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Accounting Software Users Features Check List

The document is a comprehensive checklist of functional and technical requirements for a software system, detailing capabilities such as user-friendly interfaces, data management, security features, and reporting tools. It specifies vendor responses regarding current and future software releases, integration with third-party products, and customization options. The checklist aims to ensure that the system meets organizational needs for efficiency, security, and user accessibility.

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0% found this document useful (0 votes)

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Accounting Software Users Features Check List

Uploaded by

khalid

Available Formats

Download as PDF, TXT or read online on Scribd

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GENERAL FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

GENERAL SYSTEM CAPABILITIES:

The System must use "rule based" configuration options that allows the site to design how
1 the software will be deployed.
The staff must be able to adjust common variables, such as codes, tables, report parameters,
2 etc., without the services of a professional programmer.
3 The software must have a one-time, single-point of data entry to reduce redundant work.
4 All software programs must seamlessly integrate to maximize operator and system
The software must have an easy to use system for preparing various statistical and analytical
5 reports.
6 Totally integrated search capabilities on all fields without the use of a secondary application.
The software must provide a look-up capability for frequently entered information; and,
7 once selected the information will automatically populate the corresponding data record.
The software shall provide the ability to input, access, and store a user-defined level of
8 historical data.
The software must verify the validity of the data being entered into the database by
9 performing immediate error checking.
The software must provide the ability for the system manager to identify any individual who
entered, edited, deleted or otherwise changed any transaction and the date and time that the
10 change was made.
11 The software should allow all corrections to be done in the source module.
The software must provide the ability for multiple users to be on the system at the same time
12 and multiple users to be in the same programs at the same time.
13 The software must be written using a relational database.
The software must provide the ability to direct output of a data search to a printer upon user
14 demand.
The system must provide the ability for the user to create PDF, spreadsheet(XLS, ODF),
15 delimited text file format for all reports
GENERAL FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

TECHNICAL CAPABILITIES:
The system should provide the ability to support public/private key certificates (X.509) and
1 digital signatures for online form approvals.
2 The system should have a user-friendly, read-only data dictionary (for non-technical users).
The system should provide the ability to support purging, with appropriate archival and
3 audit trails, on individual or project specific data from all relevant system modules.
The system should provide field level edit checks for transactions during data entry and
provide immediate user feedback, including error messages and possible corrective actions
4 (i.e., warnings when entering existing SSN, address, etc.)
The system should provide online documentation and training materials such as context-
specific help, search capability, Organization-specific business process documentation and
5 process maps.
The system should allow authorized users to obtain/update information through self service
6 applications.
The system should support importing and exporting of standard desktop office application
7 files, including but not limited to Microsoft Office suite.
The system should provide scheduling capabilities directly with Microsoft
8 Outlook/Exchange.
9 Ability to send encrypted and/or authenticated email messages directly from the system.
10 The system can be deployed in a SaaS (Software as a Service) model.
11 The system should support complete Windows x64 Server architecture.
12 The system should provide tight integration and scheduling with Microsoft Exchange.
13 The system should provide integration with Microsoft SharePoint technologies.
14 The system should provide integration with Microsoft Communications Server.
15 The system should support Mozilla Firefox.
16 The system should support Internet Explore.
17 The system should supports Apple Safari browser
18 The system should support EDI.
The system should comply with all current government standards and web-based
19 transaction encryption standards.
20 The system should provide the ability to maintain and update test environments.
APPLICATION ARCHITECTURE
21 The system should provide all screens, reports and transactions through a web browser.
22 The system should support Rich Internet Application interfaces (i.e. Silverlight or Flash).
The system should provide easy deployment to desktops, either through web-based
23 technologies or provide deployment tools to push or pull software to the desktop.
24 The system should provide customizable user interfaces.
25 The system should supports real time bi-directional XML web services.
26 The system should provide the ability to schedule batch jobs.
27 The system should accommodate background (batch) jobs concurrently with online
The system should provide data and transaction logic validation through the use of
28 centralized or distributed business rules.
The system should provide support for interprocess communication including, but not
limited to, the following:
29 Attachment of standard object types in an object library
30 Cut and paste capability from data fields and screens to other applications
31 The system should provide the ability to attach imaged documents.
32 The system should provide the ability to attach scanned documents to database objects.
33 The system should support mass changes to definable groupings of transactions.
34 The system should accommodate separate instances of databases and database number
The system should support effective dating for transactions and table updates, including
35 both future and retroactive changes.
The system should provide the user with the ability to drill down from a transaction view to
the respective and supporting source record view irrespective of the module containing
36 information.
Access to the system should be encrypted using an industry standard mechanism such as
37 SSL Certificates for all web access.
SYSTEM ADMINISTRATION & CUSTOMIZATIONS
38 Tables
39 Fields
40 Screens
41 Reports
42 Forms
43 Hot keys
44 Menus
45 Business rules and workflows
Application customizations should use an application based toolset and require little or no
46 programming expertise.
TECHNICAL FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

The system should include a "default" that can be reverted to after customizations have
47 been made rather than make changes directly to the system.
48 All application customizations should be retained following any system update.
49 The system should allow administration tasks to be decentralized.
DATABASE MANAGEMENT SYSTEM
50 The system should be optimized for Microsoft SQL Server RDBMS.
The system should include application and system configuration tables accessible by all
51 modules.
52 The system should provide for simultaneous access to data by concurrent users.
53 The system should provide the ability to lock database records at a row and field level.
54 The system should provide data modeling, data definition and data dictionary components.
The system should provide a database that is integrated with all tools supplied for
55 application development ad hoc database access and ad-hoc reporting.
The system should support Microsoft Analysis and Integration Services for Business
56 Intelligence capabilities.
57 System should provide published data cubes for Business Intelligence.
The system should provide standard structured query language (SQL) capabilities for
58 database queries.
The system should provide the ability to set up log event triggers to automatically notify
administrator when a user defined database condition or set maximum/minimums are
59 exceeded.
The system should provide the ability for the administrator to track user behavior as well as
60 database utilization.
The system should allow for data replication including but not limited to SQL Server
61 Database Mirroring and Microsoft Distributed File System (DFS).
The system should provide documented best practices including but not limited to optimum
62 database configuration and client maintenance.
NETWORK AND OPERATING ENVIRONMENT
63 System supports Microsoft Windows Server 2008 or newer operating system.
64 The system should support industry standard virtualization platforms.
The system should provide the ability to copy and/or archive data to external storage media
65 (e.g., tape, CD-ROM) based on user-defined selection criteria and times.
The system should provide the ability to maintain multiple operating environments for
66 development, test, training and production.
SECURITY
The system should display the last date and time the user logged onto the system at the
67 time of logon.
68 The system should use single sign-on (SSO) with Microsoft Active Directory.
69 The system should allow an administrator to suspend a user ID from further use.
The system should allow an administrator to suspend all user access when a user is
70 terminated.
71 The system should time out or suspend users after a period of time of being idle.
72 The system should restrict access to the file containing security parameters.
The system should allow an administrator to add and modify user security information
73 using online screens with immediate profile update.
The system should allow an administrator to generate online inquiry and batch reports to
74 review access profiles and types given to the users defined to the system.
The system should record and maintain past security profiles (history of security access for
75 an employee) when changes are made to an employee's security profile.
The system should record in the system who changes security profiles and when changes
76 are made (user name, date and time stamp).
The system should assign application access rights across entire suite of applications at a
77 single point of entry.
The system should support a decentralized security administration function by component
78 and business unit
The system should control access by level, which will apply to online activities, batch
79 processing, report writer or retrieval software and system utilities, at the following levels:
80 System
81 Database
82 Module
83 Field
84 Inquiry
85 Record
86 Report
87 Approval
88 Transaction
89 Table
90 Individual
91 Work Unit
92 Group
93 Organization
94 Department
95 User roles (supervisor, data entry, review only) across all functional areas
96 User site (location) across all functional areas
97 Position held (HR clerk, Payroll Clerk, Payroll Manager) across all functional areas
TECHNICAL FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

The system should provide summarized and detailed reports on user access, usage and
98 audit logs, etc.
The system should utilize a role-based security system allowing an unlimited number of
99 roles to be assigned to each user.
100 The system should allow an administrator to define start and end dates for security roles.
BACKUP AND RESTORE CAPABILITIES:
The system should provide full recovery and backup capabilities for all online and batch
101 transactions.
The system should provide the ability to restore transactions from the database transaction
102 log.
REPORTING
103 The system should generate charts and graphs based on report data within the system.
104 The system should generate reports directly to HTML or PDF formats.
The system should provide the ability to view previously generated reports by all users or
105 by specific users.
106 The system should schedule reports to run automatically.
107 The system should allow for reporting by exception.
The system should allow print preview of all reports before printing and have print screen
108 functionality.
109 The system should utilize electronic spreadsheets to:
110 Download information from the application
111 Upload information into the application
The system should provide for the following types of custom report writing tools that will
112 use the application established security at the database level:
113 User-friendly end-user report-writer
114 Graphical report-writer
115 Reporting from multiple databases
The system should include read-only Database views or Data Models for use with third-
party reporting tools which include the same data access restrictions as defined in the user
116 security
y file. pp g y g p y p g
such as SAP Business Objects / Crystal Reports and Microsoft SQL Server Reporting
117 Services.
WORKFLOW
118 The system should provide best practice workflow templates.
119 The system should provide multiple approval paths based on item to be routed.
120 The system should provide an internal mail box for approval actions.
121 The system should provide automated approval notification.
The system should provide workflow tools that integrate with Microsoft Outlook e-mail for
122 automated notifications.
The system should provide the ability for a designated user to override particular workflow
123 step.
The system should provide the ability for the approver to see only items that need their
124 approval.
The system should provide the ability for the secondary approver to see items needing
approval when primary approver indicates he or she is unavailable (or system
125 administrator indicates that approver is unavailable).
The system should provide the ability to create custom workflows based on rules based
126 tools.
The system should provide an internal real-time message routing capability for
127 broadcasting information to all or a selected portion of users.
The system should provide the ability to track documents submitted for approval and
128 review with a time/date stamp.
129 The system should allow for workflow management and approval hierarchies.
GIS
System provides integrated export/import capabilities via batch for GIS applications such as
130 exception listing prior to import and/or data comparison tool
131 Ability to interface with ArcSDE and/or ArcGIS and/or ArcGis Server.
including pan, zoom bar, hotlink tool (provides users a shortcut for linking to EDMS URLs
132 associated with map layer objects), previous/next map views, zoom.
Ability to display specified parcel, permit, licensing, request for service, code enforcement
133 and capital asset information
134 Ability to highlight GIS objects returned from a query.
135 Vendor is an ESRI partner.
BUSINESS ANALYTICS
136 Ability to build 'on the fly" customizable reports
137 Reports can be created in Excel
138 Reports can be created in SSRS Report Writer
139 Reports can be created in Crystal Reports
140 The system provides the ability to create the report, save it and refresh the data at any time.
The system can use Windows Authentication for securing the data being displayed from the
141 cubes.
142 Reports can be shared with users and non users of the system.
143 Leverage several of the tools within Excel.
144 Ability to drill down to detail transactions
TECHNICAL FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

MAINTENANCE
145 System supports single point of install for updates
146 All updates, both major and minor releases, are included as part of annual maintenance
147 Updates are performed at the server level and do not depend on client installs.
TECHNICAL - REMOTE ABILITY
148 System supports remote access through use of VPN.
149 Vendor has developed applications for IOS devices available through the Apple App Store.
150 Vendor has developed applications for Android devices available through the Android
Vendor has developed applications for Windows tablets and devices available through the
151 Microsoft Store.
Tablet applications can connect directly to system without the use of VPN software or
152 applications.
AR AND CASHIERING FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

GENERAL PROGRAM CAPABILITIES:

1 Receivable system can track payments (receivables) linked to a billing or loan.
2 Ability to recognize or accommodate:
3 Revenue earned and billed
4 Revenue earned, but not billed
5 Revenue previously reported as deferred
6 Estimated revenue
Ability to specify the order in which receipts are processed against outstanding receivables
with the option of overriding the order. This would include outstanding receivables across
7 all modules.
8 Ability to accept partial payments to reduce receivable amounts.
9 Projecting cash flow of receipts based on historical data by accounts receivable type
10 Sorting and displaying accounts receivable in a prescribed aging format
Ability to enter a cash receipt transaction on a decentralized (departmental) or centralized
11 basis.
12 Ability to automatically assign sequential customer and invoice numbers.
13 Ability to apply credit memos or adjust customer bills.
14 Ability to accommodate decentralized cash deposit entry.
15 Ability to support use of bar-coding and scanning technology for invoicing and receiving.
System should provide method of user defined structures for classifying customers into
16 unique groups.
Ability to set up one time customers with minimal data entry as compared to a regular
17 customer.
18 Ability to indicate upon customer entry when a customer already exists for a given SSN.
Ability to security sensitive customer information (e.g. Date-of-Birth, SSN, EFT, and driver's
19 license)
20 Ability to merge customer records (singly or en masse.)
Ability to accept overpayments and store a credit balance in the appropriate
account/customer record or interface to Accounts Payable to generate a check for the
21 difference between what was due and what was paid.
AR AND CASHIERING FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

Vendor Response: Y= Yes, current release. NR = Next Release. N = Not Planned . C = Custom
Quote. TP = Third Party Product. Please indicate release dates for NR in comments Section.
Please indicate name of Third Party Product under Notes. Please add any additional comments Vendor
required to explain Vendor Response. Response Comments
Functional Requirements - Accounts Receivable & Cashiering
51 Ability to develop customized invoices.
52 Ability to produce one-time or recurring invoices.
Ability to develop pre-coded transaction templates assigned to each department (i.e.
53 department X receipts against GL account code Y for the Z transaction).
54 Ability to quickly inquire the lists of pre-coded transaction templates for receipting.
Ability to filter the list of AR and charge codes when processing a payment based on the
55 user's location.
56 Ability to generate invoices for internal customers.
Ability to suppress invoices for internal customers and create automatic journal entries for
57 workflow approval with sufficient detail of charges.
58 Ability to charge different rates for internal and external customers.
59 Ability to include the billing date range and/or period on invoices.
60 Ability to maintain and send invoices to multiple addresses for the same customer.
Ability to generate statements showing activity and beginning and ending balances for any
61 user-defined time period.
62 Ability to generate account statements for the following:
63 Specific accounts
64 Range of accounts within a department
65 Range of customers
66 Delinquent accounts
67 Ability to generate consolidated statements for customers with multiple accounts.
68 Ability to maintain detail of unbilled charges.
Ability to exclude / include billing detail data elements, allowable charges, and overhead on
69 specific bills or all bills.
70 Ability to correct and reprint invoices and statements.
Ability to accommodate online cancellation and one step automatic reversals of invoice
71 entries.
72 Ability to print a duplicate bill on request.
Ability to store multiple user-defined dunning messages and/or letters, according to user-
73 specified parameters.
74 Ability to classify dunning notices (e.g., groups of customers)
AR AND CASHIERING FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

Vendor Response: Y= Yes, current release. NR = Next Release. N = Not Planned . C = Custom
Quote. TP = Third Party Product. Please indicate release dates for NR in comments Section.
Please indicate name of Third Party Product under Notes. Please add any additional comments Vendor
required to explain Vendor Response. Response Comments
Functional Requirements - Accounts Receivable & Cashiering
75 Ability to handle accounts sent to collection agency including:
76 Identifying accounts sent to collection agency.
77 Provide a file to transfer accounts to a collection agency.
78 Provide data entry of collections received for accounts sent to collection agency.
Ability to write-off small discrepancies between the amount due and the amount received
79 with proper security.
Ability to generate an invoice with sufficient and flexible text area to adequately describe
80 services provided-customized invoice process
System should allow for a single invoice to be distributed to multiple accounting
81 distributions based on a user-defined allocation (e.g., percentage)
82 Ability to retain history on written-off accounts for user-defined periods
83 Ability to track and retain user-defined fields in relation to a invoice header
84 Ability to track and retain user-defined fields in relation to an invoice line
85 RECEIPTS
86 Ability to provide pre-coded templates for ease of input.
87 Ability to enter comments (to be used internally) at time of receipt.
88 Ability to reprint duplicate receipts.
Ability to prompt user at time of receipt entry that the account being receipted to has had a
89 history of bad checks or other user-defined alerts.
90 Ability to apply revenue to multiple funds and/or accounts.
91 Ability to accommodate the following transactions for payment:
92 Cash, check and money order
93 Electronic Fund Transfers (EFT) and echecks
94 Lock box
95 Credit Card/Debit
96 Other electronic receipts
97 Imported payment file
98 Ability to define multiple payment types (i.e., EFT, money order) on the same transaction.
99 Ability to accommodate multiple payments for an invoice.
100 Ability to accommodate single payments applied against multiple invoices.
101 Ability to accommodate payments in excess of or less than the bill rendered.
AR AND CASHIERING FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

Vendor Response: Y= Yes, current release. NR = Next Release. N = Not Planned . C = Custom
Quote. TP = Third Party Product. Please indicate release dates for NR in comments Section.
Please indicate name of Third Party Product under Notes. Please add any additional comments Vendor
required to explain Vendor Response. Response Comments
Functional Requirements - Accounts Receivable & Cashiering
102 System will notify customer that credits or overpayment has been made.
Ability, upon customer overpayment, to optionally select to carry a credit balance or to
103 generate a refund, kicking off the payment process and associated approvals.
Ability to systematically prevent refunds for less than a certain dollar amount, which can
104 vary by type of refund.
Ability to calculate and accommodate user-defined discounts (i.e., a 2% discount for early
105 payment or ebill rather than mailed bill, etc.).
106 Ability to generate interest on overdue amounts.
107 Ability to adjust interest dates at time of payment and recalculate interest owed
108 Ability to generate late payment fees by either a percentage or flat amount.
109 Ability to accommodate different fee structures for different receivable types.
110 Ability to generate the following information on cash receipts:
111 Amount
112 Customer Name
113 Customer ID (optional)
114 Customer address (optional)
115 Account number(s) and description(s)
116 Default accounts (multiple)
117 Date of service
118 Current date
119 Individual who received the payment
120 Form of payment (check, cash, credit)
121 Bank code
Ability to designate certain fields as required on the receipt and require valid data elements
122 in those fields.
Ability to pull up an existing cash receipt entry and reverse it, with the appropriate
123 accounting affect automatically.
124 Ability to reverse a batch of receipts
Ability to close registers at the end of the day to a holding area until they are later approved
and posted. Summary information is posted to the G/L with drill down capabilities and the
125 detail receipt information posted to the individual modules.
AR AND CASHIERING FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

GENERAL PROGRAM CAPABILITIES:

The software must provide a means to reduce costs and burdens of complying with Federal,
State, and other grant regulations by serving as a basis for satisfying standardized reporting
1 and auditing requirements.

2 The software must provide an easy method to inquire real-time account balances at any time.
3 The software must track the user of each transaction.
4 Ability to provide historical records for every financial transaction as a complete audit trail.
5 Ability to generate and index audit trails based on user-defined criteria.
The software must comply with financial accounting and reporting standards set forth in the
National Committee of Governmental Accounting (NCGA) publication, "Government
Auditing and Financial Reporting" (GAAFR) and pronouncements by the Government
6 Accounting Standards Board (GASB).
The software must support accounting process functions that are required to maintain
various fund types, individual funds and account groups, such as special revenue funds,
7 fiduciary funds, etc.
The software must provide a complete system of encumbrance accounting supported by
8 open purchase order tracking.
The software must automatically interface all automated financial application functions,
9 including:
10 Payroll
11 Accounts Payable
12 Accounts Receivable
13 Budgeting
14 Cash Receipts Processing
15 Purchasing
The software must process financial information using a modified accrual basis of accounting
16 for the following type of funds:
17 General
18 Special Revenue
19 Capital Projects
GENERAL LEDGER FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

Vendor Response: Y= Yes, current release. NR = Next Release. N = Not Planned . C = Custom
Quote. TP = Third Party Product. Please indicate release dates for NR in comments Section.
Please indicate name of Third Party Product under Notes. Please add any additional comments Vendor
required to explain Vendor Response. Response Comments
Functional Requirements - General Ledger
20 Debt Service
21 Agency
22 Expandable Trust
23 Other
The software must provide the ability to specify all major system variables, e.g., chart of
accounts, report definition, and processing parameters, through system administration-
24 maintainable tables.
The software must support task alerts; when a user logs in, the system should automatically
display the responsibilities, such as report approvals, budgeting, P.O. approval, etc., that
25 need attention for the day, week, month, based on user-defined preferences.
account # should be at least 40 characters in length and have at least 8 user definable
26 segments
27 The software must provide consolidation codes for cross-organization consolidating reports.
28 The software must support unlimited historical data.
29 The software must support organization-defined fiscal year, which can vary by fund.
The software must provide comprehensive inquiry option with drill down capabilities for the
30 user to access summary information or detail information as needed.
The software must provide access to other modules from the General Ledger inquiry and to
31 view the source information for each transaction.
32 The software must support various inquiry options by segment.
The software must allow for easy access to transaction inquiry, such as retrieval by check
33 number, dollar amount, description or other variables.
The software must support multiple fiscal year-end purchase order options including, but not
34 limited to: void, carryover or carryover with re-appropriation.
The software must support a multiple department organizational structure (within a fund
35 and for all funds).
The software must support cross-department and cross-fund functional account analysis
detailing inter-fund transactions with specific due-to and due-from and transfer-in and
36 transfer-out, and maintain detailed record of outstanding due-to and due-from.
GENERAL LEDGER FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

Vendor Response: Y= Yes, current release. NR = Next Release. N = Not Planned . C = Custom
Quote. TP = Third Party Product. Please indicate release dates for NR in comments Section.
Please indicate name of Third Party Product under Notes. Please add any additional comments Vendor
required to explain Vendor Response. Response Comments
Functional Requirements - General Ledger
The software must provide comparative financial information, including comparisons of
current information with the same period last year, YTD last year, financial position at the
end of last year, current operating budget, and with an annual finance plan (budget
37 allocations).
The software must calculate and present amount expended for each account as a percentage
38 of annual budget, including open encumbrances and YTD expenditures.
The software must allow authorized users to select certain information from the general
39 ledger to prepare special one-time or recurring financial analyses.
The software must have the option to store financial transactions in a temporary hold status
40 until approved for posting to the general ledger by accounting personnel.
The software must support pre-closing and post-closing trial balances to allow the user to
review account balances, including current period transactions, before posting and after
41 posting.
The software must allow for multiple months and fiscal years to remain open
42 simultaneously.
The software must summarize and list on screen, or printed copy, in detail all inter-fund "due-
43 to" and "due-from" transactions.
The software must track anticipated cash receipt and disbursement activity by integrating
44 with other applications.
45 The software must accommodate a single or multiple bank account system.
The software must have security to restrict a user to certain accounts in each application,
46 which could vary by application.
The software must have security to authorize a user to override the budget and where this
47 can be done.
The software must have security to authorize a user to approve requisitions and/or PO's
48 and/or invoices.
The software must accumulate and report financial information for a particular fund by
49 department (specific function or service) and by defined service levels.
The software must support creating budgets versus actual inquiry by organization, with next
50 and last years capability.
51 The software must support wild card searches of G/L transaction descriptions.
GENERAL LEDGER FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

70 Ability to have an error file where un-posted transactions are stored for research and editing.
71 Ability of the system to support workflow for General Journal Approvals.
Ability to limit access to general ledger data by any element in the chart of accounts based
72 upon security set-up.
Ability to query a range of user-specified account numbers for any date and/or period range,
73 with appropriate security control.
Ability to accommodate any electronic document, including images, as an attachment to
74 transactions.
75 Ability to accommodate the pooled cash method.
GENERAL LEDGER FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

111 Ability to enter journal entries for multiple departments and funds under one journal header.
112 Ability to provide default data within journal fields (e.g., year, date, period).
113 Ability to have a description field of a user-defined length for each line in the journal entry.
114 Ability to validate field values within the journal entry screen.
Ability to highlight errors on the screen for immediate correction (online, immediate validity
115 checks).
Ability to accommodate the following correction options, at a minimum, for journal entry
116 errors:
117 Delete the pending journal entry
118 Change/edit the journal entry
119 Ability to view pending transactions before posting, with appropriate security.
120 Ability to reverse a group of journal entries in the current reporting period.
GENERAL LEDGER FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

Vendor Response: Y= Yes, current release. NR = Next Release. N = Not Planned . C = Custom
Quote. TP = Third Party Product. Please indicate release dates for NR in comments Section.
Please indicate name of Third Party Product under Notes. Please add any additional comments Vendor
required to explain Vendor Response. Response Comments
Functional Requirements - General Ledger
121 Ability to provide descriptive error messages.
Ability to create a journal entry using a previously entered journal entry as a template (copy
122 functionality).
Ability to accommodate interfund transactions in accordance with GAAP and maintain an
123 audit trail.
Ability to automatically generate an interfund transfer when needed and initiate the
124 appropriate approval path.
125 Ability to automatically create due-to/due-from entries for interfund transfer transactions.
Ability for one department to process a payment within the same fund to another
department for goods or services rendered (with multiple revenue and expense codes)
126 without issuing a check.
127 Ability to ensure due to/due from and transfer in/transfer out balances across funds.
Ability to input journal entries as a correction or adjustment to prior accounting periods with
128 security.
Ability to support accrual journal entries, which can (optionally) automatically reverse
129 themselves on user-specified dates in the following period.
Ability to adjust, supplement, or reduce existing pre-encumbrances and encumbrances,
130 maintaining an audit trail of all adjustments.
131 Ability to import journal entries from popular desktop formats (i.e., Microsoft Office).
132 Capability to allocate expenses to multiple GL accounts
133 CLOSING & ADJUSTMENTS
134 User-initiated carry forward of user-selected encumbrances
135 Cancel blanket purchase orders
136 Ability to encumber payroll at year-end.
Ability to roll over encumbrances, reverse the rollover, and re-roll once the fiscal year has
137 closed.
138 Ability to perform monthly and year-end closings on a site level.
Ability to define security for users with varying levels of allowed transactions surrounding
139 closing and to establish approval workflow for closing.
140 Ability to reopen a closed period multiple times.
141 Ability to hold a period or fiscal year open indefinitely before closing.
142 Ability to have more than one period open.
GENERAL LEDGER FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

Vendor Response: Y= Yes, current release. NR = Next Release. N = Not Planned . C = Custom
Quote. TP = Third Party Product. Please indicate release dates for NR in comments Section.
Please indicate name of Third Party Product under Notes. Please add any additional comments Vendor
required to explain Vendor Response. Response Comments
Functional Requirements - General Ledger
143 Ability to have more than one fiscal year open.
144 Ability to have an unlimited number of closing periods.
Ability to initiate year-end processing at any point in time after the end of the fiscal year (i.e.,
145 doesn't have to occur on last day or on any particular day).
146 Ability to make post-closing adjustments at any point during the closing period.
Ability to close all selected open purchase orders/encumbrances and requisitions/pre-
147 encumbrances with user-defined parameters at year-end.
148 Ability to define closing periods and period closing dates.
Ability to prevent transactions from being processed in closed prior years and unopened
149 future years.
150 Ability to reopen a closed period for transaction processing with appropriate security.
Ability to update fund balance, on demand, based on previous year's revenue and expense
151 activity with security.
152 Ability to allocate interest across funds based on monthly fund balance.
153 REPORTS
154 Account history
155 Detailed transaction journal
156 Budget journal
157 Budget to Actual Expenditures (for any user-defined date or period range)
158 Budget to Actual Revenue Estimates (for any user-defined date or period range)
Department Budget (including both actual and budgeted amounts) for any user-defined date
159 or period range
160 Trial Balance
161 Balance Sheet
162 Statement of Revenues, Expenditures and Changes in Fund Balance by Fund Type
163 Encumbrance listings by Department & Fund, showing liquidations & remaining balance
164 Chart of Accounts Listing
Ability to sort queries and reports based on any element (e.g., date range, period range,
165 individual account number, account number range, etc.).
Ability to produce combined financial statements by fund, a select group of funds, or in total
166 for all funds.
167 Ability to create delimited text, PDF files or HTML links.
GENERAL LEDGER FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

Vendor Response: Y= Yes, current release. NR = Next Release. N = Not Planned . C = Custom
Quote. TP = Third Party Product. Please indicate release dates for NR in comments Section.
Comments
Please indicate name of Third Party Product under Notes. Please add any additional comments Vendor
required to explain Vendor Response. Response
GENERAL PROGRAM CAPABILITIES:
Accommodates unlimited user-defined utility types/services and associated charges.
1 Establishes required services and adds new services, as necessary, without additional
programming.
2 Maintains utility account master file information in a relational database, including:
3 User Defined Account Number (XXX15 digits minimum).
4 Contact Phone Numbers
5 E-mail address
6 Cycle/book number (6 digits numeric)
7 State Property ID Number (24 digit numeric)
8 Meter Reading Sequence Number (10 digits numeric minimum)
Account status (active, inactive, being finaled, write-off, snow bird, sabbatical, vacant,
9
construction, collection agency, lien filed, etc..)
Services (wastewater, trash & recycling, storm water, other services ,e.g. fire protection
10
fee/hydrant)
11 Number of Units (stores, apts., etc.)
12 Final notice override with proper authority
13 Past Due Notice override with proper authorization
14 Shut Off Notice override with proper authorization
15 Final bill indicator
16 Tap date
17 Tap size
18 Customer Initiation Date
19 Service Initiation Date (when individual service on an account was started)
Customer type (residential, commercial, church, school, hospital, wholesale,
20
government, or others user configurable, etc.)
21 Billing/Consumption/Usage/Adjustment/Collection History
22 Amount Due/Received
23 Name and address for owner, owner's agent, renter, and alternative contacts
24 Designate alternative contacts for bills and notices
25 Ability to designate alternate and/or seasonal addresses
26 Name and Address follow USPS standard
27 Ability to accept international address formats
28 EFT Bank Account & ABA Routing Number
29 EFT Start/Stop Dates
30 EFT Bank Account Type
Service property use type (single family, single family rental, multifamily,
31
commercial, institutional, etc).
32 User defined field for legal description of parcel (unlimited text)
33 Comments/Notes (unlimited)
34 Water Meter size
35 Water Meter type
36 Meter Number (with ability to assign multiple meters per account)
37 Remote Location Description (unlimited)
38 Meter number of dials
39 Rate Codes
40 Meter Number (with ability to assign multiple meters per account)
41 Read Date
42 Current/Last read
43 Refuse and recycling container code (type).
44 Refuse and recycling container ID number.
45 Billing specific comments and notes
46 Trash and recycling route codes
The ability to automatically assign the next available number for new accounts based on
47
cycle and route.
Billing work flow should accommodate various tenant-landlord relationships, and identify
48
who receives bill, delinquent notices, is responsible for delinquencies
System provides ability to bill storm water services and miscellaneous charges separately
49
for owner versus renter at same location (separate bills).
System provides ability to associate a landlord account with every account and provides
50
tools to perform an automated landlord notice or landlord even if a renter finals.
System provides a customer master screen, with the ability to display multiple utility
51
accounts and multiple addresses per customer account.
Provide for the automatic sequencing of input screens for multi-step transactions including
52
account opens and closes.
System provides a customer overview screen displaying all customer information, including
53
pending activity.
54 Provide for the ability to access customers and service address by:
55 Customer number
56 Address
UTILITY BILLING FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

Vendor Response: Y= Yes, current release. NR = Next Release. N = Not Planned . C = Custom
Quote. TP = Third Party Product. Please indicate release dates for NR in comments Section.
Comments
Please indicate name of Third Party Product under Notes. Please add any additional comments Vendor
required to explain Vendor Response. Response
GENERAL PROGRAM CAPABILITIES:
57 Partial address
58 Customer name
59 Partial customer name
60 Parcel identification number
61 Service address number
62 Owner name
63 Provide the ability to look-up on customer name by the following methods:
64 Alpha look-up (for example, based on a partial name entry)
65 Word search (for example, locate all "Smith" on file)
66 Phonetic search
67 System provides search of accounts with wildcards.
Retains and displays (user defined) multiple years of billing and collection history in 'Live'
68
database.
Provide a reference table for street names which is checked during account set-up to ensure
69
consistent spelling of street names.
Maintain a customer record as a component of the service address record including the
70
following minimum fields:
71 Customer name
72 Billing address
73 Open and close dates
74 Deposit detail
75 Refund detail
76 Budget billing detail
77 Exemption information (tax, penalties, discount, collection)
78 Telephone number
79 Email address
80 Own or rent indicator
81 Reduced fee customer
82 Drivers License Number
83 Social Security Number
84 Additional name on account for billing inquiry security
85 Special handling flags
86 Return check information
87 Free-form notes information
Service property use type (single family, single family rental, multifamily,
88
commercial, institutional, etc).
89 Summary account balance
90 Provide for the ability to enter and track complaints and complaint resolutions.
91 Ability to reinstate an inactive account.
Ability to maintain inactive accounts for a user-defined period of time before purging from
92
the system.
93 Ability to retain inactive account information, including trash container location.
94 Ability to reinstate an inactive account.
95 Ability to change account status to ‘off’ or inactive, but with past due amount.
Ability to inactive all services at once when an account is being closed out rather than
96
having to close each service individually.
Allows the addition and reassignment of cycles and routes without affecting the customer or
97
location identification numbers.
98 System provides tools to allow for batch creation of accounts
99 System provides tools to allow for batch edits to accounts
Provides for mass changes to accounts due to the deletion of a cycle, the merging of existing
100
cycles, or moving a sub-segment of a cycle to another.
Ability to add, delete, or suspend (for a user-defined time period) and itemize service
101
charges and/or any miscellaneous fees to utility bill.
102 Ability to create, edit and revise rate tables, tracking history of prior rate tables.
Define a winter period, calculate an annual winter average based on consumption, and then
103
use this winter average to bill the sewer service year round
104 Ability to prorate charges for partial billing due to initiation or termination of accounts.
105 Change and prorate rates within a billing cycle
106 See what steps of the bill run process have been performed and what’s left to do
Ability to maintain inactive accounts on-line for a user-defined period of time before
107
purging from the system.
System has ability to enter identify the related necessary service order activities when
108
account is opened or closed including:
109 take a deposit
110 take additional fees for creating a new account
111 interface with the Work Order system for completion of work
112 Ability to update G/L with journal entries made in utility billing after proper approvals.
Interfaces with General Ledger, Accounts Receivable, Inventory, Cash Receipting/POs and
113
an office automation suite.
UTILITY BILLING FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

Vendor Response: Y= Yes, current release. NR = Next Release. N = Not Planned . C = Custom
Quote. TP = Third Party Product. Please indicate release dates for NR in comments Section.
Comments
Please indicate name of Third Party Product under Notes. Please add any additional comments Vendor
required to explain Vendor Response. Response
GENERAL PROGRAM CAPABILITIES:
114 Credit transfer/apply deposit/reversal functionality within or outside of bill run
System provides the ability to establish billing cycle records with month / year; bill
115
distribution date; bill due date and final due date.
Estimates a utility bill based on criteria established by the City (i.e.: on the average
116 consumption over a user defined number of months or cycles, or using last year’s actual for
the same period) and shows "Estimate" on the customer's bill.
Capability of automatically applying certain misc. charges of varying amounts against
117
selected accounts based upon meter size.
System has the ability to change a read and individually rebill or recalculate the bill. In
118
essence, cancel and rebill accounts.
System provides an Odd Bill list that details bills that meet the City's user-defined exception
119
criteria.
System provides the ability to send final notices to the landlord if a tenant is responsible for
120
the bill, and the landlord would like to be informed of non-payment.
Generates final bill, once the date and final read is entered, at any point during the billing
121
cycle.
Ability to apply credit and debit adjustments and positive / negative consumption
122
adjustments to accounts anytime during the billing cycle.
Provides the ability to enter adjustments to customer accounts (dollar amounts and/or
123
consumption used) and reprint single billing statements reflecting the adjustments made.
Ability to bill various services at differing frequencies (i.e.: monthly, bimonthly, semi-
124
annually or annually ).
Adjustments report displays adjustment details including dollar amount, consumption
125
volume (hundred cubic feet) and rate code.
System provides ability to bill storm water services and miscellaneous charges separately
126
for owner versus renter at same location (separate bills).
127 System provides functions to research account details and perform account adjustments
128 Ability to define an unlimited number of transaction charge codes.
Ability to define a discount code by form of payment, e.g. payment online or ACH debit
129
versus by paper check
130 Ability to designate specific transaction codes as taxable or exempt.
131 Ability to update different general ledger accounts by transaction code.
132 Ability to designate billing periods at a transaction code level.
133 Allows for different charge methods for each user-defined service charge type:
134 Flat charge
135 Multiplier based on meter definition or user defined multiplier
136 Multi-tiered based on user defined values
137 Based on consumption, measured by meter
138 Recurring Charges for contracts
139 Ability to utilize seasonal rates on all services.
140 Ability to attach a flat rate, step consumption rate, or both on all transaction codes.
Provide for the assignment of minimum and maximum billing charge by rate transaction
141
code that is utilized automatically when computing billing charges.
Provide for a user-defined unit of measure for meters that can differ from the billing unit of
142
measure.
Provide for consumption calculation steps per rate table. Please provide number of
143
calculation steps allowed in comments.
144 Allow for automatic citizen discounts through special handling flags.
145 Allow for the maintenance of customer deposits.
146 Provide the option for a customer to apply deposits toward final payment.
147 Allow interest earnings to be applied toward final billings.
148 Provide the option for a customer to transfer a deposit or credit balance to a new account.
Provide for the ability to combine consumption usage from multiple meters for usage
149
calculations.
150 Ability to designate account for send to collection agency.
151 Ability to designate an account for lien filing.
152 Allow for a minimum penalty amount.
153 Allow for certain charges to be exempted from penalties.
154 Allow for penalty calculations to vary by Utility type.

155 Differential delinquency (“System is capable of issuing differing fee amounts and per
differing past-due times for different services or customer types, or combinations thereof.
156 Ability to exempt any transaction code from penalties.
157 Ability to view a "Change History" of records changed by internal staff.
Event History—track the number of times a delinquent notice has been sent to a customer,
158
etc.
Ability to establish "alerts" (cash only; lien exists; e.g.) on customer accounts with the
159
following characteristics:
160 All alerts are user definable
161 Unlimited number of alerts may be defined
UTILITY BILLING FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

Vendor Response: Y= Yes, current release. NR = Next Release. N = Not Planned . C = Custom
Quote. TP = Third Party Product. Please indicate release dates for NR in comments Section.
Comments
Please indicate name of Third Party Product under Notes. Please add any additional comments Vendor
required to explain Vendor Response. Response
GENERAL PROGRAM CAPABILITIES:
162 Each alert has unique start and stop dates
163 User may define screens where alerts will appear
164 Ability to perform write off processing for accounts finaled and uncollectable by final date.
Ability to change the bill date and/or due date in mass if error was made during the bill
165
calculation
Ability to bill internal departments for water/sewer usage and other miscellaneous work
166
performed.
System has the ability to change a read and individually rebill or recalculate the bill. In
167
essence, cancel and rebill accounts.
168 Ability to create payment priority levels for partial payment distribution. By the following
169 Transaction Code
170 Utility Type
Ability to automatically distribute receipt of payments against the individual accounts on a
171
"Master Account Bill" when payments are received.
172 Apply credit adjustments by payment priority or transaction code.
173 Ability to support multiple banks/bank accounts and designate deposits by charge code.
174 Provide budget billing capabilities including the following key features:
175 Automatic payment calculation based on at least one year's history
176 Automatic payment adjustment during budget billing period
177 Equalization billing
178 Automatic cancellation of delinquent customers
179 Automatic customer notification
180 Manual customer enrollment/cancellation
181 Capability to enroll multiple customers in budget billing at one time
182 Reverses payment for bad checks and optionally assesses a user-defined NSF charge.
183 Allow for partial payments.
184 Allow for payment terms to be created on a per customer basis.
185 Payment term capability should include the following:
186 Ability to be based a flat dollar amount until paid off
187 Ability to be based on a number of installments
188 Ability to fall out of payment terms and back into delinquent calculations
Provide for the automatic interface of refunds to the accounts payable system for check
189
generation.
Maintain the following minimal information on each trash/recycling container and
190
temporary loaner meter:
191 Address
192 Delivery or pickup date
193 Container or number
194 Container Type
195 Free Form Notes
196 Provide for the ability to maintain ongoing inventories on:
197 Refuse container
198 Recycling container
199 Loaner outdoor water meters
200 Other - user-defined
201 Provide for location data on each above inventory record.
202 Ability to display or list service addresses by trash route
Ability to accept upload of file providing number of containers or mass of trash for billing
203
purposes.
204 BILLS AND COLLECTIONS
205 Provide the ability to include messages on Utility bills. Message criteria should include:
206 Selection of message by route, user type, utility type, and region.
207 Message to a specific customer.
208 Message on first bill, final bill, delinquent bill, bill on account with lien.
Allow for the billing to a service address to be automatically sent (or duplicated) to a second
209
address for billing purposes.
Capability to print previous period/last year's comparative period consumption and current
210
period consumption on each bill.
System provides tools for flagging accounts for sorting associated printed bills as “Pulled”
211
for review by staff before mailing
212 Ability to format and print standard 8.5" x 11" bill.
213 System provides the ability to reprint individual bills.
214 Ability to cancel and rebill an individual account or an entire route.
215 Allow the restarting of bill printing in midstream.
216 Ability to export a file of utility bills to an external bill printing organization.
System provides tools for flagging accounts for sorting associated printed bills as “Pulled”
217
for review by staff before mailing
Capability to print previous period/last year's comparative period consumption and current
218
period consumption on each bill.
UTILITY BILLING FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

Vendor Response: Y= Yes, current release. NR = Next Release. N = Not Planned . C = Custom
Quote. TP = Third Party Product. Please indicate release dates for NR in comments Section.
Comments
Please indicate name of Third Party Product under Notes. Please add any additional comments Vendor
required to explain Vendor Response. Response
GENERAL PROGRAM CAPABILITIES:
Ability to generate bills capable of being read via Optical Character Recognition OCR.
219
Information must include:
220 Account #
221 Bill Amount
222 Ability to designate the bill printing sequence for transaction codes.
Report & Export files for electronic fund transfers and lock box files are available in standard
223
format; EFT process can be run inside or outside a bill run
Uses Zip+4 software for sorting of utility bills by zip code to obtain the best postal rate
224
possible.
System accommodates the following payment types for utility payments and applications,
225 either via the utility system or a separate Cash Receipting system which is integrated to the
utility system:
226 Cash
227 Check
228 EFT
229 Credit Card Payments
230 Credit/Debit Card Payments taken over the Internet or phone.
231 File import from 3rd party payment organization (i.e. lock box, ACH, etc.)
232 Ability to use Interactive Voice Response-collection calls
233 REPORTS AND QUERIES
Produces a consumption audit register over a user-specified time interval highlighting
234
the following parameters:
235 High/Low audits based upon user definable percentages
236 Zero consumption
237 Negative consumption
Payment History, reporting bills and associated payments receipted by account. Shows
238 dates, amounts, arrearages, penalties, account name, consumption, and address. Can be run
for one account and allow user to view-on-line.
Customer Receivables Aging, presenting aging of user-defined criteria and / or general
239 accounts receivable by customer indicating total amount due and amounts aged by 30, 60, 90
and 120+days, etc.
Billing Statistics (Rate Codes, Consumption Amt, Dollar Amt, Consumption & Demand
240
charges broken out)
Account Adjustment Detail (Rate Codes, Consumption Amt, Dollar Amt, Consumption
241
charges broken out)
242 Payment Detail (identify fund/account payment applied to)
Provide for a standard billing exception report, detailing customers falling above or below
243
the maximum and minimum bill amounts.
244 Account Transitions (listing of move-in, move-out by date range)
245 Billing Register (dollar and consumption detail of accounts to be billed)
246 Account Write Off Report
247 Aging Report
Transaction Listing/Recap (for selected or all accounts for given date(s), and/or by
248
transaction type).
249 General Ledger Entry detail (for all utility billing processes)
Detail of # of accounts by customer type, identifying consumption & dollars billed for given
250
time period.
251 Security Deposit Detail
252 Security Deposits Refunded/Applied
253 Security Deposit – all changes for time period
254 Surcharge billing & collection report
System automatically generates a exception edit list when reads are applied to customer
255
accounts (Meter Not Read Report).
256 Trial Balance Report
257 Audit Trail reports for all update processes
258 Ability to generate a consumption report that shows top consumption users based upon:
259 Date range
260 Desired number of customers to be reported
261 Consumption type
Provide for a standard billing exception report, detailing customers falling above or below
262
the maximum and minimum bill amounts.
Ability to generate a largest dollar amounts report that shows top revenue generators based
263
upon:
264 Date range
265 Desired number of customers to be reported
266 Charge category or categories
267 Billing Calendar showing all critical dates in the selected month
268 SELF-SERVICE
Citizen Self service provide online functionality where customers can access information
269
related to their account. Including:
UTILITY BILLING FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

GENERAL PROGRAM CAPABILITIES:

The software must bring current year's budget forward to develop a base date for
1 preparing the new year's budget.
The software must prepare performance budget with quantification of departmental
2 services.
The software must increase or decrease line item budgets by either a fixed or variable
3 percentage globally or by department for both revenue and expenditure items.
The software must have the ability to support and store up to 5 different user definable
4 version of the budget for comparison during the budget process.
The software must support distributing annual budgets to monthly figures by multiple
5 methods including evenly, by defined percent or based on trend analysis.
6 The software must maintain an annual or monthly budget.
7 The software must support requested, recommended, and approved budget amounts.
8 The software must accommodate budget requests at reduced, current, and expanded levels.
The software must modify planned budget for an account and automatically update
9 department and fund totals with appropriate amendment or commission approval.
10 The software must retain initial and amended budget data in file.
The software must generate an ad hoc basis budget worksheet to distribute to departments
for use as computer turnaround documents, to provide input budget information remotely
11 or to allow online budget worksheets.
The software must report actual revenue and expenditures against approved annual and
12 allotted budget during the year.
The software must record and track budget amendments during the year with references
13 (resolution number, refund, etc.)
The software must allow online status inquiry for department to retrieve up-to-date detail
14 account status, including revenues, expenditures and encumbrances.
The software must allow organizations to define a minimum of 5 budget levels needed and
15 name them.
16 The software must support budgeting for current or next fiscal year.
17 The software must provide access to GL inquiry from the online budget worksheets.
transactions, zero budget or working with last years adopted, amended and actual times a
18 percent increase/decrease.
BUDGET FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

Vendor Response: Y= Yes, current release. NR = Next Release. N = Not Planned . C = Custom
Quote. TP = Third Party Product. Please indicate release dates for NR in comments Section.
Please indicate name of Third Party Product under Notes. Please add any additional comments Vendor
required to explain Vendor Response. Response Comments
Functional Requirements - Budget
The software must provide "estimated" and "locked" projections for department heads to
19 enter actual figures.
The software must support distributing annual budgets to monthly figures by multiple
20 methods including evenly or by defined percent.
The software must allow users to enter narrative justifications at the account or department
21 level.
The software must allow users to define their budget reports by choosing information from
the last five years adopted, amended and actual figures; the software must support user-
22 defined budget levels or projections for up to five years in the future.
23 The ability to provide 5 year budgeting to comply with GASB 34
24 The ability to export and import budget to desktop tools (Excel/Word)
25 Ability to control budget by all elements in the chart of accounts.
26 Ability to accommodate multi-year budget control.
27 Ability to specify the appropriate category level and/or function for each account.
28 Ability to accommodate pre-encumbrance control based upon funds availability.
29 Ability to accommodate encumbrance control.
Ability to validate pre-encumbrances, encumbrances, and expenditures against the
30 appropriation budget.
31 Ability to support budgetary allotments by month, quarter, year or other period as defined
32 Ability to set up "uncontrolled" or tracked budgets (i.e., salary).
33 Ability to notify specified users when uncontrolled factors are being used
34 Ability to validate field values within the budget entry screen.
Departments site wide can access budget information on an inquiry basis for their unit,
35 with authorized users only being able to make changes.
Security features are robust to control the "views", "changes" and "approvals" by different
36 organizational units.
37 Ability to display information graphically (i.e. pie chart, bar chart, graph).
Reports are capable of including data for the prior year actual, current budget, current year-
to-date actual, current year projections, and future year proposed. Reports should be able
38 to include up to 5 years in the past and 5 years in the future.
Ability to accept entry of budget requests at all organizational levels based on user
39 authorization.
40 Ability to restrict access to confidential data by user.
41 Ability to prohibit multiple users from updating the same record simultaneously.
BUDGET FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

Vendor Response: Y= Yes, current release. NR = Next Release. N = Not Planned . C = Custom
Quote. TP = Third Party Product. Please indicate release dates for NR in comments Section.
Please indicate name of Third Party Product under Notes. Please add any additional comments Vendor
required to explain Vendor Response. Response Comments
Functional Requirements - Budget
Ability to provide department budgets (separate from the appropriation budget), used to
42 control budgets at a lower or different level of detail than the appropriation budget.
Ability to ensure that all transactions using or affecting budget authority (appropriation,
grant, project, department) are validated online, real-time against up-to-date budget totals
43 based on established budgetary controls.
44 Ability to provide multiple levels of controls for department budgets.
45 Ability to provide different workflow and approval rules by department.
Ability to provide separate data entry for appropriation and department budgets and
46 budget transactions.
Ability to track original budget, budget adjustment, and budget transfer line items for each
47 line item and appropriation.
Ability to prevent department level users from updating budget information after it has
48 been submitted or as of a specific cut-off date.
Ability to receive data from and export data to spreadsheet (Excel) and database
49 application (Access).
Ability to attach files (i.e., Word, Excel) to particular issues, revisions and line items with
50 the system.
51 Ability to budget by quantity and unit cost, rather than total amount.
52 Ability to route proposed budget through Purchasing for unit costing.
Ability to allow a central budget office (e.g., Finance Office) to "push" via workflow system-
53 embedded spreadsheets out to departments electronically for budget preparation.
Ability for Departments to "return" budgets back to the Clerk-Treasurer/Controller or
54 Mayor electronically via workflow.
55 Ability to track, through an audit trail, every movement of the departmental worksheets.
Ability to easily identify when viewing a department budget whether or not it has been
56 submitted to the Clerk-Treasurer/Controller or Mayor.
57 Ability to summarize or roll up department/division worksheets into department budgets.
58 Ability to roll up department worksheets into site-wide master budget.
Ability to require completion of line item detail worksheets for each appropriation request
59 and these worksheets are accessible by drill down from the budget line item.
Ability to roll up department worksheets into site-wide master budget at various user-
60 defined levels.
Clerk-Treasurer/Controller and Mayor have access to view progress by departments in
61 budget preparation.
BUDGET FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

Vendor Response: Y= Yes, current release. NR = Next Release. N = Not Planned . C = Custom
Quote. TP = Third Party Product. Please indicate release dates for NR in comments Section.
Please indicate name of Third Party Product under Notes. Please add any additional comments Vendor
required to explain Vendor Response. Response Comments
Functional Requirements - Budget
62 Departments have access to view progress by sub-units as defined by the user.
Ability to "lock" (prevent other changes to that budget version) budgets at any phase of the
63 budget, including after submission by departments.
Ability to unlock a frozen budget with the appropriate security control at the department
64 level unless it has already been submitted to the Finance Office.
Ability to develop both detail budgets, at any level of the chart of accounts, and summary
65 budgets in a distributed environment.
66 Ability to provide for data entry into multiple budget versions during budget preparation.
67 Ability to allow users to attach narratives and justifications to budget worksheets.
Ability to allow documents (e.g., contracts, MS Word/Excel documents) to be attached to
68 budget worksheets.
Ability to allow entering, storing, and reporting performance data linked to programs and
program budgets, including performance measures and results, and associate these with
69 financial data.
70 Ability to record budget credits (negative numbers).
Ability to allow users the option of including multi-line text in budget issues for
71 justification purposes (e.g., contractual increased because of bargaining agreements).
72 Ability for user to list budget issues at any level in the hierarchical structure.
Ability to process and maintain all budget iterations, from Department request to Clerk-
73 Treasurer/Controller Proposed to final Adopted Budget.
Ability to record various "review" dates (e.g., departmental review, Mayor, Clerk-
74 Treasurer/Controller, Budget & Finance Committee review, etc.)
Ability to compare budget versions to demonstrate cost changes that have been made
75 between versions.
Ability to provide an "approved" or "not approved" flag to mark budget issues within a
76 decision package by line item or by total.
Ability to provide for approval of budget issues within a decision package at an amount
77 greater than, less than, or equal to the amount requested.
Ability to forecast real account balances, revenues and expenditures for the remainder of
the year based on historical trends, percentages, or other specified parameters and allows
78 for adjustments to the forecast.
79 Ability to round budgets to nearest $1, $5,10, etc.
Ability to drill down to compare budgets to actual from highest level to lowest level of
80 detail.
BUDGET FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

GENERAL PROGRAM CAPABILITIES:

Ability to integrate with accounting system transactions to provide a “budget vs. actual”
1 cash flow
y analysis g p y y y
2 such as payroll expenditures
Ability to have unlimited number of banks and accounts.
Ability to reconcile cash accounts (book balance) with their corresponding bank accounts
3 (bank balance), including:
4 Ability to create multiple bank account numbers for each bank
5 Define which GL cash accounts correspond to each bank account
Automatically provide “bank items” reconciliation file of adjustments, deposits, and
6 AP and payroll reconciliations
Ability to search bank items by bank code/account, date range, item type (adjustments,
7 deposits or both), and status (cleared/not cleared/all)
8 Ability to view check reconciliation information by check number, voucher #, vendor #/ name.
9 Ability to reconcile bank accounts daily.
10 Ability to use both automated and manual reconciliation features.
Ability to notify, track and monitor the resolution of adjustments that need to be made as a
11 result of an error identified within bank reconciliation.
12 Support for bank reconciliation of both open and closed months
Ability to view a listing of transactions affecting GL cash accounts (payroll, AP, cash receipts,
13 etc.).
Ability to drill-down into transaction details for cleared and outstanding totals within date
14 range
Ability to view the originating transaction documentation via a document management
15 program for a specific check.
16 Ability to allocate interest across one or more cash accounts based on average daily balance
17 Ability to track investments and debt service in detail
18 Standard reports, including but not limited to:
19 Daily treasurer’s totals
20 Cash flow summary and detail
21 Receipts, disbursements, and balances each day
22 Investment Journal
23 Debt Service Journal
Ability to forecast cash account cash flows for any date range; integrating with actual
24 transaction provides a “budget vs. actual” cash flow file
25 Support for check/warrant reconciliation, including:
26 Auto-processing of files to/from the bank
27 Payables/Payroll check writing history files
28 Can manually indicate that checks have cleared
29 REPORTS
30 Ability to print a cleared check register.
31 Ability to create an outstanding check list.
Ability to print an outstanding check report, sortable by department and age of the
32 outstanding check
33 Ability to print void check report which can reference replacement checks as appropriate.
34 Ability to provide a daily banking transaction log by account number.
Ability to create a Reconciliation Report to summarize and show errors (non-match, date
35 errors, etc.).
Daily Payments Journal that includes a detailed list of payments received, as well as a
36 summary by receipt, tender type, and bank code
Ability to create a Deposit Details Report by day (with subtotals) - needed to reconcile daily
37 bank statements.
38 Ability to create a General Ledger Cash Summary Report.
FIXED ASSETS FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

GENERAL PROGRAM CAPABILITIES:

System can be used to track "non-capitalized" asset / equipment items (i.e.: computer equipment,
1 non-licensed vehicles) per department / division for risk management purposes.
System has the ability to track non-depreciable technology inventory items (desktops, laptops, etc)
2 including detailed information such as component detail, serial numbers, technical specifications, etc.
3 Systems has the ability to identify grant funded assets in the following situations:
4 by identifying more than one grant associated with an asset
5 by identifying the percentage split, or capitalization breakout (to each grant) for each asset
6 Fixed Asset system has robust query ability with wildcards.
Fixed asset module has the ability to export / import information to/from common spreadsheet
7 applications
The system should support bar coded asset tags and portable bar code readers for performing
8 physical inventories.
Asset numbers do not necessarily need to correlate to asset tag numbers - Allow the system to
9 generate tag numbers, have external tag numbers assigned, or not have tag numbers
10 b) System lists and values infrastructure capital assets
11 c) System identifies capital outlay by program the assets support
12 d) System depreciates capital assets and allocates depreciation to those programs that use the assets
The Fixed Asset module interfaces with the Accounts Payable modules. Information on newly
obtained fixed assets is reported for verification, then automatically transferred from the A/P module
13 into the Fixed Assets master file system.
14 Can track multiple "user defined' fields on the asset master record
15 Provides a classification scheme to code fixed assets according to type (i.e., desks, cars, etc.).
Accommodates free-form descriptive text to further describe any asset. The text is electronically
16 associated with the master file.
17 Security access to edit assets is assigned to each asset
18 Ability to idle assets (suspend depreciation)
19 Ability to link to all related ERP modules (AP, fleet management, etc.)
20 Ability to access a master file by entering any asset field
21 Ability to accommodate alpha numeric asset numbers.
Ability to accommodate parent/child relationships between related assets, such as a master unit with
22 one or more accessories.
23 Ability to reassign parent/child relationships.
FIXED ASSETS FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

Vendor Response: Y= Yes, current release. NR = Next Release. N = Not Planned . C = Custom Quote. TP
= Third Party Product. Please indicate release dates for NR in comments Section. Please indicate name of
Third Party Product under Notes. Please add any additional comments required to explain Vendor Vendor
Response. Response Comments
Functional Requirements - Fixed Assets
24 Ability to capitalized items in aggregate (as a group)
25 - Ability to perform partial disposals / retirements
26 - Can track "Quantity" in the asset master record - minimum of 6 digits
27 Project Based Assets
28 - Interfaces with the Work Order system to capture project costs for aggregate / project assets
29 - Allows a project to be associated with multiple assets
30 - Allows an asset to be associated with multiple projects
Ability to associate multiple capital accounts and multiple related depreciation expense accounts
31 with an asset, and assign a percentage split between each
32 Allows for tracking of Construction in Process (CIP) assets
33 Allows for process to transfer CIP asset to an active assets and perform
Allows for transfer of assets between departments, locations and funds, accommodating interfund
34 and inter-dept. transfers, duplicating all identifying data from original record.
35 Maintains online history of asset transactions, including:
36 ID Number Changes
37 Location Changes
38 Account Number Changes
39 Status change
40 Change to key field in auxiliary system
41 Partial disposals
42 Valuation change
43 Date of Last Depreciation Adjustment
44 Ability to calculate asset values to replacement costs for insurance purposes.
Supports asset value appreciation for real property and provides a detailed audit trail. Any
45 appreciation does not affect cost basis.
46 Ability to record and report on asset replacement information, such as:
47 Expected Useful Life (years, mileage, cycles, etc.)
48 Date of Expected Replacement
49 Current Asset Value
50 Anticipated Asset Value at Time of Replacement
51 System has the ability to support multiple depreciation schedules.
Retention of fully depreciated assets in fixed asset master file for inventory control purposes prior to
52 disposition.
53 ASSET MASTERFILE
FIXED ASSETS FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

GENERAL PROGRAM CAPABILITIES: PROJECTS

Ability to maintain historical data for all capital and operating projects independent of
1 G/L data (across multiple fiscal years).
2 Ability to customize workflow options for all project accounting processes.
3 Ability to record timesheet information against a project.
4 Ability to add projects in or change projects to an active or inactive status.
Ability to enter text or comments on-line to a specific project. (Please specify in the
5 Comments column how many characters are allowed.)
Ability to accommodate multiple change orders and multiple transfers of funds within
6 projects.
7 Ability to enter line-item data for future expenditures to reserve funds.
Ability to maintain data across multiple fiscal years for as long as the project is open
8 and for a user-specified period after project close.
9 Ability to restrict access by various levels of security.
10 Ability to establish project budgets (balanced) across funds.
Ability to establish project accounts to record project budgets, encumbrances and
11 expenditures.
Ability to clone project accounts established from previous projects, then modify for a
12 newly created project.
13 Ability to record project activity over multiple years.
14 Ability to record project activity over multiple departments.
15 Ability to accommodate a variety of projects such as:
16 Small capital expenses (e.g., remodeling)
17 Large capital projects (e.g., buildings, infrastructure)
18 Miscellaneous projects, such as elections
19 Routine work order(s) for non-capital expenditures
20 Ability to classify project costs according to task (i.e., inspection, design).
PROJECT AND GRANT FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST
Vendor Response: Y= Yes, current release. NR = Next Release. N = Not Planned . C = Custom
Quote. TP = Third Party Product. Please indicate release dates for NR in comments Section.
Please indicate name of Third Party Product under Notes. Please add any additional
Vendor
comments required to explain Vendor Response.
Response Comments
Functional Requirements - Project & Grant Accounting
Ability to prevent charges from being allocated to a closed project, sub-project, or phase
21 with the ability to override with the proper security.
Ability to track dedicated funds set aside for selected activities in projects (e.g., set aside
22 funds for planned activities as they become known).
23 Ability to validate charges against project master files to determine if:
24 Charges are to open projects
Accounts charged are valid for specified projects (e.g., costs are valid or budgeted for
25 the project)
26 Ability to prevent entry to closed projects.
Ability to search project titles on-line, primarily to assist in proper identification for
27 data entry.
Ability to perform flexible budgeting for projects while adhering to the level of
28 budgetary controls established in the General Ledger.
29 PROJECT DATA
30 Type of project (paving, building, etc.)
31 Location (enterprise zone, geographical area, etc.)
32 Administering department
User defined category indicating CAFR or GASB 34 categories (General Government,
33 Public Works, Public Welfare, Public Safety, Parks)
34 Ability to track the following dates:
35 Planned start date
36 Actual start date
37 Planned completion date
38 Project completion date
39 Project Name
40 Ability to Connect Related Projects/Phases of Projects
41 Ability to integrate project data above in other applications such as with GIS.
PROJECT AND GRANT FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST
Vendor Response: Y= Yes, current release. NR = Next Release. N = Not Planned . C = Custom
Quote. TP = Third Party Product. Please indicate release dates for NR in comments Section.
Please indicate name of Third Party Product under Notes. Please add any additional
Vendor
comments required to explain Vendor Response.
Response Comments
Functional Requirements - Project & Grant Accounting
Ability to create notification lists for addition of new project or changes in project
42 status.
43 GENERAL PROGRAM CAPABILITIES: GRANTS
Ability to define the program or budget year of the grant/project differently than the
44 system established fiscal year.
45 Ability to set up and report budget items based on multiple fiscal years and grant years.
Ability to calculate on a user defined basis and track matching fund requirements
46 associated with any grant and to provide system generated entries.
Ability to track internal transfers for the Site's cash match amount in the appropriation
47 amount.
Ability to accommodate grant year accounting and comply with both calendar year and
48 fiscal year budgeting requirements.
49 Ability to carry forward appropriations at year end.
50 Ability to track the Grant application process.
Ability to establish and monitor against a grant budget separate and unique from the
51 departmental or appropriations budget.
Ability to track actual expenditures against budgeted/allowable expenditures by user-
52 defined period (i.e., monthly, quarterly, daily, etc.).
Ability to access salary costs associated with a specific grant (on an hourly or partial
53 hour basis), with the appropriate security.
Ability to generate hard-copy reimbursement requests to grantor agencies from
54 expenditure data.
55 Ability to establish and adjust budgets for each grant, with budget amendment.
56 Ability to assign multiple user defined categories for budget purposes.
57 Ability to duplicate preexisting grants to establish templates for new grants.
58 Ability to add or modify grant information online with audit trail of all changes.
59 Ability to hide or archive grant information after user-defined period without activity.
PROJECT AND GRANT FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST
Vendor Response: Y= Yes, current release. NR = Next Release. N = Not Planned . C = Custom
Quote. TP = Third Party Product. Please indicate release dates for NR in comments Section.
Please indicate name of Third Party Product under Notes. Please add any additional
Vendor
comments required to explain Vendor Response.
Response Comments
Functional Requirements - Project & Grant Accounting
60 Ability to provide for grant summary history online.
61 Ability to support multiple programs per grant (sub-grants).
Ability to uniquely identify each sub-grantee for grants and all grant financial activity
62 related to sub-grantees.
Ability to archive expired grants or non-awarded grants after user-specified period of
63 time, with proper security.
64 Ability to accept electronic wire transfers for draw-down/letters of credit.
65 Ability to route approval documents to charge expenses against grant
66 Ability to process data from purchasing system for purchase orders and encumbrances.
67 Ability to accommodate the following budget preparation capabilities:
68 Expendable budgets
69 Reimbursable budgets
70 Budget by total grant amount
71 Budget by year
Make adjustments for any accounting period in any fiscal year with the appropriate
72 security
73 Ability to drill-down from any field within the projects/grants accounting modules.
74 Ability to create user defined reimbursement categories.
75 Ability to generate bills for reimbursement costs and update G/L accordingly.
76 Ability to accumulate, track and report on costs by any element in the chart of accounts.
Ability to accumulate, track and report on costs associated with a particular activity or
77 type of service.
Ability to maintain, track, and accumulate actual costs, and combine these actual costs
78 with user-calculated or user-input costs (e.g., estimates).
79 Ability to track and report reimbursable percentages of costs.
80 Ability to accumulate costs either manually or automated from the following sources:
81 Ability to distribute employee costs to a project.
PROJECT AND GRANT FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST
Vendor Response: Y= Yes, current release. NR = Next Release. N = Not Planned . C = Custom
Quote. TP = Third Party Product. Please indicate release dates for NR in comments Section.
Please indicate name of Third Party Product under Notes. Please add any additional
Vendor
comments required to explain Vendor Response.
Response Comments
Functional Requirements - Project & Grant Accounting
82 Ability to distribute and track any expense item cost to a project.
83 Pay variances including overtime, sick days, holidays, etc.
84 Accounts payable information
85 Mileage/fuel expenditures
86 Equipment/asset costs
87 Other user defined fields
88 GRANT INFORMATION
89 Grant Title
90 Grantor agency name
91 Federal agency CFDA number
Grant, Capital Project, Federal Assistance Grant, or Site-approved Contract Number or
92 Reporting Category
93 Multiple Grant numbers
94 Grant name
95 Grant description
96 Grantor
97 Grantor Contact (Name, Phone Number, E-mail Address)
98 Grantor's mailing address
99 Date application submitted
100 Date application approved
101 Original grant approval amount
102 Grant budget
103 Grant amendments
104 Grant carryovers
105 Grant fiscal calendar
106 Grant beginning date
107 Grant expiration date
PROJECT AND GRANT FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST
Vendor Response: Y= Yes, current release. NR = Next Release. N = Not Planned . C = Custom
Quote. TP = Third Party Product. Please indicate release dates for NR in comments Section.
Please indicate name of Third Party Product under Notes. Please add any additional
Vendor
comments required to explain Vendor Response.
Response Comments
Functional Requirements - Project & Grant Accounting
108 Amounts of cost-share/matching funds and third party contributions
Ability to track cost-share/matching funds and third party contributions through sub-
109 account linked to a specific grant
110 Responsible department or division
111 Department or division contact
112 Ability to capture all grant transaction activity through the general ledger.
Ability to uniquely identify each grant through the assignment of an agency defined
113 grant number.
114 Ability to capture grant expenditures and revenues by:
115 General ledger account numbers
116 Grantor-defined categories or accounts
117 Grant purchase orders and encumbrances
118 Grants status codes
119 User defined fields
120 Narrative fields for miscellaneous information
121 GRANT REPORTS
Ability to produce reports for any user-defined period, including grant life to date or
122 grant year.
123 Ability to generate reports on either a cash or accrual basis.
Ability to produce all reports using both grantor-defined categories or the site's chart of
124 accounts.
125 Ability to set reminder for automatic notification of financial or progress report due
126 Ability to provide the following reports:
Expenditures and revenues per grant within varied periods (monthly, quarterly,
127 annual)
128 Schedule of Federal Financial Assistance
129 Sources of revenues
PROJECT AND GRANT FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST
Vendor Response: Y= Yes, current release. NR = Next Release. N = Not Planned . C = Custom
Quote. TP = Third Party Product. Please indicate release dates for NR in comments Section.
Please indicate name of Third Party Product under Notes. Please add any additional
Vendor
comments required to explain Vendor Response.
Response Comments
Functional Requirements - Project & Grant Accounting
130 Reimbursed costs
131 Budget vs. actual costs with real-time available balance
132 Combined grant revenue and expenditure reports
133 Pending approval grant report
134 Pending expiration or expired grant report
135 Cost-share and third-party contributions within varied period
ACCOUNTS PAYABLE FUNCTONAL AND TECHNICAL REQUIREMENTS CHECKLIST

GENERAL PROGRAM CAPABILITIES:

The software must maintain an A/P open-item (unpaid invoice) file that contains detailed
1 records of vendor invoices.
The software must allow for a user to place a hold payment on any specific open item or for
2 all invoices of a particular vendor.
3 The software must control payments by due date, vendor and selected hold.
4 The software must accommodate processing of debit/credit memos and manual checks.
The software must provide detailed audit trail reports to support payable items and
5 liabilities reflected in the GL system.
6 The software must support unlimited vendor addresses.
7 The software must post manual checks and include them in the GL distribution.
8 The software must reconcile bank accounts (outstanding check reconciliation).
The software must distribute invoice payments by item or total into multiple GL funds,
9 accounts, organization or program.
The software must consolidate vendor payments onto one check, detailing invoice numbers
10 and dates or selectively produce individual checks.
The software should allowing a separate check to be cut if more than one payment to the
11 same vendor has been input during the A/P cycle
12 The software must automatically post GL from A/P.
The software must support online maintenance of vendor information from the invoice
13 entry screen.
The software must automatically liquidate encumbrances for invoiced, encumbered
14 purchase orders.
The software must provide the ability to input invoice due date and hold invoice payment
15 until the due date occurs.
16 Ability to provide two-way or three-way matching capabilities.
Ability to track vendor filing of E-Verify affidavit (Indiana specific form), and attach
17 affidavit.
Ability to maintain pricing information, quantity breaks, freight terms and shipping
18 information for each vendor.
Ability to have numeric and/or alpha vendor numbers that are system generated or
19 manually entered.
Ability to search vendor files from within purchasing processes (i.e., requisition and
20 purchase order).
21 Ability to create vendor groupings for specific commodities, locations, etc.
ACCOUNTS PAYABLE FUNCTONAL AND TECHNICAL REQUIREMENTS CHECKLIST

Vendor Response: Y= Yes, current release. NR = Next Release. N = Not Planned . C = Custom
Quote. TP = Third Party Product. Please indicate release dates for NR in comments Section.
Please indicate name of Third Party Product under Notes. Please add any additional comments
Vendor
required to explain Vendor Response.
Response Comments
Functional Requirements- Accounts Payable
22 Ability to maintain an accumulated purchase history for each vendor in system.
23 Ability to maintain an audit trail for changes to the vendor master file.
24 Ability to change vendor name without losing the history.
25 Ability to maintain a history of payments made to vendor.
Ability to display a history of payments made to vendor by an individual department where
26 multiple departments have the same vendor.
27 The software must support one-time vendors.
28 The software must support standard invoice entry or quick entry.
29 The software must support recurring invoices.
30 The software must support the calculation and automatic spread of discount amount.
31 The software must support the automatic spread of freight amount.
32 The software must allow an invoice to be re-established when a check is voided.
33 The software must support voiding an invoice.
34 The software must allow checks to be reconciled manually or via cleared check files.
35 Ability to automatically hold retainage on an invoice and pay when approved.
36 Ability to track the following types of retainage:
37 Contract Retainage
38 Contract retainage based on percent complete of contract.
39 Ability to support Procurement Cards (Chase) and automatically update A/P and detailed G/L
40 Ability to track vendor history for procurement card transactions
Ability to assign default GL account codes for procurement card transactions with the
41 ability to override
42 Ability to assign procurement card to an end user
43 Ability to track and review procurement card transactions by end user
44 The software must provide the ability to put vendor and all invoices to be put on hold.
45 Ability to check on the status of a check (e.g., outstanding, voided, cancelled, stale-dated, etc.).
46 Ability to identify all "stale" checks that are outstanding after a user-specified period of time.
47 Ability to capture transaction counts and other statistical data by department and/or fund.
Purchases by vendor (i.e., by invoice, purchase order/contract number, purchase item,
48 budget unit).
49 Purchases by service type and/or commodity code
50 Payments to vendor.
51 Ability to age accounts payable.
52 Ability to merge one vendor into another (vendor buyout of another vendor)
Ability to delete or deactivate vendor from vendor listing by date with reason. Historical
53 data would be retained.
ACCOUNTS PAYABLE FUNCTONAL AND TECHNICAL REQUIREMENTS CHECKLIST

Vendor Response: Y= Yes, current release. NR = Next Release. N = Not Planned . C = Custom
Quote. TP = Third Party Product. Please indicate release dates for NR in comments Section.
Please indicate name of Third Party Product under Notes. Please add any additional comments
Vendor
required to explain Vendor Response.
Response Comments
Functional Requirements- Accounts Payable
54 Ability to match items by the following:
55 Invoice
56 Purchase order
57 Ability to schedule invoices for payment based on vendor terms, future dated invoices, etc.
Ability to default information from the purchase order to the invoice entry screen to
58 simplify data entry.
59 Ability to support pre-encumbrances.
Ability to automatically balance encumbrances in expenditure accounts to control accounts
60 and reserve for encumbrance accounts.
Ability to manually or automatically relieve an encumbrance, either partially or completely,
61 when an expenditure transaction is entered.
Ability to maintain and release recurring payments based upon user defined amounts and
payment dates using an automatic batch process or real time transaction processing with the
62 appropriate workflow approvals.
Ability to set up user-defined templates for invoice data entry (e.g. monthly contract) and
63 allow templates to be saved globally for multiple users.
Ability to close out / reverse encumbrances and purchase orders by user defined
64 parameters.
Ability to reject transactions for insufficient appropriation and cash / fund balances (with
65 override feature based upon security).
Ability to set up soft and hard stops for processing transactions with insufficient funds
66 appropriations.
Ability to establish soft and hard stops for insufficient funds by line item (e.g., electric bills
67 must be paid).
Ability to compare accounts receivable data to accounts payable to identify payees who owe
68 money, suspend the payment processor and notify vendor of the amount owed.
69 Ability to drill across from a purchase order to and from the invoice.
number, dollar amount and date, with the ability to override with the appropriate user
70 security.
71 Ability to accommodate electronic payments (e.g., EFT, ACH, etc.).
Ability to maintain multiple line items within one vendor and maintain separate history for
72 each (for example, multiple departmental accounts under an electric company).
73 Ability to retain prior year(s) data for comparative reporting.
74 Ability to accept multiple invoices for one claim.
75 Ability to print Indiana State Claim Form.
ACCOUNTS PAYABLE FUNCTONAL AND TECHNICAL REQUIREMENTS CHECKLIST

Vendor Response: Y= Yes, current release. NR = Next Release. N = Not Planned . C = Custom
Quote. TP = Third Party Product. Please indicate release dates for NR in comments Section.
Please indicate name of Third Party Product under Notes. Please add any additional comments
Vendor
required to explain Vendor Response.
Response Comments
Functional Requirements- Accounts Payable
Ability to create a report that shows all claims to be paid on a certain day (Claim Docket)
76 with summary giving fund totals.
77 Ability to create signature form for State-prescribed Claim Docket.
Ability to input claims at departmental level, and have a work flow for review, edit,
78 approval or disapproval of payment.
79 Ability to print claims list in vendor name order or number order.
Ability to produce a report on bank transfers needed based on claims to be paid, i.e. each
80 cash fund is coded to a bank account.
81 Ability to accommodate one time vendors and identify them as such.
82 Ability to automatically re-encumber a PO with a credit memo invoice.
83 Ability for recurring invoices to buy down PO and/or Contracts.
84 1099 CAPABILITIES
85 Ability to track vendor W9 & 1099 information.
The software must separate different types of 1099's within system, and print year-end
86 1099's.
87 Ability to flag vendor, or certain invoices for a vendor, as 1099 reportable.
Ability to collect necessary information for generation of Federal 1099s at year-end (both
88 manually and per IRS approved file).
Ability to correct 1099 information in the system, reprint the 1099 form(s), and produce a
89 correction file for the IRS.
Ability to change a vendor's 1099 status at any time during the year, and all existing activity
90 will be automatically updated.
Ability for individual invoices to be included or excluded from 1099 income for a vendor as
91 appropriate.
92 Ability for 1099 status for individual invoices to be changed after invoice has been posted.
93 Ability to change the 1099 status for all invoices for a selected vendor.
94 VENDOR MASTERFILE
Ability to accommodate user defined vendor categories (e.g., Disadvantaged Business
95 Enterprises, Problem vendors, etc.).
Ability to provide a vendor comment file that may contain a user-defined amount of
96 information, viewable by any user but updateable only by users with authorized security.
97 Ability to maintain and print out an audit trail for changes to the vendor master file.
98 Ability for users with authorized security to add or change vendor master file records.
Ability to hide inactive vendors after a user-specified period of time without activity, with
99 appropriate workflow approval.
ACCOUNTS PAYABLE FUNCTONAL AND TECHNICAL REQUIREMENTS CHECKLIST

148 Ability to process invoices for which no purchase order exists, with the appropriate security.
Ability to allocate an invoice amount to various accounts according to a percentage of the
149 invoice amount or by dollar amount.
150 Ability to enter one-time comments on the check stub to a single vendor.
151 Ability to include "broadcast messages" on all checks in a check run.
152 Ability to generate accounts payable checks daily, weekly, monthly or on demand.
Ability to generate checks based on pay dates established when invoices are entered and the
153 range of dates selected for payment.
154 Ability to create an invoice list and preliminary check register prior to check generation.
155 Ability to generate individual checks that include payments from multiple funds.
156 Ability to add user defined fields to the invoice entry screen.
Ability to compare control totals of invoices entered (amount) to total check run (amount)
157 and permit correction before check production.
ACCOUNTS PAYABLE FUNCTONAL AND TECHNICAL REQUIREMENTS CHECKLIST

Vendor Response: Y= Yes, current release. NR = Next Release. N = Not Planned . C = Custom
Quote. TP = Third Party Product. Please indicate release dates for NR in comments Section.
Please indicate name of Third Party Product under Notes. Please add any additional comments
Vendor
required to explain Vendor Response.
Response Comments
Functional Requirements- Accounts Payable
158 Ability to provide audit trails with the following information:
159 Invoice number
160 Disbursements
161 Purchase order number
162 Check number
163 Date(s) (e.g., payment date, etc.)
164 Payee
165 Payee Address
166 Approver and User ID
167 Account number
168 Ability to be alerted to pay invoices by discount date or due date.
169 CHECK INFORMATION
Ability to automatically update the budget with changes/cancellations when a check is
170 cancelled.
Ability to automatically update the vendor file with changes/cancellations when a check is
171 cancelled.
172 Ability to automatically generate check numbers based on user-entered starting numbers.
173 Ability to compute the number of checks written per check run.
174 Ability to produce manual checks.
175 Ability to produce, through secure printers, checks with electronic signatures.
176 Ability to ensure security on check writing signatures.
177 Ability to support the use of multiple bank accounts within the same fund.
178 Ability to support the use of multiple fund with the same bank accounts.
179 Ability to accommodate multiple cash accounts
Ability to consolidate (or choose not to consolidate) multiple invoices for the same vendor
180 on one check, and itemize the invoices on the check stub.
181 Ability to prevent the printing of blank, negative, or zero amount checks.
182 Ability to void checks by check number or group of check numbers.
Ability to post voided checks to system in exact same manner as original entry with
183 reversing entry to GL having date of void, not original check date.
184 Ability to provide for restart procedures for the check printing routine.
185 Ability to produce a daily report showing all activity in the system.
Ability to add comments or notes to a payment/entry that has already been processed,
186 having no impact on financial information.
Ability to accommodate automatic reconciliation of bank information (i.e., by uploading
187 data file).
ACCOUNTS PAYABLE FUNCTONAL AND TECHNICAL REQUIREMENTS CHECKLIST

Vendor Response: Y= Yes, current release. NR = Next Release. N = Not Planned . C = Custom
Quote. TP = Third Party Product. Please indicate release dates for NR in comments Section.
Please indicate name of Third Party Product under Notes. Please add any additional comments
Vendor
required to explain Vendor Response.
Response Comments
Functional Requirements- Accounts Payable
Ability to produce a file containing all rejected check reconciliation transactions which
188 could be available for online corrections (i.e., exception file).
Ability to cancel checks online and automatically generate General Ledger transactions to
189 reverse all accounting distributions associated with that check.
Ability to retain cleared checks in a check reconciliation database for inquiry and/or
190 reporting purposes.
Ability to place a "stop payment" on checks and generate the appropriate General Ledger
191 transaction.
192 Ability to produce positive pay file for bank upload.
193 QUERY/REPORT
Through a centralized view of invoices, provide all relevant data no more than one click
194 (level) from the data element in focus
195 Vendor Inquiry (including history of commodities, departments, etc. as defined by user)
Inquiry by Purchase Order Number, Invoice Number, Receiver Document Number, or any
196 other associated document
197 Ability to produce the following reports:
198 Vendor Master Listing (by any element in the file)
199 Vendor Multiple Address listing
200 Summary Payment Report by Vendor (for a user determined time period)
201 Open A/P Invoices as of date report
202 Vendor Invoice List
203 1099 MISC Reporting
204 Check register
205 Bank report
206 Cash Requirements Report
207 General Ledger Interface Report
208 Invoice Ageing Report
209 Expenditure Report
Ability to query for invoice information on any data element (e.g., invoice amount, invoice
210 number, date, voucher number, etc.).
Ability to generate federal and state reporting requirements, such as W-9, Tax IDs, IRS Form
211 941, IRS Form 940, W-2, IRS Form 1099, backup withholding, Notice B.
212 Ability to generate 1099 paper forms as well as on electronic media.
Ability to produce graphical representations in the form of a chart, graph, etc. from accounts
213 payable data.
214 VENDOR SELF SERVICE
ACCOUNTS PAYABLE FUNCTONAL AND TECHNICAL REQUIREMENTS CHECKLIST

GENERAL PROGRAM CAPABILITIES:

1 Ability to support encumbrance control for budgeted funds.
Ability to support "soft" pre-encumbrance control, whereby a warning is given if sufficient
2 funds are not available.
Ability to copy information from one process to another without rekeying (i.e., requisition
3 to purchase order).
4 Ability to copy, paste all information.
5 Ability to drill down to supporting documents within the purchasing system.
6 Ability to establish and maintain information concerning:
7 Vendors
8 Commodities and a commodity coding structure
9 Standards or specifications for items acquired
10 Standard text for terms and conditions of purchases
11 Ability to record and maintain history of purchases, commodities, and volumes.
Ability to support workflow for procurement approval process, including multiple
12 approvals at the departmental and central purchasing levels.
13 Ability to support two-way and three-way matching of documents.
14 Ability to utilize the Internet for vendor communication.
Ability to support automatic entry into other modules, such as inventory, work orders and
15 fixed assets from purchasing.
Ability to maintain history of all purchasing processes including requisitions and multiple
16 types of purchases.
Ability for end-users to check expenditures to date against encumbrances and budgets and
17 see results on-line in real time prior to processing an expenditure request.
18 Ability to support updating general ledger accounts for all procurement transactions.
19 Ability to look up real-time status of purchasing processes.
20 Ability to track last purchase date and amount for any item.
21 Ability to track expenditures against credit cards issued to employees.
Ability to utilize imaged or scanned documents such as vendor invoices and other source
22 documents.
23 Ability to accommodate partial receipts.
24 Ability to detect and measure early / late and over / under shipments.
PURCHASE ORDERS FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

Vendor Response: Y= Yes, current release. NR = Next Release. N = Not Planned . C = Custom
Quote, TP = Third Party Product. Please indicate release dates for NR in comments Section.
Please indicate name of Third Party Product under Notes. Please add any additional comments Vendor
required to explain Vendor Response. Response Comments
Functional Requirements - Purchase Orders
Ability to maintain discrepancy file by vendor, stock number, item, dates, control number,
25 purchase order number (receiving exception file).
Ability to manually flag purchases for fixed asset tables upon receipt of good, with the
26 appropriate security.
27 Ability to audit receiving data by logon ID, date, time, etc.
28 Ability to flag received goods for entry into inventory by item number.
Ability to support electronic (online) or fax capabilities for purchase orders and other
29 vendor/procurement functions.
30 Ability to create PO user defined fields that are available during PO entry process.
31 Ability to customize one site-wide purchase order layout/format (and create templates).
32 Ability to support purchasing thresholds by vendor (e.g., $25,000 bid limit).
Ability to support one master vendor file for all modules in the system, with security on the
33 ability to change and/or update vendor records.
34 Ability for PO's to specify multiple delivery dates and locations by line item.
Ability to allow the selective inactivation or purging of vendor records by user-defined
35 criteria.
Ability to search for a vendor by item code, number, or description (in other words, attach
36 vendor to an item(s)).
Ability to maintain statistics in dollar amounts for each vendor for user-specified periods
37 for the following criteria:
38 Payment history
39 Discounts taken
40 Discounts lost
41 Purchase price variances
42 Ability to 'effective date' transactions, either before or after the current date.
43 Ability to enter a percentage discount on the purchase order.
44 Ability to enter future dates beyond the end of the fiscal year
Ability to summarize charges on an account and project level at the end of a purchase
45 order.
Ability to create PO Change Orders to the original PO document and update G/L
46 accordingly.
Ability to have an integrated Document Management System where you can view all
47 related documents within the Purchasing module (Requisition, PO, Invoice and A/P check)
48 Provide for the following carry forward methods for PO's at year end:
PURCHASE ORDERS FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

GENERAL PROGRAM CAPABILITIES:

Ability to electronically process multi-delivery, direct ship, blanket and non-blanket
1 requisitions.
2 Ability to display multiple account numbers on any line item on requisitions.
3 Ability to requisition with or without commodity description.
4 Ability to perform the following requisition functions, with the appropriate security:
5 Inquiry
6 Add
7 Change
8 Cancel
9 Delete
10 Ability to provide for multiple lines of input per individual requisition.
11 Ability to provide reports to users and management on requisition status.
Ability to create and track all requisitions by date, by requester, by budget, by item, by
12 action item, etc.
13 Ability to check against the budget and pre-encumber requisition per line item.
Ability to modify items ordered through change order (add or delete) including part, class,
14 quantity, unit of measure, vendor, cost, project, fund, with the appropriate security.
Ability to track requisitions and automatically date and time stamp (received, accepted,
15 returned, re-received) with notes and comments.
16 Ability to convert lines of requisitions to multiple purchase orders and different vendors.
Ability to carry forward approval and user contact information from the requisition to the
17 purchase order.
18 Ability to limit G/L distribution accounts to only those valid for that department/user.
Ability to have multiple line items per purchase order with capability for one/multiple
19 delivery schedules per line printed on purchase order.
Ability to automatically or manually number requisitions with the ability to restart the
20 numbering process with each fiscal year.
21 Ability to create purchase orders from requisitions.
Ability to allow for unlimited standard and free form messages at the header and line item
22 level.
REQUISITIONS FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

Vendor Response: Y= Yes, current release. NR = Next Release. N = Not Planned . C = Custom
Quote. TP = Third Party Product. Please indicate release dates for NR in comments Section.
Please indicate name of Third Party Product under Notes. Please add any additional comments Vendor
required to explain Vendor Response. Response Comments
Functional Requirements - Requisitions
Ability to generate bill to and ship to information automatically with secondary or internal
23 delivery to location.
24 Ability for requisition to specify multiple delivery dates and locations by line item.
25 Ability to request a budget transfer as part of the requisition process
26 Ability to notify originator when requisitions have been rejected.
27 Abilityy to assign a requisition
q to a project y p , , /
28 user.
29 Ability for user to check on status of workflow approval
30 Ability to interface to a contract file for contract items
31 Ability to create a pick ticket if item is in inventory
32 Ability to create requisition for a particular work order and task
33 Ability to change terms and discounts with proper security.
Ability to set and track the # and dollar amount of requisitions to a certain vendor and
34 require a justification note if usage exceeds either limit in a set # of days.
35 Ability to notify originator when requisitions has been converted to a PO or rejected.
36 Ability to define by dollar value if a requisition requires quotes
37 Ability to define by dollar value if a requisition requires a formal bid or contract
38 Ability to track vendor quotes on a requisition
Ability to automatically or manually route a requisition to a buyer based on any
39 combination of the following: department code, commodity code, GL account code, etc.
40 Ability to establish shipping locations per line item
41 Ability to track and report on requisition, purchase order and receiving information.
42 Ability to merge requisitions into single PO to be sent to vendor
43 Ability to create an unlimited number of user defined fields on a requisition
44 Ability to attach documents to a requisition and have those flow onto PO
45 Ability to create a bid or contract from a requisition
46 Ability to create both current and next year requisitions with proper permissions
47 Ability to create a requisition with a vendor on the fly
48 Ability to customize requisition screens so user only sees fields that are pertinent to them
49 Ability to copy line items within a requisition or copy the entire requisition to a new one
50 REPORTS
51 Requisition Report, which can be sorted by buyer
52 Ability to display and/or print any / all reports and screens.
REQUISITIONS FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

GENERAL PROGRAM CAPABILITIES:

Ability to manage workforce planning by development of future positions and association of comp
1 structures for financial forecasting.
2 Ability to integrate a position request with budget module for development of personnel budget.
Ability to do forecast wages and benefits cost by global changes to percentages, fixed amount, or
3 formula changes to current costs.
The software must perform both payroll and personnel functions from a single database with
4 automatic update of information in both systems from a single transaction.
Ability to provide online inquiry to the personnel master file by employee number, by employee
5 name, or by social security number and display in list format.
The software must support online inquiry of the entire employee database, with security on sensitive
6 information such as SSN or addresses.
Ability to support workflow for payroll processes including time entry, multiple-levels of payroll
7 approval, payroll submission to Clerk-Treasurer, payroll correction.
8 Provide a "checklist" of process to complete a payroll, and indicate what process have been completed.
9 The software must generate a check for all deductions or vendor payments.
10 The software must support ACH payments for all deduction transmittals or vendor payments.
11 The software must support unlimited direct deposit accounts.
12 Ability to pay employees with hourly rate, biweekly salary, or monthly salary in same payroll cycle.
Ability to have different From/To pay dates in the same payroll run. (Patrol Dispatchers have a
13 different pay period than other employees.)
The software must support specific deduction withdrawn automatically until amount is expended
14 (e.g., maximum contract or limit).
The software must generate special pays which are void of any deductions other than taxes and/or
15 pension.
16 The software must distribute payroll expense automatically to GL.
17 The software must update the GL accounts at the time of each payroll run or special pay.
18 The software must tie back payroll to the budget appropriation for budgetary control.
19 Ability for users to utilize the system when payroll is running.
20 Ability to allow employees to charge time to a multiple departments/GL accounts.
21 The software must have the ability to post labor hours and fringe benefit costs to a project.
22 The software must code time increments up to two decimals.
the ability to enter and compile hours worked and leave time hours with at least 6 numeric digits
23 (XXX.XX 4 digits plus 2 digits after decimal place)
PAYROLL FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

Vendor Response: Y= Yes, current release. NR = Next Release. N = Not Planned . C = Custom Quote. TP
= Third Party Product. Please indicate release dates for NR in comments Section. Please indicate name of
Third Party Product under Notes. Please add any additional comments required to explain Vendor Vendor
Response. Response Comments
Functional Requirements - Payroll
The software must report status of payroll checks voided, canceled, or outstanding as an aid to bank
24 statement reconciliation.
The software must display current period, month, quarter, and year-to-date hours, earnings, net,
25 taxes and deductions.
26 Ability to interface hours worked to or from a work order system
The software must provide for standard governmental reporting features, such as 941, 1099 reports,
27 and W-2's.
The software must support online inquiry of the entire employee database, with security on sensitive
28 information such as SSN or addresses.
29 The software must support online data entry of employee and payroll data.
The software must maintain the salary and wage structure by position including grade and step
30 range.
The software must print pertinent information about an employee's current pay on the payroll check
31 and check stub, including all pay types and deductions.
The software must provide current and year-to-date leave information on payroll check stubs,
32 including:
33 Personal leave (accrued, balance, used)
34 Vacation (accrued, balance, used)
35 Comp time (accrued, balance, used)
36 Sick time (accrued, balance, used)
37 User-defined leave (accrued, balance, used)
38 Special messages
39 PAYROLL PROCESSING
40 Automatic processing for user-defined frequency by employee
41 Automatic start or stop based upon a specified date
42 Automatic stop when a specified limit is reached
43 Ability to carry limit into next year
44 The software must have comprehensive labor distribution capabilities:
45 Multiple GL accounts per employee
46 Calculation of fringe benefit costs
47 The software must support an automatic payroll check reversal for voided checks.
48 The software must have payroll check reconciliation capabilities.
The software must report status of payroll checks voided, canceled, or outstanding as an aid to bank
49 statement reconciliation.
The software must calculate wages subject to worker's compensation (deduct overtime and holiday
50 premiums).
PAYROLL FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

Vendor Response: Y= Yes, current release. NR = Next Release. N = Not Planned . C = Custom Quote. TP
= Third Party Product. Please indicate release dates for NR in comments Section. Please indicate name of
Third Party Product under Notes. Please add any additional comments required to explain Vendor Vendor
Response. Response Comments
Functional Requirements - Payroll
51 The software must calculate all employer-paid benefits.
52 The software must integrate the payroll processing data with the personnel management subsystem.
53 The software must simplify the restart procedure for the reprinting of a single check or group of
The software must provide a mechanism for balancing hours input to hours accepted and to be
54 processed.
The software must provide ongoing attendance analysis per employee to include the following for
55 each pay period and year-to-date:
56 Paid absences - hours and types
57 Unpaid absences - hours and types
The software must automatically update longevity pay based upon length of service from longevity
58 start date.
59 The software must allow unlimited types of work performed per employee per period.
60 The software must create workman's compensation information.
61 The software must support one-time payments either taxable or non-taxable.
62 Ability of system to accommodate various attributes such as:
63 Effective and end dates
64 User-defined calculation rules
65 Pay increases based upon earnings factor (formulas)
66 Pay increases based upon fixed percentage rate(s), fixed dollar amount(s), or a combination.
67 Short and long descriptions
68 Leave accruals/subtractions (remaining, carryover by calendar and fiscal year)
69 Base pay as defined by the user (e.g., base salary plus shift differential plus longevity pay, etc.)
70 Exception reporting
71 Earnings type (e.g., regular, overtime, etc.)
72 Hours/units
73 Dollar/hour/unit/percentage limits
Ability to accommodate multiple pay schedules/tables. Please state in the Comments column any
74 limitations on the number of pay types.
75 Ability to setup new payroll codes and deduction types as needed, with the appropriate security.
Ability to have pay codes that will generate billable transactions in a general billing module (e.g.
76 Police special duty)
77 Ability to handle non-cash pay (e.g. taxable fringe benefits)
78 Ability to compute perfect attendance bonus.
79 Ability to compute complex overtime calculations that may differ by department.
80 Ability to accommodate organizational changes and carry history forward.
81 Ability to accommodate payroll for the following types of employees:
PAYROLL FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

Vendor Response: Y= Yes, current release. NR = Next Release. N = Not Planned . C = Custom Quote. TP
= Third Party Product. Please indicate release dates for NR in comments Section. Please indicate name of
Third Party Product under Notes. Please add any additional comments required to explain Vendor Vendor
Response. Response Comments
Functional Requirements - Payroll
147 Ability to adjust for daylight savings time related to time and attendance reporting.
148 Ability to automatically calculate retroactive pay.
Ability to calculate and allow one-time or multiple arrears deductions for an employee’s insurance
149 premiums if needed for retroactive changes in the employee’s enrollment.
Ability to automatically generate pay or adjustments when a retroactive pay-related information is
150 changed - rate, hours, allowances, etc.
The software must be able to automatically calculate retroactive pay for unlimited # of pay periods &
151 update G/L correctly.
152 Ability to calculate comp time using multiple formulas.
153 Ability for comp time entry to vary by department and/or classification (e.g., exempt/non-exempt).
154 Ability to define if pay code is included or excluded for calculating comp time.
155 Ability to cap compensation time at a user-defined level, which can be different by department.
Ability to track compensation time and generate reports listing lowest number of hours in a user-
156 defined period.
Ability to send alert or notification to employee and supervisor when vacation or compensation time
157 accrual maximum is approaching.
158 Ability to define and enforce user-defined rules for holiday, vacation, personal, and sick time usage.
Ability to automatically clear personal time when unused by end of year, with the option to override
159 with appropriate security.
160 Ability to track all days that any accruals were used by dates.
161 Ability to prorate accruals based on time worked.
Ability for employee's leave accruals to adjust as necessary with an employee type change (i.e. part
162 time to full time).
163 Ability to set effective dates for accruals (e.g., 2014 has 3 personal days, 2015 has 2 personal days)
164 Ability to process more than one payroll simultaneously.
Ability to accommodate online entry of manual checks including automatic update of all employee
165 and employer accumulators.
166 Ability to process future pay data while current pay period is still open (i.e., need last check).
167 Ability to generate off-cycle payroll runs.
Ability to run payroll calculation multiple times for checks and balances before actually printing
168 checks.
169 Ability for users to utilize the system when payroll is running.
170 Ability to replace a check all in one step (void original, assign new number, etc.) even in prior year.
171 Ability to allow payroll adjustments to final paychecks for refund of vacation, sick, etc.
Ability to reflect SSN changes in both current and historical records, for year end reporting purposes
172 (move data).
PAYROLL FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

Vendor Response: Y= Yes, current release. NR = Next Release. N = Not Planned . C = Custom Quote. TP
= Third Party Product. Please indicate release dates for NR in comments Section. Please indicate name of
Third Party Product under Notes. Please add any additional comments required to explain Vendor Vendor
Response. Response Comments
Functional Requirements - Payroll
173 Ability to access effective dated tax tables.
174 Ability to provide mass update capabilities of the information in the deduction table.
175 Ability to identify which payroll run the deductions are scheduled for ( only first & second, all, etc.).
176 Ability to accommodate the following deductions:
177 Medical (multiple)
178 Life insurance (multiple)
Voluntary benefits (e.g.. legal, accident, life insurance) Please include any limitations on the
179 number of deductions in the Comments column.
180 Health Savings Accounts
181 Dependent Care Flex Plan Accounts
182 Garnishments (multiple)
183 Deferred compensation plans (multiple)
184 Retirement plans (multiple)
185 Charitable contributions (e.g., United Way)
Other user defined deductions Please include any limitations on the number of deductions in
186 the Comments column.
187 Ability to withhold duplicate deductions in a single pay period
188 Ability to add additional new deductions by HR as necessary without programming assistance.
189 Ability to track flexible spending accounts.
190 Ability to calculate deductions based upon the following:
191 Flat amount
192 Percent of gross
193 Percentage of any combination of pay
194 Pay after combination of deductions
195 Ability to handle the following deduction controls:
196 One time only
197 Every pay period
198 Bi-monthly
199 Start and stop dates
200 Annual dollar limits
201 Pay period dollar limits
Maximum deductions per year or pay period based upon dollar amount or percentage of salary
202 (i.e., minimum net pay requirements).
Ability to "shut off" benefits accumulation for an employee or group of employees, but maintain a
203 record of the accumulations.
204 Ability to handle the following types of garnishments:
PAYROLL FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

Vendor Response: Y= Yes, current release. NR = Next Release. N = Not Planned . C = Custom Quote. TP
= Third Party Product. Please indicate release dates for NR in comments Section. Please indicate name of
Third Party Product under Notes. Please add any additional comments required to explain Vendor Vendor
Response. Response Comments
Functional Requirements - Payroll
205 Multiple garnishments on the same check
206 Flat amount or percentage
207 Calculation of total after all deductions
208 Ability to impose a fee for garnishments.
Ability to maintain garnishment information including date of order, case/court number, collection
209 agency, name, total collection amount. The ability to attach documentation.
Ability to compute, on a before or after tax basis, employer and employee portions of deductions for
210 items such as:
211 Taxes (Federal, State and Local, etc.)
212 Life Insurance
213 Medical Insurance
214 Deferred Compensation plan
215 Long-term disability
216 Social Security and Medicare
217 Retirement
Other user-defined deductions. Please include any limitations on the number of user-defined
218 deductions in the Comments column.
219 Ability to prioritize deductions.
220 Ability to query employee benefit deductions by line of coverage by payroll period, month, or year.
221 Ability to query employee census data by line of coverage.
222 Ability to override deductions on paycheck.
223 Ability to support pre and post tax payroll deductions.
224 Ability to process negative pre- and post- tax deductions.
225 Ability to track imputed income for life insurance for amounts over $50,000.
Ability for group life insurance amounts and costs to be recalculated for all employees at any time
226 during the year based on changed salary coverage and/or plan cost parameters.
Ability to comply with INPRS retirement deduction rules that require voluntary employee
227 contributions, which are a percentage of gross pay, to be rounded down to the nearest penny.
228 Ability to adjust or reverse previous hours (hours worked and accruals).
Ability to perform edits to previous pay periods and recalculate pay and leave accruals from
229 previous pay period forward.
230 Ability to do year-end accruals of salaries and benefits.
231 Buy out unused balance at a % of normal pay
232 Carry Forward
233 Lapse excess
234 Transfer Balance
PAYROLL FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

Vendor Response: Y= Yes, current release. NR = Next Release. N = Not Planned . C = Custom Quote. TP
= Third Party Product. Please indicate release dates for NR in comments Section. Please indicate name of
Third Party Product under Notes. Please add any additional comments required to explain Vendor Vendor
Response. Response Comments
Functional Requirements - Payroll
235 Transfer over Limit
236 Donate to Pool
237 Zero Balance
Ability to deliver client specified timesheets to various groups and/or types of employees, based on
238 workflow.
239 The software must automatically generate of time-sheets by department or cost center.
240 Ability to view, edit, and/or enter hours on an individual or group basis.
241 Ability to provide exception time only reporting for user specified groups.
242 Ability to produce default hours for exception-based employees based on user profile.
243 Ability to interface with timekeeping systems.
Ability to verify hours worked based on work schedule and pay codes and present exceptions to a
244 specified user.
Ability to deliver client specified timesheets to various groups and/or types of employees, based on
245 workflow.
246 Ability to edit time prior to payroll processing, with an audit trail of all changes.
Ability to display current leave accrual rates, codes and maximum balances for each employee while
247 time is being entered or reviewed.
248 Ability to handle mid-period work schedule/shift changes.
249 Ability to view employee's schedule with shift and off day information at any time.
250 Ability to record attendance history by day and print report.
Ability to prevent the use of accruals over earned amount, with the ability to override with the
251 appropriate security.
Ability to receive notification when an employee has not been paid for pay period and is not on
252 established leave.
Ability to provide edit reports after time input that will capture user defined deviations such as
253 excessive overtime or zero hours for active employees.
254 Ability for managers to approve advanced scheduled leave.
255 Ability to future date transactions for processing during the appropriate pay period.
256 Ability to automatically post pre-approved leave during effective pay period.
Ability for all fields in the database to be printed on the pay stub as desired (e.g., detailed pay,
257 deductions, leave balance accumulators) with the associated "through" date.
258 Ability to print multiple messages on the pay stubs based upon:
259 Site-wide
260 Department
261 Job classification
262 Benefit status
PAYROLL FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

Vendor Response: Y= Yes, current release. NR = Next Release. N = Not Planned . C = Custom Quote. TP
= Third Party Product. Please indicate release dates for NR in comments Section. Please indicate name of
Third Party Product under Notes. Please add any additional comments required to explain Vendor Vendor
Response. Response Comments
Functional Requirements - Payroll
263 Health plan
264 Bargaining unit
265 By any deduction category
Ability to accommodate online entry of manual checks including automatic update of all employee
266 and employer accumulators.
267 Ability to accommodate automatic direct deposit of paychecks through electronic funds transfer to:
268 Multiple accounts within a bank
269 Multiple banks
270 No limit to number of automatic direct deposit accounts
271 Ability to print manual checks on laser printers with digital signatures.
272 Ability to provide totals for reconciliation of:
273 Benefit information for cost to organization
274 Changes to employer deductions and taxes
275 Government reporting for each employee
276 Annual wages in taxes from payroll to 941's and W-2s
Ability to provide a payroll proof list of all payroll calculations, gross-to-net, before checks are
277 produced, including:
278 Hours by type
279 Earnings by type
280 Employee tax liabilities
281 Employee deduction amount
282 Employer contribution amount
283 Deductions not taken and set-up in arrears
284 Employer portion of all taxes
285 Totals by employee, project, fund, grant, cost center, division, department, total County
Ability to record each replacement check number in the payment history record for the check that is
286 replaced and the replacement number should not overlay the original check number.
Ability to locate and view every check record using the replacement check number, employee ID
287 number, or check date as a search key.
288 Ability to automatically re-apply deductions from voided checks to subsequent payments.
289 Ability to allow payroll adjustments to final paychecks for refund of vacation, sick, etc.
Ability to enter future date for changes to employee or retiree's benefits: e.g.. age 65, end of
290 probationary period, etc.)
291 EMPLOYEE SELF SERVICE
292 Ability for employee to view accrued leave balances.
PAYROLL FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

Vendor Response: Y= Yes, current release. NR = Next Release. N = Not Planned . C = Custom Quote. TP
= Third Party Product. Please indicate release dates for NR in comments Section. Please indicate name of
Third Party Product under Notes. Please add any additional comments required to explain Vendor Vendor
Response. Response Comments
Functional Requirements - Payroll
Ability to create a variety of user-defined workflows for self service tasks. These may include
notification to employees, ability to NOT activate a change until proper approval, instant activation,
293 etc.
Ability to request time off through self service and have approved time automatically update the
294 appropriate payroll processing run.
295 Ability for employee to view benefit information and current selections.
296 Ability to complete yearly benefit open enrollment online.
Ability for the employee to view and request change to contact, direct deposit, and demographic
information (Site determines which fields that an employee can view, which ones they can request
297 for change, and allows for work flow for approval and posting changes)
Ability to allow employees to request changes to insurance plans, dependent care flexible spending
298 accounts, Health Savings Account contributions at allowable times in year.
Ability for the employee to view current and past pay and tax information (paystub, W-2s,
299 withholding status and exemptions)
300 Ability for the employee to enter time sheet information via the Employee Self Service Module.
301 Ability to enter the number of hours by the following:
302 Hours code
303 Shift
304 Project
305 Ability to enter a comment on the number of hours.
306 Ability to view totals of what has been entered in the timesheet.
307 Ability to submit the timesheet for the manager's review.
308 Ability for the manager to login and view their department employee's timesheets.
309 Ability for the manager to approve or reject the timesheet.
310 Ability for the manager to add a comment when approving or rejecting.
311 Software must maintain an audit history of changes with date, time and employee information.
312 Ability to import approved timesheets into the payroll process.
313 Ability to view and sign up for available training courses o line
314 STATE & FEDERAL REPORTS
The software must provide for standard governmental reporting features, such as 941, 1099 reports,
315 W-2's, and W-3 (Indiana).
Ability to produce all W-2 information for employees and reporting agencies (i.e., IRS and State, etc.)
316 on laser printer.
317 Ability to sort W-2 information in a user-defined format.
318 Ability to reprint a single W-2 from current or prior year or do mass reprints.
319 Ability to generate multiple state tax reports.
PAYROLL FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

GENERAL PROGRAM CAPABILITIES:

The system shall support the function of recruiting and applicant tracking. At a minimum
1
the following broad functions will be supported:
2 Ability provide secure access to application data to designated staff
3 Creation of job requisitions
Automated workflow routing and approval of requisitions when position
4
becomes vacant
5 Tracking of requisition status
6 Ability to apply on line with a user defined application(s)
7 Tracking of applicants
8 Processing of eligibility and referral lists
9 Management and scheduling of testing and interview process
10 Maintain minimum qualifications for each position.
11 Automatic transfer of applicant to employee once hired.
12 Automatic generation and routing of applications to hiring department.
13 JOB REQUISITION AND TRACKING
14 Support the following types of job openings:
15 Promotional (intra-departmental)
16 Inter-departmental (all employees)
17 Open competition (internal and external applicants)
18 Vacancy notice
19 Other user defined types of openings (e.g., volunteer)
System allows for recruiting, tracking, and monitoring of vacancy postings to determine an
20
internal candidate pool.
21 System supports notifying applicants by e-mail or US mail of the job opening.
22 Ability to notify the applicant that their application has been received via e-mail.
System has the ability to post job opening information on a web site or on IVR and TTY
23
based joblines.
Creation of a job opening within the system automatically (based on user defined option)
24
makes the position available on the web site and the jobline.
Creation of a job opening within the system notifies appropriate personnel that a personnel
25
requisition is required.
26 System allows applicants to apply for multiple job openings.
System supports various workflow approval routings for departments with openings to
27
make them aware of qualified applicants.
APPLICANT TRACKING FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

Vendor Response: Y= Yes, current release. NR = Next Release. N = Not Planned . C = Custom
Quote. TP = Third Party Product. Please indicate release dates for NR in comments Section.
Please indicate name of Third Party Product under Notes. Please add any additional comments Vendor
required to explain Vendor Response. Response Comments
Functional Requirements - Applicant Tracking
System supports authorization approvals for hiring, central authorization approval when
28
appropriate with the ability to appoint approval power.
29 System supports maintenance of an effective dated eligibility list.
30 System notifies user of existing valid eligibility list when a job opening is created.
System records testing and hiring process requirements (process - not applicant specific),
31
including:
32 Steps required (written test, appraisal of promotability, rating from record, etc.)
33 Order of testing steps
34 Dates of tests
35 Locations of tests
Testing step may be specified as general and applicable to many positions (typing test) with
36
expiration dates.
General steps (typing test) may be skipped for individual applicants that have passed this
37
step for another application process.
38 System supports test item analysis (for validation of test components) and exam scoring.
39 Provide ability to exclude items that are deemed invalid from final scoring of tests.
40 APPLICANT TRACKING
Ability for current employees to apply for a position that auto-populates with existing
41
employee data.
42 Ability for applicants to indicate job preferences, such as teaching grade level.
43 System provides an applicant tracking system for both external and internal job applicants.
System provides ability for users at remote locations (e.g., principals at schools) to see both
44
in-house candidates and Web applicants.
45 System produces and manages Certification Lists.
46 System provides requisition tracking of all vacant positions.
System evaluates application data against job prerequisites and indicated applicant
47
preferences.
48 System provides on-line entry of interview and test results.
49 System stores the test scores of applicants.
50 Ability to track interview history.
51 System provides tracking of offers made to applicants.
52 System records results of offers.
System provides the ability to identify applicants in various stages (e.g. tested and untested)
53
as separate groups.
54 System supports an applicant file which can be purged or archived by user defined criteria.
55 System provides for user-defined application forms (both paper and web based)
APPLICANT TRACKING FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

65
For all contacts with applicants and people on certification lists, system tracks the following:
66 Date and time
67 Method of contact (telephone, mail, email, etc.)
68 Person doing the contacting
69 Tracks any material or notifications sent
70 Position
71 Response
Ability to attached scanned documents such as resumes or integrate with document
72
management system that contains such documents
73 DATA REQUIREMENTS
Personnel Requisitions and Applicant Tracking module has at least the following
74
information:
75 Position number for every position
76 Position classification title
77 Ability to identify positions that are vacant
78 Valid dates
APPLICANT TRACKING FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

GENERAL PROGRAM CAPABILITIES:

1 EMPLOYEE DATA
2 Name
3 Prefixes (i.e., Mr., Ms., Dr.)
4 Suffixes (i.e., Jr., III)
5 Hyphenated names
6 Multiple home addresses
7 Home address confidentiality flag
8 County of residence
9 Marital status
10 Spouse and multiple dependent data
11 Ability to notify when dependent turns a user-defined age that changes benefit eligibility
12 Dependent SSN's
13 Social Security Number
14 SSN confidentiality flag
15 Employee number (option for manually or automatically assigned)
16 Birth date
17 Gender
18 Ethnicity
19 Home phone
20 Phone number confidentiality flag
21 Cell phone
22 Pager
23 Multiple e-mail addresses
24 Multiple emergency contact name(s)
25 Emergency contact phone (multiple)
26 Labor group code (for EEO4 purposes) - defaults from Position Control
27 Veteran status
28 Reserves status
29 Work authorization flag
30 Work visa information including type, number, and expiration date
31 Original date of hire
32 FICA class
33 Benefit Date (multiple)
34 Retirement date and plan
35 Date of death
36 Driver's license information including expiration date and state
HUMAN RESOURCES FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

37 Education (type of degree, college, # of years attended, year earned)

38 Multiple certifications and licenses and their expiration dates
39 Multiple memberships in professional organizations or associations
40 Digitized photograph
41 Employment type (user-defined)
FLSA designation, exempt/non-exempt designation and category - defaults from Position
42 Control
43 ADA accommodation
44 Reference field for IRS code justifying FLSA exemption determination
45 Grade and step plans and open range plans with a min, mid, and max
46 Current assigned division/department/function and temporary assignment(s)
47 Employee status (FMLA, active, suspended, etc.)
48 Employee group (defaults from benefit info on position control)
49 Base Salary
50 Scheduled Hours (default from scheduling system)
51 Shift and Shift Differential
52 I-9 information (user-defined)
53 Multiple user-defined fields
54 OTHER CAPABILITIES
Ability to accommodate workflow approvals of human resources related processes and
55 documents.
Ability to attach in date order by subject matter any electronic data (such as scanned or
56 imaged forms) to an employee's record.
57 Ability to perform HR-related transactions both real-time and in batch.
Ability to track language ability (speaking and writing) other than English, including sign
58 language.
59 Ability to track length of time an employee has filled a position.
Ability to track and report on driver's license expirations and provide notice to employee
60 and supervisor of need for updated information.
61 Ability to track positions that require CDL licensing and expirations of licenses.
62 Ability to track and report on driver's license suspensions with associated reason.
Ability to record and track the items that have been assigned to an employee (i.e., keys, cell
63 phones, pagers, ID cards, parking passes, key cards, etc.).
64 Ability to keep history on property assigned to the employee.
Ability to track employee movement between positions within the organization and keep a
65 permanent record of this information within the system.
66 Provide for a separate file for terminated employees
67 Ability to generate employee groups for tracking purposes.
68 Ability to track and record volunteers with a unique identifier, separate from an employee.
69 Ability to move from volunteer status to regular employee.
70 Ability to track post retirement benefit costs and who is eligible.
71 Ability to maintain record of employee plan history.
72 Ability to validate that the employee is eligible for the plan selected.
HUMAN RESOURCES FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

Ability to determine the coverage and deduction amounts for the employee using the
73 parameters stored in the benefit plan structure tables.
74 Employee Evaluation Module to schedule and record evaluations.
75 Training Module to schedule and track all required training for an employee
76 Ability to load individual classes and create a course catalogue
77 Ability to assign training requirements by job title, department and facility
78 Ability to register participants
79 Ability to email registration confirmation and notifications
80 Ability to create sign-in sheets
81 Ability to track attendance
82 Ability to grade or pass/fail a class
83 Ability to notate class requirements for certifications
84 Ability to create custom reports on all data
85 Ability to allow employees to register for class directly
86 Ability to allow employees to access their own training record
87 Ability to import existing training tracking data
88 Ability to track domestic partner benefits status
Ability to indefinitely view terminated employee information for reference check
89 information.
90 Ability to provide for multiple salary schedules.
91 Ability to accommodate salary table linked to job/position class.
92 Ability to accommodate sets of benefit options linked to employee group.
93 Ability to provide tracking of death for employees, retirees, or dependents.
94 Ability to provide for mass updates of employee plan designation.
95 Ability to track current benefit elections for retirees and spouses.
The software has OSHA reporting module or functionality to track and report on all on the
96 job injuries and generate summary OSHA log reporting.
97 Ability to generate a specific EEO analysis, incorporating:
98 History of appointments by nationality, gender, and job category.
99 Current number of positions in class
100 Number of positions to be filled
Ability to track turnover data, identifying reasons for turnover (e.g. resignation, transfer,
101 promotions.)
102 Ability to accommodate sets of benefit options linked to employee group.
103 Ability to provide tracking of death for employees, retirees, or dependents.
104 Ability to provide for mass updates of employee plan designation.
105 Ability to track current benefit elections for retirees and spouses.
106 Ability to randomly selecting employees for city-wide random drug screen program.
107 FMLA TRACKING
108 Notice employees
109 Identify multiple start dates with capability to handle intermittent time
110 Identify multiple ending dates
HUMAN RESOURCES FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

Ability to track different leave types which accumulate concurrently as defined by user for
111 each employee (e.g. Workman's Comp., FMLA, leave of absence).
112 Ability to view FMLA time off in the current rolling 12 month period.
113 Ability to stop accruing leave when contracted maximums are reached.
114 Ability to have multiple accrual maximums for different classes of employees.
115 Ability to identify hours worked per week/year (to help determine FMLA eligibility)
Ability to generate reminders to the person managing the FMLA leave (i.e. when we need a
recertification from a doctor, remind when FMLA time is going to expire, need return to
116 work statement from doctor, etc)
117 Identify reason for leave (i.e. birth of child, own illness, military, FMLA, etc.)
Calendar to track leave (easily see how much time has been used instead of having to go to
118 Big Ben to see it)
119 Ability to list physician information
120 Ability to identify if paid leave is being used at the same time
121 Ability to list date employment ended if they did not return to work
122 Ability to see all past FMLA time off, not just current 12 month period
123 POSITION CONTROL
124 Ability to automatically assign a number upon position creation.
Ability to report on an encumbered position and easily identify when a position is
125 eliminated.
126 Ability to ensure that only budgeted positions can be filled.
127 Ability to maintain the following position data:
128 Position created date
129 Position status (open or closed)
130 Job title
131 Job specification code
132 Supervisor or Manager indicator
133 EEO code
134 Union code
135 Physical work location
136 Department/Program/Project
137 Percent of full time
138 Salary grade and step
139 Full-time/part-time flag
140 Regular/temporary flag
141 Division/Department/Program start date
142 Workers Compensation Code
143 Unemloyment seasonal code (required for Indiana.)
144 Function Code (denotes sub-organizations within a department)
145 Employee Group (to denote benefit entitlement)
146 Cost Distribution Code
147 Functional Labor Code (mandatory for EEO4)
148 Skills Test Requirements
HUMAN RESOURCES FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

149 Other user-defined fields

150 Ability to maintain position history.
Ability to automatically calculate new annual salary for budgeting and pay calculations
151 based upon changes to pay tables, etc.
152 Ability to accommodate split funded positions.
Ability to create, delete, and make changes to positions and track history for the following
153 including:
154 Reclassify positions
155 Modify positions
156 Transfer positions
157 Freeze or unfreeze positions
158 Split positions
159 Change the number of authorized full time equivalents per position
Ability to maintain the following current salary information and display on line in a list
160 format:
161 Effective date (including future dates)
162 Salary grade and step
163 Wage grade
164 Pay change reason code (table driven)
165 Pay change reason notes/memo field
166 Previous salary
167 Other user-defined fields (e.g., appointed, rank, sworn, etc.)
168 Ability to provide position control tracking of filled and vacant positions.
Ability to follow organization history of the position (list of employees who filled a position
169 over a user-specified period of time).
170 Ability to have one employee be in multiple positions.
171 Ability to track funding source to the position.
172 Ability to maintain job descriptions for each position in the system.
Ability to support condition based position changes (e.g., positions marked for attrition or
173 title change).
174 Ability to accommodate positions assigned in hierarchical structure and relationships.
175 Ability to provide position control tracking of filled and vacant positions.
176 FMLA TRACKING
177 Notice employees
178 Identify multiple start dates with capability to handle intermittent time
179 Identify multiple ending dates
Ability to track different leave types which accumulate concurrently as defined by user for
180 each employee (e.g. Workman's Comp., FMLA, leave of absence).
181 Ability to view FMLA time off in the current rolling 12 month period.
182 Ability to stop accruing leave when contracted maximums are reached.
183 Ability to have multiple accrual maximums for different classes of employees.
184 Ability to identify hours worked per week/year (to help determine FMLA eligibility)
HUMAN RESOURCES FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

Ability to generate reminders to the person managing the FMLA leave (i.e. when we need a
recertification from a doctor, remind when FMLA time is going to expire, need return to
185 work statement from doctor, etc)
186 Identify reason for leave (i.e. birth of child, own illness, military, FMLA, etc.)
187 Calendar to track leave (easily see how much time has been used)
188 Ability to list physician information
189 Ability to identify if paid leave is being used at the same time
190 Ability to list date employment ended if they did not return to work
191 Ability to see all past FMLA time off, not just current 12 month period
192 STANDARD REPORTS
193 Personnel Action Reports
The software must generate paid time off, vacation, sick pay and comp time reports by
department, of each employee's paid time off, vacation, sick and comp time including
194 beginning balance, days taken, and remaining balance.
The software must provide a listing of seniority information, including continuous service
195 dates, review dates, birth dates, departments and job classifications.
196 The software must generate a listing of benefits by employee.
197 Salary Analysis Report
198 Pension Reports
199 Life Insurance Reports
200 Vacancy reports
201 WORKERS COMPENSATION
202 Track when an employee is assigned to light duty.
Track when an employee begins temporary total disabiltiy and returns to work from a
203 workers comp injury
WORK ORDERS FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

GENERAL PROGRAM CAPABILITIES:

1 Ability to track maintenance activity and costs related to facilities and equipment.
2 Ability to access full history of work orders and activities against assets.
3 Ability to attach unlimited reference documents of any file type to the work order.
Ability to send automated notifications to the requesting department via electronic methods
4
of changes in the work order status or material availability.
Ability to identify work orders by billable status and track completed work orders through
5
the accounts receivable module.
Ability to generate template-based notification documents based upon work order type,
6
type of work requested or status of work order to be sent to either internal or external users.
Ability to have the system assign service/work order numbers with the ability for
7 authorized users to override the system to assign a number (system should have the ability
to insure no duplicate numbers are assigned).
8 Ability to interface the entire ERP system.
9 Ability to track purchasing history of materials used on a specific work order.
Ability to have work order system open a requisition when sufficient inventory is not
10
available to complete task assigned on a work order.
11 SERVICE REQUESTS
Required fields can be established that must be completed before a service request is
12
submitted
13 Ability to accommodate service order request generated by any of the following:
14 Departments or Facilities
15 Building
16 System generated (e.g., preventative maintenance)
Ability to generate multiple work orders from one service request and maintain tracking of
17
the original service requests.
18 Ability to track the following items for each service request:
19 Requestor
20 Requestor's phone number
21 Date of request
22 Problem description (short description field and long description free flow text)
23 Long text description (unlimited text - indicate any limitations in the comments field
24 Location (support multiple location/sub location combinations)
25 Department
WORK ORDERS FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

Vendor Response: Y= Yes, current release. NR = Next Release. N = Not Planned . C = Custom
Quote. TP = Third Party Product. Please indicate release dates for NR in comments Section.
Please indicate name of Third Party Product under Notes. Please add any additional comments Vendor
required to explain Vendor Response. Response Comments
Functional Requirements - Work Orders
58 Start date
59 Scheduled start date
60 Status Code
61 Completion date
62 Requested completion date
63 Project number
64 General location
65 GIS coordinates (Indiana State Plan and Lat/Lon)
66 Location ID
67 Multiple user-defined fields based on category code selected
68 Department
69 Assigned To
70 Customer/Campus
71 Other user-defined data
72 Ability for work orders to display and print special instructions.
Ability to track and/or query work orders by any of the elements on the work order (listed
73
above).
74 Ability to track multiple activities and tasks to a work order.
75 Ability to enter information specific to a job when a work order is created or executed .
76 Ability to assign work order to one person or multiple people.
77 Ability to assign work orders to supervisors, technicians, and/or crews.
78 Ability to assign work orders by type of trade.
79 Ability to track a group of work orders to a project.
Ability to track all dates throughout the work order life cycle (e.g., date received, date
80
scheduled, date started, etc.).
Ability to record date and time, changes made, and the user who made changes to any
81
work order.
82 Ability to create approval process prior to closing a work order.
83 Ability to identify and prevent duplicate work orders.
84 Ability to prioritize work orders based on user-defined parameters or assignments.
Ability to create master work orders with associated sub-work orders (e.g., renovation
85 project work order is made up of destruction, construction, electrical, plumbing, etc.) and
provide an obvious cross-reference.
Ability to generate automatic form letters (notification documents) to notify specified users
86
when preventative maintenance is due.
WORK ORDERS FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

Vendor Response: Y= Yes, current release. NR = Next Release. N = Not Planned . C = Custom
Quote. TP = Third Party Product. Please indicate release dates for NR in comments Section.
Please indicate name of Third Party Product under Notes. Please add any additional comments Vendor
required to explain Vendor Response. Response Comments
Functional Requirements - Work Orders
87 Ability to override/modify recurring or PM work orders before they are actually generated.
88 Ability to print out work orders for technician or field use.
89 Ability to create work orders that contain multiple tasks.
90 Ability to base standard charges on work order history and specific task.
91 Ability to charge either prior to or upon completion of the work order.
Ability to automatically schedule tasks to the assigned trade group at the first available time
92
slot after the scheduled start date.
93 Ability to execute tasks sequentially or in any order.
94 Ability to modify existing work orders by adding tasks or new work.
Ability to automatically update the equipment value or projected life as a result of the work
95
performed on the work order.
Ability to prioritize Work Orders based upon staff availability, safety requirements,
96
regulatory requirements, public health, and annual master work schedule.
97 Ability to automatically generate an on-line bill when billable work order is completed.
98 Ability to define available hours for each technician or group per day.
99 Ability to schedule work based on availability.
Ability to see an overview of all scheduled work for all technicians from the Master
100
Schedule.
Ability to archive and/or purge closed or canceled work orders based on user-defined
101
criteria.
Ability to compile and sort technician information, including special skills and available
102
work hours.
Ability to create a preliminary master schedule for each group based on each technician's
103
available work hours.
Ability to produce scheduled work orders on a weekly, monthly, quarterly, and annual
104
basis for facilities and equipment.
105 PREVENTIVE MAINTENANCE
106 Preventive Maintenance work orders must include:
107 Unique WO Number
108 Unique tag number
109 Asset Number/Component ID
110 Maintenance Activity Code
111 Schedule Frequency
112 Date Initiated
113 Date Scheduled
WORK ORDERS FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

GENERAL PROGRAM CAPABILITIES:

1 Define and enter new inventory items including all item attributes with an Item Template
2 Ability to update or change item attributes or description.
3 Must have common units of measure i.e. foot, unit.
4 Capability to make items inactive or place on hold
Field(s) to enter item manufacture's stock number for each item and the capability to cross
5 reference and search by these stock numbers or manufacturer name.
6 Field to list specifications for each item.
7 Ability to group items together and make one entry to issue these items to a specific GL account.
8 Define min/max quantities per item.
9 Define reorder points per item.
Ability to either receive items into inventory through the purchasing module or manually
10 enter through a miscellaneous receipt
Must be able to tie a purchase of and inventory item to a specific vendor and requisition
11 number
12 Enter serial numbers for some items.
13 Enter costs for new inventory items and update item cost only.
14 Inventory Costing method is FIFO but should have flexibility to alter method.
Issue items from inventory and automatically expense to a specific GL accounts with the
15 ability to manually override the account number.
16 Ability to issue items to a specific service address.
Ability to issue items with a "reason code" such as seasonal maintenance, correction for input
17 errors etc.
18 Ability to issue items with an assigned work order number to each issue.
19 Ability to issue items and charge items to a specific contractor.
Capability to print an issue ticket for each work ordered entered into the system either by
20 the service address or work order number.
21 Enter adjustments or corrections to increase or decrease inventory levels.
22 Ability to override an item & issue it to a work order if the on hand quantity is zero.
23 Process to transfer issues to GL and to Project module.
24 Ability to define cycle count items, generate cycle count sheets and enter cycle counts entries.
25 Ability to enter user defined transaction types and reasons.
26 Ability to view item transaction summaries on screen for specific periods
27 Ability to view supply and demand for a specific period on screen.
28 View on hand quantities on screen.
INVENTORY FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

Vendor Response: Y= Yes, current release. NR = Next Release. N = Not Planned . C = Custom
Quote. TP = Third Party Product. Please indicate release dates for NR in comments Section.
Please indicate name of Third Party Product under Notes. Please ad Vendor
Response Comments
Functional Requirements - Inventory
29 Capability to review cost history on a items during a specific time period.
30 Ability to track warranty information.
31 Ability to notify when warranty period on inventory items is about to lapse.
32 INVENTORY REPORTS
33 Inventory Value Report
34 Account distribution summary
35 Transaction register
36 Items cross reference report
37 Cycle count entries and adjustment report
38 Items demand history report
39 Transaction historical summary
PARCEL MANAGEMENT FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

GENERAL PROGRAM CAPABILITIES:

1 Ability to interface to existing GIS system for land and parcel information.
2 Ability to access GIS mapping data for road/street locations
3 Ability to interface GIS functionality/applications into the Land Management module.
2 Ability to track parcels of land including, but not limited to the following information:
3 Address (Allow for multiple addresses per parcel)
3 Resident (Allow for multiple residents)
4 Structure type (e.g., two-car garage, mobile home)
5 Use type (e.g., residential, agricultural, etc.)
4 Sub division
5 Unlimited user-defined fields
6 Ability to track both the owner and resident (could be different) for each address.
Ability to associate multiple addresses per parcel of land and a parcel of land to multiple
5 addresses.
6 Ability to capture multiple physical addresses and mailing addresses for each parcel.
Ability to enter freeform text and/or attach electronic documents concerning a particular
7 address or parcel (e.g., owners have dogs).
6 Ability to query and/or report on the following parcel characteristics
7 Community Name
8 Parcel ID
7 Owner Last Name
8 Owner First name
9 Address (Allow for multiple addresses per parcel)
8 Status
9 Developed (yes/no)
10 Map Reference
9 Zoning Class
10 Property Class
11 Exemption Class
10 District Type
11 District
12 Related Information including:
11 Utility Account Number
12 Fixed Asset Number (integration with Financial System)
13 Code Enforcement Case Type
12 Code Enforcement Case Number
13 Permit Type
14 Permit Number
13 Business/Animal License Type
14 Unlimited Ownership History
15 Unlimited Improvement Listing including the following characteristics for each improvement:
14 Address of improvement
15 Improvement Type
16 Improvement Class
15 Improvement Usage
16 Tenant/Description
17 Occupancy Type
16 Year Built
17 Number of Stories
18 Unlimited user-defined fields
PARCEL MANAGEMENT FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

GENERAL REQUIREMENTS -
1 Users must have ability to add additional user defined license/permit types
Assigns differing workflow approvals based upon license/permit type with the ability to
2
override, based upon security level.
3 Maintains a history of recurring license/permit applicants
4 System alerts user when a license/permit/permit holder's insurance is about to expire
Provides interface with geographical information systems (GIS) mapping and parcel data
5
for generating project area maps and site location activity reports
6 All information integrated with a single county parcel code.
Provides identification for non-renewable license/permit/permit types and ability to
7
automatically remove these upon expiration from active license/permit/permit list
Provide configurable email messages that can be (optionally) configured to alert any party
8 of interest (customer, contractor, department head, etc). Ability to specify body of email
and recipients.
9 Performs mass updates.
Ability to revoke a permit without adversely impacting the rest of the project/application
10
and its non-revoked permits
11 Data Entry Features:
12 Use of keystroke combinations and other shortcuts to navigate to fields.
13 Logical location and order of fields with tabular progression from field to field.
14 Automatically jumps to next field when current field data has been entered.
Automatic completion of standard data entry inputs such as street names. Automatic
15
function can be disabled if desired.
16 Design focuses on the entering of any item of data only once across permit types
Ability for users to establish permit category and subtypes, construction
17 classifications, status indicators, inspection types, and other key attribute types based
on easily- configured and managed data tables
System should have a clear and consistent relationship between tables containing
18
applicant data, project data, permit data, and inspection data.
System must have conflict resolution features so that two different users may not
19
update a record differently at the same time.
20 Automatic date/time stamp on log entries
21 Displays and reports the number of license/permits issued.
User have ability to attach scanned documents, plans, image files, etc. to a permit
22
application that can be launched for viewing within the application.
23 DATA REQUIREMENTS
24 Maintains information on license/permit and applicant including:
25 Application/permit type (e.g. liquor, etc.)
26 Owner Name
27 Owner Address
28 Agent (Applicant) Name
29 Agent (applicant) Address, phone numbers, email, etc.
30 Business License Number
31 Business Name
32 Doing Business As name (DBA)
33 Business Type
34 Telephone (multiple)
35 Email
36 Date of issuance
37 Date of original application
38 Dates of public hearings
39 Date of final approval
40 Characteristics for Mobile Homes (VIN, Make Model, etc)
41 Date of expiration (if applicable)
42 Maintains the following information on each license/permit:
43 Estimated Cost of construction
Prerequisite documents regardless of agency are tracked within the systems in any
44
user defined order
45 Whether APC (Area Plan Commission) approval is required
46 Whether City Council approval is required
47 Other user defined Boards/departments in order of approval
48 Public hearing actions
49 Department which must be notified that license/permit will be issued
50 Whether application must be advertised
51 Related projects (by ID number)
52 Original application or amendment of conditions
List of types of contractors, contractor names, license numbers, and other user defined
53
characteristics
54 Relevant section of code including URL link
PERMITS FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

Vendor Response: Y= Yes, current release. NR = Next Release. N = Not Planned . C = Custom
Quote. TP = Third Party Product. Please indicate release dates for NR in comments Section. Vendor
Please indicate name of Third Party Product under Notes. Please add any additional comments Respons
required to explain Vendor Response. e Comments
Functional Requirements - Permits
55 Staff Comments
56 Additional User Defined Fields
57 List of documents to be provided applicant along with license/permit
58 Occupancy types including user defined sub classifications
59 Other information such as, but not limited to:
60 Street Closures
61 Parade
62 Block Party
63 Other Activity on City Owned Property
64 Other user defined permit types
65 APPLICATION PROCESS
Provide the ability to record review actions made by various agencies and the time spent in
66
review
Provide the ability to assess fees and collect payments for planning projects. Fees displayed
67 during processing should be determined by the type of project with only the fees applicable
to the project type displayed
68 Allow for duplicate permit fees to appear on the same application
69 Allow for unlimited number of permits fees to appear on an application
70 Ability to require certain pre-requisites
Ability to specify levels on pre-prerequisites to control the sequence, ordering, and
71
dependencies amongst inspections
72 Ability to track applications for a variety of permit types
73 Ability to track well and septic information of environmental health permits
74 Provide user-defined fields on an application
75 Ability to track buildings
76 Provide user-defined fields on buildings
77 Ability to track building systems (e.g. sprinkler systems, elevators, etc.)
78 Provide user-defined fields on buildings systems
79 Ability to track sub-divisions
Ability to assign default restrictions and setbacks for a subdivision. These values are
80
defaulted into new properties or into properties where a new subdivision code is assigned.
Automatically calculate user-defined key dates for projects as part of the review process for
81
a project
Provide on-demand listings of planning projects in various sort orders (by address, type of
82 project, project number, planner assigned, etc.) and with various selection criteria (status of
project, application date ranges, planner assigned)
Allow automatic scheduling of appropriate meeting dates as part of the review process of a
83
project
84 CAD or PDF technology utilized to markup and manage electronic drawing documents
Assigns time constraints on permits and issues an automatic notice when the time
85
constraint expires to the owning department/division
System has the ability to manage all communications between the applicant, owning
86
department and reviewers
87 Applicants have ability to denote number of units
88 Applicants can denote square footage
89 Applicants can denote occupancy or use
Routes certain license/permit through multiple departments or external agencies for
90
approval. Different license/permit may need different routing processes.
91 Provides review comments on this approval process.
92 Automatically or manually assign license/permit numbers
Routes certain license/permit through multiple departments as notification (approval not
93
required)
94 Maintains a history of recurring license/permit/permit applicants
Prints all information, including scanned documents, that must be presented before public
95
bodies
96 Tracks issuance of certified letters to adjoining/nearby property owners
97 Includes advertisement requirement
Duplicates an existing permit application and all associated information to a new
98 application at a different location. Another example would be a "standard plan" type of
application that is being built repeatedly by a contractor
Accommodates multiple names, addresses, and telephone numbers to be entered for an
99
application
100 INSPECTIONS
101 Tracks the following details:
102 Scheduled inspection date/time
103 Requestor's phone number
104 Actual inspection date/time (if different from the one scheduled above)
105 Inspector Name
106 Inspection type
107 Inspection/reinspection
PERMITS FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

Vendor Response: Y= Yes, current release. NR = Next Release. N = Not Planned . C = Custom
Quote. TP = Third Party Product. Please indicate release dates for NR in comments Section. Vendor
Please indicate name of Third Party Product under Notes. Please add any additional comments Respons
required to explain Vendor Response. e Comments
Functional Requirements - Permits
108 Inspection result
109 Findings (Types, Cleared/Not Cleared, Failures)
110 Clear date
111 Fees assessed for special inspection or reinspection.
112 Delinquent Accounts
113 Inspector notes with audit trail of changes
114 Compliance requirements for applicant
115 Inspector checklists
116 Permit revocation/suspension
117 Notice of Violation
118 Stop work notice
Ability to assign inspections to staff by type and geographic attributes of the
119
address/parcel.
Ability to accommodate in-field or remote data entry capabilities by inspector through the
120
use of notebook computers or hand held devices with wireless communication.
Ability to specify levels on inspections to control the sequence, ordering, and dependencies
121
amongst inspections
122 Ability to link an inspection to a building systems (e.g. sprinkler systems, elevators, etc.)
123 Ability to automatically populate inspections by permit types
124 Audit changes made to inspections
Ability to complete inspection scheduling and assignment online with multiple types of
125
inspectors
Provision of standardized inspection checklists. For example, an electrical inspection form
126 might include established spaces to enter the number and capacities of circuits, size of main
service, type of ground-fault interrupters, etc.
Provision of error checking and permit validation routines that verify that all required fees
127 have been paid, contractor licenses are valid, permit has not expired, etc. before an
inspection is scheduled.
128 Generates standard or custom inspection failure/correction notices.
129 Users have ability to add freeform comments to inspection failure/correction notices.
Users have ability to setup and maintain commonly used comments in a lookup table that
130
can be accessed during results entry and modified for the specific entry.
131 Provisions for reassignment of inspectors.
132 Provision of convenient re-inspection fee collection.
Determines and manages pre-determined inspections and sequences for different
133
application types.
134 CALCULATING FEES
135 Provide integration to general ledger for posting cash entries to proper accounts
Uses the system's Accounts Receivable module to post payments, handle bill printing, and
136
reversals g y
posted to open charges for permits, inspections, and any other charges that may be
137
incurred.
Provides for calculation of standard fees with effective dates using user provided formulas
138
or tables, with history of any changes made.
Determines permit fees on the basis of a standard fee schedule. Discuss system’s capabilities
139
for alternative permit fee calculation methods.
140 Includes and distinguishes county and state fees.
141 Displays fee amount on screen when application is entered
Tracks fee collections and receivables, provide for late penalties as appropriate, and
142
generate payment receipts
143 Generates multi-tiered fees
144 Maintains information on impact fees and other developer assessments.
Calculates fees with a base fee plus additional charge based on various user-defined
145
statistics (e.g. square footage)
146 Overrides default fee with a manual amount
147 Suppresses fees with appropriate security
148 Facilitates reconciliations with collections
149 Ability to accommodate sales tax calculations
150 Ability to create "what if" scenarios for process and/or fee estimation
151 Fee collection information should include:
152 Date
153 Amount paid
154 G/L category
155 Partial payments
156 Overpayments
157 Refunds
158 Manage and track refundable bonds
159 Other adjustments
160 Other pertinent, user-defined data
161 PLANNING
PERMITS FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

Vendor Response: Y= Yes, current release. NR = Next Release. N = Not Planned . C = Custom
Quote. TP = Third Party Product. Please indicate release dates for NR in comments Section. Vendor
Please indicate name of Third Party Product under Notes. Please add any additional comments Respons
required to explain Vendor Response. e Comments
Functional Requirements - Permits
162 History of land and use of that land
163 System records subdivision of land and changes to land use plan
164 Ability to capture impervious allocation for current and future storm water management
165 REPORTING/QUERIES
166 Reports on applications submitted (with status) over a user-defined period
167 Reports on types of license/permit issued over a user-defined period
168 Listing of inspections, selected by inspector and date range
169 Listing of applications by various categories with tabulation of application/permit fees
170 Listing of current code enforcement actions with date, responsible official, and status
171 Standard required government reports
172 Certificates of Occupancy issuance activity
173 Permit expiration reports with option to print letters for expiring
174 Owner builder reports
Listing of applications entered into the system, where additional information or fees
175
are needed before approval or permit issuance
Complete project record including data in all fields, plan review status, and inspection
176
summaries
A weekly detailed listing of all projects that have not met pre-established performance
177
dates
178 Summary of average and median staff time for permit types for completed projects
179 Reports on planning statistics
180 Violation reports
Produces a report on the license/permits that will expire within a user-defined time period
181
by type of license/permit
Produces reports for Law Enforcement/Fire/EMS department indicating the date range
182
during which the license/permit is effective
183 Produces a report indicating which departments have not approved
184 Produces a report of collected payments for permits
185 Prints license/permits/certifications
186 Prints renewals and renewal notices
Generates letters and/or address lists to property owners that might be affected by a
187
proposed development project; integrate with Microsoft Word
Provide integration to Microsoft Word to produce meeting documents (such as agendas) for
188 all projects scheduled for a particular meeting and date. Allow retrieval of comments and/or
conditions keyed in as part of the individual project reviews.
Provide integration to Microsoft Word for entry of comments and conditions and to
189
produce project summary documents
190 Reports on residential vs. commercial permit valuation on a user defined time period.
191 Supports Plan Tracking
Ability to accommodate in-field or remote data entry capabilities by inspector through the
192 use of notebook computers independently of wireless connection. Inspectors can update
results on returning to the office.
193 Ability to request an inspection over the internet
194 Ability for a citizen to log a complaints/violation over the internet
195 Ability to apply for a permit over the internet
196 Provides the ability to manage property splits.
197 Tracking of rental properties and occupants.

198
Periodic inspection processing for rental properties, health inspections, business inspections.
199 Tracking of restrictions and hazards associated with a property.
200 Tracking of contractors/tradesmen licenses and license requirements.
201 Ability to audit changes made to contractor's information
Ordinances for Code Enforcement associated with the code enforcement master at the time
202
of violation with historical ordinances maintained over time.
203 Allows permit, inspection, code enforcement fees to be invoiced.
204 Integration of inspection scheduling to Microsoft Exchange
205 SELF-SERVE
Applicants can enter application for a permit/license via web-browser interface. Process will
206
allow checklist of process for applicant .
System will provide web access for applicant that will guide applicant through the
207
application process for different types of permits
Limits which applications are available for online application, i.e., some applications may
208
require an in-person visit to the City to apply.
Supporting documents for an application can be attached to an online submitted
209
application
210 Ability for citizens to log in and view permit activity within the community
211 Ability for residents to apply for a permit
212 Ability for contractors to apply for a permit
213 Ability for contractors to request inspections
214 Ability for residents and contractors to make payment online
PERMITS FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

GENERAL PROGRAM CAPABILITIES: -

1 The system provides an integrated data warehouse
2 Access to the data warehouse can be set by user
3 Access to the data warehouse can be set by role
4 The snapshot of the data warehouse can be scheduled to be refreshed daily
5 The snapshot of the data warehouse can be scheduled to be refreshed weekly
The data can be displayed in multiple formats, such as bar graphs, line graphs, pie charts,
6 and line charts
The data from the warehouse can be exported in multiple formats, such as CSV, TAB and
7 PDF.
8 DATA EXTRACTION AND LOADING
9 Uses an automated data extraction and loading process
Ability to transfer large volumes of data to and from heterogeneous data sources and
targets, including performing joins on tables contained in different databases, and handling
type conversion and concatenation/splitting of data between different source and target
10 models
11 Ability to load data from those other application modules
Includes data integration, movement, and shaping, to provide data cleansing and
12 interoperability
13 Able to handle scheduled routines
Data extraction and load process modifiable as the business rules change and the data files
14 involved change
15 Provides security at the field level of all data tables
Provides role base security for all display pages. Allows each user and each page to be
16 associated with many different role types
17 Provides the ability to limit specific users to specific types of data
18 Allows users to select from different home pages
Provides general dashboard features such as linking to other applications and generalized
19 web searches
20 Provides extensive documentation and online help functions
21 Provides the ability to combine data from any number of source systems
22 Supports concurrent use by multiple entities
23 Supports user managed dynamic sorting of the displayed data and reports
24 Offers paper or digital output
Provides the ability to maintain an unlimited set of history on both imported and calculated
25 data
Generates reports and graphs, plus export data to spreadsheets and other analytical tools
26 (formats such as: CSV, Tab delimited or PDF, etc.)
27 Ability to disaggregate data based on data elements within the various data sets
Ability to sort or rank order data. Ability to modify the data by applying if then statements,
28 formulas or equations to the data set as part of the analysis process.
Allows interactive development of data sets for end user display to link/merge data sets and
29 pull appropriate data elements into the analysis
30 Ability to combine data from various application systems into a single user viewing page
Integrate visual representation and tabular display of the data and the ability for end-users
31 to filter data by pre-defined constraints?
32 Filtering data by subgroups?
Flexibility in the graphic representation of the query results including: bar chart, pie chart
33 and other common-use graphical presentation methods?
Ability to link data sets based on multiple data elements to increase accuracy of the data
34 merge process?
Complies with state and federal laws and statutes that protect the confidentiality, integrity
and availability of student information such as regulations from FERPA (Family Educational
35 Rights and Privacy Act) and HIPAA (Health Insurance Portability and Accountability Act).
36 DATA REPORTING
37 Ability to develop standard data reporting templates that will be used by staff
Data dashboard capability that can be modified to meet the needs of individual departments
38 or changing needs of district
Data dashboard can be set up with color coded levels and active reminders when levels fall
39 below a set criteria. Criteria and color coding can be modified as needed by measure.
Staff with minimal training can create their own templates or a Information Technology
40 administrator can create templates to share with others
41 Ability to link from page to page (generally drilling functions) by clicking on displayed data
Ability to utilize color alternatives (background and font colors) to indicate user specific
42 data conditions
Ability of non-technical end-users the means to customize reports through a filtering
43 function
44 PORTAL AND CENTRALIZED MANAGEMENT
Provide the district, schools and other staff access to appropriate education data and tools
45 through a flexible, easy-to-use web interface
DATA WAREHOUSE FUNCTIONAL AND TECHNICAL REQUIREMENTS CHECKLIST

GENERAL PROGRAM CAPABILITIES: -

1 The software fully complies with the Web Content Accessibility Guidelines 2.0.
The conformance level as defined by W3C WAI's Authoring Tool Accessibility Guidelines
2 2.0 is the following:
3 Level A
4 Level AA
5 Level AAA

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