent to HR for follow-up).
HR286 Human Resources Other Reporting Requirements Ability to create retroactive pay calculations and net credited service dates of any
employee.
HR287 Human Resources Other Reporting Requirements Ability to report on temporarily promoted employees and employees on an acting
assignment including "extra duty" with a scheduled end date (Temporary Assignment
or Extra Duty Pay).
HR288 Human Resources Other Reporting Requirements Ability to report on temporary and part‐time, casual and seasonal employees, plus
paid and unpaid interns by department.
HR289 Human Resources Other Reporting Requirements Ability to create CDL background check forms
HR290 Human Resources Other Reporting Requirements Ability to create Gym Membership forms
HR291 Human Resources Other Reporting Requirements Ability to create monthly lists of employees in safety sensitive positions for random
drug testing including ability to run lists for different groups of employees such as fire,
police and CDL.
HR292 Human Resources Other Reporting Requirements Ability to create summary reports of all service awards, licenses, certificates, and
credentials earned by each employee.
HR293 Human Resources Other Reporting Requirements Ability to create a Promotion/Demotion/Transfer Report, by EEOC classification and
department.
HR294 Human Resources Other Reporting Requirements Ability to create a Seniority Listing Report which is system calculated and considers
seniority adjustments.
HR295 Human Resources Other Reporting Requirements Ability to create an EEOC report.
HR296 Human Resources Other Reporting Requirements Ability to view/print a report of employees near max of FMLA/OFLA hours.
HR297 Human Resources Other Reporting Requirements Ability to have ad hoc report capability with user defined sort on all employees
indicating any data maintained in system data elements.
HR298 Human Resources Other Reporting Requirements Ability to print mailing labels for employees based on any field of the employee or
position record.
HR299 Human Resources Other Reporting Requirements Ability to create Fitness for Duty and Return to Duty Forms.
HR300 Human Resources Other Reporting Requirements Ability to view/print workers comp incidents or liability claims by employee group,
class or department, and hours worked.
HR301 Human Resources Other Reporting Requirements Ability to track hours for Time in Job (RIF or seniority) analysis.
Human Resources Reporting - Pension / Retirement Reporting - Pension / Retirement - Ability to report the following individual
retirement deduction information in each retirement system's prescribed format:
HR302 Human Resources Reporting - Pension / Retirement Employee identification

HR303 Human Resources Reporting - Pension / Retirement Retirement plan identification
HR304 Human Resources Reporting - Pension / Retirement Employee earnings information
HR305 Human Resources Reporting - Pension / Retirement Employee contribution information
HR306 Human Resources Reporting - Pension / Retirement Employer contribution information
HR307 Human Resources Reporting - Pension / Retirement Employer identification
HR308 Human Resources Reporting - Pension / Retirement Total member contribution information
HR309 Human Resources Reporting - Pension / Retirement Ability to produce deduction statistical reports which provide extensive detail and
summary totals of deductions withheld.
HR310 Human Resources Reporting - Pension / Retirement Ability to track total voluntary contributions by individual and total by plan.
Human Resources Workflow Workflow/Routing

HR311 Human Resources Workflow Ability to electronically route personnel action forms from end-users/departments to
multiple individuals for approvals.
HR312 Human Resources Workflow Ability to automatically create a Performance Appraisal workflow based on specified
date and administer performance appraisal process including notice to manager set
number of days prior to performance review, multiple notices if not completed and
notice to the manager's boss or HR if still not completed after effective date.
HR313 Human Resources Workflow Ability to electronically route and approve time and attendance data for at least
multiple levels (employee, supervisor, department payroll clerk, department director,
Personnel, Fiscal/Payroll).
HR314 Human Resources Workflow Ability to schedule appointments (exams, oral boards, interviews, physicals, etc.)
through workflows
HR315 Human Resources Workflow Ability to route training reminders to employee and supervisor.
HR316 Human Resources Workflow Ability to route notices to all appropriate departments (benefits, payroll, training, IT,
etc.) when an employee is terminated in the system.
HR317 Human Resources Workflow Ability to route notices to all appropriate departments (benefits, payroll, IT, etc.) when
an employee's special appointment or temporary promotion ends.
HR318 Human Resources Workflow Ability to archive/inactivate extra hires/special appointment hires after a certain user-
defined period of no activity.
HR319 Human Resources Workflow Ability to inquire and report on where routed approvals are in the queue (whose inbox
the forms are in and how long they have been there).
HR320 Human Resources Workflow Ability to develop and utilize workflows for position requisitions.
HR321 Human Resources Workflow Ability to develop and utilize workflows for classification and compensation.
HR322 Human Resources Workflow Ability to develop and utilize workflows for appeal process.
Human Resources Employee Relations Employee Relations
HR323 Human Resources Employee Relations Ability to track grievances and complaints, including status.
HR324 Human Resources Employee Relations Ability to generate user defined reports on grievance and complaint information.
HR325 Human Resources Employee Relations Ability to track online grievances and complaints by department, employee and type /
class.
Human Resources Risk Management Risk Management
HR326 Human Resources Risk Management Ability to track and report on Workers' Compensation claim activity, including date of
loss, injury type, WC-1, restrictions, appointments, notes, etc.
HR327 Human Resources Risk Management Ability to auto populate employee demographic information when submitting a claim.
HR328 Human Resources Risk Management Ability to mange a paid loss retro plan and forecast future benefit payments (similar to
self insured model).
Human Resources Track, manage, inquire and report on accidents, incidents System provides functionality to track, manage, inquire and report on accidents,
and losses incidents and losses including:
HR329 Human Resources Track, manage, inquire and report on accidents, incidents Type
and losses
HR330 Human Resources Track, manage, inquire and report on accidents, incidents Date
and losses
HR331 Human Resources Track, manage, inquire and report on accidents, incidents Description
and losses
HR332 Human Resources Track, manage, inquire and report on accidents, incidents Causes
and losses
HR333 Human Resources Track, manage, inquire and report on accidents, incidents Consequences
and losses
HR334 Human Resources Track, manage, inquire and report on accidents, incidents Timing and allocation
and losses
HR335 Human Resources Track, manage, inquire and report on accidents, incidents Other qualitative data
and losses
HR336 Human Resources Track, manage, inquire and report on accidents, incidents Other quantitative data
and losses
HR337 Human Resources Track, manage, inquire and report on accidents, incidents Multiple other user defined fields
and losses
HR338 Human Resources Track, manage, inquire and report on accidents, incidents Carrier
and losses
HR339 Human Resources Track, manage, inquire and report on accidents, incidents Type
and losses
HR340 Human Resources Track, manage, inquire and report on accidents, incidents Claim information (multiple fields)
and losses
HR341 Human Resources Track, manage, inquire and report on accidents, incidents Incident date
and losses
HR342 Human Resources Track, manage, inquire and report on accidents, incidents Claim date
and losses
HR343 Human Resources Track, manage, inquire and report on accidents, incidents Status
and losses
HR344 Human Resources Track, manage, inquire and report on accidents, incidents Resolution
and losses
HR345 Human Resources Track, manage, inquire and report on accidents, incidents Multiple other user defined fields
and losses
HR346 Human Resources Track, manage, inquire and report on accidents, incidents System provides functionality to track insurance certificates.
and losses
HR347 Human Resources Track, manage, inquire and report on accidents, incidents System provides functionality to track what insurable properties the City owns.
and losses
Human Resources Performance Management Performance Management
HR348 Human Resources Performance Management Ability to perform and track online performance evaluations.
Human Resources Performance Management Ability to maintain the following data elements:
HR349 Human Resources Performance Management Date of performance and salary review, date completed
HR350 Human Resources Performance Management Date of next performance and salary review
HR351 Human Resources Performance Management Position at time of review
HR352 Human Resources Performance Management Performance Rating
HR353 Human Resources Performance Management Reason for more than recommended increase
HR354 Human Resources Performance Management Other user-defined dates
HR355 Human Resources Performance Management Ability to link more than one evaluation date to each record
HR356 Human Resources Performance Management Ability to link salary changes to performance ratings.
HR357 Human Resources Performance Management Ability to support 360 degree performance reviews.
HR358 Human Resources Performance Management Ability to provide tools to report on or identify departments with potential
performance problems.
HR359 Human Resources Performance Management Ability to link position attributes to performance evaluations
HR360 Human Resources Performance Management Ability to accommodate on-demand appraisals
HR361 Human Resources Performance Management Ability to accommodate multiple evaluation types for employees (i.e., bargaining
units).
HR362 Human Resources Performance Management Ability to utilize e-mail to notify employees for acknowledgements needed.
HR363 Human Resources Performance Management Ability to generate individualized performance developmental plans.
HR364 Human Resources Performance Management Administration of 360 surveys for rating competencies.
HR365 Human Resources Performance Management Product has the ability to do tracking, reporting, and objective setting on
Individual/Team/Organizational performance.
HR366 Human Resources Performance Management Product allows for competencies.
HR367 Human Resources Performance Management Product has a succession planning/management module.
HR368 Human Resources Performance Management Product has a Talent Profile component.
HR369 Human Resources Performance Management Ability to search and report on specific capabilities, skills and competencies.
Human Resources Off boarding Off boarding

HR370 Human Resources Off boarding Ability to track exit activities, including return of City material assignments, exit
interview results, etc.
HR371 Human Resources Off boarding Ability to support collection of City assets (phone, laptop, etc.).
HR372 Human Resources Off boarding Ability to assist with security changes, inactivating badges
HR373 Human Resources Off boarding Ability to provide user-configurable checklist for exiting employees.
Human Resources Succession and Career Planning Succession and Career Planning
HR374 Human Resources Succession and Career Planning Ability to maintain internal/external job management.
HR375 Human Resources Succession and Career Planning Ability to maintain career development.
HR376 Human Resources Succession and Career Planning Ability to create career profiles.
HR377 Human Resources Succession and Career Planning Ability to perform replacement planning - domino effect.
HR378 Human Resources Succession and Career Planning Ability to compare changes over time in regards to transfers, terminations, and
retirement rates.
Human Resources Interfaces Interfaces
HR379 Human Resources Interfaces Ability to interface with an external applicant tracking system (NeoGov).
HR380 Human Resources Interfaces Ability to interface with benefit providers (i.e. retirement plan, health providers, etc.)
[Utilize electronic data interface].
HR381 Human Resources Interfaces Ability to support reporting requirements for the ACA.
HR382 Human Resources Interfaces Ability to interface with time and attendance module.
HR383 Human Resources Interfaces Ability to interface with time and attendance module
Human Resources Protected leaves and other leaves Interfaces
HR384 Human Resources Protected leaves and other leaves Ability to provide notification when documentation such as medical certification or fit
for duty forms have not been returned by the specified timeframe.
HR385 Human Resources Protected leaves and other leaves Ability to record administrative comments.
Functional Requirements Matrix - Inventory
configuration development (explain) (explain)
Req # Functional Area Category Application Requirements Vendor Comments
Inventory Inventory Master Record Inventory Master Record
IV001 Inventory Inventory Master Record Ability to support multiple inventory numbering schemes and locations in a single system.
IV002 Inventory Inventory Master Record Ability to cross-reference the above-mentioned numbering scheme to vendor and vendor part
number
IV003 Inventory Inventory Master Record Ability to support user defined numbering schemes.
Inventory Maintenance of data elements for Ability to provide for maintenance of the following data elements for all inventory items.
all inventory items Inquiry and reporting on inventory items can be based on any of the following fields:
IV004 Inventory Maintenance of data elements for all Alternate Item Number
inventory items
IV005 Inventory Maintenance of data elements for all Audit Priority for continuous inventory (A,B,C)
inventory items
IV006 Inventory Maintenance of data elements for all Average Cost
inventory items
IV007 Inventory Maintenance of data elements for all Bin Number/Shelf number
inventory items
IV008 Inventory Maintenance of data elements for all Charge to Job/Account
inventory items
IV009 Inventory Maintenance of data elements for all Classification, type
inventory items
IV010 Inventory Maintenance of data elements for all Current Cost (last price paid)
inventory items
IV011 Inventory Maintenance of data elements for all Current Cost Date
inventory items
IV012 Inventory Maintenance of data elements for all Custodian/Assigned to (either staff or asset)
inventory items
IV013 Inventory Maintenance of data elements for all Date Issued
inventory items
IV014 Inventory Maintenance of data elements for all Date Item Entered Inventory
inventory items
IV015 Inventory Maintenance of data elements for all Date Item Ordered
inventory items
IV016 Inventory Maintenance of data elements for all Quantity (that it comes in or came in last)
inventory items
IV017 Inventory Maintenance of data elements for all Employee Name and Number Ordering Item(s)
inventory items
IV018 Inventory Maintenance of data elements for all Critical Asset
inventory items
IV019 Inventory Maintenance of data elements for all Item Expiration Date
inventory items
IV020 Inventory Maintenance of data elements for all General Ledger Account Number (including Program)
inventory items
IV021 Inventory Maintenance of data elements for all Inventory Item Location
inventory items
IV022 Inventory Maintenance of data elements for all Inventory Item Number
inventory items
IV023 Inventory Maintenance of data elements for all Issue Tracking (history, ability to track item)
inventory items
IV024 Inventory Maintenance of data elements for all Issued By
inventory items
IV025 Inventory Maintenance of data elements for all Issued To
inventory items
IV026 Inventory Maintenance of data elements for all Item Commodity
inventory items
IV027 Inventory Maintenance of data elements for all Item Description
inventory items
IV028 Inventory Maintenance of data elements for all Latest Quantity Received
inventory items
IV029 Inventory Maintenance of data elements for all Manufacturer Name
inventory items
IV030 Inventory Maintenance of data elements for all Manufacturer Part Number
inventory items
IV031 Inventory Maintenance of data elements for all How much received by date range
inventory items
IV032 Inventory Maintenance of data elements for all Most Recent Purchase Order Number
inventory items
IV033 Inventory Maintenance of data elements for all Multiple Vendor Numbers
inventory items
IV034 Inventory Maintenance of data elements for all Ordering Account Number
inventory items
IV035 Inventory Maintenance of data elements for all Mark-up Rate for both flat amount and percentage
inventory items
IV036 Inventory Maintenance of data elements for all Quantity Available
inventory items
IV037 Inventory Maintenance of data elements for all Quantity on Hand
inventory items
IV038 Inventory Maintenance of data elements for all Quantity on Order
inventory items
IV039 Inventory Maintenance of data elements for all Quantity Reserved
inventory items
IV040 Inventory Maintenance of data elements for all Received By
inventory items
IV041 Inventory Maintenance of data elements for all Received Date
inventory items
IV042 Inventory Maintenance of data elements for all Reorder Point (maximum/minimum) and Replenishment Quantity
inventory items
IV043 Inventory Maintenance of data elements for all Total Value of Quantity on Hand
inventory items
IV044 Inventory Maintenance of data elements for all Type (each, dozen, etc.)
inventory items
IV045 Inventory Maintenance of data elements for all Units of Measure for Issue
inventory items
IV046 Inventory Maintenance of data elements for all Units of Measure for Purchase
inventory items
IV047 Inventory Maintenance of data elements for all Vendor Part Number (as cross reference)
inventory items
IV048 Inventory Maintenance of data elements for all Warehouse Identifier
inventory items
IV049 Inventory Maintenance of data elements for all Year-to-Date Receipts
inventory items
IV050 Inventory Maintenance of data elements for all Ability to have fields auto fill when information is available.
inventory items
IV051 Inventory Maintenance of data elements for all Ability to accommodate alphanumeric commodity and sub-commodity codes, consistent with
inventory items universal commodity codes.
IV052 Inventory Maintenance of data elements for all Ability to notify appropriate users when inventory levels have reached the reorder point.
inventory items
Inventory Ordering / Reordering Ordering / Reordering
IV053 Inventory Ordering / Reordering Configurable workflow shared with Inventory and Purchasing modules to control process of
ordering, replenishing, and removing inventory items.
IV054 Inventory Ordering / Reordering Ability to process back orders.
Inventory Inventory Withdrawal Inventory Withdrawal

IV055 Inventory Inventory Withdrawal Ability to support the development of a catalogue of inventory available to internal customers
(including both regular and surplus inventory).
IV056 Inventory Inventory Withdrawal Ability for designated staff to place on-line orders.
IV057 Inventory Inventory Withdrawal Ability to remove materials or parts from inventory based on work order requirements. System is
updated automatically when parts are issued to work/job orders
IV058 Inventory Inventory Withdrawal Ability to handle multiple inventory locations and prioritize them for stock picking purposes.
IV059 Inventory Inventory Withdrawal Ability to provide a surplus “excess or obsolete” function to withdraw inventory, posting to a
separate GL account.
IV060 Inventory Inventory Withdrawal Ability to restrict inventory access to those items / locations the user is authorized for.
IV061 Inventory Inventory Withdrawal Supported barcode scanners that have ability to scan inventory item and interact with inventory
system directly from scanner, perhaps through pick lists to populate additional required fields for
issuance.
Inventory Receiving Receiving
IV062 Inventory Receiving Ability to print barcode labels with system defined data relating to the inventory item.
IV063 Inventory Receiving Ability for authorized users to perform inventory level adjustments
IV064 Inventory Receiving Ability to process receipts at multiple receiving locations.
IV065 Inventory Receiving Ability to create a cycle count report without freezing inventory.
Inventory Physical Inventory Physical Inventory
IV066 Inventory Physical Inventory Ability to perform a cycle count or annual inventory counts
IV067 Inventory Physical Inventory Ability to rank inventory based on ABC ranking
IV068 Inventory Physical Inventory Ability to inventory partial sections of a physical location and limit exception reporting only to
that partial selection.
Inventory Costing Costing
IV069 Inventory Costing Ability to automatically calculate weighted average, FIFO, LIFO, etc. cost of inventory items when
stock contains items at multiple prices.
IV070 Inventory Costing Ability for barcode scanners to perform a real-time connection to inventory.
IV071 Inventory Costing Ability to price-average based on last purchase.
IV072 Inventory Costing Ability to support RFID (Radiofrequency Identification)
IV073 Inventory Costing Ability to apply an overhead rate/markup to the item cost for an inventory item.
Inventory Interfaces / Integration Interfaces / Integration
IV074 Inventory Interfaces / Integration Ability to link work orders to inventory
IV075 Inventory Interfaces / Integration Ability to link fleet job order to inventory (Collective Pro for current fleet maintenance)
IV076 Inventory Interfaces / Integration Ability to link service request to inventory

IV077 Inventory Interfaces / Integration Ability to interface to 3rd party fuel system (Petrovend)
IV078 Inventory Interfaces / Integration Ability to interface with other systems.
IV079 Inventory Interfaces / Integration P card interface
IV080 Inventory Interfaces / Integration Ability to attach documents to record
IV081 Inventory Interfaces / Integration Ability to add notes/comments
IV082 Inventory Interfaces / Integration Ability to integrate spreadsheets, CSV into system
Inventory Reports Reports
IV083 Inventory Reports Ability to provide on-line access to inventory transactions (receipt, issues, and adjustments) and
status.
IV084 Inventory Reports Ability to generate inventory reports on an ad-hoc (one or multiple fields) and/or systematic
basis
IV085 Inventory Reports Ability to support reporting by multiple inventory/warehouse locations.
IV086 Inventory Reports Ability to report on vendor activity, by item, date, or value.
IV087 Inventory Reports Ability to create a vendor/Item Cross Reference Report.
IV088 Inventory Reports Ability to produce an ABC Inventory Analysis.
IV089 Inventory Reports Ability to generate a price list for each item.
IV090 Inventory Reports items below reorder point Ability to report on current inventories and historical usage to be used in capacity planning.
IV091 Inventory Reports items below reorder point Ability to identify available funds by inventory commodity
IV092 Inventory Reports items below reorder point Ability to require the validation of funds prior to release of requisition orders or purchase
requests for inventory items.
IV093 Inventory Reports items below reorder point Low Usage or Possible Obsolete Report
Inventory Reports items below reorder point Ability to create a report of Recommended Orders, for all or user-selected items below
reorder point, including:
IV094 Inventory Reports items below reorder point Maximum and Minimum Reorder Points
IV095 Inventory Reports items below reorder point Date of Last Purchase
IV096 Inventory Reports items below reorder point Year-to-Date Issuances
IV097 Inventory Reports items below reorder point Year-to-Date Receipts
IV098 Inventory Reports items below reorder point Ability to generate a Back Order Status report, of all items currently on back order.
IV099 Inventory Reports items below reorder point Ability to generate a Receiving Report, with each item by date or vendor or P.O.#.
IV100 Inventory Reports items below reorder point Ability to create an Active Parts Report, lists all materials and parts currently assigned to open
work orders.
IV101 Inventory Reports items below reorder point Ability to create a Material Usage Report, including value and quantities by account, department,
division, vehicle, part number, or program for a specified time period.
IV102 Inventory Reports items below reorder point Ability to notify system user of inactivity of inventory items for user specified time.
Functional Requirements Matrix - Master Addresses
Supports out of Supports through Supports through Supports via 3rd Does Not Proposed
the box advanced customization or party Support Alternative
Master Addresses Master Address Functional System Functional Requirements
Requirements
MA001 Master Addresses Master Address Functional Master address is a centralized geodatabase that is integrated with other ERP modules which
Requirements contain parcel, address, owner information (please identify those applications which are
integrated and those which are not).
MA002 Master Addresses Master Address Functional Other ERP modules which track information related to land file (e.g., parcel numbers, addresses)
Requirements to allow the user to specify the related data in the transaction / information entered.
MA003 Master Addresses Master Address Functional The street index includes address ranges for each street.
Requirements
MA004 Master Addresses Master Address Functional Ability to support a standard naming convention including segments for all streets and
Requirements addresses.
MA005 Master Addresses Master Address Functional Street Dictionary necessary for data integrity
Requirements
MA006 Master Addresses Master Address Functional System provides the ability to associate multiple addresses with a parcel
Requirements
MA007 Master Addresses Master Address Functional System provides the ability to associate multiple parcels with an address
Requirements
MA008 Master Addresses Master Address Functional System's master address function is integrated to all other system modules receiving alerts
Requirements created in that module and displaying them to the other modules.
MA009 Master Addresses Master Address Functional Ability to view, add, delete, or change user comments depending on user security roles.
Requirements
MA010 Master Addresses Master Address Functional System includes standard functionality to attach electronic documents to addresses and parcels.
Requirements
MA011 Master Addresses Master Address Functional Ability to create a master record which allows for suite/apartment address records (e.g.,
Requirements hierarchical structure for parcels, addresses, structure, and individual units)
MA012 Master Addresses Master Address Functional Ability to transfer all parcel and/or address information from a temporary parcel identification
Requirements number and/or address to a permanent number, including all related license, permit and other
transactional information
MA013 Master Addresses Master Address Functional Ability for data validation to prohibit duplicated parcel records.
Requirements
MA014 Master Addresses Master Address Functional System is capable of integrating to the City’s ESRI GIS to synchronize property information (e.g.
Requirements parcel, street name, etc.) and for spatial displays and queries
MA015 Master Addresses Master Address Functional User comments follow the hierarchical structure for parcels, address, structure, and individual
Requirements units (i.e. a comment on the parcel will cascade down to lower records)
MA016 Master Addresses Master Address Functional System provides referential integrity capabilities based on the hierarchical structure.
Requirements
MA017 Master Addresses Master Address Functional System integrates with ESRI GIS services which allows for viewing of other GIS layers in context
Requirements of location.
MA018 Master Addresses Master Address Functional Ability to meet USPS Publication 28: Postal Addressing Standards for street address and street
Requirements naming convention including segments for all addresses within the system.
Master Addresses Maintaining a separate components Ability to maintain separate components for an address record including:
for an address record
MA019 Master Addresses Maintaining a separate components House number

MA020 Master Addresses Maintaining a separate components Pre-Directional

MA021 Master Addresses Maintaining a separate components Street name

MA022 Master Addresses Maintaining a separate components Street suffix

MA023 Master Addresses Maintaining a separate components Post Directional

MA024 Master Addresses Maintaining a separate components Unit

MA025 Master Addresses Maintaining a separate components City

MA026 Master Addresses Maintaining a separate components State

MA027 Master Addresses Maintaining a separate components Zip code + 4

MA028 Master Addresses Maintaining a separate components Ability to create user defined attributes (e.g., zoning, flood plain, fire district, etc.)
Master Addresses Accommodate foreign addresses for Ability to accommodate foreign addresses for land-owner information
land-owner information
MA029 Master Addresses Accommodate foreign addresses for Standard system functionality provides ability to import data from external data.
MA030 Master Addresses Accommodate foreign addresses for Ability to maintain history of a piece of property that identifies how the property record
land-owner information originated and subsequent changes.
MA031 Master Addresses Accommodate foreign addresses for Ability to relate historical property records to the current record so that a complete history of a
land-owner information property is available in one place.
MA032 Master Addresses Accommodate foreign addresses for Ability to not assign an address to a parcel if desired, leave blank (rather than putting unknown
land-owner information or the lot number).
MA033 Master Addresses Accommodate foreign addresses for Ability to track liens against properties.
MA034 Master Addresses Accommodate foreign addresses for Ability to identify if the address is within defined bounds (e.g., city limits, UGB, etc.)
MA035 Master Addresses Accommodate foreign addresses for Ability to specify whether fields on a location record are mandatory or optional
MA036 Master Addresses Accommodate foreign addresses for Ability to perform bulk refreshes of parcel and parcel owner information
MA037 Master Addresses Accommodate foreign addresses for Ability to view other ERP application activity against a parcel (e.g., building permits, code
land-owner information enforcement activity, etc.)
MA038 Master Addresses Accommodate foreign addresses for Ability to create export file of land data.
Functional Requirements Matrix - Master Customers
Supports out of Supports through Supports through Supports via Does Not Proposed
the box advanced customization or 3rd party Support Alternative
Master Customers Master Customers Functional System Functional Requirements
Requirements
MC001 Master Customers Master Customers Functional Master Customer is a centralized database that is integrated with other ERP modules which
Requirements contain Name/Business Name, DBA, 2 address lines, phone number, other business/account
information
MC002 Master Customers Master Customers Functional System provides the ability to associate multiple addresses with a customer/vendor
Requirements
MC003 Master Customers Master Customers Functional Ability to view, add, delete, or change user comments depending on user security roles.
Requirements
MC004 Master Customers Master Customers Functional System includes standard functionality to attach electronic documents to customer/vendor.
Requirements
MC005 Master Customers Master Customers Functional Ability for data validation to prohibit duplicated customer/vendors.
Requirements
MC006 Master Customers Master Customers Functional System is capable of integrating to the City’s ESRI GIS, or other database, to synchronize
Requirements address information (e.g. street name, etc.) and for spatial displays and queries.
MC007 Master Customers Master Customers Functional Ability to meet USPS Publication 28: Postal Addressing Standards for street address and street
Requirements naming convention including segments for all addresses within the system.
Master Customers Maintaining a separate components Ability to maintain separate components for an name record including:
for a name record
MC008 Master Customers Maintaining a separate components Unique identifying number
for a name record
MC009 Master Customers Maintaining a separate components First Name
for a name record
MC010 Master Customers Maintaining a separate components Last Name
for a name record
MC011 Master Customers Maintaining a separate components Middle Name
for a name record
MC012 Master Customers Maintaining a separate components DBA
for a name record
MC013 Master Customers Maintaining a separate components Phone Number
for a name record
MC014 Master Customers Maintaining a separate components Email address
for a name record
Master Customers Maintaining a separate components Ability to maintain separate components for an address record including:
MC015 Master Customers Maintaining a separate components House number

MC016 Master Customers Maintaining a separate components Pre-Directional

MC017 Master Customers Maintaining a separate components Street name

MC018 Master Customers Maintaining a separate components Street suffix

MC019 Master Customers Maintaining a separate components Post Directional

MC020 Master Customers Maintaining a separate components Unit

MC021 Master Customers Maintaining a separate components City

MC022 Master Customers Maintaining a separate components State

MC023 Master Customers Maintaining a separate components Zip code + 4

Functional Requirements Matrix - Payroll
Supports out of the Supports through Supports through Supports via Does Not Proposed
box advanced customization or 3rd party Support Alternative
Payroll HR Payroll functional Requirements Functional Requirements
PR001 Payroll HR Payroll functional Requirements Ability for system to calculate payroll for mid pay period personnel actions.
PR002 Payroll HR Payroll functional Requirements Ability to prorate employee pay calculation based on FTE.
PR003 Payroll HR Payroll functional Requirements Ability to assign/change FTE amount for each employee so we can pull accurate city-
wide FTE reports
PR004 Payroll HR Payroll functional Requirements System provides all mandated State and Federal payroll reports, and includes updates
with the standard software maintenance agreement.
PR005 Payroll HR Payroll functional Requirements Ability to restrict access to Payroll/Personnel system according to specific end user
roles.
PR006 Payroll HR Payroll functional Requirements Ability to configure multiple categories of leave accruals and formulas in the system,
without needing special programming or technical skills.
PR007 Payroll HR Payroll functional Requirements Ability to perform supplemental payroll processing to support tax reporting
requirements and perform year-end processing and quarterly tax adjustments.
PR008 Payroll HR Payroll functional Requirements Ability to set different worker's comp rates for the different types of job classifications
or type of job (i.e. Safety vs. Non-Safety employees)
PR009 Payroll HR Payroll functional Requirements Ability to adjust all accumulated totals that are affected by an adjustment (e.g., FICA-
subject wages, taxes, and retirement).
PR010 Payroll HR Payroll functional Requirements Ability to match every payment and adjustment with the pay period where the
adjustment applies.
PR011 Payroll HR Payroll functional Requirements Ability to pay employees semi-monthly but have the choice of producing vendor
checks (i.e. Federal, state, insurances, etc.) on the same cycle or monthly.
PR012 Payroll HR Payroll functional Requirements Ability to change position, pay rate, wages, deductions, and job class mid-pay cycle
and calculates changes accurately
PR013 Payroll HR Payroll functional Requirements Ability to generate multiple checks for an employee within a single pay cycle.
PR014 Payroll HR Payroll functional Requirements Ability to provide extensive audit trails of payroll transactions and employee payroll
record changes
PR015 Payroll HR Payroll functional Requirements Ability to perform both payroll and personnel functions from a single database with
automatic update of information in both systems from a single transaction.
PR016 Payroll HR Payroll functional Requirements Ability to maintain salary information for terminated employees for a user-defined
time interval.
PR017 Payroll HR Payroll functional Requirements Ability to reconcile COBRA payments made with eligibility records in HR.
PR018 Payroll HR Payroll functional Requirements Ability to automate deductions for payment plans (employee overpayments and
buybacks) and report on the amounts outstanding.
PR019 Payroll HR Payroll functional Requirements Ability to automatically stop deductions when employee overpayments are fully re-
paid.
PR020 Payroll HR Payroll functional Requirements Ability to view/print a report to document deductions not taken even though
scheduled.
PR021 Payroll HR Payroll functional Requirements Ability to make payments & adjustments (deductions) to employees above their
regular pay and define these payments as taxable/non-taxable, FLSA/non-FLSA, or
Pensionable/non-pensionable.
PR022 Payroll HR Payroll functional Requirements Ability to track base pay (per contract hourly pay) and premium pays (i.e. shift
differential, longevity, overtime, etc.) separately and list all of these earnings
separately on the check stub, with complete names/descriptions for each category.
PR023 Payroll HR Payroll functional Requirements Ability to track step increases for pay, with premium or incentive pay having no impact
on step increases.
PR024 Payroll HR Payroll functional Requirements Ability to send appropriate electronic notifications to HR/Payroll Personnel when
important payroll functions have occurred (checks printed, etc.)
PR025 Payroll HR Payroll functional Requirements Ability for end-users to submit changes to payroll via an automated workflow and
provide notifications when changes have been made (i.e. changes to W4, bank details,
time entry, self-service functionality).
PR026 Payroll HR Payroll functional Requirements Ability for employee to donate leave to an individual.
PR027 Payroll HR Payroll functional Requirements Ability to customize leave accruals and automate calculation/pro-rate leave accruals
based on union contracts, regardless of when employees are hired or transferred (e.g.,
mid-pay period or mid fiscal year).
PR028 Payroll HR Payroll functional Requirements Ability to have workflows or other tools for payroll processing, to incorporate a
checklist to ensure that steps are followed in the appropriate order, during the year
and at year-end.
Payroll Employee Setup and Maintenance Employee Setup and Maintenance
PR029 Payroll Employee Setup and Maintenance Ability to group employees by a minimum of three organization levels (Division,
Department, etc.)
PR030 Payroll Employee Setup and Maintenance Ability to classify 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).
PR031 Payroll Employee Setup and Maintenance Ability to classify an employee as Medicare only, both Social Security and Medicare or
exempt from both Social Security and Medicare.
PR032 Payroll Employee Setup and Maintenance System must provide the ability to safeguard against using duplicate Social Security
Numbers.
PR033 Payroll Employee Setup and Maintenance System must provide the ability to safeguard against using duplicate unique identifier
such as multiple Personnel numbers (e.g. retirees, employees, extra-hires) and relate
them if necessary.
PR034 Payroll Employee Setup and Maintenance Ability to display employee information without displaying the SSN.
PR035 Payroll Employee Setup and Maintenance Ability to enter multiple location codes per employee, such as work location, paycheck
location (for distribution purposes), etc.. And the flexibility to change the locations by
the Department as often as needed.
Payroll Deductions and Contributions Ability to track and query the following information:
PR036 Payroll Deductions and Contributions Basic and additional life insurance (i.e. supplemental, double-supplemental,
dependent)
PR037 Payroll Deductions and Contributions Charitable contributions
PR038 Payroll Deductions and Contributions Credit union (or other banking facility)
PR039 Payroll Deductions and Contributions Deductions for Organization Liabilities (i.e. Pension Obligation Bond, Retiree Health)
PR040 Payroll Deductions and Contributions Deductions with a future effective date(s)
PR041 Payroll Deductions and Contributions Deferred compensation (457)
PR042 Payroll Deductions and Contributions Dependent coverage (single +1, family)
Payroll Deductions and Contributions (Eligibility) Eligibility
PR043 Payroll Deductions and Contributions (Eligibility) Federal, state, FICA, Medicare taxes
PR044 Payroll Deductions and Contributions (Eligibility) Flexible spending/cafeteria plan (health and dependent care)
PR045 Payroll Deductions and Contributions (Eligibility) Multiple Garnishment Types including:
PR046 Payroll Deductions and Contributions (Eligibility) Child Support
PR047 Payroll Deductions and Contributions (Eligibility) Federal/State Levies
PR048 Payroll Deductions and Contributions (Eligibility) Creditor
PR049 Payroll Deductions and Contributions (Eligibility) Bankruptcy
PR050 Payroll Deductions and Contributions (Eligibility) Other user defined
PR051 Payroll Deductions and Contributions (Eligibility) Multiple garnishment types as defined above applied across multiple states (i.e. Child
Support)
PR052 Payroll Deductions and Contributions (Eligibility) Long-term disability insurance
PR053 Payroll Deductions and Contributions (Eligibility) Multiple Insurance plans
PR054 Payroll Deductions and Contributions (Eligibility) Workers compensation
PR055 Payroll Deductions and Contributions (Eligibility) Uniquely identified deductions for an employee or group of employees (i.e. Probation
Offset, etc.)
PR056 Payroll Deductions and Contributions (Eligibility) Unlimited number of deductions
Payroll Deductions and Contributions (by pay/deduction code) Ability to specify, by pay/deduction code:
PR057 Payroll Deductions and Contributions (by pay/deduction code) Which codes apply to which employees.
PR058 Payroll Deductions and Contributions (by pay/deduction code) Which are for retroactive pays.
PR059 Payroll Deductions and Contributions (by pay/deduction code) Which deductions apply by pay period and employee/bargaining group.
Payroll Deductions and Contributions (Start and stop dates) Deductions with begin and stop dates for such items as:
PR060 Payroll Deductions and Contributions (Start and stop dates) Recurring deductions
PR061 Payroll Deductions and Contributions (Start and stop dates) Minimum/maximum percentage of earnings amount
PR062 Payroll Deductions and Contributions (Start and stop dates) Minimum/maximum fixed dollar value
PR063 Payroll Deductions and Contributions (Start and stop dates) Priority
PR064 Payroll Deductions and Contributions (Start and stop dates) Frequency for withholding
PR065 Payroll Deductions and Contributions (Start and stop dates) Ability to allow for leave without pay with the ability to continue employer paid
deductions (FMLA/OFLA, USERRA, Injury Pay - Safety).
PR066 Payroll Deductions and Contributions (Start and stop dates) Ability to have on-line real-time update capability of the deduction table.
PR067 Payroll Deductions and Contributions (Start and stop dates) Ability to provide mass update functionality on payroll tables.
PR068 Payroll Deductions and Contributions (Start and stop dates) Ability to produce mass changes by employee group using percentages or flat rates
with effective dates
PR069 Payroll Deductions and Contributions (Start and stop dates) Ability to set-up arrears rules by deduction type.
Payroll Deductions and Contributions (method of computing Ability to allow the selection of the method of computing employee and employer
employee and employer contribution) contribution amounts based on the following:
PR070 Payroll Deductions and Contributions (method of computing Flat dollar amount
employee and employer contribution)
PR071 Payroll Deductions and Contributions (method of computing Percentage of the total contribution amount
PR072 Payroll Deductions and Contributions (method of computing Amount per hour worked
PR073 Payroll Deductions and Contributions (method of computing Formula
PR074 Payroll Deductions and Contributions (method of computing Percent of earnings
PR075 Payroll Deductions and Contributions (method of computing Annual wages
PR076 Payroll Deductions and Contributions (method of computing Ability to produce audits of employee deductions for the purpose of detecting the
employee and employer contribution) absence of a required deduction.
PR077 Payroll Deductions and Contributions (method of computing Ability to produce audits of employee deductions for the purpose of detecting the
employee and employer contribution) existence of an unauthorized deduction.
PR078 Payroll Deductions and Contributions (method of computing Ability to determine if a deduction should be applied to a particular payment based on
employee and employer contribution) such criteria as earnings type, effective dates, and employee group restrictions.
PR079 Payroll Deductions and Contributions (method of computing Ability to determine if earnings are sufficient to withhold a deduction.
Payroll Deductions and Contributions (accumulate totals per Ability to accumulate totals per employee deduction for the following employee
employee deduction) and employer contribution amounts:
PR080 Payroll Deductions and Contributions (accumulate totals per Current wage period
employee deduction)
Payroll Deductions and Contributions (accumulate totals per Ability to accumulate totals per employee deduction for the following employee
employee deduction) and employer contribution amounts:
PR081 Payroll Deductions and Contributions (accumulate totals per Month-to-date
employee deduction)
PR082 Payroll Deductions and Contributions (accumulate totals per Quarter-to-date
employee deduction)
PR083 Payroll Deductions and Contributions (accumulate totals per Year-to-date
employee deduction)
PR084 Payroll Deductions and Contributions (accumulate totals per Fiscal-to-date
employee deduction)
PR085 Payroll Deductions and Contributions (accumulate totals per Life-to-date
employee deduction)
PR086 Payroll Deductions and Contributions (accumulate totals per Ability to process special supplemental deductions.
employee deduction)
PR087 Payroll Deductions and Contributions (accumulate totals per Ability to assign employee retirement contribution rates based on State/Organization
employee deduction) plans.
PR088 Payroll Deductions and Contributions (accumulate totals per Ability to set up deduction with different taxability for Income taxes, Social Security
employee deduction) and Medicare taxes (for example deferred comp, section 125 plan earnings).
PR089 Payroll Deductions and Contributions (accumulate totals per Ability to do a monthly accumulation of insurance premiums for reconciliation to
employee deduction) insurance providers' invoice file. Provide for method of comparison.
PR090 Payroll Deductions and Contributions (accumulate totals per Ability to calculate and deduct life insurance, short-term and long-term disability
employee deduction) premiums each month for all employees based on gross wages and employee's age.
PR091 Payroll Deductions and Contributions (accumulate totals per Ability to generate automatic multiple G/L journal entries for all deductions each pay
employee deduction) period to multiple GL accounts.
PR092 Payroll Deductions and Contributions (accumulate totals per Ability to add unlimited number of user-defined deductions.
employee deduction)
PR093 Payroll Deductions and Contributions (accumulate totals per Ability to auto adjust all deductions at termination
employee deduction)
PR094 Payroll Deductions and Contributions (accumulate totals per Ability for the system to set up deductions as pre-tax or post-tax and automatically
employee deduction) select proper taxability based on deduction type (for example Dependent Life should
be post-tax).
PR095 Payroll Deductions and Contributions (accumulate totals per Ability for the system to automatically select proper State/Federal taxability for
employee deduction) section 125 cost of coverage of registered/non-registered domestic partners
PR096 Payroll Deductions and Contributions (accumulate totals per Ability to automatically change deferred comp max's annually by age of employee (i.e.
employee deduction) in the calendar year an employee turns 50, the legal cap for employee contributions
increases.)
Payroll Deductions and Contributions (Garnishments) Garnishments
PR097 Payroll Deductions and Contributions (Garnishments) Ability to process garnishments for third-parties, child support, bankruptcy, federal
levy.
PR098 Payroll Deductions and Contributions (Garnishments) Ability to setup varying computational methods for each garnishment type, such as
determining an employee' s disposable earnings for each garnishment type (gross
minus required withholdings) including accommodations for varying tax filing status'.
PR099 Payroll Deductions and Contributions (Garnishments) Ability to enter specific or multiple garnishment(s) withholding amounts for an
employee for each pay period.
PR100 Payroll Deductions and Contributions (Garnishments) Ability to record the following information with each garnishment:
PR101 Payroll Deductions and Contributions (Garnishments) Name and address of the levying party
PR102 Payroll Deductions and Contributions (Garnishments) Case number
PR103 Payroll Deductions and Contributions (Garnishments) Garnishment amount
PR104 Payroll Deductions and Contributions (Garnishments) Balance
PR105 Payroll Deductions and Contributions (Garnishments) Ability to flag employee when garnishment balance and interest is paid
PR106 Payroll Deductions and Contributions (Garnishments) Ability to generate an individual or combined garnishment check
PR107 Payroll Deductions and Contributions (Garnishments) Ability to cancel garnishment check and refund with appropriate workflow
PR108 Payroll Deductions and Contributions (Garnishments) Ability to calculate and deduct Organization defined garnishment admin fee
PR109 Payroll Deductions and Contributions (Garnishments) Ability to have one garnishment deduction that can be paid out to multiple vendors
PR110 Payroll Deductions and Contributions (Garnishments) Ability to calculate withholding of specific amount up to a pre-described amount
(balance due/maximum deduction amount).
PR111 Payroll Deductions and Contributions (Garnishments) Ability to calculate withholding at a percentage rate of disposable pay up to a pre-
described amount (balance due/maximum deduction amount).
PR112 Payroll Deductions and Contributions (Garnishments) Ability to establish minimum earnings standards which preempt the deduction from
being taken (e.g., 30 X minimum wage exempt from garnishment).
PR113 Payroll Deductions and Contributions (Garnishments) Ability to track each garnishment independently (to track multiple garnishments per
employee).
PR114 Payroll Deductions and Contributions (Garnishments) Ability to properly calculate multiple garnishments for one employee
PR115 Payroll Deductions and Contributions (Garnishments) Ability to prioritize garnishments based on Oregon state law.
PR116 Payroll Deductions and Contributions (Garnishments) Ability to update calculations based on most current federal and state regulations.
PR117 Payroll Deductions and Contributions (Garnishments) Ability to calculate court-ordered medical insurance premiums as garnishment when
computing disposable income.
Payroll Earnings Earnings
PR118 Payroll Earnings Data Elements - Earnings
PR119 Payroll Earnings Ability to accumulate totals per employee earnings type:
PR120 Payroll Earnings Current period wage period
PR121 Payroll Earnings Month-to-date
PR122 Payroll Earnings Quarter-to-date
PR123 Payroll Earnings Year-to-date
PR124 Payroll Earnings Fiscal-to-date
PR125 Payroll Earnings Life-to-date
PR126 Payroll Earnings Ability to track and query the following earnings information:
PR127 Payroll Earnings Regular Pay
PR128 Payroll Earnings Overtime Pay (straight 1.0, 1.5, 2.0, 2.5)
PR129 Payroll Earnings Compensation time earned
PR130 Payroll Earnings Compensation time paid
PR131 Payroll Earnings Earnings type subject to FLSA, retirement, FICA, income tax, or Unemployment
Insurance
PR132 Payroll Earnings Education pay
PR133 Payroll Earnings Family death (funeral) leave
PR134 Payroll Earnings Family Leave - no pay, comp taken, dependent sick leave, personal holiday, sick leave,
vacation, catastrophic leave
PR135 Payroll Earnings Pay stub visibility of hours previously worked or taken but paid in the current pay
period to distinguish from the current pay period earnings
PR136 Payroll Earnings Incentive / award paid
PR137 Payroll Earnings Jury duty
PR138 Payroll Earnings Lump sum paid leave (vacation, comp time hours, holiday paid, personal leave,
floating holiday and banked holidays etc.)
PR139 Payroll Earnings Military Active Leave
PR140 Payroll Earnings Modified Duty
PR141 Payroll Earnings Military Training
PR142 Payroll Earnings On the job injury pay
PR143 Payroll Earnings On-call shift by day
PR144 Payroll Earnings Paid Leave
PR145 Payroll Earnings Unpaid Leave
PR146 Payroll Earnings Personal Leave
PR147 Payroll Earnings Retirement benefit received
PR148 Payroll Earnings Short term disability
PR149 Payroll Earnings Status: Permanent, Term, on-call, seasonal, temporary, intermittent
PR150 Payroll Earnings Step Increase
PR151 Payroll Earnings Administrative Leave Paid
PR152 Payroll Earnings Termination leave payout (vacation, comp time hours, holiday paid, personal leave,
floating holiday and banked holidays etc.)
PR153 Payroll Earnings Training pay/Instructor Pay
PR154 Payroll Earnings Holidays of all types: Holidays Worked, Banked Holidays, half day Holidays, holiday in
lieu etc.
PR155 Payroll Earnings Temporary Promotion Pay
PR156 Payroll Earnings Temporary (AIC and extra duty) Assignment Pay
PR157 Payroll Earnings POST Incentive Pay
PR158 Payroll Earnings Workers Compensation Pay
PR159 Payroll Earnings Contractual OT
PR160 Payroll Earnings OT Double Time
PR161 Payroll Earnings Bi-lingual Pay Differential
PR162 Payroll Earnings Assignment Differential
PR163 Payroll Earnings Shift Differential
PR164 Payroll Earnings Variable taxing rates and methods for any earnings type
PR165 Payroll Earnings Ability to input future effective dates for changes to take place.
PR166 Payroll Earnings Ability to identify retirement eligible wages from gross wages by group code or other
defined flag
PR167 Payroll Earnings Ability to have different base wages for calculating different deductions and earnings
(union dues, fringe, etc.)
PR168 Payroll Earnings Ability to allow an unlimited number of user defined earning types and attributes.
PR169 Payroll Earnings Ability to report automatically when an employee reaches the set number of hours
based on the employee group and classification.
PR170 Payroll Earnings Ability to pay one employee based on multiple positions (additional appointments)
with multiple job titles, pay rates, multiple departments, classifications, cost centers,
etc., during the same pay cycle without the need for manual journal entries and show
cross reference in payroll register and check stub.
PR171 Payroll Earnings Ability to administer pre-tax deductions for flexible spending accounts (FSA) for
medical and dependent care
PR172 Payroll Earnings Ability to split employee pay and benefits across multiple departments, cost centers
based on fixed percentage or worked hours.
PR173 Payroll Earnings Ability to calculate regular rate of pay, per FLSA requirements:
Rate of Pay = ((Total hours X Base Rate) + (additions to pay))/total hours worked
PR174 Payroll Earnings Ability to allow the overtime calculation to include non-work hours
PR175 Payroll Earnings Ability to calculate additional pay for temporary assignments and temporary
promotions above employee's current position
Payroll Earnings Ability to pay earnings based on following calculations:
PR176 Payroll Earnings Flat amount per pay period
PR177 Payroll Earnings Percent of salary rate (base pay rate)
PR178 Payroll Earnings Hourly rate
PR179 Payroll Earnings Semi-monthly salary
PR180 Payroll Earnings Monthly salary
PR181 Payroll Earnings Annual salary
PR182 Payroll Earnings Fixed Amount
PR183 Payroll Earnings ARC (After Hours) payment - Hours worked after business hours (Paid flat rate per
hour)
PR184 Payroll Earnings Ability to restrict an earnings type to a specified group or groups of employees
PR185 Payroll Earnings Ability to compute total hours worked multiplied by rate per hour when less than a
standard pay period amount is due to an individual.
PR186 Payroll Earnings Ability of system to calculate and adjust taxable wages for non-cash fringe benefits
(imputed income)
PR187 Payroll Earnings Ability for departmental request of supplemental pay with appropriate workflow.
(vacation cash out)
Payroll Earnings (Other) Ability to calculate and pay an employee's other source of compensation:
PR188 Payroll Earnings (Other) Allowance (clothing, uniform, etc.), including incorporating appropriate controls when
an allowance is only allowed every other year.
PR189 Payroll Earnings (Other) Car Allowance
PR190 Payroll Earnings (Other) Lump sum payment for unused leave
PR191 Payroll Earnings (Other) Mileage reimbursement
PR192 Payroll Earnings (Other) Moving expenses
PR193 Payroll Earnings (Other) Other reimbursements and additions to pay
PR194 Payroll Earnings (Other) Prior period adjustments
PR195 Payroll Earnings (Other) Supplemental payments
PR196 Payroll Earnings (Other) One time payment
PR197 Payroll Earnings (Other) Travel reimbursement
PR198 Payroll Earnings (Other) Meal Reimbursement
PR199 Payroll Earnings (Other) Tuition reimbursement
PR200 Payroll Earnings (Other) Stipends
PR201 Payroll Earnings (Other) Ability for employees to submit scanned receipts for travel via a workflow, or indicate
that receipt(s) is missing and populate the necessary fields.
Payroll Earnings (Overtime) Overtime
PR202 Payroll Earnings (Overtime) Ability to calculate gross pay
PR203 Payroll Earnings (Overtime) Ability to calculate overtime payments (FLSA Regular Rate of Pay) using weighted
average hourly rate (Rate of Pay = ((Total hours X Base Rate) + (additions to
pay))/total hours worked) in a work week for employees with one or more pay rates.
PR204 Payroll Earnings (Overtime) Ability to have user defined overtime calculations (ability to calculate overtime and
take into consideration call back minimums).
PR205 Payroll Earnings (Overtime) Ability to identify which additional pays are included in FLSA OT hourly rate
calculation.
PR206 Payroll Earnings (Overtime) Ability to calculate FLSA overtime on only one position's hours for an employee in
multiple positions (e.g., an employee who works hours in an exempt position and
hours in a non-exempt position).
PR207 Payroll Earnings (Overtime) Ability to calculate overtime hours for different employee groups with different
FLSA/work periods.
PR208 Payroll Earnings (Overtime) Ability to calculate scheduled overtime premium pay: Base Rate X OT hours X .5. (for
example Fire, Safety premium pay)
PR209 Payroll Earnings (Overtime) Ability to pay overtime rate if employee has worked less than 40 hours in week per
FLSA cycles (based on contract/MOU i.e. 37.5 hours, etc.).
PR210 Payroll Earnings (Overtime) Ability to alert users if OT is entered without OT rules having been met
PR211 Payroll Earnings (Overtime) Ability to alert users if more than scheduled hours of work is entered without OT paid
or comp time accrued.
PR212 Payroll Earnings (Overtime) Ability to pay OT for exempt employees (Safety Fire/Sheriff) within different cycles.
PR213 Payroll Earnings (Overtime) Ability to record overtime based on Fire regulations for OT (enter time worked per day
and record OT after 27 day cycle)
PR214 Payroll Earnings (Overtime) Ability to create overtime calculation such as this: Employee assigned to acting in a
classification, in 15 minute increments higher than the regular assigned classification
receives premium pay equal to the bottom step of the classification moved up to or
x%, whichever is greater.
PR215 Payroll Earnings (Overtime) Ability to enter and report overtime by user-definable segments (i.e. General Ledger,
Cost Centers, Organizational Units, Divisions, etc.) or grant-eligible employees.
PR216 Payroll Earnings (Overtime) Ability to specify earning codes that are overtime eligible.
PR217 Payroll Earnings (Overtime) Ability to pay double time and 2.5 time for specific groups under specific conditions.
Payroll Earnings (Shift Differential) Shift Differential

PR218 Payroll Earnings (Shift Differential) Ability to pay shift differential based on percentage of rate or set amount.
PR219 Payroll Earnings (Shift Differential) Ability to calculate shift differential by work times coded by employees, according to
agreement
PR220 Payroll Earnings (Shift Differential) Ability to pay shift on a different step or pay rate within the pay range (i.e. 5% of Step
3, not actual step)
PR221 Payroll Earnings (Shift Differential) Ability to pay shift differential on overtime/comp time at premium overtime rate.
Payroll Earnings (Comp Time) Comp Time

PR222 Payroll Earnings (Comp Time) Ability to track comp time and allow either to be taken or paid out (up to the
discretion of the employee) within the same time period earned.
PR223 Payroll Earnings (Comp Time) Ability to limit earned comp time to a user specified number of hours by employee
group; provide ability to enter exceptions.
PR224 Payroll Earnings (Comp Time) Ability to pay out comp time at any time during the year.
PR225 Payroll Earnings (Comp Time) Ability to auto pay comp time and banked holiday balances based on defined rules;
must allow exceptions.
Payroll Earnings (Retro Pay/Deductions) Retro Pay/Deductions
PR226 Payroll Earnings (Retro Pay/Deductions) Ability to automatically re-calculate deductions in current period for prior period
changes in employee's deductions (insurance premiums, changes to benefits
enrollments, union dues, retirement contributions, etc.).
PR227 Payroll Earnings (Retro Pay/Deductions) Ability to clear deductions in arrears that exceed employee's wages.
PR228 Payroll Earnings (Retro Pay/Deductions) Ability to calculate pay or wage adjustments in current period when pay-related
information in prior periods is changed - rate, hours, allowances, pay code, etc.
PR229 Payroll Earnings (Retro Pay/Deductions) Ability to track all retro active changes to employee records before or after a payroll
run.
PR230 Payroll Earnings (Retro Pay/Deductions) Ability to track retro active payment and deductions on the payroll journal and
employee pay stub.
Payroll Earnings (Accruals) Accruals
PR231 Payroll Earnings (Accruals) Ability to identify which funds are to be used for accrual of vacation, sick time, etc., for
those staff who are allocated to multiple funds.
PR232 Payroll Earnings (Accruals) Ability to limit vacation accruals based on maximum for defined plan, job class,
department, status, etc. and record the time lost as a result of the limits.
PR233 Payroll Earnings (Accruals) Ability to record leave time and accruals per pay period and annually based on
combination of years of service, employee group, employee status, etc. for several
types of leave plans (PTO, Police, traditional Vacation/Sick, executive accrual,
according to Organization policies).
PR234 Payroll Earnings (Accruals) Ability to automatically adjust the paid leave accrued balances by type when leave is
taken (vacation, sick, sick incentive, holiday, floating holiday, etc.)
PR235 Payroll Earnings (Accruals) Ability to track detailed leave information: type, leave date, hours taken, remarks,
start/stop dates.
PR236 Payroll Earnings (Accruals) Ability to track multiple leaves at the same time - i.e. FMLA/OFLA, PDL, etc.
PR237 Payroll Earnings (Accruals) Ability to limit the usage of vacation, sick leave, and comp time based on employee's
accumulated balances, with exceptions allowed.
PR238 Payroll Earnings (Accruals) Ability to automatically pay out comp time based on established limits per group.
PR239 Payroll Earnings (Accruals) Ability to automatically calculate, adjust and report a change in general leave accrual
rate based on a change in standard pay hours (i.e. when an employee moves from a 75
to 80 job and visa versa).
PR240 Payroll Earnings (Accruals) Ability to store and retrieve (historical) leave accrued, taken, paid, lost (over max), and
forfeited based upon user-defined timeframes
PR241 Payroll Earnings (Accruals) Ability to calculate vacation, sick, and comp payoffs at termination including current
period accrual, current period taken, and remaining balance.
PR242 Payroll Earnings (Accruals) Ability to adjust leave accrual hour balances.
PR243 Payroll Earnings (Accruals) Ability to prohibit accrual payoffs for terminating probationary employees.
PR244 Payroll Earnings (Accruals) Ability to turn on and off employees accruals based on a predetermined time frame or
other specific conditions. (i.e. Absent without pay)
PR245 Payroll Earnings (Accruals) Ability to create different pay out rules for each different type of leave
PR246 Payroll Earnings (Accruals) Ability to have two leave accrual banks for OR PERS
PR247 Payroll Earnings (Accruals) Ability to have different Leave Accrual pay out rules depending upon Bargaining Unit
upon Separation
PR248 Payroll Earnings (Accruals) Ability to determine the dollar amount of sick, personal, vacation, comp time,
management Leave liability by user identified fields (i.e.. Fund, cost center,
department, etc.) (And any other type of leave used by the Organization).
PR249 Payroll Earnings (Accruals) Ability to create an automatic notification to the employee and their manager when
an employee's leave (vacation, sick etc) time balance is reaching their maximum
accrual, zero, or negative balance
PR250 Payroll Earnings (Accruals) Ability to track Leave Accruals based upon the number of hours an employee has
worked.
PR251 Payroll Earnings (Accruals) Ability to forecast leave balances including accruals for employees taking an extended
absence. (Family leave or worker's comp)
PR252 Payroll Earnings (Accruals) Ability to publish accrual amounts on self-service and pay stub so employees can track
their own hours.
PR253 Payroll Earnings (Accruals) Ability to track Workers Comp and FMLA/OFLA leave used either in pay or non-pay
status for the previous 12 months (“rolling calendar”).
PR254 Payroll Earnings (Accruals) Ability to automatically adjust the paid leave accrued balance by type when leave time
is taken (vacation, floating holiday, sick).
PR255 Payroll Earnings (Accruals) Ability to automatically transfer maximums and accruals from the prior year while still
being able to track the maximums and accruals for the new year
PR256 Payroll Earnings (Accruals) Ability to automatically adjust leave balances when an employee exercises a "buy
back" option.
PR257 Payroll Earnings (Accruals) Ability to manually adjust balances with appropriate security.
PR258 Payroll Earnings (Accruals) Ability for an authorized user to allow employee leave balances to become negative if
the vacation, sick, PTO, or comp (used or paid) balances are exhausted.
Payroll Earnings (Labor Distribution) Labor Distribution

PR259 Payroll Earnings (Labor Distribution) Ability to distribute labor costs based on hours worked in each fund.
PR260 Payroll Earnings (Labor Distribution) Ability to distribute labor costs to multiple cost centers or GL accounts.
PR261 Payroll Earnings (Labor Distribution) Ability to track and calculate, on a daily basis, labor cost of projects (FEMA reporting).
PR262 Payroll Earnings (Labor Distribution) Ability to distribute costs for labor outside of base rate
PR263 Payroll Earnings (Labor Distribution) Ability to track uncompensated hours for volunteers by project to gather total hours
needed to complete project (also for potential matching portion of grants).
PR264 Payroll Earnings (Labor Distribution) Ability to track hours or cost for projects or initiatives
PR265 Payroll Earnings (Labor Distribution) Ability to provide cost accounting options for task, location, and project.
PR266 Payroll Earnings (Labor Distribution) Ability to generate internal billing for cost allocation in distributing labor costs for
project/grants/departments.
PR267 Payroll Earnings (Labor Distribution) Ability to have a percentage allocation set up for the costs centers
PR268 Payroll Earnings (Labor Distribution) Ability to accommodate batch splitting for labor distribution during pay periods that
cross accounting periods.
Payroll Payroll Processing Payroll Processing
PR269 Payroll Payroll Processing Ability to forecast/simulate an employee's paycheck based on criteria/employee data
entered (i.e. Tax changes etc.. W4)
PR270 Payroll Payroll Processing Ability to "lock" employees records and time sheets during payroll processing to
prevent changes while payroll is calculated for the payroll period.
PR271 Payroll Payroll Processing Ability to allow future changes to employee records if the start date of change is after
the current pay period end date during payroll processing.
PR272 Payroll Payroll Processing Ability to run proposed current and future payroll and validate payroll results/paystub
and report information
PR273 Payroll Payroll Processing Ability to allow payroll calculations multiple times before finalizing the payroll for
further processing
Payroll Direct Deposit Direct Deposit
PR274 Payroll Direct Deposit Ability to complete direct deposit transactions
PR275 Payroll Direct Deposit Ability to include travel reimbursements with payroll (direct deposit when possible),
by employee ID.
PR276 Payroll Direct Deposit If the reimbursement is outside the payroll system, ability to associate the payment to
employee record for tax reporting (i.e. W2's)
PR277 Payroll Direct Deposit Ability to create a file for direct deposit in ACH format for employees salary payments.
PR278 Payroll Direct Deposit Ability to change the format of the bank file when changes are requested from the
bank based on authority.
PR279 Payroll Direct Deposit Ability to have multiple financial institutions per employee designated for direct
deposit.
Payroll Direct Deposit Ability to allow direct deposit as:
PR280 Payroll Direct Deposit Full net amount to one financial institution
PR281 Payroll Direct Deposit Percentages of the net amount to more than one financial institution/account
PR282 Payroll Direct Deposit Fixed amounts to more than one financial institution/account
PR283 Payroll Direct Deposit Ability to direct payments to pay cards and create file to upload to pay card provider.
PR284 Payroll Direct Deposit Ability to prenote prior to an employee's first pay cycle.
PR285 Payroll Direct Deposit Ability to override prenote process.
PR286 Payroll Direct Deposit Ability to provide electronic check stubs
Payroll Check Printing Check Printing
PR287 Payroll Check Printing Ability to provide computer-generated payroll checks.
PR288 Payroll Check Printing Ability to print check and stub, or earnings statement, on self-mailer check form.
PR289 Payroll Check Printing Ability to print checks in prescribed sequence that can be changed at any time by
users.
PR290 Payroll Check Printing Ability to view pay stub/earning statement on or after the check date
PR291 Payroll Check Printing System must provide flexible processing schedules for the ability to rerun payroll, if
needed.
PR292 Payroll Check Printing Ability to allow for multiple lines during check printing
Payroll Check Processing Ability to restart the check process for the following:
PR293 Payroll Check Processing One check
PR294 Payroll Check Processing User-defined group of checks
PR295 Payroll Check Processing Entire check run
PR296 Payroll Check Processing Ability to have more than one bank name attached to the same routing # , IE credit
unions may have the same routing, but different names and account numbers
PR297 Payroll Check Processing Ability to automatically advance to next paycheck to continue stub printing.
PR298 Payroll Check Processing Ability to record a manual check in the system in case the check was cut outside the
payroll processing.
PR299 Payroll Check Processing Ability to have special payroll runs at the same time as a normal payroll run.
PR300 Payroll Check Processing Ability to print and flag multiple checks for each employee in the normal payroll run
(i.e. defined based on the payment)
PR301 Payroll Check Processing Ability to run preliminary payrolls that do not update year-to-date balances but
simulate the update of year-to-date balances with simulated postings to the general
ledger (e.g. a test run).
PR302 Payroll Check Processing Ability to print payroll replacement checks.
PR303 Payroll Check Processing Ability to void payroll check or direct deposit and reissue a new check or process a
direct deposit for the same payment.
PR304 Payroll Check Processing Ability to print single payroll checks for employees even if they are working in multiple
positions or funded from multiple funding sources.
PR305 Payroll Check Processing Ability to issue checks outside of the processing cycle.
PR306 Payroll Check Processing Ability of the advice / check stub to be simple to read/understand and have all
detailed information regarding the employer (ID #), employee, earnings, and
deductions, including annual accumulators as defined by user.
PR307 Payroll Check Processing Ability to print the name of financial institution on direct deposit advice.
PR308 Payroll Check Processing Ability to support MICR printing
PR309 Payroll Check Processing Ability to support printing the check signature with proper security of the signature.
Payroll Payroll Taxes Ability to automatically update the tax tables (rates and limits) for the following tax
categories:
PR310 Payroll Payroll Taxes Federal income tax
PR311 Payroll Payroll Taxes State income tax
PR312 Payroll Payroll Taxes FICA (OASDI and Medicare)
PR313 Payroll Payroll Taxes Earned income credit
PR314 Payroll Payroll Taxes State disability insurance (SDI)
PR315 Payroll Payroll Taxes State Unemployment Tax
PR316 Payroll Payroll Taxes Ability to provide tax tables updates automatically which are in compliance with all
applicable tax laws.
PR317 Payroll Payroll Taxes Ability to have an update automatically applied annually or as on needed basis with
tax table changes
PR318 Payroll Payroll Taxes Ability to have default taxes withheld using single with zero exemptions as the
default.
PR319 Payroll Payroll Taxes Ability to allow any legally allowable number of exemptions (marital status and
dependents) for each taxing entity.
PR320 Payroll Payroll Taxes Ability to withhold Federal and State income taxes on the basis of
aggregated/supplemental earnings for a pay period.
PR321 Payroll Payroll Taxes Ability to define different tax rates for different earnings ( i.e. earning1 can be at
aggregate rate based on W4 information and Earning2 can be at 3% etc.)
PR322 Payroll Payroll Taxes Ability to support and deduct multiple pension types and calculations
PR323 Payroll Payroll Taxes Ability to do a manual FICA (social security and Medicare) add-on to increase wages
for non-cash taxable fringe benefits (gross-up)
PR324 Payroll Payroll Taxes Ability to adjust (withhold or refund) employees Federal, Organization, and State
withholding taxes by pay period.
PR325 Payroll Payroll Taxes Ability to adjust (debit or credit) an employee's Federal, State and Organization year-
to-date taxable gross wage and withholding amount totals.
PR326 Payroll Payroll Taxes Ability to exclude wages withheld for Deferred Compensation Plans and Section 125
Accounts from Federal, State, and Organization income tax withholdings.
PR327 Payroll Payroll Taxes Ability to maintain an employee's OASDI and Medicare contribution total for prior tax
years.
PR328 Payroll Payroll Taxes Ability to automatically and manually adjust (withhold or refund) OASDI and Medicare
by employee in the current pay period.
PR329 Payroll Payroll Taxes Ability to adjust (debit or credit) OASDI and Medicare year-to-date totals for employee
and employer withholding amounts and employee's gross wages.
PR330 Payroll Payroll Taxes Ability to calculate Earned Income Credit.

Ability to refund pre and post-tax deductions, including in immediate situations
PR331 Payroll Payroll Taxes Ability to set IRS Limits on an employee's record for different tax entities.
Payroll Void Check Processing Void Check Processing
PR332 Payroll Void Check Processing Ability for the reversal (void paycheck) process to be automated to reverse all
employer/employee records (including voluntary deductions, time and attendance,
taxes, and PTO accruals).
PR333 Payroll Void Check Processing Ability to initiate process to void a paycheck
PR334 Payroll Void Check Processing Ability to have multiple manual & voided checks per pay cycle by employee.
PR335 Payroll Void Check Processing Ability to record each replacement check number in the payment history record for
the check that is replaced and the replacement number should not overlay the original
check number.
PR336 Payroll Void Check Processing Ability to locate and view every check record using the replacement check number,
employee ID number, or check date as a search key.
separate category for voids/re-issues
PR337 Payroll Void Check Processing Ability to automatically re-apply deductions from voided checks to subsequent
payments.
Payroll GL - Journal Entries GL - Journal Entries
PR338 Payroll GL - Journal Entries Ability to automatically post payroll transaction data to the General Ledger after
regular payroll and special (off cycle) payrolls
PR339 Payroll GL - Journal Entries Ability to specify posting dates for posting payroll transactions.
PR340 Payroll GL - Journal Entries Ability to post payroll transaction to multiple funds and cost centers based on
employee records (for example, organizational assignments, multiple positions).
PR341 Payroll GL - Journal Entries Ability to create GL journal entries which allow for interfund transactions and still
balance in total and by fund (e.g. employees who are paid from several funds, but
whose tax withholdings are accumulated in one fund).
PR342 Payroll GL - Journal Entries Ability to create monthly and annual payroll accrual journal entries.
PR343 Payroll GL - Journal Entries Ability to create detail journal entries to allocate labor charges to various cost centers
for programmatic labor distribution.
PR344 Payroll GL - Journal Entries Ability to automatically create GL entries to appropriate fund account for employer
contributed benefits.
PR345 Payroll GL - Journal Entries Ability to select a date for future posting of automated journal entries.
PR346 Payroll GL - Journal Entries Ability to create automated journal entries for fringe benefit cost to multiple cost
centers for retirement, workers' comp, or unemployment on a percentage of salary;
medical insurance and disability insurance which are based on actual plan cost-table.
Payroll Payroll Calendars Payroll Calendars

PR347 Payroll Payroll Calendars Ability for a variety of different calendars for determining:
PR348 Payroll Payroll Calendars Multiple FLSA periods (e.g. 7, 14, 24, 27 and 28 day periods)
PR349 Payroll Payroll Calendars Number of work days in the pay period
PR350 Payroll Payroll Calendars Time to be paid and/or days not worked in order to compute gross (exception
employees)
PR351 Payroll Payroll Calendars Beginning and ending dates of the pay period
PR352 Payroll Payroll Calendars Holidays for multiple job classes
PR353 Payroll Payroll Calendars Flex schedule calendars - (for example, identifying the 9/80 work week; 1st week 45
scheduled hours, 2nd week 35 scheduled hours; and multiple of different schedule).
PR354 Payroll Payroll Calendars Ability to support 27 and 28 day cycle

Payroll Integration and Interfaces Integration and Interfaces
PR355 Payroll Integration and Interfaces Ability to interface with budget for department, project and fund calculations
PR356 Payroll Integration and Interfaces Ability to provide interfaces with federal and state tax deposit software.
PR357 Payroll Integration and Interfaces Ability to interface with bank for positive pay, including pre-note functionality
PR358 Payroll Integration and Interfaces Ability to interface with Accounts Payable for paying vendors (e.g., third party
remittances), and Account Receivable, eliminating/minimizing need for reconciliations
PR359 Payroll Integration and Interfaces Ability to interface with benefit providers
PR360 Payroll Integration and Interfaces Ability to interface with payroll check print program
PR361 Payroll Integration and Interfaces Ability to integrate with a Document Management System/EMS
PR362 Payroll Integration and Interfaces Ability to interface with department scheduling systems (e.g., police and fire)
PR363 Payroll Integration and Interfaces Ability to integrate with all ERP modules including Time and Attendance systems
PR364 Payroll Integration and Interfaces Ability to interface with other applications throughout the Organization - HR
Applications, work management, etc.
PR365 Payroll Integration and Interfaces Ability for all grade/step (job group) tables to ‘roll’ from the live payroll system into
the budget system with the ability to adjust existing grade/step tables and/or create
new grade/step tables.
PR366 Payroll Integration and Interfaces Ability to roll from the live payroll system to the budget payroll system all user-
defined data i.e. ability to choose which info rolls
PR367 Payroll Integration and Interfaces Ability to perform both payroll and personnel functions with automatic bidirectional
transfer and update of information in both systems from a single transaction.
PR368 Payroll Integration and Interfaces Ability to integrate position request with Budget module for development of
personnel budget.
PR369 Payroll Integration and Interfaces Ability for the position requisition function to integrate to the Payroll and Human
Resources functions to create a position upon approval, and manage the process
through workflows.
Payroll Reporting Reporting Features
PR370 Payroll Reporting Ability to report on calculated compensated absences showing ending balances in
hours and calculated pay.
PR371 Payroll Reporting Ability to view mid-period earnings calculations for termination pay.
PR372 Payroll Reporting Ability to have user designed standard and ad hoc reporting, including detailed
exception reporting (e.g., for auditing).
PR373 Payroll Reporting Ability to view and download all employee data stored in database.
PR374 Payroll Reporting Ability to view payroll data for federal, state, and local government reports.
PR375 Payroll Reporting Ability to view a Payroll Register in user-defined order, (i.e. showing gross pay, payroll
fund, all system-calculated taxes and deductions, net pay, and check number).
PR376 Payroll Reporting Ability to track "light-duty " similarly to extra hires, and flexibility within this feature.
Payroll Reporting Ability to provide reports immediately after payroll has run which include but are
not limited to the following:
PR377 Payroll Reporting Federal, state, and local tax reporting (i.e. pay period to date, quarterly to date and
year to date, IRS Form 941)
PR378 Payroll Reporting List of gross wages in excess of user specified amounts
Payroll Reporting Ability to produce attendance reports for active, full-time, part-time, on-call,
seasonal, temporary and exception employees by pay period and annual total
(calendar and rolling years), to contain the following:
PR379 Payroll Reporting Department
PR380 Payroll Reporting Each employee in the department, with multiple employees per page
PR381 Payroll Reporting Pay period
PR382 Payroll Reporting General Leave - all tracked categories
PR383 Payroll Reporting MULTIPLE Accounts charged
PR384 Payroll Reporting Pay rate(s) - for each type of earnings
PR385 Payroll Reporting Standard hours
PR386 Payroll Reporting Hours worked
PR387 Payroll Reporting OT Hours worked
PR388 Payroll Reporting Temporary Hours worked for Regular employees
PR389 Payroll Reporting Holidays worked
PR390 Payroll Reporting Leave accrual balances and usage for all leave codes
Payroll Reporting Ability to produce all of the wage and tax reports required to comply with Federal
and State laws, rules and regulations, including the following:
PR391 Payroll Reporting Internal Revenue Service (for income tax)
PR392 Payroll Reporting Organization ordinance
PR393 Payroll Reporting Other taxing entities
PR394 Payroll Reporting Ability to print/report/identify, prior to issuance of first pay check, weekly lists of all
employees engaged who do not have direct deposit instructions.
PR395 Payroll Reporting Produce a report of audit trail changes made to employees records and identify who
made the changes (e.g., for recalculating payroll).
PR396 Payroll Reporting Ability to produce a report showing benefits participation by benefit, carrier and,
coverage level.
PR397 Payroll Reporting Ability to create a report that shows all employees with over/under scheduled hours
per week paid and what type of hours for Regular/Temporary etc.
PR398 Payroll Reporting Ability to create leave activity and balance reports.
PR399 Payroll Reporting Ability to view/print attendance reports for active, full-time, part-time on-call,
seasonal, temporary and exception employees by pay period and annual totals
(calendar and rolling calendar).
PR400 Payroll Reporting Ability to view/print reports indicating vacation balances nearing maximum allowable.
PR401 Payroll Reporting Ability to report, by employee, unaccruable hours, due to maximum threshold
reached.
PR402 Payroll Reporting Ability to automate delivery of above report to individual users who have reached
maximum accruable hours.
PR403 Payroll Reporting Ability to create an employee benefit report that details insurance benefits and costs
for each employee ("total compensation").
PR404 Payroll Reporting Ability to create Payroll Projection Reports, forecasting payroll amounts by
department, fund, etc., through year-end. Compares to budgeted amounts.
PR405 Payroll Reporting Ability to project the next fiscal year wages (taking into account step increases and
review dates) and benefits for each employee
PR406 Payroll Reporting Ability to do increases on wages/wage tables to account for COLAs
PR407 Payroll Reporting Ability to report on retroactive pay detail
PR408 Payroll Reporting Ability to report editable retirement information work file to prepare for upload to
the Organization's PERS
PR409 Payroll Reporting Ability to track all hours and type of hours worked by all types of employees.
PR410 Payroll Reporting Ability to track total compensation by types of employee and by time period
PR411 Payroll Reporting Ability to generate a report or other notification when an employee indicates that
he/she has greater than user-definable number of dependents (currently 10, exempt,
etc), for City reporting.
PR412 Payroll Reporting Ability to report on temporarily promoted employees and employees on an acting
assignment with a scheduled end date (Temporary Assignment Pay).
PR413 Payroll Reporting Ability to alert Payroll & HR if short term disability is reported.
Payroll W-2s and 1099s W-2s and 1099s
PR414 Payroll W-2s and 1099s Ability to generate a transmittable electronic file for W-2s
PR415 Payroll W-2s and 1099s Ability to generate year-end Forms (W-2) for each person employed by the
Organization during the tax year and 1099-R for every retiree in electronic format.
PR416 Payroll W-2s and 1099s Ability to maintain the information required to produce W-2's and W-2cs
PR417 Payroll W-2s and 1099s Ability to produce/reprint W-2 and W-2C forms to replace lost or misplaced forms.
PR418 Payroll W-2s and 1099s Ability for employees to download W-2 information into tax software
Payroll Approvals Time and Attendance - Approvals
PR419 Payroll Approvals Ability to electronically route and approve time and attendance data for multiple
levels: (employee, supervisor, department payroll clerk, department director,
Personnel, Fiscal/Payroll).
PR420 Payroll Approvals Ability to provide for a pay period lock function for use by payroll to prevent further
timecard edits by supervisors or employees.
PR421 Payroll Approvals Ability to notify approver (including payroll dept.), via report or other, if a timesheet
has not been submitted by the deadline.
Payroll Payroll Budgeting Payroll Budgeting
PR422 Payroll Payroll Budgeting Ability to add/change vacant positions along with assigning start date, review dates,
job group/step, and benefits
PR423 Payroll Payroll Budgeting Ability to add ‘non-FTE’ budgets in the payroll budgeting module for things such as
overtime, casuals, retiree cash-outs, etc.
PR424 Payroll Payroll Budgeting Ability to adjust benefit codes and associated rates
PR425 Payroll Payroll Budgeting Ability to exclude certain positions from being part of the budget projection (e.g.
authorized, but unfunded positions)
PR426 Payroll Payroll Budgeting Reports that show each projected employee along with their wages and benefits for
the next fiscal year
Payroll Position Budgeting
PR427 Payroll Position Budgeting Ability to assist with managing new budget implications of live payroll changes (e.g.
raises & transfers) performed during the budget development cycle.
PR428 Payroll Position Budgeting Ability to change the ‘global/master’ rates for any benefit that comes over from the
live payroll system.
PR429 Payroll Position Budgeting Ability to add benefits and associated rates (since sometimes new benefits are added
for a new fiscal year and thus wouldn’t have come over from the live payroll system).
PR430 Payroll Position Budgeting Ability to change the account splits for the individual/position (e.g. some individuals
are billed to multiple funds/departments and this option needs to be available for the
budget and live payroll systems).
Payroll Employee Onboarding Employee Onboarding
PR431 Payroll Employee Onboarding Ability to perform 'hire' action which will populate all information related to the
applicant into the HR and Payroll functions.
PR432 Payroll Employee Onboarding Ability to define and establish electronic forms and workflows that need to be
completed for onboarding activities, which shall populate the appropriate HR and
payroll information.
PR433 Payroll Personnel Administration Ability to enter one employee in multiple positions with multiple job titles, pay rates,
classifications, cost centers, etc. during the same pay cycle without the need for
manual journal entries; show cross reference in payroll register. Produces only 1 check
and W-2.
Payroll Tuition Reimbursement Tuition Reimbursement
PR434 Payroll Tuition Reimbursement Ability to set tuition reimbursement thresholds/max.
PR435 Payroll Tuition Reimbursement Ability to define and implement an approval process for tuition reimbursement
requests.
PR436 Payroll Tuition Reimbursement Ability to monitor compliance with process, maintain rules, polices, tables,
outstanding balances (before and after course is taken).
PR437 Payroll Tuition Reimbursement Ability to calculate reimbursement amount based on grade received and graduate or
undergraduate level.
PR438 Payroll Tuition Reimbursement Ability to report number of classes taken by department, graduate or undergraduate
level, grades, etc.
PR439 Payroll Tuition Reimbursement Ability to track course completions, drops, etc.
Functional Requirements Matrix - Purchasing
Supports out of Supports Supports through Supports via Does Not Proposed
the box through customization or 3rd party Support Alternative
Purchasing Purchasing General Requirements General Requirements
PU001 Purchasing Purchasing General Requirements All purchasing related applications provide direct interface/integrate with all related financial
modules, including third party software such as NIGP Codes, and Bid Management, as
applicable.
PU002 Purchasing Purchasing General Requirements Ability to support automatic entry into other modules, such as contract management, inventory,
work management, accounts payables and fixed assets. Document history and real-time
retrieval on-line , linking requisitions to purchase orders, invoices and checks.
PU003 Purchasing Purchasing General Requirements Allows each department to initiate the procurement process through requisition entry into the
financial system.
PU004 Purchasing Purchasing General Requirements Ability to drill down to all supporting documents included in and related to the procurement
transaction (from bid, requisition to invoice/payment issuance).
PU005 Purchasing Purchasing General Requirements Total Purchases by user defined time periods (start/end dates) and allow drill down to
requisitions and PO with all supporting documents attachments.
PU006 Purchasing Purchasing General Requirements Ability to electronically generate and maintain annual, blanket, and standard purchase orders
transactions using an on-line requisitioning system for all procurements.
PU007 Purchasing Purchasing General Requirements Ability to look up the real-time status of procurements including requisition and purchase
orders.
PU008 Purchasing Purchasing General Requirements Ability to retrieve existing data from one process to another without re-keying (i.e. vendor
number entry to automatically populate requisition data such as vendor name, address and
remittance type; department shipping location, etc.).
PU009 Purchasing Purchasing General Requirements Ability to default the shipping address (with multiple locations) on purchase orders based on the
user that is requesting the goods / services.
PU010 Purchasing Purchasing General Requirements Ability to scan/attach documents (e.g., specifications, back-up documentation, invoices, packing
slips, quotes, etc.) to requisitions, purchase orders and payment vouchers.
PU011 Purchasing Purchasing General Requirements Ability to automatically generate recurring payables/purchase orders for frequently ordered
merchandise, i.e. recurring expenditures or progress payments on contracts/lease agreements.
PU012 Purchasing Purchasing General Requirements Ability to designate a purchase or contract as a standard purchase order, single blanket order, or
multiple blanket orders.
Purchasing Validate purchasing data entry, data Ability to validate the following information upon data entry to ensure data integrity and
integrity and internal controls internal control, such as:
PU013 Purchasing Validate purchasing data entry, data General Ledger Account Code
integrity and internal controls
PU014 Purchasing Validate purchasing data entry, data Requisition number

PU015 Purchasing Validate purchasing data entry, data Vendor number

PU016 Purchasing Validate purchasing data entry, data Minimum order

PU017 Purchasing Validate purchasing data entry, data Maximum order

PU018 Purchasing Validate purchasing data entry, data Commodity code (NIGP)
PU019 Purchasing Validate purchasing data entry, data Ability to suspend further processing if the budget at the entry coding level is exceeded when
integrity and internal controls entering a requisition.
PU020 Purchasing Validate purchasing data entry, data Ability to generate customized e-mails for automated distribution (internal and external
integrity and internal controls customers/vendors)
PU021 Purchasing Validate purchasing data entry, data Ability to process direct payments (items that do not require a purchase order, i.e. - utility bills,
integrity and internal controls employee reimbursements, payments to other government entities, etc.).
PU022 Purchasing Validate purchasing data entry, data Ability to cross-reference a direct payment request by vendor name/vendor number with
integrity and internal controls vendor master file and requisitioner file to obtain a list of existing Purchase Orders for that
vendor.
PU023 Purchasing Validate purchasing data entry, data System requirement to classify type purchase, i.e. Goods and Trade Services/Commodities;
integrity and internal controls Professional Services, Construction etc.
PU024 Purchasing Validate purchasing data entry, data Ability to allow for multi-site delivery address.
PU025 Purchasing Validate purchasing data entry, data Ability to split line items by accounts, by dollar and by percentage
Purchasing Vendor File and History Vendor File and History

PU026 Purchasing Vendor File and History Ability to restrict addition of a vendor unless the vendor profile/application is complete with all
required and applicable information (W9), to alert vendors that they already registered (e.g.
search by TIN, SSN, address, commodity code and other fields) and then suspend further entry.
PU027 Purchasing Vendor File and History Ability to track insurance certificates in vendor file including expiration dates
PU028 Purchasing Vendor File and History Ability to place a vendor "on hold", restricting payments or PO's from being issued.
PU029 Purchasing Vendor File and History Ability to allow buyers to override either user-specified or system-generated vendors and prices
with proper authority.
PU030 Purchasing Vendor File and History Ability to maintain updated vendor files in order for a purchase order to be issued.
Discrepancies between requisition vendor profile information and vendor master file must be
resolved before PO can be issued.
PU031 Purchasing Vendor File and History Ability to alpha search on partial name information and then select from a list of the closest
matches.
PU032 Purchasing Vendor File and History Ability to have a single vendor file accessed from the Accounts Payable, procurement and
Inventory modules (including 1099 and W-9 information).
PU033 Purchasing Vendor File and History Ability to change 1099 status without losing prior history
PU034 Purchasing Vendor File and History Ability to have a free text area where comments about a vendor may be attached to the vendor
file record. 50+++
PU035 Purchasing Vendor File and History Ability to allow both "order from" and "remit to" vendor address with option of electronic
remittance.
PU036 Purchasing Vendor File and History Ability to enter vendor number or name and have the system complete address, delivery, terms,
etc. information from the vendor master file.
PU037 Purchasing Vendor File and History Ability to track by vendor purchases by user defined start and end date or time periods.
PU038 Purchasing Vendor File and History Ability to identify vendors who do not meet government or City regulations (i.e. Peace
Conversion Commission, Debarment, OSHA, EEO).
PU039 Purchasing Vendor File and History Ability to edit field while creating the requisition. Ability to delete requisition while it's being
created.
Purchasing Accumulate vendor and bidder Ability to accumulate vendor and bidder performance statistics for all vendors, such as:
performance statistics for all
vendors
PU040 Purchasing Accumulate vendor and bidder Condition of goods/quality of
performance statistics for all vendors
PU041 Purchasing Accumulate vendor and bidder Number/Amount of Price Increases

PU042 Purchasing Accumulate vendor and bidder Number of Out-of-Stocks (Backorders)

PU043 Purchasing Accumulate vendor and bidder Number of Late Deliveries (Backorders)
PU044 Purchasing Accumulate vendor and bidder Number of Returns

PU045 Purchasing Accumulate vendor and bidder Number of Bids Submitted

PU046 Purchasing Accumulate vendor and bidder Number of Bids Awarded

PU047 Purchasing Accumulate vendor and bidder Dollar Amount of Bids

PU048 Purchasing Accumulate vendor and bidder Invoicing accuracy
PU049 Purchasing Accumulate vendor and bidder Comments on Performance

Purchasing Create, maintain, and search active Ability to create, maintain, and search comprehensive centralized active and inactive vendor
and inactive vendor master files master files with the following information:
PU050 Purchasing Create, maintain, and search active Name(s) and Address(es) (e.g., order from/pay to), including DBA;s
and inactive vendor master files
PU051 Purchasing Create, maintain, and search active Ability to merge or associate like vendors
PU052 Purchasing Create, maintain, and search active Previous Name (open text)
PU053 Purchasing Create, maintain, and search active Multiple (2+) Contact Names
PU054 Purchasing Create, maintain, and search active Phone Number(s)

PU055 Purchasing Create, maintain, and search active FAX Number(s)

PU056 Purchasing Create, maintain, and search active Email Addresses

PU057 Purchasing Create, maintain, and search active License Type (Permit, registration, Contractor, Professional)
PU058 Purchasing Create, maintain, and search active License Number

PU059 Purchasing Create, maintain, and search active Independent Contractor, Corporation, (yes/no)
PU060 Purchasing Create, maintain, and search active Date of Last Purchase and Commodity Codes of Products Purchased
PU061 Purchasing Create, maintain, and search active Amount of Last Purchase
PU062 Purchasing Create, maintain, and search active Total Purchases by user defined time periods (start/end dates) and allow drill down to
and inactive vendor master files requisitions and PO with all supporting documents attachments.
PU063 Purchasing Create, maintain, and search active Ownership Status (MBE, WBE, DBE, Small Business, Local Preference and PCC)
PU064 Purchasing Create, maintain, and search active Ownership Type (Sole Proprietor Non-profit, Corp, Partnership, etc.)
PU065 Purchasing Create, maintain, and search active Open Purchase Order Number and Amounts
PU066 Purchasing Create, maintain, and search active Open Invoice Numbers and Amounts
PU067 Purchasing Create, maintain, and search active Tax ID Number

PU068 Purchasing Create, maintain, and search active NIGP codes

PU069 Purchasing Create, maintain, and search active Vendor Number

PU070 Purchasing Create, maintain, and search active Terms Code (Payment i.e. 2%-net 10 net 30 days and Shipment, FOB-Destination)
PU071 Purchasing Create, maintain, and search active Bid Documents(s) References(s)
PU072 Purchasing Create, maintain, and search active Purchase History File (dates, quantity, products, purchase order numbers, vendor
and inactive vendor master files payments, trade-ins and discounts) for Current and Prior year(s)
PU073 Purchasing Create, maintain, and search active 1099 Code

PU074 Purchasing Create, maintain, and search active DUNS # (if available)
PU075 Purchasing Create, maintain, and search active Ability to detect and prevent duplicate vendor files i.e. similar names, same Tax ID, same
and inactive vendor master files address, etc..)
PU076 Purchasing Create, maintain, and search active Ability to prevent vendor maintenance from affecting the vendor information on historical
and inactive vendor master files transactions. This can be overridden with the proper security access
PU077 Purchasing Create, maintain, and search active Ability to detect and prevent duplicate vendor files i.e. similar names, same Tax ID, same
and inactive vendor master files address, etc..)
PU078 Purchasing Create, maintain, and search active Ability to prevent vendor maintenance from affecting the vendor information on historical
and inactive vendor master files transactions. This can be overridden with the proper security access
Purchasing Receiving Ability to flag or prohibit the following with the ability of authorized users to override:
PU079 Purchasing Receiving The unit price from being greater than the unit price approved on the purchase order
PU080 Purchasing Receiving Where the total invoice amount/shipment amount is greater that the approved purchase order
amount.
PU081 Purchasing Receiving Ability to specify “Receive All Lines” in order to speed data entry.
PU082 Purchasing Receiving Ability to partially receive items
PU083 Purchasing Receiving Receiver or other authorized user has option on partial receipt to close remaining amount of
purchase order.
PU084 Purchasing Receiving Ability to distinguish between quantity or services received
PU085 Purchasing Receiving System ability to distinguish between low value assets and fixed assets; record useful life
PU086 Purchasing Receiving System allows receiver of fixed assets to enter ID, serial number, description and physical
location
PU087 Purchasing Receiving Fixed asset records flows from requisitioner, purchase order, receiver to finance
PU088 Purchasing Receiving System generates a report by PO#, Vendor # or other user defined criteria to identify orders that
have not been received in a timely manner.
PU089 Purchasing Receiving Ability to allow for the recording of goods returned to the vendor.
Purchasing Requisition Processing Requisition Processing
PU090 Purchasing Requisition Processing Ability to support the use of business rules such as for requisition types, dollar threshold
limitations; informal bids and formal competitive process; categorize Low Value Assets vs. Fixed
Assets.
PU091 Purchasing Requisition Processing Ability to Classify the Type of Purchase, i.e. Goods & Trade Services, IT Equipment,
Maintenance/MOU Agreements, Professional Services, Construction, Leases, Real Estate
transactions and etc.
PU092 Purchasing Requisition Processing Ability to enter comments on requisition and carries forward into purchase order
Purchasing Document Type classification Ability to classify the Document Type as follows:
PU093 Purchasing Document Type classification Regular/Standard Purchase Order
PU094 Purchasing Document Type classification Blanket Purchase Order (Encumbered or Non-Encumbered)
PU095 Purchasing Document Type classification Confirming Purchasing Order
PU096 Purchasing Document Type classification User-Defined Document Types
PU097 Purchasing Document Type classification Ability to place on hold a un-issued requisition with requisition partial details, without routing
for approval.
PU098 Purchasing Document Type classification Ability to require requisitions Document Type "Sole/Single Source" to include requisite
justification documentation
PU099 Purchasing Document Type classification Ability to require requisitioner/s to attach quotes to requisitions requiring a quote from
vendor/s based upon business rules or as supported by workflow.
PU100 Purchasing Document Type classification Ability to link data to identify a requisition with associated Buyer, PO, Vendor, etc.
PU101 Purchasing Document Type classification Ability to group requisitioned items by vendor or commodity code for volume purchase
purposes.
PU102 Purchasing Document Type classification Ability to validate proposed vendor on the requisition against existing on-line vendor file.
PU103 Purchasing Document Type classification Ability to automatically default information in requisition by user id.
PU104 Purchasing Document Type classification Ability to identify within the requisition, the accounting period / fiscal year that the requisition is
associated with.
PU105 Purchasing Document Type classification Ability to enter default and customized comments on purchase orders and requisitions with full
text editing features (e.g. indent, bold, paragraph, etc.).
PU106 Purchasing Document Type classification Ability to provide requisition and purchase order forms for centralized and decentralized entry.
PU107 Purchasing Document Type classification Ability to maintain history on all requisition transactions and view requisitions by assigned
buyer.
Purchasing Requisition and purchase order System must provide the ability to do the following tasks or include the following information
related tasks in the requisition and purchase order process:
PU108 Purchasing Requisition and purchase order Input and store quantity, price and description
related tasks
PU109 Purchasing Requisition and purchase order Buyer
related tasks
PU110 Purchasing Requisition and purchase order Calculate and extend price, including discount terms
related tasks
PU111 Purchasing Requisition and purchase order Retrieve vendor information automatically
related tasks
PU112 Purchasing Requisition and purchase order Specify Unit of Measure (Ea, Ft, lb, C, M, etc.)
related tasks
PU113 Purchasing Requisition and purchase order Multiple budgetary accounts
related tasks
PU114 Purchasing Requisition and purchase order Departmental contact, address, and phone number
related tasks
PU115 Purchasing Requisition and purchase order Shipping instructions / freight terms (FOB)
related tasks
PU116 Purchasing Requisition and purchase order Identify various funding sources for different procurement requirements including
related tasks federal and state grants funds
PU117 Purchasing Requisition and purchase order Ability to copy and edit previous REQUISITIONS, NOT po's etc
related tasks
PU118 Purchasing Requisition and purchase order Ability to add standard comments and comments fields
related tasks
PU119 Purchasing Requisition and purchase order Ability to email purchase orders, with all associated/attached documents included.
related tasks
PU120 Purchasing Requisition and purchase order Ability to automatically transfer data codes, text and requisition information from requisitions to
related tasks PO.
PU121 Purchasing Requisition and purchase order Ability to manually close a purchase order
related tasks
PU122 Purchasing Requisition and purchase order Ability to lock down past quarter and ability to create in future
related tasks
Purchasing View/change an unapproved Ability to view/change an unapproved requisition by requisitioner or as authorized by
requisition Purchasing.
PU123 Purchasing View/change an unapproved Ability to select a default ship-to address, based on link to requesting department code (with
requisition authorized user override capability).
PU124 Purchasing View/change an unapproved Ability to transfer information from multiple requisitions to a single purchase order with
requisition references to source documents.
PU125 Purchasing View/change an unapproved Ability to suspend requisitions that are incomplete and to return them to the originating parties.
requisition
PU126 Purchasing View/change an unapproved Ability to inquire on historical POs and convert them into a new requisition.
requisition
PU127 Purchasing View/change an unapproved Ability to automatically pre-encumber funds upon entry of the requisition, including applicable
requisition sales and use tax.
PU128 Purchasing View/change an unapproved Ability to reverse the pre-encumbered funds upon cancellation of the requisition.
requisition
PU129 Purchasing View/change an unapproved Ability to release pre-encumbrances based on user-determined criteria (based on City policy) at
requisition year-end.
PU130 Purchasing View/change an unapproved Ability to liquidate related pre-encumbrance balances and establish encumbrances, upon
requisition approval/award of a purchase order.
PU131 Purchasing View/change an unapproved Commodity Codes / NIGP (National Institute of Governmental Purchasing) Code Use
requisition
PU132 Purchasing View/change an unapproved Use NIGP Codes extending at least to five levels (5-digits)
requisition
PU133 Purchasing View/change an unapproved Ability to import standard NIGP codes based upon periodic updates by an outside agency
requisition
PU134 Purchasing Automatically generate multiple Ability to store and retrieve bidding documents in various formats (ACAD, PDF, DOC, etc.)
document templates
PU135 Purchasing Automatically generate multiple Ability to validate all bids with automatic error checking prior to bid submission
document templates
Purchasing Encumbrance / Purchase Order Encumbrance / Purchase Order Processing
Processing
PU136 Purchasing Encumbrance / Purchase Order Ability to see requisitions from the Purchase Order Screen
Processing
PU137 Purchasing Encumbrance / Purchase Order Ability to automatically or individually roll encumbrances forward to subsequent year(s) and be
Processing able to identify encumbrances by budget year.
PU138 Purchasing Encumbrance / Purchase Order Ability to maintain an audit trail of P.O./ encumbrance changes.
Processing
PU139 Purchasing Encumbrance / Purchase Order Ability to automatically encumber funds in the financial system when purchase order is
Processing approved.
PU140 Purchasing Encumbrance / Purchase Order Ability to liquidate the outstanding balance of an encumbrance when the related payment is a
Processing final payment or the PO is cancelled/terminated with the ability to track current and prior year
purchase order liquidations separately.
PU141 Purchasing Encumbrance / Purchase Order Ability to authorize payment greater than the outstanding encumbrance with appropriate user
Processing security.
PU142 Purchasing Encumbrance / Purchase Order Ability to save a requisition with partial details, before approval and issuance.
Processing
PU143 Purchasing Encumbrance / Purchase Order Ability to allocate purchase order line items to multiple General Ledger accounts (e.g.,
Processing departments and project codes).
PU144 Purchasing Encumbrance / Purchase Order Ability to handle multiple partial receipts of goods/services against specific purchase orders.
Processing
PU145 Purchasing Encumbrance / Purchase Order Ability to prohibit duplicate purchase order, request for quote, and contract numbers.
Processing
PU146 Purchasing Encumbrance / Purchase Order Allow multi-year PO's and contracts
Processing
PU147 Purchasing Encumbrance / Purchase Order Ability to allocate shipping charges to the Purchase Order lines, as required.
Processing
PU148 Purchasing Encumbrance / Purchase Order Ability to reference contract number on purchase order.
Processing
PU149 Purchasing Encumbrance / Purchase Order Ability to clearly identify PO amendments/change orders (What has changed, what revision
Processing number, dates, etc.).
PU150 Purchasing Encumbrance / Purchase Order Ability to view an open purchase order file (with user-defined criteria) which includes summaries
Processing of open purchase order amounts and encumbrances.
PU151 Purchasing Encumbrance / Purchase Order Ability to assign a purchase order number, when no requisition exists, for authorized users.
Processing
PU152 Purchasing Encumbrance / Purchase Order Ability to suspend further processing if the budget is exceeded when entering a requisition.
Processing
PU153 Purchasing Encumbrance / Purchase Order Ability to automatically close a purchase order and release the encumbrance after all purchase
Processing order line items are either canceled or received and paid (When flagged to do so).
PU154 Purchasing Encumbrance / Purchase Order Ability to enter comments and/or special instructions on purchase orders including standard
Processing comments and messages.
PU155 Purchasing Encumbrance / Purchase Order Ability to specify comments that are internal reference only.
Processing
PU156 Purchasing Encumbrance / Purchase Order Ability to copy repetitive or prior years' purchase orders.
Processing
PU157 Purchasing Encumbrance / Purchase Order Ability to electronically link to vendors' online catalogs and order forms for products ordered
Processing and/or invoiced online for contracted suppliers and suppliers offering most favored customer
pricing.
PU158 Purchasing Encumbrance / Purchase Order Ability to access an approved contract vendor's on-line catalog, select items for the shopping
Processing cart and load them into the purchase requisition
PU159 Purchasing Encumbrance / Purchase Order Ability to purge and save to closed purchase orders and requisitions within user defined periods
Processing pursuant to the City's records retention policy.
PU160 Purchasing Encumbrance / Purchase Order Ability for employees to scan, attach, and upload multiple supporting documents to a
Processing requisition or PO at the same time in a single batch
Purchasing Blanket Purchase Order Blanket Purchase Order
PU161 Purchasing Blanket Purchase Order A system with the ability to create blanket PO's with parameters including: approved vendor,
total blanket order cost not-to-exceed, time period, and estimated or specific quantities with
specific unit prices for each item/unit of measure.
PU162 Purchasing Blanket Purchase Order Ability to easily view blanket purchase order balances at any time.
PU163 Purchasing Blanket Purchase Order System triggers notification to department when a blanket PO is close to reaching its limit; and
then again when it reaches its dollar limit or term period.
PU164 Purchasing Blanket Purchase Order System triggers notification to department when commodity is being requisitioned that is
included on an existing Blanket Purchase Order
PU165 Purchasing Blanket Purchase Order Ability to have an unlimited number of extensions to a blanket purchase order (not automatic),
subject to Purchasing and Contracting policies.
PU166 Purchasing Blanket Purchase Order Ability to "renew" blanket POs each year with minimal re-entry/edits.
PU167 Purchasing Blanket Purchase Order Ability to continue a blanket purchase order from one fiscal year into the next.
PU168 Purchasing Blanket Purchase Order Ability to restrict the creation of a single vendor blanket purchase order exceeding a user-
defined dollar amount.
PU169 Purchasing Blanket Purchase Order Ability to encumber or not-encumber a blanket purchase order, based on blanket purchase
order type or funding availability.
PU170 Purchasing Blanket Purchase Order Ability to make changes on a blanket purchase order as a change order or amended Blanket
Purchase Order pursuant to Purchasing and Contracting policies.
Purchasing Track information on a blanket POs Ability to track the following information on a blanket purchase order:
PU171 Purchasing Track information on a blanket POs Payments made
PU172 Purchasing Track information on a blanket POs NIGP Commodity Code
PU173 Purchasing Track information on a blanket POs Number of orders
PU174 Purchasing Track information on a blanket POs Quantities
PU175 Purchasing Track information on a blanket POs Average quantity per order
PU176 Purchasing Track information on a blanket POs By fund/org and account
PU177 Purchasing Track information on a blanket POs Cumulative totals
PU178 Purchasing Track information on a blanket POs Department/Division/User
Purchasing Change Order Processing Change Order Processing

PU179 Purchasing Change Order Processing Ability to allow for change orders to be processed against an existing purchase order.
PU180 Purchasing Change Order Processing System requires approval for change orders over a system-defined percentage of the original
amount.
PU181 Purchasing Change Order Processing Ability to track/see all change orders associated with a purchase order.
Purchasing Vendor Self-Service Vendor Self-Service
PU182 Purchasing Vendor Self-Service
PU183 Purchasing Vendor Self-Service
Purchasing Create and maintain vendor Ability to create and maintain vendor registration files with the following information:
registration files
PU184 Purchasing Create and maintain vendor Name(s) and Address(es) including dba's
registration files
PU185 Purchasing Create and maintain vendor Identify Local Preference
registration files
PU186 Purchasing Create and maintain vendor Tax Identification/Social Security Number, Exempt/Non-Exempt
registration files
PU187 Purchasing Create and maintain vendor System generated vendor
registration files
PU188 Purchasing Create and maintain vendor License Type (Permit, Registration, Contractor, Professional)
registration files
PU189 Purchasing Create and maintain vendor License Number (If applicable)
registration files
PU190 Purchasing Create and maintain vendor NIGP Commodity Code(s)
registration files
PU191 Purchasing Create and maintain vendor Duns Number ( If available or applicable)
registration files
PU192 Purchasing Create and maintain vendor Preferred remittance option and remittance instructions
registration files
PU193 Purchasing Create and maintain vendor Website (If available)
registration files
PU194 Purchasing Create and maintain vendor Identify if EDI, ACH,EFT Capable
registration files
PU195 Purchasing Create and maintain vendor Identify if Workforce Bidder Preference with attached certification
registration files
PU196 Purchasing Create and maintain vendor Request to upload, update catalog with authorization
registration files
PU197 Purchasing Create and maintain vendor Allow vendors to self-subscribe to notification of specific commodity code bids/RFPs
registration files
PU198 Purchasing Create and maintain vendor Ability to allow vendor to attach electronic documents such as W-9, certificate of liability
registration files insurance, additional insured endorsement, licenses, and etc.
PU199 Purchasing Create and maintain vendor Include a field that requires vendor to provide expiration dates on GL, WC, E&O and other
registration files insurance as required to do business with the City
PU200 Purchasing Create and maintain vendor Ability to automatically request new certificate of liability insurance and additional insured
registration files endorsement when insurance expires, send confirmation of registration and receipt of
documents, , send e-mail or letter to vendors, with defined criteria, such as vendor information,
commodity codes and other data
PU201 Purchasing Create and maintain vendor Ability to restrict vendors from changing client-specified information.
registration files
PU202 Purchasing Create and maintain vendor Ability to check the status of payments on-line.
registration files
PU203 Purchasing Create and maintain vendor Ability to automatically receive via e-mail approved purchased order.
registration files
PU204 Purchasing Create and maintain vendor
registration files
registration files
registration files
Purchasing Workflow/Approval Processing Workflow/Approval Processing
PU207 Purchasing Workflow/Approval Processing Ability to send purchase requisition and purchase order approval notification to multiple
requisitioners at various levels, based on user security.
PU208 Purchasing Workflow/Approval Processing Ability to use electronic workflow capabilities to create purchase orders based on approved
requisitions
PU209 Purchasing Workflow/Approval Processing Ability to re-assign approvals to another person, due to an absence.
PU210 Purchasing Workflow/Approval Processing Ability to use workflow capabilities to manage solicitations, responses, addendums and bid
receipts.
PU211 Purchasing Workflow/Approval Processing Ability to send system generated reminder notices based on user-defined criteria including:
requisition awaiting approval to requisition approver; items invoiced, but not received and items
received but not invoiced to receiver/invoice approver; pending PO approvals exceeding _ #
days to PO approvers
PU212 Purchasing Workflow/Approval Processing Ability to provide for mobile access to purchase requisition approval
PU213 Purchasing Workflow/Approval Processing Ability to view other users' queues, status (open, received, invoiced, paid, partially filled/back
ordered, partially paid), and audit trails of workflows (e.g., who approved each step), and drill
into components of the workflow (e.g., purchase order and attached electronic documents).
PU214 Purchasing Workflow/Approval Processing Ability to scan/attach images from mobile devices (e.g., phones, tablets) to workflows via mobile
access to the system (e.g., attaching images of receipts to invoices for approval).
Purchasing Procurement Cards Procurement Cards

PU215 Purchasing Procurement Cards Ability to process procurement card transactions.
PU216 Purchasing Procurement Cards Ability to interface with a third party procurement card provider.
PU217 Purchasing Procurement Cards Ability to initiate an approval workflow for issuing procurement cards.
PU218 Purchasing Procurement Cards Ability to track procurement card system transactions by various criteria such as NIGP Codes,
vendor and user names, departments and etc.
PU219 Purchasing Procurement Cards On-line Queries
Purchasing System inquiry feature based upon Ability of the system on-line inquiry feature to include the following items (based upon user
user defined time period - start/end defined time period - start/end dates):
dates
PU220 Purchasing System inquiry feature based upon Open purchase orders
user defined time period - start/end
dates
PU221 Purchasing System inquiry feature based upon Closed purchase orders
dates
PU222 Purchasing System inquiry feature based upon Partial filled purchase orders
dates
PU223 Purchasing System inquiry feature based upon Blanket purchase orders
dates
PU224 Purchasing System inquiry feature based upon Purchase order history for all items, including inventory
dates
PU225 Purchasing System inquiry feature based upon Open requisitions
dates
PU226 Purchasing System inquiry feature based upon Vendors by class/item
dates
PU227 Purchasing System inquiry feature based upon Contractor/vendor information
dates
PU228 Purchasing System inquiry feature based upon Open contracts/projects
dates
PU229 Purchasing System inquiry feature based upon Encumbered amounts on each project
dates
PU230 Purchasing System inquiry feature based upon Amount spent on each project
dates
PU231 Purchasing System inquiry feature based upon Ability to search files by vendor name.
dates
PU232 Purchasing System inquiry feature based upon Ability to search by vendor phonetically.
dates
PU233 Purchasing System inquiry feature based upon Ability to search on vendor name using "starts with" commands.
dates
PU234 Purchasing System inquiry feature based upon Ability to search variations of vendor names (e.g., "Intl" or "International", and DBA names),
user defined time period - start/end including cross referencing common abbreviations.
dates
PU235 Purchasing System inquiry feature based upon Ability to search and determine if invoice has been paid.
dates
PU236 Purchasing System inquiry feature based upon Ability to query by invoice number.
dates
Purchasing Purchase order/requisition inquiry Ability to perform a purchase order/requisition inquiry by the following:
PU237 Purchasing Purchase order/requisition inquiry Vendor number
PU238 Purchasing Purchase order/requisition inquiry Vendor name
PU239 Purchasing Purchase order/requisition inquiry Purchase order number
PU240 Purchasing Purchase order/requisition inquiry Requisition number
PU241 Purchasing Purchase order/requisition inquiry Remit to name
PU242 Purchasing Purchase order/requisition inquiry Ordering department, division, and buyer
PU243 Purchasing Purchase order/requisition inquiry Ability to view all PO, BPO, and Contracts in alpha, chronological, code order.
PU244 Purchasing Purchase order/requisition inquiry Ability to track and report on Bid/RFP by: Awards, Dollar Amounts, Vendor Responses, Buyer,
Commodity, Commodity Code.
PU245 Purchasing Purchase order/requisition inquiry Ability to track vendor bids by: vendor history, past awards, bid responses
PU246 Purchasing Purchase order/requisition inquiry Ability to create ad hoc queries and reports in a user-friendly manner i.e. simple navigational
tools, tutorials and etc.
PU247 Purchasing Purchase order/requisition inquiry Ability to create dashboard reports as defined by user such as spend by commodity category,
department etc.
PU248 Purchasing Purchase order/requisition inquiry Ability to view requisitions assigned to buyers in real time, or in a user defined time period.
Misc Misc Misc

PU249 Misc Purchase order Ability for PO to stay open unless explicitly closed
PU250 Misc Purchase order Ability to see what is in a PO when viewing receiving document
PU251 Misc Purchase order Ability to provide submitter and approver notifications of PO status at each step of the approval
process
PU252 Misc Purchase order Ability to provide user-defined system-generated vendor notifications
PU253 Misc Purchase order Ability to provide full change order history and tracking/audit trail
PU254 Misc Purchase order Ability to post PO directly from edit mode without additional steps
PU255 Misc Purchase order Ability to accommodate user-defined rounding
PU256 Misc Purchasing Ability to generate pay statements from purchasing
PU257 Misc Receiving Ability to detect duplicate payment & invoice
PU258 Misc Requisitions Ability for multiple requisitions to have separate approval processes & notifications at user-
defined intervals and amounts
Demo FY end and how current and prior year requisitions are processed
Demo Edit/post from requisition to PO
Demo Vendor payments with P-cards, including how to link payment to A/P system
Demo Posting a PO directly from edit mode, without printing or additional steps
Functional Requirements Matrix - Utility Billing Module
Utility Billing UB System Requirements System Requirements
UB001 Utility Billing UB System Requirements System has the ability to search for customer information by customer ID,
location ID, customer name, service address, phone number, driver license
number, etc. For any non-numeric search, system will provide list of available
choices for criteria being searched if an exact match is not found.
UB002 Utility Billing UB System Requirements System allows for search of accounts by parcel ID (PIN).
UB003 Utility Billing UB System Requirements Ability to associate multiple locations to one customer account.
UB004 Utility Billing UB System Requirements Ability to associate multiple customer accounts to one location.
UB005 Utility Billing UB System Requirements Ability to associate multiple meters to one customer account.
UB006 Utility Billing UB System Requirements Ability to drill-down to Master Address application data.
UB007 Utility Billing UB System Requirements System provides utility account search with wildcards.
UB008 Utility Billing UB System Requirements System provides a customer overview screen displaying configurable
customer information, including pending activity.
UB009 Utility Billing UB System Requirements System provides ability to associate a landlord account with every account
and provides tools to perform an automated rollback if a renter finals.
UB010 Utility Billing UB System Requirements System provides functions to research account details and perform account
adjustments.
UB011 Utility Billing UB System Requirements Retains and displays (system administer defined) multiple years of billing and
collection history in production database.
UB012 Utility Billing UB System Requirements Ability to record and view a detailed "Change History" of records changed by
internal staff.
UB013 Utility Billing UB System Requirements Ability to view all notes on an account with date/time and author information.
UB014 Utility Billing UB System Requirements Credit card and draft debit – auto draft available for all Utility Billing services.
UB015 Utility Billing UB System Requirements System provides the average usage per account based on a user configurable
time frame (e.g., winter 6 month average usage).
UB016 Utility Billing UB System Requirements System provides ability to perform “what if” billing calculations scenarios.
UB017 Utility Billing UB System Requirements Ability to create customized customer correspondence.
UB018 Utility Billing UB System Requirements Ability to notice/alert customers using various automated methods (i.e., IVR
phone calls, email or written notice).
UB019 Utility Billing UB System Requirements Ability to attach images and documents to an account.
UB020 Utility Billing UB System Requirements Ability to create a billing calendar based on global system control setup.
UB021 Utility Billing UB System Requirements Ability to have a credit history/identity indicator.
UB022 Utility Billing UB System Requirements Configurable dashboard.
UB023 Utility Billing UB System Requirements Ability to access customer information, charges, etc. at a glance.
UB024 Utility Billing UB System Requirements Ability to manage application security at the field level.
Utility Billing Account Set-Up and Maintenance Maintains utility account master file information to include:
UB025 Utility Billing Account Set-Up and Maintenance User Defined Account Number
UB026 Utility Billing Account Set-Up and Maintenance Customer name (both service and billing for owner/renter)
UB027 Utility Billing Account Set-Up and Maintenance Customer address (both service and billing for owner/renter)
UB028 Utility Billing Account Set-Up and Maintenance Multiple contact phone numbers
UB029 Utility Billing Account Set-Up and Maintenance E-mail address
UB030 Utility Billing Account Set-Up and Maintenance Preferred contact method
UB031 Utility Billing Account Set-Up and Maintenance Preferred contact hours
UB032 Utility Billing Account Set-Up and Maintenance Customer type (Owner, tenant, property manager, etc.)
UB033 Utility Billing Account Set-Up and Maintenance Customer class (residential, commercial, multi-family, mixed residential &
commercial or others user configurable based on service, etc.)
UB034 Utility Billing Account Set-Up and Maintenance Account status (active, inactive, off for non-payment, final billing sent, write-
off, etc.)
UB035 Utility Billing Account Set-Up and Maintenance Security question/password
UB036 Utility Billing Account Set-Up and Maintenance Storm water:

Ability to bill to a parcel, tax lot, or an address
UB037 Utility Billing Account Set-Up and Maintenance Sewer Services:
residential sewer, commercial sewer, etc. with ability to add additional
services
UB038 Utility Billing Account Set-Up and Maintenance Other:
Miscellaneous flat rate charges (i.e. public safety, parks, etc.)
UB039 Utility Billing Account Set-Up and Maintenance Allow for sewer billing based upon water usage, number of fixtures or flat rate
codes, winter quarter average.
UB040 Utility Billing Account Set-Up and Maintenance Number of Units (stores, apts., etc.)
UB041 Utility Billing Account Set-Up and Maintenance Past Due Notice override with proper authorization
UB042 Utility Billing Account Set-Up and Maintenance Final bill indicator
UB043 Utility Billing Account Set-Up and Maintenance Customer Initiation Date
UB044 Utility Billing Account Set-Up and Maintenance Service Initiation Date
UB045 Utility Billing Account Set-Up and Maintenance Rate component initiation date
UB046 Utility Billing Account Set-Up and Maintenance Billing History
UB047 Utility Billing Account Set-Up and Maintenance Consumption/usage history
UB048 Utility Billing Account Set-Up and Maintenance Adjustment history
UB049 Utility Billing Account Set-Up and Maintenance Payment/collection history
UB050 Utility Billing Account Set-Up and Maintenance EFT Bank Account & ABA Routing Number
UB051 Utility Billing Account Set-Up and Maintenance EFT Start/Stop Dates
UB052 Utility Billing Account Set-Up and Maintenance EFT Bank Account Type
UB053 Utility Billing Account Set-Up and Maintenance Tax Lot/Parcel Number
UB054 Utility Billing Account Set-Up and Maintenance Business Type (multiple per account) - interfacing with business licenses app
for validation. Organization to determine business types to use
UB055 Utility Billing Account Set-Up and Maintenance Masked/redacted social security numbers (encrypted & stored in database)
and ability to store only last 4
UB056 Utility Billing Account Set-Up and Maintenance Amount Due/Received
UB057 Utility Billing Account Set-Up and Maintenance Comments/Notes (unlimited and searchable)
UB058 Utility Billing Account Set-Up and Maintenance Rate Codes by service
UB059 Utility Billing Account Set-Up and Maintenance Read Date
UB060 Utility Billing Account Set-Up and Maintenance Current/Last read
UB061 Utility Billing Account Set-Up and Maintenance Ability to have multiple meter read month data
UB062 Utility Billing Account Set-Up and Maintenance Billing specific comments and notes
UB063 Utility Billing Account Set-Up and Maintenance Alternate and/or seasonal addresses
UB064 Utility Billing Account Set-Up and Maintenance Type of dwelling (house, apt, rental, duplex, etc.)
UB065 Utility Billing Account Set-Up and Maintenance Rental unit identifier
UB066 Utility Billing Account Set-Up and Maintenance Jurisdiction
UB067 Utility Billing Account Set-Up and Maintenance Group (to designate individual bills to a "Master Account Bill")
UB068 Utility Billing Account Set-Up and Maintenance Ability to maintain NAICS codes or interface to business license application.
UB069 Utility Billing Account Set-Up and Maintenance Ability to reinstate a terminated account before it has been finaled with the
ability to manually manipulate the initiation date of account and all services.
UB070 Utility Billing Account Set-Up and Maintenance Ability to reinstate an inactive account.
UB071 Utility Billing Account Set-Up and Maintenance Ability to maintain inactive accounts for a user-defined period of time before
purging from the system.
UB072 Utility Billing Account Set-Up and Maintenance Ability to retain inactive account information.
UB073 Utility Billing Account Set-Up and Maintenance Ability to put active accounts in collections and still bill monthly services as an
active account.
UB074 Utility Billing Account Set-Up and Maintenance Ability to inactive all services at once when an account is being closed out
rather than having to close each service individually.
UB075 Utility Billing Account Set-Up and Maintenance System provides a customer master screen, with the ability to display multiple
utility accounts and multiple addresses per customer account.
UB076 Utility Billing Account Set-Up and Maintenance Ability to accept international mailing address formats.
UB077 Utility Billing Account Set-Up and Maintenance System provides tools to allow for batch edits to accounts (e.g., making
changes to an entire class of customers, or all customers with a particular
service code).
UB078 Utility Billing Account Set-Up and Maintenance Provides for mass changes to accounts due to the deletion of a cycle, the
merging of existing cycles, or moving a sub-segment of a cycle to another.
UB079 Utility Billing Account Set-Up and Maintenance Allow for mass changes for selected master file fields and location services.
UB080 Utility Billing Account Set-Up and Maintenance Address information auto-populates as the address is typed.
UB081 Utility Billing Account Set-Up and Maintenance System provides a workflow/wizard during account set up confirming all
appropriate steps have been completed.
UB082 Utility Billing Account Set-Up and Maintenance System has self-service capabilities for citizens, including ability to check bill
status, change addresses, setup of auto-pay, etc.
UB083 Utility Billing Account Set-Up and Maintenance On-line self service forms/fields have data validation.
UB084 Utility Billing Account Set-Up and Maintenance Via self-service, citizens can opt-in to only receive electronic statements (exact
duplicate of paper bill).
UB085 Utility Billing Account Set-Up and Maintenance Ability to transfer customer outstanding balances and deposits to a new
location if the customer moves within the City-limits.
UB086 Utility Billing Account Set-Up and Maintenance Ability to accommodate Extra Strength Charge program which includes multi-
tiered base rates and multi-tiered consumption rates for commercial
customers.
Utility Billing Deposits Deposits
UB087 Utility Billing Deposits Ability to automatically apply deposits to accounts after meeting system
defined criteria.
UB088 Utility Billing Deposits Ability to attach deposit at the customer account level and not at the
individual service level.
UB089 Utility Billing Deposits Ability to override deposit requirement with audit trail.
UB090 Utility Billing Deposits System will print a detailed receipt for customer deposits.
UB091 Utility Billing Deposits Ability to set up multiple deposit types, rates, user-defined minimums and
maximum.
UB092 Utility Billing Deposits Ability to track when the deposit was collected.
UB093 Utility Billing Deposits During account setup, ability to automatically prompt for charging a deposit
based on credit history.
UB094 Utility Billing Deposits Ability to adjust off a deposit after it has been billed and paid with proper
security.
UB095 Utility Billing Deposits Ability to add deposit after the account has been setup or billed.
UB096 Utility Billing Deposits Ability to bill for deposits over a user-defined period of time (e.g., two or more
installments), with amount of bill adjusted based on balance due and number
of payments remaining.
Utility Billing Rate Set Up Rate Set Up
UB097 Utility Billing Rate Set Up Configurable multi-component based with the ability to handle seasonal rate
changes and tier structure including time of use and real time rates.
UB098 Utility Billing Rate Set Up Various tiered rates based on customer type (residential, commercial, small
commercial, industrial).
UB099 Utility Billing Rate Set Up Monthly base/flat rate service charge base plus consumption.
UB100 Utility Billing Rate Set Up Tiered rates based on a user defined winter quarter's average.
UB101 Utility Billing Rate Set Up Ability for the rates to automatically change with the season based on user
defined time period of the season parameters.
Utility Billing Charge methods for user-defined Allows for different charge methods for each user-defined service charge
service charge type type:
UB102 Utility Billing Charge methods for user-defined Proration of flat rate charges.
service charge type
UB103 Utility Billing Charge methods for user-defined Storm water - Rate based on sq. ft. of total impervious surface (i.e., including
service charge type parking lots)
UB104 Utility Billing Charge methods for user-defined Sales Tax (billed at multiple sales tax rates)
service charge type
UB105 Utility Billing Charge methods for user-defined Sales Tax Exemptions (Governmental, Hotel, etc.)
service charge type
UB106 Utility Billing Charge methods for user-defined User Defined Miscellaneous Fees (i.e. ns', admin fee, etc.)
service charge type
UB107 Utility Billing Charge methods for user-defined Late Payment Penalty (applied automatically based on payment schedules)
service charge type
UB108 Utility Billing Charge methods for user-defined Late fee automatically adjusts off based on termination date
service charge type
UB109 Utility Billing Charge methods for user-defined Monthly Interest
service charge type
UB110 Utility Billing Charge methods for user-defined Flat charge
service charge type
UB111 Utility Billing Charge methods for user-defined Multiplier based on meter definition or user defined multiplier
service charge type
UB112 Utility Billing Charge methods for user-defined Multiplier based on number of units (e.g., for multi-family sewer charges)
service charge type
UB113 Utility Billing Charge methods for user-defined Provides multiple tiered rate schedules based upon service type, customer
service charge type class (residential/commercial)
UB114 Utility Billing Charge methods for user-defined Ability to indicate user-defined flags that impact rate calculation, such as if
service charge type commercial business has a grease trap or other behaviors that can lead to
credits on bills.
UB115 Utility Billing Charge methods for user-defined System supports component billing capable of supporting multiple charge
service charge type types, each with a different rate.
UB116 Utility Billing Charge methods for user-defined Ability to add, delete, or suspend (for a user-defined time period) and itemize
service charge type service charges and/or any miscellaneous fees to a utility bill.
UB117 Utility Billing Charge methods for user-defined Ability to create, edit and revise rate tables, tracking history of prior rate
service charge type tables.
UB118 Utility Billing Charge methods for user-defined Ability to have each component charge to go to a different revenue account.
service charge type
UB119 Utility Billing Charge methods for user-defined Ability to create charge code for City-owned properties that is assigned to a
service charge type different GL account (i.e., interdepartmental billing).
UB120 Utility Billing Charge methods for user-defined Ability to set dates in advance of when new rates become effective.
service charge type
UB121 Utility Billing Charge methods for user-defined Ability to make mass changes to charge codes and rates.
service charge type
Utility Billing Billing Billing
UB122 Utility Billing Billing System provides the ability to establish billing cycle records with month /
year; bill distribution date; bill due date and delinquency date.
UB123 Utility Billing Billing Ability for the system to estimate on historical consumption.
UB124 Utility Billing Billing Ability for a user to enter a manual estimate.
UB125 Utility Billing Billing Capability of automatically applying certain misc. charges of varying amounts
against selected accounts.
UB126 Utility Billing Billing System has the ability to change a read and individually rebill or recalculate
the bill. In essence, cancel and rebill accounts.
UB127 Utility Billing Billing Ability to create surcharge services based on account jurisdiction.
UB128 Utility Billing Billing System provides a mechanism for "holding" bills that are flagged as outside of
the Municipality's user-defined exception criteria for billing without disrupting
the rest of the billing. Then having the ability to bill at any time after
exceptions have been verified/resolved.
UB129 Utility Billing Billing Ability to set parameters for holding bills.
UB130 Utility Billing Billing System provides a Billing Exception Report that alerts for consumptions that
fall outside of the Municipality's user defined exception criteria. Report
should include meter info, current and past consumptions, new and previous
readings, days between readings, customer account number, meter reader
information, and average consumption per customer with expected high/low
usage based on average.
UB131 Utility Billing Billing Ability to view exceptions within the system and indicate when exceptions
have been resolved, retaining audit trail of who reviewed the exception and
when.
UB132 Utility Billing Billing System provides reports by service: no bill, unbilled, rules to flag and
identify, validation.
UB133 Utility Billing Billing System tracks revenue by rate class.
UB134 Utility Billing Billing System provides the ability to post updates to accounts (i.e., adjustments)
with new billing information before bills are generated (e.g., amount due,
dates, consumption, etc..).
UB135 Utility Billing Billing Ability to remove a customer record from calculated billing file.
UB136 Utility Billing Billing Ability to add a customer record to calculated billing file.
UB137 Utility Billing Billing Ability to apply credit and debit adjustments and positive / negative
consumption adjustments to accounts anytime during the billing cycle.
UB138 Utility Billing Billing Adjustments report displays adjustment details including dollar amount,
consumption volume (gallons/cubic ft.) and rate/service code.
UB139 Utility Billing Billing Ability to add/remove charges (i.e. a non-payment charge) to the current bill
during the billing process.
UB140 Utility Billing Billing Provides the ability to enter adjustments to customer accounts (dollar
amounts and/or consumption used) and reprint single billing statements
reflecting the adjustments made.
UB141 Utility Billing Billing Ability to prorate charges for partial billing due to initiation or termination of
accounts.
UB142 Utility Billing Billing Capability to print previous period/last year's comparative period
consumption and current period consumption on each bill.
UB143 Utility Billing Billing Ability to bill various services/charges at differing frequencies (i.e.: monthly,
bimonthly, semi-annually or annually ).
UB144 Utility Billing Billing Bills can be based on multiple components (consumption + flat rate and per
billing cycle prorated for number of days).
UB145 Utility Billing Billing Ability to calculate and print all bills due in a given month or quarter,
depending on billing schedule.
UB146 Utility Billing Billing System provides ability for the Municipality to prorate mid-cycle rate
increases for new and existing billable services.
UB147 Utility Billing Billing System provides tools for flagging accounts for sorting associated printed bills
as “Pulled” for review by staff before exporting the billing file to the printer.
UB148 Utility Billing Billing Ability to hold printing of the bill for a specific customer for the current billing
cycle or user-specified length of time.
UB149 Utility Billing Billing System provides automated bill runs based on pre-defined billing date and
allows for ability to generate a bill on demand.
UB150 Utility Billing Billing System provides ability to bill various services and miscellaneous charges
separately for owner versus renter at same location (separate bills).
UB151 Utility Billing Billing Ability to change the bill date and/or due date in mass if error was made
during the bill calculation.
UB152 Utility Billing Billing Ability to bill internal departments for all utility services and other
miscellaneous work performed.
UB153 Utility Billing Billing Ability to allocate inter-departmental billing to multiple general ledger
accounts at user defined percentages.
Utility Billing Printing of the Bills Printing of the Bills
UB154 Utility Billing Printing of the Bills System allows for creation of a customizable utility bill format that includes
graphics.
UB155 Utility Billing Printing of the Bills Ability to print a user defined number of months of usage history in a graphic
display.
Utility Billing Generate bills capable of OCR and Ability to generate bills capable of being read via Optical Character
barcode Recognition OCR and barcode. Information must include:
UB156 Utility Billing Generate bills capable of OCR and Account #
barcode
UB157 Utility Billing Generate bills capable of OCR and Check digit (verification that account was read properly)
barcode
UB158 Utility Billing Generate bills capable of OCR and Bill Amount
barcode
UB159 Utility Billing Generate bills capable of OCR and Ability to export a file of utility bills to an external bill printing organization
barcode (i.e. 3rd party billing services).
UB160 Utility Billing Generate bills capable of OCR and Uses Zip+4 software for sorting of utility bills by zip code to obtain the best
barcode postal rate possible.
UB161 Utility Billing Generate bills capable of OCR and System provides the ability to reprint bills.
barcode
UB162 Utility Billing Generate bills capable of OCR and Ability to email bills (original, re-bills or reprints) to customers when
barcode requested.
UB163 Utility Billing Generate bills capable of OCR and System accommodates multiple dates (due and delinquent) per customer bill.
barcode
UB164 Utility Billing Generate bills capable of OCR and Capability to include total past due on the bills.
barcode
UB165 Utility Billing Generate bills capable of OCR and Ability to provide general system messages and account specific messages for
barcode printing on bills with the ability to modify those messages for each bill run
after bill generation but before exporting to third party printer (e.g., messages
re: rate changes or construction in progress).
UB166 Utility Billing Generate bills capable of OCR and Ability to include billing messages for customers by consumption rate,
barcode customer class, geographical area, etc.
UB167 Utility Billing Generate bills capable of OCR and For accounts that are paying via ACH or recurring credit card, still generate a
barcode bill with a message but also indicate that they do not need to pay, due to auto
pay.
UB168 Utility Billing Generate bills capable of OCR and Ability to print on multiple bill formats (i.e. post card, 8.5 x 11, etc.).
barcode
UB169 Utility Billing Generate bills capable of OCR and Ability to have larger font sizes for bill printing on flagged customers (seniors
barcode & sight impaired customers).
UB170 Utility Billing Generate bills capable of OCR and Ability for Organization to change the font of the bills.
barcode
UB171 Utility Billing Generate bills capable of OCR and Ability to automatically group individual accounts on a "Master Account Bill"
barcode when printing the bill (at least 300 subordinate accounts needed).
UB172 Utility Billing Generate bills capable of OCR and Ability to recreate an image of each customer's historical bill on request.
barcode
UB173 Utility Billing Generate bills capable of OCR and Ability to include payment plan details on bill.
barcode
UB174 Utility Billing Generate bills capable of OCR and Ability to include all charges, credits, and adjustments on bill/statement.
barcode
UB175 Utility Billing Generate bills capable of OCR and Ability to establish future termination date without interrupting normal
barcode billing.
Utility Billing Utility Receipting System accommodates the following payment types for utility payments and
applications, either via the utility system or a separate Cash Receipting system
which is integrated to the utility system:
UB176 Utility Billing Utility Receipting Cash

UB177 Utility Billing Utility Receipting Check
UB178 Utility Billing Utility Receipting EFT/ACH
UB179 Utility Billing Utility Receipting Credit Card Payments
UB180 Utility Billing Utility Receipting Credit/Debit Card Payments taken over the Internet or IVR.
UB181 Utility Billing Utility Receipting File import from 3rd party payment organization (i.e. lock box, ACH, etc.)
UB182 Utility Billing Utility Receipting Ability to indicate date/time payment was received for penalty calculations.
UB183 Utility Billing Utility Receipting Ability to choose a payment date when using auto pay / ACH.
UB184 Utility Billing Utility Receipting System provides the ability to generate a receipt with payments for multiple
accounts. The printed receipt should show the detail of each account.
UB185 Utility Billing Utility Receipting Capability to accept more than one payment in a single day from a single
customer.
UB186 Utility Billing Utility Receipting Automatically creates a journal entry and will update the General Ledger after
accounting approval step is performed.
UB187 Utility Billing Utility Receipting Automatically splits total receipted amount to appropriate General Ledger
account.
UB188 Utility Billing Utility Receipting System provides the capability to set the priority for payment application
based on each type of service (posting priority).
UB189 Utility Billing Utility Receipting Ability to automatically distribute receipt of payments against the individual
accounts on a "Master Account Bill" when payments are received.
UB190 Utility Billing Utility Receipting Allows for credit balances, but does not apply penalties to such balances.
UB191 Utility Billing Utility Receipting Reverses payment for invalid payments and optionally assesses a user-defined
NSF charge and automatically generates NSF notices.
UB192 Utility Billing Utility Receipting System provides the ability to fix accounts and adjust accounts by allowing for
transfer of payments between accounts before and/or after a payment has
been posted.
UB193 Utility Billing Utility Receipting Ability to apply payment, adjustment, transfers, etc., as soon as transaction is
completed, does not require cash receipts posting.
Utility Billing Final Notice Final Notice
UB194 Utility Billing Final Notice Generates final bill, once the date and final read is entered, at any point
during the billing cycle.
UB195 Utility Billing Final Notice Ability for final bills to print in the same batch as other bills, with a watermark
or other indication of "final bill".
UB196 Utility Billing Final Notice Generate monthly statements for finaled accounts.
UB197 Utility Billing Final Notice System ability to automatically add late fees to unpaid finaled accounts.
UB198 Utility Billing Final Notice Ability to add finaled accounts outside of normal finaled billing process. (e.g.,
additional accounts have been finaled but have not been included in this
process).
UB199 Utility Billing Final Notice Exception message of finaled accounts beyond the 30 day billing parameter.
Utility Billing Penalties Penalties

UB200 Utility Billing Penalties Ability to automatically charge late fee based on system parameters.
UB201 Utility Billing Penalties Ability to override and/or credit penalty.

UB202 Utility Billing Penalties Ability for late fees to post immediately upon specified date and not require
the next monthly billing cycle to generate.
UB203 Utility Billing Penalties System does not allow penalty fee waived to more than once in the same
month.
UB204 Utility Billing Penalties Ability for system to not apply a penalty to those customers that are current
on their payment plans.
UB205 Utility Billing Penalties Ability to extend the number of days before an account is past due and/or
penalty applied on specific accounts in account set up.
Utility Billing Delinquent/Past Due Notices Delinquent/Past Due Notices
UB206 Utility Billing Delinquent/Past Due Notices Ability to print delinquent/past due notices to customers. These are
generated based on user defined minimum (based on a single past due bill
and/or balance due) and number of days after payment was due, including
applicable penalty amounts added.
UB207 Utility Billing Delinquent/Past Due Notices Ability to send the delinquent files to a third party for collection.
UB208 Utility Billing Delinquent/Past Due Notices System provides the ability to send delinquent/past due notices to the
landlord if a tenant is responsible for the bill, and the landlord would like to be
informed of non-payment. Would like to view that this option is selected on
the account dashboard, and would like option to be automatically deactivated
when the tenant moves.
UB209 Utility Billing Delinquent/Past Due Notices Ability to automatically generate a delinquent/past due notice for multiple
addresses (mailing, service, landlord, etc.).
UB210 Utility Billing Delinquent/Past Due Notices Optionally, be able to override the generation of the delinquent/past due
notice with proper authority and reporting.
UB211 Utility Billing Delinquent/Past Due Notices Ability for the delinquent notices to be driven off configurable date.
Utility Billing Payment Plans/Agreements Payment Plans/Agreements

UB212 Utility Billing Payment Plans/Agreements Ability to establish user-defined payment arrangements per customer(i.e.
payment plans) and flag if payments are not being met.
UB213 Utility Billing Payment Plans/Agreements Customer Payment Plan Report - show summary of all payment plans that are
delinquent, and the ability to generate delinquent payment plan letters as per
user defined criteria.
UB214 Utility Billing Payment Plans/Agreements Ability to request a payment plan from a customer web portal.
UB215 Utility Billing Payment Plans/Agreements Ability for the payment agreement to override the calculated bill and print the
correct amount due based on the agreement and due date as well as the total
amount due.
UB216 Utility Billing Payment Plans/Agreements Ability to generate payment plan contract document.
Utility Billing Bankruptcy/foreclosure Bankruptcy/foreclosure
UB217 Utility Billing Bankruptcy/foreclosure Ability to support bankruptcy/foreclosure processing that tracks pre-petition
and post-petition information.
Utility Billing Lien and Assessment Processing Lien and Assessment Processing
UB218 Utility Billing Lien and Assessment Processing Ability to support lien / assessment processing.
UB219 Utility Billing Lien and Assessment Processing Ability to put a lien / assessment on a property based on user defined balance
amounts and due dates per service.
UB220 Utility Billing Lien and Assessment Processing Ability to add additional charges when a lien / assessment is placed.
UB221 Utility Billing Lien and Assessment Processing Ability to have multiple liens / assessments on a single property owner.
UB222 Utility Billing Lien and Assessment Processing Ability to send an email or letter to a property owner when a property will be
placed on lien / assessment based on user defined date parameters.
UB223 Utility Billing Lien and Assessment Processing Ability to download a list of customer lien / assessments (customer
information and amounts per service).
Utility Billing Write Offs Write Offs
UB224 Utility Billing Write Offs Ability to perform write off processing for accounts finaled and uncollectable
based on the final date (and including appropriate security/approval
measures).
UB225 Utility Billing Write Offs Ability to report customers that have outstanding transactions/bills that are
based on a user defined date.
UB226 Utility Billing Write Offs Ability to automatically write off balances (i.e. not entering adjustments one
by one) in mass (based on a date) and have it update the GL correctly
(including appropriate security/approval measures).
Utility Billing Analysis / Forecasting Analysis / Forecasting

UB227 Utility Billing Analysis / Forecasting Ability to perform "what if" analysis/forecasting without impacting the data in
the LIVE system.
Utility Billing Perform “what if” scenario analysis Ability to perform a “what if” analysis:
UB228 Utility Billing Perform “what if” scenario analysis utilizing current rate information vs. proposed rate information
UB229 Utility Billing Perform “what if” scenario analysis utilizing current consumption information
UB230 Utility Billing Perform “what if” scenario analysis in a trial mode, prior to any updates to actual data,
UB231 Utility Billing Perform “what if” scenario analysis save analyses to a separate file (i.e. exporting to Excel) or print out analysis,
UB232 Utility Billing Perform “what if” scenario analysis on individual accounts and view the results at the account or department
level.
UB233 Utility Billing Perform “what if” scenario analysis allowing the user to adjust the rates on a configurable basis (i.e. amount,
percent, etc.) for a particular service, customer type (commercial, residential,
etc.), billing cycle, and/or route.
UB234 Utility Billing Perform “what if” scenario analysis Ability to export user defined consumption/usage data for analysis.
Utility Billing Reporting Reporting

UB235 Utility Billing Reporting User configurable reports with results exportable to Excel or other formats.
UB236 Utility Billing Reporting Arrears Register All Cycles that shows the balances for 30, 60, 90 and 120+ on
all accounts as of a user defined date.
UB237 Utility Billing Reporting Inactive Account Report that lists all inactive accounts with account balances
and ability to choose only account with balances other than 0.
UB238 Utility Billing Reporting Notes Report that shows the individual and group messages that will be
displayed on the bills.
UB239 Utility Billing Reporting Customer Count Report that provides the number of customers by cycle,
specific category(residential/commercial) and service (water, sewer,
electronic billing ).
UB240 Utility Billing Reporting Final Bill Listing Report.
UB241 Utility Billing Reporting Cycle Report, details an individual cycle, route and displays high balances.
UB242 Utility Billing Reporting Customer Report, details information regarding customer's account, name,
address, account number, reads, rate codes, transaction history.
UB243 Utility Billing Reporting Report detailing highest consumption accounts or highest consumption
customers, providing account and usage information.
UB244 Utility Billing Reporting Account Adjustment Detail Report (Rate Codes, Consumption Amt, Dollar
Amt, Consumption charges broken out).
UB245 Utility Billing Reporting Consumption Report, by account, showing utility usage over a user-specified
time interval. Flags abnormal usage (high/low/negative, etc.). Report should
include consumption, new and previous readings, days between readings,
customer account number and meter reader information.
UB246 Utility Billing Reporting Summary/Totals by customer type (residential/commercial/multi-family) by

jurisdiction giving the total number of accounts, consumption and dollars
billed for a given time period.
UB247 Utility Billing Reporting Revenue detail by customer type (residential/commercial/multi-family) by
jurisdiction for each service (sewage, storm water, public safety, etc.)
including the utility tax/surcharge for a given time period reporting billed
amount.
UB248 Utility Billing Reporting Ability to determine by jurisdiction any amount subject to utility tax and/or
surcharge and any exempt amounts.
UB249 Utility Billing Reporting Payment History, reporting bills and associated payments receipted by
account. Shows dates, amounts, arrearages, penalties, account name,
consumption, and address. Can be run for one account and allow user to
view.
UB250 Utility Billing Reporting Customer Statistics Report, presenting customer characteristics including
number of customers, number of customers by meter size and billing category
(customer type), usage and revenue by billing type code, date range, district,
and by a combination of the above.
UB251 Utility Billing Reporting Customer Receivables Aging, presenting aging of user-defined criteria and / or
general accounts receivable by customer indicating total amount due and
amounts aged by 30, 60, 90 and 120+days, etc.
UB252 Utility Billing Reporting Delinquent Notices Report, a listing generated based on user defined
minimum and number of days after payment was due, including applicable
penalty amounts added. Multiple types of notices capability (i.e. a first
delinquent notice and a second delinquent notice with different parameters).
UB253 Utility Billing Reporting All master file information is accessible by the report writer.
UB254 Utility Billing Reporting Journal Entry Report, showing all entries over a user-defined period.
UB255 Utility Billing Reporting Billing Report, sorted on user-defined criteria, showing name, location
address, current period charges by service, date billed, due date, readings,
etc.
UB256 Utility Billing Reporting Billing Statistics (Rate Codes, Consumption Amt, Dollar Amt, Consumption &
Demand charges broken out).
UB257 Utility Billing Reporting Payment Detail (identify fund/account payment applied to).
UB258 Utility Billing Reporting Bill Calc (exception reporting of accounts to be billed).
UB259 Utility Billing Reporting Billing Register (dollar, by charge type and consumption detail of accounts to
be billed).
UB260 Utility Billing Reporting Transaction Listing/Recap (for selected or all accounts for given date(s),
and/or by transaction type).
UB261 Utility Billing Reporting Deposit on File report by date, printed the account status (active, final or
closed/active).
Utility Billing Reporting Report: Security Deposits Refunded/Applied, with ability to run by
specified date range.
UB262 Utility Billing Reporting Security Deposit activity for time period.
UB263 Utility Billing Reporting Overdue Deposit Report.
UB264 Utility Billing Reporting Surcharge billing & collection report.
UB265 Utility Billing Reporting Table Report (detail on services, rate codes, etc.) for given field.
UB266 Utility Billing Reporting Audit Trail reports for all update processes.
UB267 Utility Billing Reporting Ability to report on single service accounts (e.g. sewer only).
UB268 Utility Billing Reporting Ability to report active and/or inactive ACH customers based on status.
UB269 Utility Billing Reporting Ability to pull information based on any field in the application and produce a
customized letter (i.e. past due letters, voluntary contribution letters, landlord
letters, etc.).
UB270 Utility Billing Reporting Ability to send all bills and letters to a third party for printing.
UB271 Utility Billing Reporting Ability to export a list of all customers that have a particular service code.
UB272 Utility Billing Reporting System reports revenue by rate class.

UB273 Utility Billing Reporting Ability to run a report for receivable account balance by utility (sewer, solid
waste, storm water, contributions), and also by transaction type (cash
receipts, billing, adjustments).
UB274 Utility Billing Reporting Ability to run reports based on date parameters, as of any date.
UB275 Utility Billing Reporting Ability to schedule reports to auto-run and save, with easily identifiable
naming scheme.
Utility Billing Interfaces/Integrations Interfaces/Integrations
UB276 Utility Billing Interfaces/Integrations Ability to update G/L with journal entries made in utility billing after proper
approvals.
UB277 Utility Billing Interfaces/Integrations Ability to "drill down" from G/L to detail utility billing transaction data.
UB278 Utility Billing Interfaces/Integrations Interfaces with Cash Receipting.

UB279 Utility Billing Interfaces/Integrations System is synchronized with ESRI GIS architecture.
UB280 Utility Billing Interfaces/Integrations Ability to populate impervious area for customers based on information
within GIS system.
UB281 Utility Billing Interfaces/Integrations Ability to interface with business licensing, permitting, and planning and
zoning modules, in order to initiate or populate workflows as changes take
place that impact utility billing (e.g., creating a new business).
UB282 Utility Billing Interfaces/Integrations Ability to integrate with the Master Address Module.
UB283 Utility Billing Interfaces/Integrations Ability to import consumption file from water provider.
UB284 Utility Billing Interfaces/Integrations Ability to interface with OCR or bar code reading devices, including hand held
scanners.
UB285 Utility Billing Interfaces/Integrations System allows for the import of electronic payment files from various sources
(Please list the sources in the comments area).
UB286 Utility Billing Interfaces/Integrations System integrates with an IVR system that allows for payments, account
balance, etc.
UB287 Utility Billing Interfaces/Integrations Ability to identify customer phone number from VOIP system to automatically
pull up account information
Utility Billing Access to customer account by Ability to recognize the phone number of the customer and access the
phone number account directly for the following:
UB288 Utility Billing Access to customer account by Payment updates
phone number
UB289 Utility Billing Access to customer account by Phone notifications for high usage, high bill, return payments, delinquency,
phone number service order outcomes, receipt information, etc.
Utility Billing Customer Web access System integrates with the Municipality's web site to provide online
functionality where customers can access information related to their
account (s). Including:
UB290 Utility Billing Customer Web access Consumption History
UB291 Utility Billing Customer Web access Billing History
UB292 Utility Billing Customer Web access Payment History
UB293 Utility Billing Customer Web access Current Bill (including delinquency information and minimum payment
amounts)
UB294 Utility Billing Customer Web access Ability to associate multiple accounts to one customer portal account.
UB295 Utility Billing Customer Web access Ability to manage associated accounts with individual account details
(payment types, auto-pay enrollment, payment date, etc.)
UB296 Utility Billing Customer Web access Ability to pay online
UB297 Utility Billing Customer Web access Ability to "quick-pay" against account without requiring portal account.
Require validation to ensure correct account. Ability to disable.
UB298 Utility Billing Customer Web access Ability to setup and manage auto-pay
UB299 Utility Billing Customer Web access Ability to pay multiple accounts in one transaction
UB300 Utility Billing Customer Web access Ability to store and manage credit cards in digital wallet
UB301 Utility Billing Customer Web access Ability to view and update certain account information (e.g., mail and e-mail
addresses, phone numbers), with security settings and data validation
UB302 Utility Billing Customer Web access Preferred contact method (email, phone, etc.)
UB303 Utility Billing Customer Web access Preferred contact hours
UB304 Utility Billing Customer Web access Ability to update the credit card information
UB305 Utility Billing Customer Web access Ability to calculate a partial and/or pro-rated monthly bill
UB306 Utility Billing Customer Web access Ability to flag account for email notifications
UB307 Utility Billing Customer Web access Ability to manage preferred billing method (electronic, paper, both)
UB308 Utility Billing Customer Web access Not require that they need account number to sign on
UB309 Utility Billing Customer Web access Telephone notifications currently tell them if the customer picked it up or not.
Will email be able to do that.
UB310 Utility Billing Customer Web access Ability to do an alerts system.
UB311 Utility Billing Customer Web access Mobile app available
Misc Misc Misc
UB312 Ability for all other modules to access/copy UB name and address data so it
does not need to be re-entered
UB313 Ability to apply overpayment amounts to other invoices for that customer.
UB314 Remove credit history references
UB315 Demo reporting and QBE
UB316 Schedule and automate reports based upon user-defined schedule and
method of delivery (network folder, email)
UB317 Automatic URL generation that can provide links to UB records (e.g.. assessor
page for particular property)
Functional Requirements Matrix - Investments Module
MA001 Investments Investments Functional System Functional Requirements
Requirements
I001 Investments Investments Functional Investments is a centralized database that is integrated with other ERP
Requirements modules which contain CUSIP, Description, Due Date, Call Date, Rate, Par
Value, Date Purchased, Discount, Premium, Market Value, and Issuer.
I002 Investments Investments Functional Track accrued interest and premium. Ability to create amortization JE's
Requirements monthly
I003 Investments Investments Functional Ability to allocate interest with user-specified method
Requirements
I004 Investments Investments Functional Ability to create JE at year end marking investments to market and also create
Requirements the reversing JE in subsequent year.
I005 Investments Reporting
I005 Investments Reporting Produce monthly report of par and market value for each investment owned
at report date.
Functional Requirements - 3rd Party Interfaces
Please resize these cells as required to fit your response

Req # Application Purpose ERP interface requirement: Does your solution Describe how your solution will provide Will this requirement be
currently support this this interface (active, passive, file drop, implemented before go-
interface? file transfer, etc.): live?
INT01 Accela Springbrook Utility billing & customer portal Import from and export to Springbrook
INT02 Assurant Fire Life Insurance Co. City-paid life insurance (fire) Import from and export to Assurant
INT03 Bank of America Works P-card processing Import from and export to Bank of America
INT04 Cigna Life Insurance Co. Supplemental life insurance Import from and export to Cigna
INT05 Civic REC1 Recreation management Import GL and customer data from REC1
INT06 Elavon Credit card payment gateway & Bi-directional with Elavon
processing
INT07 ESRI GIS data Import addresses and tax lot numbers from
ESRI
INT08 Evergreen Library catalog Export UB customer data to Evergreen
INT09 Gallagher VEBA Import from and export to Gallagher
INT10 ICMA Retirement Pan Deferred comp carrier Import from and export to ICMA
INT11 InfiniSource COBRA Compliance Administration of continuing health Export to InfiniSource
coverage
INT12 InfoSend Utility bill printing Import from and export to InfoSend
INT13 InTime ISE Police personnel scheduling Import time & attendance data from InTime
INT14 Jack Henry RemitPlus Utility billing electronic deposits Export to RemitPlus
and check imaging
INT15 Kronos Telestaff Fire personnel scheduling Import from Kronos Telestaff
INT16 Laserfiche Rio Document management system Export to Laserfiche RIO
INT17 MODA/Delta Dental Export to and import from MODA/Delta
INT18 NeoGov Applicant tracking for employment Import from NeoGov
INT19 NOVAtime Time & attendance, payroll Import time & attendance and payroll data
processing from NOVAtime
INT20 NRS Retirement Plan Deferred comp carrier Import to and export from NRS
INT21 OTTER Oregon tax & unemployment data Import from and export to OTTER
INT22 PacificSource Administrators Flexible spending account Import from and export to PacificSource
administration
INT23 PacificSource Health Plans Medical insurance carrier Import from and export to PacificSource
INT24 Regence Blue Cross/Blue Shield Medical insurance carrier (fire) Import from and export to Regence
INT25 Socrata Financial & budget data Export to Socrata daily (expenditures) and
annually (budget)
INT26 Standard Life Insurance Co. City-paid life insurance Import from and export to Standard
INT27 SQL/Crystal Reports Customer access to all database Read-only to database (ODBC and SSRS)
tables for reporting via 3rd-party
tools
INT28 Tyler Incode 10 Municipal court management Import from and export to Incode
INT29 US Bank SinglePoint Municipal banking Import from and export to US Bank
INT30 Willamette Dental Dental insurance Import from and export to Willamette

Functional Requirements Matrix - Accounts Payable

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Functional Requirements Matrix - Accounts Payable

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Functional Requirements Matrix - Accounts Payable

AP075 Accounts Payable Vendor self service functions

AP077 Accounts Payable Vendor self service functions

AP100 Accounts Payable Invoice Related Information

AP102 Accounts Payable Invoice Related Information Invoice date

AP104 Accounts Payable Invoice Related Information Special instructions

AP122 Accounts Payable Invoice Related Information

AP124 Accounts Payable Invoice Related Information

Accounts Payable Payment Processing Payment Processing

Supports Supports Supports through Supports via Does Not Proposed

Bank Reconciliation System Interfaces System Interfaces

BP066 Budget Position Budgeting Ability to budget for partial-year positions

Budget Capital Budgeting Capital Budgeting

Budget Reporting Reporting

BP106 Budget Reporting Ability to display reporting results to charts/graphs.

BP114 Budget Maintain annual budget totals for Council adopted

Capital Assets Asset Inventory Asset Inventory

Capital Assets Special Situations Special Situations

Cash Receipts Interfaces and Integration Interfaces and Integration

Cash Receipts Reporting Reporting

General & Technical Integration and Interfacing Integration and Interfacing

General & Technical System Installation System Installation

General & Technical Reporting and Printing Reporting and Printing

General Ledger Chart of Accounts Chart of Accounts

GL048 General Ledger Fund Information Ability to accommodate fund/encumbrance-based accounting.

General Ledger Inter-Fund Accounting Inter-Fund Accounting

GL087 General Ledger Journaling Ability to maintain Disaster Tracking information.

General Ledger Financial Audit Trail Financial Audit Trail

Misc Misc Misc

GP016 Grants/Projects Ability to have multi-level grant/project roll up.

GP029 Grants/Projects Accounting basis (e.g. cash vs. accrual)

GP035 Grants/Projects Amendments/Change orders

GP075 Grants/Projects Pass-through grant indicator and entity and grant #

GP102 Grants/Projects System-generated reminders to users of key reporting dates

GP162 Grants/Projects Reimbursements Ability to designate expenditures as non-reimbursable.

Grants/Projects Reporting Reporting

Human Resources Recruiting Recruiting

HR067 Human Resources Personnel Administration Citizenship

HR080 Human Resources Personnel Administration Gender

HR108 Human Resources Personnel Administration Service date

Human Resources Employee Self-Service Employee Self-Service

Human Resources Benefit Reporting Benefit Reporting

HR302 Human Resources Reporting - Pension / Retirement Employee identification

Human Resources Workflow Workflow/Routing

Human Resources Off boarding Off boarding

IV054 Inventory Ordering / Reordering Ability to process back orders.

Inventory Inventory Withdrawal Inventory Withdrawal

IV076 Inventory Interfaces / Integration Ability to link service request to inventory

IV096 Inventory Reports items below reorder point Year-to-Date Issuances

IV097 Inventory Reports items below reorder point Year-to-Date Receipts

MA019 Master Addresses Maintaining a separate components House number

MA020 Master Addresses Maintaining a separate components Pre-Directional

MA021 Master Addresses Maintaining a separate components Street name

MA022 Master Addresses Maintaining a separate components Street suffix

MA023 Master Addresses Maintaining a separate components Post Directional

MA024 Master Addresses Maintaining a separate components Unit

MA025 Master Addresses Maintaining a separate components City

MA026 Master Addresses Maintaining a separate components State

MA027 Master Addresses Maintaining a separate components Zip code + 4

MC015 Master Customers Maintaining a separate components House number

MC016 Master Customers Maintaining a separate components Pre-Directional

MC017 Master Customers Maintaining a separate components Street name

MC018 Master Customers Maintaining a separate components Street suffix