Attachment 13: Functional Requirements

Attachment 13: Functional Requirements

Y

Y-ND

N

I

Req # Function Process Interface Requirement Implementation

Response

Module / System Phase for Go Live Comment

1 GL Chart of AccountsSystem provides chart of account structure with

multiple independent segments Finance/GL

2 GL Chart of Accounts

Independent chart of account segments are

independent of other segments (do not form

hierarchical relationship between segments) of

different types (fund, org, program, account, etc.) Finance/GL

3 GL Chart of AccountsChart of accounts support multiple segments for

org unit Finance/GL

4 GL Chart of AccountsChart of accounts support multiple segments for

program/activity Finance/GL

5 GL Chart of AccountsSegments of same type (org unit, program/activity,

etc) form hierarchical relationship Finance/GL

6 GL Chart of AccountsChart of accounts supports project ledger (sub

ledger) for detailed cost tracking Finance/GL

7 GL Chart of AccountsGeneral Ledger and project ledger supports alpha

numeric accounts Finance/GL

8 GL Chart of AccountsSegments of chart of accounts used in acceptable

combinations to form full general ledger account Finance/GL


System supports segments representing

programs that can extend across multiple

departments Finance/GL


Segments of the Chart of Accounts can be

grouped on a user-defined basis into multiple

reporting hierarchies Finance/GL


System allows reporting at summary level

accounts (for example, accounts 5501, 5502,

5503 can be reported together as 5500) Finance/GL

12 GL Chart of AccountsSystem provides short cut key functionality to

allow users to not enter full account characters Finance/GL

13 GL General Ledger Set UpSystem only allows transactions to post to active

accounts within any open period Finance/GL

14 GL Budget ControlBudget control can be set to soft error (Warn user

but allow) Finance/GL

15 GL Budget ControlBudget control can be set to hard error (Do not

allow)

Distribution/Procur

ement

16 GL Budget Control

System allows for budgeting at one level and

controlling at a different level (Example: budget by

account/object but conduct budget control at

program level)

Finance/GL

Project Cost/JC

Column F: Available Responses

Requirement Met and Proposed (Standard features in the generally available product)

Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development)

Requirement Not Met with Proposal

Need More Information/Discussion

Page: 1 of 42


Response


17 GL Budget ControlSystem allows budget control at summary roll up

of account/object

Finance/GL

Project Cost/JC

18 GL Budget Control

System allows budget control at summarized roll

up categories (example, transact at 5501, 5502,

5503, but control at level of all 5500s)

Distribution/Procur

ement

There are several

options but this may

need a small

customization

19 GL Journal Entry

General ledger transactions record the source of

the transaction (e.g., manual entry or automated

entry from another module)

Finance/GL

Project Cost/JC

20 GL Journal EntryJournal entries are validated against the chart of

account structure for valid accounts

Finance/GL

Project Cost/JC

21 GL Journal EntryJournal entries are validated against: Available

funds (budget check or cash availability check)

Finance/GL

Project Cost/JC

Purchase orders

validate but Journal

validation needs a small

22 GL Journal EntryJournal entries are validated against balancing

entries (make sure all entries balance)

Finance/GL

Project Cost/JC

23 GL Journal EntryUsers can import journal entries from spreadsheet

(e.g., Microsoft Excel)

Finance/GL

Project Cost/JC

24 GL Journal Entry

Imported transactions from spreadsheets are

validated using the same business rules as

transactions made in the system

Finance/GL

Project Cost/JC

25 GL Journal Entry

System allows creation of a journal entry from

previously entered journal entry format (copy

journal), by: Line item

Finance/GL

Project Cost/JC

26 GL Journal EntrySystem allows users to reverse journal entry with

proper security and approvals

Finance/GL

Project Cost/JC

27 GL Journal Entry System allows to schedule accrual auto-reversals.

Finance/GL

Project Cost/JC

28 GL Journal Entry

Journal entries support "required" data fields and

prevents transaction from posting until all

"required" fields are completed

Finance/GL

Project Cost/JC

29 GL Journal EntryUsers can attach files for documentation to journal

entry

Finance/GL

Project Cost/JC

30 GL Journal Entry

Users can save journal entries that have not yet

been posted or cleared for all validation errors

online

Finance/GL

Project Cost/JC

31 GL Journal EntrySystem allows posting of transactions for multiple

fiscal years at the same time

Finance/GL

Project Cost/JC

32 GL Journal EntryWhen working in multiple fiscal years the detail

transactions are maintained for each year.

Finance/GL

Project Cost/JC

33 GL Journal Entry

Journal transactions can be entered and

scheduled using effective dates (e.g., posting

does not occur until effective date)

Finance/GL

Project Cost/JC

34 GL Recurring Journal EntrySystem provides templates and notifications for

recurring journal entries

Finance/GL

Project Cost/JC

35 GL Recurring Journal Entry

System provides templates and notifications for

recurring journal entries with the same dollar

value

Finance/GL

Project Cost/JC

Page: 2 of 42


Response


36 GL Recurring Journal Entry

System provides templates and notifications for

recurring journal entries with varying dollar

amounts

Finance/GL

Project Cost/JC

37 GL Recurring Journal EntryRecurring journal entries occur at regular

frequency (can set start and stop dates) Finance/Allocations

38 GL Recurring Journal EntrySystem allows journal entries to be scheduled

(example: lease/debt schedules) Finance/Allocations

39 GL Annual Close ProcessSystem allows more than 12 accounting periods

(please specify) Finance/GL 12-14 and 52-54

40 GL Annual Close Process System closes at end of period by fund Finance/GL

41 GL Cash Management Interface

System allows import of daily bank activity and

balances and reconciles to recorded receipts and

disbursements

Finance/Reconciliati

on

Customization required

for each bank

42 GL Cash Management Interface

System reconciles both cash/check transactions

as well as credit card payments with potential lag

in posting date


on


for each bank

43 GL Cash Management

System provides cash flow forecasts projecting

outstanding payable, outstanding receivables,

recurring payments, and current position

Finance/GL

Project

Cost/Forecasting

44 PG Project Set Up Supports multiple-year projects Project Cost/Job

45 PG Project Set Up

Supports parent/child relations for projects and

sub-projects (list any limitations in the comments

column)

Project Cost/Job

Cost

46 PG Project Set UpSystem tracks funding sources (multiple funding

sources for each project)

Project Cost/Job

Cost

47 PG Project Set UpFunding sources can be grants, city dedicated

revenues, other city funds, etc.

Project Cost/Job

Cost

48 PG Project Set Up System allows decentralized project set up

Project Cost/Job

Cost


System uses project start date and end date for

determining eligible expenditures and doesn't

allow transactions outside project eligibility period

Project Cost/Job

Cost

50 PG Project Set UpProjects can be established across multiple funds

and departments

Project Cost/Job

Cost


System will identify and track user-defined

multiple sub-levels of a project (e.g. design, pre

construction, construction, post construction,

completed)

Project Cost/Job

Cost

52 PG Project Set UpUser-defined sub-levels of project can be different

for each project

Project Cost/Job

Cost

53 PG Project BudgetSystem allows creation of project budget for select

projects (not required for all projects)

Project Cost/Job

Cost

54 PG Project Budget Project budgets are established for entire project

Project Cost/Job

Cost

55 PG Project BudgetProject budgets are established by fiscal year

within multi-year project

Project Cost/Job

Cost

56 PG Project BudgetBudget control for a project can be set for

calendar year

Project Cost/Job

Cost

57 PG Project BudgetBudget control for a project can be set for period

other than City fiscal year (grantor fiscal year)

Project Cost/Job

Cost

Page: 3 of 42


Response


58 PG Project BudgetBudget control for a project can be set for entire

Life of Project (multi-Year)

Project Cost/Job

Cost

59 PG Project Budget System can control budget at project level Project Cost/Job

60 PG Project BudgetSystem can control budget at sub-project level

(example: phase, task, etc.)

Project Cost/Job

Cost

61 PG Project BudgetSystem can set level of budget control differently

for each project

Project Cost/Job

Cost

62 PG Project BudgetProject budget can control to level of project

funding (limit project expenses to funding sources)

Project Cost/Job

Cost

63 PG Project BudgetSystem can track and control budget for multiple

projects using the same funding source

Project Cost/Job

Cost

64 PG Project/Grant TrackingSystem allows for tracking direct costs

(encumbrance) to project through purchasing

Project Cost/Job

Cost

Finance/AP

Distribution/Procur

65 PG Project/Grant TrackingSystem allows for tracking direct costs (expense)

to project through accounts payable

Project Cost/Job

Cost

Finance/AP

Distribution/Procur

66 PG Project/Grant Tracking

System allows for tracking direct costs and

indirect costs (encumbrance and expense) to

project through journal entries

Project Cost/Job

Cost

Finance/AP

Distribution/Procur

67 PG Project/Grant TrackingSystem allows employees to charge time to

projects and sub projects

Project Cost/Job

Cost

68 PG Project/Grant TrackingSystem allows for tracking salary and benefit

costs (expense) to project through payroll

Project Cost/Job

Cost


System allocates indirect costs to projects based

on pre-determined cost drivers and allocation

schedules Finance/Allocations


System identifies eligible expenses for

reimbursement based on criteria identified for

each project (by account)

Project Cost/Time &

Service Billing

Project

71 PG Project/Grant TrackingSystem identifies and tracks funding sources for

projects

Project

Cost/Advanced


System will split the cost of projects across

various funding sources by Percentage (e.g. 70%

grant, 30% bond)

Project

Cost/Advanced

Contract Billing



various funding sources by Priority (Grant first,

local funds next)

Project

Cost/Advanced

Contract Billing

74 PG Project/Grant Tracking Interface

Interface to EnerGov for tracking permitting and

plan review projects (capture costs entered into

EnerGov)

Project

Cost/Advanced

Contract Billing


for each site

75 PG Project/Grant Tracking InterfaceInterface to Emergo for tracking permit revenue by

project

Project

Cost/Advanced


for each site



various funding sources by priority up to limit

(example: Charge grant first up to $10,000 then

charge local funds)

Project

Cost/Advanced

Contract Billing

PGCA

Page: 4 of 42


Response


77 PG Project/Grant RevenueSystem allows revenue source to be split across

multiple projects

Project

Cost/Advanced

78 PG Project/Grant RevenueSystem can assign multiple revenues sources to

be used for single project

Project

Cost/Advanced

79 PG Project/Grant Revenue

System allows multiple revenue sources to be

split across multiple projects (each project has

multiple sources)

Project

Cost/Advanced

Contract Billing

80 PG Project/Grant BillingProjects link with accounts receivable to provide

all billing, aging, and tracking capabilities.

Project

Cost/Advanced

Contract Billing

81 PG Project/Grant BillingGenerates revenue/receivable transactions from

grants expenditure data

Project

Cost/Advanced

Contract Billing

82 PG Project/Grant Billing

System can generate invoice to bill for any project

costs (bill to contractor, citizen, other government,

or grant)

Project

Cost/Advanced

Contract Billing


System can generate invoice for appropriate

billable expenses at any point (end of project,

milestone, or any time)

Project

Cost/Advanced

Contract Billing

84 PG Project/Grant BillingSystem tracks expenses that have been billed to

date

Project

Cost/Advanced

Contract Billing

85 PG Project/Grant BillingProject billing based on actual expenses (using

current salary and benefit information)

Project

Cost/Advanced

Contract Billing

PGCA


Project billing based on actual expenses (using

current salary and benefit information) plus

percentage

Project

Cost/Advanced

Contract Billing

PGCA

87 PG Project CapitalizationExpenditures for capital project can be identified

as capitalized expenses

Project Cost/Job

Cost

88 PG Project Capitalization

System will move a project to Capital Assets but

allow for any subsequent expenditures to be

charged to that project.

Project Cost/Job

Cost

CAM/Fixed Assets

89 PG Project Capitalization

Transfers construction-in-progress accounts to

capital asset accounts at project close or

completion

90 PG Project CapitalizationSystem allows creation of asset before project

close

91 PG Project Capitalization One project can be converted into multiple assets

92 PG Project CapitalizationSystem allows users to determine what costs

should be capitalized

93 PO Purchase Requisition Each department initiates purchasing process

through requisition entry into the system

Distribution/Procur

ement

94 PO Purchase Requisition

Requestor can attach files to requisition at header

level, files can be individually printed or printed

with document

Distribution/Procur

ement

Page: 5 of 42


Response


95 PO Purchase Requisition Requestor can attach files to requisition at line

item level

Distribution/Procur

ement

96 PO Purchase Requisition Purchase requisition allows user to add NIGP

commodity code to line item

Distribution/Procur

ement

97 PO Purchase Requisition System allows user to record information on

competing quotes

Distribution/Procur

ement

98 PO Purchase Requisition Purchase requisition allows user to identify project

ledger segments on line item

Distribution/Procur

ement

99 PO Purchase Requisition Purchase requisition allows user to identify work

order number on line item

Distribution/Procur

ement

100 PO Purchase Requisition Purchase requisition allows user to identify

contract number for requisition

Distribution/Procur

ement

101 PO Purchase Requisition Chart of accounts linked to commodity code

Distribution/Procur

ement

102 PO Purchase Requisition Purchase requisition can be saved without

submitting for approval

Distribution/Procur

ement


System provides option for emergency purchase

that will bypass workflow approvals and create

purchase order

Distribution/Procur

ement

104 PO Purchase Requisition Emergency purchase order provides workflow

notification to pre-identified roles/users

Distribution/Procur

ement

105 PO Purchase Requisition - BudgetWhen purchase requisition is submitted, system

provides budget check

Distribution/Procur

ement

106 PO Purchase Requisition - BudgetSystem tracks pre-encumbrances (purchase

requisitions)

Distribution/Procur

ement

107 PO Purchase Requisition - BudgetSystem records pre-encumbrance when purchase

requisition is saved or submitted through workflow

Distribution/Procur

ement


System routes purchase requisition for

approval/notification by chart of account

information (object/account code)

Distribution/Procur

ement

109 PO Purchase RequisitionSystem routes purchase requisition for

approval/notification by dollar amount

Distribution/Procur

ement

110 PO Purchase RequisitionSystem routes purchase requisition for

approval/notification by if it is a capital item

Distribution/Procur

ement

111 PO Purchase Requisition System allows users to cancel requisition before it

is approved

Distribution/Procur

ement

112 PO Purchase Requisition Cancelled requisitions or cancelled requisition line

items release pre-encumbrance

Distribution/Procur

ement

113 PO Purchase Order System links purchase order to requisition

Distribution/Procur

ement

114 PO Purchase Order Purchase orders created for specific items

Distribution/Procur

ement

115 PO Purchase OrderPurchase orders created for dollar allowance with

vendors (blanket purchase orders)

Distribution/Procur

ement

116 PO Purchase OrderPO automatically created after req approval based

on $ threshold

Distribution/Procur

ement

Page: 6 of 42


Response


117 PO Purchase Order Creation of purchase order creates encumbrance

Distribution/Procur

ement

118 PO Purchase OrderSystem provides for approval process for

purchase order prior to being sent to vendor:

Distribution/Procur

ement

119 PO Purchase OrderApproval process for purchase order can be

routed by dollar amount

Distribution/Procur

ement

120 PO Purchase Order

System allows for encumbrance of shipping and

freight and allows user to add shipping and freight

to purchase order

Distribution/Procur

ement

121 PO Purchase OrderShipping and freight charges distributed to

accounts by line item on PO

Distribution/Procur

ement


User can attach files to purchase order at header

level, files can be individually printed or printed

with document

Distribution/Procur

ement

123 PO Purchase Order Purchase order sent to vendor through Email

Distribution/Procur

ement

Foundation/Work

124 PO Purchase OrderPurchase order sent to vendor through Hard copy

(print and mail)

Distribution/Procur

ement

125 PO Purchase OrderPurchase order identifies originator of PO and

contact information

Distribution/Procur

ement

126 PO Purchase OrderPurchase order identifies alternate contact for PO

(other than originator)

Distribution/Procur

ement

127 PO Purchase OrderPurchase order prints with default contract terms

based on type of purchase and commodity code

Distribution/Procur

ement

Minor customization of

PO form


System allows purchase orders to be re-sent -

System identifies re-printed purchase orders as

duplicates

Distribution/Procur

ement

129 PO Receiving

System allows user to search for PO by PO#,

vendor, description, department, contract #,

custom fields, requisition, NIGP code

Distribution/Procur

ement

130 PO Receiving System tracks goods or services received

Distribution/Procur

ement

131 PO Receiving User can acknowledge receipt of entire purchase

order

Distribution/Procur

ement

132 PO Receiving User can acknowledge receipt of purchase order

by individual line item

Distribution/Procur

ement

133 PO Receiving User can record partial receipt

Distribution/Procur

ement

134 PO Receiving System tracks vendor performance at receipt (on

time, damaged, other comments)

Distribution/Procur

ement

135 PO Receiving

Receipt of a capital asset requires that the

receiver complete asset record (serial number,

asset tag, other information, etc.)

Distribution/Procur

ement

136 PO Receiving System identifies orders that have not been

received by delivery date on PO

Distribution/Procur

ement

137 PO Modify PO/Change OrderAny open purchase order can be modified by

change order

Distribution/Procur

ement

Page: 7 of 42


Response


138 PO Modify PO/Change OrderDepartments can initiate request for a change to

purchase order for increase quantity or amount

Distribution/Procur

ement


purchase order for decrease quantity or amount

Distribution/Procur

ement


purchase order for canceling line items

Distribution/Procur

ement


purchase order for canceling entire PO

Distribution/Procur

ement


purchase order for adding line items

Distribution/Procur

ement

143 PO Modify PO/Change Order

Departments can initiate request for a change to

purchase order for change of chart of account

string

Distribution/Procur

ement

144 PO Modify PO/Change OrderRequests to change purchase order routed

through workflow

Distribution/Procur

ement

Foundation/Work

145 PO Modify PO/Change OrderRequest to change purchase order (for increase)

pre-encumbers funds

Distribution/Procur

ement

146 PO Modify PO/Change Order

Request to change purchase order (for decrease)

release encumbrance when change request is

approved

Distribution/Procur

ement

147 PO Modify PO/Change OrderApproval of change to purchase order encumbers

funds or releases encumbrance of funds

Distribution/Procur

ement

148 PO Modify PO/Change OrderPrinting of modified purchase order clearly labels

that purchase order has been changed

Distribution/Procur

ement

149 PO Modify PO/Change OrderPurchase order identifies information that was

changed on header and line item

Distribution/Procur

ement

150 PO Purchasing Cards InterfaceSystem provides automatic transfer of information

from bank with purchasing card transaction details

Distributition/P

Cards


for each bank

151 PO Purchasing CardsSystem allows users to identify correct account for

each p-card transaction

Distributition/P

Cards

152 PO Purchasing CardsSystem allows users to identify correct project

(including sub-project) for each p-card transaction

Distributition/P

Cards

153 PO Purchasing CardsSystem allows users to identify correct contract for

each p-card transaction

Distributition/P

Cards

154 PO Purchasing CardsSystem allows users to identify correct purchase

order for each p-card transaction

Distributition/P

Cards

155 PO Purchasing CardsSystem allows users to identify correct NIGP

commodity code for each p-card transaction

Distributition/P

Cards

156 PO Purchasing Cards System allows upload of scanned receipt Distributition/P

157 PO Purchasing CardsSystem allows multiple accounts for each p-card

transaction

Distributition/P

Cards

158 PO Purchasing CardsSystem allows user to identify p-card vendor (link

to vendor file)

Distributition/P

Cards

159 PO Purchasing CardsSystem automatically identifies vendor based on

file from bank

Distributition/P

Cards

Page: 8 of 42


Response


160 PO Purchasing Cards InterfaceAny new vendor (not in vendor file) where P-card

is used is added to vendor file

Distributition/P

Cards Customization required

161 PO Purchasing CardsSystem provides workflow approval of p-card

transactions

Distributition/P

Cards

162 PO End of Year ProcessAny open purchase orders at year end can be

rolled to next fiscal year

Distributition/P

Cards

163 PO End of Year Process

Any open purchase order rolled to next fiscal year

can roll associated encumbered budget to next

fiscal year

Distributition/P

Cards

Foundation/Work

164 PO End of Year ProcessSystem prepares budget amendment to authorize

roll of encumbered funds for next budget year

Distribution/Procur

ement

Manual intervention is

required.

165 PO End of Year ProcessOpen purchase orders rolled to next year can

encumber next year budget (not roll budget)

Distribution/Procur

ement

166 PO Contract Set UpPurchase requisitions can be converted to

contracts

Distribution/Procur

ement

Subcontracts

167 PO Contract Set Up

Workflow approval process for establishing

contract is determined by chart of accounts

(example: department)

Distribution/Procur

ement

Subcontract

Finance/Budget

168 PO Contract Set UpWorkflow approval process for establishing

contract is determined by type of contract

Distribution/Procur

ement

Subcontract

Finance/Budget

169 PO Contract Set UpWorkflow approval process for establishing

contract is determined by dollar amount

Distribution/Procur

ement

Subcontract

Finance/Budget

170 PO Contract Set Up Contract module can track payment schedules

Distribution/Procur

ement

Subcontracts

171 PO Contract Set UpSystem allows option of encumbering value of

contract or not encumbering

Distribution/Procur

ement Enhancement required

172 PO Contract Set Up

System allows encumbrances to be split across

multiple fiscal years (user can identify

encumbrance in each fiscal year)

Distribution/Procur

ement

Subcontracts

173 PO Contract Set Up Contracts can be converted to a purchase order

Distribution/Procur

ement

Subcontracts

174 PO Contract Set Up System allows users to attach files to contract

Distribution/Procur

ement

Subcontracts

175 PO Contract AdministrationSystem can apply purchase orders/requisitions

against contracts

Project

Cost/Contracts

176 PO Contract AdministrationPurchase orders encumber funds against a

contract

Project

Cost/Contracts

177 PO Contract AdministrationThe system tracks service performance against a

contract (e.g., milestones and/or deliverables).

Project

Cost/Contracts

Page: 9 of 42


Response


178 PO Contract Administration

The system tracks and auto flag contract

expiration dates with sufficient lead time to extend

or re-solicit contract.

Project

Cost/Contracts


System tracks required insurance, performance

bonds, vendor licenses, or other requirements of

contract

Project

Cost/Contracts

180 PO Contract AdministrationSystem tracks expiration dates of insurance,

vendor licenses, or other contract requirements.

Project

Cost/Contracts

181 PO Contract Administration System tracks contract renewal options Project


System tracks and applies adjust to fees for

renewals (example: new fee or increase by %)

Project

Cost/Contracts


System tracks pricing for contract (unit prices for

various items under contract)

Project

Cost/Contracts


System tracks performance milestones on

contract

Project

Cost/Contracts


System tracks contracts without encumbering PO

(for on-call vendors)

Project

Cost/Contracts


System tracks vendor performance against

contract

Project

Cost/Contracts


Attach copy of contract (or other schedules) and

documentation

Project

Cost/Contracts

188 PO Contract Administration Interface

System can identify if vendor has valid City

business license (interface with HDL)

Project

Cost/Contracts Customization required

189 PO Contract Administration Interface

System interface with DocuSign for contract

execution

Project

Cost/Contracts Customization required

190 PO Vendor Self Service Interface Interface to purchasing / bid system?

Distribution/Procur

ement

Distribution/

Supplier Portal


if this is to BidSync for

example

191 PO Vendor Self Service System allows vendor to register with the City

Distribution/Procur

ement

Distribution/

Supplier Portal

192 PO Vendor Self ServiceSystem allows vendor to submit required

documentation (W-9, insurance)

Distribution/Procur

ement

Distribution/

Supplier Portal

193 PO Vendor Self ServiceSystem provides workflow for approval of

submitted vendor information

Distribution/Procur

ement

Distribution/

Supplier Portal

Foundation/Work

194 PO Vendor Self Service

Vendor can use self-service for updating vendor

information (address, contact, preferred payment,

etc.)

Distribution/Procur

ement

Distribution/

Supplier Portal

Page: 10 of 42


Response


195 PO Vendor Self Service Vendor changes go through workflow for approval

Distribution/Procur

ement

Distribution/

Supplier Portal

Foundation/Work

196 AP Vendor FileSupports Parent/Child relationships for vendor

records

Finance/AP

Foundation/Addres

s Book

197 AP Vendor File Maintains multiple address types

Finance/AP

Foundation/Addres

s Book

198 AP Vendor FileMaintains multiple location addresses for each

vendor

Finance/AP

Foundation/Addres

s Book

199 AP Vendor File Stores DBA name

Finance/AP

Foundation/Addres

s Book

200 AP Vendor File

System can accommodate certification

information (minority, women owned, dbe, ccb

license - type & #)

Finance/AP

Foundation/Addres

s Book

201 AP Vendor FileSystem records multiple commodity (NIGP) codes

to classify vendors

Finance/AP

Foundation/Addres

s Book

202 AP Vendor FileSystem identifies default payment remittance

address

Finance/AP

Foundation/Addres

s Book

203 AP Vendor File

System identifies preference for electronic

payments and for those indicated makes all

payments electronically

Finance/AP

Foundation/Addres

s Book

204 AP Vendor File System identifies 1099 vendors

Finance/AP

Foundation/Addres

s Book

205 AP Vendor FileSystem identifies cumulative purchase history by

vendor to identify common vendors

Finance/AP

Foundation/Addres

s Book

206 AP Vendor FileCumulative purchase history includes p-card

purchases

Finance/AP

Foundation/Addres

s Book

207 AP Vendor File

System identifies one time vendors - vendors set

up in normal vendor file but identified as one-time

vendor for easier data entry and system search

functions

Finance/AP

Foundation/Addres

s Book

208 AP Vendor File Vendor file stores insurance levels information

Finance/AP

Foundation/Addres

s Book

209 AP Vendor FileVendor file stores vendor payment preference

(ACH or check)

Finance/AP

Foundation/Addres

s Book

Page: 11 of 42


Response


210 AP Vendor FileVendor files can identify terms and conditions that

are applied to purchase orders for that vendor

Finance/AP

Foundation/Addres

s Book

211 PO Vendor File Interface Sync vendors with information in BidSync

Finance/AP

Foundation/Addres

s Book Customization required

212 AP Invoice ProcessingSystem fills information for invoice from purchase

order

Finance/AP

Foundation/Addres

s Book

213 AP Invoice ProcessingSystem allows entering of direct claims without

purchase order

Finance/AP

Foundation/Addres

s Book

214 AP Invoice ProcessingSystem provides workflow approval path for

Invoices from purchase orders

Finance/AP

Foundation/Addres

s Book

215 AP Invoice ProcessingSystem provides workflow approval path for

Invoices without purchase orders

Finance/AP

Foundation/Addres

s Book

216 AP Invoice ProcessingInvoices routed through workflow for approval

based on amount

Finance/AP

Foundation/Addres

s Book

Foundation/Work

217 AP Invoice ProcessingInvoice routed through workflow based on point of

entry (entered by department vs. AP)

Finance/AP

Foundation/Addres

s Book

Foundation/Work


based on PO vs no PO

Finance/AP

Foundation/Addres

s Book

Foundation/Work


based on chart of account information

Finance/AP

Foundation/Addres

s Book

Foundation/Work

220 AP Invoice ProcessingSupports partial payments (partial payment of

invoice) Finance/AP

221 AP Invoice ProcessingSystem supports applying credit memo to invoice

for incorrect invoices Finance/AP

222 AP Invoice ProcessingAllow payment of multiple purchase orders from

one invoice Finance/AP

223 AP Invoice ProcessingAllow multiple invoices to be received and

processed for one purchase order

Finance/AP

Distribution/Procur

ement

224 AP Invoice Processing

System will automatically check for and prevent

duplicate invoice numbers for the same vendor

(don't pay same invoices twice)

Finance/AP

Distribution/Procur

ement

225 AP Invoice ProcessingSystem allows files to be attached in the system to

the invoice (scanned image of invoice)

Finance/AP

Distribution/Procur

ement

Page: 12 of 42


Response


226 AP Invoice Processing System allows payment of invoice with p-card

Finance/AP

Distribution/P Card

227 AP Refunds System processes refunds to one time customers Finance/AR and AP

228 AP Refunds Interface

System allows upload of refund payments from

other systems (Energov, parks and rec,

Springbrook (UBS), others) Finance/AR and AP Customization required

229 AP Refunds Interface

System interfaces to third party system for refund

payments (Load check information from

processing payment through AP) Finance/AR and AP Customization required

230 AP MatchingSupports 2 way matching (purchase order,

invoice) Finance/AP

231 AP MatchingSupports 3 way matching (purchase order,

receiving document, invoice) Finance/AP

232 AP MatchingSystem defaults either 2 or 3 way matching based

on commodity code Finance/AP

Based on document

type

233 AP MatchingSystem defaults either 2 or 3 way matching based

on chart of accounts Finance/AP

Based on document

type

234 AP Matching

System provide workflow approval for invoice for

services and other purchase goods/services

without receipt

Finance/AP

Foundation/Work

Flow

235 AP Matching Matching occurs at line item detail level Finance/AP

236 AP MatchingSystem excludes freight and shipping charges

from matching requirements Finance/AP

237 AP MatchingSystem provides notification when match does not

occur

Finance/AP

UX One/Watchlist

238 AP Payment Process

After approval, schedule invoices for payment

based on invoice date (example: 45 days after

invoice date) Finance/AP

239 AP Payment ProcessAfter approval, schedule invoices for payment

based on date entered by AP clerk Finance/AP


After approval, schedule invoices for payment

based on grouping of invoices (example:

employee reimbursement) Finance/AP


System will pay vendors electronically (ACH, wire

transfer, etc.) using standard NACHA formats

(ctx). Finance/AP

242 AP Payment ProcessThe system prints checks based on regular

schedule Finance/AP

Manual intervention

required

243 AP Payment ProcessThe system prints on-demand checks (single

check printing) Finance/AP


The system creates/sorts checks based upon

chart of account information (example: fund or

department) Finance/AP

245 AP Payment ProcessThe system creates/sorts checks based upon

vendor Finance/AP


The system creates/sorts checks based upon

payment type (employee reimbursement, one time

vendors, need to route to department, etc.) Finance/AP

247 AP Payment Process InterfaceSystem provides and sends electronic payment

file to bank Finance/AP


for each bank

Page: 13 of 42


Response


248 AP Payment ProcessSystem sends electronic remittance advice for

EFT payments to vendor through email

Finance/AP

Foundation/Work


System permits users to select to pay one invoice

per check (issue multiple checks to one vendor in

a single check run). Finance/AP


System combines multiple invoice payments onto

one check (issue one check for multiple invoices

in a single check run) Finance/AP

251 AP Payment ProcessSystem itemizes invoices (including the vendor

invoice number) on the remittance advice Finance/AP

252 AP Payment Process System allows users to place a payment on hold Finance/AP

253 AP Payment ProcessEnter broadcast messages which appears on all

AP check stubs Finance/AP

254 AP Payment ProcessUsers may enter a message for one specific

vendor which appears on that specific check stub Finance/AP

255 AP Payment Process System supports positive pay


on


for each bank

256 AP Void and Cancel

System allows user to cancel warrant and system

makes all correct accounting entries to reverse

payment, including contract balances

Finance/AP

Distribution/Procur

ement

257 AP Void and CancelSystem allows user to void check and re-issue

replacement check Finance/AP

258 AP Void and Cancel

System allows users to cancel current and prior

fiscal year checks and have the system

automatically credit back designated accounts Finance/AP

259 AP Tax Reporting Monitors cumulative payments to 1099 vendors Finance/AP

260 AP Tax Reporting On-demand 1099 form generation Finance/AP

261 AP Tax Reporting

Collects necessary information for generation of

Federal 1099s at year-end (both manually and per

IRS approved file) (all types of 1099) Finance/AP

262 AP Tax ReportingSystem can produce electronic file to send 1099

related forms to IRS Finance/AP

263 AP/Payroll Employee ReimbursementAll employees have access to submit

reimbursement for expenses

Finance/Expense

Management

264 AP/Payroll Employee ReimbursementSystem identifies any reimbursements that are

taxable for inputted income

Finance/Expense

Management

265 AP/Payroll Employee ReimbursementEmployees enter pre-travel reimbursement

request through self service (prior to travel)

Finance/Expense

Management

266 AP/Payroll Employee ReimbursementPre-Travel reimbursement request is routed

through workflow for approval (prior to travel)

Finance/Expense

Management

Foundation/Work

267 AP/Payroll Employee ReimbursementPre-Travel reimbursement request routed based

on employee supervisor

Finance/Expense

Management

Foundation/Work

268 AP/Payroll Employee ReimbursementActual reimbursement request linked to pre-travel

request

Finance/Expense

Management

269 AP/Payroll Employee ReimbursementApproval of pre-travel request provides advanced

payment for per-diem amounts

Finance/Expense

Management

Page: 14 of 42


Response


270 AP/Payroll Employee ReimbursementActual reimbursement request completed in self

service and routed through workflow

Finance/Expense

Management

271 AP/Payroll Employee ReimbursementEmployee uploads images of actual receipts to

self service

Finance/Expense

Management

272 CA Asset Set Up System is used to track capitalized items Finance/Fixed

273 CA Asset Set Up System is used to track non-capitalized items Finance/Fixed

274 CA Asset Set UpIdentifies assets based on capitalization threshold

(and different threshold for each asset type)

Finance/Fixed

Assets

275 CA Asset Set UpAsset can have multiple account distributions

(including multiple funds)

Finance/Fixed

Assets

276 CA Asset Set UpSystem accommodates parent child relationships

for assets

Finance/Fixed

Assets

277 CA Asset Set Up

System must link component units (parent/child

relationship) whereby each component maintains

its own financial and historical information and

depreciable life.

Finance/Fixed

Assets

278 CA Asset Set UpIf asset is replacement of other asset, it

references old asset

Finance/Fixed

Assets

279 CA Asset Set Up Asset tracks expiration date of asset Finance/Fixed

280 CA Asset Set Up Asset tracks warranty information on asset Finance/Fixed

281 CA Asset Set Up System tracks software licenses Finance/Fixed

282 CA Asset Set Up

Assets identify custodian for asset (employee

linked to asset) (example: cell phone identifies

user)

Finance/Fixed

Assets

283 CA Asset Set Up Interface

System interfaces to third party system to transfer

new assets to system for asset management

(CityWorks)

Finance/Fixed

Assets Customization required

284 CA Asset Tracking Interface

System interfaces to third party asset

management system to receive updates to asset

initiated in third party system (including transfer,

disposal, asset modification, preventative

maintenance history costs)

Finance/Fixed


285 CA Asset Tracking InterfaceSystem interfaces to bar coding system to bar

code assets

Finance/Fixed


286 CA Asset TrackingSystem provides bar code tracking for capital

assets

Finance/Fixed

Assets

Interface to data

collection system

required

287 CA Asset Acquisition Allows effective date posting for asset acquisition

Finance/Fixed

Assets

288 CA Asset Acquisition

System identifies potential capital assets from

purchasing module by chart of accounts (example:

purchased from capital account)

Finance/Fixed

Assets

289 CA Asset Acquisition System identifies potential capital assets from

purchasing module by dollar amount

Finance/Fixed

Assets Enhancement required



purchasing module manually (user flags purchase

as fixed asset)

Finance/Fixed

Assets

Distribution/Procur



accounts payable module by chart of accounts

(example: payment from capital account)

Finance/Fixed

Assets

Distribution/Procur

ement

Page: 15 of 42


Response


292 CA Asset Acquisition System identifies potential capital assets from

accounts payable module by dollar amount

Finance/Fixed

Assets

Distribution/Procur

ement Enhancement required


System allows creation of asset manually that

does not flow through purchasing or accounts

payable (for example: asset below threshold or

donated asset)

Finance/Fixed

Assets

294 CA Asset Acquisition System is able to copy an asset record to create a

similar asset record

Finance/Fixed

Assets


System is able to identify/record all capitalize

costs associated with the construction or

purchase/acquisition of an asset (from project

accounting)

Finance/Fixed

Assets

296 CA Asset Acquisition System allows users to identify/classify costs as

capitalized costs / non capitalized costs

Finance/Fixed

Assets


System can recognize fixed/capital assets when

they are completed, regardless of whether the

project has been completed/closed

Finance/Fixed

Assets

Project Cost/Job

Cost

298 CA Physical InventorySystem produces asset list by department for

physical inventory

Finance/Fixed

Assets

299 CA Physical InventorySystem produces asset list by location for physical

inventory

Finance/Fixed

Assets

300 CA Disposal

Upon disposal, system calculate partial period

depreciation and generate appropriate profit/loss

calculation

Finance/Fixed

Assets

301 CA Disposal System tracks reason for disposal Finance/Fixed

302 CA Disposal System stores information on disposed assets Finance/Fixed

303 CA DisposalSystem provides workflow approval/notification for

disposed assets

Finance/Fixed

Assets

304 CA Depreciation

System automatically calculate depreciation in

accordance with the depreciation method and

convention designated for an asset

Finance/Fixed

Assets

305 CA Depreciation System calculates pro-rated depreciation for

assets sold mid-year or mid-month

Finance/Fixed

Assets

306 CA Depreciation System can designate some assets as non-

depreciable (i.e., land, assets not in use)

Finance/Fixed

Assets

307 CA Capital BudgetSystem prepares multi-year schedule and forecast

for asset replacement costs

Finance/Fixed

Assets

308 CA Asset Replacement System tracks asset replacement schedules Finance/Fixed

309 CA Asset Replacement

System allows users to track replacement costs

and forecasts asset replacement costs over

multiple years

Finance/Fixed

Assets

310 CA Asset ReplacementAsset replacement forecasts allow for

consideration of condition assessment

Finance/Fixed

Assets

311 CA Asset ReplacementAsset replacement forecasts allows for prioritizing

assets

Finance/Fixed

Assets

312 AR Customer FileCustomer file is shared with vendor file used for

purchasing and accounts payable

Finanace/AR

Foundation/Addres

s Book

Page: 16 of 42


Response


313 AR Customer FileSingle customer master is used for all receivables

in the system

Finanace/AR

Foundation/Addres

s Book

314 AR Customer File InterfaceSystem shares customer file with third party billing

system

Finanace/AR

Foundation/Addres

s Book Customization required

315 AR Create Receivable System creates receivable for all general billing Finance/AR

316 AR Create ReceivableSystem allows user to create receivable manually

for bill generated outside system Finance/AR

317 AR Create Receivable

System allows for import of receivables

(aggregate) from bills generated from external

system (income tax billing, parks and rec, permit

fees, etc.) Finance/AR

318 AR Miscellaneous BillingDepartments will use system to create invoices for

various charges Finance/AR

319 AR Miscellaneous Billing System accommodates one-time invoices Finance/AR

320 AR Miscellaneous BillingSystem allows users to create invoices for each

type by entering dollar amount Finance/AR

321 AR Miscellaneous Billing

System allows users to create invoices for each

type by entering non-financial parameter and

having system calculate appropriate fees

according to pre-defined business rules Finance/AR

322 AR Miscellaneous Billing Invoice prints with statement balance information Finance/AR

323 AR Recurring Billing

System accommodates recurring invoices (regular

invoices to occur at set dates or duration)

(example: rent) Finance/AR


System allows recurring invoices to be set up to

handle invoices scheduled at set dates for same

amount Finance/AR


System allows recurring invoices to be set up to

handle invoices scheduled at set dates for

different amounts Finance/AR

326 AR Recurring BillingSystem saves templates for generating invoices

(different template for each AR type) Finance/AR

327 AR Receivable Tracking System provides receivable tracking and aging

reporting capabilities Finance/AR

328 AR Receivable Tracking System stores schedule of penalties and interest

to apply to open receivables Finance/AR

329 AR Receivable Tracking Penalties can be flat fee amounts Finance/AR

330 AR Receivable Tracking Penalties can be percentage of original amount Finance/AR

331 AR Receivable Tracking Interest charges can be applied monthly Finance/AR

332 AR Receivable Tracking System generates customer statement that shows

all outstanding bills/receivables Finance/AR

333 AR Payment Receipt System records payments against open

receivables Finance/AR

334 AR Payment Receipt System generates deposit slip Finance/AR

335 AR Payment Receipt System routes deposit slip for workflow approval

Finance/AR

Foundation/Work

336 AR Payment Receipt System applies one payment to multiple

receivables / point of sale transactions Finance/AR

Page: 17 of 42


Response


337 AR Payment Receipt

System allows using multiple payment types to

pay for one invoice (example: cash and credit

card) Finance/AR

338 AR Payment Receipt Automatically generate general ledger distribution

entries needed to record receipts Finance/AR

339 AR Loans System tracks loans to customer in system

Finance/Allocations

Finance/GL Enhancement required

340 AR Loans System tracks declining balance loan programs

Finance/Allocations


341 AR Loans System calculates amortization schedules

Finance/Allocations


342 AR LoansSystem tracks customer payments for loan re-

payment

Finance/Allocations


343 AR Cash Receipts

System interfaces with various cash receipt

systems in use by City for recording daily deposit

amounts Finance/AR


for each site

344 AR Cash Receipts System provides cash receipts function for

receiving on miscellaneous billing Finance/AR

345 AR Cash Receipts Interface Interface with EnerGov to record cash receipts Finance/AR


for each site

346 AR Cash Receipts InterfaceInterface with HDL (business license) to record

cash receipts Finance/AR


for each site

347 AR Cash Receipts InterfaceInterface with Springbrook (utility billing) to record



for each site

348 AR Cash Receipts InterfaceInterface with Active.net (parks) to record cash

receipts Finance/AR


for each site

349 AR Cash Receipts InterfaceInterface with SDL (business license) to record



for each site

350 AR Cash Receipts InterfaceInterface with GolfNow (golf course) to record



for each site

351 AR Cash Receipts InterfaceInterface with alarm permit vendor for cash

receipts Finance/AR


for each site

352 AR Cash Receipts InterfaceInterface with various other systems used to

process cash receipts and credit card payments Finance/AR


for each site

353 POS Position Structure All positions are tied to job classification HRM/Human

354 POS Position StructureSystem allows multiple positions in each job

classification

HRM/Human

Resource

355 POS Position StructureEach position identified by unique position control

number

HRM/Human

Resource

356 POS Position StructurePositions tied to funding source / chart of account

information

HRM/Human

Resource

357 POS Position Structure Positions identify FTE and headcount limit HRM/Human

358 POS Position StructureSystem allows split funded position (funded from

multiple accounts/departments/programs)

HRM/Human

Resource

359 POS Position StructureSystem stores default schedule for each position /

job classification

HRM/Human

Resource

360 POS Position Structure Security permission tied to position / role HRM/Human

361 POS Position Structure Security permission default based on position HRM/Human

Page: 18 of 42


Response


362 POS Position ControlSystem requires each regular employee to be

placed in a position

HRM/Human

Resource

363 POS Position ControlOne employee can have multiple positions but not

to exceed 1.0 FTE.

HRM/Human

Resource

364 POS Position Control Multiple employees can share a single position

HRM/Human

Resource

365 POS Position ControlSystem can set FTE limit for position (not always

1)

HRM/Human

Resource

366 POS Position ControlSystem prevents FTE limit from being exceeded

without proper approval

HRM/Human

Resource

367 POS Position ControlSystem prevents headcount limit from being

exceeded without proper approval

HRM/Human

Resource

368 POS Position Control

System tracks special assignment (within

position) - time limits on special assignment

HRM/Human

Resource

369 POS Position Structure System support direct deposit for payroll HRM/Payroll

370 POS Position StructureSystem allows for position reclassification (moving

position to different classification) HRM/Payroll

371 POS Position Structure

System tracks job classification assigned to each

position and history of job classification assigned

to each position as well as incumbent history for

the position. HRM/Payroll

372 POS Position StructureSystem provides for online request for re-

classification HRM/Payroll

373 POS Position StructureSystem supports workflow approach for new and

re-classifications HRM/Payroll

374 POS Position StructureNew Positions and re-classifications are effective

dated HRM/Payroll

375 POS Position Structure System identified supervisor for position HRM/Payroll

376 POS Position Structure System shows org-chart with current incumbent HRM/Payroll

377POS

Position StructureThe system is able to track revisions to Job

Description. HRM/Payroll

378POS

Position StructureJob can be created and moved through multiple

statuses. HRM/Payroll

379POS

Position StructureJob can be kept un-published until approval is

received. HRM/Payroll

380 POS Position Structure A Job can be defined with its competences. HRM/Payroll

381

POS

Position Structure

The system can generate Personnel Action based

on change in specific Position attributes.HRM/Payroll

382

POS

Position Structure

The system can trigger Personnel Actions based

on changes in Position attributes.

HRM/Payroll

Foundation/Work

383

POS

Position Structure

The system can maintain draft/alternate

Organizational structures in different statuses and

can be published to revise the existing structures.HRM/Payroll

384 HR Employee MasterSystem allows documents to be scanned and

attached to employee records HRM/Payroll

385 HR Employee Master

System records equipment issued to each

employee such as items that would need to be

returned upon termination HRM/Payroll

Page: 19 of 42


Response


386 HR Employee Master

System records equipment issued to each

employee such as items that have been issued to

employee (example: uniform) HRM/Payroll

387 HR Personnel ActionsDepartments enter personnel actions directly into

the system for workflow approval

HRM/Human

Resource

388 HR Personnel ActionsEach personnel action type can have different

workflow approval type

HRM/Human

Resource

389 HR Personnel Actions

System Effective dates employee transactions

(example: add employee, remove employee,

promote, etc.)

HRM/Human

Resource

390 HR Personnel ActionsAll personnel actions can be effective dated

forward or backward

HRM/Human

Resource


System maintains history of all personnel actions

including maintaining all attachments for individual

personnel actions.

HRM/Human

Resource


System allows identifying sequencing for multiple

personnel actions that occur on same day,

including multiple changes to salary (example:

provide % COLA first, and then $.50 per hour

merit increase)

HRM/Human

Resource

HRM/Payroll


Upon approval of the personnel action and

effective date reached, changes are automatically

made to the employee record.

HRM/Human

Resource


For personnel actions that require notification to

be sent to third party (benefit changes, name

change, etc.), system provides notification.

HRM/Human

Resource

UX One/Watch Lists


System allows personnel actions and salary

changes at any date (mid pay period) and prorates

changes correctly.

HRM/Human

Resource

396 HR New Hire Interface

Interface to NeoGov to transfer information for

new hire (from information provided during

recruiting process)

HRM/Human

Resource Customization required

397 HR New Hire InterfaceSystem/NeoGov initiates new hire personnel

action

HRM/Human


398 HR New HireSystem generates offer letter using information

from candidate and position

HRM/Human


399 HR New HireSystem provides self service portal for new

employee to provide necessary information

HRM/Human

Resource

400 HR New HireSystem sends employee email with instructions to

access self service portal

HRM/Human

Resource

HRM/Self-Service

401 HR New HireSystem stores personal email in ERP (part of

interface with NeoGov)

HRM/Human

Resource

402 HR New Hire

System provides new hire check list which

includes notification of various City departments of

pending tasks (example: IT for network access,

Facilities for prox, benefits for benefit packet, etc)

HRM/Human

Resource

HRM/Self-Service

403 HR New Hire InterfaceSystem initiates new hire checklist as soon as

information is imported from NeoGov

HRM/Human


404 HR New Hire InterfaceSystem interfaces to NeoGov/Government Jobs to

provide information on open position

HRM/Human


Page: 20 of 42


Response


405 HR New HireSystem tracks completion of important tasks in

hiring process (on boarding checklist).

HRM/Human

Resource

406 HR New HireSystem tracks different checklist based on job

classification

HRM/Human

Resource

407 HR New Hire System tracks dates for items in checklist

HRM/Human

Resource

408 HR New HireSystem tracks different checklist based on

department/division

HRM/Human

Resource

409 HR New HireProvides self service for initial enrollment in

benefits

HRM/Human

Resource

410 HR New HireProvides self service for on-line completion and

auto processing of W-4 form to payroll.

HRM/Human

Resource

411 HR New HireProvides self service for on-line completion of

direct deposit for payroll

HRM/Human

Resource

412 HR Self ServiceEmployees access self service to update personal

information

HRM/Human

Resource

413 HR Employee File System tracks electronic employee file

HRM/Human

Resource

414 HR Employee FileSystem allows attachment of documents to

employee file

HRM/Human

Resource

415 HR Employee File System tracks hours worked for each employee

HRM/Human

Resource

HRM/Self-Service

416 HR Employee File System tracks employee group for each employee

HRM/Human

Resource

417 HR Separation

Upon separation, workflow notifies all appropriate

departments (example: HR, Payroll, IT) of

employee separation

HRM/Human

Resource

Foundation/Work

418 HR Separation

System provide separation check list that notifies

various City departments of pending tasks

(example: IT turn off network access; HR conduct

exit interview)

HRM/Human

Resource

Foundation/Work

Flow

419 HR Separation System tracks different checklist based on

department/divisions

HRM/Human

Resource

420 HR Separation InterfaceSystem updates benefit carriers/TPAs with

termination of benefit information.

HRM/Human


421 HR Separation InterfaceSystem generates notice to City's COBRA TPA

with necessary information

HRM/Human


422 HR Disciplinary Actions System tracks disciplinary actions on employees

423 HR Disciplinary ActionsSystem tracks multiple types of disciplinary

actions

424 HR Disciplinary ActionsSystem records follow up actions with notification

to remind users of upcoming follow up action

HRM/Human

Resource

Foundation/Work

425 HR Disciplinary ActionsSystem links disciplinary action to personnel

action

HRM/Human

Resource

Foundation/Work

426 HR Disciplinary ActionsSystem allows files to be attached to disciplinary

action

HRM/Human

Resource

Page: 21 of 42


Response


427 HR Disciplinary ActionsSystem limits access to disciplinary actions to only

those with approved access

HRM/Human

Resource

428 HR Disciplinary ActionsSystem allows reports to be run on disciplinary

actions

UX One/Watch Lists

UX One/One View

Reporting

429 HR Disciplinary Actions

While not discipline, the system's case

management system should also be able to track

other employee issues such as ADA (Americans

with Disabilities Act) and provide appropriate

security, notification, and reporting features

HRM/Human

Resource

430 HR Self ServiceSystem provides web self service for employees

to change contact information

HRM/Human

Resource

431 HR Self ServiceSystem provides web self service for employees

to emergency contact information

HRM/Human

Resource

432 HR Self Service

All changes/requests made by employees via the

self-service module are routed to the appropriate

approver/supervisor for review and approval via

workflow before the change is posted.

HRM/Human

Resource

HRM/Self-Service

433 HR Self Service

When change requires documentation to be

submitted, the system notifies employee that

further action is required and change won't occur

until that occurs

HRM/Human

Resource

HRM/Self-Service

434 HR Self Service System allows attachments to changes/requests.

HRM/Human

Resource

435 HR Self ServiceSystem allows changes to be initiated by

someone other than employee.

HRM/Human

Resource

436 HR Self ServiceSystem notifies employee when certain changes

are made.

HRM/Human

Resource

437 HR Job Evaluation Jobs can be tagged as benchmark Jobs. HRM/Human

438HR Job Evaluation Multiple salary survey results can be stored in

benchmark jobs

HRM/Human

Resource

439

HR Job Evaluation Studies of Salary, Benefits, Retirement, Paid Time

off, Job Specifications (Education, Certification)

can be made against Benchmark Jobs. HRM/Human

Resource

440

HR Job Evaluation Internal salaries can be compared to survey

results for benchmark jobs using standard reports. HRM/Human

Resource

441HR

Performance EvaluationSystem allows information to be entered into

performance evaluation forms online

HRM/Human

Resource

442 HR Performance EvaluationSystem to build in due dates when evaluations are

to be completed

HRM/Human

Resource

443 HR Performance EvaluationPersonnel evaluation dates set at anniversary of

hire date, promotion date.

HRM/Human

Resource

444 HR Performance Evaluation

Personnel evaluations done quarterly for new

hires

HRM/Human

Resource

Foundation/Work


System notifies employee, supervisor and other

department staff (example: department head,

payroll clerk) of upcoming evaluation

HRM/Human

Resource

Foundation/Work

Page: 22 of 42


Response



System notifies employee, supervisor and other

department staff (example: department head,

payroll clerk) of need to complete goals

HRM/Human

Resource

Foundation/Work

447 HR Performance EvaluationPersonnel evaluations track goals for

management staff

HRM/Human

Resource

448 HR Performance EvaluationPersonnel actions evaluation employees against

unique goals

HRM/Human

Resource


System notifies employee, supervisor and HR of

late evaluation

HRM/Human

Resource

Foundation/Work

450 HR Performance EvaluationSystem allows employee to make notes on

evaluation form prior to evaluation

HRM/Human

Resource

451 HR Performance EvaluationSystem stores multiple evaluation forms based on

position, departments, and job

HRM/Human

Resource

452 HR Performance EvaluationSystem can link performance evaluation to

personnel action (such as merit increase)

HRM/Human

Resource

453 HR Performance EvaluationSystem provides scoring for personnel action

questions

HRM/Human

Resource

454 HR Performance Evaluation Scoring is weighted by question HRM/Human


System provides dashboard notification of

overdue evaluations

HRM/Human

Resource

Foundation/Work


System's performance evaluations are

electronically routed to the appropriate users for

approval via workflow and electronic signature.

HRM/Human

Resource

Foundation/Work

Flow

457 HR Professional Development

System tracks performance improvement plan /

professional development goals for employees

HRM/Human

Resource

Foundation/Work


System has the ability to track City-offered

trainings

HRM/Human

Resource

Foundation/Work


System allows for user self-enrollment or user-

enrollment by supervisor or admin

HRM/Human

Resource

HRM/Self-Service

Foundation/Work

460

HR

Professional Development

System can charge fees for course and charge

department of employee attending training

HRM/Human

Resource

461 HR Professional DevelopmentSystem offers current & historical training

transcript for view by user, supervisor, admin

HRM/Human

Resource

462 HR Professional DevelopmentSystem allows users to enter personal learning

events

HRM/Human

Resource


System allows for administrator to manage, create

& update course offerings HRM/Human

Resource


System has the ability to send email notifications

for enrollment, cancellations, completion, or

changes

HRM/Human

Resource

HRM/Self-Service

Foundation/Work

465 HR Professional DevelopmentSystem has the ability to manage courses in a

catalog which is viewable by users

HRM/Human

Resource

Page: 23 of 42


Response



System would provide the ability to create reports

or queries off of training data

HRM/Human

Resource

UX One/One View

467 HR Professional Development Interface

Interface to Spillman for public safety training HRM/Human


468 HR Professional Development Interface

Interface to Target Solutions for Fire Safety

Training

HRM/Human


469 HR CertificationsSystem tracks required certifications by position /

job classification

HRM/Human

Resource

470 HR Certifications System tracks employee certifications HRM/Human

471 HR Certifications

System notifies employee, supervisor, other of

expiring certifications

HRM/Human

Resource

472 HR CertificationsSystem tracks ongoing certification compliance

(training credits/CEUs)

HRM/Human

Resource

473 BEN Benefit Set UpSystem is compliant with and supports ACA

eligibility

HRM/Human

Resource

474 BEN Benefit Set UpSystem maintains multiple benefit plans each

having multiple options

HRM/Human

Resource

475 BEN Benefit Set UpSystem tracks benefits and manages payroll

deductions for benefits for employees

HRM/Human

Resource

476 BEN Benefit Set UpBenefit premium amount differs by job

classification/bargaining unit/work group

HRM/Human

Resource

477 BEN Benefit Set UpBenefit premium amount differs by employee

election (tiers)

HRM/Human

Resource

478 BEN Benefit Set UpSystem offers ability to enroll in domestic partner

benefits (both taxable and non-taxable)

HRM/Human

Resource

479 BEN Benefit Set UpSystem can calculate taxable value for domestic

partner covered under insurance

HRM/Human

Resource

480 BEN Benefit Set UpSystem maintains one benefit record for multiple

jobs.

HRM/Human

Resource

481 BEN Benefit Eligibility

System automatically determines employee

eligibility by employee status (full time vs. not full

time)

HRM/Human

Resource

HRM/Benefit Admin


System automatically determines employee

eligibility by work group (one bargaining unit may

be in different plan)

HRM/Human

Resource

HRM/Benefit Admin

483 BEN Benefit EligibilitySystem places employee in default benefit based

on work group

HRM/Human

Resource


System provides alert to employees nearing

benefit eligibility threshold (for hours worked) in

year)

HRM/Human

Resource

HRM/Benefit Admin


System supports ACA open enrollment (track

ACA eligible (annual and new)

HRM/Human

Resource

486

BEN Enrollment System is able to enroll employee in default plans

(short term plans for new hires prior to making

elections), automatic plans (enrollment in plans

without employee having to make elections),

electable plans (option for employee to select

coverage levels or opt-out) based on their Job

Class, Bargaining Unit or Position.

HRM/Human

Resource

HRM/Benefit Admin

Page: 24 of 42


Response


487

BEN Enrollment System is automatically able to determine

eligibility for Health, Insurance,

Savings/Retirement and Flexible Spending Plans

based on their Job Class, Bargaining Unit or

Position.

HRM/Human

Resource

HRM/Benefit Admin

488

BEN Enrollment System is able to create Benefit Program groups

based on their Job Class, Bargaining Unit or

Position.

HRM/Human

Resource

HRM/Benefit Admin

489

BEN Enrollment Creation of Hire/Rehire action is able to open New

Hire Enrollment in Self Service for a pre-

determined period of time.

HRM/Human

Resource

HRM/Benefit Admin

490

BEN Enrollment System is able to manage Deferred Com based

on employee age for age catch up contributions,

etc.

HRM/Human

Resource

HRM/Benefit Admin

491

BEN Enrollment System is automatically able to open enrollment

for specified Life Change Events.

HRM/Human

Resource

492 BEN Beneficiaries/Dependents System tracks history of all dependents changes

HRM/Human

Resource

493 BEN Deductions Benefit deductions to occur for each pay period

HRM/Human

Resource

494 BEN DeductionsBenefit deductions to occur for 1st pay period of

the month

HRM/Human

Resource

495 BEN DeductionsBenefit deductions to occur for 2nd pay period of

the month

HRM/Human

Resource

496 BEN DeductionsBenefit deductions to occur for 3rd pay period of

the month

HRM/Human

Resource

497 BEN Deductions Benefit deductions to occur for off cycle pay cycles

HRM/Human

Resource

498 BEN Deductions

System allows user to select each period

individually (example: 1st and 2nd of month, but

not 3rd.)

HRM/Human

Resource

HRM/Benefit Admin

499 BEN DeductionsSystem deducts employer paid amount and

transfers funds to internal service funds

HRM/Human

Resource

500 BEN Deductions Deduction rate can be set as a flat amount

HRM/Human

Resource

501 BEN Deductions

Deduction amount/rate can be set as a

percentage of eligible pay (not all pay code types

would be eligible)

HRM/Human

Resource

HRM/Benefit Admin

502 BEN Deductions

System tracks maximum deduction amounts and

tracks deduction totals against maximum allowed

per pay period

HRM/Human

Resource

HRM/Benefit Admin

503 BEN Deductions

System tracks maximum deduction amounts and

tracks deduction totals against maximum allowed

per year

HRM/Human

Resource

HRM/Benefit Admin

504 BEN Deductions

System tracks accumulated payments across

multiple plans when comparing against a

maximum amount

HRM/Human

Resource

HRM/Benefit Admin

505 BEN Deductions

System tracks limit to deductions by year (System

automatically stops taking deduction after limit is

reached)

HRM/Human

Resource

HRM/Benefit Admin

506 BEN Deductions

System will provide invoice to employees with

deductions and garnishments greater than

compensation

HRM/Human

Resource

HRM/Benefit Admin

Page: 25 of 42


Response


507 BEN DeductionsSystem will alert and track for employees with net

pay less than benefit deductions

HRM/Human

Resource

508 BEN Deductions Deductions and garnishments can be prioritized

HRM/Human

Resource

509 BEN Benefit Plan Administration System allows all changes to benefit plans, rates,

and eligibility be made through effective dating

HRM/Human

Resource

HRM/Benefit Admin

510 BEN Benefit Plan Administration System allows changes in premium amounts to be

made with effective dating

HRM/Human

Resource

511 BEN Benefit Plan Administration System automatically creates term row in FSA

plan if no annual election made

HRM/Human

Resource

512 BEN Benefit Plan Administration System track history of benefit elections

HRM/Human

Resource

513 BEN COBRA System generates COBRA notification letter

HRM/Human

Resource

514 BEN Benefit Plan Administration System has the ability to track COBRA and

Retirees enrollment

HRM/Human

Resource

515 BEN Benefit Plan Administration

System provides automated notifications to

employees for ineligible dependents (turning age

26)

HRM/Human

Resource

HRM/Benefit Admin


System provides annual notifications to

employees and Benefits Staff for employees

changing age categories (for PTL tiers)

HRM/Human

Resource

HRM/Benefit Admin

517 BEN Benefit Plan Administration Interface

System provides interface to update benefit

carriers of change in enrollment, status,

dependents, or other required information

HRM/Human

Resource

HRM/Benefit Admin


for each site

518 BEN Benefit Plan Administration Interface Interface to Aflac for Section 125

HRM/Human

Resource


for each site

519 BEN Benefit Plan Administration InterfaceInterface/Report to Carl Warren (the City's claims

administrator

HRM/Human

Resource


for each site

520 BEN Benefit Plan Administration InterfaceInterface to CJPIA for liability insurance and

workers comp

HRM/Human

Resource


for each site

521 BEN Benefit Plan Administration Interface Interface to Delta Dental for dental insurance

HRM/Human

Resource


for each site

522 BEN Benefit Plan Administration Interface Interface to ICMA RC for deferred comp

HRM/Human

Resource


for each site

523 BEN Benefit Plan Administration InterfaceInterface to Lincoln Financial for long term

disability

HRM/Human

Resource


for each site

524 BEN Benefit Plan Administration Interface Interface to Mass Mutual for deferred comp

HRM/Human

Resource


for each site

525 BEN Benefit Plan Administration Interface Interface to MES vision for vision care

HRM/Human

Resource


for each site

526 BEN Benefit Plan Administration Interface Interface to MHN Provider Portal for Healthcare

HRM/Human

Resource


for each site

527 BEN Benefit Plan Administration Interface Interface to CALPERS

HRM/Human

Resource


for each site

528 BEN Benefit Plan Administration InterfaceInterface to John Hancock for PARS 401a

deferred comp

HRM/Human

Resource


for each site

529 BEN Benefit Plan Administration Interface Interface to the Standard for life insurance

HRM/Human

Resource


for each site

Page: 26 of 42


Response



System provides benefit reconciliation to

compare provider billing to deductions

HRM/Human

Resource


All benefit changes done through effective

dating

HRM/Human

Resource

532

BEN Life Events System is able to open enrollment elections when

employee makes changes to their dependent

data.

HRM/Human

Resource

HRM/Benefit Admin

533

BEN Life Events System is able to open enrollment elections based

on employee’s change in bargaining unit, Job

Class or position.HRM/Human

Resource

HRM/Benefit Admin

534

BEN Pension Based on whether the employee has not

previously enrolled in CalPERS, the system is

able to generate notification at predetermined

hours of work to obtain approval for CalPERS

enrollment or terminate employee.

HRM/Human

Resource

HRM/Benefit Admin

535

BEN Pension Able to create request to enroll employee in

CalPERS

HRM/Human

Resource

536

BEN Pension Able to manually make an employee eligible for

CalPERS enrollment.

HRM/Human

Resource

537

BEN ACA, Pension System to track hours worked & notify supervisor

when they have hit a certain number of hours

(1040 for sup. Employees)

HRM/Human

Resource

HRM/Benefit Admin

538 BEN Self Service

System allows web portal for employees to select

benefit options for initial and open enrollment,

including the option to waive coverage

HRM/Human

Resource

HRM/Benefit Admin

HRM/Self-Service

539 BEN Self ServiceSystem provides web portal for employees to

update benefit elections for qualifying life events

HRM/Human

Resource

HRM/Benefit Admin


System determines employee eligibility and only

offers eligible benefit packages to employees

through self service

HRM/Human

Resource

HRM/Benefit Admin

541 BEN Self ServiceOpen enrollment indicates employee's current

selection (for previous year)

HRM/Human

Resource

HRM/Benefit Admin

542 BEN Self ServiceEmployees using self service for open enrollment

can re-select all benefit elections

HRM/Human

Resource

HRM/Benefit Admin


Employees using self service for open enrollment

can confirm existing benefit elections (selections

from previous year are carried over)

HRM/Human

Resource

HRM/Benefit Admin

HRM/Self-Service


Employees not entering self service for open

enrollment have previous selections applied to

next year

HRM/Human

Resource

HRM/Benefit Admin


System identifies employees that have not yet re-

enrolled and provides notification to RISK and/or

employee

HRM/Human

Resource

HRM/Benefit Admin

Page: 27 of 42


Response


546 BEN Self ServiceEmployees can make changes to dependents

through self service:

HRM/Human

Resource

HRM/Benefit Admin

547 BEN Self ServiceAny benefit changes made through self service

are routed through workflow for approval

HRM/Human

Resource

HRM/Benefit Admin


Employees are able to attach documentation if

necessary to benefit elections, dependent

information, or qualifying life events (example:

birth certificate), including documentation if

Waiving coverage

HRM/Human

Resource

HRM/Benefit Admin

HRM/Self-Service

549 BEN Self ServiceSystem generates a configurable annual Total

Compensation Statement

HRM/Human

Resource

HRM/Benefit Admin

550 BEN Self ServiceSystem provides check simulation to show take

home pay after benefit elections

HRM/Human

Resource

HRM/Benefit Admin

551

BEN Self Service Upload pictures of birth certificates, marriage

certificates, opt out (employee optional)

HRM/Human

Resource

HRM/Benefit Admin

552

BEN

Self ServiceSystem allows employees to utilize self service

and provide documentation through mobile device

HRM/Human

Resource

HRM/Benefit Admin

553 BEN End of Year Process

System gathers information and generates 1095-c

forms for annual reporting. This needs to include

employees with multiple jobs.

HRM/Human

Resource

HRM/Benefit Admin

554 BEN End of Year ProcessSystem maintains records for ACA reporting -

1095c

HRM/Human

Resource

HRM/Benefit Admin

555 BEN End of Year Process InterfaceSystem generates annual health insurance

summary transmittal to IRS - 1094-c

HRM/Human

Resource

HRM/Benefit Admin

556 BEN ReportingSystem tracks health care costs for use in W-2

reporting - ACA

HRM/Human

Resource

HRM/Benefit Admin

557 TE Time EntryEmployees can enter time in system by punch-in,

punch-out

HRM/Time and

Attendence

Interface to time clock

or enhancement

required

558 TE Time EntryEmployees can enter time in system by exception

based hours entry (against pre-defined schedule)

HRM/Time and

Attendence

559 TE Time EntryEmployees can enter time in system by hours

worked per day

HRM/Time and

Attendence

560 TE Time EntryEmployees can enter time for regular hours

(default allocation)

HRM/Time and

Attendence

561 TE Time EntrySystem stores default schedule for each

position/job classification.

HRM/Time and

Attendence

Page: 28 of 42


Response


562 TE Time EntrySystem allows for multiple unique schedules

(4/10, 5/40, 3/12, 9/80)

HRM/Time and

Attendence

563 TE Time EntrySystem will allow for time sheets to be created,

reviewed and approved by proxy.

HRM/Time and

Attendence

Foundation/Work

564 TE Time EntryEmployees can enter time for projects by

overriding the default earnings distribution

HRM/Time and

Attendence

565 TE Time Entry InterfaceSystem interfaces to time clock device for

employee time entry

HRM/Time and

Attendence


for each time clock

system

566 TE Time Entry Interface

System interfaces with third party time entry

system for department (police uses e-shift / fire

uses InteliStaf)

HRM/Time and

Attendence


for each time clock

system

567 TE Time Entry Interface Interface to scheduling system to get employee

schedule

HRM/Time and

Attendence


for each time clock

system

568 TE Time EntrySystem allows employees to record time not

worked (for part time)

HRM/Time and

Attendence

569 TE Time EntrySystem allows managers to view employees

currently working

HRM/Time and

Attendence

570 TE Time Entry Interface Interface to permitting system to track time for

plan reviews

HRM/Time and

Attendence


for each time clock

system

571 TE Time Entry System allows for time entry on mobile device

HRM/Time and

Attendence

Mobile Apps/Time

Entry

572

TE Time Entry Ability to pay employees different pay rates during

one day, week, and pay period

HRM/Time and

Attendence

573 TE Time Sheet Approval

System provides workflow for review and

approval of timesheets with ability to activate

notifications.

HRM/Time and

Attendence

Foundation/Work

574 TE Time Sheet ApprovalAllow for supervisory approval of time on a pay

period basis

HRM/Time and

Attendence

Foundation/Work

575 TE Time Sheet ApprovalSystem supports multiple approvals for

timesheets or individual timesheet

HRM/Time and

Attendence

Foundation/Work

576 TE Time Sheet ApprovalSystem allows for the workflow approval of

vacation or requests of time off

HRM/Time and

Attendence

Foundation/Work

577 TE Time Sheet ValidationBusiness rules in timesheet automatically apply

correct: Shift differential

HRM/Time and

Attendence

Foundation/Work


correct: Overtime HRM/Payroll

Page: 29 of 42


Response



correct: Holiday Pay HRM/Payroll

580 TE Time Sheet Validation

City maintains one holiday schedule but

employees with normally scheduled off day on

holiday receive additional holiday day HRM/Payroll

581 TE Time Sheet ValidationHoliday pay is 8 hours. Employees schedule for

more than 8 hours must take leave HRM/Payroll Enhancement required


Overtime rules can identify type of hours to track

for overtime calculation (hours worked, all hours

(work and leave) HRM/Payroll


Business rules for timesheets can vary by

employee type, earnings program, and/or work

group HRM/Payroll

584 TE Time Sheet ValidationTime can be entered manually for those cases

where business rules cannot be codified HRM/Payroll


Earnings codes, (overtime, special pay, etc.), are

applied to each timesheet based on the earnings

program assigned to employee HRM/Payroll


System will calculate the FLSA overtime earnings

benefit based on the actual work hours by user-

defined period by employee. HRM/Payroll

587 TE Time Sheet ValidationSystem alerts if employees have recorded zero

hours

HRM/Payroll

UX One/Watch Lists

588 TE Time EntrySystem must allow for negative or positive

changes for prior pay periods. HRM/Payroll

589 TE Time Entry

System will allow for time sheets to be created in

different formats which allow ease of entry for

different groups of employees. HRM/Payroll

590 TE Time EntrySystem allow for multiple In/Out times for a single

day. HRM/Payroll

591 TE Time EntrySystem allows comments to be added to a

timesheet (Line and Timesheet). HRM/Payroll

592 TE Time EntrySystem provides information for coordinating

timesheets for employees with multiple jobs. HRM/Payroll

593 TE Time EntrySystem has ability to deal with mid-pay period job

changes for employees. HRM/Payroll

594 TE Time Entry Ability to print timesheets with log and comments. HRM/Payroll

595 TE Time Entry

System needs the ability to process two partial

timesheets for the same pay period for a single

employee. HRM/Payroll


Interface to Telestaff for coordinate employees,

schedules, time entry, and leave information.

Interface should allows for information to be

entered in one system and accessed in both HRM/Payroll


for each site


Interface to WhentoWork for coordinate

employees, schedules, time entry, and leave

information. Interface should allows for

information to be entered in one system and

accessed in both HRM/Payroll


for each site

598

599 TE Time Sheet Validation SystemSystem will prevent the coding of work hours for

the same period on multiple timesheets. HRM/Payroll Enhancement required

Page: 30 of 42


Response


600 TE Time Sheet Validation BusinessBusiness rules (validation) allow for different

processing of timesheets. HRM/Payroll

601 TE Time Sheet Validation SystemSystem accommodates FLSA period that begins

halfway through day HRM/Payroll

602 TE Time Sheet Validation System System compares FLSA OT vs. MOA OT HRM/Payroll

603 TE Time Sheet Approval System

System allows for the set up of workflow

alternates for either a period on time or on an

ongoing basis.

HRM/Payroll

Foundation/Work

Flow

604 TE Time Sheet Approval System

System provides approver the ability to track the

status of timesheets of employees that report to

the approver.

HRM/Payroll

Foundation/Work

Flow

605 TE Time Sheet Approval SystemSystem allow for ability to view timesheets without

ability to update. HRM/Payroll

606 TE Time Sheet Processing SystemSystem can provide reports for preparing

timesheets for processing. HRM/Payroll

607 TE Time Sheet Processing AbilityAbility to view and sort timesheets that will be

uploaded for payroll processing. HRM/Payroll

608 PAY Salary Administration SystemSystem supports step (longevity) and grade (job

classification/type) salary structure HRM/Payroll

609 PAY Salary Administration SystemSystem supports salary range (employee salary

falls between min and max) HRM/Payroll

610 PAY Salary Administration SystemSystem supports mass change for COLA on step

grade and/or salary ranges HRM/Payroll

611 PAY Salary Administration ChangesChanges to salary tables made through effective

dating HRM/Payroll

612 PAY Garnishments System

System records garnishments on employee and

can accommodate multiple garnishments with

priority order HRM/Payroll

613 PAY Garnishments GarnishmentsGarnishments calculated as percentage of

disposable income HRM/Payroll

614 PAY Garnishments Garnishments

Garnishments withheld and paid to appropriate

agency/organization through accounts payable

(integration between garnishment and accounts

payable) HRM/Payroll

615 PAY Special Pay SystemSystem supports rates for special pays, shift

differentials, and other add to pays HRM/Payroll

616 PAY Special Pay SystemSystem calculates add-to-pays and special pay

amounts every pay period HRM/Payroll

617 PAY Special Pay SpecialSpecial pay/add-to-pay is calculated as flat

amount HRM/Payroll

618 PAY Special Pay SpecialSpecial pay/add-to-pay is calculated as an hourly

amount. HRM/Payroll

619 PAY Special Pay Special

Special pay/add-to-pay is calculated as

percentage of eligible pay (identify eligible pay for

each special pay by pay code) HRM/Payroll

620 PAY Special Pay SystemSystem automatically applies imputed income for

employees receiving non-cash benefits HRM/Payroll

621 PAY Special Pay SystemSystem allows payment based on unit rate

(commissioners paid per meeting) HRM/Payroll

622 TE Time Sheet Validation System

System allows user to define eligible pay types

applied as hours worked for OT purposes by job

classification HRM/Payroll

Page: 31 of 42


Response


623 TE Time Sheet Validation System

System will calculate the FLSA overtime earnings

benefit based on the actual work hours by user-

defined period by employee. HRM/Payroll

624 PAY Special Pay SystemSystem identifies pensionable earnings vs. non-

pensionable earnings.

HRM/Human

Resource

625 PAY Leave Accruals LeaveLeave can be taken in different increments

depending on code or bargaining unit contract

HRM/Human

Resource

626 PAY Leave Accruals SystemSystem allows override for employees to be hired

with leave (pre-set amount)

HRM/Human

Resource

627 PAY Leave Accruals EmployeesEmployees leave accrual rate based on: (earn X

hours of leave per pay period)

HRM/Human

Resource

628 PAY Leave Accruals System System tracks comp time for employees

HRM/Human

Resource

629 PAY Leave Accruals Comp

Comp time can be earned at rate equal to 1.5 time

hours worked (1 hour of overtime worked = 1.5

hours of comp time). Need to be able to calculate

any other rate other than 1:1

HRM/Human

Resource

HRM/Benfit Admin

630 PAY Leave Accruals LeaveLeave balances can be set to roll over depending

on leave type at end of anniversary year

HRM/Human

Resource

HRM/Benfit Admin


on leave type at end of calendar year

HRM/Human

Resource

HRM/Benfit Admin


on leave type at end of specified date

HRM/Human

Resource

HRM/Benfit Admin

633 PAY Leave Accruals Leave

Leave balances can be set to not roll over

depending on leave type at end of anniversary

year

HRM/Human

Resource

HRM/Benfit Admin

634 PAY Leave Accruals LeaveLeave balances can be set to not roll over

depending on leave type at end of calendar year

HRM/Human

Resource

HRM/Benfit Admin

635 PAY Leave Accruals LeaveLeave balances can be set to not roll over

depending on leave type at end of specified date

HRM/Human

Resource

HRM/Benfit Admin

636 PAY Leave Accruals BalancesBalances can be capped at maximum amount at

any time

HRM/Human

Resource


anniversary date

HRM/Human

Resource

638 PAY Leave Accruals BalancesBalances can be capped at maximum amount on

specified date

HRM/Human

Resource


end of calendar year

HRM/Human

Resource

640 PAY Leave Accruals Balances Balances can be capped at fixed amount

HRM/Human

Resource

641 PAY Leave Accruals Ability

Ability to accrue leave can be capped by amount

already earned in current year (regardless of

current balance)

HRM/Human

Resource

HRM/Benfit Admin

642 PAY Leave Accruals All All leave balances are printed on pay stub

HRM/Human

Resource

Page: 32 of 42


Response


643 PAY Leave accrual/Time Entry SystemSystem is able to prohibit use of leave accrual for

certain time period, but also allow an override.

HRM/Human

Resource

HRM/Benfit Admin

644 PAY Leave Accruals SystemSystem allows user to have negative leave

balance

HRM/Human

Resource

645 PAY Leave Accruals System System allows comp time to be earned up to limit

HRM/Human

Resource

646 PAY Leave Accruals IfIf comp limit is reached, employee forced to take

overtime payments

HRM/Human

Resource

647 PAY

LOA

Based

Based on the total accrued leave (vacation, admin

leave, etc.) the employee has accumulated, the

system is able to project the duration of paid leave

and leave will become unpaid.

HRM/Human

Resource

HRM/Benfit Admin

648 PAY

LOA

System

System can maintain a Catastrophic Leave Bank,

to which employees can donate their paid time

credits and can be used by individual employees

based on eligibility rules.

HRM/Human

Resource

HRM/Benfit Admin

649 PAY

LOA

When

When an employee on FMLA extends her leave

beyond the eligible 12 weeks and enters unpaid

leave, the system is able to continue their benefits

coverage.

HRM/Human

Resource

HRM/Benfit Admin

650 PAY FMLA System System tracks FMLA on rolling 12 month calendar

HRM/Human

Resource

651 PAY FMLA SystemSystem accommodates forward and backward

rolling calendars

HRM/Human

Resource

652 PAY FMLA SystemSystem tracks multiple leave periods (multiple

FMLA and OFLA periods within rolling calendar)

HRM/Human

Resource

HRM/Benfit Admin

653 PAY FMLA System

System allows employees to take FMLA/CFRA

leave and sick leave (or other leave type) at the

same time

HRM/Human

Resource

HRM/Benfit Admin

654 PAY FMLA System

System tracks FMLA/CFRA leave taken

intermittently (example: FMLA leave taken every

other day of leave period)

HRM/Human

Resource

HRM/Benfit Admin

655 PAY FMLA SystemSystem provides workflow for notification and

approval of FMLA leave

HRM/Human

Resource

HRM/Benfit Admin

656 PAY Payroll Processing Payroll Payroll process bi-weekly HRM/Payroll

657 PAY Payroll Processing System

System will process pay for one employee with

multiple jobs and employee will receive one

paycheck HRM/Payroll


System will run pay, deduction, withheld taxes,

and net pay calculations as a "proof" run for

review prior to final pay run. HRM/Payroll

659 PAY Payroll Processing SystemSystem will cut special or immediate (on-demand)

checks. HRM/Payroll


System allows posting new

adjustments/corrections for a prior period for tax

reporting (overrides) HRM/Payroll

661 PAY Payroll Reporting SystemSystem generates pension earnings and

deductions report HRM/Payroll

662 PAY Retro Pay RetroRetro pay calculation used to back date and

correct for personnel actions HRM/Payroll

Page: 33 of 42


Response



correct for corrections to errors HRM/Payroll


correct for changes to timesheet HRM/Payroll


correct for back pay HRM/Payroll

666 PAY Retro Pay RetroRetro pay will automatically correct salary

amounts HRM/Payroll

667 PAY Retro Pay RetroRetro pay will automatically correct tax deductions

(additional income tax withheld) HRM/Payroll

668 PAY Retro Pay RetroRetro pay will automatically correct calculate

benefit deductions HRM/Payroll

669 PAY Retro Pay Retro Retro pay will calculate garnishments HRM/Payroll

670 PAY Retro Pay RetroRetro pay will automatically correct FLSA

Calculations (Overtime) HRM/Payroll

671 PAY Retro Pay RetroRetro pay will automatically correct leave

balances HRM/Payroll

672 PAY Retro Pay System

System will retain previous salary and hours and

days worked data and effective dates for use

when calculating retroactive pay adjustments HRM/Payroll

673 PAY Check Printing System System supports positive pay for payroll checks


on


for each bank

674 PAY Check Printing System System support direct deposit for payroll


on


for each bank

675 PAY Check Printing System

System provides set up to provide direct deposit

to multiple bank accounts based on amount and

percentage HRM/Payroll

676 PAY Check Printing SystemSystem produces electronic files to send to bank

for direct deposit HRM/Payroll

677 PAY Check Printing SystemSystem produces electronic file to multiple banks

for direct deposit HRM/Payroll

678 PAY Self Service EmployeesEmployees can use self service to view

compensation package

HRM/Payroll

HRM/Self-Service

679 PAY Self Service EmployeesEmployees can use self service to view W-2,

including history

HRM/Payroll

HRM/Self-Service

680 PAY Self Service Employees Employees can use self service to view W-4

HRM/Payroll

HRM/Self-Service

681 PAY Self Service System

System meets federal and state requirements for

accepting online W-4. System must support state

withholding

HRM/Payroll

HRM/Self-Service

682 PAY Self Service Employees Employees can use self service to view pay stub

HRM/Payroll

HRM/Self-Service

683 PAY Self Service CentralCentral payroll and HR need to be able to view

any other pay stub along with pertinent history.

HRM/Payroll

HRM/Self-Service

684 PAY Self Service System System must allow for a configurable pay stub

HRM/Payroll

HRM/Self-Service

685 PAY Self Service EmployeesEmployees can use self service to view pay

history

HRM/Payroll

HRM/Self-Service

Page: 34 of 42


Response


686 PAY Self Service EmployeesEmployees can use self service to view leave

balances

HRM/Payroll

HRM/Self-Service

687 PAY Self Service All

All changes made by employees via the self-

service module is routed to the appropriate

approver/supervisor for review and approval via

workflow before the change is posted.

HRM/Payroll

HRM/Self-Service

Foundation/Work

Flow

688 PAY Self Service ProvidesProvides self service for on-line completion or

update of direct deposit for payroll

HRM/Payroll

HRM/Self-Service

689 PAY End of Year Process System System will produce W-2s (and to reprint single

W-2)

HRM/Payroll

HRM/Self-Service

690 PAY End of Year Process System System will store W-2s

HRM/Payroll

HRM/Self-Service

691 PAY End of Year Process System System will produce quarterly Form 941 report

(IRS)

HRM/Payroll

HRM/Self-Service

692 PAY End of Year Process System System will produce amended W-2 for multiple

years

HRM/Payroll

HRM/Self-Service

693 PAY End of Year Process System System will produce a report showing FICA

wages, by individual, W-2 Plan, and in total

HRM/Payroll

HRM/Self-Service

694 PAY End of Year Process SystemSystem produces electronic files for social security

and IRS

HRM/Payroll

HRM/Self-Service

695 PAY End of Year Process System System provides social security verification file

HRM/Payroll

HRM/Self-Service

696 RISK Risk Management System System used to track all incidents/injuries

HRM/Health and

Safety

697 RISK Risk Management System System used to track general liability claims

HRM/Health and

Safety

698 RISK Risk Management SystemSystem provides online form for entering

incidents/injuries that all employees can access

HRM/Health and

Safety

699 RISK Risk Management System System tracks location of injury/incident

HRM/Health and

Safety

700 RISK Risk Management Location Location tied to City facility or GIS(Map)

HRM/Health and

Safety

701 RISK Risk Management System System relates injuries/incidents to claims

HRM/Health and

Safety

702 RISK Risk Management SystemSystem allows users to enter notes on claim and

incident records

HRM/Health and

Safety

703 RISK Risk Management SystemSystem allows users to track actions made on the

claim including dates, actions, follow up dates)

HRM/Health and

Safety

704 RISK Risk Management SystemSystem allows users to upload documents to

incidents/claims

HRM/Health and

Safety

705 RISK Risk Management System System provides notification for follow up actions

HRM/Health and

Safety

706 RISK Risk Management InterfaceSystem provides notification to TPA of reported

injuries/ incidents

HRM/Health and

Safety

707 RISK Risk Management InterfaceSystem uploads file from TPA with claim

information to update injury/ incident

HRM/Health and

Safety

Page: 35 of 42


Response


708 RISK Risk Management SystemSystem provides supervisor report of

injury/incident

HRM/Health and

Safety

709 RISK Risk Management System System provides incident to injured party

HRM/Health and

Safety

710 RISK Risk Management System System generates OSHA log

HRM/Health and

Safety

711 BUD Budget Requests DepartmentsDepartments enter budget requests through

system including requested budget amount Finance/Budgeting

712 BUD Budget Requests Budgets

Budgets preparation system accommodates

entering budget detail for project budget (over

multiple years - up to life of project)

Finance/Budgeting

Project Cost/Job

Cost

713 BUD Budget Requests System

System pre-populates budget entry fields with

past budget version, and actual expenditures and

revenues Finance/Budgeting

714 BUD Budget Requests SystemSystem used to prepare budgets for revenues and

expenses Finance/Budgeting

715 BUD Budget Requests Departments

Departments enter budget requests through

system including changes/additions/deletions of

positions Finance/Budgeting

716 BUD Budget Requests Departments

Departments enter department and narrative

information along with budget requests (Example:

program goals, challenges, highlights of major

changes, etc.) Finance/Budgeting

717 BUD Budget Requests DepartmentsDepartments enter budget requests through

system including attaching documents Finance/Budgeting

718 BUD Budget Requests DepartmentsDepartments can enter notes/justification for

budget requests Finance/Budgeting

719 BUD Budget Requests DepartmentsDepartments enter information on service level (or

what is proposed for budgeted program) Finance/Budgeting

720 BUD Budget Requests BudgetBudget requests can be grouped into decision

packages (multiple line items that go together) Finance/Budgeting

721 BUD Budget Requests BudgetBudget requests (decision packages) can be

prioritized Finance/Budgeting

722 BUD Budget Requests SystemSystem allow users to create different budget

projections/scenarios (example: what if 5% cut) Finance/Budgeting

723 BUD Budget Requests Users

Users can flag one-time budget events and the

system automatically removes them from the next

years' budget Finance/Budgeting

724 BUD Budget Requests SystemSystem allows users to budget reoccurring

expenditures that do not occur every fiscal year Finance/Budgeting

725 BUD Budget Requests UsersUsers can create multiple versions of a budget

request for "what if" scenario simulation Finance/Budgeting

726 BUD Budget Requests SystemSystem allows users to compare multiple

scenarios Finance/Budgeting

727 BUD Budget Requests System System supports multi-year budgeting Finance/Budgeting

728 BUD Budget Requests SystemSystem supports budgeting for one year and

forecasting multiple years Finance/Budgeting

Page: 36 of 42


Response


729 BUD Budget Requests System

System supports biennial budgeting where 2

years are budgeted and then 2nd year is revised

after 1st year. Finance/Budgeting

730 BUD Budget Requests UsersUsers can view multiple years of actual and

budget data while preparing budget request Finance/Budgeting

731 BUD Program Budgeting SystemSystem allows users to prepare budgets by

program (can be across multiple departments) Finance/Budgeting

732 BUD Program Budgeting CityCity operating budget is roll up of all accepted

program budgets Finance/Budgeting

733 BUD Program Budgeting System System allows program budgets to be prioritized Finance/Budgeting

734 BUD Program Budgeting SystemSystem allows program budgets to link to strategic

goals Finance/Budgeting

Thru Subledger or

Advanced Cost

Accounting

735 BUD Program Budgeting SystemSystem tracks performance measures on each

program Finance/Budgeting

Thru Subledger or

Advanced Cost

Accounting

736 BUD Program Budgeting SystemSystem tracks program narrative and goals for

each program Finance/Budgeting

Thru Subledger or

Advanced Cost

Accounting

737 BUD Budget Development DepartmentDepartment worksheets are automatically rolled

into organization-wide master budget Finance/Budgeting

738 BUD Budget Development SystemSystem maintains history of multiple budget

versions including requested Budget Finance/Budgeting

739 BUD Budget Development System

System allows budget users to modify all

department budget worksheets within allowed

permissions for each user Finance/Budgeting

740 BUD Budget Development SystemSystem allows budget users to roll budget to new

version Finance/Budgeting


versions including recommended Budget Finance/Budgeting


versions including adopted Budget Finance/Budgeting


versions including revised budget Finance/Budgeting

744 BUD Personnel Budgeting System

System projects and budgets tax and benefit costs

based on current regular employee salary and

current benefit elections

HRM/Forecasting

Finance/Budgeting


System projects and budgets tax and benefit costs

based on position salary range and default benefit

elections

HRM/Forecasting

Finance/Budgeting

746 BUD Personnel Budgeting SystemSystem allows user to propose new position in

proposed budget

HRM/Forecasting

Finance/Budgeting


System provides ability to propose changing

position status as part of budget development

(funded - unfunded positions)

HRM/Forecasting

Finance/Budgeting

Page: 37 of 42


Response


748 BUD Personnel Budgeting SystemSystem provides ability to request new positions

as part of budget process

HRM/Forecasting

Finance/Budgeting

749 BUD Personnel Budgeting WithWith changes to salary amounts, system

automatically adjusts any benefits/tax amounts

HRM/Forecasting

Finance/Budgeting


System allows for the cost of a position to be

allocated to multiple segments of the Chart of

Accounts (i.e. organizational codes, programs,

projects, grants, etc.)

HRM/Forecasting

Finance/Budgeting

751 BUD Personnel Budgeting SystemSystem provides what if forecasting for salary

adjustments

HRM/Forecasting

Finance/Budgeting

752 BUD Personnel Budgeting SystemSystem budgets salary with COLA occurring on

identified date and prorate salary

HRM/Forecasting

Finance/Budgeting


System can assume step change in salary upon

employee anniversary date and budget with

change in salary mid year

HRM/Forecasting

Finance/Budgeting

754 BUD Personnel Budgeting SystemSystem budget full cost for employee including all

salary, benefit, and ARC for pension

HRM/Forecasting

Finance/Budgeting

755 BUD Capital Budgeting Capital Capital budgets prepared by project

Project

Cost/Forecast

Finance/Budgeting

756 BUD Capital Budgeting Project

Project budgets created roll up to create

department capital budget and overall capital

improvement plan

Project

Cost/Forecast

Finance/Budgeting

757 BUD Capital Budgeting SystemSystem allows individual capital project budgets

created in project module to feed budget module

Project

Cost/Forecast

Finance/Budgeting

758 BUD Capital Budgeting System

System must allow for the reappropriation of funds

from one fiscal year to the next for projects with

capital carryover.

Project

Cost/Forecast

Finance/Budgeting

759 BUD Capital Budgeting EstimatedEstimated operating budget impacts can be

captured at the time of project budget entry.

Project

Cost/Forecast

Finance/Budgeting

760 BUD Capital Budgeting Multiple Multiple departments view project

Project

Cost/Forecast

Finance/Budgeting

Page: 38 of 42


Response


761 BUD Capital Budgeting DepartmentsDepartments working together on projects (access

to view, approve)

Project

Cost/Forecast

Finance/Budgeting

762 BUD Capital Budgeting SystemSystem allows departments to develop

replacement schedule for capital assets

Project

Cost/Forecast

Finance/Budgeting

763 BUD Capital Budgeting InformationInformation for replacement schedule pulled from

capital assets to avoid need to re-enter for budget

Project

Cost/Forecast

Finance/Budgeting

764 BUD Capital Budgeting InterfaceInterface to CityWorks (parks, streets, trees,

utilities) to provide budget information

Project

Cost/Forecast

Finance/Budgeting


for each site

765 BUD Capital Budgeting SystemSystem tracks project manager for each capital

project

Project Cost/Job

Cost

766 BUD Capital Budgeting Interface Interface New Fleet System

Project

Cost/Forecast

Finance/Budgeting


for each site

767 BUD CIP SystemSystem supports developing 10 year CIP

projections

Project

Cost/Forecast

Finance/Budgeting

768 BUD CIP System System connects individual projects to City priority

Project

Cost/Forecast

Finance/Budgeting

769 BUD CIP IdentifyIdentify funding source by fund/department on

projects

Project

Cost/Forecast

Finance/Budgeting

770 BUD CIP Identify Identify all funding source for department / fund

Project

Cost/Forecast

Finance/Budgeting

771 BUD CIP System System provides asset replacement schedules

Project

Cost/Forecast

Finance/Budgeting

772 BUD CIP LongLong term planning / forecasting for capital

replacement

Project

Cost/Forecast

Finance/Budgeting

Page: 39 of 42


Response


773 BUD CIP SystemSystem tracks long range infrastructure needs

(long term asset management) for 30 year period

Project

Cost/Forecast

Finance/Budgeting

CAM/Fixed Assets

774 BUD Budget Projections SystemSystem used to project revenues and expenses

and monitor budget throughout year

Project Cost/Job

Cost

Project

Cost/Forecast

775 BUD Budget Projections Budget Budget projections available through dashboard

Project Cost/Job

Cost

Project

Cost/Forecast

UX One/Café One

776 BUD Budget Monitoring System

System provides alerts and notifications for hitting

defined budget thresholds (example: 90% of

budget)

Finance/Budget

Project

Cost/Forecast

UX One/Watch Lists

777 BUD Budget Adjustments System

System allows departments to propose budget

transfers within department authority with

workflow approval

Project Cost/Job

Cost

Foundation/Work

Flow


System provides workflow based on transfer

to/from (example: within department/division/fund

or between department/division/fund)

Project Cost/Job

Cost

Foundation/Work

Flow


System provides workflow based on transfer

based on within or between budget categories

(example: salary/supplies/materials/etc.)

Project Cost/Job

Cost

Foundation/Work

Flow

780 BUD Budget Adjustments SystemSystem allows departments to propose additional

budget requests Finance/Budget

781 BUD Budget Adjustments SystemSystem validates and enforces rule that all budget

amendments and transfers must balance

Finance/Budget

Project

Cost/Forecast

UX One/Watch Lists Enhancement required

782 BUD Budget Adjustments SystemSystem provides funds availability check when

entering budget amendments

Finance/Budget

Project

Cost/Forecast

UX One/Watch Lists

Page: 40 of 42


Response


783 BUD Budget - Other System

System allows restricting access to different

budget or forecast versions to specific users or

permission levels

Project

Cost/Forecast

Finance/Budgeting

Foundation/Securit

y

784 BUD Budget - Other SystemSystem maintains audit trail of which users made

changes to any given field over time

Project

Cost/Forecast

Finance/Budgeting

Foundation/Securit

y

785 BUD Budget/Reporting SystemSystem provides online transparency portal for

viewing budget information

Project

Cost/Forecast

Finance/Budgeting

UX One/One View

Reporting

786 BUD Budget/Reporting SystemSystem provides online transparency portal for

viewing actual expenditure information

Project Cost/Job

Cost

Finance/GL

UX One/One View

Reporting

787 BUD Budget/Reporting OnlineOnline portal provides summary information for

citizens in easy to use format

Project Cost/Job

Cost

Finance/GL

UX One/One View

Reporting

788 INV Receipt of Inventory IntegrationIntegration with purchasing to automatically create

or add inventory items

Distribution/Procur

ement

Distribuition/Invent

ory Enhancement required

789 INV Receipt of Inventory SystemSystem can accommodate items with zero dollar

value and/or zero quantity

Distribution/Procur

ement


ory

790 INV Receipt of Inventory SystemSystem allows defective goods that have been

received and placed in inventory to be taken out

Distribution/Procur

ement


ory

791 INV Receipt of Inventory TrackTrack donated items or other items not from

purchasing system


ory

792 INV Use of Inventory SystemSystem provides on-line requisition form for items

in inventory

Distribution/Procur

ement


ory

Page: 41 of 42


Response


793 INV Use of Inventory System

System processes partial pick/issue tickets of

reserved items while keeping the remaining

balance of items on reserve

Distribution/Procur

ement


ory

794 INV Use of Inventory System System generates trip/delivery tickets

Distribution/Procur

ement


ory

795 INV Use of Inventory System System tracks item usage

Distribution/Procur

ement


ory

796 INV Use of Inventory UserUser can define, by item, the variables used in

determining reorder points and reorder quantities

Distribution/Procur

ement


ory

797 INV Track Inventory SystemSystem tracks location of inventory item by

warehouse (including multiple warehouses)

Distribution/Procur

ement


ory

798 INV Track Inventory System System tracks location by section of warehouse

Distribution/Procur

ement


ory

799 INV Track Inventory SystemSystem provides online form to transfer inventory

between warehouse

Distribution/Procur

ement


ory

800 INV Track Inventory System System indicates stock on hand for each location

Distribution/Procur

ement


ory

801 INV Track Inventory SystemSystem indicates stock on hand for multiple

locations

Distribution/Procur

ement


ory

802 INV Track Inventory Identify Identify inventory items as critical spare

Distribution/Procur

ement


ory

803 INV Cost Allocation SystemSystem calculates and allocates cost of inventory

by: average price

Distribution/Procur

ement


ory

804 INV Physical Inventory SystemSystem automatically updates inventory on-order

information at the time that a requisition is created

Distribution/Procur

ement


ory

Page: 42 of 42

Date post:	16-Oct-2021
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Attachment 13: Functional Requirements

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