Requirements Matrix Instructions - Charles County, MD | Home



Appendix 1 - TOC \o "1-4" \h \z \u Requirements Matrix1. System Requirements PAGEREF _Toc521424855 \h 22. General and Technical PAGEREF _Toc521424856 \h 43. Reports, Dashboards and Searching PAGEREF _Toc521424857 \h 74. Security PAGEREF _Toc521424861 \h 95. Electronic Workflow PAGEREF _Toc521424862 \h 106. Auditing PAGEREF _Toc521424863 \h 137. General Ledger PAGEREF _Toc521424864 \h 148. Financial Reporting PAGEREF _Toc521424870 \h 199. Budget PAGEREF _Toc521424872 \h 2110. Grant Management PAGEREF _Toc521424882 \h 3011. Accounts Payable PAGEREF _Toc521424885 \h 3312. Purchasing PAGEREF _Toc521424894 \h 4113. Accounts Receivable PAGEREF _Toc521424900 \h 5114. Fixed Assets PAGEREF _Toc521424908 \h 5815. Position Control PAGEREF _Toc521424912 \h 6316. Human Resources PAGEREF _Toc521424919 \h 6817. Payroll PAGEREF _Toc521424931 \h 8618. Cashiering (optional) PAGEREF _Toc521424944 \h 9619. Hosting (optional) PAGEREF _Toc521424951 \h 100Requirements Matrix InstructionsComplete the Requirements matrix below. Each item# in the requirements matrix must have one of the following indicator responses:IndicatorDefinitionSStandard: Feature/Function is included in the current softwareCCustomization: Feature/Function is not included in the current software. However, this feature could be provided with custom modifications.TThird-Party: Feature/Function is not included in the current software. However, this feature could be provided with integration with a third-party system. Specify the third-party system.NNo: Feature/function not available.A response is required for all items unless the response box is blacked out.A proposed solution must meet every requirement listed in Section 1, System Requirements in order to be considered.If a requirement asks for more information (e.g., Describe, Provide a list, Detail, etc.), please provide additional information regarding the functionality requested in the requirement The County is evaluating responses for both an onsite solution and hosted solutions. Indicate, under the General and Technical section, whether the proposal is for a hosted solution, an onsite solution, or both. If the proposed solution includes both an onsite and a hosted option, clearly detail in the appropriate section’s Additional Information table, any difference in functionality between the two options. If there is a difference in functionality, clearly indicate which option (hosted/onsite) is being described.Include screen shots whenever possible.Additional information for any requirement can be provided in the appropriate section’s Additional Information table. Please include the associated requirement’s item# when providing additional information.Throughout the RFP and all associated documents, any reference to “user”, “authorized user”, “system administrator” and similar terms refers to an authorized County representative. The terms above never refer to offeror’s staff.Throughout the RFP and all associated documents, notations like “(e.g., example1, example2, etc.)” and “such as example1, example2, etc.” are used. The items included after the e.g. are only examples of the requested functionality/data and should not be interpreted to be the only items required Unless otherwise noted, it is expected that all functionality is automated1. System RequirementsThe System Requirements below lists all our mandatory requirements. Any proposed system must meet all of the System Requirements listed in this section.1.0 System RequirementsItem#ItemIndicator1.1Solution must include an integrated financial package which includes all of the following modules: FORMTEXT ?????1.2General Ledger FORMTEXT ?????1.3Financial Reporting FORMTEXT ?????1.4Operational Budgeting FORMTEXT ?????1.5Capital Project Budgeting and Management FORMTEXT ?????1.6Grant Management FORMTEXT ?????1.7Fixed Asset Management FORMTEXT ?????1.8Accounts Receivable FORMTEXT ?????1.9Accounts Payable FORMTEXT ?????1.10Payroll FORMTEXT ?????1.11Position Control FORMTEXT ?????1.12Purchasing FORMTEXT ?????1.13Human Resources FORMTEXT ?????1.14Employee Benefit Management FORMTEXT ?????1.15Modules must be fully integrated. All transactions done in any given module must flow throughout all appropriate system modules without the need for duplicate data entry. Modules work together seamlessly and cohesively FORMTEXT ?????1.16Solution must support encumbrance management FORMTEXT ?????1.17Provides fund accounting capability that complies with current GAAP and GASB standards FORMTEXT ?????1.18Fully web enabled FORMTEXT ?????1.19County system administrators must be able to configure and maintain all system settings without the need to rely on the vendor FORMTEXT ?????1.20County system administrators must be able to establish new users FORMTEXT ?????1.21Includes multi-level role-based security which can be administered by County system administrators FORMTEXT ?????1.22Provides robust statistical and management type reporting FORMTEXT ?????1.23Provides ad hoc query functionality FORMTEXT ?????1.24Provides comprehensive and robust searching capabilities FORMTEXT ?????1.25Provides for simultaneous access to data by concurrent users and must prevent the loss of information by simultaneous updates from different users FORMTEXT ?????1.26Compatible with all industry standard web browsers including, but not limited to, Internet Explorer, Chrome, Safari, etc. FORMTEXT ?????1.27Uses an industry recognized relational database management system that is non-proprietary. Indicate database system used in solution FORMTEXT ?????1.28Allows for system backup without interrupting public facing web applications and other external interfacing applications FORMTEXT ?????1.29Provides a configurable, flexible, electronic workflow system with triggers, notifications and alerts throughout all modules to automate business processes (such as A/P checks, requisition processing, journal entries, accounts receivable invoicing, budget transfers/amendments, etc.) FORMTEXT ?????1.30Includes a vendor self-service portal FORMTEXT ?????1.31Includes an employee self-service portal FORMTEXT ?????1.32Provides complete audit trail of all activity in every module FORMTEXT ?????1.33Provides tools for purging records in every module based upon user defined parameters FORMTEXT ?????1.34All state and federal mandated reports are provided in the solution FORMTEXT ?????1.35All state and federal mandated changes are incorporated into the software at no charge to the County FORMTEXT ?????1.36The vendor will ensure software is always updated to be compliant with all State and Federal requirements FORMTEXT ?????1.37System includes ability to encrypt sensitive data (e.g., SSN, etc.). Describe what determines if a field should be encrypted FORMTEXT ?????1.38System includes ability to mask sensitive data on screen display. Describe what determines if a field should be masked during display FORMTEXT ?????1.39All modules must include mobile functionality for authorized County employees, allowing remote access to processes and workflow approvals FORMTEXT ?????1.40In the Position Control module, a unique position control number is assigned to every available position FORMTEXT ?????1.41System interfaces with NEOGOV Insight, Onboard and Perform modules FORMTEXT ?????1.42System provides APIs to interface with various County software packages. Describe APIs and how we would use them to interface with various County applications. Identified in Appendix 3 of the RFP FORMTEXT ?????1.43Provides ability to expose application data in order for County staff to access it with their own BI tools FORMTEXT ?????1.44Provides ability for County staff to import data. Describe tools County can use to import data FORMTEXT ?????1.45Provides ability for County staff to export data. Describe tools County can use to export data FORMTEXT ?????1.46Ability to download information into MS Office 365. Detail modules and associated data that can create downloads into MS Office 365 FORMTEXT ?????1.47Ability to upload information from MS Office 365. Detail modules and associated data that can support uploads from MS Office 365 FORMTEXT ?????1.48System can operate in the County’s standard computing environment as outlined in Attachment A FORMTEXT ?????Additional Information for Section 1.0 System RequirementsPlease use the area below to indicate any additional information associated with this section’s requirements. Include the associated Requirement Item#(s) from above when providing comments. FORMTEXT ?????2. General and Technical2.0 General and TechnicalItem#ItemIndicator2.1Is this proposal for a hosted solution? FORMTEXT ?????2.2Is this proposal for an onsite solution? FORMTEXT ?????2.3Supports Active Directory integration. Describe technology used for Active Directory integration FORMTEXT ?????2.4Provides ability to establish users who do not have an Active Directory account FORMTEXT ?????2.5Includes a Cashiering module which integrates with all other proposed modules FORMTEXT ?????2.6Includes a Timekeeping module which integrates with P/R, H/R and Position Control FORMTEXT ?????2.7Integration with Microsoft Office 365 FORMTEXT ?????2.8All screens must render properly on a desktop, a tablet and a mobile phone. Describe technology used to achieve this FORMTEXT ?????2.9Users do not need local administrator or other elevated rights on their desktop machines to run any component of the system FORMTEXT ?????2.10Provides ability to support county defined limits on the size of file attachments in the system FORMTEXT ?????2.11Supports foreign zip codes, countries and phone numbers throughout all modules in the proposed system FORMTEXT ?????2.12Provides a centralized data dictionary that fully describes table structure and appropriate levels of metadata FORMTEXT ?????2.13Provides ability to store and apply digital copies of signatures to documents FORMTEXT ?????2.14Proposed solution supports digital signatures for internal users. Describe technology used to implement & support digital signatures for internal users FORMTEXT ?????2.15Proposed solution supports digital signatures for external users (e.g., vendors, customers, etc.). Describe technology used to implement & support digital signatures for external users FORMTEXT ?????2.16Ability to attach electronic documents to any field throughout the system FORMTEXT ?????2.17Provides ability to scan documents directly into the system and automatically attach them to appropriate records throughout the proposed solution FORMTEXT ?????2.18Provides ability to browse to and attach an unlimited number of electronic documents to any record throughout the proposed solution FORMTEXT ?????2.19Provides ability to automatically attach system generated documents to appropriate records throughout the proposed solution FORMTEXT ?????2.20Provides ability to capture the date, time and user when a document is attached to any record in the proposed solution FORMTEXT ?????2.21Provides ability to capture the date, time and user when a document is deleted from any record in the proposed solution FORMTEXT ?????2.22All attachments are automatically stored, via the proposed solution, in Laserfiche FORMTEXT ?????2.23Attachments are NOT stored in the proposed solution FORMTEXT ?????2.24List all file types (e.g., .docx, .doc, .pdf, etc.) that can be attached to fields and records in the system FORMTEXT ?????2.25System interfaces with Laserfiche. Describe how the system interfaces with Laserfiche. Describe what functionality is available in the Laserfiche integration FORMTEXT ?????2.26System includes ability to search Laserfiche OCR’d documents and metadata FORMTEXT ?????2.27System provides the ability to establish, by record type, an option to remove the associated Laserfiche document when a record is being deleted (e.g., when a bid record is deleted from the proposed solution, the associated Laserfiche documents will not be deleted BUT when a Customer record is deleted from the proposed solution, all associated Laserfiche documents will be deleted, etc.) FORMTEXT ?????2.28Includes a full test environment at no additional cost FORMTEXT ?????2.29Includes the ability to track software changes applied to the test environment and roll back as necessary FORMTEXT ?????2.30Includes a full development environment at no additional cost FORMTEXT ?????2.31Includes the ability to track software changes applied to the development environment and roll back as necessary FORMTEXT ?????2.32System administrators can establish a purge review workflow in accordance with the County’s records retention schedule FORMTEXT ?????2.33All drop down lists are presented in alphabetical order OR in a County defined order FORMTEXT ?????2.34County system administrators can establish an unlimited number of user defined fields, such as dates, text, numbers, dropdowns, etc. Detail where County created fields are allowed (e.g., fields associated with customer records, fields associated with employee records, etc.) Detail any limitations on the number of fields that can be created FORMTEXT ?????2.35County system administrators can establish validation and editing rules for user defined fields. Describe types of fields that can be created and provide list of field definition parameters FORMTEXT ?????2.36County system administrators can inactivate user defined fields. Include explanation as to what happens to data when a field is inactivated FORMTEXT ?????2.37County system administrators can establish and inactivate user defined fields after system implementation and without vendor assistance FORMTEXT ?????2.38Provides tools for form creation FORMTEXT ?????2.39Authorized County users can create forms to collect data in all modules FORMTEXT ?????2.40County designed and created forms can be incorporated into any workflow FORMTEXT ?????2.41County designed and created forms can be placed on the vendor self-service portal (e.g., bid form, etc.) FORMTEXT ?????2.42County designed and created forms can be included on the customer self-service portal FORMTEXT ?????2.43County designed and created forms can be included on the employee self-service portal (e.g., required employment forms, etc.) FORMTEXT ?????2.44Information from submitted forms must be accessible by authorized County users FORMTEXT ?????2.45System includes ability for County staff to add learning/instructional videos; i.e., we can create our own videos and embed in any module FORMTEXT ?????2.46System supports multi-factor authentication. Describe FORMTEXT ?????2.47System produces automated emails FORMTEXT ?????2.48Provides ability to customize the body of automated emails FORMTEXT ?????2.49Provides ability to customize the “From” section of automated emails FORMTEXT ?????2.50Provides ability to customize the “Subject” section of automated emails FORMTEXT ?????2.51Vendor will supply unlimited number of migration passes when converting County’s existing data to the proposed solution FORMTEXT ?????2.52User guides are available in electronic format FORMTEXT ?????2.53The County’s current computing environment is outlined in Appendix A. Assess the standard environment and detail any additional components which would optimize the proposed solutionAdditional Information for Section 2.0 General and Technical RequirementsPlease use the area below to indicate any additional information associated with this section’s requirements. Include the associated Requirement Item#(s) from above when providing comments. FORMTEXT ?????3. Reports, Dashboards and Searching3.0 Reports, Dashboards and SearchingItem#ItemIndicatorReports3.1Includes a report generator, providing end users with the ability to create reports based on any field combination within all modules of the proposed solution FORMTEXT ?????3.2Provides ability for authorized users to create reports with user-defined parameters for flexible selection criteria, sorting and grouping FORMTEXT ?????3.3Provides ability for authorized users to create ad hoc queries FORMTEXT ?????3.4Ability to save created reports for future use FORMTEXT ?????3.5Ability to export reports into Adobe PDF, MS Excel, MS Word and .csv formats FORMTEXT ?????3.6Ability to merge data into MS Word documents FORMTEXT ?????3.7Reporting functionality includes charts and graphs. Describe functionality available FORMTEXT ?????3.8Allows authorized users to easily create their own queries and reports FORMTEXT ?????3.9Allows authorized users to easily store their own queries and reports FORMTEXT ?????3.10Authorized users are able to edit their own queries and reports FORMTEXT ?????3.11Authorized users are able to reuse their own queries and reports FORMTEXT ?????3.12Can access multiple tables in same query FORMTEXT ?????3.13Can access multiple tables in same report FORMTEXT ?????3.14Can access tables from different modules in same query FORMTEXT ?????3.15Can access tables from different modules in same report FORMTEXT ?????3.16Can access data from any field(s) in all modules of the proposed solution when creating a report FORMTEXT ?????3.17Can access data from any field(s) in all modules of the proposed solution when creating a query FORMTEXT ?????3.18User defined queries can be used to create reports FORMTEXT ?????3.19Provides ability to run all queries and reports in summary and in detail format FORMTEXT ?????3.20Can schedule user defined reports for automatic generation FORMTEXT ?????3.21User defined reports can be incorporated into County defined electronic workflows FORMTEXT ?????3.22Provides ability to schedule standard reports (reports included in the solution) for automatic generation FORMTEXT ?????3.23Provides a time estimate for how long a report will take to generate, and allows users to cancel the report prior to running FORMTEXT ?????3.24User defined queries and reports can be shared with other authorized users FORMTEXT ?????3.25User defined queries and reports can be shared with other groups of users (e.g., roles, departments, etc.) FORMTEXT ?????3.26Provides ability to display all reports to the screen with an option to print FORMTEXT ?????3.27Provides ability to display all reports to the screen with an option to email as an attachment FORMTEXT ?????Dashboards3.28System includes capability for County Administrators to configure dashboards for users FORMTEXT ?????3.29Dashboards can be established for user groups FORMTEXT ?????3.30Users can customize their personal dashboards. Describe functionality available for users to customize their personal dashboards FORMTEXT ?????3.31Provides ability for users to revert their personal dashboards back to the default dashboard FORMTEXT ?????3.32Detail the data, by module, that can be displayed on a user’s dashboard3.33Dashboards display user’s outstanding work FORMTEXT ?????3.34Dashboards allow users to view recently viewed and updated records FORMTEXT ?????3.35Dashboards allow users to view saved reports FORMTEXT ?????3.36Dashboards allow users to view scheduled reports FORMTEXT ?????3.37Dashboards allow users to view saved searches FORMTEXT ?????3.38Users can add “favorite functionality” to their dashboards (e.g., Invoice Processing, Employee Inquiry, etc.) FORMTEXT ?????3.39Users can add “favorite records” to their dashboards (e.g., specific employee, specific A/P vendor, specific G/L account, etc.) FORMTEXT ?????3.40Detail how information can be displayed on dashboards (e.g., charts, graphs, reports, lists, etc.)Searching3.41All fields throughout proposed solution are available for searching FORMTEXT ?????3.42One search can retrieve information across multiple modules FORMTEXT ?????3.43Users can save their searches FORMTEXT ?????3.44Provides ability to perform wildcard searches in every module FORMTEXT ?????3.45Provides ability to perform “LIKE” searches in every module FORMTEXT ?????3.46Provides ability to perform fuzzy searches in every module FORMTEXT ?????3.47Describe advanced search functionalityAdditional Information for Section 3.0 Reports, Dashboards, Searching RequirementsPlease use the area below to indicate any additional information associated with this section’s requirements. Include the associated Requirement Item#(s) from above when providing comments. FORMTEXT ?????4. Security4.0 SecurityItem#ItemIndicator4.1County administrators can establish other system administrator users FORMTEXT ?????4.2County administrators can control all user security FORMTEXT ?????4.3Allows for multiple system administrators FORMTEXT ?????4.4County administrators can establish departments for security purposes FORMTEXT ?????4.5County administrators can assign individual users to departments FORMTEXT ?????4.6County administrators can establish roles (e.g., Budget Analyst, HR Specialist, etc.) FORMTEXT ?????4.7County administrators can assign individual users to roles FORMTEXT ?????4.8County administrators can establish functional security (i.e., edit, add, delete, inquiry) FORMTEXT ?????4.9County administrators can apply functional security to individual users FORMTEXT ?????4.10County administrators can apply functional security to roles FORMTEXT ?????4.11County administrators can apply functional security to an entire department FORMTEXT ?????4.12County administrators can establish process security (e.g., A/P invoices, P/R checks, etc.) FORMTEXT ?????4.13County administrators can apply process security to individual users FORMTEXT ?????4.14County administrators can apply process security to roles FORMTEXT ?????4.15County administrators can apply process security to an entire department FORMTEXT ?????4.16County administrators can apply security to individual fields FORMTEXT ?????4.17County administrators can provide at a County-determined level in the G/L chart of accounts FORMTEXT ?????4.18The system can combine process based, field based and functional based security (e.g., No Dept Heads can see the social security number except the Fiscal Services Dept Head, who can view it and the HR Dept Head, who can edit it, etc.) FORMTEXT ?????4.19Provides ability to hide standard fields based upon user security settings FORMTEXT ?????4.20Provides ability to hide user defined fields based upon user security settings FORMTEXT ?????4.21Provides ability to view any individual user to see his/her specific security settings, both individually established and inherited FORMTEXT ?????4.22List and describe all standard Security reportsAdditional Information for Section 4.0 Security RequirementsPlease use the area below to indicate any additional information associated with this section’s requirements. Include the associated Requirement Item#(s) from above when providing comments. FORMTEXT ?????5. Electronic Workflow5.0 Electronic WorkflowItem#ItemIndicator5.1Provide a configurable, flexible workflow management system to automate business processes (e.g., A/P checks, requisition processing, journal entries, accounts receivable invoicing, budget transfers/amendments, etc.) FORMTEXT ?????5.2Provides ability for authorized County users to create and maintain workflows FORMTEXT ?????5.3Provides ability for authorized County users to copy workflows FORMTEXT ?????5.4Workflow includes a graphical representation of processes (i.e., users can view a diagram of the workflow) FORMTEXT ?????5.5Describe what system activities and events can trigger a workflow5.6Workflows can be triggered on dollar amounts (e.g., budget transfer over $50,000, etc.) FORMTEXT ?????5.7Allows system administrators to create events which can trigger a workflow (e.g., Invoice received from ABC company, etc.) FORMTEXT ?????5.8Authorized County users can: FORMTEXT ?????5.9Configure order of tasks within workflow process FORMTEXT ?????5.10Assign tasks to user roles (e.g., Budget Analyst, HR Specialist, etc.) FORMTEXT ?????5.11Assign tasks to an individual, specific user FORMTEXT ?????5.12Assign tasks to multiple users FORMTEXT ?????5.13Assign tasks to a department FORMTEXT ?????5.14Assign tasks to a role FORMTEXT ?????5.15Assign tasks to multiple departments FORMTEXT ?????5.16Assign tasks to multiple roles FORMTEXT ?????5.17Establish workflow conditions and branches. FORMTEXT ?????5.18Establish workflow loops FORMTEXT ?????5.19Establish sequential tasks FORMTEXT ?????5.20Establish parallel branches FORMTEXT ?????5.21Reassign workflow tasks FORMTEXT ?????5.22Incorporate specific date fields into workflows FORMTEXT ?????5.23Establish time required to complete a task once it becomes active FORMTEXT ?????5.24Establish labor cost associated with a task FORMTEXT ?????5.25Put a user on vacation and assign a temporary alternate user to complete tasks, based on a date range FORMTEXT ?????5.26Establish data validation rules to ensure data validity FORMTEXT ?????5.27Can establish a watch list for various scenarios (e.g., invoice over $30,000, budget transfer over $50,000, etc.) in order to send email notifications to designated users FORMTEXT ?????5.28Can establish a watch list for various scenarios (e.g., invoice over $30,000, budget transfer over $50,000, etc.) in order to display on the dashboard of designated users FORMTEXT ?????5.29Can establish email recipients for specific scenarios on the watch list FORMTEXT ?????5.30Can establish different workflows for different organizations (i.e., the Requisition Workflow for Charles County Government is different than the Requisition Workflow for the Sheriff’s Office) FORMTEXT ?????5.31All fields in all modules are available for use in workflows FORMTEXT ?????5.32Allows for ad hoc modification of workflow by authorized users FORMTEXT ?????5.33Workflows can require multiple approval levels FORMTEXT ?????5.34Workflow approvals will capture the date, time and user ID of the approver FORMTEXT ?????5.35User’s access to workflow is based upon predefined security FORMTEXT ?????5.36Ability to view tasks by specific user FORMTEXT ?????5.37Ability to view tasks by specific roles FORMTEXT ?????5.38Provides option to display upcoming workflow activities on user’s personalized dashboard FORMTEXT ?????5.39Provides option to display overdue workflow activities on user’s personalized dashboard FORMTEXT ?????5.40Provides option to display completed workflow activities on user’s personalized dashboard FORMTEXT ?????5.41Provide option to display tasks that are in a user’s queue on user’s personalized dashboard FORMTEXT ?????5.42Provides option to display overdue workflow activities of a user on the supervisor’s personalized dashboard FORMTEXT ?????5.43Provides ability to support a "queue" from which multiple authorized users can process from FORMTEXT ?????5.44Provide ability to track events and associated due dates FORMTEXT ?????5.45Provides automatic email notification to appropriate individuals regarding upcoming workflow activities FORMTEXT ?????5.46Provides automatic email notification to appropriate individuals regarding overdue workflow activities FORMTEXT ?????5.47Provides automatic email notification to appropriate individuals for approval actions FORMTEXT ?????5.48Provides automatic email notification to appropriate individuals regarding completed workflow activities FORMTEXT ?????5.49Includes an easy-to-interpret visual representation of task status in an active workflow FORMTEXT ?????5.50Ability to automatically update business database fields based on completion of tasks. Detail any limitations as to which fields and how many fields can and cannot be updated FORMTEXT ?????5.51Can track the time spent associated with tasks and users FORMTEXT ?????5.52Can track labor costs associated with tasks and users FORMTEXT ?????5.53Workflow tasks are automatically assigned to appropriate users, based upon user roles, in a manner that balances the workload FORMTEXT ?????5.54Automatic assignment of tasks takes into consideration users current workload FORMTEXT ?????5.55Automatic assignment of tasks takes into consideration projected time to complete task FORMTEXT ?????5.56Provides ability to automatically redistribute tasks, after assignment, in order to balance workload FORMTEXT ?????5.57Provide ability to enforce workflow rules (with task checklists) to ensure that processes are completed correctly FORMTEXT ?????5.58Can apply electronic signatures to appropriate documents via workflow process. Describe FORMTEXT ?????5.59Can apply digital copies of signatures to appropriate documents via workflow process. Describe FORMTEXT ?????5.60County administrators can establish a purge review workflow in accordance with the County’s records retention schedule FORMTEXT ?????5.61Provide reports which alert users of pending and overdue work FORMTEXT ?????5.62Provide automated reports detailing status of all items in any given workflow FORMTEXT ?????5.63Provide ability to send email notifications to external email addresses for outside departments/agencies FORMTEXT ?????5.64List and describe all standard Workflow reportsAdditional Information for Section 5.0 Electronic Workflow RequirementsPlease use the area below to indicate any additional information associated with this section’s requirements. Include the associated Requirement Item#(s) from above when providing comments. FORMTEXT ?????6. Auditing6.0 AuditingItem#ItemIndicator6.1System stamps each record with the following information: FORMTEXT ?????6.2Last change user FORMTEXT ?????6.3Last change timestamp FORMTEXT ?????6.4Entry user FORMTEXT ?????6.5Entry timestamp FORMTEXT ?????6.6Provides detailed audit trails and reports for all changes made in all application modules FORMTEXT ?????6.7Provides detailed audit trails and reports for all changes made during electronic workflow processes FORMTEXT ?????6.8Provides detailed audit trails and reports for all changes made to security FORMTEXT ?????6.9Provides detailed audit trails and reports for all changes made to electronic workflow FORMTEXT ?????6.10Provides the ability to audit any change to any field in all modules of the proposed solution FORMTEXT ?????6.11Provides ability to see all historical changes made to a record, including information before change FORMTEXT ?????6.12Provides ability to audit session actions and attempted actions such as successful log in, attempted log in, log out, disabled log in, etc. FORMTEXT ?????6.13Provides ability for authorized users to query all audit information captured by the system FORMTEXT ?????6.14Report generator can access audit files FORMTEXT ?????6.15Describe how authorized County users can access audit information6.16List and describe all standard Auditing reportsAdditional Information for Section 6.0 Auditing RequirementsPlease use the area below to indicate any additional information associated with this section’s requirements. Include the associated Requirement Item#(s) from above when providing comments. FORMTEXT ?????7. General Ledger7.0 General LedgerItem#ItemIndicatorGeneral Requirements7.1Provides a General Ledger that is seamlessly integrated with all other system modules so that reconciliation between modules is user friendly and efficient FORMTEXT ?????7.2Provides ability to produce statements at any user defined interval (i.e. daily, weekly, monthly, quarterly, and annually) in summary or detail and can be subtotaled at multiple levels in the chart of accounts FORMTEXT ?????7.3Provides ability to allow month end closings to occur in a new fiscal year without having to close the previous fiscal year, including producing all month end financial statements FORMTEXT ?????7.4Supports multi-year funds FORMTEXT ?????7.5Supports fund accounting FORMTEXT ?????7.6Supports encumbrance accounting FORMTEXT ?????7.7Provides ability to manage multiple open fiscal years without having to close one to open another. FORMTEXT ?????7.8Produce balance sheets and other financial reports from a prior closed year and period with an option to include inactive accounts with activity or a balance FORMTEXT ?????7.9Provides ability to automatically roll forward balances for balance sheet accounts at year end for a soft close FORMTEXT ?????7.10Provides ability to automatically roll forward balances for balance sheet accounts at year end for a hard close FORMTEXT ?????7.11Provides ability to store at least seven (7) years of G/L data FORMTEXT ?????7.12Provides ability for County authorized users to determine number of years to retain G/L data FORMTEXT ?????7.13Includes Account Classification Codes, providing the ability to group General Ledger Accounts together (i.e., Fringe, Salary, Supplies, etc.) FORMTEXT ?????7.14Account Classification Codes are user defined and maintained FORMTEXT ?????7.15Provides ability to limit account inquiry access to the balance/summary level FORMTEXT ?????7.16Provides ability to restrict user access to a County defined group of account numbers when entering a journal entry FORMTEXT ?????7.17Provides ability to prompt a warning to the user when creating a journal entry that crosses funds. This would be a soft warning but not a hard stop FORMTEXT ?????7.18System allows journal entries to be entered by departments and routed through workflow for approval FORMTEXT ?????7.19Provides ability to restrict both live and batch GL posting by account number FORMTEXT ?????7.20Provides ability to flag an account as inactive FORMTEXT ?????7.21Provides ability to flag an account as inactive based on a specified effective date FORMTEXT ?????7.22Provides ability to automatically carry the entire chart of accounts forward to a new year FORMTEXT ?????7.23Provides option to carry forward inactive accounts FORMTEXT ?????7.24Provides option to NOT carry forward inactive accounts FORMTEXT ?????7.25Provides ability to perform "soft closes" on periods so that a period may be opened again with proper permissions for the purposes of posting activity to that period. FORMTEXT ?????7.26Provides ability to record a Journal Entry Type in the G/L for reconciliation purposes FORMTEXT ?????7.27Provides ability to restrict one-sided journal entries from being entered, with the ability to override with appropriate security permissions FORMTEXT ?????7.28Provides ability to perform automatic posting of recurring journal entries with appropriate approval process FORMTEXT ?????7.29Provides ability to flag a journal entry as a reversing journal entry and identify the new journal entry number and date FORMTEXT ?????7.30Provides ability to perform automatic reversals of year-end accruals at the beginning of the next year with appropriate approval process FORMTEXT ?????7.31Provides ability to drill down to see all account activities, to include the related accounts of the source journal FORMTEXT ?????7.32Provides ability to allow users to retrieve GL related information that is more than one year old FORMTEXT ?????7.33Provides ability to perform basic validation routines before data can be entered (e.g., data type checking, account validation, project numbers, etc.) FORMTEXT ?????7.34Provides ability to produce GASB statements and other compliance reports FORMTEXT ?????7.35Provides ability to allow the produced compliance reports to be editable by a user for formatting and final edits FORMTEXT ?????7.36Provides ability to display user defined reasons for rejecting general ledger transactions FORMTEXT ?????7.37Provides ability to allow selected accounts to be flagged in order to disallow any postings to occur to those accounts FORMTEXT ?????7.38Provides ability to flag by account number to require project and subproject numbers be associated with the posting transaction FORMTEXT ?????7.39Provides ability to flag by account number to require a grant number be associated with the posting transaction FORMTEXT ?????7.40Provides ability to scan documents directly into the system and automatically attach them to a G/L account record FORMTEXT ?????7.41Provides ability to browse to and attach an unlimited number of electronic documents to the G/L account FORMTEXT ?????7.42Provides ability to automatically attach system generated documents to a G/L account. Detail what system generated documents are automatically attached to a G/L account FORMTEXT ?????7.43G/L account associated documents are automatically stored, via the proposed solution, in Laserfiche FORMTEXT ?????7.44Provides ability to enter comments on a G/L account based on account access permissions FORMTEXT ?????7.45Provides ability to auto-post interest distribution to the General Ledger module with appropriate approval process FORMTEXT ?????7.46Provides ability to create a journal entry for interest distribution to the General Ledger module. FORMTEXT ?????7.47Provides ability to track monthly fund balances for distribution of interest FORMTEXT ?????7.48Detailed G/L transactions provide link to supporting Laserfiche documents in associated modules (e.g., invoices, checks, etc.) FORMTEXT ?????7.49Provides ability to roll-balances forward from previous fiscal year to new fiscal year, and then perform a "hard close" on the previous fiscal year to prevent additional edits unless authorized users open the previous fiscal year to perform adjustments FORMTEXT ?????7.50Provides ability for automatic reversing of journals over fiscal year end FORMTEXT ?????7.51System provides tools to renumber accounts FORMTEXT ?????7.52Renumbered accounts retain all of their history and activity FORMTEXT ?????7.53System provides tools to consolidate G/L accounts. Describe consolidation process including, but not limited to, what happens to history of consolidated accounts, what determines the information that ends up in the final consolidated account, what happens to the actual G/L account numbers that are consolidated, number of G/L accounts that can be consolidated at one time, the audit trails provided as a result of consolidation, etc. FORMTEXT ?????Chart of Accounts7.54Can provide a user defined single chart of accounts file that is referenced by all other system modules FORMTEXT ?????7.55Chart of accounts can be modified as needed by authorized County users FORMTEXT ?????7.56Provides ability to either automatically generate chart of account records when creating new funds, departments, divisions and any other reorganizations FORMTEXT ?????7.57Provides ability to copy chart of account records when creating new funds, departments, divisions and any other reorganizations FORMTEXT ?????7.58G/L account number must, at a MINIMUM, support the following structure: FORMTEXT ?????7.59Fund (at least 4 characters) FORMTEXT ?????7.60Department (at least 4 characters) FORMTEXT ?????7.61Division (at least 4 characters) FORMTEXT ?????7.62Subdivision (at least 4 characters) FORMTEXT ?????7.63Program (at least 4 characters) FORMTEXT ?????7.64Account Part 1 (at least 4 characters) FORMTEXT ?????7.65Account Part 2 (at least 4 characters) FORMTEXT ?????7.66Provides ability to inactivate a G/L account so no posting activity can take place against the account FORMTEXT ?????7.67Provides ability to inactivate a segment of a G/L account (fund, department, division, etc.) so that no posting can take place against an account that contains an inactivated segment FORMTEXT ?????7.68Provides chart of account number "short cuts" for reducing the number of key strokes when entering or looking up chart of account numbers FORMTEXT ?????7.69Provides a "suggested text" function for looking up and selecting account numbers FORMTEXT ?????7.70Provides ability to activate new accounts or specific accounts based on dates or date ranges FORMTEXT ?????7.71Provides ability to inactivate accounts or specific accounts based on dates or date ranges FORMTEXT ?????7.72Provides ability to change the name of any segment of the account number while leaving the historic description the same FORMTEXT ?????7.73Supports alpha-numeric fields in any segment of a G/L account number FORMTEXT ?????7.74Provides ability to set up a fund as non-interest bearing FORMTEXT ?????7.75Provides ability to track monthly fund balances for distribution of interest FORMTEXT ?????7.76Provides ability to support at least a 250 character long description field for each of the above segments FORMTEXT ?????7.77Provides ability to support at least a 50 character short description field for each of the above segments FORMTEXT ?????7.78Provides ability to not allow duplicate fund numbers FORMTEXT ?????7.79Provides ability to print a summary explanation report of every GL account and its description FORMTEXT ?????7.80System can display Fund name (not just the #) in searches/dashboards, etc. FORMTEXT ?????7.81Provides ability to capture multiple County defined functions within a fund (e.g., Public safety, Social services, Education, etc.) FORMTEXT ?????Journal Entries7.82Provides ability to import journal entry transactions from other vendor-developed and in-house developed systems (i.e., journal import functionality). Describe functionality available FORMTEXT ?????7.83Provides ability to edit journal entry data that was imported prior to posting to the G/L with appropriate security and audit trail information FORMTEXT ?????7.84Provides ability to use workflow technology to automatically route journal entries with attachments to approvers prior to posting FORMTEXT ?????7.85Provides standard journal entry capabilities FORMTEXT ?????7.86Provides recurring journal entry capabilities FORMTEXT ?????7.87Provides ability to generate date-specific reversing entries FORMTEXT ?????7.88Provides ability to post-date journal entries FORMTEXT ?????7.89Provides ability to pre-date journal entries FORMTEXT ?????7.90Provides ability to maintain at least seven (7) years of detailed journal entry transactions and budget information FORMTEXT ?????7.91Provides the ability to maintain greater than seven (7) years of detailed journal entry transactions and budget information if desired FORMTEXT ?????7.92Provides ability to automatically populate fiscal year and period based on effective date with the ability to override and disable FORMTEXT ?????7.93Provides ability to automatically transfer activity from one account to another account FORMTEXT ?????7.94Only authorized users have the ability to setup automatic transfers FORMTEXT ?????7.95Provides ability to disallow further posting to an account that is closed or inactive FORMTEXT ?????7.96Provides ability to disallow further posting to an account that is in the process of being closed or inactivated FORMTEXT ?????7.97Provides ability to disallow posting to a closed period FORMTEXT ?????7.98Provides ability to allow posting to a closed period based on user-defined permissions FORMTEXT ?????7.99Provides ability to prevent posting a journal entry to a control account FORMTEXT ?????7.100Provides the ability for authorized users to edit other module’s (e.g., A/R, A/P, P/R, etc.) batch prior to posting to the G/L FORMTEXT ?????7.101Provides ability to accommodate free form text or attachments associated with a journal entry based on security permissions FORMTEXT ?????7.102Provides ability to automatically assign sequential numbers to all journal entry transactions FORMTEXT ?????Cost Allocation7.103System has the capability to complete a County wide cost allocation plan in compliance with Federal Regulation 2 CFR 225 to develop indirect cost rates FORMTEXT ?????7.104Provides ability to apply user-defined cost allocation rates and/or specified amounts based on cost allocation plan FORMTEXT ?????7.105Provides ability to automatically generate Journal Entries for indirect payroll costs on grants, based upon a user supplied date range FORMTEXT ?????Reporting7.106G/L account structure segments (fund, department, division, subdivision, etc.) can be grouped or ungrouped for reporting purposes FORMTEXT ?????7.107List and describe all standard G/L reportsAdditional Information for Section 7.0 General Ledger RequirementsPlease use the area below to indicate any additional information associated with this section’s requirements. Include the associated Requirement Item#(s) from above when providing comments. FORMTEXT ?????8. Financial Reporting8.0 Financial Reporting Item#ItemIndicatorGeneral Requirements8.1Provides a financial statement report writer to allow end users to create user-defined financial statement and statistical reports without users needing to know the supporting database table structure FORMTEXT ?????8.2Provides a library of "canned" reports to be used by authorized County staff with limited parameter entry FORMTEXT ?????8.3Provides ability to link between reportable sections of the CAFR and other generated reports (e.g., Exhibits, Management Discussion and Analysis, Notes to the Financial Statements and Statistics, etc.) FORMTEXT ?????8.4Provides Single Audit reporting mode, OMB A-133 Audit to include compilation of itemized Schedule of Federal Expenditures (SEFA) FORMTEXT ?????8.5System provides a CAFR building tool FORMTEXT ?????8.6Provides ability to export to various formats to create a custom designed CAFR document FORMTEXT ?????8.7Provides ability to query on all data fields in the general ledger module in order to provide a user defined query screen FORMTEXT ?????8.8Ability to pull Cross Organization by Account Classification Reports FORMTEXT ?????8.9Provides ability to export to various formats to create custom designed reports for presentation (e.g., budget documents, etc.) FORMTEXT ?????8.10Provides ability to generate a report across any segment or group of segments in the chart of accounts FORMTEXT ?????8.11Provides ability to schedule and to distribute reports via electronic workflow FORMTEXT ?????8.12Provides comparison reports (e.g., between different periods, as user-defined) FORMTEXT ?????8.13Provides ability to print financial reports on closed periods FORMTEXT ?????8.14Provides ability to select active and/or inactive accounts by year for reporting purposes for multiple user defined years FORMTEXT ?????8.15Provides ability to produce monthly, quarterly, and annual financial statements. (e.g., Income Sheet, Balance Sheet, Budget Comparisons by Department, Cash Flow, etc.) FORMTEXT ?????8.16Provides ability to produce monthly, quarterly, and annual financial statements at County-defined levels FORMTEXT ?????8.17Provides ability to print graphs and charts for presentation style reports FORMTEXT ?????8.18Provides ability to report by pay period for personnel expense (e.g., report for pay period 1 of the 26, etc.) FORMTEXT ?????8.19Provides ability to project and report on end of year accruals (e.g., for payroll, etc.) FORMTEXT ?????8.20The system, at a minimum, has the ability to produce the following reports (current and previous years and for multi-year funds where applicable):8.21Available budget by expense, revenue, and account classification code FORMTEXT ?????8.22Cash balance (e.g., by department, fund, organization, etc.) FORMTEXT ?????8.23Inception to date, for total revenue and expenditures for all County projects across multiple fiscal years both actuals and budget detailed to project/sub-project level with option to run with or without encumbrances FORMTEXT ?????8.24Fiscal year with date range selection, for total revenue and expenditures for all County projects across multiple fiscal years both actuals and budget detailed to project/sub-project level with option FORMTEXT ?????8.25Expenditures relative to budget FORMTEXT ?????8.26Year-to-date expenditures FORMTEXT ?????8.27Month-to-date expenditures FORMTEXT ?????8.28Budget to actual by all budget line items FORMTEXT ?????8.29Multiple budget types to actual (e.g., actual to versions of budget) FORMTEXT ?????8.30Open encumbrance report FORMTEXT ?????8.31Pre-encumbrance report FORMTEXT ?????8.32Comparison of expenditures by month FORMTEXT ?????8.33Income statement FORMTEXT ?????8.34Cash flow FORMTEXT ?????8.35Balance sheet FORMTEXT ?????8.36Statement of net positions FORMTEXT ?????8.37Schedule of expenditures and revenues based on type of revenue FORMTEXT ?????8.38Trial balance activity (debits and credits) FORMTEXT ?????8.39Statement of revenues and expenditures FORMTEXT ?????8.40Work-in-Progress construction; detailed to project/sub-project level, assigned function of gov’t FORMTEXT ?????8.41Capital projects FORMTEXT ?????8.42Comparison of revenues and expenditures by month FORMTEXT ?????8.43Comparison of revenues and expenditures by quarter FORMTEXT ?????8.44Summary and detail trial balance at any budget level FORMTEXT ?????8.45Detail and summary project report FORMTEXT ?????8.46Summary trial balance across multiple fund FORMTEXT ?????8.47Multi-year grants for revenues and expenses FORMTEXT ?????8.48Project transaction detail by fiscal year with date range selection or inception to date with sub project totals FORMTEXT ?????8.48Expense Budget at any level FORMTEXT ?????8.49Cash Balance by Fund FORMTEXT ?????8.50Cash Balance by Fund with associated detail FORMTEXT ?????8.51Detailed Transaction Listing by Vendor Number FORMTEXT ?????8.52Detailed Transaction Listing by Vendor Invoice Number FORMTEXT ?????8.53Detailed Transaction Listing by Vendor Name FORMTEXT ?????8.54Trend Analysis for Expenditures FORMTEXT ?????8.55General Fund Financial Statements FORMTEXT ?????8.56Cross Fund FORMTEXT ?????8.57List and describe all standard Financial Reporting reportsAdditional Information for Section 8.0 Financial Reporting RequirementsPlease use the area below to indicate any additional information associated with this section’s requirements. Include the associated Requirement Item#(s) from above when providing comments. FORMTEXT ?????9. Budget9.0 BudgetItem#ItemIndicatorGeneral Requirements9.1Provides ability to display, inquire, and report on budget-to-actual with percentages of available budget for an account or group of accounts at any time FORMTEXT ?????9.2Provides the ability to manage the County’s operating budget and the County’s capital project budgets FORMTEXT ?????9.3Budgets are assigned at the G/L account level FORMTEXT ?????9.4System provides ability for budgetary control at G/L account level FORMTEXT ?????9.5System provides ability for budgetary control at user-defined levels (e.g., department, division, sub-division, program, project, subproject, etc.) FORMTEXT ?????9.6Provides ability to track the original budget, amendments made during the year and distinguish between the two FORMTEXT ?????9.7Provides ability to track the original budget, amendments made during the life of a project/grant and distinguish between the two FORMTEXT ?????9.8Each G/L account must have a Notes/Comments field that can be accessed by authorized users in the Budget Division to track general budget information associated with the account. FORMTEXT ?????9.9System provides ability for authorized users to drill down to detail (e.g., invoices, encumbrances, journal entries, budget adjustments, revenue transactions, payroll transactions, etc.) and supporting documentation within the Budget module (i.e., authorized users should not have to exit the Budget module and pull up a different module to see supporting detail/documentation.) FORMTEXT ?????9.10Ability to download information into MS Office 365 FORMTEXT ?????9.11Ability to upload information from MS Office 365 FORMTEXT ?????9.12Provides a user defined budget dashboard view of key indicators including, but not limited to: FORMTEXT ?????9.13Budget to actual FORMTEXT ?????9.14Capital Project information FORMTEXT ?????9.15Fund FORMTEXT ?????9.16Fund type FORMTEXT ?????9.17Project FORMTEXT ?????9.18Department FORMTEXT ?????9.19Division FORMTEXT ?????9.20Program FORMTEXT ?????9.21Subprogram FORMTEXT ?????9.22Function FORMTEXT ?????9.23Grant FORMTEXT ?????9.24Vendor FORMTEXT ?????9.25Current YTD compared to previous YTD FORMTEXT ?????9.26Current YTD compared to previous YTD with the ability to select by period (i.e., do not want to only show YTD total amounts) FORMTEXT ?????9.27Current YTD compared to multiple previous YTDs with the ability to select by year and period FORMTEXT ?????9.28Other, user defined FORMTEXT ?????Annual Operating Budget Processing9.29Provides ability to support the workflow of the County's Annual Operating Budget process, with different Process Levels or phases FORMTEXT ?????9.30Annual Operating Budget process supports automated notifications to appropriate users at various points during the entire budget process FORMTEXT ?????9.31Provides the ability to “roll” the budget through at least six (6) Process Levels, which are: FORMTEXT ?????9.32Level 1 – Budget Preparation – Budget Staff access only FORMTEXT ?????9.33Level 2 – Division Budget Entry (optional) – Open to authorized departmental users for entry FORMTEXT ?????9.34Level 3 – Dept Budget Entry - Open to authorized departmental users for entry FORMTEXT ?????9.35Level 4 – Dept adjustments to be made by Budget Staff only – LOCK Budget after this level FORMTEXT ?????9.36Level 5 – County Administrator Review – LOCK Budget after this level FORMTEXT ?????9.37Level 6 – County Commissioners Review – LOCK Budget after this level FORMTEXT ?????9.38Level 7 – Adoption FORMTEXT ?????9.39Optional Level 2 above allows Level 2 authorized department reps to enter budget. Level 3 above allows Level 3 authorized department reps to review and approve budget entered during Level 2 FORMTEXT ?????9.40Departmental users can be authorized for either Level 2, Level 3 or both levels FORMTEXT ?????9.41Provides ability for System Administrators to establish appropriate user security access to budget module for budget viewing and budget entry FORMTEXT ?????9.42Can establish budget entry for authorized users based upon:9.43An account by account basis FORMTEXT ?????9.44Account classification codes FORMTEXT ?????9.45Range of accounts FORMTEXT ?????9.46Department FORMTEXT ?????9.47Other, user defined FORMTEXT ?????9.48Provides ability to prevent users from making changes to a proposed departmental budget without appropriate approval FORMTEXT ?????9.49Departmental users can only have access to budget entry during Process Level 3, detailed above FORMTEXT ?????9.50The operating budget preparation system should, at a minimum, contain at least three previous fiscal years, current fiscal year, and at least five future fiscal years FORMTEXT ?????9.51Provides ability for budget and departmental users to identify budget requests that are one time only (e.g., expanded programs) FORMTEXT ?????9.52Provides ability for budget and departmental users to identify budget requests that are recurring FORMTEXT ?????9.53Provides ability to request a justification for one time only budget requests FORMTEXT ?????9.54Provides ability to enter multiple budget requests per account (e.g., request for paper costs, request for toner costs, request for pen costs, etc.) FORMTEXT ?????9.55Provides ability to calculate a total for multiple budget requests under one account thus providing the total requested amount for an account FORMTEXT ?????9.56Provides ability to support at least 10 versions of a budget by year (past, current & future) with versioning for each FORMTEXT ?????9.57Provides the ability to store reasons (notes/comments) by account number for each budget version FORMTEXT ?????9.58Notes/comments remain visible after budget is adopted FORMTEXT ?????9.59Provides the ability to name budget versions FORMTEXT ?????9.60Provides ability to support biennial budgeting FORMTEXT ?????9.61Provides ability to track budget amounts and associated detail created at every Process Level during budget preparation FORMTEXT ?????9.62Provides ability to load budget amounts based on one, or a combination, of the following criteria:9.63Zero balances in all accounts FORMTEXT ?????9.64Current year's original budget FORMTEXT ?????9.65Previous year's budget FORMTEXT ?????9.66Previous year's actual FORMTEXT ?????9.67Any previous year budget or actual with percentage increase FORMTEXT ?????9.68Any previous year budget or actual with percentage decrease FORMTEXT ?????9.69Salary estimation process FORMTEXT ?????9.70User-defined growth percentages to department level of previous year budget or actual FORMTEXT ?????9.71User-defined growth percentages to the account level of previous year budget or actual FORMTEXT ?????9.72From third party software, such as: FORMTEXT ?????9.73Microsoft Office 365 Excel FORMTEXT ?????9.74Performance Measurement software (list software supported) FORMTEXT ?????9.75Tax Software (list software supported) FORMTEXT ?????9.76Utility Billing software (list software supported) FORMTEXT ?????9.77Permitting & Inspection software (list software supported) FORMTEXT ?????9.78Fixed Asset software (list software supported) FORMTEXT ?????9.79List other software solutions from which budget amounts can be imported9.80Provides ability to either include or exclude one-time requests when loading budget amounts based upon any previous years’ budget FORMTEXT ?????9.81Provides ability to incorporate performance measurement/statistics and from various software programs into the budget module to help justify departmental budget request (all types of accounts). Detail with which performance measurement software the Budget module interfaces FORMTEXT ?????9.82Provides ability to create fixed cost budgets based on prior year actual activity, anticipated rate increases, and anticipated capital asset additions (i.e. utility charges, equipment replacement, fleet maintenance, and fuel) FORMTEXT ?????9.83Provides ability to create replacement and maintenance budgets based on an items useful life, annual maintenance, and annual replacement contributions FORMTEXT ?????9.84Provides ability to create monthly budgets based on historical monthly financial information or other user defined criteria FORMTEXT ?????9.85Provides ability to identify and provide last fiscal year's outstanding project budget balances as adjustments to new fiscal year's adopted budget, and is able to be incorporated into the general ledger based on user-defined criteria (e.g., by account number/project number) FORMTEXT ?????9.86Provides ability for authorized users to view budget detail through the entire process, utilizing multiple filtering capabilities (i.e. use of user defined queries) FORMTEXT ?????9.87Provides ability to produce an electronic output file of any working version of the budget preparation process for review FORMTEXT ?????Salary Estimation9.88Provides ability to estimate salary for five (5) future years by account number and across various funds FORMTEXT ?????9.89Salary estimation includes tools to calculate base salary, as well as different COLA, merit and step scenarios FORMTEXT ?????9.90Provides ability to estimate fringe factor scenarios for five (5) future years by account number and across various funds FORMTEXT ?????9.91Salary estimation includes tools to calculate bonus scenarios FORMTEXT ?????9.92Salary estimation includes tools to calculate different fringe factor scenarios FORMTEXT ?????9.93Salary estimation is integrated with proposed Payroll module, providing the ability to use real-time payroll and personnel information when doing estimations FORMTEXT ?????9.94Salary estimation is integrated with proposed Position Control module, as detailed in Position Control requirements under “Position Budgeting” section FORMTEXT ?????9.95Provides ability to “lock-in” multiple salary estimation scenarios (e.g., one with an increase, one with an increase and a COLA, etc.) FORMTEXT ?????9.96Provides ability to forecast payroll and benefit information by: FORMTEXT ?????9.97Position Number (tied to Position Control module) FORMTEXT ?????9.98Part-time employees (do not have a Position Number) FORMTEXT ?????9.99Salary estimations and all associated detail can be transferred to any version of the budget FORMTEXT ?????Forecasting 9.100Provides the option to estimate inflation on operating line items, as well as revenues and debt FORMTEXT ?????9.101Provides ability to forecast 5 years into the future FORMTEXT ?????Reports9.102Generate Budget vs Actual reports FORMTEXT ?????9.103Generate multi-year trending reports FORMTEXT ?????9.104Provides ability to run reports which display G/L transaction item detail at various levels of the G/L account structure (i.e., display all postings associated with a specific division) for comparison of budget to actual FORMTEXT ?????9.105Provides ability to run reports which display G/L transaction item detail w/account classification subtotals at various levels of the G/L account structure for comparison of budget to actual FORMTEXT ?????9.106Provides ability to run reports which display account classification subtotals at various levels of the G/L account structure for comparison of budget to actual FORMTEXT ?????9.107Allow for roll up options. Explanation: Our current system provides ability to designate the level of detail such as by Fund (least), by Department (ex: All Fiscal Services), by Division (ex: Just select IT), by sub-division etc. FORMTEXT ?????9.108List and describe all standard Budget reports9.109Provides report which shows encumbrances for a capital project FORMTEXT ?????9.110List and describe all standard capital project reportsBudget Transfers/Amendments9.111An automated Supplemental Budget Request workflow can be established to provide authorized department users the ability to enter supplemental budget requests (changes to the adopted budget) including: FORMTEXT ?????9.112Budget transfer requests FORMTEXT ?????9.113Budget amendment requests FORMTEXT ?????9.114The automated Supplemental Budget Request workflow will provide the ability to establish approval routing based upon the following: FORMTEXT ?????9.115Supplemental budget request amount FORMTEXT ?????9.116G/L account number components (i.e., fund, department, program, etc.) FORMTEXT ?????9.117G/L account number classification code FORMTEXT ?????9.118Other user defined parameters FORMTEXT ?????9.119Each supplemental budget request run through the Supplemental Budget Request Workflow will have a complete audit trail including, but not limited to, user, date, time, action, amount, etc. FORMTEXT ?????9.120Provides ability to require budget justification for supplemental budget requests FORMTEXT ?????9.121Provides ability to track the status of a supplemental budget request (e.g., submitted, under review, approved, denied, etc.) FORMTEXT ?????9.122Provides ability to identify whether the supplemental budget request has an associated on-going annual cost FORMTEXT ?????9.123Provides ability to capture an optional on-going annual cost associated with the supplemental budget request FORMTEXT ?????9.124Provides ability to query and run reports on supplemental requests (budget transfer/budget amendment) to generate reports based on supplemental request data (for a minimum of ten years historical data) FORMTEXT ?????9.125Provides ability to automatically post supplemental budget amount to the G/L line item upon supplemental budget request final approval FORMTEXT ?????9.126Provides ability to capture and store the following information for a supplemental budget request:9.127Type of request FORMTEXT ?????9.128Reason for request FORMTEXT ?????9.129User information for originator of request FORMTEXT ?????9.130Request entry date and time FORMTEXT ?????9.131User information for approvers of request FORMTEXT ?????9.132Each approval date and time FORMTEXT ?????9.133Tracking of all historical changes FORMTEXT ?????9.134User information associated with each change made (ID, date, time) FORMTEXT ?????9.135Comments/notes FORMTEXT ?????9.136Other, user-defined FORMTEXT ?????9.137Provides ability to scan documents directly into the system and automatically attach them to a supplemental budget request FORMTEXT ?????9.138Provides ability to browse to and attach an unlimited number of electronic documents to a supplemental budget request FORMTEXT ?????9.139Provides ability to automatically attach system generated documents to a supplemental budget request. Detail what system generated documents can be automatically attached to a supplemental budget request FORMTEXT ?????9.140All supplemental budget request attachments are automatically stored, via the proposed solution, in Laserfiche FORMTEXT ?????9.141Provides ability to lockout changes to the supplemental budget request based upon user-defined dates and criteria FORMTEXT ?????Capital Project Budgeting and Management9.142Capital project budgets span multiple years from the beginning of project to end of project, and are NOT tied to the fiscal year FORMTEXT ?????9.143Provides ability to budget for capital projects for at least ten (10) years FORMTEXT ?????9.144Provides ability to establish subprojects within a capital project FORMTEXT ?????9.145Provides ability to establish user defined project types FORMTEXT ?????9.146Provides ability to establish user defined capital project status codes (e.g. warranty, active, inactive, closed, etc.) FORMTEXT ?????9.147Capital project status codes determine the type of actions that can be taken on a project (e.g., cannot charge to a project that is in “warranty status”) FORMTEXT ?????9.148Provides ability for authorized users to maintain general capital project information including, but not limited to: 9.149Unique capital project number FORMTEXT ?????9.150Title FORMTEXT ?????9.151Description FORMTEXT ?????9.152Abbreviation FORMTEXT ?????9.153Capital project type FORMTEXT ?????9.154Original budgets FORMTEXT ?????9.155Current/amended budgets FORMTEXT ?????9.156Capital project status code FORMTEXT ?????9.157Department(s) – multiple departments could be associated with a capital project FORMTEXT ?????9.158Division(s) – multiple divisions could be associated with a capital project FORMTEXT ?????9.159County Project Manager(s) and contact info (phone, email, etc.) FORMTEXT ?????9.160Time spent by County staff person towards project FORMTEXT ?????9.161Associated contract #s (tied to interfaced Contract Mgmt masterfile) FORMTEXT ?????9.162Encumbrances FORMTEXT ?????9.163Expenditures FORMTEXT ?????9.164Receivables FORMTEXT ?????9.165Revenues FORMTEXT ?????9.166Grand total of associated contracts FORMTEXT ?????9.167Balance remaining, by subproject type, on associated contracts FORMTEXT ?????9.168Total of penalty charges on associated contracts FORMTEXT ?????9.169Retention FORMTEXT ?????9.170Scope changes FORMTEXT ?????9.171Amendments/change orders FORMTEXT ?????9.172Other user-defined information FORMTEXT ?????9.173Provides ability to track capital project dates including, but not limited to: 9.174Planned start date FORMTEXT ?????9.175Actual start date FORMTEXT ?????9.176Phase FORMTEXT ?????9.177Milestone(s) FORMTEXT ?????9.178Planned completion date FORMTEXT ?????9.179Actual completion date FORMTEXT ?????9.180Other user-defined dates FORMTEXT ?????9.181Provides ability to establish workflows based on the capital project dates above FORMTEXT ?????9.182Provides ability for authorized users to maintain general subproject information including, but not limited to: 9.183Unique subproject number FORMTEXT ?????9.184Associated capital project number FORMTEXT ?????9.185Title FORMTEXT ?????9.186Description FORMTEXT ?????9.187Abbreviation FORMTEXT ?????9.188Subproject type FORMTEXT ?????9.189Original budgets FORMTEXT ?????9.190Current/amended budgets FORMTEXT ?????9.191Subproject status code FORMTEXT ?????9.192Department(s) – multiple departments could be associated with a subproject FORMTEXT ?????9.193Division(s) – multiple divisions could be associated with a subproject FORMTEXT ?????9.194County Project Manager(s) and contact info (phone, email, etc.) FORMTEXT ?????9.195Time spent by County staff person towards subproject FORMTEXT ?????9.196Associated contract #s (tied to interfaced Contract Mgmt masterfile) FORMTEXT ?????9.197Encumbrances FORMTEXT ?????9.198Expenditures FORMTEXT ?????9.199Receivables FORMTEXT ?????9.200Revenues FORMTEXT ?????9.201Grand total of associated contracts FORMTEXT ?????9.202Balance remaining on associated contracts FORMTEXT ?????9.203Total of penalty charges on associated contracts FORMTEXT ?????9.204Retention FORMTEXT ?????9.205Scope changes FORMTEXT ?????9.206Amendments/change orders FORMTEXT ?????9.207Other user-defined information FORMTEXT ?????9.208Provides ability to track subproject dates including, but not limited to: 9.209Planned start date FORMTEXT ?????9.210Actual start date FORMTEXT ?????9.211Phase FORMTEXT ?????9.212Milestone(s) FORMTEXT ?????9.213Planned completion date FORMTEXT ?????9.214Actual completion date FORMTEXT ?????9.215Other user-defined dates FORMTEXT ?????9.216Provides ability to establish workflows based on the subproject dates above FORMTEXT ?????9.217Provides ability to track time spent by employees towards a subproject/capital project FORMTEXT ?????9.218Provides ability to associate documents with both capital projects and subprojects FORMTEXT ?????9.219Budgets are associated with both capital projects and subprojects and are tied to G/L accounts FORMTEXT ?????9.220Provides ability to allow the County to determine which general ledger accounts to carry forward for budgeting purposes after final year end accruals to eliminate the need to manually key these accounts into the system FORMTEXT ?????9.221Provides ability to view capital project budget information by LTD and fiscal YTD FORMTEXT ?????9.222Provides ability to establish and track multiple revenue sources (e.g., Bonds, State/Local/Federal Grants, Donations, Cash, etc.) for a capital project budget FORMTEXT ?????9.223Provides ability to establish and track multiple revenue sources for a subproject FORMTEXT ?????9.224Provides ability to establish date constraints for revenue sources (e.g., Bond revenue source needs to be spent within a specific date range) FORMTEXT ?????9.225Provides ability to establish multiple revenue sources of the same type for a project and for a subproject (e.g., can establish 3 different bonds with 3 different sets of date constraints for a subproject) FORMTEXT ?????9.226Automatically notifies appropriate users when capital projects have not expended funds associated with various revenue sources within the user established date constraints FORMTEXT ?????9.227Automatically notifies appropriate users when capital projects have not expended Bond funds within the user established date constraints in order to meet arbitrage requirements FORMTEXT ?????9.228System provides ability to establish an automated work flow on a project by project basis to establish the order of depleting capital project revenue sources FORMTEXT ?????9.229System provides ability to establish an automated work flow on a subproject by subproject basis to establish the order of depleting capital subproject revenue sources FORMTEXT ?????9.230Provides a dashboard view of multiple project attributes across multiple projects and by responsible department FORMTEXT ?????9.231Provides ability to move a project from one department to another and carry over all associated history FORMTEXT ?????9.232Provides ability to view the budget for a capital project excluding encumbrances FORMTEXT ?????9.233Provides report which shows encumbrances for a capital project FORMTEXT ?????9.234Provides ability to transfer closed capital projects to Fixed Assets in order to capitalize FORMTEXT ?????9.235Provides ability to close capital projects without transferring them to Fixed Assets module FORMTEXT ?????9.236Provides ability to close projects either partially or completely FORMTEXT ?????9.237Provides ability to allow the closing of multiple projects at the same time (i.e., related projects) FORMTEXT ?????9.238Provides ability to re-open a closed project, with appropriate security permissions FORMTEXT ?????Budget Book 9.239An automated Budget Book workflow can be established to provide authorized users with the ability to maintain their section of the Budget Book FORMTEXT ?????9.240Authorized Budget users can control the flow of Budget Book sections out to authorized departmental users FORMTEXT ?????Debt Amortization – to prepare budgets and forecasting9.241Ability to generate amortization schedules for bonds, leases and loans FORMTEXT ?????9.242Ability to import amortization schedules for bonds, leases and loans FORMTEXT ?????9.243Amortization schedules can be associated with G/L accounts for incorporation into budget FORMTEXT ?????9.244Amortization schedules can be spread amongst multiple G/L accounts for incorporation into budget based on a set dollar amount FORMTEXT ?????9.245Amortization schedules can be spread amongst multiple G/L accounts for incorporation into budget based on a percentage allocation FORMTEXT ?????9.246Amortization schedules can be associated with G/L account and/or multiple G/L accounts for forecasting purposes FORMTEXT ?????9.247Ability to track amortization schedules by function within a fund FORMTEXT ?????9.248Provides the ability to change the set dollar amount or percentage allocation of a function associated with a bond, a lease and a loan throughout the life of the bond, lease and loan FORMTEXT ?????9.249Provides the ability to change the set dollar amount or percentage allocation of a fund associated with a bond, a lease and a loan throughout the life of the bond, lease and loan FORMTEXT ?????Additional Information for Section 9.0 Budget RequirementsPlease use the area below to indicate any additional information associated with this section’s requirements. Include the associated Requirement Item#(s) from above when providing comments. FORMTEXT ?????10. Grant Management10.0 Grant ManagementItem#ItemIndicatorGeneral Requirements10.1Includes a Grant Management module that is integrated with all other system modules FORMTEXT ?????10.2Provides ability to support a workflow for quarterly preparation of journal entries FORMTEXT ?????10.3Provides ability to establish user defined grant categories FORMTEXT ?????10.4Provides ability to establish user defined grant types FORMTEXT ?????10.5Provides ability to track matching, or in-kind, grants FORMTEXT ?????10.6Provides ability for authorized users to maintain grant information including:10.7Grant ID number FORMTEXT ?????10.8Grant name FORMTEXT ?????10.9Grant description FORMTEXT ?????10.10Grant category (e.g., Federal, State, Private, Foundation, etc.) FORMTEXT ?????10.11Grantor(s) FORMTEXT ?????10.12Grant status codes (e.g., active, inactive, and user-defined) FORMTEXT ?????10.13Grant type FORMTEXT ?????10.14Multiple pass through entities as required for Federal grants on the Schedule of Federal Expenditures (SEFA) as it relates to the A-133 audit FORMTEXT ?????10.15Grantor's Grant ID Number FORMTEXT ?????10.16Catalog of Federal Domestic Assistance (CFDA) Number FORMTEXT ?????10.17Multiple grantor contacts and associated contact information (phone, email, address, etc.) with the ability to identify one as primary FORMTEXT ?????10.18Revenue sources FORMTEXT ?????10.19Associated contract #s (tied to interfaced Contract Mgmt masterfile) FORMTEXT ?????10.20Associated G/L accounts FORMTEXT ?????10.21Grant budget FORMTEXT ?????10.22Grant amendments FORMTEXT ?????10.23Purchase orders and encumbrances FORMTEXT ?????10.24Grant collaborators (e.g., government partners) FORMTEXT ?????10.25Grant fiscal and calendar years (i.e., when grantor and grantee have different years) FORMTEXT ?????10.26Fund FORMTEXT ?????10.27Responsible department(s) FORMTEXT ?????10.28Department representative(s) and associated contact information (phone, email, etc.) FORMTEXT ?????10.29Grant Sub-recipients vs Vendor for Federal Financial Accountability Transparency Act Reporting FORMTEXT ?????10.30Other user-defined information FORMTEXT ?????10.31Provides ability to track grant dates including, but not limited to: 10.32Grant start date FORMTEXT ?????10.33Grant end date FORMTEXT ?????10.34Expiration date FORMTEXT ?????10.35Award date FORMTEXT ?????10.36Application deadline date FORMTEXT ?????10.37Other user-defined dates FORMTEXT ?????10.38Provides ability to establish workflows based on the dates above FORMTEXT ?????10.39Provides ability to scan documents directly into the system and automatically attach them to a grant FORMTEXT ?????10.40Provides ability to browse to and attach an unlimited number of electronic documents to a grant FORMTEXT ?????10.41Provides ability to automatically attach system generated documents to a grant. Detail what system generated documents are automatically attached to a grant FORMTEXT ?????10.42All grant attachments are automatically stored, via the proposed solution, in Laserfiche FORMTEXT ?????10.43Generate and electronically transmit State and Federal reports FORMTEXT ?????10.44Generate State and Federal reports and download to MS Office FORMTEXT ?????10.45Provides ability to track salaries associated with a grant FORMTEXT ?????10.46Provides ability to track time spent by employees towards a grant FORMTEXT ?????10.47Provides ability to track operating costs associated with a grant FORMTEXT ?????10.48Tracks expenditures to revenue sources (a grant may have multiple revenue sources) FORMTEXT ?????10.49Provides ability to support multi-year grants with encumbrances FORMTEXT ?????10.50Provides ability to support multi-year grants without encumbrances FORMTEXT ?????10.51Provides ability for grants to be associated with multiple funds FORMTEXT ?????10.52Provides ability for grants to be associated with multiple departments FORMTEXT ?????10.53Provides ability for grants to be associated with multiple G/L accounts FORMTEXT ?????10.54Provides ability to allow the County to determine which general ledger accounts, associated with grants, to carry forward for budgeting purposes after final year end accruals to eliminate the need to manually key these accounts into the system FORMTEXT ?????10.55Provides ability to associate grants with projects in the following manners: FORMTEXT ?????10.561 grant associated with 1 project FORMTEXT ?????10.571 grant associated with many projects FORMTEXT ?????10.58many grants associated with 1 project FORMTEXT ?????10.59Provides ability to track compliance of a grant through a County-defined checklist FORMTEXT ?????10.60Provides ability to establish grant record retention on a grant by grant basis FORMTEXT ?????Reporting10.61Provides ability to produce reports to satisfy State and Federal requirements. List all federal and state reports included in the standard Grant Management module FORMTEXT ?????10.62Provides ability, at a minimum, to generate grant information reports based upon the following user supplied parameters:10.63Grant number FORMTEXT ?????10.64Grant name FORMTEXT ?????10.65Type FORMTEXT ?????10.66Departments FORMTEXT ?????10.67User defined date range FORMTEXT ?????10.68G/L account FORMTEXT ?????10.69Revenue source FORMTEXT ?????10.70Other, user defined FORMTEXT ?????10.71Provides ability to generate reports for all grant history FORMTEXT ?????10.72Provides ability to generate a report of all active and inactive grants FORMTEXT ?????10.73Provides ability to maintain a calendar or schedule of required grant reports FORMTEXT ?????10.74Provides automatic notification to users when a required grant report approaching its due date FORMTEXT ?????10.75Provides ability to report on specific activity of a grant within a user-defined date range FORMTEXT ?????10.76Provides report of all activity and history associated with the life of a grant, independent of any fiscal or calendar year FORMTEXT ?????10.77Provides report of all personnel charges (salaries and fringe) to a grant for a user supplied date range, with the ability to select and sort by employee FORMTEXT ?????10.78Provides report all personnel charges (salaries and fringe) to a grant for a user supplied date range, with the ability to select and sort by G/L number FORMTEXT ?????10.79List and describe all standard Grant Management reportsAdditional Information for Section 10.0 Grants Management RequirementsPlease use the area below to indicate any additional information associated with this section’s requirements. Include the associated Requirement Item#(s) from above when providing comments. FORMTEXT ?????11. Accounts Payable11.0 Accounts PayableItem#ItemIndicatorGeneral Requirements11.1Provides an Accounts Payable module that is integrated with all other system modules including (but not limited to) General Ledger, Fixed Assets, Contracts, Budgeting, Purchasing, Payroll, and Grants FORMTEXT ?????11.2Provides electronic workflow for invoice approval, submission to A/P and payment FORMTEXT ?????11.3Provides electronic workflow for invoice approval by commodity code FORMTEXT ?????11.4Provides electronic workflow for invoice approval by dollar amount FORMTEXT ?????11.5Provides electronic workflow for invoice approval by general ledger account number FORMTEXT ?????11.6Provides workflow for employee expense reimbursements and expense advanced payments to include the import of supporting backup documents FORMTEXT ?????11.7Provides employee travel reimbursement functionality, allowing employees to submit travel expenses and attachments for review and payment through AP FORMTEXT ?????11.8Provides ability for advanced payment through A/P to employees for travel (e.g., mileage, meals, baggage, etc.) functionality, allowing employees to submit final travel expenses and attachments after-the-fact for review and reconciliation with estimated costs FORMTEXT ?????11.9Provides workflow to import purchasing card transaction information into A/P for processing. Describe or illustrate functionality available FORMTEXT ?????11.10Provides workflow to process A/P refunds which can be initiated from other modules (e.g., A/R, etc.) or other County applications (e.g., Tax Receivables, etc.) FORMTEXT ?????11.11Provides an automated Import Process to import files from external organizations to create A/P invoice batches (Jury Duty, Section 8), which will subsequently flow through the A/P invoice processing workflow FORMTEXT ?????11.12Provides edit listing of bad records (missing vendor number, missing invoice number, etc.) FORMTEXT ?????11.13Provides ability for batch total balancing FORMTEXT ?????11.14Provides ability to reject a batch that has errors FORMTEXT ?????11.15Provides workflow to allow for the electronic submission of invoices from vendors FORMTEXT ?????11.16Provides ability to support a workflow approval process for electronic payments of A/P invoices FORMTEXT ?????11.17Provides a workflow approval process for manual checks that maintains a history of the process, including information in user-defined fields (e.g., signer, etc.) FORMTEXT ?????11.18Provides ability to print 1099 forms FORMTEXT ?????11.19Provides ability to transmit 1099 forms electronically, per Federal Government regulations FORMTEXT ?????11.20Provides ability to accommodate 3-way matching of purchase order, receiving documents, and invoice FORMTEXT ?????11.21Provides ability to accommodate 2-way matching of purchase order and invoice FORMTEXT ?????11.22Provides ability to set a tolerance, by a % AND by a fixed amount, at invoice level by department, which can limit the amount of override allowed on an invoice FORMTEXT ?????11.23Provides ability to "add back" percentages or amount discounts previously taken (e.g., returned items, etc.) with appropriate system permissions FORMTEXT ?????11.24Supports "positive pay", which is the transmission of an electronic file of all checks, including system-driven manual checks, to the County’s bank for comparison with checks being cashed in order to help reduce opportunities for fraud FORMTEXT ?????11.25Automatically notifies specified users when a payment is made based upon a project number FORMTEXT ?????11.26Automatically notifies specified users when a payment is made based upon a grant number FORMTEXT ?????11.27Provides ability to accommodate employee expense reimbursements (uniform allowance, mileage, tuition reimbursement, etc.) through the accounts payable module as nontaxable events FORMTEXT ?????11.28Provides a complete audit trail of all vendor additions, changes and deletions FORMTEXT ?????11.29Provides a complete audit trail of every A/P transaction FORMTEXT ?????Invoice Processing11.30Provides ability to split an invoice into a payment schedule with at least twelve different due dates and due amounts FORMTEXT ?????11.31Provides ability to support decentralized invoice entry at the department level FORMTEXT ?????11.32Provides ability to support batch processing of A/P invoices FORMTEXT ?????11.33Provides ability to support at least a 25 character alphanumeric invoice number field FORMTEXT ?????11.34Provides ability to accommodate partial payments FORMTEXT ?????11.35Provides ability to accommodate partial payments based on receiving against a quantity as opposed to dollar amount (e.g., a purchase order for quantity of 4 items at $10 each is partially received with 2 items, and the County is able to pay against 2 items received and allow 2 items to remain unpaid) FORMTEXT ?????11.36System provides the minimum of a 50 character short description field on an A/P invoice FORMTEXT ?????11.37System provides the maximum of a 250 character long description field on an A/P invoice FORMTEXT ?????11.38Provides ability to accept a dollar amount entry for payment against a contract FORMTEXT ?????11.39Provides ability to accept a percentage amount entry for payment against a contract FORMTEXT ?????11.40Provides ability to post invoices to previous fiscal year FORMTEXT ?????11.41Provides ability to support multiple status codes for invoices including, but not limited to, the following: FORMTEXT ?????11.42Pending FORMTEXT ?????11.43Approved FORMTEXT ?????11.44Paid FORMTEXT ?????11.45Held FORMTEXT ?????11.46Rejected FORMTEXT ?????11.47Cancelled FORMTEXT ?????11.48Deleted FORMTEXT ?????11.49Void FORMTEXT ?????11.50Other FORMTEXT ?????11.51Provides ability to copy invoice batches FORMTEXT ?????11.52Provides option to accumulate multiple invoices into one vendor check with the ability to turn this functionality on and off FORMTEXT ?????11.53Provides ability to scan documents directly into the system and automatically attach them to an invoice FORMTEXT ?????11.54Provides ability to browse to and attach an unlimited number of electronic documents to an invoice FORMTEXT ?????11.55Provides ability to automatically attach system generated documents to an invoice. Detail what system generated documents are automatically attached to an invoice FORMTEXT ?????11.56All invoice attachments are automatically stored, via the proposed solution, in Laserfiche FORMTEXT ?????11.57Provides ability to flag invoices as reimbursable expenses through the grant process FORMTEXT ?????11.58Provides ability to allow for an invoice to be distributed to an unlimited number of G/L accounts FORMTEXT ?????11.59Provides ability to allow for an invoice to be distributed across departments with appropriate workflow routines for approval FORMTEXT ?????11.60Provides ability to automatically split invoices to different G/L accounts based on user-defined rules FORMTEXT ?????11.61Provides ability to enter invoices upon receipt and select future payment date FORMTEXT ?????11.62Prevents the entry of duplicate invoice number with same vendor FORMTEXT ?????11.63Supports recurring invoices. Please describe in the Additional Information section FORMTEXT ?????11.64Provides ability to hold credit invoices and apply them to future invoices FORMTEXT ?????11.65Provides ability to convert credit invoices to Accounts Receivable invoices after a user-defined period of time FORMTEXT ?????11.66When processing A/P invoices, system will check the project/subproject budgets for available funding & alert if funds are not available FORMTEXT ?????11.67When processing A/P invoices, system alerts for incorrect coding (e.g., if the POs commodity code is for a supply and an invoice is entered to charge it to a repair line, system would alert) FORMTEXT ?????11.68Provides ability to close out a PO if it is known that it is the final payment being made against a PO and release the encumbered balance FORMTEXT ?????Check Processing, Printing and Reconciliation11.69Provides ability to print checks on blank check stock FORMTEXT ?????11.70Provides ability to print checks on a pre-printed form FORMTEXT ?????11.71Provides ability to print using MICR ink FORMTEXT ?????11.72Provides ability for the County to maintain a minimum of 10 bank accounts FORMTEXT ?????11.73Provides ability to allow the County to modify the check format without any vendor assistance and incurred cost FORMTEXT ?????11.74Provides ability to print a test check with a "void" watermark based on appropriate security permissions FORMTEXT ?????11.75Provides check reconciliation tools FORMTEXT ?????11.76Provides ability to import a file for check reconciliation FORMTEXT ?????11.77Provides reconciliation functions to compare imported data with system data FORMTEXT ?????11.78Provides ability to reprint checks FORMTEXT ?????11.79Provides ability to produce a duplicate image of a check marked "non-negotiable" FORMTEXT ?????11.80Provides ability to void and re-issue checks FORMTEXT ?????11.81Provides ability to scan & automatically store scanned checks in County’s Laserfiche repository FORMTEXT ?????11.82Provides a hyperlink to the scanned image of the check in Laserfiche FORMTEXT ?????11.83Provides ability to update the G/L to account for voided and re-issued checks FORMTEXT ?????11.84Provides ability to prohibit duplicate check numbers within the same bank account FORMTEXT ?????11.85Provides ability to generate manual checks FORMTEXT ?????11.86Provides ability to generate manual or off-cycle checks FORMTEXT ?????11.87Provides ability to accommodate multiple check runs in a single day FORMTEXT ?????11.88Provides ability to print checks in numerical order FORMTEXT ?????11.89Provides ability to void a check and close the invoice completely FORMTEXT ?????11.90Provides ability to void a check and allow the user to reopen the invoice and the associated purchase order FORMTEXT ?????11.91Provides ability to pay a large number of invoices to one vendor with one check and have stub information printed on an overflow statement FORMTEXT ?????11.92Provides ability to print the entire invoice number on the check FORMTEXT ?????11.93Provides ability to apply digitized electronic signatures as part of the check printing process FORMTEXT ?????11.94Provides ability to print a check register at pre-determined intervals and on demand FORMTEXT ?????11.95Provides ability to print check register which indicates cleared and/or outstanding checks FORMTEXT ?????11.96Provides ability to print a check register that includes manual, cleared, stale dated and voided checks FORMTEXT ?????11.97Provides ability to print a check register showing individual check numbers and amounts, sorted by vendor name FORMTEXT ?????11.98Provides ability for authorized users to modify invoice due date FORMTEXT ?????11.99Provides ability to process ACH payments, including addendum records FORMTEXT ?????11.100Provides ability to support the bank draft process FORMTEXT ?????11.101Provides ability to remit to both a checking and savings account FORMTEXT ?????11.102Provides ability to lock the ACH file between processing and transmittal FORMTEXT ?????11.103Provides ability to automatically assign dates and ensure that the date is not a holiday, a weekend or other user-defined unassignable dates with the ability to override FORMTEXT ?????11.104The system provides the ability to drill back to the source module that created the original transaction (e.g., requisition, purchase order, contract and any other supporting documentation) FORMTEXT ?????11.105Provides ability to handle the conversion of outstanding checks to unclaimed property transactions FORMTEXT ?????11.106Provides ability to handle the associated accounting transactions for unclaimed property FORMTEXT ?????Vendor File11.107Provides ability to utilize the same vendor file for A/P, Purchasing, Contract Management and other related modules FORMTEXT ?????11.108Only authorized users can modify vendor files information FORMTEXT ?????11.109Vendor file supports field level security (users can only update fields to which they have been granted specific access) FORMTEXT ?????11.110Vendor file can support the following fields:11.111System assigned sequential vendor number FORMTEXT ?????11.112At least 9 characters for vendor numbers FORMTEXT ?????11.113Vendor name FORMTEXT ?????11.114Doing Business As (DBA) Name FORMTEXT ?????11.115Legal Name FORMTEXT ?????11.116Multiple addresses (minimum of 7), including multiple remit to addresses, foreign addresses, 1099, etc.) FORMTEXT ?????11.117Each address has an associated County defined address type FORMTEXT ?????11.118Default payment remittance address FORMTEXT ?????11.119Vendor type (e.g., General, Legal, Snow Vendor, Section 8, etc.) FORMTEXT ?????11.120Ability to establish parent/child relationships with other vendors FORMTEXT ?????11.121Vendor tax ID FORMTEXT ?????11.122Email addresses (minimum of 5) FORMTEXT ?????11.123Comment or memo field FORMTEXT ?????11.124Multiple associated commodity codes FORMTEXT ?????11.125Vendor status (Active, Inactive, etc.) FORMTEXT ?????11.126Vendor certifications (e.g. MBE, Woman Owned, Veteran, etc.) FORMTEXT ?????11.127Flag to indicate vendor is not in County-defined compliance FORMTEXT ?????11.128User-defined special condition codes for vendor flags FORMTEXT ?????11.129User defined Vendor withholding for taxes FORMTEXT ?????11.130Vendor Payment Preference (ACH, check, etc.) and associated related information FORMTEXT ?????11.131Indicator for which 1099 form the vendor should receive FORMTEXT ?????11.132Indicator for international vendors FORMTEXT ?????11.133Discount terms FORMTEXT ?????11.134LTD payments FORMTEXT ?????11.135Calendar YTD payments FORMTEXT ?????11.136Fiscal YTD payments FORMTEXT ?????11.137Last activity date FORMTEXT ?????11.138User-defined vendor fields (minimum of 25) FORMTEXT ?????11.139The system provides the ability to maintain multiple contacts per vendor, capturing the following information per contact: FORMTEXT ?????11.140Contact type FORMTEXT ?????11.141Contact name FORMTEXT ?????11.142Multiple phone numbers FORMTEXT ?????11.143Multiple email addresses FORMTEXT ?????11.144Fax number FORMTEXT ?????11.145Address FORMTEXT ?????11.146Provides ability to flag a vendor who has an outstanding bill or balance with the County FORMTEXT ?????11.147System generates an alert when the following information is entered IF there is already a match in the system:11.148Duplicate vendor name FORMTEXT ?????11.149Duplicate Tax ID# FORMTEXT ?????11.150Duplicate vendor address FORMTEXT ?????11.151Other, provide further details as to what will generate an alert for a possible duplicate FORMTEXT ?????11.152System allows entering of “one-time” vendors with minimal information FORMTEXT ?????11.153Provides ability to place all payments to a vendor on hold FORMTEXT ?????11.154Allows garnishment to invoices (e.g., garnishment on attorney payment, etc.) FORMTEXT ?????11.155Provides ability to scan documents directly into the system and automatically attach them to a vendor record FORMTEXT ?????11.156Provides ability to browse to and attach an unlimited number of electronic documents to a vendor record FORMTEXT ?????11.157Provides ability to automatically attach system generated documents to a vendor record. Detail what system generated documents are automatically attached to a vendor record FORMTEXT ?????11.158Documents attached to vendor records are automatically stored, via the proposed solution, in Laserfiche FORMTEXT ?????11.159Provides ability to configure multiple fields for recording vendor compliance information (e.g., County taxes, expired insurance, debarred, etc.) and, based on these fields, prohibit payments to the vendor FORMTEXT ?????11.160Provides ability to allow searching the vendor file by any vendor associated fields FORMTEXT ?????11.161Provides ability to merge duplicate vendors FORMTEXT ?????11.162Provides ability to allow a system administrator to configure "required" fields in the vendor file FORMTEXT ?????11.163Provides ability to produce mailing labels from the vendor file FORMTEXT ?????11.164Provides ability to allow a user to query the vendor file by date range to view vendors with no recent activity FORMTEXT ?????11.165Provides ability to automatically notify County staff when there is no activity (e.g., no purchase orders, invoices, checks, etc.) with a vendor after a user specified period of time FORMTEXT ?????11.166Provides ability to only allow changes to the vendor file based on security permissions FORMTEXT ?????11.167Provides ability to require approval of all vendor changes via workflow FORMTEXT ?????11.168Provides ability to allow the County to identify fields that can be masked including, but not limited to, Tax ID, checking/banking account numbers, credit card numbers, and social security numbers FORMTEXT ?????Vendor Processing11.169Provides ability to automatically assign payment terms for vendors and provides the ability to override the payment terms at the vendor and invoice level FORMTEXT ?????11.170Provides ability to produce 1099 Forms per federal standards FORMTEXT ?????11.171Provides ability to have 1099 updates available prior to the new year FORMTEXT ?????11.172Provides ability to correct errors made in 1099 boxes and recalculate at year end so the information on the final 1099 form is correct FORMTEXT ?????11.173Provides ability to produce tentative 1099 lists for review before printing or transmitting final list to the IRS FORMTEXT ?????11.174Provides ability to specify the box or line on the 1099 form that the dollar amount will be printed in or on FORMTEXT ?????11.175Provides ability to discriminate the version of the 1099 used based on the General Ledger account segment FORMTEXT ?????11.176Provides ability to calculate percentage and amount discounts (e.g., early payment, etc.) FORMTEXT ?????11.177Provides ability to flag invoices (or groups of invoices) so that more than one check may be written to a vendor in any given check run for those transactions or vendors requiring separate checks. FORMTEXT ?????11.178Provides ability to flag a vendor as being subject to backup withholding at appropriate rates as established by IRS FORMTEXT ?????11.179Provides ability to override a flag on a vendor to change the payment type (e.g., ACH, paper check, bank draft, etc.) FORMTEXT ?????11.180Provides ability to do wildcard searches on vendor number, vendor name and other vendor fields in order to select vendors to view via vendor inquiry FORMTEXT ?????11.181Provides ability to do wildcard searches on vendor number, vendor name and other vendor fields in order to select vendors during invoice entry FORMTEXT ?????Vendor Performance11.182The system tracks vendor performance including: FORMTEXT ?????11.183On-time delivery FORMTEXT ?????11.184Accuracy of order FORMTEXT ?????11.185Percent of damaged goods FORMTEXT ?????11.186Performance by contracts FORMTEXT ?????11.187Invoicing problems FORMTEXT ?????11.188Number of complaints FORMTEXT ?????11.189Responsiveness in resolving conflicts FORMTEXT ?????11.190Other, describe Vendor Performance information provided FORMTEXT ?????Vendor Self-Service Portal11.191Includes a secured Vendor self-service portal, which allows authorized vendor to: FORMTEXT ?????11.192Register with County FORMTEXT ?????11.193Change address FORMTEXT ?????11.194Update email address FORMTEXT ?????11.195Identify appropriate email address or addresses for purchase orders, bids, other notifications, etc. FORMTEXT ?????11.196Add & maintain alternate addresses and all associated information FORMTEXT ?????11.197Confirm vendor certification category, including minority class & certification number FORMTEXT ?????11.198Indicate type of work offered via commodity codes, including NIGP codes and subsidiary codes FORMTEXT ?????11.199Maintain commodity code information over time FORMTEXT ?????11.200Add & maintain contact information FORMTEXT ?????11.201Submit bids electronically FORMTEXT ?????11.202Upload documents to be associated with the vendor’s record (e.g., insurance certificate, state license, W9, etc.) FORMTEXT ?????11.203View 1099s FORMTEXT ?????11.204View status of invoice payments FORMTEXT ?????11.205View status of quotes/bids/proposals submitted (e.g., link to final tabulation results, etc.) FORMTEXT ?????11.206View purchase order payments and balances FORMTEXT ?????11.207Communicate back & forth with County representatives FORMTEXT ?????11.208View active contracts FORMTEXT ?????11.209View open purchase orders FORMTEXT ?????11.210View and download active solicitations (e.g., RFP, RFQ, RFI, etc.) FORMTEXT ?????11.211Maintain user defined fields FORMTEXT ?????11.212A/P portal must include automated functionality for vendor to reset forgotten authentication information with appropriate security checks, without involvement from County staff FORMTEXT ?????11.213Submissions to change vendor information via A/P portal must flow through work flow to automatically notify appropriate County authorized users FORMTEXT ?????11.214Information submitted by vendor goes into a holding area until approved by authorized County users FORMTEXT ?????Reporting11.215Provides ability to generate a report of payments by payment type (e.g., ACH, paper check, bank draft, etc.) FORMTEXT ?????11.216Provides ability to generate a vendor master listing report FORMTEXT ?????11.217Provides ability to generate a summary payment report by vendor FORMTEXT ?????11.218Provides ability to generate a report of 1099 vendors by 1099 type FORMTEXT ?????11.219Provides ability to generate an Expenditure Approval List FORMTEXT ?????11.220Provides ability to generate a report of checks paid by department FORMTEXT ?????11.221Provides ability to generate a report of checks paid by fund FORMTEXT ?????11.222Provides ability to generate a report of invoices outstanding by department FORMTEXT ?????11.223Provides ability to generate a report of invoices outstanding by project FORMTEXT ?????11.224Provides ability to generate a report of invoices outstanding by grant FORMTEXT ?????11.225Provides ability to generate a report of invoices outstanding by contract FORMTEXT ?????11.226Provides ability to generate a monthly expenditure report by fund FORMTEXT ?????11.227Provides ability to generate an aging report by fund FORMTEXT ?????11.228Provides ability to generate an aging report by department FORMTEXT ?????11.229Provides ability to generate a monthly check reconciliation report of manual checks FORMTEXT ?????11.230Provides ad hoc query capabilities by invoice number with the ability to display individual line items on the invoice FORMTEXT ?????11.231Ability to run “as of” date reports to see at any point in time FORMTEXT ?????11.232List and describe all standard Accounts Payable reportsAdditional Information for Section 11.0 Accounts Payable RequirementsPlease use the area below to indicate any additional information associated with this section’s requirements. Include the associated Requirement Item#(s) from above when providing comments. FORMTEXT ?????12. Purchasing12.0 PurchasingItem#ItemIndicatorGeneral Requirements12.1Provides ability to accommodate a decentralized purchase requisition process that allows requisitions to be entered online by all departments FORMTEXT ?????12.2Provides ability for electronic workflow to support a paperless requisition approval process of user-defined levels of approval and routing capabilities, to include routing through multiple departments FORMTEXT ?????12.3Allows for a purchase order amount with 8 digits to the left of the decimal point and 2 digits to the right (i.e. $99,000,000.00) FORMTEXT ?????12.4Provides ability to drill-down to supporting documents or transactions throughout the purchasing module FORMTEXT ?????12.5Provides ability to generate a list of contracts available to departments that would allow users to click on a vendor or commodity to see the associated contract and pricing FORMTEXT ?????12.6Provides ability to enforce approval workflow for competition thresholds FORMTEXT ?????12.7Provides ability to give all authorized users visibility into the status of the procurement and where it is in the workflow and procurement stage at any point in the process FORMTEXT ?????12.8Provides ability to establish emergency expenditure approval exceeding budget with appropriate permissions, including an audit trail of the emergency budget approval FORMTEXT ?????12.9Provides authorized personnel with the ability to bypass the requisition process and get a purchase order number in emergency situations with appropriate audit controls including an audit trail FORMTEXT ?????12.10Provides ability to flag all emergency purchases until supporting information is updated FORMTEXT ?????12.11Provides ability to enter a requisition as an emergency requisition which will immediately trigger a notification to purchasing staff FORMTEXT ?????12.12Provides real time access to account numbers and available balances during the purchasing process FORMTEXT ?????12.13Provides ability to verify funding availability at each segment of the G/L account at the time of a requisition, purchase order, or change order FORMTEXT ?????12.14Provides ability to route requisitions and purchase orders using workflow based on a G/L account number FORMTEXT ?????12.15Provides ability to route requisitions and purchase orders using workflow based on a range of G/L account numbers FORMTEXT ?????12.16Provides ability to route requisitions and purchase orders using workflow based on dollar amount FORMTEXT ?????12.17Provides ability to route requisitions and purchase orders using workflow based on commodity code FORMTEXT ?????12.18Provides ability to route requisitions and purchase orders using workflow based on various County-defined fields or rules FORMTEXT ?????12.19Provides ability to establish workflow which will check available budget by County defined parameters (e.g., G/L account number segment, project, etc.) and flag for warning if the requisition and/or purchase order is over total appropriation FORMTEXT ?????12.20Workflow can provide the option to either override (for authorized users) or stop the user when a requisition and/or purchase order is over total appropriation FORMTEXT ?????12.21Provides ability to require electronic signatures through workflow for approval of purchase orders FORMTEXT ?????12.22Provides ability to require electronic signatures through workflow for approval of requisitions FORMTEXT ?????12.23Provides ability to print purchase orders in a configurable print-image format, not dependent on screen layouts FORMTEXT ?????12.24Provides ability to associate a County defined & maintained PO type (e.g., Blanket PO, Contract PO, etc.) with a requisition FORMTEXT ?????12.25Provides ability to associate a County defined & maintained Purchasing Requisition code (e.g., sole source, emergency purchases, etc.) with a requisition FORMTEXT ?????12.26Provides ability to encumber funds when a requisition or PO is entered FORMTEXT ?????12.27Provides ability to relieve the encumbrances when a requisition or PO is closed or cancelled FORMTEXT ?????12.28Provides ability to recalculate, in-real time, encumbrances based upon open requisitions and purchase orders FORMTEXT ?????12.29Provides ability to use NIGP commodity codes FORMTEXT ?????12.30Provides ability to allow users to view commodity codes and their respective descriptions via drop-down menus FORMTEXT ?????12.31Provides ability to accommodate the entire commodity code description FORMTEXT ?????12.32Does not require users or requisitioners to know commodity codes or sub-commodity codes FORMTEXT ?????12.33Provides commodity code pick list functionality FORMTEXT ?????12.34Provides ability to allow user-defined level of detail within commodity code pick-list functionality (i.e., between three or eleven digits) FORMTEXT ?????12.35Provides ability to accommodate recurring requisitions FORMTEXT ?????12.36Provides ability to scan documents directly into the system and automatically attach them to a requisition record FORMTEXT ?????12.37Provides ability to browse to and attach an unlimited number of electronic documents to a requisition record FORMTEXT ?????12.38Provides ability to automatically attach system generated documents to a requisition record. Detail what system generated documents can automatically be attached to a requisition record FORMTEXT ?????12.39Provides ability to scan documents directly into the system and automatically attach them to a purchase order record FORMTEXT ?????12.40Provides ability to browse to and attach an unlimited number of electronic documents to a purchase order record FORMTEXT ?????12.41Provides ability to automatically attach system generated documents to a purchase order record. Detail what system generated documents are automatically attached to a purchase order record FORMTEXT ?????12.42Attached requisition and purchase order documents are stored, via the proposed solution, in Laserfiche FORMTEXT ?????12.43Provides ability for Purchasing staff, with appropriate authority, to delete attached documents FORMTEXT ?????12.44Can auto-generate requisition numbers on a fiscal year basis, formatted as YY-XXXXXXX FORMTEXT ?????12.45Provides ability for authorized County users to manually generate a requisition number FORMTEXT ?????12.46Provides ability to support at least a nine (9) digit requisition number FORMTEXT ?????12.47Provides ability to generate blanket purchase orders FORMTEXT ?????12.48Provides ability to copy an existing requisition to create a new one FORMTEXT ?????12.49Provides ability to allow the County to configure what information should be captured as part of the requisition process. FORMTEXT ?????12.50Provides ability to perform certain County-defined checks before a requisition can be generated (e.g., a budget check, etc.) FORMTEXT ?????12.51Provides ability to capture information regarding quotes and bids received on the requisition FORMTEXT ?????12.52Provides ability to create a requisition from the quote FORMTEXT ?????12.53Provides ability to allow the automatic assignment of fiscal year to requisitions to be overridden with appropriate security permissions FORMTEXT ?????12.54Provides ability to print requisitions to PDF FORMTEXT ?????12.55Provides ability to display the requisition and/or purchase order history in one screen (e.g., when entered, approved, rejected, modified, etc.) FORMTEXT ?????12.56Provides ability to support entering negative requisition amounts for discounts and/or trade-in amounts FORMTEXT ?????12.57Provides ability for a batch process to close all requisitions that are open (e.g., for end of year processing purposes, etc.) FORMTEXT ?????12.58Provides ability to display funding requirements associated with purchases (e.g.. Grant requirements, State funded project requirements, Federal funding requirements, etc.) FORMTEXT ?????12.59Provides ability to convert requisitions to a purchase order record FORMTEXT ?????12.60Provides ability for all attached documentation to carry forward when a requisition is converted to a purchase order FORMTEXT ?????12.61Provides ability for all encumbered funds to carry forward when a requisition is converted to a purchase order FORMTEXT ?????12.62Provides ability for County to establish what data fields should be carried forward from the requisition to the purchase order record FORMTEXT ?????12.63Provides ability to require that the vendor be entered before creating a purchase order FORMTEXT ?????12.64Can auto-generate purchase order numbers on a fiscal year basis, formatted as YY-XXXXXXX FORMTEXT ?????12.65Provides ability for authorized County users to manually generate a purchase order number FORMTEXT ?????12.66Provides ability to support at least a nine (9) digit purchase order number FORMTEXT ?????12.67Provides ability for County authorized users to design printed purchase order form and determine what fields from the purchase order record will print on the purchase order FORMTEXT ?????12.68Provides ability to print purchase orders to a PDF FORMTEXT ?????12.69Provides option to print attachments with a purchase order and assemble as a PDF FORMTEXT ?????12.70Approver can designate alternate approver in case of absence FORMTEXT ?????12.71Provides ability to email notification for POs pending approval FORMTEXT ?????12.72Purchasing workflow can support emailing purchase orders to the requestor at appropriate times FORMTEXT ?????12.73Purchasing workflow can support emailing purchase orders to the vendor at appropriate times FORMTEXT ?????12.74Provides option to e-mail attachments with a purchase order FORMTEXT ?????12.75Provides ability for authorized users to change the G/L account number that is assigned to a requisition and to a purchase order FORMTEXT ?????12.76Provides ability to automatically notify the requisitioner whenever a change has been made to a requisition and to a purchase order FORMTEXT ?????12.77Provides ability to reprint purchase orders FORMTEXT ?????12.78Provides ability to allow multiple G/L numbers on one purchase order and/or on individual line items by percentage and by dollar value FORMTEXT ?????12.79Provides ability to allow multiple project numbers, quotation numbers, contract numbers, bid numbers and grant numbers on one purchase order and/or on individual line items FORMTEXT ?????12.80Provides ability to allow each item on a purchase order to have multiple funding sources FORMTEXT ?????12.81Provides ability to match accounts payable invoices to purchase orders FORMTEXT ?????12.82Provides ability to accommodate blanket purchase orders that all encumber on approval FORMTEXT ?????12.83Provides ability to encumber across multi-year projects FORMTEXT ?????12.84Provides ability to accommodate a contract PO, one that does not encumber funds FORMTEXT ?????12.85Provides ability to create a workflow process to create a blanket order from an existing purchase order FORMTEXT ?????12.86Provides ability to create contracts for purchases that are split between different departmental accounts FORMTEXT ?????12.87Provides ability for authorized users to modify the purchase order without having to void the purchase order FORMTEXT ?????12.88Provides ability for authorized users to modify a purchase order with the option to reprint or re-email FORMTEXT ?????12.89Provides ability to automatically accommodate change orders to purchase orders and track the version number, date of change, comments and changes made FORMTEXT ?????12.90Provides ability to add or change commodity codes on purchase orders FORMTEXT ?????12.91Provides ability to add or change commodity codes on purchase orders with the option to retain historical information FORMTEXT ?????12.92Provides ability to apply a due date to each line item of a purchase order FORMTEXT ?????12.93Provides ability to close purchase orders with a user-defined dollar amount or percent remaining available, with ability to override that closing with appropriate security permissions FORMTEXT ?????12.94Provides ability to carry over purchase orders at year-end into the new year FORMTEXT ?????12.95Allows users to enter multiple "ship to" addresses for different facilities FORMTEXT ?????12.96Allows users to enter multiple "ship to" addresses for different line items FORMTEXT ?????12.97Provides ability to void or cancel purchase orders, with appropriate security permissions FORMTEXT ?????12.98Provides ability to allow a minimum of 500 character description on purchase order FORMTEXT ?????12.99Provides ability to handle description overflow on a printed purchase order. Describe how this is handled FORMTEXT ?????12.100Provides ability to change the vendor associated with a purchase order with appropriate security permissions FORMTEXT ?????12.101Provides ability to split code a purchase order by percentage or dollar value to multiple departments and accounts FORMTEXT ?????12.102Provides ability to change the vendor on an existing purchase order without having to void or cancel the original purchase order, with appropriate security permissions FORMTEXT ?????12.103Provides ability to flag a purchase order when retainage applies FORMTEXT ?????12.104Provides ability to capture the following information on the purchase order record FORMTEXT ?????12.105Receiving staff FORMTEXT ?????12.106Shipping carrier with tracking number FORMTEXT ?????12.107Date & time received FORMTEXT ?????12.108Complete/partial/backorder flag FORMTEXT ?????12.109Comments/notes FORMTEXT ?????12.110Delivery information (i.e., information provided by the County) FORMTEXT ?????12.111Delivery validation information (i.e., information provided by the vendor) FORMTEXT ?????12.112Other County defined information FORMTEXT ?????12.113Provides ability to require the commodity code on the purchase order and the receiving file to be the same FORMTEXT ?????12.114Provides a complete audit trail of all changes made to purchase orders and requisitions FORMTEXT ?????Bids12.115Provides user defined procurement types (e.g., RFP, RFQ, Quote, etc.) FORMTEXT ?????12.116Provides ability to convert a requisition to a procurement FORMTEXT ?????12.117Provides an online portal for posting of County formal procurements FORMTEXT ?????12.118Provides ability for registered vendors to download procurements from the online portal FORMTEXT ?????12.119Provides ability for registered vendors to submit bids electronically FORMTEXT ?????12.120Provides ability to encrypt and secure vendor submitted bids and allow them to be unencrypted by authorized users after bid due date and time FORMTEXT ?????12.121Provides ability to restrict access by County staff to the bid documents until the bid due date and time FORMTEXT ?????12.122Provides user defined contract terms and condition types with the ability to override, with appropriate security permissions FORMTEXT ?????12.123Provides ability for the County to create a bid checklist to manage the bid process FORMTEXT ?????12.124Provides ability to maintain a bid calendar view FORMTEXT ?????12.125Provides ability to track a vendor’s receipt of County electronic communications FORMTEXT ?????12.126Provides ability to track a vendor's read receipt of all County electronic communications FORMTEXT ?????12.127Provides ability to maintain alternate bid items FORMTEXT ?????12.128Provides ability to allow vendors to submit alternate bid items FORMTEXT ?????12.129Provides ability to award a bid to multiple vendors FORMTEXT ?????12.130Provides ability to allow registered vendors to receive email notifications of bid opportunities FORMTEXT ?????12.131Provides ability to generate a list of potential bidders in the vendor file based on commodity codes associated with their vendor profile FORMTEXT ?????12.132Provides ability to generate a list of potential bidders based on any level of the commodity code FORMTEXT ?????12.133Provides a "wizard" to aid users in the development of RFPs, RFQs, quotes, etc. FORMTEXT ?????12.134Provides ability to maintain a catalog of previously developed RFPs FORMTEXT ?????12.135Provides ability to require vendors to electronically register prior to bidding FORMTEXT ?????12.136Provides ability to require certain forms to be completed to register in the system FORMTEXT ?????12.137Provides ability to allow the system administrator to determine file type and size that can be uploaded/attached to bids FORMTEXT ?????12.138Provides ability to send out system generated email notifications when a new bid in a bidders category/commodity is available to bid FORMTEXT ?????12.139Provides ability to allow registered vendors to access and view a summary description of bid documents and specifications online FORMTEXT ?????12.140Provides ability for County to post addenda related to bids in the system and automatically notify registered bidders who have downloaded the bid FORMTEXT ?????12.141Provides ability to time stamp when the addenda have been downloaded by the bidder from the County’s online portal FORMTEXT ?????12.142Provides ability to time stamp when the posted procurement has been downloaded by the bidder from the County’s online portal FORMTEXT ?????12.143Provides ability to time stamp when the bid was submitted by the bidder FORMTEXT ?????12.144Provides ability to allow bidders to modify their electronic bid prior to bid closing time FORMTEXT ?????12.145Provides ability for staff to flag a bid as an electronic or manual (paper copies accepted) bid FORMTEXT ?????12.146Provides ability to allow bidders to complete and submit forms electronically in the system FORMTEXT ?????12.147Provides ability to calculate estimated cost for County procurements based upon County established criteria FORMTEXT ?????12.148Provides ability to produce notification letters to unsuccessful bidders FORMTEXT ?????12.149Provides ability to detect/report incomplete bids that are submitted FORMTEXT ?????12.150Provides ability for staff to input results of bid award FORMTEXT ?????12.151Provides ability for staff to input current status of bid (e.g., under evaluation, etc.) FORMTEXT ?????12.152Provides auto tabulation of electronically received bids FORMTEXT ?????12.153Provides ability for the staff to designate the way the totals will be calculated when creating the bid FORMTEXT ?????12.154Provides ability to allow the bidder to enter the detail amounts that make up the total system calculated bid FORMTEXT ?????12.155Provides ability for County users and vendors to flag confidential documents FORMTEXT ?????12.156Provides ability for administrator to set security restrictions for users and vendors that are able to view confidential documents FORMTEXT ?????12.157Provides ability for bidders to login and check status of bid FORMTEXT ?????12.158Provides the ability for automatic notifications to vendors of bid opportunities, addenda, tabulations, and bid awards FORMTEXT ?????12.159Provides ability to route bid notifications to vendors based on commodity codes and geographical areas services FORMTEXT ?????12.160Provides ability to allow staff to post Q&A responses with an option to notify (or not notify) vendors that downloaded the bid of a posted response FORMTEXT ?????12.161Provides ability for County staff to be notified when questions have been submitted by vendors online FORMTEXT ?????12.162Provides ability to allow vendors to ask questions and receive notification of answers posted in Q&A docs online FORMTEXT ?????12.163Provides ability to automatically move a bid from active to expired allowing expired bids to still be viewed FORMTEXT ?????12.164Provides ability to forward the bids to the appropriate staff electronically within the system FORMTEXT ?????12.165Provides ability to track system generated correspondence FORMTEXT ?????12.166Provides ability to maintain a database of historic bid tabulations FORMTEXT ?????12.167Provides ability to retain the bid records in the system for an indefinite time period (e.g., bid records associated with buildings, etc.) FORMTEXT ?????12.168Provides ability to produce bid summaries, based on criteria selected, that include the following information:12.169Vendor name FORMTEXT ?????12.170Vendor address FORMTEXT ?????12.171Vendor contact person FORMTEXT ?????12.172Phone numbers FORMTEXT ?????12.173Fax numbers FORMTEXT ?????12.174Email addresses FORMTEXT ?????12.175Contact date FORMTEXT ?????12.176Descriptive item text FORMTEXT ?????12.177Dollar amount FORMTEXT ?????12.178Comments/notes FORMTEXT ?????12.179Other, user-defined FORMTEXT ?????12.180Provides ability to generate a complete history of all bids, RFPs, quotes etc. including the current status and dollar amount FORMTEXT ?????12.181Public can search bids based on County defined parameters (e.g., dollar amount, description, dates, etc.) FORMTEXT ?????12.182Provides ability to flag an item as mandatory requiring a bidder to acknowledge the mandatory item FORMTEXT ?????12.183Provides ability to maintain a list of vendors who have registered and/or downloaded a bid and make this list viewable to all other potential bidders FORMTEXT ?????12.184Provides ability for bidders to upload and attach documents to their bids FORMTEXT ?????12.185Provides ability to apply preferences to bids (e.g., Small Local Business Enterprise, etc.) FORMTEXT ?????12.186Provides ability to allow bidders to copy a previous bid for modification FORMTEXT ?????12.187Provides vendor with the ability to accept or reject contracts or Purchase Orders through the system FORMTEXT ?????12.188Provides a complete audit trail of all changes made to bids FORMTEXT ?????Contract Management and Administration12.189Provides tools to centrally manage contracts FORMTEXT ?????12.190Provides the ability to capture the following information associated with a contract:12.191Contract retainage FORMTEXT ?????12.192Liquidated damages/penalties FORMTEXT ?????12.193Contract start date FORMTEXT ?????12.194Contract end date FORMTEXT ?????12.195Maximum contract amount FORMTEXT ?????12.196Contract type FORMTEXT ?????12.197Primary contractor FORMTEXT ?????12.198Subcontractors FORMTEXT ?????12.199Associated performance bonds FORMTEXT ?????12.200Other County defined fields FORMTEXT ?????12.201The system provides the ability to allow a user to establish County-defined contract types FORMTEXT ?????12.202Provides ability to support various contract periods, including multiple year contracts (i.e., those that span fiscal and/or calendar years) FORMTEXT ?????12.203Provides ability to generate a list of contracts available to departments that would allow the users to click on a vendor or commodity to see the associated contract and pricing FORMTEXT ?????12.204Provides ability to use an online catalog (e.g., CDWG, etc.) which would allow the user to place a purchase against the contract FORMTEXT ?????12.205Automates the closing and encumbering of contracts from one fiscal year to the next FORMTEXT ?????12.206Provides ability to encumber only a portion of a contract FORMTEXT ?????12.207Provides ability to generate notifications to vendors and user agencies (in a user-defined format), when milestones or thresholds are met (e.g., tax exempt certification, insurance expiration date, etc.) FORMTEXT ?????12.208Provides ability to export contract related project data to a project management tool (e.g., Expedition, etc.) FORMTEXT ?????12.209Provides ability to import contract related project data from a project management tool (e.g., Expedition, etc.) FORMTEXT ?????12.210Has the ability to make an automatic year end retainage entry to record the retainage earned throughout the year and reverse the following year FORMTEXT ?????12.211Provides ability to scan documents directly into the system and automatically attach them to a contract FORMTEXT ?????12.212Provides ability to browse to and attach an unlimited number of electronic documents to a contract FORMTEXT ?????12.213Provides ability to automatically attach system generated documents to a contract. Detail what system generated documents are automatically attached to a contract FORMTEXT ?????12.214All contract attachments are automatically stored, via the proposed solution, in Laserfiche FORMTEXT ?????12.215Provides ability to accommodate change orders to open contracts FORMTEXT ?????12.216Provides ability for County staff to determine what information should be captured for change orders FORMTEXT ?????12.217Provides ability for County staff to design printed change order form FORMTEXT ?????12.218Provides workflow functionality to support the change order process FORMTEXT ?????12.219Provide report which shows contract info by total of contract, balance remaining, and type (e.g., Construction, A&E, etc.) FORMTEXT ?????12.220Provides ability to track insurance information with associated images of certificates of insurance FORMTEXT ?????12.221Provides ability to track bond expiration information with associated images of bonds FORMTEXT ?????12.222Provides ability to notify internal staff and the vendor of the expired certificate of insurance FORMTEXT ?????12.223Provides ability to track contract spending based on user-defined criteria including, but not limited to:12.224YTD FORMTEXT ?????12.225Inception-to-date FORMTEXT ?????12.226Department FORMTEXT ?????12.227Other, user defined FORMTEXT ?????12.228Supports multi-vendor contracts FORMTEXT ?????12.229Supports $0.00 items of master contracts FORMTEXT ?????12.230Automatically assigns a unique sequential identification number to a contract FORMTEXT ?????12.231Provides ability to trigger alerts based on all user-defined thresholds when a certain dollar amount of the contract is used (e.g., 75%, etc.) FORMTEXT ?????12.232Provides ability to trigger alerts based on all user-defined thresholds prior to contract expiration (e.g., 30, 60, 90 days, etc.) FORMTEXT ?????12.233Provides ability to include various information (e.g., specifications, advertisements, bids/proposals, Commissioners resolution, etc.) with procurements in order to produce a complete package FORMTEXT ?????12.234Includes change-order functionality that allows the addition, listing, and tracking of change orders FORMTEXT ?????12.235Provides ability to flag and/or suspend approval of change orders that require budget changes such as, but not limited to, greater than a certain user-defined percentage and dollar amount change over original amount FORMTEXT ?????12.236Provides ability to note contract revisions, including date and source FORMTEXT ?????12.237Provides ability to keep track of historical contract costs that may be used for creating budget requests for the new year FORMTEXT ?????12.238Provides ability to track deliverables and invoice payments based on a contract or vendor FORMTEXT ?????12.239Provides ability to maintain a checklist for the contract approval process FORMTEXT ?????12.240Provides ability to support the workflow process for change orders with electronic signature approval FORMTEXT ?????12.241Provides ability to close and reopen contracts across fiscal years, based on appropriate user permissions FORMTEXT ?????12.242Provides ability to link single or multiple contract amounts to individual projects or grants FORMTEXT ?????12.243Provides ability to identify user defined contract amendments/modifications (e.g., quantity, rate, schedule, extensions, scope change, etc.) FORMTEXT ?????12.244Provides ability to track and report expenditures for each individual contract, including budget to actual comparisons by user-defined period (e.g., monthly, quarterly, daily, contract year, fiscal year, contract term, etc.) FORMTEXT ?????12.245Provides ability to track all requirements and compliance for Federally Funded projects FORMTEXT ?????12.246Provides ability to allow contracts to integrate with accounts receivable module for billing and collection purposes (e.g., rent to the County for buildings, etc.). FORMTEXT ?????Reporting12.247Provides ability to allow ad hoc reporting on any field within the purchasing module FORMTEXT ?????12.248Provides ability to track and report on user-defined purchasing performance based metrics. (e.g., number of days issue the purchase order based on dollar range, top 10 vendors utilized, commodity codes, purchasing technicians workload, etc.) FORMTEXT ?????12.249Provides ability to track and report on purchasing staff workload FORMTEXT ?????12.250Provides ability to distribute purchasing staff workload based on County-defined metrics FORMTEXT ?????12.251Provides ability to generate a report of all activity with a vendor FORMTEXT ?????12.252Provides ability to generate a status report of all requisitions and purchase orders FORMTEXT ?????12.253Provides ability to generate a report of all requisitions, purchase orders, and receiving documents by status, active or inactive, certification, commodity code, and other user-defined filter criteria FORMTEXT ?????12.254Provides ability to generate a report of all open purchase orders with user-defined filter criteria FORMTEXT ?????12.255Provides ability to generate purchasing activity reports FORMTEXT ?????12.256Provides ability to generate all reports by user-defined date ranges that may occur over prior fiscal years FORMTEXT ?????12.257Provides ability to track and report minority vendors (e.g. DBE, MBE, etc.) FORMTEXT ?????12.258Provides ability to track and report local vendor preference FORMTEXT ?????12.259Provides ability to export user defined purchasing information to .xls, .csv, and .pdf formats FORMTEXT ?????12.260Provides ability to track and report on standard bid items and their average costs FORMTEXT ?????12.261Provides ability to produce a system generated list of all bids in the order that the user defines FORMTEXT ?????12.262Provides ability to produce a system generated report of bidder history FORMTEXT ?????12.263Provides ability to report bid information associated with a project FORMTEXT ?????12.264Provides ability to create a bid list report that would include project descriptions, pre-bid meeting dates, project number, buyer information, bid opening dates, project manager, awarded bidder, approval dates and type of project FORMTEXT ?????12.265Provides ability to create a printable system generated bid download list with the bids listed in the order that the staff designates FORMTEXT ?????12.266Provides ability to create a printable system generated bid notification list with the bids listed in the order that the staff designates FORMTEXT ?????12.267Provides ability to generate a public report of the bid results immediately after bid opening FORMTEXT ?????12.268Provides a report to track the interest as to what public has downloaded from the bid system FORMTEXT ?????12.269Provides ability to generate reports by bid number including all bid information FORMTEXT ?????12.270Provides ability to identify contractors versus potential vendors FORMTEXT ?????12.271Provides ability to track socio-economic programs (MBE, SLBE, DBE) and total expenditures and contract awards by category FORMTEXT ?????12.272List and describe all standard Purchasing reportsPurchasing Cards12.273Provides ability to upload transaction detail from purchasing card vendors' applications with detail applied to the general ledger appropriately FORMTEXT ?????12.274Provides ability to track expenditures against purchasing cards issued to employees FORMTEXT ?????12.275Provides ability, during the upload of purchasing card transaction detail, to display the actual transaction vendor, as opposed to the p-card merchant FORMTEXT ?????12.276Provides ability to collect required information regarding employees who are obtaining a purchasing card including, but not limited to, name, department, division, employee ID number, card number FORMTEXT ?????12.277Provides automatic notification when a purchasing card is about to expire FORMTEXT ?????12.278Provides ability to make a purchasing card inactive FORMTEXT ?????Additional Information for Section 12.0 Purchasing RequirementsPlease use the area below to indicate any additional information associated with this section’s requirements. Include the associated Requirement Item#(s) from above when providing comments. FORMTEXT ?????13. Accounts Receivable13.0 Accounts ReceivableItem#ItemIndicatorGeneral Requirements13.1Provides an Accounts Receivable module that is integrated with all other system modules FORMTEXT ?????13.2Automated workflow can be established for A/R invoice processing FORMTEXT ?????13.3Provides ability support a workflow process, with user-defined approvals, to print and reprint invoices and statements FORMTEXT ?????13.4System supports eBilling. Describe eBilling functionality available FORMTEXT ?????13.5eBilling preference is set on the customer record FORMTEXT ?????13.6Option to set eBilling preference based on A/R Invoice Types FORMTEXT ?????13.7Emails invoices FORMTEXT ?????13.8Emails statements FORMTEXT ?????13.9Provides ability to custom design eBilling invoices FORMTEXT ?????13.10Provides ability to custom design eBilling statements FORMTEXT ?????13.11System supports prepayments FORMTEXT ?????13.12Provides ability to allow multiple accounts receivable control accounts FORMTEXT ?????13.13Provides ability to identify each transaction by a reference number that is sequentially generated automatically FORMTEXT ?????13.14Provides ability to produce bills, statements, invoices, NSF notifications, and other user-defined documents for corresponding (i.e. mailing and emailing) to customers FORMTEXT ?????13.15Provides ability to handle loan processing (e.g., loans issued by Economic Development, etc.) FORMTEXT ?????13.16Creates amortization schedule FORMTEXT ?????13.17Establishes payment amounts FORMTEXT ?????13.18Prints coupon books for customers FORMTEXT ?????13.19Sends statements FORMTEXT ?????13.20Sends late notices FORMTEXT ?????13.21Handles default processing if payments are not made FORMTEXT ?????13.22Provides ability to keep a seven (7) years of historical data FORMTEXT ?????13.23Provides ability to allow inter-department receivables to be processed FORMTEXT ?????13.24Provides ability to support automatic balancing of the accounts receivable master file (i.e., the system internally balances individual accounts receivable invoice, payment and adjustment records against the corresponding customer masterfile account balances to ensure no discrepancies exist) FORMTEXT ?????13.25Provides ability to report any exceptions when it automatically balances the accounts receivable Masterfile FORMTEXT ?????13.26Provides ability to produce summary and detail general ledger and sub-ledger journals, one for every A/R transaction FORMTEXT ?????13.27Provides ability for decentralized data entry of billing information and an electronic approval process for submission of invoices FORMTEXT ?????13.28Provides ability to handle NSF check processing for A/R items and to add user defined fees to an account FORMTEXT ?????13.29Provides ability to determine which invoice adjustments will appear on customer statement (i.e., don’t want invoice adjustments which are done to correct entry errors to appear on customer statement) FORMTEXT ?????13.30Provides ability for County authorized users to design customer statements based upon customer type FORMTEXT ?????13.31Provides a workflow for an automated refund process that interfaces with Accounts Payable module FORMTEXT ?????13.32Provides ability to allow authorized users to query and view receivable information and report by user-defined criteria FORMTEXT ?????13.33Provides ability to allow receivable, payment, and deposits to be entered only once into the system and appear in the general ledger and sub ledger in real time FORMTEXT ?????13.34Provides ability to view customer information by fund, department, and other GL account segments FORMTEXT ?????13.35Provides ability to view, track, and sort receivables by user-defined criteria, including but not limited to customer type, invoice type, etc. FORMTEXT ?????13.36Interfaces with P/R to bill for health care plans for selected partner agencies FORMTEXT ?????13.37Provides a complete audit trail of all customer additions, changes and deletions FORMTEXT ?????13.38Provides a complete audit trail of every A/R transaction FORMTEXT ?????13.39Can enter credit adjustments to be applied to A/R customer account FORMTEXT ?????13.40Allows credit adjustments to be maintained as unapplied credit balances on A/R customer account FORMTEXT ?????13.41Allows credit adjustments to be automatically applied to the next invoice on a A/R customer’s account FORMTEXT ?????Invoice Processing13.42Provides an automated Import Process to import invoices produced by other billing systems in order to create A/R invoice batches, which will subsequently flow through the A/R invoice processing workflow FORMTEXT ?????13.43Provides edit listing of bad records (e.g., bad customer number, missing invoice number, etc.) FORMTEXT ?????13.44Provides ability for batch total balancing FORMTEXT ?????13.45Provides ability to reject a batch that has errors FORMTEXT ?????13.46Provides ability to allow direct entry of invoices and adjustment transactions with appropriate access permissions FORMTEXT ?????13.47Provides user-defined payment terms such as net 30, net 45, etc. FORMTEXT ?????13.48Provides ability for authorized users to override calculated due dates FORMTEXT ?????13.49Invoice captures, at a minimum, the following information: FORMTEXT ?????13.50Invoice date FORMTEXT ?????13.51Invoice amount FORMTEXT ?????13.52Invoice due date FORMTEXT ?????13.53Invoice type FORMTEXT ?????13.54Status FORMTEXT ?????13.55Late fee amount FORMTEXT ?????13.56Free form text FORMTEXT ?????13.57Associated documents FORMTEXT ?????13.58Invoice line items which include: FORMTEXT ?????13.59Charge code FORMTEXT ?????13.60Description FORMTEXT ?????13.61Unit of Measure (UOM) FORMTEXT ?????13.62Amount/Unit FORMTEXT ?????13.63Quantity FORMTEXT ?????13.64Extended total FORMTEXT ?????13.65G/L account number associated with Charge Code FORMTEXT ?????13.66Free form text FORMTEXT ?????13.67Associated documents FORMTEXT ?????13.68History of all actions against an invoice (e.g., Date Billed, Emailed, Late Fees, Payment amounts, etc.) FORMTEXT ?????13.69Other, user defined FORMTEXT ?????13.70Invoice must be barcoded for payment scanning purposes FORMTEXT ?????13.71Provides ability for County Administrators to establish Invoice Charge Codes FORMTEXT ?????13.72Provides ability to associate multiple G/L accounts with an Invoice Charge Code FORMTEXT ?????13.73Provides ability to determine which invoice adjustments will appear on customer statement (i.e., don’t want invoice adjustments which are done to correct entry errors to appear on customer statement) FORMTEXT ?????13.74Provides ability for County authorized users to design customer statements based upon customer type FORMTEXT ?????13.75Provides ability to run statements for different cycles FORMTEXT ?????13.76Provides ability to produce zero (0) balance statements FORMTEXT ?????13.77Provides recurring billing capabilities such as lease payments, rental payments, retiree health insurance premiums, and other miscellaneous recurring billing FORMTEXT ?????A/R Customer Portal13.78Includes a secured A/R Customer portal, which allows authorized customer to: FORMTEXT ?????13.79View customer information FORMTEXT ?????13.80View outstanding invoices FORMTEXT ?????13.81View payment history FORMTEXT ?????13.82View invoice history FORMTEXT ?????13.83View overall account balance FORMTEXT ?????13.84Submit updates to customer information to be later approved by County authorized users FORMTEXT ?????13.85Pay invoices FORMTEXT ?????13.86A/R portal must include automated functionality for customer to reset forgotten authentication information with appropriate security checks, without involvement of County staff FORMTEXT ?????13.87Submissions to change customer information via A/R portal must flow through work flow to automatically notify appropriate County authorized users for approval FORMTEXT ?????13.88Information submitted by customer goes into a holding area until approved by authorized County users FORMTEXT ?????Customer Management13.89System automatically assigns a unique, sequential numeric ID to a customer FORMTEXT ?????13.90Provides ability to maintain a customer file with the following information:13.91Name FORMTEXT ?????13.92Individual versus Business flag FORMTEXT ?????13.93DBA (Doing Business As) FORMTEXT ?????13.94Multiple Addresses w/ address type (minimum of 5 addresses) FORMTEXT ?????13.95Location (for a property/item billed against) FORMTEXT ?????13.96Multiple phone numbers FORMTEXT ?????13.97Multiple email numbers FORMTEXT ?????13.98Multiple Fax numbers FORMTEXT ?????13.99Type (County defined items such as Landfill, Wastewater, Misc, etc.) FORMTEXT ?????13.100Category FORMTEXT ?????13.101Sub Category FORMTEXT ?????13.102Status FORMTEXT ?????13.103Last account activity FORMTEXT ?????13.104Tax ID numbers FORMTEXT ?????13.105Driver’s license number FORMTEXT ?????13.106License plate number FORMTEXT ?????13.107Date of birth FORMTEXT ?????13.108Current and unpaid late payment penalty charges FORMTEXT ?????13.109Current and unpaid interest charges FORMTEXT ?????13.110Balance due FORMTEXT ?????13.111Last payment amount FORMTEXT ?????13.112Year-to-date payments FORMTEXT ?????13.113Payment arrangements FORMTEXT ?????13.114Bad check status FORMTEXT ?????13.115Statement cycle FORMTEXT ?????13.116Link to vendor file FORMTEXT ?????13.117Notes/comments FORMTEXT ?????13.118Bankruptcy flag FORMTEXT ?????13.119Other user-defined fields (minimum of 25) FORMTEXT ?????13.120The system provides the ability to maintain multiple contacts per customer, capturing the following information per contact: FORMTEXT ?????13.121Contact type FORMTEXT ?????13.122Contact name FORMTEXT ?????13.123Multiple phone numbers FORMTEXT ?????13.124Multiple email addresses FORMTEXT ?????13.125Fax number FORMTEXT ?????13.126Address FORMTEXT ?????13.127Provides a single screen to view all information related to a customer with multiple tabs on the screen (i.e., not requiring the need to go to multiple screens for all information) FORMTEXT ?????13.128Provides an account performance inquiry screen that shows customer transaction history for each customer account including, but not limited to, payments, type of payment, invoices, adjustments, credits, refunds, etc. Information should be displayed in a user-friendly, consolidated manner, allowing A/R users to easily view the status, activity and comprehensive history of a customer account FORMTEXT ?????13.129Provides ability to deactivate a customer and warn if the customer has an outstanding balance, but keep the customer history FORMTEXT ?????13.130Provides ability to reactivate a deactivated customer (i.e., should not have to create a new customer) FORMTEXT ?????13.131Provides ability to track customers that have a prior NSF check (insufficient funds) FORMTEXT ?????13.132Provides ability to maintain a contact log to record conversations and correspondence with customers and maintains, at a minimum, the following information: FORMTEXT ?????13.133Contact person FORMTEXT ?????13.134Date and time of contact FORMTEXT ?????13.135County employee who made the contact FORMTEXT ?????13.136Means of contact (e.g., phone, email, etc.) FORMTEXT ?????13.137Nature of the contact FORMTEXT ?????13.138Information collected as a result of contact. FORMTEXT ?????13.139Other County defined fields FORMTEXT ?????13.140Provides ability to flag customers that have filed bankruptcy FORMTEXT ?????13.141Provides ability to flag customers with County-defined codes (e.g., delinquency, property lien, deceased, etc.) FORMTEXT ?????13.142Provides ability to allow users to access and search for customer information easily FORMTEXT ?????13.143Provides ability to support multiple methods for calculating invoice amounts including, but not limited to: FORMTEXT ?????13.144Flat fee FORMTEXT ?????13.145Percentage FORMTEXT ?????13.146Qty x Rate FORMTEXT ?????13.147Provides ability to allow County staff to determine if invoices for the same customer should be combined onto the same invoice or kept as separate invoices FORMTEXT ?????13.148Provides ability to manage separate billing cycles by user defined parameters such as customer type, etc. FORMTEXT ?????13.149Provides ability to automatically bill recurring invoices based on user-defined billing schedules FORMTEXT ?????13.150Provides ability to use laser-printed or pre-printed stock forms for invoices FORMTEXT ?????13.151Provides ability to produce PDF images of invoices automatically when printing as opposed to scanning the printed version of the invoice image FORMTEXT ?????13.152Will automatically store images of invoices in Laserfiche FORMTEXT ?????13.153Provides ability to allow batch entry of the same charge to multiple customers FORMTEXT ?????13.154Provides ability to default County-defined fields upon batch entry. (e.g., customer type, etc.) FORMTEXT ?????13.155Provides ability to automatically assign sequential and unique numbers to invoices FORMTEXT ?????13.156Provides ability to reprint or regenerate bills, statements, and invoices at any point in time with the information current at the time of original generation FORMTEXT ?????13.157Provides ability to monitor paid and outstanding invoices FORMTEXT ?????13.158Provides at least 500 characters for billing description for each item to be billed at time of invoice entry FORMTEXT ?????Delinquency Tracking13.159Provides ability to compute late charges for customers not paying within a designated period of time FORMTEXT ?????13.160Provides ability to age the receivables according to user-definable time periods FORMTEXT ?????13.161Provides ability to age receivables according to due date FORMTEXT ?????13.162Provides ability to age receivables according to invoice date FORMTEXT ?????13.163Provides ability to support collections in compliance with local, state and federal regulations FORMTEXT ?????13.164Provides ability to generate accounts receivable aging reports in the following manners: FORMTEXT ?????13.165Detail by invoice number FORMTEXT ?????13.166Detail by customer type, invoice number FORMTEXT ?????13.167Detail by invoice type, invoice number FORMTEXT ?????13.168Summary by customer type FORMTEXT ?????13.169Summary by invoice type FORMTEXT ?????13.170Other, user defined FORMTEXT ?????13.171Provides ability to produce user-defined aging reports with at least six aging periods (e.g., current, 30, 60, 90, 120, over 120 days) FORMTEXT ?????13.172Provides user-defined calculations for the allowance of un-collectable accounts FORMTEXT ?????13.173Provides ability to automatically prepare general and sub-ledger journal entries by allowance for un-collectable accounts with appropriate workflow routines FORMTEXT ?????13.174Provides ability to produce a listing of late customer accounts, where "late" can be user defined FORMTEXT ?????13.175Provides finance charge program (late fees) with user-defined late periods and percent of interest to be charged for late payment FORMTEXT ?????13.176Provides ability to set late fee rates dependent on invoice charge code being billed FORMTEXT ?????13.177Provides ability to automatically compute and assess a user-defined late fee when the invoice is past due with the ability to turn this feature on or off based on security permissions. Describe functionality available FORMTEXT ?????13.178Provides ability to reverse late fees with appropriate security permissions FORMTEXT ?????13.179Provides ability to send reminder notices (via mail and/or email) at user-defined intervals (e.g., 30, 60, and 90 days) when the invoice is past due FORMTEXT ?????Refunds13.180Provides ability to utilize electronic workflow functionality to facilitate the refund process FORMTEXT ?????13.181Provides ability to automatically initiate the refund process according to user-defined rules, including (but not limited to) the following: FORMTEXT ?????13.182Greater than/equal to a user-defined minimum amount FORMTEXT ?????13.183Refund type and day (e.g., all overpayments automatically initiate the refund process) FORMTEXT ?????13.184Upon approval of a customer-submitted refund request FORMTEXT ?????13.185By account status FORMTEXT ?????13.186Other, user-defined criteria FORMTEXT ?????13.187Provides ability to automatically deny a refund if the original remittance is a bad check or ACH failure FORMTEXT ?????13.188Provides ability to automatically flag a refund as invalid (due to bad check or ACH failure) and generate a customer letter describing refund refusal reason FORMTEXT ?????13.189Provides ability to issue refunds to recipient/s other than the original payee with appropriate documentation and permissions FORMTEXT ?????13.190Provides ability to include multiple refunds (multiple types of refunds) on one check FORMTEXT ?????13.191Provides ability to allow users to record reason for the refund FORMTEXT ?????13.192Provides ability to print a batch listing showing every item in a particular batch upon request FORMTEXT ?????13.193Provides ability to produce an accounts receivable journal listing all activity posted to the accounts receivable master file FORMTEXT ?????13.194Provides ability to print an accounts receivable exception report listing all accounts with credit balances FORMTEXT ?????13.195Provides a customer contact listing, showing name, phone number, and other contact information by customer FORMTEXT ?????13.196Provides a complete listing of the customer masterfile by type, which shows each data element in every record FORMTEXT ?????13.197Provides ability to generate accounts receivable reports or allow on-screen inquiry by any field, including but not limited to: FORMTEXT ?????13.198Name FORMTEXT ?????13.199Invoice type FORMTEXT ?????13.200Customer type FORMTEXT ?????13.201Invoice charge code FORMTEXT ?????13.202Type of activity FORMTEXT ?????13.203Invoice number FORMTEXT ?????13.204G/L accounts FORMTEXT ?????13.205Amount owed FORMTEXT ?????13.206Invoice date FORMTEXT ?????13.207Due date FORMTEXT ?????13.208Other, user-defined FORMTEXT ?????13.209Provides ability to allow queries against all receivable files FORMTEXT ?????13.210Provides ability to display individual transactions and groups of transactions based on the criteria entered by the user FORMTEXT ?????13.211Provides a library of canned reports to be used by County staff with limited parameter entry FORMTEXT ?????13.212Provides ability to print user-defined endorsements/validations on payment stubs/checks FORMTEXT ?????13.213Provides ability to report on the total amount of billing revenue for a user-defined period FORMTEXT ?????13.214Provides ability to report on the un-collectible write-offs by customer type or invoice charge code FORMTEXT ?????13.215List and describe all standard Accounts Receivable standard reportsAdditional Information for Section 13.0 Accounts Receivable RequirementsPlease use the area below to indicate any additional information associated with this section’s requirements. Include the associated Requirement Item#(s) from above when providing comments. FORMTEXT ?????14. Fixed Assets14.0 Fixed Assets Item#ItemIndicatorGeneral Requirements14.1Provides a Fixed Assets module that is integrated with all other system modules including, but not limited to, General Ledger, Budgeting, Purchasing, and Accounts Payable FORMTEXT ?????14.2Provides ability to support the exchange of asset information with enterprise asset management systems via an API. (i.e., Infor, Cartegraph) FORMTEXT ?????14.3Provides ability for user to select the asset associated general ledger account based on the type of asset created FORMTEXT ?????14.4Provides ability for user to select the asset associated general ledger account based on the class of asset created FORMTEXT ?????14.5Provides ability to allow a review of asset journal entries prior to posting to the general ledger FORMTEXT ?????14.6Provides ability to automatically create fixed asset record when capital project is closed FORMTEXT ?????14.7Provides ability to transfer the capital project cost in order to create a general ledger journal entry FORMTEXT ?????14.8Provides ability to track capitalized assets FORMTEXT ?????14.9Provides ability to track non-capitalized assets FORMTEXT ?????14.10Provides ability to maintain and track non-depreciated assets (e.g., land and other non-capital) FORMTEXT ?????14.11Provides ability to track assets funded by grants FORMTEXT ?????14.12Provides ability to modify valuation due to improvements, damage or replacements to the asset FORMTEXT ?????14.13Provides ability to automatically account for fixed assets at the time of purchasing or requisition based on account number selected, with appropriate approval workflow FORMTEXT ?????14.14Provides ability to allow a user to manually flag a fixed asset at the time of purchasing or requisition with the ability to turn this feature on or off FORMTEXT ?????14.15Provides ability to set a user-defined threshold dollar amount for a purchase to be considered a fixed asset with the ability to turn this feature on or off FORMTEXT ?????14.16Provides ability to declassify or undeclare a fixed asset FORMTEXT ?????14.17Provides ability to transfer data from the purchase order to the fixed asset record FORMTEXT ?????14.18Provides ability to capitalize and depreciate assets according to user-defined rules FORMTEXT ?????14.19Provides ability to record cost at acquisition FORMTEXT ?????14.20Provides ability to calculate replacement costs of the fixed assets based on user defined rules FORMTEXT ?????14.21Provides ability to modify assets by user-defined criteria, with proper security permissions FORMTEXT ?????14.22Provides ability to automatically update the fixed assets system from AP entry with appropriate review and approval FORMTEXT ?????14.23Provides ability to allow authorized users read-only access to fixed asset information via a decentralized, online interface FORMTEXT ?????14.24Provides ability to transfer asset to another department and automatically create journal entry FORMTEXT ?????14.25Provides ability to store original purchase order number, invoice number, original check number and original vendor information associated with an asset FORMTEXT ?????14.26Provides ability to drill-down into POs, invoices, checks and vendor file information associated with an asset FORMTEXT ?????14.27Provides ability to drill-down into asset history (i.e. additions, transfers, adjustments). FORMTEXT ?????14.28Provides ability to track controlled assets which are not considered fixed assets (e.g. items of value less than $5,000 that the County would like to track, such as power tools or tablets). FORMTEXT ?????14.29Provides ability to flag controlled assets at the time of acquisition in order to reduce the amount of data entry required in the set-up of asset records FORMTEXT ?????14.30Provides ability to flag controlled assets at the time of invoice payment in order to reduce the amount of data entry required in the set-up of asset records FORMTEXT ?????14.31Provides ability to establish parent-child asset relationships FORMTEXT ?????14.32Provides for an unlimited number of parent assets FORMTEXT ?????14.33Provides for an unlimited number of child assets FORMTEXT ?????14.34Provides ability to view and track all assets acquired through grant funding FORMTEXT ?????14.35Provides ability to be in full compliance with GASB compliance requirements FORMTEXT ?????14.36Provides ability to detect duplicate serial numbers in the same asset type FORMTEXT ?????14.37Provides ability to deactivate a fixed asset FORMTEXT ?????14.38Provides ability to reactivate a fixed asset FORMTEXT ?????14.39Provides ability to indicate a parent and/or child asset as "disposed” FORMTEXT ?????14.40The system has the option to expire one or more child related assets once the parent asset has been expired, with appropriate review and approval FORMTEXT ?????14.41Provides ability to accommodate the following asset disposal processes, with the ability to customize workflow routines for each process: FORMTEXT ?????14.42Public Auction FORMTEXT ?????14.43Sale FORMTEXT ?????14.44Donate FORMTEXT ?????14.45Junk Process FORMTEXT ?????14.46Transfer Process FORMTEXT ?????14.47Trade-in FORMTEXT ?????14.48Other, user defined FORMTEXT ?????14.49Provides ability to automatically assign unique asset numbers for capital assets FORMTEXT ?????14.50Provides ability to automatically assign unique asset numbers for controlled assets, which would be a different numbering sequence than capital assets FORMTEXT ?????14.51Provides ability to copy an existing asset record as a starting point for the entry of a new asset FORMTEXT ?????14.52Provides ability to allow an administrator to configure additional asset types FORMTEXT ?????14.53Provides ability to maintain the following asset information:14.54Asset number – unique and system assigned FORMTEXT ?????14.55Asset tag number FORMTEXT ?????14.56G/L account number FORMTEXT ?????14.57Grant number FORMTEXT ?????14.58Project number FORMTEXT ?????14.59Multiple funding sources FORMTEXT ?????14.60Asset ownership FORMTEXT ?????14.61Asset class (e.g., vehicle, building, equipment, etc.) FORMTEXT ?????14.62Asset type (e.g., truck, care, etc.) FORMTEXT ?????14.63Useful life (associated with asset class) FORMTEXT ?????14.64Fund FORMTEXT ?????14.65Department FORMTEXT ?????14.66Division FORMTEXT ?????14.67Contact information (Name, phone, email) FORMTEXT ?????14.68Acquisition date FORMTEXT ?????14.69In-service date FORMTEXT ?????14.70Condition (user defined) FORMTEXT ?????14.71Status (e.g., inactive, etc.) FORMTEXT ?????14.72Initial unit cost/value FORMTEXT ?????14.73Depreciation Expense Account FORMTEXT ?????14.74Vendor Name FORMTEXT ?????14.75Vendor number FORMTEXT ?????14.76Model year FORMTEXT ?????14.77Model FORMTEXT ?????14.78Serial number FORMTEXT ?????14.79Vehicle identification number (VIN) FORMTEXT ?????14.80License plate number FORMTEXT ?????14.81Insurance – LGIT identification FORMTEXT ?????14.82Original check number FORMTEXT ?????14.83Original PO number FORMTEXT ?????14.84Associated invoice numbers FORMTEXT ?????14.85Location FORMTEXT ?????14.86Parcel ID FORMTEXT ?????14.87GIS geocode FORMTEXT ?????14.88Disposal Information (e.g. disposal date, method of disposal, mileage, cost, reason, etc.) FORMTEXT ?????14.89Other, user defined FORMTEXT ?????14.90Provides ability to mass transfer assets from one organization/department code to another with appropriate security permissions FORMTEXT ?????14.91Provides ability to allow the transfer of an asset from one department or fund to another FORMTEXT ?????14.92Provides ability to tie G/L account to asset class FORMTEXT ?????14.93Provides ability to tie G/L account to asset type FORMTEXT ?????Depreciation14.94Provides ability to capture depreciation balance at the date of transfer FORMTEXT ?????14.95Provides ability to capture depreciation balance at disposal FORMTEXT ?????14.96Provides ability to report depreciation, sortable by existing fields such as by asset, type, general ledger account code or any other field in the asset record FORMTEXT ?????14.97Provides ability to project current year's depreciation by department as well as add multiple years expense, to then project the future years depreciation by department FORMTEXT ?????14.98Provides ability to project current year's depreciation by asset type as well as add multiple years expense, to then project the future years depreciation by asset type FORMTEXT ?????14.99Provides ability to project current year’s depreciation by asset class as well as add multiple years expense, to then project future years depreciation by asset class FORMTEXT ?????14.100Provides ability to default to straight line depreciation FORMTEXT ?????14.101Provides ability to allow the reversal of changes made based on depreciation, with appropriate security permissions FORMTEXT ?????14.102Provides ability to allow a user to configure the date of depreciation calculation (i.e., half year in the year of acquisition/disposal, etc.) FORMTEXT ?????14.103Provides ability to set standard and user-controlled depreciation methods with the ability to change the standard method FORMTEXT ?????14.104Provides ability to calculate "back" depreciation to original acquisition date FORMTEXT ?????14.105Provides ability to recalculate depreciation based on changes made to asset criteria (including changes made to original acquisition date) FORMTEXT ?????14.106Provides ability to update or change depreciation information for a group of assets with appropriate security permissions FORMTEXT ?????14.107Provides depreciation calculation results for user defined periods of time FORMTEXT ?????14.108Provides an automatic calculation of depreciation changes at period end FORMTEXT ?????14.109Can associated useful life with an asset class FORMTEXT ?????14.110Automatically flags an asset when it’s time to retire it based on useful life FORMTEXT ?????14.111Provides ability to automatically purge disposed asset records on a scheduled or user-defined basis FORMTEXT ?????14.112Provides ability to integrate with the County’s GIS database for the purpose of tracking the geographical location of assets FORMTEXT ?????14.113Provides ability to scan documents directly into the system and automatically attach them to a fixed asset record FORMTEXT ?????14.114Provides ability to browse to and attach an unlimited number of electronic documents to a fixed asset record FORMTEXT ?????14.115Provides ability to automatically attach system generated documents to a fixed asset record. Detail what system generated documents are automatically attached to a fixed asset record FORMTEXT ?????14.116All fixed asset attachments are automatically stored, via the proposed solution, in Laserfiche FORMTEXT ?????Reporting14.117Provides ability to query information or generate reports on fixed assets by user-defined criteria such as, but not limited to, general ledger account code segment, date range, location, activity, departments, and asset class, etc. FORMTEXT ?????14.118Provides ability to report fixed asset expenditures against a capital budget. FORMTEXT ?????14.119Provides ability to report a disposal date and value. FORMTEXT ?????14.120Provides ability to run reports of asset items by, but not limited to: FORMTEXT ?????14.121Asset contact FORMTEXT ?????14.122G/L code FORMTEXT ?????14.123G/L code segment FORMTEXT ?????14.124Fund FORMTEXT ?????14.125Department FORMTEXT ?????14.126Division FORMTEXT ?????14.127Subdivision FORMTEXT ?????14.128Program FORMTEXT ?????14.129Asset type FORMTEXT ?????14.130Asset class FORMTEXT ?????14.131Funding source FORMTEXT ?????14.132Date range FORMTEXT ?????14.133Acquisition date FORMTEXT ?????14.134In-service date FORMTEXT ?????14.135Disposal date FORMTEXT ?????14.136Other, user defined FORMTEXT ?????14.137Provides ability to generate reports on period additions, transfers, disposals, and depreciation by asset, type, and general ledger account code FORMTEXT ?????14.138Provides ability to create depreciation reports FORMTEXT ?????14.139Provides GASB compliance reports FORMTEXT ?????14.140Provides ability to generate valuation report on all of County’s fixed assets by user defined criteria FORMTEXT ?????14.141Provides ability to report on actions taken on an asset tracking it full location history. FORMTEXT ?????14.142List and describe all standard Asset reportsAdditional Information for Section 14.0 Fixed Assets RequirementsPlease use the area below to indicate any additional information associated with this section’s requirements. Include the associated Requirement Item#(s) from above when providing comments. FORMTEXT ?????15. Position Control15.0 Position ControlItem#ItemIndicatorGeneral Requirements15.1Provides a Position Control module to ensure that employees are linked to approved positions and to ensure that employment does not exceed authorized levels FORMTEXT ?????15.2Can establish an automated workflow to support County’s personnel actions (e.g., position changes, new hires, terminations, acting appointments, etc.) FORMTEXT ?????15.3Can establish an automated workflow to initiate and track position change requests by departments (e.g. reclassification, reorganization) FORMTEXT ?????15.4Position Control interfaces with NEOGOV to ensure that Position Requisitions can only be opened for vacant positions FORMTEXT ?????15.5Provides ability to maintain an unlimited number of job classifications FORMTEXT ?????15.6Provides ability to maintain an unlimited number of positions FORMTEXT ?????15.7Provides position control inquiry & print capabilities for departmental authorized users FORMTEXT ?????15.8Provides ability to track temporary and seasonal positions (positions without benefits) FORMTEXT ?????15.9Provides ability to track part time positions FORMTEXT ?????Job Classification15.10Provides ability to define and track job classification codes and related information FORMTEXT ?????15.11Job classification file supports field level security (users can only update fields to which they have been granted specific access) FORMTEXT ?????15.12Job classification file can support the following fields: FORMTEXT ?????15.13System assigned sequential Job Classification Code FORMTEXT ?????15.14Title FORMTEXT ?????15.15Grade FORMTEXT ?????15.16FLSA Status (Exempt, Non-exempt) FORMTEXT ?????15.17Salary scale FORMTEXT ?????15.18Standard hours FORMTEXT ?????15.19Standard Work Period (Weekly, Daily, Biweekly, etc.) FORMTEXT ?????15.20Workers’ Compensation Code FORMTEXT ?????15.21Benefit class FORMTEXT ?????15.22Pension program FORMTEXT ?????15.23EEO Function FORMTEXT ?????15.24EEO Category FORMTEXT ?????15.25Compensation Frequency (Hourly, Annual, Monthly, etc.) FORMTEXT ?????15.26Certification, Licensure, Training Requirements FORMTEXT ?????15.27Bargaining unit FORMTEXT ?????15.28Subject to shift work FORMTEXT ?????15.29Status FORMTEXT ?????15.30Date established FORMTEXT ?????15.31Date abolished FORMTEXT ?????15.32Comments FORMTEXT ?????15.33Other user-configurable fields FORMTEXT ?????15.34All fields listed above can be established by an effective date (e.g., a title change may not become effective until a user supplied effective date, etc.) FORMTEXT ?????15.35Provides ability to scan documents directly into the system and automatically attach them to a job classification record FORMTEXT ?????15.36Provides ability to browse to and attach an unlimited number of electronic documents to a job classification record FORMTEXT ?????15.37Provides ability to automatically attach system generated documents to a job classification record. Detail what system generated documents are automatically attached to a job classification record FORMTEXT ?????15.38Documents attached to job classification records are automatically stored, via the proposed solution, in Laserfiche FORMTEXT ?????15.39Provides ability to identify background check requirements at the Job Classification level FORMTEXT ?????15.40Provides ability to identify testing requirements (e.g., drug, etc.) at the Job Classification level FORMTEXT ?????15.41Modifications made to job classification information will automatically update associated position records FORMTEXT ?????15.42Provides ability to designate a specific salary structure (based on pay schedule tables) for each job classification including grade, step, and min/max range FORMTEXT ?????15.43Provides a complete audit trail of all changes made to Job Classification records FORMTEXT ?????Positions15.44Provides ability to define and track positions and related information FORMTEXT ?????15.45Position file supports field level security (users can only update fields to which they have been granted specific access) FORMTEXT ?????15.46Positions are established based upon valid Job Classifications FORMTEXT ?????15.47Appropriate Position attributes are inherited from the parent Job Classification FORMTEXT ?????15.48Provides ability for County to control what fields from the parent Job Classification record can be overridden in the child Position record FORMTEXT ?????15.49Multiple positions can be associated with one Job Classification FORMTEXT ?????15.50Provides a unique position control number for every available position FORMTEXT ?????15.51Position file can support the following fields: FORMTEXT ?????15.52System assigned sequential position control number FORMTEXT ?????15.53Associated Job Classification code (inherited from Job Classification) FORMTEXT ?????15.54Position title (inherited from Job Classification) FORMTEXT ?????15.55Associated multiple G/L account number(s) FORMTEXT ?????15.56Percentages can be associated with position G/L account numbers FORMTEXT ?????15.57Fixed dollar amounts can be associated with position G/L account numbers FORMTEXT ?????15.58Date position established FORMTEXT ?????15.59Date position abolished FORMTEXT ?????15.60Position type (contract, full time, appointed, elected, etc.) FORMTEXT ?????15.61Reason why position established FORMTEXT ?????15.62Reason why position abolished FORMTEXT ?????15.63Budgeted Cost, with breakdown of FORMTEXT ?????15.64Budgeted salary cost FORMTEXT ?????15.65Budgeted benefit cost FORMTEXT ?????15.66Budgeted additional pay cost FORMTEXT ?????15.67Actual Cost, with breakdown of FORMTEXT ?????15.68Actual salary cost FORMTEXT ?????15.69Actual benefit cost FORMTEXT ?????15.70Actual additional pay cost FORMTEXT ?????15.71Benefit class (inherited from Job Classification) FORMTEXT ?????15.72Department(s) FORMTEXT ?????15.73Division(s) associated with departments FORMTEXT ?????15.74Actual hours FORMTEXT ?????15.75FLSA status (inherited from Job Classification) FORMTEXT ?????15.76Supervisor position control number FORMTEXT ?????15.77Comments FORMTEXT ?????15.78Minimum of 50 user-configurable fields FORMTEXT ?????15.79Provides the ability to indicate a position is one, or more, of the following statuses: FORMTEXT ?????15.80Funded FORMTEXT ?????15.81Unfunded FORMTEXT ?????15.82Dual filled FORMTEXT ?????15.83Vacant FORMTEXT ?????15.84Acting FORMTEXT ?????15.85Reduction in force FORMTEXT ?????15.86Frozen FORMTEXT ?????15.87Other, user-defined FORMTEXT ?????15.88Positions can be established by an effective date (e.g., position will not become available until a user supplied effective date) FORMTEXT ?????15.89Positions can be abolished by an effective date (e.g., position will be abolished based upon a user supplied effective date) FORMTEXT ?????15.90Provides ability to maintain a history of all employees who have filled a position to include the following information: FORMTEXT ?????15.91Employee number FORMTEXT ?????15.92Employee name FORMTEXT ?????15.93Employee start date FORMTEXT ?????15.94Employee end date FORMTEXT ?????15.95Other, describe what other history information is available FORMTEXT ?????15.96Maintains a complete audit trail of all changes made to a position FORMTEXT ?????15.97Maintains a history of Job Classification code changes made to a position FORMTEXT ?????15.98Maintains a history of amounts budgeted for the position FORMTEXT ?????15.99Provides ability to scan documents directly into the system and automatically attach them to a position FORMTEXT ?????15.100Provides ability to browse to and attach an unlimited number of electronic documents to a position FORMTEXT ?????15.101Provides ability to automatically attach system generated documents to a position. Detail what system generated documents are automatically attached to a position FORMTEXT ?????15.102Documents attached to position records are automatically stored, via the proposed solution, in Laserfiche FORMTEXT ?????15.103Provides ability to make mass changes on employee data by changing departments and divisions within the Position record (e.g., reorganizations, etc.) FORMTEXT ?????15.104Provides ability to define multiple working titles to a position with effective dating FORMTEXT ?????15.105Provides ability to reclassify positions by changing the Job Classification number associated with a position, with effective dating FORMTEXT ?????15.106Provides ability to maintain a chronological history of authorized positions FORMTEXT ?????15.107Can track position history for each employee FORMTEXT ?????15.108Can track positions as contingent positions based on grant funding FORMTEXT ?????15.109Can assign multiple employees to a single position with warning messages FORMTEXT ?????15.110Can assign an employee to multiple positions including one primary and one or more secondary jobs FORMTEXT ?????15.111Provides ability to assign and pay employees from multiple positions associated with different G/L accounts FORMTEXT ?????15.112Can drill-down from a filled position to the employee detail FORMTEXT ?????15.113Can identify testing requirements (e.g., drug, etc.) at the Position level FORMTEXT ?????15.114Can automatically provide notification to appropriate individuals that a position won’t be budgeted for as of a specified date FORMTEXT ?????Organization Charts15.115Provides ability to print an organization chart for a selected portion of the organization FORMTEXT ?????15.116Organizational chart can display employees FORMTEXT ?????15.117Organizational chart can display positions FORMTEXT ?????15.118Provides ability to define reporting relationships for each position control number for the purposes of creating organizational charts and sending e-mail or online notices FORMTEXT ?????15.119Provides ability to compile and automatically update organization charts FORMTEXT ?????15.120Provides ability to produce point-in-time organization charts FORMTEXT ?????Position Budgeting15.121Provides tools to budget for workforce by position such as, but not limited, to the following: FORMTEXT ?????15.122Budgeted beginning/end dates FORMTEXT ?????15.123Position status FORMTEXT ?????15.124Date established FORMTEXT ?????15.125Date abolished FORMTEXT ?????15.126G/L accounts FORMTEXT ?????15.127Job classification code FORMTEXT ?????15.128Job title FORMTEXT ?????15.129Number of hours per position FORMTEXT ?????15.130Pay grade assignment (from Job Classification Code) FORMTEXT ?????15.131Position review dates (from Employee Masterfile) FORMTEXT ?????15.132Other user-defined criteria FORMTEXT ?????15.133Provides ability to project position budgets for up to five years FORMTEXT ?????15.134Provides ability to forecast payroll costs over various "what if" scenarios by applying individual percentage increases to multiple earnings and benefits categories as defined by the user FORMTEXT ?????15.135Provides ability to run budget scenarios based on bargaining unit FORMTEXT ?????15.136Provides ability to show the total number of FTEs approved by the County within user-defined periods across: FORMTEXT ?????15.137Department FORMTEXT ?????15.138Division FORMTEXT ?????15.139Job Classification Code FORMTEXT ?????15.140Any combination of above FORMTEXT ?????15.141Other, user-defined FORMTEXT ?????15.142Provides ability to include future pay and benefit increases/decreases (e.g., position step increases, contract provisions, etc.) in budget projections based on effective dates FORMTEXT ?????15.143Provides ability to budget premium earnings and other pays (e.g., overtime, shift differential, longevity, hazardous duty, etc.) for each position control number FORMTEXT ?????15.144Provides ability to budget for vacant positions, including premium earnings, benefits, and other pay FORMTEXT ?????15.145Provides ability to automatically recalculate position budget forecast based on employment actions and salary/benefit changes with appropriate review and approvals FORMTEXT ?????15.146Provides ability to track actual vs. budget cost differences by position and/or job classification by user defined periods (e.g. fiscal year, calendar year, etc.) FORMTEXT ?????15.147Provides ability to approve actions related to a position through role-based security and workflow FORMTEXT ?????Reports15.148Provides list of positions by any combination of the following FORMTEXT ?????15.149Position Status, with option to select one or multiple statuses FORMTEXT ?????15.150Position G/L account numbers FORMTEXT ?????15.151Any segment of a Position G/L account number FORMTEXT ?????15.152Position Department FORMTEXT ?????15.153Position Division FORMTEXT ?????15.154Job Classification Code FORMTEXT ?????15.155Other user defined parameters FORMTEXT ?????15.156List and describe all standard Position Control reportsAdditional Information for Section 15.0 Position Control RequirementsPlease use the area below to indicate any additional information associated with this section’s requirements. Include the associated Requirement Item#(s) from above when providing comments. FORMTEXT ?????16. Human Resources16.0 Human Resources Item#ItemIndicator16.1Provides an employee central/masterfile that is the single source of employee records with which all other system modules interact FORMTEXT ?????16.2Integrates with NEOGOV Insights FORMTEXT ?????16.3Describe how integration with NEOGOV Insights is accomplished and exactly what the integration entails16.4Integrates with NEOGOV Onboarding FORMTEXT ?????16.5Describe how integration with NEOGOV Onboarding is accomplished and exactly what the integration entails16.6Integrates with NEOGOV Perform FORMTEXT ?????16.7Describe how integration with NEOGOV Perform is accomplished and exactly what the integration entails16.8Provides workflow functionality to support Human Resources management processes, including (but not limited to) personnel actions, new hire on-boarding, employee termination activities, discipline, grievances, and performance management FORMTEXT ?????16.9New hire-on boarding workflow includes ability to automatically put employee on probation and auto-expire probation based on specific number days FORMTEXT ?????16.10The system has a Contact Log where authorized County staff can enter detailed information regarding conversations and correspondence with employees. The log will maintain, at a minimum, the following information: FORMTEXT ?????16.11Employee to which the contact refers FORMTEXT ?????16.12Contact person FORMTEXT ?????16.13Date and time of contact FORMTEXT ?????16.14Means of contact (e.g., phone, email, etc.) FORMTEXT ?????16.15Nature of the contact FORMTEXT ?????16.16Information collected as a result of contact FORMTEXT ?????16.17Other, user defined FORMTEXT ?????16.18Authorized departmental users can maintain Contact Log (described above) for their employees. (e.g. a supervisor can update the Contact Log for one of his/her direct reports, a departmental director can update the Contact Log for any employee in his/her department) FORMTEXT ?????16.19Maintains a complete audit trail of all personnel changes FORMTEXT ?????16.20Provides ability to process personnel transactions for multiple organizational units (mass changes). FORMTEXT ?????16.21Provides ability to make mass changes on employee data based on reorganizations (reassign departments or divisions.) FORMTEXT ?????16.22Provides ability to accept retroactive changes to any element of a personnel record, with appropriate security permissions, ensuring all forward-calculations are made appropriately. FORMTEXT ?????16.23Provides a date-based personnel system that allows "personnel/employee actions" to be automatically triggered based upon effective dates FORMTEXT ?????16.24Provides notifications to manager(s) based on effective date for step increase FORMTEXT ?????16.25Provides notifications to manager(s) in advance of the step increase FORMTEXT ?????16.26Provides ability to record personnel related transactions and activity, and provides an ability to view and/or print any electronic approval or action that has been taken FORMTEXT ?????16.27Provides ability to establish workflow for the leave request and approval process FORMTEXT ?????16.28Provide dependencies so minimum staffing is guaranteed FORMTEXT ?????16.29Provides ability for employee to indicate requested leave type FORMTEXT ?????16.30Leave requests are routed to appropriate supervisor for approval FORMTEXT ?????16.31Employee can see current leave balances when requesting leave FORMTEXT ?????16.32If requesting leave in the future, employee can see a future, system calculated leave balance FORMTEXT ?????16.33Provides ability to establish workflows for the following Personnel Actions: 16.34New Hire FORMTEXT ?????16.35Transfer FORMTEXT ?????16.36Promotion FORMTEXT ?????16.37Rehire FORMTEXT ?????16.38Retirement FORMTEXT ?????16.39Separation FORMTEXT ?????16.40Dismissal FORMTEXT ?????16.41Multiple Probationary Periods (Introductory Period and others) FORMTEXT ?????16.42Demotion FORMTEXT ?????16.43Discipline FORMTEXT ?????16.44Multiple Longevity Types (i.e. duration of time in current position) FORMTEXT ?????16.45Upgrade Pay FORMTEXT ?????16.46Inactivation FORMTEXT ?????16.47Reactivation FORMTEXT ?????16.48Multiple Types of Service Years FORMTEXT ?????16.49Pay increase or decrease FORMTEXT ?????16.50One-time award FORMTEXT ?????16.51Other, user defined FORMTEXT ?????16.52Provides ability to establish personnel action workflow rules by personnel action reason. FORMTEXT ?????16.53Provides ability to transfer employees across departments FORMTEXT ?????16.54Provides ability to have an employee be in multiple positions FORMTEXT ?????16.55Provides a date history of changes for the following Personnel Actions: 16.56New Hire FORMTEXT ?????16.57Transfer FORMTEXT ?????16.58Promotion FORMTEXT ?????16.59Rehire FORMTEXT ?????16.60Retirement FORMTEXT ?????16.61Separation FORMTEXT ?????16.62Dismissal FORMTEXT ?????16.63Multiple Probationary Periods (Introductory Period and others) FORMTEXT ?????16.64Demotion FORMTEXT ?????16.65Discipline FORMTEXT ?????16.66Multiple Longevity Types (i.e. duration of time in current position) FORMTEXT ?????16.67Upgrade Pay FORMTEXT ?????16.68Inactivation FORMTEXT ?????16.69Reactivation FORMTEXT ?????16.70Multiple Types of Service Years FORMTEXT ?????16.71Pay increase or decrease FORMTEXT ?????16.72One-time award FORMTEXT ?????16.73Other for user defined dates FORMTEXT ?????16.74Provides ability to request and accept electronic credit and background checks from outside agencies FORMTEXT ?????16.75Provides ability to initiate an automated notification to all necessary parties when an employee is terminated FORMTEXT ?????16.76Provides ability to assign a funding source and/or project number and/or grant number to each employee FORMTEXT ?????16.77Provides ability to assign multiple funding sources to each employee FORMTEXT ?????16.78Provides ability to establish an alias or alternate name for an employee FORMTEXT ?????16.79Provides ability to search on alias/alternate names FORMTEXT ?????16.80Provides ability to automatically generate an employee number FORMTEXT ?????16.81Authorized County employees can inquire on the personnel master file by employee number, by employee name, and other user defined criteria FORMTEXT ?????16.82Provides ability to produce online, customized forms for submitting various automated requests (i.e., employee requisitions, personnel actions, tuition reimbursements, worker's compensation claims, accident/injury reports, leave of absence, etc.) with appropriate security restrictions FORMTEXT ?????16.83Provides ability to scan and store employee images (photos) FORMTEXT ?????16.84Provides mass pay increase functionality by percentage amount and by dollar amount FORMTEXT ?????16.85Provides ability to update salary grade ranges and steps amounts by percentage or flat dollar amounts FORMTEXT ?????16.86Provides ability to archive and easily retrieve on-line employee records for up to 30 years after retirement/termination, with various time periods based upon the records (e.g. audit records, asset records, etc.) FORMTEXT ?????16.87Provides ability to specifically mark records to prevent deletion based on standard record retention policies FORMTEXT ?????16.88Provides ability to flag certain employees personnel files as confidential based upon unit/division/department (e.g. undercover employees in law enforcement, relatives of law enforcement officers, etc.) FORMTEXT ?????16.89Provides ability to flag certain sections of employee personnel files as confidential based on user-defined criteria FORMTEXT ?????16.90Provides ability to approve temporary access to an employee file or other records by department (e.g. if a department needs to hire from another department and needs access to performance reviews, etc.) FORMTEXT ?????16.91Provides ability to define workload restrictions for each employee (e.g., number of hours between shifts, maximum hours worked per regular shift, maximum overtime hours per time period, etc.) FORMTEXT ?????16.92Provides ability to track EEO data for use in statistical analysis and reporting, including but not limited to:16.93Requisition Number FORMTEXT ?????16.94Interviewed Flag FORMTEXT ?????16.95Applicant name FORMTEXT ?????16.96Applicant ID FORMTEXT ?????16.97Applicant address FORMTEXT ?????16.98Home phone FORMTEXT ?????16.99Application received date FORMTEXT ?????16.100Email address FORMTEXT ?????16.101Race FORMTEXT ?????16.102Ethnicity FORMTEXT ?????16.103Sex FORMTEXT ?????16.104Gender (configurable) FORMTEXT ?????16.105Date of Birth FORMTEXT ?????16.106Department FORMTEXT ?????16.107Other user-defined fields FORMTEXT ?????16.108Provides ability to store EEO data separate from the applicant record FORMTEXT ?????16.109Provides ability to establish security permissions to access EEO data FORMTEXT ?????16.110Provides ability to restrict access to EEO data to authorized users as determined by County user profiles FORMTEXT ?????16.111Provides ability to populate EEO data by electronic submissions from applicant record and requisition data FORMTEXT ?????16.112Provides ability to support EEO and ADA analysis FORMTEXT ?????New Hire Processing16.113Provides ability to establish and track multiple methods of hiring, including:16.114Selection from a certified list FORMTEXT ?????16.115Reinstatement FORMTEXT ?????16.116Rehire FORMTEXT ?????16.117Transfer to a different department FORMTEXT ?????16.118Promotion FORMTEXT ?????16.119Demotion FORMTEXT ?????16.120Grant related FORMTEXT ?????16.121Acting appointments FORMTEXT ?????16.122Direct appointments FORMTEXT ?????16.123Special appointments FORMTEXT ?????16.124Other, user-defined FORMTEXT ?????16.125Provides ability to send a workflow notification and information to required departments for data transfer once hired (e.g., IT for computer account setup, etc.) FORMTEXT ?????16.126Provides ability to require finger prints for certain employees, prior to starting their first day as a pre-employment requirement FORMTEXT ?????16.127Provides ability to produce a user-defined pre-employment checklist of forms that must be completed electronically, etc. FORMTEXT ?????16.128Provides ability to identify training requirements based on the multiple factors including: FORMTEXT ?????16.129Position ID FORMTEXT ?????16.130Job classification code FORMTEXT ?????16.131Department FORMTEXT ?????16.132Division FORMTEXT ?????16.133Other, user defined FORMTEXT ?????16.134List all factors which can be used to establish training requirements16.135Provides ability to assign and track equipment provided to new employees, employee changes or other criteria such as telecommuters (e.g. cell phone, laptop, tablet, other equipment, etc.) FORMTEXT ?????16.136Provides ability to flag return of equipment from employee changes (e.g. employee change requires cell phone return from previous position, etc.) FORMTEXT ?????16.137Provides ability to define a checklist for benefit eligible and non-benefit eligible new employees, including:16.138Employee Handbook and Policy Manuals FORMTEXT ?????16.139Required Forms FORMTEXT ?????16.140Optional Forms FORMTEXT ?????16.141Signed required Forms FORMTEXT ?????16.142Other, user-defined FORMTEXT ?????16.143Provides ability to define a checklist for employees new to a position based upon:16.144Job class (i.e. FLSA status, part-time, full-time, volunteer, etc.) FORMTEXT ?????16.145Role (i.e. administrative, analyst, field operations, etc.) FORMTEXT ?????16.146Position level FORMTEXT ?????16.147Department FORMTEXT ?????16.148Division FORMTEXT ?????16.149Other, user-defined FORMTEXT ?????16.150Provides ability to define the frequency of items within a checklist (e.g. annual, and other frequencies) FORMTEXT ?????16.151Provides ability to define orientation requirements for new hires based upon department, job class, and/or other factors FORMTEXT ?????16.152Provides ability to route completed new employee forms to appropriate departments, based upon multiple workflows FORMTEXT ?????16.153Provides ability to list missing documents by each new hire and/or dates FORMTEXT ?????16.154Provides ability to define different escalation factors based upon checklist item (e.g. a required item has a certain time frame vs. an optional item) FORMTEXT ?????16.155Provides ability to override missing required checklist items with security permissions FORMTEXT ?????16.156Provides ability to correct and adjust forms based upon effective date and/or retroactively FORMTEXT ?????Employee Central/Master File Data16.157Provides ability to set up an employee master file for each employee. FORMTEXT ?????16.158Provides ability to maintain a unique employee number for each person regardless of their employment status within the system (i.e., termination, reinstatement, retirement) FORMTEXT ?????16.159Employee Central/Master File supports County defined field level security (County staff can establish specific fields to which authorized users have access, such as inquiry, update, etc.) FORMTEXT ?????16.160Provides ability to maintain and track at a minimum the following employee data for each employee:16.161Employee Number FORMTEXT ?????16.162Last Name FORMTEXT ?????16.163First Name FORMTEXT ?????16.164Middle Name FORMTEXT ?????16.165Name Suffix FORMTEXT ?????16.166Preferred Name FORMTEXT ?????16.167Maiden/Former Name/Aliases/Nicknames FORMTEXT ?????16.168Sex FORMTEXT ?????16.169Gender FORMTEXT ?????16.170Race/Ethnicity FORMTEXT ?????16.171Social Security number FORMTEXT ?????16.172Date of Birth FORMTEXT ?????16.173Marital Status FORMTEXT ?????16.174If married, identify if spouse works for County FORMTEXT ?????16.175If married, marriage date FORMTEXT ?????16.176Relationship with other County employees FORMTEXT ?????16.177Department FORMTEXT ?????16.178Division FORMTEXT ?????16.179Supervisor FORMTEXT ?????16.180Main Location (user defined list of values) FORMTEXT ?????16.181If relationship, employee name and position FORMTEXT ?????16.182Background check (state, federal) FORMTEXT ?????16.183Badge Number (i.e.: officer badge) FORMTEXT ?????16.184Multiple Telephone Numbers FORMTEXT ?????16.185Work Phone FORMTEXT ?????16.186Multiple Addresses (including mailing address) FORMTEXT ?????16.187Multiple E-Mail Addresses FORMTEXT ?????16.188Multiple Seniority Dates FORMTEXT ?????16.189Nationality FORMTEXT ?????16.190Probation status FORMTEXT ?????16.191Probation start date FORMTEXT ?????16.192Probation end date FORMTEXT ?????16.193Pension program (inherited from Job Classification code but can be overridden) FORMTEXT ?????16.194Veteran Status (user defined list of values) FORMTEXT ?????16.195Retired (Y/N) FORMTEXT ?????16.196Worker's Compensation SIC code FORMTEXT ?????16.197W-4 and Indicators FORMTEXT ?????16.198Driver’s License Class (multiple user defined) FORMTEXT ?????16.199Driver’s License Expiration Date FORMTEXT ?????16.200Driver’s License Issue Date FORMTEXT ?????16.201Driver’s License Number FORMTEXT ?????16.202Driver’s License Restrictions FORMTEXT ?????16.203Driver’s License State FORMTEXT ?????16.204Driver’s License Type (Class A, B, C, Chauffeur, etc.) FORMTEXT ?????16.205Driving Restrictions (glasses, night driving, etc.) FORMTEXT ?????16.206Vehicle Insurance Information FORMTEXT ?????16.207Personal insurance information FORMTEXT ?????16.208Multiple Emergency Contacts (minimum of 5) FORMTEXT ?????16.209Equipment issued to employees (phone, laptop, keys etc.) and track asset tag number where applicable FORMTEXT ?????16.210Certifications and Licenses FORMTEXT ?????16.211Credential Information FORMTEXT ?????16.212Educational Degrees FORMTEXT ?????16.213College(s) attended FORMTEXT ?????16.214High school diploma FORMTEXT ?????16.215Highest level of education completed FORMTEXT ?????16.216Immigration Status (I9) FORMTEXT ?????16.217Spouse and Dependent Information - with the ability for contact information to be different for each party (unlimited number of dependents) FORMTEXT ?????16.218Spouse and Dependent Information includes a dependent/beneficiary Indicator (Dependent, Beneficiary, Both, etc.) FORMTEXT ?????16.219Unlimited number of user defined fields FORMTEXT ?????16.220The system provides the ability to see the unique last change date on each and every field in the Employee Masterfile FORMTEXT ?????16.221Provides ability to scan documents directly into the system and automatically attach them to an employee’s file FORMTEXT ?????16.222Provides ability to browse to and attach an unlimited number of electronic documents to an employee’s file FORMTEXT ?????16.223Provides ability to automatically attach system generated documents to an employee’s file. Detail what system generated documents are automatically attached to an employee’s file FORMTEXT ?????16.224Documents attached to employee’s records are automatically stored, via the proposed solution, in Laserfiche FORMTEXT ?????16.225Provides ability to allow multiple departments to assign assets to an employee FORMTEXT ?????16.226The system provides the ability to view an employee’s record as of any point in time (historical). Describe how authorized County users can view an employee’s record as of any point in time FORMTEXT ?????16.227Provides checklists for employee hire and termination process to ensure all steps are completed (checklist should include policy and agreement documents) FORMTEXT ?????16.228Provides ability to search by credentials, such as license or self-reported skills/abilities for employees (i.e. in the case of a pandemic outbreak a department may need to search for employees with specific credentials such as license to fill a position) FORMTEXT ?????16.229Provides ability to produce a termination process checklist FORMTEXT ?????16.230Provides all personnel transaction processing (e.g., new hire, term, etc.) across multiple functional areas so that a single process includes employment, payroll, benefits, etc. FORMTEXT ?????16.231Provides ability to default specified Job Code data (e.g., pay grade & schedule, probation length) to new position and employee record, with ability for default values to be overridden by the user FORMTEXT ?????16.232Provides ability to transfer an employee to a different department/division or payroll group without re-entering the entire employee file FORMTEXT ?????16.233Provides ability to track multiple probationary periods and performance review schedule separately by position FORMTEXT ?????16.234Provides ability to prevent a performance/step increase due to disciplinary action FORMTEXT ?????16.235Provides ability to produce a Benefits-specific new employee orientation checklist, that can be customized by and for each department, job class, and status (temporary or permanent) and includes all items assigned to employee FORMTEXT ?????16.236Provides ability to track all HIPAA related/covered activity FORMTEXT ?????16.237Provides ability to capture and track information regarding HIPAA notices and certificates of credible coverage of Medicare Part D FORMTEXT ?????16.238Provides ability to administer rollover benefit options with the option to allow the user to determine whether or not to rollover benefits FORMTEXT ?????16.239Provides ability to establish multiple eligibility rules FORMTEXT ?????16.240Provides ability to restrict enrollment in a specific plan FORMTEXT ?????16.241Provides ability to establish benefit eligibility based on position FORMTEXT ?????16.242Provides ability to calculate imputed income FORMTEXT ?????16.243Provides ability to calculate premium amounts based on user-defined tables FORMTEXT ?????16.244Provides ability to start and stop any deductions at any given time FORMTEXT ?????16.245Provides ability to suspend benefits and reinstate based upon user-defined criteria (e.g., extended military leave, etc.) FORMTEXT ?????16.246Provides ability to restrict certain benefits-related entry based on user-defined characteristics (e.g., deductions of part-time employees, etc.) FORMTEXT ?????16.247Provides ability to capture and maintain Health, Dental, and other insurance ID numbers. (minimum of 12) FORMTEXT ?????16.248Provides ability to identify type of coverage (e.g., single, 2-person, family, etc.) FORMTEXT ?????16.249Provides ability to track benefits eligibility FORMTEXT ?????16.250Provides ability to track benefits for non-employees (e.g., library employees) FORMTEXT ?????16.251Provides ability to track benefits for retirees FORMTEXT ?????16.252Provides ability to notify employees of benefit eligibility dates FORMTEXT ?????16.253Provides ability to maintain coverage and deduction detail by date FORMTEXT ?????16.254Provides ability to track the following, specifically for benefits:16.255Coverage effective dates FORMTEXT ?????16.256Coverage history FORMTEXT ?????16.257Coverage at a point in time (i.e. three months for a specific year) FORMTEXT ?????16.258Name change history FORMTEXT ?????16.259Dependent information FORMTEXT ?????16.260Beneficiary information FORMTEXT ?????16.261Other, user defined FORMTEXT ?????16.262Provides ability to maintain premium and deduction amounts for multiple benefit plans including but not limited to:16.263Health Insurance FORMTEXT ?????16.264Dental Insurance FORMTEXT ?????16.265Vision Insurance FORMTEXT ?????16.266Life Insurance FORMTEXT ?????16.267Deferred compensation plans, including retirement plans FORMTEXT ?????16.268Flexible spending accounts for medical and child care reimbursement accounts FORMTEXT ?????16.269Long term disability FORMTEXT ?????16.270Short term disability FORMTEXT ?????16.271Other supplemental benefits (i.e. AFLAC, Pre-Paid Legal) FORMTEXT ?????16.272529/Education Savings Plans FORMTEXT ?????16.273457 Plans FORMTEXT ?????16.274Other, user defined FORMTEXT ?????16.275Provides ability to produce benefits confirmation including plan, coverage, dependent coverage, employee ID number, and SSN FORMTEXT ?????16.276The system provides the ability to view an employee’s effective benefits at any point in time (historical) FORMTEXT ?????16.277Provides ability to indicate a date stamp via workflow to HR for final approval on requested changes FORMTEXT ?????16.278Provides ability to have two years open for benefits enrollments and closeouts FORMTEXT ?????16.279Provides ability to support benefit and deduction programs for separate Divisions within the County FORMTEXT ?????16.280Provides ability to track benefit allowance contributions to insurance and other than health insurance (e.g., supplemental insurance) FORMTEXT ?????16.281Provides ability to differentiate, for deferred compensation purposes, any employer match FORMTEXT ?????16.282Provides ability to establish the appropriate tax ramifications for the deferred compensation amounts FORMTEXT ?????16.283Provides ability to manually adjust benefit withholdings FORMTEXT ?????16.284Provides ability to support pre and post-tax payroll deductions and benefits FORMTEXT ?????16.285Provides ability to automatically produce payroll deductions based on benefit plan enrollments FORMTEXT ?????16.286Provides ability to recalculate life insurance amounts and costs to be recalculated for all employees at any time during the year based on changed age, salary, coverage, and/or plan cost parameters FORMTEXT ?????16.287Provides ability to automatically calculate long/short term disability premiums and deductions based on salary amounts FORMTEXT ?????16.288Provides ability to maintain benefit coverage for employees on leave who elect to pay for his or her own coverage FORMTEXT ?????16.289Provides ability to accumulate benefits for part-time employees by pro-rating hours worked and/or passage of time FORMTEXT ?????16.290Provides ability to maintain the benefit pool even in certain user-defined non-paid statuses FORMTEXT ?????16.291Provides ability to support multiple types of donated leave banks (e.g., sick leave, holiday bank, etc.) FORMTEXT ?????Eligibility and Enrollment16.292Provides ability to maintain benefit eligibility data including:16.293Length of service FORMTEXT ?????16.294Age FORMTEXT ?????16.295Marital status FORMTEXT ?????16.296Dependent information for multiple dependents (including name, SSN, address, other contact information) FORMTEXT ?????16.297Employee status (e.g., active, retired, leave of absence, suspension, termination, FMLA, military leave, etc.) FORMTEXT ?????16.298Terminate benefits and associated deductions and reinstate upon return FORMTEXT ?????16.299Hours worked by various search criteria (e.g., weekly, bi-weekly, pay period, annually); and FORMTEXT ?????16.300Other user-defined FORMTEXT ?????16.301Provides ability to track multiple types of user-defined leave FORMTEXT ?????16.302Provides ability to require a SSN when adding benefit(s) for dependent(s) FORMTEXT ?????16.303Provides for tracking for death of employees FORMTEXT ?????16.304Provides for tracking for death of retirees FORMTEXT ?????16.305Provides for tracking for death of dependents FORMTEXT ?????16.306Provides ability to allow mass updates of employee plan designation FORMTEXT ?????16.307Provides ability to allow online update of benefits individually and as a group FORMTEXT ?????16.308Provides ability to generate summary statements by employer contributions FORMTEXT ?????16.309Provides ability to generate summary statements by employee contributions FORMTEXT ?????16.310Provides ability to validate that the employee is eligible for the plan selected FORMTEXT ?????16.311Provides ability to determine coverage and deduction amounts for the employee using parameters stored in the benefit plan structure tables FORMTEXT ?????16.312Provides ability to create a computer-generated application packet for distribution (e.g., PDF) FORMTEXT ?????16.313Provides ability to produce letters, emails, and other notifications to employees announcing open enrollment FORMTEXT ?????16.314Provides ability to produce confirmation letters indicating the employee's current participation levels in all benefit plans FORMTEXT ?????16.315Provides an employee self-service portal for benefit plan open enrollment, and other benefits changes FORMTEXT ?????16.316Provides ability to interface with the employee self-service module for benefit plan open enrollment, benefits and other changes, etc., (with verification process) FORMTEXT ?????16.317System supports a passive open enrollment for benefits – automatic re-enrollment with previous years selections unless employee makes changes FORMTEXT ?????16.318Provides ability to retroactively enroll employees in plans, and automatically impact payroll to compute the proper pay adjustments and deductions FORMTEXT ?????16.319Open Enrollment provides tools so that back office staff can see the enrollment view from the employee’s perspective in order to assist with any questions or problems FORMTEXT ?????16.320Provides ability to retroactively enroll dependents in plans, and automatically impact payroll to compute the proper pay adjustments and deductions FORMTEXT ?????16.321Provides ability to accommodate participant and dependent benefit enrollment processing for benefit options FORMTEXT ?????16.322Provides ability to enter new enrollment data for a future date without changing the current elections until the date of the new enrollment period begins FORMTEXT ?????16.323Provides ability to compile, process, and electronically transfer enrollment information to vendors according to 834 Carrier Guidelines HIPPA Compliance FORMTEXT ?????16.324Provides ability to produce a specific, unique 834 form for each vendor, detailing only the information applicable to the specific vendor FORMTEXT ?????16.325Provides ability to produce ACA 1095 annual reports FORMTEXT ?????Training and Certifications16.326The system provides the ability for authorized users to establish a training course catalog. FORMTEXT ?????16.327Provides ability to establish the following information in the training course catalog. FORMTEXT ?????16.328Course name FORMTEXT ?????16.329Course date FORMTEXT ?????16.330Course time FORMTEXT ?????16.331Course location FORMTEXT ?????16.332Instructor FORMTEXT ?????16.333Prerequisites FORMTEXT ?????16.334Administered by (e.g., department, vendor, HR, etc.; user defined values) FORMTEXT ?????16.335Other user defined values FORMTEXT ?????16.336Provides ability to link courses together to form a program (e.g., 7 courses together form the Leadership Program) FORMTEXT ?????16.337Provides ability to track all training provided to employees FORMTEXT ?????16.338The training course catalog can be secured by department so that authorized departmental representatives can maintain their portion of the catalog FORMTEXT ?????16.339Supervisors can maintain their employees training history, as long as appropriate security has been established FORMTEXT ?????16.340Provides ability to send a confirmation of registration email with calendar invite FORMTEXT ?????16.341Provides ability to initiate notifications when employees have successfully completed County defined criteria for training, education, and learning initiatives (e.g., safety, wellness, supervisor training) FORMTEXT ?????16.342Provides ability to initiate notifications when employees have successfully completed training/certification linked to employee pay (e.g., incentive certifications, EMS certifications) FORMTEXT ?????16.343Provides ability to review current training and certifications of employees and recommend employee training plans that relate to their specific position or job function FORMTEXT ?????16.344Provides ability to assign and track mandatory training by Job Classification Code FORMTEXT ?????16.345Provides ability to assign and track mandatory training by position FORMTEXT ?????16.346Provides ability to track training hours FORMTEXT ?????16.347Provides ability to support tuition reimbursement with workflow approval, including a running total of credit hours and cost per year FORMTEXT ?????16.348Provides ability to establish a workflow that will allow employees to register for and request approval for training which is external to the County (e.g., vendor-lead training) FORMTEXT ?????16.349Provides ability to track individual training history by the following: FORMTEXT ?????16.350Division FORMTEXT ?????16.351department FORMTEXT ?????16.352supervisor FORMTEXT ?????16.353program (i.e., several courses linked together form a “program”) FORMTEXT ?????16.354Other user defined fields FORMTEXT ?????16.355Provides ability to track training by CEUs (continuing education units), CPE (continuing professional education), CLE (continuing legal education), etc. FORMTEXT ?????16.356Detail by what measures training can be tracked16.357Provides automated notification of mandatory training, certifications and licenses that are set to expire within specified parameters established by the department (i.e., notification of certification expiration 3 months in advance so time is available for re-certification, etc.) FORMTEXT ?????16.358Provides ability to track employees' annual acknowledgement of receipt/awareness of employee policy handbook FORMTEXT ?????16.359Provides ability to track classes and courses needed for career / job progression planning FORMTEXT ?????16.360Provides ability to track career paths and track achievement of licenses and certifications FORMTEXT ?????16.361Provides ability to produce career development curriculum FORMTEXT ?????Employee Grievances16.362Provides ability to record and track a multi-step grievance process, including the following information through multiple iterations:16.363Grievance number FORMTEXT ?????16.364Grievance filed date FORMTEXT ?????16.365Step 1 (2, 3, etc.) Scheduled Date FORMTEXT ?????16.366Step 1 (2, 3, etc.) Decision Issued (e.g., denied, upheld, reduced, settled, reversed) FORMTEXT ?????16.367Date grievance closed FORMTEXT ?????16.368Date declared inactive FORMTEXT ?????16.369Hearing officer/Department Head FORMTEXT ?????16.370Remedy FORMTEXT ?????16.371Cost of grievance FORMTEXT ?????16.372Date and time stamp FORMTEXT ?????16.373Unlimited notes FORMTEXT ?????16.374Unlimited other user defined fields FORMTEXT ?????16.375Provides ability to track all activities associated with the management of the grievance FORMTEXT ?????16.376Provides ability to purge files of grievances after a user-defined period based on system security FORMTEXT ?????16.377Provides ability to archive files of grievances after a user-defined period FORMTEXT ?????OSHA/Risk Management16.378Provides ability to provide medical procedure scheduling and reminders for procedures like annual physicals, Hepatitis-B shots, PPD, MMR, tetanus shots, hearing tests FORMTEXT ?????16.379Provides ability to accommodate all HIPAA compliance rules and regulations for maintaining health-related information FORMTEXT ?????16.380Provides ability to track accidents and injuries by the following:16.381Type FORMTEXT ?????16.382Individual / Employee FORMTEXT ?????16.383Date of incident FORMTEXT ?????16.384Provides ability to allow unlimited text descriptions for accident and injury reporting FORMTEXT ?????16.385Provides ability to scan documents directly into the system and automatically attach them to accident/injury records FORMTEXT ?????16.386Provides ability to browse to and attach an unlimited number of electronic documents to accident/injury records FORMTEXT ?????16.387Provides ability to automatically attach system generated documents to accident/injury records. Detail what system generated documents are automatically attached to accident/injury records FORMTEXT ?????16.388Documents attached to accident/injury records are automatically stored, via the proposed solution, in Laserfiche FORMTEXT ?????16.389Provides ability to record physical restrictions FORMTEXT ?????16.390Provides ability to track timelines and conditions related to incidents and injuries FORMTEXT ?????16.391Provides ability to receive/suspend reminders for required timelines regarding follow-ups; return to work; light duty; lost time; and other user-defined criteria FORMTEXT ?????16.392Provides ability to track history of claims, lost time, medical only, totals, paid and incurred claims FORMTEXT ?????16.393Provides ability to estimate payroll liability for workers' compensation for each job classification code FORMTEXT ?????16.394Provides ability to access and import data related to motor vehicle driving history from a third-party and update the employee record with a driving eligibility status FORMTEXT ?????Unemployment Claims Management16.395Provides ability to track the following Unemployment Compensation information:16.396Date claimed filed FORMTEXT ?????16.397Date and response to commission FORMTEXT ?????16.398Hearing date(s) FORMTEXT ?????16.399Employee Name, employee number, employment status, classification FORMTEXT ?????16.400Fund, department, organization code FORMTEXT ?????16.401Maximum liability amount FORMTEXT ?????16.402Reason for separation FORMTEXT ?????16.403SSN FORMTEXT ?????16.404Year-to-date amount paid FORMTEXT ?????16.405Percentage County liability FORMTEXT ?????16.406Other user defined fields FORMTEXT ?????16.407Provides ability to scan documents directly into the system and automatically attach them to the Unemployment Compensation record FORMTEXT ?????16.408Provides ability to browse to and attach an unlimited number of electronic documents to the Unemployment Compensation record FORMTEXT ?????16.409Provides ability to automatically attach system generated documents to the Unemployment Compensation record. Detail what system generated documents are automatically attached to the Unemployment Compensation record FORMTEXT ?????16.410Documents attached to the Unemployment Compensation record are automatically stored, via the proposed solution, in Laserfiche FORMTEXT ?????16.411The system includes the ability to automate the claims process including the ability to route claims to the appropriate staff for review FORMTEXT ?????Employee Self-Service16.412Provides an online, web-based interface for employee self-service that offers the following functionality:16.413Time Reporting FORMTEXT ?????16.414Leave Requests (e.g., Annual, Sick, Floating Holiday, FMLA, Military, etc.) FORMTEXT ?????16.415Payroll Reporting (including W-2s, pay stubs, and pay history) FORMTEXT ?????16.4161095C forms that have been generated for the employee FORMTEXT ?????16.417Demographic Information Changes FORMTEXT ?????16.418Direct Deposit (set up and changes) FORMTEXT ?????16.419Travel/Employee Expense Reimbursement FORMTEXT ?????16.420W-4 Tax withholdings FORMTEXT ?????16.421Benefits Management FORMTEXT ?????16.422Deductions Management FORMTEXT ?????16.423Employee self-service portal that does not require a full user license, or require that an instance of the software be running FORMTEXT ?????16.424Employees can view all of their current leave via the employee self-service portal FORMTEXT ?????16.425Employees can view their FMLA balance via the employee self-service portal FORMTEXT ?????16.426Employee self-service portal that can be customized FORMTEXT ?????16.427Employee self-service portal that is operational on a 24x7 basis FORMTEXT ?????16.428System records the date and time an employee accesses a self-service portal FORMTEXT ?????16.429System displays notice of successful submission to a user FORMTEXT ?????16.430Allows "online form submission" whereby users can complete fillable forms for electronic submission FORMTEXT ?????16.431Provides ability to allow HIPAA Authorization form for release of information whereby users can complete fillable forms for electronic submission FORMTEXT ?????16.432Provides ability to allow employee recognition in order to gross up employee awards and recognition so as not to penalize the employee FORMTEXT ?????16.433Provides ability to configure certain fields as required fields within the online form submission functionality FORMTEXT ?????16.434Provides ability to enforce requiring a valid email address via a link to Active Directory FORMTEXT ?????16.435Provides ability to notify designated users if employee supplied email address is invalid FORMTEXT ?????16.436Provides ability to require letters, numbers, and special characters in passwords for employee self-service portals FORMTEXT ?????16.437Provides ability to require that password for employee self-service portals be changed based on a County-defined schedule (e.g., 60 days, etc.) FORMTEXT ?????16.438Provides ability to lock an employee self-service account if the password has been entered incorrectly a County-defined number of times (e.g., lock account after 5 unsuccessful attempts, etc.) FORMTEXT ?????16.439Provides ability to email a user when a change has been made to information on their employee self-service account FORMTEXT ?????16.440Provides ability for user-defined routing whenever a change is made to an employee record, via employee self-service, to the following:16.441Individual County employee/user FORMTEXT ?????16.442Group of at least 2 County employees/users FORMTEXT ?????16.443Individual County user group FORMTEXT ?????16.444Group of at least 2 County user groups FORMTEXT ?????16.445System administrator FORMTEXT ?????16.446Other, user-defined FORMTEXT ?????16.447Provides ability to define work flow processes based on the change or update made on the employee self-service portal FORMTEXT ?????16.448Employee self-service screens display responsively on mobile devices FORMTEXT ?????16.449Provides ability to support links to service providers and third party administrators through self service FORMTEXT ?????16.450Provides ability to capture record updates made by employees to their central/master file for review and approval by designated approver FORMTEXT ?????16.451Provides employees with the ability to review their central/masterfile, with appropriate security permissions FORMTEXT ?????16.452Provides employees with the ability to review their pay history, with appropriate security permissions FORMTEXT ?????16.453Provides ability to send an email notification of current pay stub availability to employees FORMTEXT ?????16.454Provides ability to send an email notification to an employee whenever his/her personnel information has been changed in the system FORMTEXT ?????16.455Provides ability for employees to attach required documentation to self-service transactions FORMTEXT ?????16.456Provides "what-if" capability (modeling) for determining effect on paycheck of changes to deduction, exemptions, and other changes. Describe the “what-if” capabilities that are included in the Employee Self-Service portion of your solution FORMTEXT ?????16.457Provides ability to perform W-4 “what-if” calculations FORMTEXT ?????16.458Provides ability for employees to access information about active and historical deductions FORMTEXT ?????16.459Provides ability to view available leave by multiple leave types at a point in time FORMTEXT ?????16.460Provides ability to allow employees to complete an on-line exit questionnaire at separation FORMTEXT ?????16.461Provides employee self service capabilities related to benefits management including but not limited to:16.462Current benefits elections (with cost and effective dates) FORMTEXT ?????16.463Explanation of benefit options FORMTEXT ?????16.464Enrollment for all benefits (including insurance, retirement (multiple plans), and other benefits) for both employees and dependents consistent with eligibility rules defined by the County FORMTEXT ?????16.465Maintenance of dependent information including spouse and children FORMTEXT ?????16.466Review benefits plan descriptions FORMTEXT ?????16.467Benefit package pricing worksheet for employee costs FORMTEXT ?????16.468Benefit eligibility checking at time of enrollment FORMTEXT ?????16.469Enrollment options (e.g., single vs. family coverage) FORMTEXT ?????16.470Review of premiums paid and current premiums due FORMTEXT ?????16.471Track current and historical beneficiary information FORMTEXT ?????16.472Review of benefits and their costs associated to the employer paid and employee paid FORMTEXT ?????16.473Review of benefits for employees and dependents FORMTEXT ?????16.474Review or enroll in benefits for open enrollment period FORMTEXT ?????16.475Initiate a life event FORMTEXT ?????16.476Review HR Policy Manual and Employee Handbook FORMTEXT ?????16.477The system should provide employees the ability to initiate requests and view the status of these requests (e.g., leave requests, etc.) FORMTEXT ?????16.478The system provides the ability for authorized back office staff to log into the Employee Portal to see exact info employee is seeing in order to assist employee if needed FORMTEXT ?????16.479Provides ability to enter and view time via a Mobile App FORMTEXT ?????16.480Provides ability to date and time stamp all requests for changes in schedules FORMTEXT ?????16.481Provides a web-based portal for access by separated and retired employees FORMTEXT ?????Manager Self-Service 16.482Provides an online, web-based interface for manager self-service that includes functionality consistent with the employee self-service interface FORMTEXT ?????16.483Provides ability to allow managers to search for employees by name or employee number using a web browser FORMTEXT ?????16.484Provides ability to allow managers to view and/or modify the following information using a web browser: FORMTEXT ?????16.485Employee personal information (view only) FORMTEXT ?????16.486Employee job information (view only) FORMTEXT ?????16.487Employee job history (view only) FORMTEXT ?????16.488Employee compensation history (view only) FORMTEXT ?????16.489Educational background (view only) FORMTEXT ?????16.490Licenses and certifications (view only) FORMTEXT ?????16.491Salary reviews (view only) FORMTEXT ?????16.492Performance reviews (view only) FORMTEXT ?????16.493Review and approve leave requests with appropriate security FORMTEXT ?????16.494Update organizational information with appropriate security (e.g. department, division, supervisor) FORMTEXT ?????16.495Attach documents to an employee record with appropriate security FORMTEXT ?????16.496Establish whether attached documents are viewable by the employee FORMTEXT ?????16.497Begin termination workflow process FORMTEXT ?????16.498Assign online forms/checklists, etc. FORMTEXT ?????16.499Other user-defined FORMTEXT ?????Affordable Care Act Tracking16.500Only authorized County staff can access Affordable Care Act information FORMTEXT ?????16.501Provides ability to utilize active employee counts during the previous calendar year to determine Applicable Larger Employer (ALE) status for ACA requirements (i.e., currently at least 50 employees on average for a 12-month period) FORMTEXT ?????16.502Provides ability to include both full-time and full-time-equivalent in determining ALE status FORMTEXT ?????16.503Provides ability to round down to the nearest whole number if average number of employee counts is not a whole number FORMTEXT ?????16.504Provides ability to record a ACA status at date of hire including: FORMTEXT ?????16.505Full-time FORMTEXT ?????16.506Seasonal FORMTEXT ?????16.507Variable FORMTEXT ?????16.508Part-time FORMTEXT ?????16.509Provides ability to determine full-time employee population subject to ACA requirements by the following determinations: FORMTEXT ?????16.510Average of 30 hours per week worked in a 12 month time period FORMTEXT ?????16.511Average of 130 hours per month worked in a 12 month time period FORMTEXT ?????16.512Provides calculation tools to classify employees as seasonal based upon a pattern of work and less than six months of work at a full-time level, for the purposes of eligibility determinations FORMTEXT ?????16.513Provides ability to support the "monthly measurement" method of determining ACA requirements FORMTEXT ?????16.514Provides ability to support the "look back measurement" method of determining ACA requirements FORMTEXT ?????16.515Provides ability to track breaks in service for employees subject to ACA for the purposes of eligibility determinations FORMTEXT ?????16.516Provides ability to support the following periods for ACA eligibility determination: FORMTEXT ?????16.517Measurement (initial and standard) FORMTEXT ?????16.518Administrative (initial and standard) FORMTEXT ?????16.519Stability (initial and standard) FORMTEXT ?????16.520Provides ability to support a limit for the amount of time of each period (i.e., an eligibility measurement period of up to 12 months) FORMTEXT ?????16.521Provides ability to limit the amount of time of each period based upon a previous period (i.e., stability cannot exceed measurement) FORMTEXT ?????16.522Provides ability to exclude employees in certain periods from ACA requirements and reporting FORMTEXT ?????16.523Provides automated notification of expiring periods at user-defined intervals FORMTEXT ?????16.524Provides ability to track whether employees have been offered qualifying coverage FORMTEXT ?????16.525Provides ability to track employee election or decline of qualifying coverage FORMTEXT ?????16.526Provides ability to link supporting documentation to track employee election or decline of qualifying coverage FORMTEXT ?????16.527Provides ability to calculate the percentage of eligible employees that were offered qualifying coverage FORMTEXT ?????16.528Provides ability to track by month during the year if employee was offered coverage and if employee elected coverage FORMTEXT ?????16.529Provides tools to determine qualifying coverage based on the prescribed affordability "safe harbors" including: FORMTEXT ?????16.530Cost of single employee coverage as compared to federal poverty line at current calculation (i.e., currently $94/month) FORMTEXT ?????16.531W-2 wages (box 1) multiplied by current calculation (i.e. currently 9.66%) FORMTEXT ?????16.532Rate of pay multiplied by current calculation (i.e., currently 9.66%) FORMTEXT ?????16.533Provides ability to determine and track any employee and dependents covered under self-insurance from the employer FORMTEXT ?????16.534Provides ability to determine the months any employee and dependents were covered under self-insurance from the employer FORMTEXT ?????16.535Provides ability to create Form 1094 for transmittal to IRS FORMTEXT ?????16.536Provides ability to electronically transmit Form 1094 FORMTEXT ?????16.537Provides ability to create Form 1095-C for distribution to employees FORMTEXT ?????16.538Provides ability to automatically fill Form 1095-C accurately FORMTEXT ?????16.539Provides ability to create Form 1095-C for transmittal to IRS FORMTEXT ?????16.540Provides a variety of ad hoc query and reporting capabilities when determining eligibility status FORMTEXT ?????16.541Provides a variety of ad hoc query and reporting capabilities when determining individuals with qualifying coverage FORMTEXT ?????16.542Provides a variety of ad hoc query and reporting capabilities when researching disputes FORMTEXT ?????Query and Reporting16.543Provides an online view and reporting of employee's total compensation package including but not limited to benefits, employee and employer contributions, base pay, add pay, accruals, FLSA status, and overtime FORMTEXT ?????16.544Provides ability to alert when the funding of a grant will end that is currently funding a position. FORMTEXT ?????16.545Provides ability to perform ad hoc reporting on any field or feature for a user defined point in time or date range (i.e. salary as of a user defined date, health election as of a user defined prior date or year) FORMTEXT ?????16.546Provides ability to report on and project training costs FORMTEXT ?????16.547Provides ability to report total hours and cost of training by: FORMTEXT ?????16.548Employee FORMTEXT ?????16.549Year FORMTEXT ?????16.550Department FORMTEXT ?????16.551Overtime FORMTEXT ?????16.552Differentials FORMTEXT ?????16.553Training Sessions FORMTEXT ?????16.554Cost to receive certification/license FORMTEXT ?????16.555Other, user-defined FORMTEXT ?????16.556Provides ability to record and report on employee skills and competencies, including history FORMTEXT ?????16.557Provides ability to report all required and optional training, licenses, certifications, and other related reports by16.558Employee FORMTEXT ?????16.559Year FORMTEXT ?????16.560Department FORMTEXT ?????16.561Training Sessions FORMTEXT ?????16.562Training source (i.e. web-based external training) FORMTEXT ?????16.563Other, user-defined FORMTEXT ?????16.564Provides dashboard displays for certain data to report such things as number of accidents, employees on leave, or other information that user departments may want to regularly view FORMTEXT ?????16.565Provides incident reporting capabilities FORMTEXT ?????16.566Provides FMLA reporting capabilities FORMTEXT ?????16.567List and describe all standard HR reportsAdditional Information for Section 16.0 Human Resources RequirementsPlease use the area below to indicate any additional information associated with this section’s requirements. Include the associated Requirement Item#(s) from above when providing comments. FORMTEXT ?????17. Payroll17.0 Payroll Item#ItemIndicatorGeneral Requirements17.1Provides a Payroll module that is integrated with all other system modules such as the General Ledger, Budget, Grant Management, Position Control, Human Resources, etc. FORMTEXT ?????17.2Provides ability to integrate the payroll application with the General Ledger to make payroll journal entries FORMTEXT ?????17.3Provides ability to maintain an unlimited amount of prior years’ payment related details and totals FORMTEXT ?????17.4The system has ability to track and report employees on “light duty” FORMTEXT ?????17.5Provides ability to track and monitor part-time employees FORMTEXT ?????17.6Provides ability to allow continuous updating of employee personnel and job records in such a manner as not to interfere with payroll processing FORMTEXT ?????17.7Provides ability to maintain payroll history, including earnings, deductions, taxes and other related supporting information for a minimum of thirty (30) years after an employee is terminated FORMTEXT ?????17.8Provides for complete security and restrictions to access all payroll related data FORMTEXT ?????17.9Provides ability for authorized users to create ACH wire requests FORMTEXT ?????17.10Provides ability to track leave donations; employees can donate leave to other employees based upon County establish guidelines FORMTEXT ?????17.11Provides ability to process other agencies’ payroll (e.g., Sheriff Dept, State’s Attorney’s Office, etc.) FORMTEXT ?????17.12System keeps a complete audit trail of all changes to employee’s records. Describe in detail when information is audited and exactly what information is saved in the audit trail FORMTEXT ?????17.13Provides ability to run multiple pay cycles concurrently FORMTEXT ?????17.14Provides an automated process to calculate and update each employee’s pension deduction based upon July 1 salary FORMTEXT ?????17.15Provides an automated process to determine appropriate distribution of County’s pension contribution to various pension programs FORMTEXT ?????17.16Provides ability to accumulate, store, and maintain creditable service by employee FORMTEXT ?????17.17System provides an interface to Timekeeping software. List all Timekeeping software packages with which the proposed solution integrates FORMTEXT ?????17.18Detail Time Clock software packages with which system interfacesPay Calendars and Groups17.19Provides ability to maintain a payroll calendar FORMTEXT ?????17.20Provides ability to accommodate pay period end date in one calendar year and pay check date in another calendar year FORMTEXT ?????17.21Provides ability to process payroll on optional user-selected frequencies, for example: FORMTEXT ?????17.22Weekly FORMTEXT ?????17.23Bi-weekly FORMTEXT ?????17.24Semi-monthly FORMTEXT ?????17.25Monthly FORMTEXT ?????17.26On-demand (i.e., terminations, vacation advance, court order) FORMTEXT ?????17.27Other, user-defined FORMTEXT ?????17.28Provides ability to produce a salaried payroll FORMTEXT ?????17.29Provides ability to produce a supplemental payroll FORMTEXT ?????17.30Provides ability to produce an hourly payroll FORMTEXT ?????17.31Provides ability to accommodate multiple pay scales (e.g., County full time, County part time, Sheriff’s Office, EMS, etc.) FORMTEXT ?????17.32Provides the ability to accommodate multiple grades within a pay scale FORMTEXT ?????17.33Provides the ability to accommodate multiple steps within a grade FORMTEXT ?????17.34Provides the ability to accommodate a minimum and maximum for a grade FORMTEXT ?????17.35Provides the ability to apply a merit increase (i.e., floating increase) not associated with a step FORMTEXT ?????17.36Calculated merit increases cannot exceed the maximum for a grade FORMTEXT ?????17.37Provides ability to split the allocation of pay by GL account FORMTEXT ?????17.38Provides ability to attach different positions with differing wages to the same employee (i.e., 1 employee holds multiple positions with different titles & pay rates) FORMTEXT ?????17.39Provides ability to accommodate user-defined (various) pay statuses (e.g., biweekly, hourly, fee, salaried, uncompensated, etc.) FORMTEXT ?????Salary and Compensation17.40Provides ability to automate compensation and benefits information updates with electronic workflow approvals FORMTEXT ?????17.41Provides a mass pay increase function based on user defined criteria (e.g., by department, by part time, by full time, etc.) FORMTEXT ?????17.42Provides a mass pay increase function by percentage amount or dollars FORMTEXT ?????17.43Provides ability to establish and process multiple overtime payments based on FLSA. Describe functionality provided FORMTEXT ?????17.44Provides ability to input and track all additional payments (e.g., fringe benefits) FORMTEXT ?????17.45Provides ability to calculate and pay lump sum payments (e.g., leave payout, redlines, etc.) based on employee base rate for selected employees FORMTEXT ?????17.46Provides ability to upload payroll data from a spreadsheet in order to update base pay rates for all employees FORMTEXT ?????17.47Provides ability to create checks and ACH which are not regular payroll, but which will be added to the regular payroll run (e.g., longevity, retro, etc.) FORMTEXT ?????Garnishments17.48Provides ability to define custom disposable earnings definitions for garnishment purposes. Describe how this is accomplished and what types of custom disposable earnings definitions can be established FORMTEXT ?????17.49Provides tools for pay period calculation of garnishment and support amounts each period based on employee disposable earnings and garnishment rules (e.g., priority, proration %, etc.) Provide additional details regarding garnishment tools based on County established rules FORMTEXT ?????17.50Provides ability to flag garnishments nearing end of collection based on user defined end date or dollar threshold FORMTEXT ?????17.51Provides ability to input, deduct and track an unlimited number of garnishments based on priority per employee FORMTEXT ?????17.52Provides ability to define garnishment vendors including address and bank routing information FORMTEXT ?????17.53Provides ability to track, calculate and deduct employee garnishments, including, but not limited to, the following: FORMTEXT ?????17.54Bankruptcies FORMTEXT ?????17.55Student Loans FORMTEXT ?????17.56Fixed amounts FORMTEXT ?????17.57IRS levies FORMTEXT ?????17.58State or county levies FORMTEXT ?????17.59Multiple child support orders FORMTEXT ?????17.60Other user-defined FORMTEXT ?????17.61Provides a history of employee garnishments FORMTEXT ?????17.62Provides ability to enforce a minimum percentage payment amount after all garnishments have been taken (e.g., 50% of disposable wages) FORMTEXT ?????17.63Provides ability to establish caps for garnishments and voluntary deductions so that a certain total amount is not exceeded FORMTEXT ?????17.64Provides ability to process multiple garnishments per employee and assign user defined priorities FORMTEXT ?????17.65Provides ability to accommodate unlimited garnishments and automatically calculate so that maximum percentage of total pay is not exceeded FORMTEXT ?????17.66Provides ability to configure the prioritization of garnishments and support orders based on legal requirements. Describe functionality provided FORMTEXT ?????17.67Provides ability to configure and apply a flat-rate fee for the processing of garnishments FORMTEXT ?????Timekeeping17.68Provides ability to establish a P/R workflow which supports time entry as well as automated email notifications and routing for appropriate approvals FORMTEXT ?????17.69Provides ability for employees to enter their own hours for P/R purposes FORMTEXT ?????17.70Provides ability to establish departmental timekeepers FORMTEXT ?????17.71Allows for exception timekeeping; start with everyone’s regular/standard hours/pay and then enter exceptions only FORMTEXT ?????17.72Provides ability to enter time associated with a grant FORMTEXT ?????17.73Provides ability to enter time associated with a project/subproject FORMTEXT ?????17.74Provides ability to enter time associated with specific locations FORMTEXT ?????Hours Codes17.75Provides ability to support an unlimited number of hours codes (e.g., regular, overtime, clothing allowance, K9 allowance, etc.) FORMTEXT ?????17.76Provides ability to establish employee eligibility controls for hours codes and special hours codes including but not limited to: FORMTEXT ?????17.77Exempt FORMTEXT ?????17.78Non-exempt FORMTEXT ?????17.79Grade FORMTEXT ?????17.80Other user defined rules and controls FORMTEXT ?????17.81Provides ability for authorized users to override hours codes and special hours codes in certain situations FORMTEXT ?????17.82Provides ability to define earnings that are contributable to pension or other accumulators FORMTEXT ?????17.83Provides ability to charge hours worked without pay, for management tracking and analysis, for exempt employees FORMTEXT ?????17.84Provides ability to limit chargeability to FMLA based upon County defined parameters FORMTEXT ?????Deductions/Benefits17.85Provides ability to support an unlimited number of general deduction codes for items such as insurance, retirement, child support, etc. FORMTEXT ?????17.86Provides ability to support predefined deductions for a designated group of employees FORMTEXT ?????17.87Provides ability to deduct union dues by a flat amount FORMTEXT ?????17.88Provides ability to deduct union dues by a percentage by pay period FORMTEXT ?????17.89Provides ability to define deduction limits and maximum amounts FORMTEXT ?????17.90Provides ability to specify the deduction end date FORMTEXT ?????17.91Provides ability to specify the deduction end amount FORMTEXT ?????17.92Provides ability to specify the number of pay periods for a deduction to be taken FORMTEXT ?????17.93Provides ability to accommodate both pre- and post-tax deductions FORMTEXT ?????17.94Provides automatic tracking and collection of general deduction arrears amounts distributed over specified period of time FORMTEXT ?????17.95Provides ability to calculate and store tax withholdings and retirement earnings for non-cash benefits (i.e., excess life insurance, etc.) FORMTEXT ?????17.96Provides ability to calculate and deduct retirement contributions for multiple retirement plans FORMTEXT ?????17.97Provides ability to record Section 457 and other tax-deferral plan information in conformance with IRS and other regulations FORMTEXT ?????17.98Provides ability to assign an unlimited number of active deduction codes to each employee FORMTEXT ?????17.99Provides ability to stop and start a deduction on an employee-by-employee basis or to do a mass stop and start for deduction. Year-to-date totals should be maintained FORMTEXT ?????17.100Provides ability to track IRS 125 benefits package by employee FORMTEXT ?????17.101Can establish 24 deduction periods for benefits AND establish 26 deduction periods (e.g., Flexible Spending Accounts, Dues, etc.) FORMTEXT ?????17.102Provides ability to tax benefits such as vehicles FORMTEXT ?????17.103Ability to import and update deductions and benefits for employees FORMTEXT ?????17.104Ability to export deductions and benefits for employees FORMTEXT ?????Tax Administration17.105Provides ability to allow for an extra withholding tax deduction in any amount at the option of the employee FORMTEXT ?????17.106Provides options to prevent Federal Tax, FICA Tax, and/or Medicare Tax from being withheld on an employee-by-employee basis FORMTEXT ?????17.107Provides options to withhold Social Security Tax and/or Medicare Tax on an hours code basis while exempting the other specific employee earnings from tax (e.g., Election Workers, etc.) FORMTEXT ?????17.108Provides ability to allow the option to manually adjust taxable earnings for W-2 processing based on system permissions FORMTEXT ?????17.109Provides ability to withhold tax for a particular pay check using one-time override, flat rate, federal tax tables or any combination of these FORMTEXT ?????17.110Provides ability to define special taxation rules by hours code (e.g., supplemental tax rates, cumulative, annualized, etc.) FORMTEXT ?????17.111Provides ability to calculate and store employee and employer contributions to Medicare, Social Security, and retirement FORMTEXT ?????17.112Provides ability to maintain separate taxable wages for the following FORMTEXT ?????17.113Federal Income FORMTEXT ?????17.114FICA FORMTEXT ?????17.115Social Security FORMTEXT ?????17.116Earned Income Tax Credit FORMTEXT ?????17.117Medicare FORMTEXT ?????17.118State income FORMTEXT ?????17.119Local income FORMTEXT ?????17.120Provides ability to adjust calendar YTD FICA Taxes withheld based on Calendar YTD Wages FORMTEXT ?????17.121Provides ability to support separate tax tables for special pay calculations (e.g., flat tax, etc.) FORMTEXT ?????17.122Tax tables are date sensitive; will become effective on appropriate date FORMTEXT ?????17.123Tax tables can be automatically updated to the system from federal and state sites FORMTEXT ?????17.124System provides ability for County to determine when to upload tax tables FORMTEXT ?????Payment Edit and Processing17.125Provides ability to validate payroll run against: FORMTEXT ?????17.126Deductions FORMTEXT ?????17.127Tax information FORMTEXT ?????17.128Accruals FORMTEXT ?????17.129Input for new employees FORMTEXT ?????17.130Changes for current employees FORMTEXT ?????17.131Balance of total rate, hours, over-time hours, exception hours FORMTEXT ?????17.132Department FORMTEXT ?????17.133Direct deposit FORMTEXT ?????17.134Other user defined data FORMTEXT ?????17.135Provides ability to process multiple payroll runs by type, including but not limited to: FORMTEXT ?????17.136Regular Run FORMTEXT ?????17.137Supplemental Run FORMTEXT ?????17.138Provides ability to process multiple payroll runs for verification prior to posting, for each payroll run type FORMTEXT ?????17.139Provides ability to process fiscal year end when fiscal year end date falls mid payroll period by making appropriate accrual entries to prior year and reversal entries to new year based upon employees GL distribution FORMTEXT ?????17.140Provides ability to support employees in multiple job assignments FORMTEXT ?????17.141Provides ability to process payroll accruals based on a user defined effective date FORMTEXT ?????17.142Provides ability to allocate costs per fiscal year and funding sources within defined fiscal periods FORMTEXT ?????17.143Provides ability to pay an employee at more than one rate based on job assignment FORMTEXT ?????17.144Provides ability to run pay, deduction, withheld taxes, and net pay calculations as a "proof" run for review prior to final pay run FORMTEXT ?????17.145Provides ability to validate beginning balances against ending balances from last run, prior to payroll processing FORMTEXT ?????17.146Provides ability to produce accounting transactions as a result of all payroll activity FORMTEXT ?????17.147Provides an audit trail report of all data entries, changes and deletions by user, date, time and workstation FORMTEXT ?????17.148Provides ability to generate the following pre-payroll proof reports: FORMTEXT ?????17.149Accrual Audit Report FORMTEXT ?????17.150Hours Proof Report FORMTEXT ?????17.151Accrual Exception Report FORMTEXT ?????17.152Calculations Error Listing FORMTEXT ?????17.153Preliminary Payroll Register FORMTEXT ?????17.154Provides ability to generate the following post-payroll proof reports: FORMTEXT ?????17.155Add Pay Register FORMTEXT ?????17.156Tax Register FORMTEXT ?????17.157Deduction Register FORMTEXT ?????17.158Grand Totals Report FORMTEXT ?????17.159Benefits Register FORMTEXT ?????17.160Provides ability to run initial payroll for review prior to the final pay run including but not limited to the following: FORMTEXT ?????17.161Adjustments FORMTEXT ?????17.162Recalculation FORMTEXT ?????17.163Exceptions FORMTEXT ?????17.164Hours by type FORMTEXT ?????17.165Earnings by type FORMTEXT ?????17.166Employee tax liabilities FORMTEXT ?????17.167Employee deduction amount FORMTEXT ?????17.168Employer contribution amount FORMTEXT ?????17.169Deductions not taken and set-up in arrears FORMTEXT ?????17.170Employer portion of all taxes FORMTEXT ?????17.171Check register FORMTEXT ?????17.172Direct deposit listing FORMTEXT ?????17.173Any user specified chart of account field or combination of fields FORMTEXT ?????17.174Totals by employee, project, cost center, division, department, total County FORMTEXT ?????Payment Calculations17.175Provides ability to calculate salary employee effective date step increases, as a result of actions changes (e.g., promotions, demotions, acting appointments, and other actions) FORMTEXT ?????17.176Provides ability to automatically adjust calculations for mid-pay period salary and employment actions FORMTEXT ?????17.177Provides ability to automatically adjust calculations for FLSA cycle changes FORMTEXT ?????17.178Provides ability for one employee to be paid by more than one position FORMTEXT ?????17.179Provides ability to calculate pay for multiple positions for one employee who transfers during a pay period FORMTEXT ?????17.180Provides ability to automatically calculate gross pay from multiple user defined components such as base pay, educational incentive pay, shift differential, etc. FORMTEXT ?????17.181Provides ability to process negative pay amounts that reduce current net pay for both pay and deductions FORMTEXT ?????17.182Provides ability to re-calculate payroll for changed hours, rates, hours codes, one-time overrides, etc. FORMTEXT ?????17.183Provides multiple formulas for complex hours and deduction codes (e.g., on call, shift differential, language proficiency, premium overtime calculations based on pay, etc.) FORMTEXT ?????17.184Provides ability to calculate/verify overtime and shift differential consistent with FLSA rules, including but not limited to: FORMTEXT ?????17.185Overtime calculations for employees in more than one position. Describe functionality provided FORMTEXT ?????17.186Overtime across multiple cost centers. Describe functionality provided FORMTEXT ?????17.187Overtime calculations for other user defined rules. Provide additional details on the types of rules that an authorized County user can create FORMTEXT ?????17.188Provides ability to calculate overtime on hours worked when employee has worked hours in multiple job classes and/or departments FORMTEXT ?????17.189Provides ability to calculate and track County-paid benefits FORMTEXT ?????17.190Provides ability for leave to accrue automatically based on defined business rules FORMTEXT ?????17.191Provides ability for leave to accrue automatically based on a percentage or table (e.g., for part time employees with fluctuating work schedules) FORMTEXT ?????17.192Provides ability for employees to use vacation and sick leave accruals for the current payroll period FORMTEXT ?????17.193Provides ability for authorized users to make manual adjustments to leave earned or taken FORMTEXT ?????17.194Provides ability for leave balances to be transferred to another leave category (e.g., when exceeding the maximum vacation limit, balances can be rolled over to sick leave at calendar year end, based on compliance with County-defined rules) FORMTEXT ?????17.195Provide alerts during Payroll Processing/Calculations based upon County established parameters (e.g., alert if a specific hours code exceeds a specific dollar amount, alert if employee has more than a specific number of hours during a pay cycle, alert if an employee has more than a specific number of checks issued in a pay period, etc.) FORMTEXT ?????17.196Provides ability to calculate longevity payments, once employee has reached maximum salary in grade, based upon County defined parameters FORMTEXT ?????17.197System can calculate both a partial merit increase and a longevity payment on one paycheck FORMTEXT ?????Pay Distribution and Direct Deposit17.198Provides ability to print checks from system without use of additional software FORMTEXT ?????17.199Provides ability to print a check on a blank sheet so that print includes watermarks, security features, and signatures FORMTEXT ?????17.200Provides check reprint functionality (with indication that check is a reprint and/or as a reissue) FORMTEXT ?????17.201Provides ability to reissue a new check number while maintaining details of the old check number FORMTEXT ?????17.202Provides ability to print employee payment checks including bank MICR line and address bar codes FORMTEXT ?????17.203Provides ability to support on-demand check writing to accommodate manual check writing FORMTEXT ?????17.204Provides ability to sort checks by user-defined criteria FORMTEXT ?????17.205Provides ability to produce a Pay Check Stub, including but not limited to the following information: FORMTEXT ?????17.206Current Pay FORMTEXT ?????17.207Current rate of pay (by employee group) FORMTEXT ?????17.208Deferred compensation FORMTEXT ?????17.209Federal tax withheld FORMTEXT ?????17.210State tax withheld FORMTEXT ?????17.211W-4 Status FORMTEXT ?????17.212State Tax Status FORMTEXT ?????17.213Group insurance FORMTEXT ?????17.214Medicare FORMTEXT ?????17.215Social Security FORMTEXT ?????17.216Net pay FORMTEXT ?????17.217Other deductions and amounts FORMTEXT ?????17.218Employer paid benefits FORMTEXT ?????17.219Direct-deposit accounts (up to 10) FORMTEXT ?????17.220Other leave hours balances (multiple categories) FORMTEXT ?????17.221Sick leave hours balance FORMTEXT ?????17.222Taxable/non-taxable earnings FORMTEXT ?????17.223Total deductions FORMTEXT ?????17.224Vacation hours balance FORMTEXT ?????17.225Workers’ comp (injury leave) FORMTEXT ?????17.226YTD Gross Pay, Medicare Wages, Social Security Wages, W-2 Wages FORMTEXT ?????17.227YTD Pay FORMTEXT ?????17.228Pay period start/end date FORMTEXT ?????17.229Pay date FORMTEXT ?????17.230Other user defined FORMTEXT ?????17.231Provides ability to print unlimited hours codes on the paper check stub FORMTEXT ?????17.232Provides ability to print leave accrual rate, leave taken in hours or days and leave remaining on paychecks for all leave categories FORMTEXT ?????17.233Provides ability to void a direct deposit entry within the federally allowed time period FORMTEXT ?????17.234Provides ability to void a P/R check FORMTEXT ?????17.235Provides ability to print user-defined information on employee's pay stub, including free form text messages with defined capacity FORMTEXT ?????17.236Provides ability to edit direct deposit file prior to transmission with security permissions FORMTEXT ?????17.237Provides ability to define up to ten (10) direct deposit accounts for each employee FORMTEXT ?????17.238Provides ability to calculate a "net pay" deduction for direct deposit FORMTEXT ?????17.239Provides ability to set a defined amount for direct deposit FORMTEXT ?????17.240Provides ability to turn off direct deposit for certain employee payroll checks where the employee usually has direct deposit FORMTEXT ?????17.241Provides ability to track changes made to direct deposits FORMTEXT ?????Tax Filing, Querying & Reporting17.242Provides ability to comply with Federal payroll tax reporting requirements FORMTEXT ?????17.243Provides ability to produce W-2 forms in electronic and paper form FORMTEXT ?????17.244Provides ability to print W-2s via Web Portal by a user with proper security access FORMTEXT ?????17.245Provides a history of tax status and W-4 information FORMTEXT ?????17.246Provides ability to track reportable earnings and deductions for W-2s FORMTEXT ?????17.247Provides ability to manually adjust taxable earnings for W-2 processing based on system permissions FORMTEXT ?????17.248Provides the W-2 file print sorted by department and employee number FORMTEXT ?????17.249Provides ability to generate Audit Reports of W-2 Data FORMTEXT ?????17.250Provides ability to generate Audit Report of W-2 Transmission File to IRS and MD Comptroller FORMTEXT ?????17.251Provides ability to create and generate W-2c File for Transmission to IRS and MD Comptroller FORMTEXT ?????17.252Provides ability to print W-2 on blank paper FORMTEXT ?????17.253Provides ability to reprint W-2 by individual employee FORMTEXT ?????17.254Provides ability to produce amended W-2 for multiple years FORMTEXT ?????17.255Provides ability to store W-2 information for a minimum of ten (10) years after employee termination FORMTEXT ?????17.256Provides ability to generate Federal and State Tax Summary Report by Pay Period FORMTEXT ?????17.257Provides ability to track taxable earnings annually FORMTEXT ?????17.258Provides ability to track taxable earnings quarterly FORMTEXT ?????17.259Provides ability to generate Quarterly Federal and State Tax Summary Reports FORMTEXT ?????17.260Provides ability to produce a report showing FICA wages, by individual and in total FORMTEXT ?????17.261Provides ability to generate a report with a user-defined look back date/time for such purposes as average hours per week, benefit eligibility, etc. FORMTEXT ?????17.262Provides ability to produce earnings and withholding earnings, Medicare, and FICA total reports, including associated taxes, for the following periods: FORMTEXT ?????17.263Fiscal Year FORMTEXT ?????17.264Calendar Year FORMTEXT ?????17.265Policy Year (e.g., Worker's Compensation) FORMTEXT ?????17.266User-defined range of dates FORMTEXT ?????17.267Provides ability to produce the following standard reports: FORMTEXT ?????17.268Hours Registers - Detailed list of all hours and wages per department with totals FORMTEXT ?????17.269FLSA Reports - List of all employees and their FLSA amount that the system automatically calculated for them. Separated by FLSA type FORMTEXT ?????17.270FLSA Reconciliation Report - Lists all employees with separate hour and wage amounts by type as well as the amount of FLSA the system calculated FORMTEXT ?????17.271Unusual Date Report - List of all dates used that are not within the normal date range for the current pay FORMTEXT ?????17.272Pay Day Register - Detailed report of all employees check information including hours/pay FORMTEXT ?????17.273Earnings Register - Detailed report of all employees earnings FORMTEXT ?????17.274Check Register - List of all employees check numbers and amounts FORMTEXT ?????17.275Deduction Summary - List of all deductions with totals FORMTEXT ?????17.276Deduction Register – Detailed List of all deductions with individual employee amounts FORMTEXT ?????17.277Benefit Summary - List of all benefits with totals FORMTEXT ?????17.278Benefit Register - Detailed list of all benefits with individual employee amounts FORMTEXT ?????17.279Salary & Benefit Register - All employee pay/hour information with GL allocation FORMTEXT ?????17.280Direct Deposit Listing - List of all direct deposits by employee with amounts and bank information FORMTEXT ?????17.281Deduction Reports - Ran per deduction type to get a detailed list of employees and amount FORMTEXT ?????17.282Positive Pay transfer - Report of all checks for pay period to be transmitted to bank. Must include date, check number, check amount and pay to the order of employee name FORMTEXT ?????17.283Direct deposit transfer - Report file to upload to bank of all direct deposits for pay date. Must include all banking information and employee pay information FORMTEXT ?????17.284EEO Report - EEO Information FORMTEXT ?????17.285EEO-4 - State and Local Government information FORMTEXT ?????17.286EEO-1 - Job Classification FORMTEXT ?????17.287Post Vendor Invoice/Edit Listing Reports - Detailed list of all invoices that need to be paid by AP/Treasurers Office FORMTEXT ?????17.288Occupational Employment Statistics - Provides Occupational titles and rate of pay categories for each employee in that occupation FORMTEXT ?????17.289Statistical Data - Salaries and wages, Employer Paid benefits for a Fiscal year. Includes number of employees as of 6/30 of the fiscal year FORMTEXT ?????17.290Annual Survey of Public Employment & Payroll E4: Municipalities, Counties, Townships - FORMTEXT ?????17.291CES- Current Employment Statistic Report - Total number of employees as of the 12th of the month. Total broken out by number of male/female employees FORMTEXT ?????17.292Multiple worksite report - Reported quarterly. Number of employees as of the 12th of each month of the quarter at each job site and total gross wages for the quarter FORMTEXT ?????17.293Maryland Unemployment for E-wage reporting - All employees gross pay per quarter. Total number of employees reported as of the 12th of each month in quarter FORMTEXT ?????17.294Provides ability to transfer Maryland Unemployment for E-wage reporting data electronically to the State of MD FORMTEXT ?????17.295Quarterly wage reports - Ability to run by quarter, in summary or detail, by federal and state FORMTEXT ?????17.296Wage reports – ability to run by year to date totals along with quarter totals FORMTEXT ?????17.297The system shall provide role-based security on running and viewing reports.\ FORMTEXT ?????17.298The system shall provide the ability to generate a report of all Payroll system activity (i.e., a complete audit trail) FORMTEXT ?????17.299Provides ability to generate employee benefit letters including total annual compensation (including wages paid and all benefits) FORMTEXT ?????17.300List and describe all standard Payroll reportsAdditional Information for Section 17.0 Payroll RequirementsPlease use the area below to indicate any additional information associated with this section’s requirements. Include the associated Requirement Item#(s) from above when providing comments. FORMTEXT ?????18. Cashiering (optional)18.0 CashieringItem#ItemIndicatorGeneral Requirements18.1Proposed solution includes a Cashiering module which integrates with all other proposed modules FORMTEXT ?????18.2Provides a Point of Sale (POS) system for accepting payments in person FORMTEXT ?????18.3POS system includes cash drawer functionality. Describe how cash drawer functions during payment entry FORMTEXT ?????18.4System must accept and track any form of standard payment. This includes but is not limited to: 18.5Cash FORMTEXT ?????18.6Checks FORMTEXT ?????18.7Electronic commerce (bank drafts, EFT, etc.) FORMTEXT ?????18.8Credit/debit cards with and without chips FORMTEXT ?????18.9Money orders FORMTEXT ?????18.10Lock boxes FORMTEXT ?????18.11Provides ability to enter / apply payments to customer accounts manually (one customer at a time) and automatically in a batch (i.e. lockbox type payments) FORMTEXT ?????18.12Provides ability for cashiers to accept the following:18.13full payments FORMTEXT ?????18.14over-payments FORMTEXT ?????18.15partial payments FORMTEXT ?????18.16pre-payments FORMTEXT ?????18.17payment plan payments FORMTEXT ?????18.18Provides ability for cashier to log in and out of the system multiple times throughout a day without closing the cash drawer FORMTEXT ?????18.19Revenue Specialists have the ability to open multiple drawers to process transactions (i.e. mail, internet, phone, walk-in customer transactions) FORMTEXT ?????18.20System automatically prints a payment receipt after payment is received in person FORMTEXT ?????18.21Provides ability to reprint a receipt at any time FORMTEXT ?????18.22System provides the following receipt information on the printed receipt when payment is taken in person (including but not limited to):18.23Date of payment FORMTEXT ?????18.24Time of payment FORMTEXT ?????18.25Customer/Account number FORMTEXT ?????18.26Receipt number FORMTEXT ?????18.27Revenue Specialist Initials FORMTEXT ?????18.28Customer name FORMTEXT ?????18.29Customer address FORMTEXT ?????18.30Total due on customer account prior to payment FORMTEXT ?????18.31Amount paid FORMTEXT ?????18.32Type of payment (e.g. check, credit card, cash, etc.) FORMTEXT ?????18.33Check number and name if different than owner FORMTEXT ?????18.34Balance due on account after payment FORMTEXT ?????18.35Change due FORMTEXT ?????18.36Provides ability to make payments on an “internal” account (account billed to the County) where no money is actually tendered and automatically generate the appropriate journal entries FORMTEXT ?????18.37Issues warnings when internal account payments cause a G/L account over budget condition FORMTEXT ?????18.38Payments made via the POS system are updated real time to the A/R customer account FORMTEXT ?????18.39Provides automated tools for drawer count functionality FORMTEXT ?????18.40Can enter over-payments to be applied to A/R customer account FORMTEXT ?????18.41Allows over-payments to be maintained as unapplied credit balances on A/R customer account FORMTEXT ?????18.42Allows over-payments to be automatically applied to the next invoice on a A/R customer’s account FORMTEXT ?????18.43Allows over-payments to be manually applied to the next invoice on a A/R customer’s account FORMTEXT ?????18.44Allows credit adjustments to be manually applied to the next invoice on a A/R customer’s account FORMTEXT ?????18.45System provides ability to display details of transaction and drill down to transaction FORMTEXT ?????18.46System provides a payment history which includes: 18.47Batch number FORMTEXT ?????18.48Cashier FORMTEXT ?????18.49Time of day FORMTEXT ?????18.50Receipt number FORMTEXT ?????18.51Payment amount FORMTEXT ?????18.52Date FORMTEXT ?????18.53Payment type (e.g., cash, check, credit card, etc.) FORMTEXT ?????18.54Payment method (e.g., walk-in, online, etc.) FORMTEXT ?????18.55A/R invoice detail line charge code FORMTEXT ?????18.56Percentage distribution FORMTEXT ?????18.57Provides authorized users the ability to override payment distributions FORMTEXT ?????18.58Provides ability to apply payment for one customer to more than one invoice at a time FORMTEXT ?????18.59When multiple invoices for one customer are being paid at the same time, provides an option to automatically pay off oldest invoices first FORMTEXT ?????18.60When multiple invoices for one customer are being paid at the same time, provides an option for authorized user to determine what invoices should be paid FORMTEXT ?????18.61Provides ability to debit returned checks back to the customer’s account FORMTEXT ?????18.62Provides option to automatically set A/R invoice back up as it was originally when a returned check is debited to a customer’s account FORMTEXT ?????18.63Provides option to NOT set A/R invoice back up FORMTEXT ?????18.64When a returned check is debited to a customer’s account, provides ability to add the appropriate returned check fee to the customer’s account at the same time FORMTEXT ?????18.65System provides ability to import payment records from bank website and remittance processing software FORMTEXT ?????18.66Provides a nightly automated process to select information associated with all Red Light/Speed Camera payments and create a .csv and .txt file for transfer to external vendor FORMTEXT ?????18.67Includes bar code scanning capabilities. Explain functionality included and any 3rd party software required FORMTEXT ?????18.68Provides ability to scan customer and invoice information during payment processing and automatically populate appropriate receipt fields (e.g., customer information, invoice number, amount due, etc.) FORMTEXT ?????18.69System provides ability to generate a counter invoice detailing charges and balance due FORMTEXT ?????18.70Provides workflow to handle the transaction void process FORMTEXT ?????18.71Provide all hardware specifications for any equipment that should be used in order to optimize the cashiering functionalityCredit/Debit Card Processing18.72Allows for payment by credit/debit card FORMTEXT ?????18.73Accepts various types of credit cards including, but not limited to: FORMTEXT ?????18.74VISA FORMTEXT ?????18.75MasterCard FORMTEXT ?????18.76Discover FORMTEXT ?????18.77American Express FORMTEXT ?????18.78System utilizes a 3rd party credit provider to accept credit card payments FORMTEXT ?????18.79System does not store credit card information when accepting credit card payments FORMTEXT ?????18.80Payment credit/debit card processing integrates with a credit card reader FORMTEXT ?????18.81Payment credit/debit card processing verifies credit card information FORMTEXT ?????18.82Credit/debit card payments are updated real-time to the A/R customer account FORMTEXT ?????18.83Allows cashier to enter credit card numbers if necessary FORMTEXT ?????18.84Provides ability to see amounts paid daily and monthly, grouped by type of credit card (e.g., Visa, Master Card, American Express, etc.) FORMTEXT ?????Credit/Debit Card Reader18.85Provide list of credit/debit card readers which seamlessly interface with the proposed solution FORMTEXT ?????18.86On list of credit/debit card readers, indicate those which incorporate the following functionality: FORMTEXT ?????18.87Swipe FORMTEXT ?????18.88Chip FORMTEXT ?????18.89Pin FORMTEXT ?????Integration with other systems18.90Cashiering module must be capable of interfacing in real-time and/or batch mode with all the County's billing systems. Describe how proposed solution can accomplish this requirement FORMTEXT ?????A/R Customer Portal18.91Provides online payment processing functionality via the A/R Customer Portal, detailed in the Accounts Receivable section of this RFP FORMTEXT ?????18.92Requires customers to register an online account via web portal to make online payments FORMTEXT ?????18.93Can process payments (e.g., credit cards, eChecks, debit cards, and other online payment / tender methods) via the A/R Customer Portal FORMTEXT ?????18.94Provides ability for customers to set up automatic payments from credit card and checking accounts via web portal FORMTEXT ?????18.95Payments made via web portal are updated real-time to the back office system and are reflected in the A/R customer account balance FORMTEXT ?????Reporting18.96Provides reports to assist in balancing and reconciling cashier daily batches FORMTEXT ?????18.97Provides a Transaction report which includes all payments and associated G/L account information FORMTEXT ?????18.98Provides an End-of-Day report that summarizes the payments collected for the day by cashier and grand total of all cashiers FORMTEXT ?????18.99End-of-Day report summarizes multiple cashier batches, thus creating a report that reconciles all batch transactions to the daily bank deposit FORMTEXT ?????18.100System End-of-Day report includes, at a minimum, the following: FORMTEXT ?????18.101Total of all payments, broken down by payment type (e.g., cash, checks, credit card, etc.) FORMTEXT ?????18.102Total of all payments, broken down by County established payment method (e.g., walk-in, mail-in, collections, night deposit, online, bank transfer, etc.) FORMTEXT ?????18.103Total number of checks FORMTEXT ?????18.104Total number of transactions including voids FORMTEXT ?????18.105List and describe all standard Cashiering reportsAdditional Information for Section 18.0 Cashiering RequirementsPlease use the area below to indicate any additional information associated with this section’s requirements. Include the associated Requirement Item#(s) from above when providing comments. FORMTEXT ?????19. Hosting (optional)If this proposal includes a Hosted option, the table below must be completed.19.0 Hosted SolutionItem#ItemIndicator19.1Charles County shall own all rights, title, and interest in its information and data regardless of where it is stored FORMTEXT ?????19.2All County data transferred to the hosting environment, or data extracted or created from the County’s data, will be returned to the County upon the termination of activities FORMTEXT ?????19.3All County data transferred to the hosting environment, or data extracted or created from the County’s data, will be securely destroyed within 30 days upon the termination of activities FORMTEXT ?????19.4A certificate of destruction for the County’s data will be provided to the County once the data destruction process is complete. FORMTEXT ?????19.5Vendor agrees to follow Maryland Statute §14-3504, otherwise known as the Maryland Personal Information Protection Act FORMTEXT ?????19.6The Vendor’s agreement to follow Maryland Statute §14-3504 will be written into the contract FORMTEXT ?????19.7The County will be directly notified of any data breaches affecting the hosting environment FORMTEXT ?????19.8Provide copies of the SOC reports concerning the hosting environment. If SOC reports are not available, describe the security program as it relates to the protection of the County’s data within the hosting environment19.9The hosting environment utilizes a DDoS attack mitigation solution, capable of detecting and reducing the impact of a DDoS attack FORMTEXT ?????19.10List the locations or addresses of your data centers that are hosting data or providing services for the County19.11Data centers which serve the hosting environment are Tier II (or higher) certified as defined by the Uptime Institute FORMTEXT ?????19.12If the data centers are not Tier II (or higher) certified, describe how data replication and service failover processes function within and between the data centers19.13List the Recovery Time Objective, Recovery Point Objective, and the backup image retention schedule for data within the hosting environment19.14Multiple copies of backup images are stored in geographically distant locations FORMTEXT ?????19.15Backups are regularly restored to test for data integrity and completeness FORMTEXT ?????19.16A Service Level Agreement will be negotiated and include: FORMTEXT ?????19.17Advance notice and change control for major upgrades and system changes FORMTEXT ?????19.18System availability/uptime guarantee/agreed-upon maintenance downtime FORMTEXT ?????19.19Server response times/page loading times FORMTEXT ?????19.20Data retention duration FORMTEXT ?????19.21Resolution timeframes for hosting support issues FORMTEXT ?????19.22Hosting support escalation process FORMTEXT ?????19.23Provide a copy of your standard Service Level AgreementAdditional Information for Section 19.0 Hosted Solution RequirementsPlease use the area below to indicate any additional information associated with this section’s requirements. Include the associated Requirement Item#(s) from above when providing comments. FORMTEXT ????? ................
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