CURRENT COUNTY OWNED ORACLE · PDF file28 iStore R12 1200 N Not in Scope ... 24 Oracle Data...

Exhibit H - Functional Matrix

NO Software/Module VersionNumber of Licenses Abbreviation

Module Needed to Meet Requirements ? (Y/N) Comments

1 Gov’t. General Ledger R12 300 GL Y2 Gov’t. Accounts Payable R12 300 AP Y3 Gov’t. Accounts Receivable R12 300 AR Y4 Project Costing R12 300 PA Y5 Project Billing R12 300 PA Y6 Fixed Assets R12 300 FA Y7 Gov’t. Purchasing R12 300 PO Y8 Purchasing Intelligence R12 2500 N Not in Scope9 Sourcing R12 5 SO Y Increase to 25 or more user licenses.

10 Financial Analyzer R12 25 N Not in Scope11 Inventory R12 300 INV Y12 Order Management R12 300 N Not in Scope13 Human Resources R12 6200 HR Y14 Human Resources Intelligence R12 2500 N Not in Scope15 Payroll R12 6200 PAY Y16 Oracle Time and Labor R12 6200 OTL Y17 Advanced Benefits R12 6200 OAB Y18 Training R12 6200 N Not in Scope19 Self Service Human Resources R12 6200 SSHR Y20 Web Employee R12 4 N Not in Scope21 Designer R12 2000 N Not in Scope22 Internet Developer Suite (IDS) R12 2000 IDS Y Internet Developer Suite (IDS)23 Discover Admin R12 1 N Not in Scope24 Discover User R12 100 N Not in Scope25 EDI Gateway R12 4 N Not in Scope26 Express Analyzer R12 25 N Not in Scope27 Grants R12 10 N Not in Scope28 iStore R12 1200 N Not in Scope


Module Included in Cost Schedule? (Y/N) Comments

1 Payments R12 300 PMT Y2 Cash Management R12 25 CM Y3 Internet Expense R12 4000 IEXP Y4 Treasury R12 25 TR Y5 Procurement Contracts R12 25 PRC Y6 Services Procurement R12 25 PSA Y7 iProcurement R12 4000 IPRO Y8 iSupplier Portal R12 10 ISUP Y9 Learning Management R12 4000 OLM Y

10 UPK Developer 25 UPK Y

ADDITIONAL REQUIRED ORACLE LICENSES

List of Proposed SoftwareCURRENT COUNTY OWNED ORACLE MODULES

Page: 1 of 163 Proposed SoftwareExhibit H (Functional Matrix) - Final (12.07.09)




ADDITIONAL REQUIRED ORACLE LICENSES

11 Oracle Business Intelligence Enterprise Edition 4 OBIEE Y12 Financial Analytics Fusion Edition 4000 FIA Y13 HR Analytics Fusion Edition 4000 HRA Y14 Procurement and Spending Analytics Fusion Ed. 4000 PRA Y15 Supply Chain and OM Analytics Fusion Edition 4000 N Not in Scope16 Projects Analytics Fusion Edition 4000 PCA Y17 Informatica PowerCenter and Power Connect 4 INFA Y18 Mobile Applications for Fixed Assets R12 25 MSCA Y Not in Scope19 Hyperion Financial Reporting 11.1.1 200 HFR Y20 Hyperion Planning Plus 11.1.1 200 HP Y21 Hyperion Performance Scorecard Plus 11.1.1 200 HPS Y22 Hyperion Workforce Planning 11.1.1 200 HWP Y23 Hyperion Capital Asset Planning 11.1.1 200 HCAP Y24 Oracle Data Integrator (For Hyperion) 11.1.1 200 ODI Y25 Project Management Y Integrate into MS Projects

Database, application server, and other technology components have not been included. Servers and number of environments should be sized and technical stack software procured as well to support the applications.



1 Linux server based Fax Software Y Open source software.2 Vertex Tax Tables Y County already owns it

THIRD PARTY APPLICATIONS

Page: 2 of 163 Proposed SoftwareExhibit H (Functional Matrix) - Final (12.07.09)


Functional Category: System-WideAvailable Response Codes Code Count % of ModuleF Provided fully functional out of the box or with configuration (no custom development) F 140 99%CU Customization/Software Enhancement (Any custom development) CU 2 1%TP Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed) TP 0 0%SR Provided with Standard Report or Reporting Tool SR 0 0%CR Custom Report Development Required CR 0 0%N Not Included in this Proposal N 0 0%

Functional Requirements Response

Module(s)/Sub-module(s) Required to Fulfill Requirements Comments

INTEGRATION AND ARCHITECTURE

SW 1.00 System has fully integrated suites/modules/applications (if not integrated, please specify which modules are not integrated).

F

SW 2.00 System Transactions are real time. FSW 3.00 Validation of key fields is real time. FSW 4.00 At least five environments are used in support of critical applications: Development, Quality

Assurance (QA), Production, Contingency (DR), Unit Test, and Conversion. F

SW 5.00 Software uses workflow to electronically route documents (and route/store approvals) across all:

SW 5.01 Suites FSW 5.02 Modules FSW 5.03 Applications FSW 5.04 Proposed Third-Party Applications F Vertex, Fax, JWS software integration are

in scope.SW 6.00 System Toolsets are available for the following (specify name of toolset in comment field):

SW 6.01 Workflow FSW 6.02 Security Administration FSW 6.03 Provide all personnel with the capability to prepare special reports (summaries, analysis,

worksheets) using an existing adhoc reporting tool or extracting data to a spreadsheet such as Excel or Crystal.

F

SW 6.04 Report writing including drill down reports F Use of OBIEE for Adhoc Reporting and Oracle Reports for those attached to the applications

SW 6.05 Query builder F OBIEE AnswersSW 6.06 Form/page design FSW 6.07 Adding/changing fields FSW 7.00 System allows users to drill down into more detailed information F

ATTACHMENT OF DOCUMENTS AND NOTESSW 6.00 System allows attachment of documents (example: PDF, Excel, Word, JPEG) and export

in information in same mannerF

Summary Statistics

Reference Number

Page 3 of 163 SWExhibit H (Functional Matrix) - Final (12.07.09)




Reference NumberSW 7.00 System allows users to attach files (for example: MsWord, Excel, Microsoft office, PDF,

scanned images, Jpeg, and others) to:SW 7.01 Pages FSW 7.02 Fields F As part of the record (Not specifically

attached to a field)SW 7.03 Transactions FSW 8.00 Imaging systems must be able to be integrated (examples: Documentum, Global 360) CU Functionality available, However custom

integration requiredSW 9.00 Provide the capability to create indexed CDs with transaction reports to comply with public

records law F EBS

SW 10.00 System allows attachment of documents in all modules FDATA ENTRY

SW 11.00 Allows complete validation and editing of data at the point of entry (on-line or batch) FSW 12.00 Allows data to be uploaded or downloaded from/to Microsoft Excel and other Microsoft

Office products.F

SW 13.00 Context-sensitive data entry and display (i.e. Masking fields or screens for security purposes) (SS#, Credit Card #)

F

SECURITY CAPABILITIESSW 14.00 The following sensitive/private data can be masked (hidden from user) during data entry:

SW 14.01 Tax numbers/ID F Tax Id for Vendors and Customers available for Superusers

SW 14.02 Passwords FSW 14.03 Bank account information F Only available to Super UsersSW 14.04 Credit Card number FSW 14.05 Social Security number FSW 14.06 Drivers License number F Drivers License is not a standard field and

data will only be avialble in the HR area

SW 14.07 Email F Scope is within the standard configuration of Personalizations.

SW 14.08 Other data specified by State, Federal statutes FSW 14.09 Other fields (please describe limitation in comments column) FSW 15.00 All suites/modules/applications can be accessed with one universal sign-in or log-in FSW 16.00 Security integrates with: SW 16.01 Microsoft Active Directory FSW 16.02 LDAP CU OID Installation in scope. LDAP Integration

would require additional 200 hrs (To be added to scope)

SW 17.00 All data is encrypted when accessed via:SW 17.01 Internet FSW 17.02 Intranet F





Reference NumberSW 18.00 Encryption can be turned off, with appropriate security, in testing and production

environment (only by authorized personnel)F

SW 19.00 Disconnects or locks out user session during designated periods of inactivity FSW 20.00 System will limit the number of unsuccessful password attempts. Please describe. F System disconnects after 3 attempts to

login with wrong password. However the user can attempt again

SW 21.00 System to provide an error log and user defined capability for reporting from error log. FSW 22.00 System to force creation of a strong and unique password each time the user is prompted

to change the password. F

SW 23.00 System will generate alarms or alerts for security violations and deliver them to appropriate personnel remotely via voice/text.

F Emails are standard. Voice/Text needs additional development and not included in this proposal

SW 24.00 System will flexibly update approval levels across Security groupings and functional Work groupings

F

SW 25.00 Copy/change feature for security user profiles FSW 26.00 Security and error messages may be customized for the County's users FSW 27.00 System to provide detailed security documentation FSW 28.00 Supports multiple sessions within a given login ID FSW 29.00 Provides security at the following levels:SW 29.01 Profile FSW 29.02 Any combination of elements in the chart of accounts (e.g., fund, projects, etc) FSW 29.03 Enterprise FSW 29.04 Department/Agency F If Dept is part of COA multiple operating

units are setupSW 29.05 Division F If Division is part of COA multiple operating

units are setupSW 29.06 Group F Was incorrectly interpreted initially.

Explained in the main RFC response.SW 29.07 Position FSW 29.08 Job Function FSW 29.09 Person FSW 29.10 Role Based FSW 29.11 Other user defined roles. FSW 30.00 Security settings can be set for:SW 31.00 Module FSW 31.01 Screen and menu FSW 31.02 Report FSW 31.03 Process FSW 31.04 Record F Forms PersonalizationsSW 31.05 Field F Forms PersonalizationsSW 32.00 Software inhibits the display of passwords whenever a user is prompted to enter a

password.F





Reference NumberSW 33.00 System permits set up of user defined number of security groupings per user ID (more

than nine)F

SW 34.00 System records all transactions with user ID and time stamp and creates a log for each transaction and each user that is viewable.

F

SW 35.00 Supports user controllable auto logoff intervals for inactive users. FSW 36.00 System permits defining user or agency groups FSW 37.00 System administrator can set a role based security profile to define a user's authorization

to: SW 37.01 Log on FSW 37.02 Add data FSW 37.03 Delete data FSW 37.04 Change data FSW 37.05 View data F

WORKFLOWSW 38.00 Workflow is available in all software modules. FSW 39.00 Workflow Rules can be set by:SW 39.01 User FSW 39.02 Role FSW 39.03 Reporting/process Hierarchy FSW 39.04 Group FSW 39.05 Appointing Authority FSW 39.06 Thresholds (above or below certain number, example: above $5,000) FSW 39.07 Percentage Argument (% above or below, example: more than 5% more than PO amount) F

SW 39.08 Any combination of Account code segments FSW 39.09 Department FSW 40.00 Workflow assignments can be re-routed to different authorized approvers based upon

availabilityF

SW 41.00 Workflow approvals can be re-routed to secondary approver if:SW 41.01 Primary approver is out (example: on vacation) FSW 41.02 Primary approver does not respond in pre-defined period of time FSW 42.00 Event driven notification of process events, including e-mail and/or other Web-based

notificationF

SW 43.00 Workflow approval processes for:SW 43.01 Purchasing process FSW 43.02 Time entry approval FSW 43.03 Accounts payable FSW 43.04 Accounts Receivable FSW 43.05 Training Management FSW 43.06 Budget review FSW 43.07 Grant approval FSW 43.08 Fixed asset disposal, transfers, additions FSW 43.09 Hire process F





Reference NumberSW 43.10 Project approval FSW 43.11 Changes to data via self service FSW 43.12 Salary changes FSW 43.13 Benefits enrollment FSW 43.14 Budget Amendment FSW 43.15 GL Journal Entry FSW 43.16 Approval paths as defined by users in all Oracle modules implemented FSW 44.00 Workflow notification for:SW 44.01 Warn users of upcoming expiration FSW 44.02 Notify managers of employee actions or transactions FSW 44.03 Status change (in work orders, employees position, etc.) FSW 44.04 Overdue work (purchase order not approved) FSW 44.05 Other messages as defined by users F Not enough information to identify specific

workflow. Scope is within the capability of standard functionality.

SW 45.00 Workflow tool allows graphical business process design. FSW 46.00 Users with appropriate security can modify existing workflow processes or define additional

business processes from scratch.F

SW 47.00 Users with appropriate security may define role-based approval workflows with thresholds and alternate approvers.

F

SW 48.00 System permits the users to design user notifications/alerts using worklist hyperlinks that will take the user directly to the page/panel where the work is performed.

F

SW 49.00 User-defined email/user notification alerts FSW 50.00 Verification of notification when desired is required FSW 51.00 Electronic approval and/or digital signatures for various documents. F

GENERAL CAPABILITIESSW 52.00 ERP system will be utilized by County agencies and approved affiliates FSW 53.00 Handle mass reorganizations with history related to both before and after reorganization F

SW 54.00 Ability to interface with JWS or comparable software used by visually impaired staff. FSW 55.00 Where there are queries or lists of summarized items provide drill down capability to the

lowest level of detail used to create the summary list.F

SW 56.00 Ability to perform general searches of the data in the system across columns and rows, system wide, functional area.

F Requirement to vague. Scope is within the capability of standard functionality using OBIEE and query capabilities.

SW 57.00 Ability to search specific columns of specific tables F OBIEESW 58.00 System client capable of being run entirely from within a web browser FSW 59.00 Supports archiving/purging of individual, project-specific data from all relevant system

modules subject to Federal and State record management procedures.F

SW 60.00 System will perform Boolean like searches combining data from multiple columns. FSW 61.00 System will provide navigation through shortcuts and/or favorites without necessarily

stepping through menu tabs.F





Reference NumberSW 62.00 System will permit easy design and enforcement of workflow rules including levels of

approvals for document processing.F

SW 63.00 System will permit after-hours batch processing schedule. FSW 64.00 System will track documents /work items through the workflow process including indication

of where the document/work items are in the process.F

SW 65.00 On-line "help" aids. Include the ability to do full text search on help by word, phrase or subject using UPK.

F

SW 66.00 Organizational units can be grouped or ungrouped for reporting purposes. FAUDIT TRACKING

SW 67.00 Audit Tracking - The ERP application should support the following audit tracking capabilities:

SW 67.01 Audit trail reporting of daily employee changes entered by users, with date/time and change detail; available on-line for viewing and/or printing

F

SW 67.02 Audit trail reporting changes entered by process FSW 67.03 Record Terminal ID and User ID in audit trail. FSW 68.00 Integrates with latest version of Microsoft Office applications FSW 69.00 Product client must be capable of being run on Windows XP SP2 or higher. FSW 70.00 Functions with VMWare and/or MS Virtual Server. FSW 71.00 Application runs under the IBM AIX 5.2 or higher server operating system or Linux. F



Functional Category: General LedgerAvailable Response Codes Code Count % of ModuleF Provided fully functional out of the box or with configuration (no custom development) F 212 73%CU Customization/Software Enhancement (Any custom development) CU 2 1%TP Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed) TP 0 0%SR Provided with Standard Report or Reporting Tool SR 56 19%CR Custom Report Development Required CR 17 6%N Not Included in this Proposal N 2 1%


Module(s)/Sub-module(s) Required

to Fulfill Requirements Comments

GENERAL REQUIREMENTS

GL 1.00Provides all procedural functions of a fund accounting system in conformity with GAAP and GASB accounting standards F GL

GL 2.00Each entry to a fund is balanced and complete, and each fund is maintained as a self-balancing entity F GL

GL 3.00 Center levels within fund can be self-balancing F GLGL 4.00 System supports encumbrance accounting F GL,PA

GL 5.00All subsidiary systems/ledgers (e.g., purchasing, AP, AR, fixed assets, projects, grants) integrate and have the option of posting to the general ledger in real time F EBS

GL 6.00 Supports the following basis of accounting:GL 6.01 Cash F GLGL 6.02 Modified Accrual F GLGL 6.03 Full Accrual F GLGL 6.04 Hybrid F GL

GL 7.00Transfers-out must be a unique expenditure type and transfers-in must be a unique revenue type F GL

GL 8.00 Stores the following non-financial data for each unique fund:GL 8.01 Date established F GLGL 8.02 Source of revenue F GLGL 8.03 Acceptable uses F GLGL 8.04 Description F GLGL 9.00 System allows posting of transactions in multiple fiscal years F GL

GL 10.00 When working in multiple fiscal years the detail transactions are maintained for each year. F GL

GL 11.00System will accommodate differing financial year-end dates for different organizational units. F GL Need to have separate Ledgers

GL 12.00 System will maintain both fiscal and calendar year information. F GLGL 13.00 System maintains detailed financial records for ten years F EBS

GL 14.00Comprehensive backups and restores of data, with a methodology that can be verified by the GL user. F EBS

GL 15.00 Inter-fund and intra-fund transfers and transactions will be posted automatically. F GL

GL 16.00System provides check to make sure all intra-fund, inter-fund transactions, and centers balance F GL

Reference Number

Summary Statistics

Page 9 of 163 GLExhibit H (Functional Matrix) - Final (12.07.09)





Reference Number

GL 17.00Maintain original and final budget amounts and report budget variances on a current, annual and year-to-date basis. F GL

GL 18.00 Produce various allocation schedules prior to the financial closing for the period. F GLGL 19.00 System allows changing allocation schedule at any time during year F GLGL 19.00 Automatically prepare a journal entry from each allocation schedule. F GLGL 20.00 Import allocation schedule(s) from Excel and automatically create journal entry F ADI

GL 20.00 System creates reversing entry for changes to an allocation schedule F GLReversing Entries are available for Accrual Entries

GL 20.00 Post entries to a new period before prior periods are closed. F GL

GL 21.00Provide internal balancing of all funds and automatic general ledger/subsidiary ledger reconciliation. F GL

GL 22.00Record transactions and costs at lowest responsibility level and accumulate to higher reporting levels. F GL

GL 23.00Record non-financial data without affecting financial accounts (including but not limited to performance measures and narrative information of various types). F GL

GL 24.00 Maintain multiple budget amounts (original, revisions, final). F GL, HPGL 25.00 System allows County to distribute the annual budget by:GL 25.01 Month F GL, HPGL 25.02 Other period F GL, HPGL 25.03 Other user-defined criteria F GL, HPGL 26.00 System allows County to distribute the annual budget to defined periods by:GL 26.01 Percent F GL, HPGL 26.02 Amount F GL, HP

GL 27.00Manually adjust budget amounts during the accounting year. The original budget amounts should be distinguished from modified budget amounts. F GL, HP

GL 28.00Interactively adjust monthly budget amounts during the accounting year and have the system adjust YTD and annual budget amounts. F HP

GL 29.00 Provide for a variable number of detailed cost centers within any organizational element. F GL, HP

GL 30.00Report revenues and expenditures on the same report by lowest -level responsibility areas. F GL

GL 31.00Summarize individual line-item accounts into meaningful groups of accounts for use in financial reporting. F GL

GL 32.00 Provide chart of accounts master listings by user defined sort and summary. F GL

GL 33.00

System will permit restructuring of account groupings and structure online or batch without having to make changes to computer programs and be able to maintain history of prior relationships. F GL

GL 34.00 Provision of a cross reference report for hierarchy control (dictionary of codes and tables). F EBSGL 35.00 Provide subsidiary ledgers for the following: GL 35.01 Cash Receipts F ARGL 35.02 Cash Disbursements F APGL 35.03 General Journal Entries F GL






Reference NumberGL 35.04 Fixed Asset Transactions F FAGL 35.05 Investment Transactions N

GL 35.06 Grants. F PAGrant would need to be setup as an Agreement or task on a project.

GL 36.00Provide ability to down-load and up-load non-financial and financial data to/from PC based programs such as spreadsheets and database programs and in ASCII format. F ADI

GL 37.00 System will produce reports for any fiscal period, open or closed. F GL

GL 38.00Provision of online cross reference information related to a transaction (i.e. the ability to see all other transactions associated with a particular transaction.). F GL

GL 39.00System will handle cross validation rules, certain cost centers can access certain accounts or funds F GL

GL 40.00System will handle segment security, certain responsibilities can only view or choose certain cost centers F GL

GL 41.00System will permit the ability to duplicate a field when entering multiple postings without re-keying. F EBS

GL 42.00System will mix actual, budget, financial, statistical, standard, accrual, prior-period, current period and future period transactions in a single batch. F GL

GL 43.00Provides warnings or alerts for available funds checking for budgeted and non-budgeted accounts F GL,PA

GL 44.00System permits users to review the effect of on-line or batch transactions before they are posted. F GL

GL 45.00 System will create graphs and charts of financial data as defined by the users F GL, OBIEECHART OF ACCOUNTS DESIGN

GL 46.00Chart of Accounts supports multiple reporting entities (component units, BCC, Clerk, or other entities) F GL

GL 47.00Provides unlimited levels of structure for each segment of the Chart of Accounts. (Please indicate any limits in the notes column.) F GL

GL 48.00 Provides for compatibility with the State of Florida Uniform Accounting System (UAS) F GL

GL 49.00System permits the length of each Chart of Accounts segment data field to be at least 10 alpha numeric characters (Please list indicate any limits in the comments field) F GL

GL 50.00Provide for Chart of Account segments to have a long description of at least 255 alphanumeric characters (Please list any limitations in the comments field) F GL

GL 51.00Provide for Chart of Account segments to have a short description of at least 50 alphanumeric characters. (Please list any limitations in the comments field) F GL

GL 52.00Allow the creation and setup of new ledgers with the ability to maintain and sort by the following indexes:

GL 52.01 Ledger number F GLGL 52.02 Jurisdiction code (account number) F GLGL 52.03 Fund number when applicable F GLGL 52.04 UAS (Uniform Accounting System) number F GLGL 52.05 Account number by entity F GL






Reference NumberGL 52.06 Category (Balance Sheet line item) F GLGL 52.07 Revenue recipient F GLGL 53.00 Ability for user to design reports based on the Ledger indexes. F GLGL 54.00 Designates each general ledger account by the following account types:GL 54.01 Asset F GLGL 54.02 Liability F GLGL 54.03 Fund equity F GLGL 54.04 Revenue F GLGL 54.05 Expenditure F GLGL 54.06 Statistical (Non-financial) F GLGL 55.00 System contains the following indicators for accounts:GL 55.01 Active (available for posting) F GLGL 55.02 Active (available for budget) F GLGL 55.03 Inactive (not available for posting) F GLGL 55.04 Inactive (not available for budget entry) F GLGL 56.00 Accounts can be made active or inactive with effective dating F GLGL 57.00 System only allows transactions to post to active accounts within any open period F GL

GL 58.00Supports chart of account changes and maintain records of historical Chart of Accounts and reason for change F GL

GL 59.00Effective dating on active/inactive accounts that maintains all historical information for reporting purposes F GL

GL 60.00System prevents accounts from being deleted if any activity is posted to them without proper security F GL

GL 61.00Segments of the Chart of Accounts can be grouped on a user-defined basis into multiple reporting hierarchies F GLORGANIZATIONAL DESIGN

GL 62.00Organizational elements within the Chart of Accounts supports the following organizational structures:

GL 62.01 Primary government (highest level of reporting) F GLGL 62.02 Component units F GLGL 62.03 Fund F GLGL 62.04 Cost centers F GLGL 62.05 Departments F GL If part of GL COAGL 62.06 Division F GL If part of GL COAGL 62.07 Programs (Cross-units) F GL If part of GL COAGL 62.08 Function (Cross-units) F GL If part of GL COAGL 62.09 Activities F GL If part of GL COAGL 62.10 Project F GL If part of GL COAGL 62.11 Task F GL If part of GL COAGL 63.00 System supports reorganizations:GL 63.01 Restate or not restate history after a re-organization (as of date reporting) F GL






Reference Number

GL 63.02Provide a crosswalk to connect PYActual to CYBudget when a re-organization has occurred between the 2 years for Revenues and Appropriations CR GL

GL 63.03 Supports multiple organizational structures concurrently for reporting purposes F GL

GL 63.04

Maintain independent hierarchies in the account structure to support different roll-ups (e.g. financial reporting, budget reporting, project accounting, grant reporting, departmental reporting, and contracts). F GL

GL 64.00Provide a means to easily modify reporting structures without requiring programming changes, while maintaining history of prior relationships. F GL

GL 65.00Provide a means to easily modify reporting structures without requiring programming changes. F GL

GL 66.00 Provide for standard and recurring journal entries. F GL

GL 67.00

System will handle and create Budgeted and Actual Revenue and Expense Statements and Balance Sheets, per user defined organization structure for both consolidated and non-consolidated statements CR GL

GL 68.00System will permit drill-down capability to view various portions of accounts and descriptive fields F GL

GL 69.00System will designate class and group codes for the different revenue and expenditure accounts F GL

GL 70.00 Supports multiple enterprise funds F GL

GL 71.00Validity and edit checks on all transactions including threshold values. Be able to assign ability to perform transactions and threshold values by user or group/class of users. F GLJOURNAL ENTRY

GL 72.00 System assigns journal entry numbers:GL 72.01 Automatically F GLGL 72.02 Manually F GL

GL 73.00Interface and download data from a cash register system, web payments, Integrated Voice Response system payments, lockbox (Amscot) nightly and create journal entry. CU GL Custom interface

GL 74.00Interface with the Justice system to reflect a reversal of payment as a result of an NSF or correction and create journal entry. CU GL Custom interface

GL 75.00 System does not allow duplicate journal entry numbers F GL

GL 76.00System supports multiple line items for journal entries (please indicate any limitations in the notes column) F GL

GL 77.00System shows the source of the transaction (e.g., manual entry or automated entry from another module) F GL

GL 78.00Journal transactions can be entered and scheduled using effective dates (e.g., posting does not occur until effective date) F GL

GL 79.00Users can look up the following information on the screen as a reference during journal entry:

GL 79.01 General ledger accounts/cost centers F GL






Reference NumberGL 79.02 Budgetary accounts F GLGL 79.03 Project accounts F GLGL 79.04 Grant accounts F GLGL 80.00 Journal entries are posted:GL 80.01 In real time F GLGL 80.02 Batch F GLGL 81.00 Journal entries are validated against:GL 81.01 Chart of Account structure F GLGL 81.02 Pre-defined acceptable values for each field F GLGL 82.00 Users can import journal entries from desktop applications (e.g., Microsoft Excel) F ADI

GL 83.00Imported transactions from desktop applications are validated using the same business rules as transactions made in the system F GL

GL 84.00System allows creation of a journal entry from previously entered journal entry format (copy journal), by:

GL 84.01 Line item NGL 84.02 Entire journal entry F GLGL 85.00 System allows users to reverse journal entry with proper security and approvals F GL

GL 86.00Journal entries are automatically created based on account number, e.g. capitalized fixed assets F GL

GL 87.00Journal entries support "required" data fields and prevents transaction from posting until all "required" fields are completed F GL

GL 88.00 Supports recurring journal entries:GL 88.01 With the same dollar value F GLGL 88.02 With varying dollar amounts F GLGL 88.03 That occur at regular frequency (can set start and stop dates) F GL

GL 89.00Supports line item descriptions with unlimited text (Please list any limitations in the comments field) F GL Limit 240 characters

GL 90.00 Allows attaching of files to journal entry F GL

GL 91.00Users can create and process transactions against statistical and memo accounts in addition to financial accounts F GL

GL 92.00Users can save journal entries that have not yet been posted or cleared for all validation errors online F GL

GL 93.00 All journal entries balance prior to posting (hard error if entries not balanced) F GL

GL 94.00

The ability to reverse previously posted journal entries (single or multiple) with the same, or different effective date, without having to re-key parts of the original entry. Provide the ability to automatically reverse these entries, on a pre-determined date/dates. F GL

GL 95.00

Ability to have system generated numbered journal entries based on the system they are posting from, with the sequencing of these numbers determined by GL. Include a unique id for the creator of the entry and a separate id for the operator keying the entry. F GL

GL 96.00 System allows user to view impact of pending journal entries without posting. F GL






Reference Number

GL 97.00System will extract data from Excel spreadsheets, flat, VSAM, and/or sequential files, to create journal entries that post to general ledger. F GL

GL 98.00 Validate for each segment or combination of segments in the account string. F GLGL 99.00 Validate that funds are available for each expenditure. (Budget checking) F GL

INTERFUND AND INTERDEPARTMENTAL VOUCHERSGL 100.00 Transfers within and between funds are balanced. F GLGL 101.00 Processes interfund transfers without having to generate a check. F GLGL 102.00 Tracks interfund transactions through account segment. F GLGL 103.00 Tracks interfund transactions through cash entries. F GLGL 104.00 Restricts inter-fund postings based upon security. F GL

CLOSING

GL 105.00

Accommodate at least fourteen accounting periods within a fiscal year and accomplish complete year-end close processing including clearing of revenue and expense accounts. (Please specify limitations in comments field) F GL

GL 106.00

Automatically close all nominal accounts to a designated equity account at year end. Continue to 'close' to this account when prior year adjustments are made, and restate current year beginning balances. F GL

GL 107.00Supports year-end processing at any point in time, as well as multiple times, after the end of the fiscal year (i.e., doesn't have to occur on last day or on any particular day) F GL

GL 108.00 Closes encumbrances by: GL 108.01 All encumbrances F GLGL 108.02 Individual encumbrances F GLGL 108.03 Groups of encumbrances F GL

GL 109.00Parameters to close all selected open purchase orders/encumbrances, and requisitions/pre-encumbrances, include:

GL 109.01 Dollar amount F POGL 109.02 Age of encumbrance F GLGL 109.03 Purchase order type (example: blanket PO, purchase by item, etc) F GLGL 109.04 Department F GLGL 109.05 Vendor F GLGL 110.00 System closes at end of period by:GL 110.01 Component units F GLGL 110.02 Fund F GLGL 110.03 Account F GLGL 110.04 Center F GLGL 110.04 Project F GLGL 110.05 Grant F GLGL 110.06 Organization (e.g., Department) F GL

GL 111.00System will post to a closed (with appropriate controls), and opened fiscal year concurrently. F GL

GL 112.00System will allow County to roll actual and budget figures forward (for example, contract balances, encumbrances, and associated budget). F GL






Reference Number

ACTIVITY BASED COSTING

GL 113.00Relate time spent on activities and cost of time (wages) allocated to defined activities through payroll system. F PAY,OTL,GL

GL 114.00 Store, access and compare multiple historical sets of cost data F GLGL 115.00 Break down costs into user defined activities F PAY,OTL,GLGL 116.00 System allows for full cost simulation capability (changing labor rates) F OTL,PAYGL 117.00 System allows base cost simulation on a percent increase F PAY

GL 118.00System allows for cost simulation to be based on cost rate increase for contracted services (e.g. field maintenance contract) F PAY,OTL,PA

GL 119.00 System calculates an item overhead cost based on standard labor hours F GL,PAINQUIRY AND REPORTING

GL 120.00System allows department users to see available budget, actual YTD, and encumbrances. Also allows drilldown to details of each. F GL

GL 121.00 System supports "as-of date" reporting F GLGL 122.00 Third party reporting tools such as Crystal Reports will query the data. F EBS

FINANCIAL REPORTINGGL 123.00 Produce the following financial reports on a consolidate or non-consolidated basisGL 123.01 Budget variance report F GLGL 123.02 Detail or summary level F GL Using FSG reportGL 123.03 Trial balance by project or fund F GLGL 123.04 Cash flow F GL Using FSG reportGL 123.05 Fund balance report F GLGL 123.06 Balance sheet F GL Using FSG reportGL 123.07 Statement of Revenues and Expenditures F GL Using FSG reportGL 124.00 System produces the following CAFR reports:GL 124.01 Government-Wide Statements:GL 124.011 Statement of Net Assets F GL, FAGL 124.012 Statement of Activities F GLGL 124.02 Fund Financial Statements:GL 124.021 Balance Sheet - Governmental Funds F GL Using FSG report

GL 124.022Reconciliation of Balance sheet - Governmental funds to statement of net assets. F GL Using FSG report

GL 124.023Statement of Revenues, Expenditures, and Changes in Fund Balances - Governmental Funds F GL Using FSG report

GL 124.024Reconciliation of the Statement of Revenue, Expenditures, and Changes in Fund Balances of Governmental Funds to the Statement of Activities F GL Using FSG report

GL 124.025Statement of Revenues, Expenditures, and Changes in Fund Balances - Budget to Actual - by Governmental Funds F GL Using FSG report

GL 124.026 Statement of Net Assets - Proprietary Funds F GL Using FSG report

GL 124.027Statement of Revenues, Expenses, and changes in net assets - proprietary funds by fund F GL Using FSG report

GL 124.028 Statement of Cash Flows - Proprietary Funds F GL Using FSG reportGL 124.029 Statement of Net Assets F GL Using FSG report






Reference NumberGL 124.030 Statement of Activities F GL Using FSG reportGL 125.000 Historical reports available online. F EBSGL 126.00 Standard reports including but no limited to:

GL 126.01 Project/Program reports on an inception to date basis as well as fiscal year to date. F GL Using FSG report

GL 127.00 System will permit user ad-hoc reports as follows:

GL 127.01Statistical reports incorporating nonfinancial as well as financial data (performance measurements, included). F GL

Since there appears to be a capability question without any specific data or layout, we are answering in the affirmative based on system capabilities.

GL 128.00 System will provide data as follows:GL 128.01 Percentage trend analysis current month versus year to date F OBIEEGL 128.02 Quarterly and monthly comparisons with timeframes and budgets. F OBIEEGL 129.00 Reports will be output in PDF, Infopac or similar formats. F EBSGL 130.00 Reports will export to Microsoft Excel. F EBS

GL 131.00System will interface with external applications for compilation of data into reports for analysis. F EBS

Functionality exists. No system specified to scope.

GL 132.00Provide the ability to schedule reports. The ability to view, print and distribute reports using Infopac. F EBS

GL 133.00

Use data sources for report writing that require minimal manual verification once report is created. The ability to create 'checks and balances' through the use of system generated reports, or reports using highly summarized records, to validate user defined detailed reports. CR GLREPORT SPECIFICATIONS

GL 134.00

Ability to report on balances as follows: Daily Balances, Current period (beginning balance, ending balance, activity, average balance, aggregate balance). Prior periods (beginning balance, ending balance, activity, average balance, aggregate balance). Current year monthly (beginning balance, ending balance, activity, average balance, aggregate balance). Prior years monthly (beginning balance, ending balance, activity, average balance, aggregate balance). Year-to-date current period, prior periods, and prior years (beginning balance, ending balance, activity, average balance, aggregate balance). Life to date balances. SR GL

GL 135.00

Report variables with include/exclude range select capabilities for date (entry and effective), fund (entity), account, center, source code, descriptions, class, group, specific transaction amount or range of amounts, range of balance amounts, and user defined criteria (not based on a derivative of any of the listed above). Parameters for selects/excludes external to the report programs. SR GL

GL 136.00

Provide the GL staff the ability to create an unlimited number of lines on a report. Provide unlimited number of accounts, centers, or account/centers balances, that are directed to one line of a report. Provide the ability to copy or share an existing line from one report to another. Provide the ability to display the detail amounts and account string that make up a line. SR GL






Reference Number

GL 137.00Provide GL staff the ability to create an unlimited number of report formats. Provide the ability to copy or share these formats form one report to another. SR GL

GL 138.00

User controlled options: 1. none, single & double underlines before and after selected lines. 2. totals and sub-totals that include non-printed items on the report 3. line spacing before and after any line type (detail, heading, total etc) prints 4. rounding of amounts by whole dollars, tens, thousands, millions etc. 5. decimal point display 6. $ sign display on selected lines (all or selected) 7. blanks or zero fill (all or portions of) a value 8. negative amounts displayed as - ( ) or CR 9. page break 10. zero suppression 11. thousands seperators 12. report width 13. lines per page 14. calculations at all report lines, percent of total, between report lines 15. sign print options of normal, none, multiple by -1 16. print line 17. floating/non floating $ 18. ability to control record sorts and prints on system fields or user crested fields in a report 19. ability to define different pageheadings depending on the fund within the same report 20. the ability to concatonate records 21. the ability to store data to be used later in the report processing(Discuss limitations in comm SR GL

GL 139.00Consolidated Reports - combining data from optional selections by entities, accounts, centers, dates, descriptions, user defined fields, and balances. SR GL

GL 140.00

Box Summaries: This specialized report is added to the last page of all funds for certain select reports. It is a highly summarized listing of beginning and ending balances per time period extracted by class of accounts only. It also lists total debits and total credits by fund within the date range selected for the report. CR GL

GL 141.00Provide ad hoc reporting for all users on detail and balance records. Identify the user who initiates a report as well as the recipient if other than the user. F GL

Requirement too vague. Scope is within the capability of standard functionality using OBIEE, FSG, Standard Reporting and query capabilities.

GL 142.00

CAFR Reports: Report 1: The report has one column (position specific for file upload requirements to CAFR2000) that lists period end balance . Rows by account within fund/center, with specific center selects (some are rollup centers) for the report. All accounts (actual and budget), with some individually listed and others in a non-sequential range, or excluded. Accounts with opposite than their normal balance are displayed with a sign. Totals by center, only credit total balances are displayed with a sign. Page break by center. The sum of all centers per fund should always net to 0. Governmental and GAAP funds only. Report 2: This report is formatted the same as report 1 except it selects the 10/1 beginning balance for budget accounts only from the budget module not GL. Report 3: Same as report 1 but only selecting Clerk funds. Report 4: Same as report 2 however, selects only Clerk funds. The final step is to run a special job that processes these reports through a program that writes the relavent report data to a flat file (COPY.GW090), reads this file, and based on the account numbers from the report, splits th F GL

Feed to the existing CAFR/2000 is in scope. It is assumed that these reports are currently used by the County and will not require any changes once the feed from Oracle EBS is provided.

GL 143.00

General Ledger Detail This report lists detailed activity with columns for transaction code, effective date, source code, debits, credits, and transaction description. Titles by center and description within fund. Rows by account, account description, beginning and ending balance. Sorts detail transactions in ascending order by effective date within an account/center. Totals by account, class code, and center. Page break by fund only. Box Summary at the end of each fund. All funds. SR GL






Reference Number

GL 144.00

General Ledger Summary This non-detailed report has columns of information for debits, credits, and description. Titles by center and description within fund. Rows by account, account description, ending balance. Totals by account, class code, and center. Page break by fund only. Box Summary at the end of each fund. All funds. SR GL

GL 145.00

Summary Trial Balance This non-detailed report has columns of information for last activity date, beginning balance, total debits, total credits, net activity, and ending balance. Rows by account number, account description. Totals by control accounts (account masking using the first three positions of the account number), group code, and class code. Page break by fund. Box Summary at the end of each fund. All funds and in various groupings (governmental, enterprise, internal service, GAAP, Non-GAAP etc.). SR GL

GL 146.00

Consolidated Summary Trial Balance Same as Summary Trial Balance above, except values are for all funds combined into one total amount per account. Combines amounts for specific funds selected in the report run parameters. SR GL

GL 147.00

Working Trial Balance This report list very specialized detail activity with columns for work paper reference number (filled in manually by external auditors), effective date, source code, current year balance, audit adjustments-debits, audit adjustments-credits and adjusted balance. Rows by account number, account description. Title lines with center number and description. Totals by account, class code, and center. Only the total line for the account prints if there is no account/center activity. However, the criteria to list transactions is based on entry date in conjunction with effective date (for example only transactions with a 9/30 effective date that entered the GL after 11/15 are reported on by detail). This required the beginning balance to be calculated, because it is not the true beginning balance stored in the GL for an account/center. Both dates are parameter driven in either the report program itself or the report run-time parameters. Page break by fund. Box Summary at the end of each fund. All funds with nonconsolidated groupings (governmental w/GAAP, governmantal w/non-GAAP). CR GL

GL 148.00

Account Analysis by Account This report lists detailed activity with columns of information for transaction code (Dr/Cr), effective date, source code, debits, credits, and transaction description . Rows by center number, account number, account description. Title lines with center number, account number, account description, debit or credit beginning balance and displays 'beginning balance' in the description field. Totals by account, with account description, and debit or credit balance. Only the total line for the account prints if there is no account/center activity within the date range selected. For this instance description field displays as 'ending balance-no activity' . Page break by fund/account. SR GL






Reference Number

GL 149.00

Account Analysis by Center This report lists detailed activity with columns of information for transaction code (Dr/Cr), effective date, source code, debits, credits, and transaction description . Rows by account number, account description. Title lines with account number, account description, debit or credit beginning balance and displays 'beginning balance' in the description field. Totals by account, with account description, and debit or credit balance. Only the total line for the account prints if there is no account/center activity within the date range selected. For this instance description field displays as 'ending balance-no activity'. Page break by fund/center. SR GL

GL 150.00

Schedule of Transactions by Vendor This detailed report has columns of information for vendor number, vendor short name, invoice number, source code, description 2, account number, effective date, debits, and credits. Rows for center number and center description. Sorts detail transactions in ascending order by effective date within a vendor. Totals by vendor number, account, and center, by fund. CR GL

GL 151.00

Center Exception Report This non-detailed report has columns of information for fund number, center number, account number, account description, and current period balance. It is used for self-balancing fund/centers only (funds where all account types, and not just expenditure accounts, reside in the operating cost center). In this instance the total of all accounts for the cost center should always net to 0. When the center does not net to 0 in total, this report lists the centers that are out of balance. All account/center balances are listed in ascending order by account number. Totals by center. SR GL

GL 152.00

Year End Fund Balance Adjustment Report 1: Governmental Funds Without Self-Balancing Centers Report is a non-detailed report with columns of information listing 9/30 balances. Rows for fund, account number, center number 1001000. Selects fund balance accounts (budget and actual) and fund balance reserve accounts (2470336-2470506, 2510001, 2530001-2550001, 2710200-2710599) that do not close out to the system close account (2710200). Totals by fund. This report writer also creates batch data transactions that update GL, posting the total amount by fund on the report to 2710200/1001000 account, and posts the reverse sign of the ending balance amount to the individual accounts/1001000 center as listed on the report. Governmental Funds With Self-Balancing Centers Report is a non-detailed report with columns of information listing 9/30 balances. Rows for fund, account number, center numbers. Selects fund balance accounts (budget and actual) and fund balance reserve accounts (2470336-2470506, 2510001, 2530001-2550001, 2710200-2710599) that do not close out to the system close SR GL

Use FSG. Also consider Mass Allocation functionality of GL.






Reference Number

GL 153.00

Year End Fund Balance Adjustment Report 2: Governmental Funds Without Self-Balancing Centers Report is a non-detailed report with columns of information listing 9/30 balances, current period balance, and the calculated balance of 2710300 current period balance subtracted from the total of all accounts selected 9/30 balances by fund. Rows by fund, summary center, account number (2470336-2470506, 2510001, 2530001-2550001, 2710000-2719999, 9400040, 9400050, 9400060, 9400070, 9400080) and account description. Totals by fund. This report writer also creates batch data transactions that update GL, posting the total calculated amount by fund to 2710300/1001000 account and the reverse sign to 2710200/1001000 account. The purpose of this is to move the beginning fund balance in 2710200 to 2710300 fund balance beginning - actual. SR GL


GL 154.00

Year End Fund Balance Adjustment Report 2: Governmental Funds With Self-Balancing Centers Report is a non-detailed report with columns of information listing 9/30 balances, current period balance, and the calculated balance of 2710300 current period balance subtracted from the total of all accounts selected 9/30 balances by fund. Rows by fund, individual center, account number (2470336-2470506, 2510001, 2530001-2550001, 2710000-2719999, (3000000-7999999) and account description. Totals by fund/center. This report writer also creates batch data transactions that update GL, posting the total calculated amount by fund/center on the report to 2710300/individual center and the reverse sign to 2710200/1001000. The purpose of this is to move the beginning fund balance in 2710200 to 2710300 fund balance beginning - actual, by self-balancing center. Proprietary Funds Report is a non-detailed report with columns of information listing 9/30 current assets in total, 9/30 current liabilities in total, a calulated balance of current assets minus current liabilities, account 2710300 current period balance, and a calculated balance CR GL

Custom Interface work to create journals. Consider Mass Allocation functionality of GL.

GL 155.00

Schedule of Street Lighting Centers for Admin Fee This non-detailed report has columns of information for fund number, account number, center number, 9/30 Balance, and the 9% administration fee. This administration fee amount is a calculated amount from the report writer program and is determined by multiplying the balance in 0290/5431100/each center (district) and the known %. Totals by 0290/5431100/all centers(districts) listed on the report. This report writer also creates batch data transactions that update GL, posting to accounts 0290/1041102/each center (district), 0290/5490000/each center (district), 0101/1041102/1001000 and 0101/3694280/1002000. SR GL







Reference Number

GL 156.00

Schedule of Street Lighting Centers for Interest Allocation This non-detailed report has columns of information for fund number, account number, center number, 9/30 balance, and the interest allocation amount. This allocation amount is a calculated amount from the report writer program and is determined by dividing the balance in 0290/3611210/all centers, by the balance in 0290/3631200/all centers, then multiplying this calculation(%) by the balance in 0290/3631200/each center (district). This is also printed on the report and includes the calculated %. Totals by 0290/3631200/all centers(districts) listed on the report. This report writer also creates batch data transactions that update GL, posting to accounts 0290/1041102/each center (district), 0290/3611210/each center (district), 0290/1041102/6200100 and 0290/3611210/6200100. SR GL


GL 157.00

Reverse GAAP Balances Report: This non-detailed report has a column for current period balance. Rows for fund number, account number, and center number. Selects all GAAP funds and accounts. No totals. This report writer also creates batch data transactions that update GL, reversing the balances by the fund/account/center listed on the report. The purpose of these transactions is to zero out the balances in the fund by a beginning quarter date. We use this date so that the quarter end balances are preserved, in case a report form a prior quarter is requested. SR GL


GL 158.00

Post GAAP Balances Report This non-detailed report has a column for selected period balance. Rows for fund, account number, and center number. Selects enterprise and internal service funds, all account/centers. No totals. This report writer also creates batch data transactions that update GL, posting the balances on the report to the corresponding GAAP fund/account/centers. This is done through a conversion table contained in the report writer program. SR GL


GL 159.00

Capitalize Fixed Assets-GAAP Funds Report 1: This report has a column for a selected quarter end balance. Rows for GAAP Funds (5501-5504, 5521-5526, 5531, 5532, 5533, 5535, 5536, 5538, 5539, 5551, 5553-5557), account number (5610000-5659999), correlating account number (1619001, or 1669001, or 1699001) and summary center number (9400001). No Totals. This report writer also creates batch data transactions that update GL, posting to a single fund within a range of funds based on a conversion table in the report writer. If the expenditure account balance is a debit the program posts a credit to 2720000/1001000, and a debit to the correlating balance sheet account/ 1001000 based on another conversion table for account numbers in the report writer. SR GL


GL 160.00

Capitalize Fixed Assets-GAAP Funds Report 2: This report has a column for a selected quarter end balance. Rows for GAAP Funds (5501-5504, 5521-5526, 5531, 5532, 5533, 5535, 5536, 5538, 5539, 5551, 5553-5557), account number (5610000-5659999), expenditure center. No Totals. This report writer also creates batch data transactions that update GL, posting to a single fund within a range of funds based on a conversion table in the report writer. If the expenditure account balance is a debit, the program posts a debit to 2720000/1001000, and a credit to the individual expenditure account/cost center. SR GL







Reference Number

GL 161.00

Capitalize Fixed Assets-GAAP Funds Report 3: This report has a column for a selected quarter end balance. Rows for GAAP Funds (5534 and 5552), account number (5000000-5999999 excluding account 5910531), correlating account number (1619001, or 1669001, or 1699001) and summary center number (9400001). No Totals. This report writer also creates batch data transactions that update GL, posting to funds 5531 and 5551 based on a conversion table in the report writer. If the expenditure account balance is a debit the program posts a credit to 2720000/1001000, and a debit to the correlating balance sheet account/ 1001000 based on another conversion table for account numbers in the report writer. SR GL


GL 162.00

Capitalize Fixed Assets-GAAP Funds Report 4: This report has a column for a selected quarter end balance. Rows for GAAP Funds (5534 and 5552), account number (5000000-5999999 excluding account 5910531), and expenditure center number. No Totals. This report writer also creates batch data transactions that update GL, posting to the selected fund from the report writer (no fund conversion tables). If the expenditure account balance is a debit, the program posts a debit to 2720000/1001000, and a credit to the individual expenditure account/cost center. SR GL


GL 163.00

Capitalize Fixed Assets-GAAP Funds Report 5: This report has a column for a selected quarter end balance. Rows for GAAP Funds (6601-6606), account number (5610000-5659999), expenditure center. No Totals. This report writer also creates batch data transactions that update GL, posting to the selected fund from the report writer (no fund conversion tables). If the expenditure account balance is a debit, the program posts a debit to the correlating balance sheet account/ 1001000 based on another conversion table for account numbers in the report writer, and a credit to the individual expenditure account/cost center. SR GL


GL 164.00

Capitalize Fixed Assets-Governmental Funds Report 1: This report has three columns with the first column representing all governmental funds combined ending balance amount for all the 561XXXX capital accounts, by select centers mapped from a table in the report writer program, for the selected current year period. In addition to the consolidated balance the report also shows the individual fund/account/centers that make up the consolidated balance. The second column represent the same period as the first column but the balance in this column is for 0901/1619001/and the cost center associated with the governmental fund's cost center as linked by tables in the report writer program. The third column represents the same fund/account/center as the second column but for the prior year end (9/30) balance. The first calculation on the report takes the prior year end balance in 0901/1619001/XXXXXXX and subtracts it from the selected current period balance in 0901/1619001/XXXXXXX. The second calculation takes the result of the first calculation and subtracts the balance amount from the first column (the governmental fund/ SR GL







Reference Number

GL 165.00

Capitalize Fixed Assets-Governmental Funds Report 3: This report has three columns with the first column representing all governmental funds combined ending balance amount for all the 564XXXX capital accounts, by select centers mapped from a table in the report writer program, for the selected current year period. In addition to the consolidated balance the report also shows the individual fund/account/centers that make up the consolidated balance. The second column represent the same period as the first column but the balance in this column is for 0901/1669001/and the cost center associated with the governmental fund's cost center as linked by tables in the report writer program. The third column represents the same fund/account/center as the second column but for the prior year end (9/30) balance. The first calculation on the report takes the prior year end balance in 0901/1669001/XXXXXXX and subtracts it from the selected current period balance in 0901/1669001/XXXXXXX. The second calculation takes the result of the first calculation and subtracts the balance amount from the first column (the governmental fund/ SR GL


GL 166.00

Schedule of Equity, Revenue, Expenditures (Budget and Actual):Report 1: This non-detailed report has columns for fund, center number, account number in ascending order, account description, prior year 2 ending balance, prior year 1ending balance, pyr bal 2 less pyr bal 1. Selects governmental funds and internal service GAAP funds, summary center (so summary accounts can also be used), and account range 2400000-2799999 and the summary accounts for nominal accounts by class: 9400040 (revenue), 9400050 (expenditures), 9400060 (estimated revenue), 9400070 (appropriations), 9400080 (encumbrances). Totals by fund by each balance column. No page breaks. SR GL Using FSG

GL 167.00

Schedule of Equity, Revenue, Expenditures (Budget and Actual):Report 2: This non-detailed report has columns for fund, center number, account number in ascending order, account description, prior year 1ending balance (9/30). Selects governmental funds and internal service GAAP funds, summary center (so summary accounts can also be used), and summary accounts for nominal accounts by class: 9400040 (revenue), 9400050 (expenditures). Totals balance column by fund. No page breaks. SR GL Using FSG

GL 168.00

Schedule of Equity, Revenue, Expenditures (Budget and Actual):Report 3: This non-detailed report has columns for fund, center number, account number in ascending order, account description, prior year 2 ending balance, prior year 1ending balance, pyr bal 2 less pyr bal 1. Selects Airport GAAP funds, summary center (so summary accounts can also be used), and account range 2400000-2799999 and the summary accounts for nominal accounts by class: 9400040 (revenue), 9400050 (expenditures), 9400060 (estimated revenue), 9400070 (appropriations), 9400080 (encumbrances). Totals by fund by each balance column. No page breaks. SR GL Using FSG

GL 169.00

Schedule of Equity, Revenue, Expenditures (Budget and Actual):Report 4: This non-detailed report has columns for fund, center number, account number in ascending order, account description, prior year 1ending balance (9/30). Selects Airport GAAP funds, summary center (so summary accounts can also be used), and summary accounts for nominal accounts by class: 9400040 (revenue), 9400050 (expenditures). Totals balance column by fund. No page breaks. SR GL Using FSG






Reference Number

GL 170.00

Schedule of Equity, Revenue, Expenditures (Budget and Actual):Report 5: This non-detailed report has columns for fund, center number, account number in ascending order, account description, prior year 2 ending balance, prior year 1ending balance, pyr bal 2 less pyr bal 1. Selects Solid Waste GAAP funds, summary center (so summary accounts can also be used), and account range 2400000-2799999 and the summary accounts for nominal accounts by class: 9400040 (revenue), 9400050 (expenditures), 9400060 (estimated revenue), 9400070 (appropriations), 9400080 (encumbrances). Totals by fund by each balance column. No page breaks. SR GL Using FSG

GL 171.00

Schedule of Equity, Revenue, Expenditures (Budget and Actual):Report 6: This non-detailed report has columns for fund, center number, account number in ascending order, account description, prior year 1ending balance (9/30). Selects Solid Waste GAAP funds, summary center (so summary accounts can also be used), and summary accounts for nominal accounts by class: 9400040 (revenue), 9400050 (expenditures). Totals balance column by fund. No page breaks. SR GL Using FSG

GL 172.00

Schedule of Equity, Revenue, Expenditures (Budget and Actual):Report 7: This non-detailed report has columns for fund, center number, account number in ascending order, account description, prior year 2 ending balance, prior year 1ending balance, pyr bal 2 less pyr bal 1. Selects Water GAAP funds, summary center (so summary accounts can also be used), and account range 2400000-2799999 and the summary accounts for nominal accounts by class: 9400040 (revenue), 9400050 (expenditures), 9400060 (estimated revenue), 9400070 (appropriations), 9400080 (encumbrances). Totals by fund by each balance column. No page breaks. SR GL Using FSG

GL 173.00

Schedule of Equity, Revenue, Expenditures (Budget and Actual):Report 8: This non-detailed report has columns for fund, center number, account number in ascending order, account description, prior year 1ending balance (9/30). Selects Water GAAP funds, summary center (so summary accounts can also be used), and summary accounts for nominal accounts by class: 9400040 (revenue), 9400050 (expenditures). Totals balance column by fund. No page breaks. SR GL Using FSG

GL 174.00

Schedule of Equity, Revenue, Expenditures (Budget and Actual):Report 9: This non-detailed report has columns for fund, center number, account number in ascending order, account description, prior year 2 ending balance, prior year 1ending balance, pyr bal 2 less pyr bal 1. Selects Sewer GAAP funds, summary center (so summary accounts can also be used), and account range 2400000-2799999 and the summary accounts for nominal accounts by class: 9400040 (revenue), 9400050 (expenditures), 9400060 (estimated revenue), 9400070 (appropriations), 9400080 (encumbrances). Totals by fund by each balance column. No page breaks. SR GL Using FSG

GL 175.00

Schedule of Equity, Revenue, Expenditures (Budget and Actual):Report 10: This non-detailed report has columns for fund, center number, account number in ascending order, account description, prior year 1ending balance (9/30). Selects Sewer GAAP funds, summary center (so summary accounts can also be used), and summary accounts for nominal accounts by class: 9400040 (revenue), 9400050 (expenditures). Totals balance column by fund. No page breaks. SR GL Using FSG






Reference Number

GL 176.00

Cash Report: Report 1: Consolidated (all entities/funds combined) list by user defined groupings (fund, cash pools, equity in pooled investments) for select accounts with columns of information for account number, center number, transaction code, source code, balance (beginning and ending), debits, and credits, for daily detail transactions based on report dates selected. Row totals for debits/credits/ending balance by effective day, account, and user defined groupings (fund, cash pools, equity in pooled investment). Page break by user defined groupings. NOTE: to accomplish this user defined codes are attached to the fund/account combination to create consolidated reporting across entities. SR GL

GL 177.00

Cash Report (continued): Report 2: Consolidated (all entities/funds combined) list by user defined groupings (fund, cash pools, equity in pooled investments) for select accounts with columns of information for account number, account description, last activity date, beginning balance, total debits, total credits, net activity, and ending balance. Row total for user defined groupings. Page break by user defined groupings. NOTE: to accomplish this user defined codes are attached to the fund/account combination. SR GL

GL 178.00

Cash Report (continued): Report 3: part 1: Consolidated report with listing by Fund cash and investment accounts with columns of information for current month end balance, previous month-end balance, previous month-end average balance, 2nd and 3rd months previous balances, and prior fiscal year end balance (9/30) balance. Rows for accounts. Centers are not listed and for self-balancing funds all centers are combined for the account balances. Excludes fund 9050 in this list. Total by fund and all funds combined. Does not have a specific page break. part 2: Listing same as above but for fund 9050 only. Columns the same. Rows for accounts. Page break by fund for this section of the report. part 3: Listing of self-balancing funds by fund and center for cash and investment accounts. Columns the same. Rows for centers and accounts. Totals by center and fund. Page break by fund. SR GL

GL 179.00

Cash Report (continued): Report 3: part 4: Listing of the equity in pooled cash by cash pool account and fund. Columns the same. Rows list the funds. Totals by cash pool accounts. Grand total of all pooled cash. Page breaks at grand toal only. part 5: Listing of the SBA investments by SBA accounts and funds. Columns the same. Rows list the funds. Totals by SBA accounts. Grands total of all SBA accounts. Page breaks at grand toal only. part 6: Listing of equity in pooled investments account by fund. Columns the same. Rows list the funds. Total by equity in pooled investment account. Grand total of all pooled investments. Page breaks at grand toal only. part 7: Balance sheet for fund 9050. part 8: Listing of liability accounts that receive interest by fund. Columns the same. Rows list liability account. No totaling is performed. part 9: Same as part 1 except listing is for clerk funds. SR GL

If SBA Accounts are not in a logical range of accounts, then the system needs identification through some form like DFFs.






Reference Number

GL 180.00

Cash Detail Report-Totals by Source: : Consolidated (all entities/funds combined) list by user defined groupings (fund, cash pools, equity in pooled investments) for select accounts with columns of information for account number, center number, transaction code, source code, balance (beginning and ending), debits, and credits, for daily detail transactions based on report dates selected. Row totals for debits/credits/ending balance by source code, effective day, account, and user defined groupings (fund, cash pools, equity in pooled investment). Page break by user defined groupings. NOTE: to accomplish this user defined codes are attached to the fund/account combination to create consolidated reporting across entities. SR GL

GL 181.00

Available Cash and Investment Report: Report 1 This non-detailed report has columns for current period balance and prior period balance. Rows for fund, account number and account description. Selects specific cash/equity accounts (1040000-1049999 and 1510001), vouchers payable account (2010000), due to other funds account (2070000), due to other governmental units account (2080000), and due to other governmental units-miscellaneous account (2080010). Totals by fund (to get a net available cash amount). Report 2 This report has the same format as report 1 however, it selects only the cash pool accounts. Totals by fund and all funds combined. SR GL

GL 182.00

Available Cash and Investment Report (continued): Report 3 This report has the same format as report 1 however, it selects only the equity in pooled investments account. Total by all funds combined. Report 4 This report has the same format as report 1 however, it selects only vouchers payable, due to other governmental units, due to other governmental units miscellaneous accounts. Total by accounts, all funds combined. Report 5 This report has the same format as report 1 however, it selects all accounts in funds 9050 and 9090. Totals by fund. SR GL

GL 183.00

Balance Sheet Report. This non-detailed fund (company) level report has columns for the balance of the month selected, the next previous month, the next previous 2 quarters, and the previous fiscal year 9/30 balance. Rows list descriptions of account groupings done by types of accounts (assets, liabilities, fund equity). The column balances are by user defined account ranges. Totals are by account groupings (assets, liabilities., fund equity) for each column balance. Page breaks by fund (company). SR GL Using FSG






Reference Number

GL 184.00

Daily Transaction Analysis-No Description 2 Report 1: This detailed report has columns for fund number, center number, account number, effective date, source code, debit/credit code, posting entry amount, description 1, and description 2. Selects by daily entry date, fund range (0101-0606), source code ('0000000 '-'9999999 ')so only vouchers posted through A/P are selected, selecting only the non-populated description 2 field (populated by A/P with a PO number, and then used by the in house disencumbrance programs), account range (5440000-5449999). No totaling or page breaks. Report 2: Formatted the same as report 1 however, selects account range (5340000-5349999). Report 3: Formatted the same as report 1 however, selects account range (5610000-5649999). Report 4: Formatted the same as report 1 however, selects account range (5310000-5319999). Note: The purpose of this report is to catch invoices that normally have an associated PO, but were inadvertantly left off the record. Seperate reports were created to sort by the applicable A/P processor. SR GL,AP

GL 185.00

Schedule of General Fixed Assets by Function: This non-detailed report has columns of information for selected end of period balances. These balances are collected by selecting account ranges within the program and not through report variables. These balances are used throughout the program for calculating the final balances that appear on the report. The function description in the rows represent a specific position in the center number that identifies the function and is used to accumulate balances displayed on the report in conjunction with the account categories. Totals by all functions, fund 0901 only. Page break not applicable. SR GL

GL 186.00

Change in General Fixed Assets by Function: This detailed report accumulates the beginning and ending balance on a selected period balance, the additions and deletions columns are a result of the accumulation of debits and credits. A different type of masking is used to gather the balances by center types (functions) because this report reads a different file from the Schedule of General Fixed Assets by Function report. Totals by all functions, fund 0901 only. Page break not applicable. SR GL

GL 187.00

Comparative Liabilities Report: Report 1: This non-detailed report has columns of information for fund number, center number, account number, account description, 9/30 balance 2nd prior year 9/30 balance 1st prior year , dollar change and % change. Selects account ranges (2010000-2019999), (2050000-2059999), and (2080000-2089999). It excludes Enterprise and Internal Service funds GAAP and non-GAAP. Calculates the dollar change by subtracting the 2nd prior year from 1st prior year. The % change is calculated using the calculated change divided by the 2nd prior year balance times 100. Totals by center and fund. No page break. Report 2: This report is the same as report 1, except excludes Enterprise and Internal Services funds and includes GAAP Enterprise and Internal Service funds. Selects accounts (2160000-2184202). SR GL Using FSG

GL 188.00

Budget, Expenditure and Encumbrance Report This non-detailed report has columns of information for period activity, budget, YTD expenditure activity, encumbrance balance, over/under amount and percent. Rows by account and description. Totals by major object code, center and fund. Page break by center ( report, rollup and actual centers) and fund. SR GL

Using FSG. Provided Major Object code is part of COA structure.






Reference Number

GL 189.00

Budget and Expenditure Report This non-detailed report has columns of information for period activity, budget, YTD expenditure activity, over/under amount and percent. Rows by account and description. Totals by major object code, center and fund. Page break by center (report, rollup and actual centers) and fund. SR GL


GL 190.00

Budget, Expenditure, and Encumbrance Exception Report by Major Object This non-detailed report has columns of information for period activity, budget, YTD expenditure activity, encumbrances, over/under amount and percent. Rows by major object code that are over budget. Totals by center and fund. Page break by center (budgetary level) and fund. SR GL


GL 191.00

Budget and Expenditure Exception Report by Major Object This non-detailed report has columns of information for period activity, budget, YTD expenditure activity, over/under amount and percent. Rows by major object code that are over budget. Totals by center and fund. Page break by center (budgetary level) and fund. SR GL


GL 192.00

Budget and Expenditure Report Functionalized at the Budgetary Control Level. This non-detailed report has columns of information for original budget, budget changes, final budget, actual expenditures and variance with final budget. Rows by major object level (high level roll up of accounts) with the exception of 'other uses' that separately reports transfers out and reserves accounts. Totals by major object of expenditures, other uses, and total expenditures and other uses. Page break by fund in total, function code in total, and budgetary control center level (roll up of posting centers) within function codes. Note: cost centers not in numeric sequence for this report. Governmental funds only. Accompanies the CAFR for submission to GFOA. CR GL

GL 193.00

Comparative Expenditure Report 1 Functionalized at the Budgetary Control Level. This non-detailed report has columns of information for budget year to date, actual year to date, over/under budget, and % actual to budget. Rows by major object level (high level roll up of accounts) with the exception of 'other uses' that separately reports transfers out and reserves accounts. Totals by major object of expenditures, other uses, and total expenditures and other uses. Page break by fund types in total, function code in total, and budgetary control center level (roll up of centers) within function codes. Note: cost centers not in numeric sequence for this report. Grouped by the following fund types: major funds, non-major funds, airport, solid waste, water, and sewer, and internal service funds. Uses non-GAAP basis of accounting funds. CR GL






Reference Number

GL 194.00

Comparative Expenditure Report 2 Functionalized at the Budgetary Control Level. This non-detailed report has columns of information for current year to date, prior year to date, increase/decrease, and % of change to prior year. Rows by major object level (high level roll up of accounts) with the exception of 'other uses' that separately reports transfers out and reserves accounts. Totals by major object of expenditures, other uses, and total expenditures and other uses. Page break by fund types in total, function code in total, and budgetary control center level (roll up of posting centers) within function codes. Note: cost centers not in numeric sequence for this report. Grouped by the following fund types: major funds, non-major funds, airport, solid waste, water, and sewer, and internal service funds. Uses GAAP basis of accounting funds. CR GL

GL 195.00

218 Report for Expenditures. This report has columns of information for fund types as follows: general fund, special revenue funds, debt service funds, capital projects, enterprise funds, internal service funds, and a memorandum total. Rows by objects of expenditures within function and activity codes. There is an optional feature that allows the detail of each line to display the individual fund/account/centers by their balances which make up the amounts shown on the report. There are unique fund/account/center exclusions within a fund/account/center range. These exclusions may or may not be relocated to another row. Totals by function codes and function code types and a grand total for all expenditures by each column (fund type). CR GL

GL 196.00

Budget Prep (B-9) Expenditure Report This report has columns of information for previous year actual 9/30 ending balance, appropriations period to date, actuals YTD based on requested date from OMB (usually run test version as of 12/31 ending balance and final version as of 1/31), a heading column only for projected expenditures through the current year, a heading column only for upcoming fiscal year budget request. Rows for account number and name at the account sub-object level with a few exceptions in which the specific account number is listed. All governmental funds that contain nominal accounts. This process simultaneously creates an output file in TSO (FIS.NS.P.B9120) that has run through programs to extract specific data from the report. The file is then uploaded via TSO to an ASCII (text) file that is viewed in notepad and attached to an email and sent to OMB staff, who then uploads these files to their budget software (Fletcher). CR GL

GL 197.00

Detail Expenditure Appropriation and Encumbrance Report This report has columns of information for transaction code, effective date, source code, debits, credits, description. Rows by account, account description, beginning and ending balance. Sorts detail transactions in ascending order by effective date within an account/center. Totals by account, group code, and center. Page break by center. All governmental funds with expenditures, appropriations and encumbrance accounts. CR GL

GL 198.00 Reverse/Transfer Encumbrance Balances F GLGL 199.00 Court Revenue/Expenditure Tracking Report CR GLGL 200.00 Schedule of Matching Transfers In/Out CR GL






Reference NumberGL 201.00 Revenues from Clerk of the Circuit Court Report SR GL Using FSG.GL 202.00 Revenue and Fund Balance Report SR GL Using FSG.GL 203.00 Comparative Revenue Report 1 for Revenues SR GL Using FSG.GL 204.00 Comparative Revenue Report 2 for Revenues SR GL Using FSG.GL 205.00 218 Report for Revenues: CR GLGL 206.00 Budget Prep (B-9) Revenue Report CR GL



Functional Category: Accounts PayableAvailable Response Codes Code Count % of ModuleF Provided fully functional out of the box or with configuration (no custom development) F 181 83%CU Customization/Software Enhancement (Any custom development) CU 5 2%TP Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed) TP 0 0%SR Provided with Standard Report or Reporting Tool SR 23 11%CR Custom Report Development Required CR 9 4%N Not Included in this Proposal N 1 0%





AP 1.00Invoice processing for the BCC and Clerk will act as two separate organizations with separate Tax ID's, but will share vendor information. F AP

AP 2.00

Interface and capture check payment data from external payroll systems (e.g., Juror payroll, Witness payroll, Victims Rights) and manually enter check requests from Court Registry and refunds. CU AP Custom interface

AP 3.00 Schedule invoices for payment based on: AP 4.00 Invoice date (example: 45 days after invoice date) F APAP 4.01 Vendor discounts F APAP 4.02 Date entered by AP clerk F APAP 5.00 Supports partial payments F AP

AP 6.00 Supports purchasing card transactions CU APInterface pcard transactions into AP for payment

AP 7.00 Dashboard view with uncashed check listing F CM

AP 8.00Total disbursements or expenditures by fund specified reporting unit (a single check may be chargeable to several funds). F AP

AP 9.00 Retain prior ten year's data for comparative reporting or inquiry. F AP

AP 10.00Provide for editing of input data, rejection of on-line input, and error suspense of batch input. SR AP

AP 9.00Maintain an open item file of unpaid vendor or invoices or contracts, with user-defined sorting capability. SR AP

AP 10.00Support the use of multiple bank accounts, including future payment requirements (for cash management and forecasting information). F AP, CM

AP 11.00 Accumulate year-to-date purchases by vendor, both fiscal and calendar year basis. F PO

AP 12.00

Generate a monthly and fiscal year to date recap of accounts payable activity by project number, vendor or line item, showing beginning balance, additions, deletions, and ending balances. Provide drill down capability for each summary line. CR AP

AP 13.00 Maintain and release recurring payments with user defined amounts and payment dates. F APAP 14.00 Age accounts payable in accordance with vendor terms. SR AP

Reference Number

Summary Statistics

Page 32 of 163 APExhibit H (Functional Matrix) - Final (12.07.09)





Reference Number

AP 15.00System permits online retrieval of payment information by vendor, commodity or account. Provide drill down capability where summary information is provided. F AP

System permits online retrieval of payment information by vendor. Customization required to retrieve by commodity or account.

AP 16.00System will pay vendors electronically (ACH, wire transfer, etc.) using standard NACHA formats (ctx). F AP

AP 17.00Vendors will receive automatic notification through email (or vendor self service) with information normally found on check stub F ISUP

AP 18.00System permits viewing scanned contracts from a query screen containing contractor information. F AP Using Attachments

AP 19.00 The payment of multiple purchase orders from one invoice. F APAP 20.00 Multiple invoices for one purchase order F AP

AP 21.00 System check for and prevention of duplicate invoices (don't pay same invoices twice) F AP

System prevents entering same invoice at the vendor level. Different vendors can still have the same invoice number.

AP 22.00 Provision for multiple and varied length remittance descriptions. F AP

AP 23.00Automatic update to the value of fixed assets based on receipt and/or payment of applicable purchase order/invoices. F AP

AP 24.00 Users can view payments to vendor by:AP 24.01 Calendar year F APAP 24.02 Fiscal year F APAP 24.03 Month F APAP 24.04 Other user defined period F AP

AP 25.00 System will bill and pay inter or intra departmental transactions. F APProvided inter or intra departments are defined as suppliers.

AP 26.00System permits users to select to pay one invoice per check (issue multiple checks to one vendor in a single check run). F AP

AP 27.00 System will interface with Global 360 Report Manager for report archival purposes. CU AP Custom interface

AP 28.00 System will allow for scanning of all invoices and attaching each invoice to the transaction. F AP

System allows attaching scanned invoices to the transaction. However scanning is performed outside of Oracle Applications.

AP 29.00System will process different G/L effective dates from one invoice (across different fiscal years) F AP

Provided the periods for different fiscal years are open in Accounts Payable and General Ledger.

AP 30.00 Budget validation during data entry F APAP 31.00 Validate for fund/account/center during data entry. F APAP 32.00 Purchase Order number validation during data entry F APAP 33.00 Aged Date (user defined number of dates (45 or 30 days) validation during data entry F APAP 34.00 Override of validation error capability F AP

AP 35.00Departments are able to track the status of payables after entry through workflow and check issuance. F AP

AP 36.00 Invoice approval occurs via electronic signature and workflow. F AP, AME






Reference Number

AP 37.00 Split invoice charges across fiscal years. F AP

Provided the periods for different fiscal years are open in Accounts Payable and General Ledger.

AP 38.00 Access for outside vendors to view payment history F ISUPAP 39.00 Process disbursements without a pre-requisite purchase order or contract. F AP

AP 40.00Option to distribute an invoice amount to various accounts according to a percentage of the invoice amount. F AP

AP 41.00

Discounts will be taken if the check date is the same as, or prior to, the discount due date; with override condition provided so that the discount can be taken regardless of the discount due date. F AP

AP 42.00Pay all invoices due on or before a specified due date (with override capabilities), to defer some payments, or pay some items with later due dates. F AP

AP 43.00 Allow the entry of comments on the remittance advice. F APInvoice Header description is printed on the remittance advice.

AP 44.00 System permits users to edit certain data with appropriate audit control features. F AP

AP 45.00

Support both on-line entries and batch interface for data entry, editing, and inquiry. Must be able to interface with other systems, (example: import from Excel, interface to SAP for water customer refunds and from external sources, interface to p-card statement detail) CU AP Custom interface

AP 46.00Provide on-line inquiry to obtain current accounts payable status. Should also provide where applicable drill down capability to see associated details. F AP

AP 47.00For recurring expenditures generate online turnaround documents that would only require review and approval by management before processing. F AP

AP 48.00Update open purchase order/encumbrance/ commitment and outstanding check files, and produce audit trails for check creation and printing. F AP, PO

AP 49.00Communicate disbursement information and cash requirements (based on payment scheduling) to the cash management system. F AP, CM

AP 50.00Enter transactions at the lowest level of cost center, organization, and or expenditure detail. F AP

AP 51.00

Allow for the reclassification (example: correct wrong CoA distribution) of invoices (after invoice has been paid). This can be done directly by Finance or by a department via workflow approval process with Finance giving final authorization for reclass. F AP, GL

AP 52.00 Accrue payables at year end and provide detailed report of those invoices. F AP

AP 53.00Allow for permanent retention of certain scanned invoices, i.e., those related to bond payments. F AP

AP 54.00 Track and provide detailed report of retainage. F AP, SPVENDOR DATA

AP 55.00 AP shares vendor file with purchasing and AR. F APAP 56.00 Supports Parent/Child relationships for vendor records. F APAP 57.00 Maintains multiple location addresses for each vendor including foreign addresses. F APAP 58.00 Contains field for "country" (e.g., Canadian vendors). F AP






Reference Number

AP 59.00Easily handle "one-time" vendors, and then automatically drop them from the vendor file, based on predetermined policy. F AP

dropping through purge routine, not automatic

AP 60.00 System generates alerts when the following is entered:AP 60.01 Duplicate names F AP Scope is limited to report only, not alert.

AP 60.02 Duplicate tax IDs (with override capabilities with reason) F AP

System do not allow duplicate tax id's, DFFs can be used to enter duplicate tax id with reason.

AP 60.03 Duplicate addresses F AP

AP 60.04 Duplicate invoices (with override capabilities with reason) F APCan only be overriden by altering the Invoice Number.

AP 61.00 Flags vendors that are 1099 eligible. F AP

AP 62.00Accommodates user defined vendor categories (e.g., Minority Business Enterprises, Problem vendors, etc.) F AP

AP 63.00 Track vendor name, address, telephone number, fax number, e-mail address F APAP 64.00 System will store tax codes (1099able, tax exempt etc) F APAP 65.00 Type of Vendor:AP 65.01 Corporation F APAP 65.02 Partnership F APAP 65.03 Minority Code F APAP 65.04 Individuals F APAP 66.00 Real time vendor set-up. F APAP 67.00 Auto Vendor numbering. F APAP 68.00 System captures following information:AP 68.01 Tax identification number F APAP 68.02 Name F APAP 68.03 Company Address (multiple lines) F APAP 68.04 Email address F APAP 68.05 1099 required (Allow to be overridden by A/P) F APAP 68.06 1099 Payee Name F AP

AP 68.07 Pay entity (Board, Clerk, one time vendor) F AP

One-Time is standard field. Board or Clerk can be captured using either Operating Unit or Descriptive Flexfield.

AP 68.08 Backup withholding required F APAP 68.09 Mark as inactive F AP

AP 69.00 Vendor name change - retain history from original vendor name F APUse either descriptive Flexfield or enable Audit Trail on Vendor tables.

AP 70.00 Auto-notification to vendors by E-Mail F ISUP

AP 71.00System allows vendors to set up alternate vendor for payment (example: payment receivedby bank rather than vendor) with workflow approval F APINVOICE PROCESSING

AP 72.00 Post notes or comments to an invoice F AP

AP 73.00Encumbrance are released properly and expenditure applied to accounts when accounts are changed by A/P F AP






Reference Number

AP 74.00If a partial payment is made and A/P changes the account, remaining encumbrance will be recharacterized to the new account F AP

AP 75.00Uses three-way matching process (purchase order/receiving document/invoice) before processing invoice F AP

AP 76.00 Calculates and deducts any required Federal or State withholding F APAP 77.00 Three way matching process based on system defined thresholds by AP 77.01 Percentage (example: don't allow if invoice is over 10% of PO) F APAP 77.02 Dollar F APAP 77.03 Match at both line level and total po level F AP Matching allowed at PO line levelAP 78.00 User, with proper security, can override the three-way match F APAP 79.00 System supports account distribution by line item F APAP 80.00 System allows pre-payment of goods and services F AP

AP 81.00System allows for grouping of vendors for payments on specified dates (e.g., employee reimbursements) F AP

AP 82.00 System supports:AP 82.01 Credit memos F APAP 82.02 Debit memos F APAP 83.00 System applies credit and debit memo amounts before producing payment F AP

AP 84.00System will apply credit memos only to the extent that they do not produce a negative payment F AP

AP 85.00 Users are notified when a credit memo exceeds the payment voucher amount F APAP 86.00 System tracks balance remaining on credit memo F AP

AP 87.00 System supports net payments (balance between a receivable and a payable for a vendor) F APAP 88.00 System allows users to place a payment on hold F APAP 89.00 System records reason for placement of hold F AP

AP 90.00identify invoices that cannot be paid due to inadequate budget or insufficient amount on PO, etc. F AP

AP 91.00 Provide notification when hold status released F AP

AP 92.00System notification for items in hold status that remain in hold for defined period of time (example: invoices on hold more than 30 days) F AP Alert can be set up.

AP 93.00 Make partial payments for open invoices. F APAP 94.00 Accommodate multiple invoices per check. F AP

AP 95.00Provide the ability for an on-line receiving report created by the receiving department with subsequent electronic approval to pay. F AP, AME

AP 96.00 Unlimited data entry of multiple lines of fund/account/centers/project coding F APAP 97.00 System permits batch header and invoice detail on-line error correction F APAP 98.00 System will automatically number payment vouchers F APAP 99.00 System permits encumbrance of non-PO items F AP

AP 100.00Provides for departments to receive goods or service with finance receiving the invoice and performing the match process with approval process F AP, AME

AP 101.00 Contract or CIP projects may use different matching process F AP






Reference Number

AP 102.00Enter vendor invoices and identify and reject duplications at the time of entering the invoice. F AP

AP 103.00 System will handle recurring invoices without rekeying F AP

AP 104.00System allows zero balance transactions or negative balance transactions (apply coupons, free merchandise) F AP

AP 105.00 Allow for the tracking of production and error rate information on staff. SR AP

The data on the user level is captured but this will require a custom report. The requirement asks for ability and therefore this is marked as SR.

AP 106.00Allow disbursements by check to update the case history file in the case management system to reflect refunds issued. N AP Removed from scope.IRS REPORTING REQUIREMENTS PROCESSING

AP 107.00 Monitors cumulative payments to 1099 vendors F APAP 108.00 On-demand 1099 form generation (example: real estate acquisitions) F AP

AP 109.00Collects necessary information for generation of Federal 1099s at year-end (both manually and per IRS approved file) F AP

AP 110.00 System automatically recognize/flag missing tax ID numbers F APAP 111.00 System produces a trial 1099 report before final run F AP

AP 112.00System to print collected 1099 payments into appropriate reporting boxes, i.e., rent, non-employee compensation, etc F AP

AP 113.00 Generate a trial 1099 system for verification before actually generating the forms F AP

AP 114.00Correct 1099 information in the system, reprint the 1099 form(s), and produce a correction file for the IRS F AP

AP 115.00 System can produce electronic file to send 1099 related forms to IRS F APAP 116.00 System must allow for reporting from multiple entities. F AP

EMPLOYEE REIMBURSEMENTAP 117.00 System allows advance payments to employees F AP

AP 118.00System allows for reimbursement eligible actual expenses (example: travel, employee development) through payroll system. F AP,PAY

AP 119.00System will process prepaid expenses and provide for automatic reclass to expense account. F AP, GL

AP 120.00 Employees request reimbursement through self service with workflow approval F IEXP

AP 121.00Process employee travel expense claims, miscellaneous check disbursements and adjustments. Interface with payroll system for employee reimbursements via pay check. F AP,IEXP

AP 122.00Automatically calculate employee reimbursement based on standard rates (example: federal mileage rate) F IEXPCHECK PROCESSING

AP 123.00 Accommodate the followingAP 123.01 Printing on blank check stock CR APAP 123.02 MICR encoding F AP Requires MICR Fonts on the serverAP 123.03 Electronic signatures F APAP 124.00 Print checks according to the following timeframes:






Reference NumberAP 124.01 Scheduled F APAP 124.02 On-demand F APAP 125.00 Enter broadcast messages which appears on all AP check stubs F AP

AP 126.00 Enter broadcast messages which appears on AP check stubs for a user defined group F AP

AP 127.00Users may enter a message for one specific vendor which appears on that specific check stub F AP,PMT

Check printing BI Publisher may be cabable of handling this requirement. Need more details before scoping

AP 128.00Support the use of multiple banks with multiple accounts for both checks and EFTs and multiple payers (multiple banks and accounts within both Clerk and BCC). F AP, CM

AP 129.00 Consolidate multiple invoices for the same vendor on one check F APAP 130.00 Itemizes the invoices (including the vendor invoice number) on the remittance advice F APAP 131.00 Sort checks and print according to user defined criteria F APAP 132.00 Designate specific items to be held from check run F APAP 133.00 Designate checks for special handling and specify priority in printing cycle F APAP 134.00 System accommodates escheatment process F AP

AP 135.00 System prevents the printing or producing of blank, negative, or zero amount issuances F APAP 136.00 System prevents the printing of issuances with no payee specified F APAP 137.00 System will generate a replacement check within the same payment cycle F AP

AP 138.00 Replacement checks provide cross reference to initial check F AP

It is not automatic. AP clerk will have to enter this information. Check printing routine or a standalone report can handle this.

AP 139.00 Reprint checks in case of a printer jam or when check stock runs out F AP

AP 140.00System will produce checks in various user defined sequences, (e.g., vendor, zip code, etc.) CR AP

AP 141.00 Separate or batch vendor payments. F AP

AP 142.00System permits manually prepared checks for inclusion in a separate check register and automatic distribution into the general ledger, and interface appropriate description. F AP

AP 143.00System permits user to individually select items to be paid and items to be withheld from payment for a particular check run based on the availability of cash. F AP

AP 144.00Generate accounts payable checks on a user defined schedule (e.g. daily, weekly, monthly every other day, Mondays & Thursdays) or on demand. F AP

AP 145.00Report daily, weekly, or monthly future payment requirements schedules (cash requirements reporting). F AP, CM

AP 146.00 System supports Positive Pay F AP

AP 147.00

System allows for voiding checks with automatic updating of GL accounts and cash transfer requirements in cases where a replacement check is issued and cases when no replacement check is issued. Updates invoice with void information and new check number. F APBANK RECONCILIATION






Reference NumberAP 148.00 Produce electronic files containingAP 148.01 Detail of checks F AP, CM Reconciliation is on-lineAP 148.02 ACH items F AP, CM Reconciliation is on-lineAP 149.00 Produce a file containing all rejected:AP 149.01 Checks F AP, CM Reconciliation is on-lineAP 149.02 ACH items F AP, CM Reconciliation is on-lineAP 149.03 Deposit reconciliation transactions F AP, CM Reconciliation is on-line

AP 150.00Delete selected check, ACH items, and deposits information on the error suspense file using appropriate security controls

AP 150.01 Check F CMAP 150.02 ACH items F CMAP 150.03 Deposit information F CM

AP 151.00When payment is cancelled, the system automatically generates general ledger transactions to reverse all associated accounting distributions

AP 152.00Perform on-line bank reconciliation based upon electronic file (daily or monthly data) sent by various banks CU CM

Requires custom interface to load bank file data.

AP 153.00Provide reports of unpaid checks based on user defined parameters, i.e., date range, dollar amount, etc. F CM

AP 154.00

Extract data on unpaid checks to comply with state statutes regarding Unclaimed Funds. Interface with WAGERS system (system reguired by State of Florida that is used for reporting unclaimed funds). CU AP

Since this is one of the listed interfaces in section E.18.7, AST assumes that it is one of the County maintained interfaces as described on page 32 of the RFP. AST will be available to help the County if needed.

QUERIES AND REPORTSAP 155.00 Search/Query on any field in invoice or vendor file F APAP 156.00 Track and analyze anticipated cash requirements for disbursements F CMAP 157.00 Generate user-defined disbursement reports. CR AP, OBIEEAP 158.00 Allow for a lookup of checks issued by the following criteria:AP 158.01 Check number F APAP 158.02 Payee F APAP 158.03 Date range F AP

AP 157.00System will issue a report identifying the required transfer of funds from various bank accounts to the imprest account. CR AP

AP 158.00 Produce the following reports:AP 158.01 Summary payment report by vendor (for a user determined time period) SR AP

AP 158.02List of 1099 vendors and reports by tax category, name, date or other user defined sort selection SR AP

AP 158.03 Discounts taken or lost SR AP

AP 158.04 Invoices outstanding by department, project, or work order (expensed but not paid) SR APAP 158.05 Vendor history by account/center number SR APAP 158.06 Vendor history by user-defined criteria SR AP






Reference NumberAP 158.07 AP transaction history by vendor category SR APAP 158.08 Monthly expenditures report by fund, cost center & account SR AP

AP 158.09 Monthly check reconciliation reports of manual transaction by fund and check type. SR AP, OBIEE

AP 158.10Monthly report that show the total amount as well as the number of outstanding checks by fund; provide a detail listing by check number. SR AP, OBIEE

AP 158.11Reconciliation activity report showing all the daily on-line update activity in the system SR AP, OBIEE

AP 158.12 Status of a check (e.g., outstanding, voided, cancelled, stale-dated, paid, etc.) SR APAP 158.13 Detail listing by bank account number SR AP

AP 159.00 Report on invoices not paid on a timely basis per the Florida Prompt Payment Act. SR APAP 160.00 On-Line Payment History accessed by departments and vendor. F AP,ISUPAP 161.00 Provide check register report that shows: F APAP 162.00 Invoice numbers F APAP 163.00 Invoice amount F APAP 164.00 List of vendors F APAP 165.00 Check number F APAP 166.00 Source Code CR APAP 167.00 Vendor number SR APAP 168.00 Invoice date SR APAP 169.00 Count of invoices per check CR APAP 170.00 Each invoice paid show gross, discount and net amount CR APAP 171.00 Total invoices paid - net amount of check SR APAP 172.00 Backup withholding withheld SR AP

AP 173.00Provide a detail report of Vouchers Payable by fund and center with a specific effective date. Needed at year end for auditors. CR AP

Posted Payment/invoice register would be closest standard report

AP 174.00 Need report or query capability to get a list of voided checks. SR AP



Functional Category: Budget PreparationAvailable Response Codes Code Count % of ModuleF Provided fully functional out of the box or with configuration (no custom development) F 200 91%CU Customization/Software Enhancement (Any custom development) CU 6 3%TP Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed) TP 0 0%SR Provided with Standard Report or Reporting Tool SR 6 3%CR Custom Report Development Required CR 6 3%N Not Included in this Proposal N 1 0%





BUD 1.00 Budget system uses the primary system's Chart of Accounts. CU HPLoaded through an interface. Otherwise, HP independent of EBS.

BUD 2.00 Supports multi-year budgeting. F HP

BUD 3.00 Provide for statistical and historical budget and actual data. CU HP,ODI

A custom Interface will be needed to extract Actuals and statistical data from Oracle and load into Hyperion Planning

BUD 4.00 System will accommodate multiple number of budget versions. (please indicate limitations) F HPBUD 5.00 Produce report showing changes between budget versions. CR HPBUD 6.00 Budgets preparation system accommodates the following:BUD 6.01 Fund budget F HPBUD 6.02 Line item budget F HPBUD 6.03 Program budget F HP, GLBUD 6.04 Project budget (current year plus 5 years) F HCAPBUD 6.05 Grant budget:BUD 6.051 Sponsor Fiscal Year F HCAPBUD 6.052 Organization's Fiscal Year F HCAPBUD 6.06 Multi-year budget F HCAP

BUD 6.07Rolling budgets (example: budget for 2 years, with year 2 becoming year 1 in following year) F HCAP

DEPARTMENT BUDGET REQUESTBUD 7.00 Online budget request worksheet contains (used for budget prep):BUD 7.01 Current year budget F HPBUD 7.02 Current year actual (year to date) F HP, GLBUD 7.03 Current year estimated F HPBUD 7.04 Proposed budget for next year F HPBUD 7.05 Proposed budget for each of next 5 years F HPBUD 7.06 Proposed budget for next year by month F HP

BUD 7.07 Proposed budget for next year by defined period (quarter, multiple months, etc.) F HP

Summary Statistics

Reference Number

Page 41 of 163 BUDExhibit H (Functional Matrix) - Final (12.07.09)





Reference Number

BUD 7.08Historical previous budget data (adopted budget, amended budget, and actual (up to 10 years) F HP

BUD 7.09Online budget request worksheets contains dollar amounts and non financial statistics (performance goals and results) F HP

Budget Request worksheet, in HP, has the ability the capture financial and non-financial information. However, if county wants to track performance measurement separately and not as a part of budget submission then we can move this requirement to HPS

BUD 7.10 Justification text, attachments, calculations F HPBUD 8.00 Users can flag one-time budget events F HPBUD 9.00 Forecasts can be saved F HP

BUD 10.00In budget development, system allows users to adjust budget version line items or summary totals by:

BUD 10.01 Percentage F HPBUD 10.02 Dollar amount F HP

BUD 11.00System allows attaching non-financial data (for example: mission statements, performance measure (operational data), org charts, etc) F HP

BUD 12.00 Departments have the capability to develop:BUD 12.01 Summary Budgets F HPBUD 12.02 Detailed Budgets F HP

BUD 12.03Budgets that are more detailed than budget line item level with all detail rolling up to line item F HP

BUD 13.00Departments throughout the organization can access budget information with proper security to:

BUD 13.01 View data F HPBUD 13.02 Change data F HP

BUD 14.00

System permits departments and agencies to input justification into the system or import Word documents and Excel spreadsheets that can later be used in the preparation of the budget document. F HP

BUD 15.00System allows budgeting for non-financial accounts (setting goals and targets for performance measures) F HP

Process is limited to budget preparation only and not budget revisions

BUD 16.00Allow for the allocation of operating budget line items across multiple cost centers and programs F HP

BUD 17.00Generate revised budgets by increasing or decreasing original budget figures by a given percent or amount. F HP

BUD 18.00 Allow for calculation of revenue and expenditure line items by using # of items x price. F HPBUD 19.00 Line item totals are rounded up to nearest ten dollars F HPBUD 20.00 Changes to budget are rolled up to summary totals in real time F HPBUD 21.00 During budget preparation, allow on-line entry of:BUD 21.01 Changes to filled positions (certain fields) F HWP






Reference Number

BUD 21.02 Changes to certain cost factors by position category (exempt, classified, etc.) F HWPBUD 21.03 Salary or benefit changes F HWPBUD 21.04 Changes to certain cost factors F HWPBUD 21.05 Change to benefit cost allocation F HWPBUD 21.06 Staff benefit amounts or rates F HWPBUD 21.07 Rate of inflation F HWPBUD 21.08 Projected amounts F HWP

BUD 22.00Allow annual budget requests to be developed at the legal or lower organization and program levels, and provide for automatic roll-up for reporting purposes. F HP

BUD 23.00 Track funding source by object of expenditure code. F HCAPBUD 24.00 Develop organization and program budgets from the lowest organization budget level. F HP, GLBUD 25.00 Develop program budgets by service level. F HP, GL

BUD 26.00In budget development, allow adjustments made in budget worksheets to flow through projects, programs, departments, organization levels. F HP,GL

BUD 27.00Allow budget development by target amounts (dollar or percentage) that departments cannot exceed F HP

BUD 28.00If budget target amounts are set, allow departments to perform budget transfers to adjust targets.

BUD 28.01 Within a department F HPBUD 28.02 Between departments F HPBUD 28.03 Between funds F HP

BUD 29.00 System validates inter-fund transfer balancing F HPProcess is limited to budget preparation only and not budget revisions

BUD 30.00Allow bottom up budgeting where departments submit justification for proposed expenditures with no limit F HP

BUD 31.00 System stores reason for budget version F HPBUD 32.00 System allows performance measures to relate to certain line items F HP

BUD 33.00System permits users to flag only those performance measures that will be used in the budget document. F HP

BUD 34.00 System allows departments to enter budget issues (decision packages) and prioritize. F HP

BUD 35.00Identify Budget Issues (decision packages) to both reviewers and approvers - through all versions F HP

BUD 36.00 Maintain Prior Year Budget Models for all calculated cost assumptions F HP

BUD 37.00

During budget preparation, restrict updates (with proper authority) to defined budget development fields (ex: don't change budget calculated fields for next budget as current personnel costs change) F HPCENTRAL BUDGET PREPARATION

BUD 38.00 Lock out budget changes after specified date, but maintain ability to view those in progress F HP

BUD 39.00After adoption of budget, save production budget to adopted fiscal year, and move 2nd year budget projection to production budget and move future years accordingly. F HP, GL






Reference Number

BUD 40.00

Separately track new budget requests and new programs (not part of continuing operating budget), assigning prioritization. Also allow these to be negative items to track cuts and their priorities. F HP

Budget Requests during Budget Preparation Process

BUD 41.00Budget office can lock departments out of designated budget accounts while allowing access to all others. F HP

BUD 42.00 Department worksheets are automatically rolled into organization-wide master budget F HP

BUD 43.00System allows positions to be designated (or re-designated) as approvers for budget workflow (County re-orgs occur) F HP

BUD 44.00 System creates an initial version of the budget using any of the following:BUD 44.01 Zero balances in all accounts F HPBUD 44.02 2nd year budget forecast from prior year's budget development process F HP

BUD 44.03 Text or any attachment (copy) from previous budget to any other budget version F HPBUD 44.04 Current year's original budget F HPBUD 44.05 Last year's budgeted total F HPBUD 44.06 Last year's actuals F HPBUD 44.07 Current year's budget plus/minus a percentage F HPBUD 44.08 Projection based on percentage of last year's actual F HPBUD 44.09 Projection based on estimated actuals from current year F HP

FORECASTINGBUD 45.00 System permits "what if" scenarios for budget forecasting F HP

BUD 46.00Create What If scenarios in various versions with various criteria: % increase/decrease by object or resource, fund, fund type, etc - flexibility of design F HP

BUD 47.00Project operating expenses and revenues based on historical data, and allow allocation between cost centers and programs. F HP

BUD 48.00 Provide multiple projections based on changed assumptions, factors or amounts. F HPBUD 49.00 Use simple trend factors to adjust projections. F HP

BUD 50.00Multi-year forecasting capabilities (expenditures, revenues using a variety of forecasting methods). F HP

BUD 51.00Forecast current year budget and actual (either on a line-by-line basis or on an entire budget) by multiple budget elements including:

BUD 51.01 Straight line projection F HPBUD 51.02 Percentage based on last year actual F HPBUD 51.03 Last year actual or budget for the remainder of the current fiscal year F HPBUD 51.04 Units (positions) or staffing levels F HWPBUD 51.05 Employee groups F HWPBUD 51.06 Exempt vs. Classified F HWP

BUD 51.07Characteristics of positions (e.g., longevity increases, pay grade, merit increases, etc.) F HWP

BUD 51.08 Personnel Costs (including benefits) F HWPBUD 52.00 System calculates budget forecasts using real-time data and information F HWP Based on data in Hyperion

BUDGET APPROVAL






Reference Number

BUD 53.00 System maintains approval workflow for budget requests within and for each department F HPBUD 54.00 Flexible design of approval rules, changeable from year to year F HP

BUD 55.00Budget office can freeze versions of the budget to prevent editing by departments (version by version) F HPCAPITAL BUDGETING

BUD 56.00 Integrates with Projects module CU HCAP,PA Custom Interface Required

BUD 57.00 System will separate budget requests by type (example: - expansion vs. maintenance) F HCAP

BUD 58.00Upload and download information from various Microsoft desktop applications such as Excel and Access F HCAP Only Excel is supported

BUD 59.00Perform real-time updates and recalculation of summary data following modifications to individual projects F HCAP

Provided Project is part of Chart of Accounts

BUD 60.00 Validate data for user-specified data entry fields F HCAP

BUD 61.00 System supports narrative capital project description at the project and department levels F HCAP

BUD 62.00Provides multiple levels and types of user access for data entry and online review of information F HCAP

BUD 63.00 Uses chart of accounts to classify capital projects in capital budget F HCAPBUD 64.00 Capital budget rolls up to create 6-Year Capital Improvement Plan F HCAP

BUD 65.00Interfaces with leading capital management/project management systems (such as Microsoft Project, Primavera and CA Clarity) N HCAP, PA, PM

HCAP will interface into Oracle Projects and Oracle Projects has the ability thru Oracle Project Management to interface into MS Project. HCAP also interfaces into MS Word and Powerpoint.

BUD 66.00Supports (user-defined) multiple year and individual budget year capital improvement plan versions F HCAP

BUD 67.00Allows users to summarize and analyze capital project requests by any chart of account classification F HCAP

BUD 68.00 Allows users to create, implement and save 'what-if' scenarios F HCAPBUD 69.00 Saves multiple forecast scenarios for current and future budget years F HCAP

BUD 70.00Supports current year forecasting and carry over projections into future capital improvement plan years F HCAP

BUD 71.00 Captures the operating impact for individual capital projects and the aggregate impact F HCAP

BUD 72.00 Tracks multi-year projects by project name F HCAPProvided Project is part of Chart of Accounts

BUD 73.00 Tracks capital project spending by revenue source F HCAPSALARY AND POSITION BUDGETING

BUD 74.00Accept data from the HR System on actual salaries and benefits and vacant or filled positions. CU HWP

Custom Interface included from Oracle HR to Hyperion Planning

BUD 75.00Project personal services costs based on positions, salaries, benefits and % allocation between cost centers and programs.

BUD 75.01 Positions F HWP






Reference Number

BUD 75.02 Salaries F HWPBUD 75.03 Benefits F HWPBUD 75.04 Vacant/Filled positions F HWPBUD 75.05 Incumbent in position F HWPBUD 76.00 Calculate position costs based on incumbent for the following assumptions:BUD 76.01 Bargaining Unit F HWPBUD 76.02 Service Increment (by anniversary date) F HWPBUD 76.03 Full-time vs. part time F HWPBUD 76.04 Certifications (when certifications to be earned would be effective) F HWPBUD 76.05 Employees current hourly rate F HWPBUD 76.06 Employees performance evaluation history data F HWPBUD 76.07 Employees projected percentage merit increase F HWPBUD 76.08 Employees position in pay range (at minimum, at maximum) F HWPBUD 76.09 Projected changes to the pay structure F HWP

BUD 77.00System provides multiple calculation methodologies for salaries & benefits budget monitoring F HWP

BUD 78.00 Calculate position vacancy costs F HWP

BUD 79.00System can accommodate what if forecasting for mass salary changes that includes all benefit calculations F HWP

BUD 80.00 Provide the ability to track positions by:BUD 80.01 Active / Deleted (Deleted means inactive or closed) F HWPBUD 80.02 Funded / Unfunded F HWPBUD 80.03 Filled / Vacant F HWPBUD 80.04 Continuation / New - Proposed F HWPBUD 81.00 Identifies funding sources for positions F HWPBUD 82.00 System provides multiple types of positions, including but not limited to:BUD 82.01 Full-time F HWPBUD 82.02 Part-time F HWPBUD 82.03 Hourly F HWPBUD 82.04 Temporary F HWPBUD 82.05 Volunteer F HWPBUD 83.00 Indicate if positions/person are (can be more than one)BUD 83.01 Seasonal F HWPBUD 83.02 Grant Workers F HWPBUD 83.03 Inactive (for example: Military) F HWP

BUD 84.00System 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.) F HWP

BUD 85.00System provides the ability to perform the following operations (for projection purposes) online with the proper security authorization:

BUD 85.01 Add or delete the number of authorized, or budgeted positions F HWPBUD 85.02 Modify filled/vacant status (for projection purposes) F HWP

BUD 86.00Calculate current year estimates based on spent to date and forecasts for remainder of year - must include variable forecasting for seasonal work. F HWP






Reference Number

BUD 87.00Calculate current year estimates (including benefits) based on spent to date and forecasts for remainder of year - must include variable forecasting for seasonal work. F HWP

BUD 88.00 What-If scenarios for changes in assumptions and position requests F HWP

BUD 89.00Maintain detailed calculations on a position and earnings type basis and % allocation between cost centers and programs F HWP

BUD 90.00 Track the creation and deletion of positions during budget development. F HWPBUD 91.00 Track the transfer of positions between cost centers and funds (CoA assignment) F HWP

BUDGET ADJUSTMENTS

BUD 92.00 During budget amendment, provide reporting mechanism for inter-fund transfer balancing F GLBUD 93.00 System stores narrative justification for budget amendments for each amendment F GLBUD 94.00 System stores attachments for each budget amendment for each amendment F GL

BUD 95.00Requests for budget amendments are submitted electronically by departments and routed via workflow for approval via electronic signature CU GL Workflow may need customization

BUD 96.00 Amendment workflow approval path determined by:BUD 96.01 Dollar amount F GLBUD 96.02 Chart of Accounts F GLBUD 96.03 Reason for amendment F GLBUD 97.00 All budget amendments must balance CU GLBUD 98.00 System provides funds availability check when entering budget amendments F GLBUD 99.00 Departments have visibility to track the approval status of each amendment request. F GLBUD 100.00 System track all budget changes including: BUD 100.01 Type of change F GLBUD 100.02 Reason for change F GLBUD 100.03 Who requested the change F GLBUD 100.04 The original change request F GL

BUDGET PUBLISHING

BUD 101.00Budget publishing tool uses real time data, saved templates, and narrative information to produce budget document F HP, HFP

BUD 102.00System produces budget document including all summary and detail pages (with page numbers) F HP, HFP

BUD 103.00 Produces the table of contents, index, glossary for the budget document F HP, HFPBUD 104.00 Incorporates objects from various sources, including images F HP, HFP

BUD 105.00Incorporates capital budget in to annual document and also has the capability to produce a multi-year capital budgeting document. F HP, HFP

BUD 106.00System exports information directly into Word and Excel for budget document using Word or Excel F HP, HFP

BUD 107.00Includes performance measures and performance measurement data in the budget document F HP, HFP

BUD 108.00 Departments can select which performance measures are included in budget document F HP, HFP

BUD 109.00 System provides a spelling and grammar check for budget document F HP, HFPIn MS Word after publishing Budget document.






Reference Number

BUD 110.00Allows users to make real-time/automatic updates to charts, graphs, spreadsheets, etc. in the publisher module when data stored in capital budget system is altered F HP, HFPREPORTING

BUD 111.00 System supports import/export of budget data to/from external applications (e.g., Excel) F HPBUD 112.00 System maintains the following budget and actuals data by period by:BUD 112.01 Current Year F HPBUD 112.02 Current Year Estimate (user keys in value - except for salary) F HPBUD 112.03 Prior ten years F HPBUD 113.00 System provides dashboard views with user-defined "key indicators" by: BUD 113.01 Budget to actuals F GL, HPBUD 113.02 Non-financial indicator (performance measure) F HFR Limited to all Hyperion applicationsBUD 113.03 Budget vs. Expenditure Projections for Personal Services Expenditures CR HP, GLBUD 113.04 Project budget F PABUD 113.05 Program budget CR HPBUD 113.06 Grant budget F HFPBUD 114.00 Provide budgets and actual (revenue and expenditure) by:BUD 114.01 Chart of Accounts (example: Fund/ORG/Division/Cost Center/Program) F HP, GLBUD 114.02 Program/Function (State Chart Of Accounts) F HP, GLBUD 114.03 County Defined Budgetary Programs F HP, GLBUD 114.04 Project/Contracts F PA, HFPBUD 115.00 Budget to actual expenditure and revenue displayedBUD 115.01 Fiscal year F GLBUD 115.02 Multiple years F GLBUD 115.03 Month F GLBUD 115.04 Other user defined period F GLBUD 116.00 System provides standard reports on the following types of data:BUD 116.01 Adopted Budget SR HPBUD 116.02 Amended Budget SR HPBUD 116.03 Encumbrances SR GLBUD 116.04 Actuals Revenues (Current & Prior Years) SR GLBUD 116.05 Actuals Expenditures (Current & Prior Years) SR GLBUD 116.06 Transfers (In and Out) CR GLBUD 116.07 Available Expenditure Budget Balance SR GLBUD 116.08 Revenue Surplus/Deficit F HPBUD 116.09 Fund Revenue & Expenditure Balancing F HPBUD 116.10 Budget Issues (new requests separate from continuing operating budget) CR HPBUD 116.11 Performance Measures F HPBUD 116.12 Monthly, Quarterly, Year-end Analysis Report F HFP, GL Limited to all Hyperion applications

BUD 117.00System generates standard reports, customizable to create budget variance reports (budget vs. actuals, budget vs. current budget, multi-year, etc.) F GL

BUD 118.00 Provides reports/inquiries to review multiple versions of budget F HP






Reference Number

BUD 119.00 Provides reports/inquiries to review multiple versions of budget during budget development F HPBUD 120.00 System reports allow custom views of data grouped by the following:

BUD 120.01Cost Center, Organization, Division, Fund, Program, Project, State Function/Activity Code F HP, GL

Provided Program, Function are part of COA.

BUD 120.02 Major Object Code rollup, Object Code, Detail Line Item F HPBUD 120.03 Display with or without justification text fields F HP

BUD 121.00System generates report for the Budget Legal Advertisement that is required as part of the State's TRIM Compliance. CR HP

BUD 122.00System provides budget to actual to estimate report (for reconciliation of fund balance carryover) F GL



Functional Category: Accounts ReceivableAvailable Response Codes Code Count % of ModuleF Provided fully functional out of the box or with configuration (no custom development) F 122 79%CU Customization/Software Enhancement (Any custom development) CU 9 6%TP Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed) TP 0 0%SR Provided with Standard Report or Reporting Tool SR 7 5%CR Custom Report Development Required CR 8 5%N Not Included in this Proposal N 8 5%





AR 1.00System must be able to distribute collections based on a complex mandatory statutorily determined distribution schedule, based on priority and/or percentage within tiers. N AR

REMOVED - Per clarification letter dated 10-16-09

AR 2.00 Real-time updates to A/R for payments and assessments. N ARRealtime update not supported. Batch Updates through API is supported

AR 3.00 Assign invoice numbers: AR 3.01 Manually F ARAR 3.02 Automatically F ARAR 4.00 System prevents duplicate invoice numbers F ARAR 5.00 System allows multiple departments/functions to create separate AR business rules F AR

AR 6.00 System allows invoices to be categorized by type (example: landfill, building rent, etc.) F ARAR 7.00 Establishes default account distributions for each type of receivable/invoice F ARAR 8.00 Supports electronic fund transfer from bank for customer payments F AR

AR 9.00 Supports credit card payments for customer payments to A/R CU AR, PMTScoped to bring credit card payment after it is settled into AR

AR 10.00 Credit card payments are PCI compliant CU Payments

iPayment not in scope. Scoped to bring credit card payment after it is settled into AR

AR 11.00 System automatically applies penalties based upon system-defined rules or criteria F AR

AR 12.00 System automatically calculates interest based upon system-defined rules or criteria F AR

AR 13.00Store partial payments and overpayments as a separate open item against the original bill amount until the bill is fully cleared. SR AR

AR 13.01 Provide exception report for partial and overpayments CR AR

AR 14.00Require miscellaneous charges or credits to include the appropriate general ledger account and project. F AR

AR 15.00System will identify payments received for which no match to an invoice has been determined (prepayments, duplicates etc.). F AR

AR 16.00 Produce statements for all accounts, with balances or activity. F AR

AR 17.00Users can generate account statements on demand for a specific account, all accounts in a department, and/or all delinquent accounts by type of account. F AR

Reference Number

Summary Statistics

Page 50 of 163 ARExhibit H (Functional Matrix) - Final (12.07.09)





Reference Number

AR 18.00

System will track account's extended payment terms during the aging process and for annual interest charges to be added to Special Assessment account types assessing delinquency charges. F AR

AR 19.00System will create invoices by type (e.g. Dial-up accounts, STAR Ctr, etc.) according to different rules set up for each account type. F AR

AR 20.00 System permits user to cancel and re-bill an account. F AR

AR 21.00 Cancel and re-bill requires approval process F AROnly when using Adjustment feature, otherwise manual

AR 22.00 System will transfer financial data when an account moves from one location to another. F AR

AR 23.00System will easily refund amounts, when needed. (Note: Some programs require large volumes of refunds). F AR Refunds have to entered as credit memos

AR 24.00Automatically create receivable document (e.g. Return Check Transmittal) when an NSF check is recorded by a cash receipt adjustment. F AR

When an NSF check is recorded, the receipt gets reversed and the receivables balance is maintaned on the respective invoices.

AR 25.00System provide for on-line adjustments to accounts receivables with corresponding journal entries generated to record the transaction. F AR

AR 26.00Provide for the automatic calculation of interest based on user defined interest rate and receivable category. F ARCUSTOMER FILE

AR 27.00 Single customer master is used for all county receivables F ARAR 28.00 Record the following customer information:

AR 28.01 Last account activity F AR

Last Account activity is maintained at the transaction (invoice, credit memo, collection, statement, or dunning etc) level which will have customer reference.

AR 28.02 Company Name F ARAR 28.03 Individual Name F ARAR 28.04 Contact email address F ARAR 28.05 Social Security Number or Tax ID Number F ARAR 28.06 Multiple phone number (e.g., office, cell, fax, etc.) F ARAR 28.07 Multiple addresses F ARAR 28.08 Parcel number F ARAR 28.09 Current and unpaid late payment penalty and interest charges F AR Maintained at the transaction levelAR 28.10 NSF history F AR Maintained at the transaction levelAR 28.11 Balance due F AR Maintained at the transaction levelAR 28.12 Last payment amount F AR Maintained at the transaction level

AR 28.13 Payment Arrangements F Advanced Collections Maintained at the transaction level

AR 28.14 Average number of days to pay F ARDFF. Needs custom program (Not scoped) to automatically populate

AR 28.15 Bankruptcy data:






Reference NumberAR 28.151 Status of process F ARAR 28.152 Discharge status F ARAR 28.16 Customer type F ARAR 28.17 Notes/comments (miscellaneous additional information) F ARAR 28.18 Other user defined fields F ARAR 28.19 Date customer was added F AR

AR 29.00Audit trail of all changes to customer file (changed from, date/time stamp, user that changed record) F AR

AR 30.00 System masks sensitive customer information (example: Social Security Number) F ARLimited to the Standard Configuration of Personalizations

AR 31.00System will automatically clear credit balances when refund payment authorizations are processed by the Accounts Payable System. F AR, AP

AR 32.00System allows viewing of all open receivables for each customer (example: check prior to providing refund to make sure additional funds not owed) F AR

AR 33.00System permits write-off of bad debts regardless of when the original revenue was recorded and list accounts written off (with proper security) F AR

AR 34.00 Identify Payments/credits by type (i.e., cash payment, adjustment, returned check, etc.). F AR

AR 35.00 System permits users to establish unique installment repayment schedules for an account. F AR

AR 36.00 Enter account name and address directly permitting “one-time” accounts. N ARREMOVED - Per clarification letter dated 10-16-09

AR 37.00 Maintain account balances on an open item and/or balance forward basis. F AR

AR 38.00Produce reconciliation type statements showing beginning balance, charges, credits and payments, and a new balance. F AR

AR 39.00Apply or allocate partial payments on a pre-determined basis depending on the priority of the type of obligations outstanding. F AR

AR 40.00 Process adjustments to payments or billings. F ARAR 41.00 Maintain an account on a combined basis for all locations within a department. F AR

AR 42.00Determine type of cash receipt by coding, document identification, terminal device or location. F AR

AR 43.00 Relate revenues to source (use consistent revenue type to apply to projects/grants) F ARAR 44.00 Maintain detailed transaction activity for each account. F AR

INVOICESAR 45.00 Accommodates:AR 45.01 One-time invoices F ARAR 45.02 Recurring invoices F ARAR 46.00 System saves templates for generating invoices (different template for each AR type) F ARAR 47.00 Generate invoices for internal customers (Departments) F PA

AR 48.00 Generates invoices with prorated charges (partial bill or lease for 1/2 month) F AR Needs to be fed from third party systems

AR 48.00System allows users to adjust penalties and fees applied to invoices with proper approvals (example: reduce penalties for special situation) F AR






Reference NumberAR 49.00 Generate account statements for the following:AR 49.01 Specific account types F ARAR 49.02 Range of accounts within a department CR ARAR 49.03 Range of customers or individual customers F ARAR 49.04 Delinquent accounts F ARAR 49.05 Other user defined criteria CR AR

AR 50.00Generate consolidated statements for customers with multiple accounts (option to or not to generate consolidated statements) F AR

AR 51.00 System maintains detail of unbilled charges F ARAR 52.00 Reprints invoices and statements after corrections are made F AR

AR 53.00 Stores multiple dunning messages templates by AR type F Advanced Collections

AR 54.00Automatically generate dunning letters based on passage of time (example: 30, 60, 90 days) by AR type F AR

AR 55.00Automatically generate a "follow up" invoice for past due customers based on user defined date range or other user defined criteria (and by AR type) F Advanced Collections

AR 56.00Users can write-off small discrepancies between the amount due and the amount received with proper approval F AR

AR 57.00Generates an invoice with sufficient and flexible text area to adequately describe services provided-customized invoice process CR AR, BI Publishing

AR 58.00 Accommodate the following minimum information during invoice or credit memo entry:AR 58.01 Invoice/credit memo number F ARAR 58.02 Date F ARAR 58.03 Account number F AR

AR 59.00Enter invoices in batches. Allow for verification of keying prior to updating to GL. (Please list limitations on number of invoices) F AR

AR 60.00System validates for invoices outside of acceptable ranges(example: normal bill = $10, this bill = $10,000) F AR

Limited to the Standard Configuration of Personalizations

AR 61.00 Enter credit memos in batches. Allow for verification of keying prior to updating to GL. F ARAR 62.00 Entering credit memos limited to authorized staff through security F ARAR 63.00 Credit memos routed for approval based on defined criteria F AR

AR 64.00

Provide for the generation of an on-demand invoice on-line, with corresponding journal entries generated to record the receivable and provide a user controlled update/no update option to the general ledger. (with proper authority) F AR

AR 65.00

Upon election, automatically create an open invoice for an overpayment or create a payment voucher document when an overpayment is recorded by a cash receipt on a receivable account. F AR

AR 66.00Print bills in a mailing envelope (using mailer forms) for immediate distribution. Sort criteria are selected by user. N


AR 67.00Process credit and debit memos related to a specific invoice and automatically adjust the invoice balance. F AR






Reference NumberAR 68.00 User can establish multiple tables of user fees based on:AR 68.01 Fixed amount F ARAR 68.02 Percentages F AR

AR 68.03 Other user defined calculations F AR Scope is limited to standard functionalityRECEIPTS/POINT OF SALE

AR 69.00 Apply customer payments to multiple charges F AR

AR 70.00 Prioritize customer payments by different AR types (applies to partial payments also) F AR

AR 71.00Apply customer payments between principal, interest and penalties based on user defined priority criteria F AR

AR 72.00 Accommodate and track the following transactions for payment:AR 72.01 Cash F ARAR 72.02 Lock box (Amscot) F ARAR 72.03 Credit card CU AR, Payments Custom interfaceAR 72.04 Payments though website N ARAR 72.05 Direct Debit CU AR, Payments Custom interfaceAR 72.06 Check F ARAR 73.00 Receipts recorded from multiple systems F ARAR 74.00 Receipts from external system recorded in GL by:AR 74.01 Date on bank statement CU CM Custom interfaceAR 74.02 Date of transaction in external system CU AR Custom interfaceAR 74.03 System provide error report for unmatched dates CU AR Custom interfaceAR 75.00 Receipts from external system validated against system business rules CU AR Custom interfaceAR 76.00 Provide the following cashiering functions: AR 76.01 Generate receipt to payee CR AR

AR 76.02 Provide a deposit slip N REMOVED - Per clarification letter dated 10-16-09

AR 76.03 Balance daily cash receipts to bank deposit SR ARAR 77.00 Balance daily cash receipts by:AR 77.01 User / Cashier F ARAR 77.02 General ledger code F ARAR 78.00 Automatically generate general ledger distribution entries needed to record receipts F ARAR 79.00 Look up the customer master file by:AR 79.01 Customer name F ARAR 79.02 Customer number F ARAR 79.03 Invoice number F ARAR 79.04 Partial customer name F ARAR 79.05 Telephone number CR ARAR 79.06 Address F AR

AR 80.00 Invoices printed with bar code that cashiers can scan to find account information N REMOVED - Per clarification letter dated 10-16-09

AR 81.00 Allows cashiers to apply payments to more than one outstanding invoice F AR






Reference NumberAR 82.00 Allows cashiers to collect partial payment F AR

AR 83.00Allows cashiers to collect payment in multiple forms of payment (cash, check, credit card, etc) CU AR

iPayment not in scope Scoped to bring credit card payment after it is settled into AR

AR 84.00Process payments or cash receipts interactively and update account balances in a real-time environment. Allow for verification of keying before updating to GL F AR

AR 85.00 Process miscellaneous cash receipts. F AR

AR 86.00Enter deposit total to ensure that all receipts in a deposit are processed for the correct amount. F AR

AR 87.00 Archive and purge cash receipts detail after a specified period. F ARCOLLECTIONS

AR 88.00 System to update customer record when submitted for collection efforts: AR 88.01 Wage garnishment F ARAR 88.02 Bank garnishment F ARAR 88.03 Credit reporting agencies F ARAR 88.04 Third party collection agencies F AR

AR 88.05 Dunning Letters CR Advanced CollectionsAR 88.06 Refer to County Attorney or State Attorney F ARAR 89.00 System can accommodate collection fees F ARAR 90.00 System will permit automatic generation of past due notices based on AR type F AR

AR 91.00System will permit business rule or user (with authority) to assess a late charge to overdue account either as a fixed dollar amount or percentage of the remaining balance. F ARQUERIES AND REPORTS

AR 92.00 Generate a report by user/department/category for:AR 92.01 Aging reports with user-defined aging categories F ARAR 92.02 Cash register journals F ARAR 93.00 Revenue and receivable report by fund SR ARAR 94.00 Revenue and receivable report by customer SR AR

AR 95.00Produces report listing total of all transactions processed by cashier during shift (z-tape report) CR AR

AR 96.00 Provide a cash receipts report by customer and account SR ARAR 97.00 Provide a cash receipts report by type of transaction SR AR

AR 98.00Provide inquiry capability to display the (open item/balance forward) status and aging for an account on an as needed basis. F AR

AR 99.00Provide inquiry capabilities on the outstanding balance and display the accounts aging analysis. Drill down capability should be provided on summary amounts. SR AR

AR 100.00 Establish user-defined aging periods for aging reports online with drill down capability. F ARAR 101.00 Provide for remote check scanning N AR Removed from scopeAR 102.00 Provides template for miscellaneous cash receipts F AR



Functional Category: PurchasingAvailable Response Codes Code Count % of ModuleF Provided fully functional out of the box or with configuration (no custom development) F 349 86%CU Customization/Software Enhancement (Any custom development) CU 8 2%TP Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed) TP 1 0%SR Provided with Standard Report or Reporting Tool SR 14 3%CR Custom Report Development Required CR 19 5%N Not Included in this Proposal N 17 4%





PO 1.00Purchasing for the BCC and Clerk's office act as two separate organizations with two separate federal tax ID's but share one common vendor file F PO

PO 2.00 Purchasing for BCC and Clerk operate with two completely separate purchasing rules F POPO 3.00 System enables the BCC and Clerk to both make purchases off of same contract F PO

PO 4.00Purchase requisition, purchase order, contract, receiving document and all other related information is linked for purchasing transaction to allow drill down F PO

PO 5.00Use of electronic signatures and workflow to approve all purchasing transactions and documents F PO

PO 6.00 Purchasing system enforces standards for entering information (standard addresses, etc.) F POLimited to the Standard Configuration of Personalizations

PO 7.00

Changes to purchase requisition, purchase order, vendor file, contract, or status of approval are updated in real time and information is available for viewing to users throughout County in real time F EBSCREATE A PURCHASE REQUISITION

PO 8.00 Each department initiates purchasing process through requisition entry into the system F IPRO

PO 9.00Different departments (or Clerk vs. BCC) have different thresholds for requiring an official purchasing process F IPRO

PO 10.00 Requisition contains at least the following information along with other standard fields:PO 10.01 Commodity Code (5 digit NIGP code) F IPROPO 10.02 Item number F IPROPO 10.03 Vendor part identification number F IPROPO 10.04 Quantity F IPROPO 10.05 Unit Price F IPROPO 10.06 Unit of Measure F IPROPO 10.07 Chart of Account information F IPROPO 10.08 Suggested vendor F IPROPO 10.09 Shipping address/Location F IPROPO 10.10 Contract number (if applicable) F IPRO

Summary Statistics

Reference Number

Page 56 of 163 POExhibit H (Functional Matrix) - Final (12.07.09)





Reference NumberPO 10.11 Department contact for purchase F IPROPO 10.12 Project number (if applicable) F IPROPO 10.13 Capability of mandatory and non-mandatory fields F IPROPO 11.00 Requisitions can be entered without a vendor F IPRO

PO 12.00 Unit price can accommodate $99,999,999,999.9999 (including 4 to right of the decimal) F IPROPO 13.00 System allows $0.00 dollar items (demo items) F IPROPO 14.00 System allows negative value items on line item detail (discounts, returns) N PO, IPROPO 15.00 Notes can be entered on requisition that appear on the purchase order F IPRO,POPO 16.00 Notes can be entered on requisition that any approver can see F IPROPO 17.00 Requestor can attach files to requisition at header level F IPROPO 18.00 Requestor can attach files to requisition at line item level F IPROPO 19.00 System limits accounts that requestor is available to charge to by role/department F IPRO

PO 20.00System flags purchase requisitions that apply to item numbers under contract by identifying item number F IPRO

PO 21.00Multiple line items on purchase requisition can default account information from header or allow account information to be keyed in F IPRO

PO 22.00 Allow line items to be copied and replicated F IPROPO 23.00 Allow purchase requisition templates to be created for routine purchases F IPROPO 24.00 Release of a purchase requisition for approval creates a pre-encumbrance F IPRO

PO 25.00

System provides check for available budget before requisition submitted through workflow (Available budget = adopted budget + budget amendments +/- budget amendments - actual expense - encumbrance - pre-encumbrance) F IPRO

PO 26.00 System allows for budget control at the following levels:PO 26.01 Fund F IPRO Provided part of GL COAPO 26.02 Department F IPRO Provided part of GL COAPO 26.03 Division F IPRO Provided part of GL COAPO 26.04 Cost Center F IPRO Provided part of GL COAPO 26.05 Program F IPRO Provided part of GL COAPO 26.06 Project F IPROPO 26.07 Function/ Activity F IPRO Provided part of GL COA

PO 26.08 Grant F IPRO Provided Grant is setup as a Top level taskPO 26.09 Account F IPRO Provided part of GL COAPO 26.10 Major Object Code F IPRO Provided part of GL COAPO 27.00 Budgetary Control can be set differently for each:PO 27.01 Fund F IPRO Provided part of GL COAPO 27.02 Department F IPRO Provided part of GL COAPO 27.03 Division F IPRO Provided part of GL COAPO 27.04 Cost Center F IPRO Provided part of GL COAPO 27.05 Program F IPRO Provided part of GL COAPO 27.06 Project F IPRO Provided part of GL COA






Reference Number

PO 27.07 Grant F IPRO Provided Grant is setup as a Top level task

PO 28.00Budgetary control settings (level of control) is capable of being modified by functional budget administrator (not programmer) F GL,PO,AP

PO 29.00System provides the ability to allot and control each appropriation budget by the following periods: (Don't currently have capability, but may want to)

PO 29.01 Semi-Annual F GLPO 29.02 Quarter F GLPO 29.03 Month F GLPO 29.04 Percentage N GL

PO 29.05 Allocation based on seasonal trend (manually entered and controlled amount) F GL

PO 30.00System provides the ability to carry forward appropriation allotments to the next allotment period based on the funding source. F GL

PO 31.00Automatically distribute/post those budgets that are allocated by month or quarter, based on user-specified amounts and/or percents. F GL

PO 32.00 Individual appropriation budgetary control options in the system include:PO 32.01 Hard - prevents transaction from processing without override approval F IPRO,PO

PO 32.02 Soft – provides warning message but allows transaction to process with override F IPRO,POPO 33.00 Budget control can set hard or soft errors by department F GL Provided part of GL COAPO 34.00 Requisition can specify different shipping location at the line item level F IPROPO 35.00 System routes purchase requisition for approval workflow according to:PO 35.01 Total dollar amount F IPROPO 35.02 Account information on line item F IPROPO 35.03 Item number F IPROPO 35.04 Stock number F IPROPO 35.05 Requesting department F IPROPO 35.06 Requesting user F IPROPO 36.00 Workflow approval allows escalation/assignment process that allows:PO 36.01 Requisition to move forward after pre-defined amount of time F AME

PO 36.02 Requisition to be forwarded to alternate approver after pre-defined amount of time F AMEPO 36.03 Requisition to provide alert after pre-defined amount of time F AMEPO 36.04 Approver to designate alternate approver using effective start and end date F IPRO

PO 37.00

Workflow approval process can include both reviewer and approver (approver must approve requisition to move forward. Reviewer is notified, but lack of action does not hold up process- notify only) F IPRO

PO 38.00 Approver can perform the following actions during review process:PO 38.01 Approve F IPROPO 38.02 Deny F IPROPO 38.03 Send back F IPROPO 38.04 Forward to additional approver/reviewer F IPRO






Reference NumberPO 38.05 Enter notes to be seen by requestor F IPROPO 38.06 Enter notes to be seen by subsequent approvers/reviewers F IPROPO 39.00 Original requestor can view status of workflow approval path F IPRO

PO 40.00Any user (with proper security) can query all purchase requisitions to see status of approvals F IPRO

PO 41.00System records date and time of when approval reaches approver and when approver approves requisition F IPRO

PO 42.00 System can automatically assign buyer to purchase requisition based on:PO 42.01 Commodity code F IPROPO 42.02 Department F IPROPO 42.03 Availability of buyer F IPROPO 43.00 Requestor can manually assign buyer F IPROPO 44.00 Purchasing department can re-assign buyer F IPROPO 45.00 System will allow any buyer to process the requisition. F IPRO

PO 46.00System allows users to cancel requisition during approval process before it is converted to purchase order F IPRO

PO 47.00Once purchase requisition is approved (and converted to PO), departments are locked out of requisition F IPRO,PO

System allows changes to the approved (and converted to PO) requisitions. However such changes have to be approved by the Buyer of respective PO before affecting the changes to Purchase Order. Buyer can always reject change requests from the requistioner.

PO 48.00 Cancelled requisitions release pre-encumbrance F IPRO

PO 49.00System stores discount information per vendor and item and applies to purchase requisition F IPRO

PO 50.00 Discounts applied both at total and line item levels F PO

PO 51.00Allow early establishment of purchase order prior to beginning of new year with established budget for the new year. F POCREATE A PURCHASE ORDER

PO 52.00 System allows creation of purchase order directly (no purchase requisition) F POPO 53.00 System allows create of purchase order from an existing requisition F POPO 54.00 System allows creation of purchase order from a bid F POPO 55.00 Purchase order number assigned automatically F PO

PO 56.00 Automatically assigned purchase order number can be overridden N POCan be either automatically assigned or manually assigned

PO 57.00 When manually assigning purchase orders system checks to prevent duplicate numbers F POPO 58.00 Purchasing department assigns commodity code to purchase order F PO

PO 59.00 All fields on purchase requisition or bid automatically populate purchase order F POAll standard fileds are moved. DFFs do not move






Reference Number

PO 60.00When converting purchase requisition to purchase order, buyer can update any field on purchase order without changing the requisition F PO

In an encumbrance environment certain fields like requisition account, project information cannot be updated by the buyer.

PO 61.00 System accommodates the following type of purchase orders:

PO 61.01 Discrete purchase orders (purchase order for specific quantity of good or service) F PO

PO 61.02 Blanket purchase order (purchase order with vendor for specified dollar amount) F POPO 62.00 Multiple departments can purchase from blanket purchase order (if allowed) F PO

PO 63.00 System restricts multiple departments from accessing blanket purchase order POLimited to the Standard Configuration of Personalizations

PO 64.00 Allows multiple purchase requisitions to be combined onto one purchase order F POPO 65.00 Split one purchase requisition into multiple purchase orders F PO

PO 66.00Creation of purchase order releases pre-encumbrance from purchase requisition and creates encumbrance F PO

PO 67.00 Buyer can identify the purchase order as:PO 67.01 Sole source F POPO 67.02 Emergency purchase F IPRO,POPO 67.03 Other type of purchase F POPO 68.00 Purchase order prints with the following information:PO 68.01 Original requesting department SR POPO 68.02 Original requestor SR POPO 68.03 Buyer SR POPO 68.04 Approved date SR POPO 68.05 Print date / creation date SR POPO 68.06 Expiration date (if applicable) SR POPO 68.07 Due date SR POPO 68.08 Payment terms SR POPO 68.09 Ship to / bill to addresses SR POPO 68.10 Multiple ship to addresses SR POPO 68.11 Revision dates SR POPO 68.12 Contract information SR POPO 68.13 Any other information entered on purchase requisition or purchase order CR POPO 68.14 All line item information (amount, chart of account, etc.) CR PO

PO 69.00 The system must auto notify requestor about the approval status of the purchase order. F IPRO

PO 70.00System allows requesting department or purchasing to query system to determine the approval status for the purchase order F PO

PO 71.00 Purchase order sent to vendor through:

PO 71.01 Fax sent from system TP PONeeds third party faxing solution and is an optional software

PO 71.02 Email F PO






Reference NumberPO 71.03 Vendor self service portal F ISUPPO 71.04 Hard copy F PO

PO 72.00If purchase order is printed, user can determine number of copies to print (does not automatically print multiple copies) F PO

PO 73.00 System allows purchase orders to be re-printed or re-sent F POPO 74.00 System identifies re-printed purchase orders as duplicates F PO PO allows versioning on print.

PO 75.00 System identifies revised purchase orders and indicates all changes that have been made F PO

PO 76.00The system must allow users to set multiple delivery schedules per line printed on purchase order. F PO

PO 77.00The system must accommodate blanket/requirement purchase orders that span multiple years. F PO

PO 78.00 Purchase orders can be re-assigned to different buyer without a revision N REMOVED - Per clarification letter dated 10-16-09

MODIFY AN EXISTING PURCHASE ORDER CHANGE ORDERSPO 79.00 Any open purchase order can be modified by purchasing F POPO 80.00 Buyers can add additional lines to purchase orders F POPO 81.00 Departments can initiate a change to purchase order for any reasonPO 81.01 Increase quantity or amount F IPROPO 81.02 Decrease quantity or amount F IPROPO 81.03 Vendor changes (mergers, vendors going out of business, etc.) F IPRO

PO 82.00Different changes required different workflow (chart of account uses different path than change in value) F IPRO,PO

PO 83.00 Require approval for change orders over a user-defined percentage of the original amount F IPRO,POAME Rules are global. Specific rules for PO's require customization(Not scoped)

PO 84.00Changes to existing purchase orders for increase in quantity or amount follow original purchase order approval process F PO

PO 85.00Changes to existing purchase orders for decrease in quantity or amount follow separate approval process F PO, AME

PO 86.00 Request to change purchase order pre-encumbers funds F PO

PO 87.00 Approval of change to purchase order encumbers funds or releases encumbrance of funds F PO

PO 88.00 Printing of modified purchase order clearly labels that purchase order has been changed F PO

Change orders are clearly market and print routine can be modified to make it more prominent.

PO 89.00When printing modified purchase order, all information and comments on original purchase order are reproduced on modified purchase order CR PO

PO 90.00 Departments can correct chart of account information through workflow process. F IPRO,PORECEIPT OF GOODS

PO 91.00 Receiving of goods done at decentralized locations F PO,INV

PO 92.00 Use of bar code scanning N PO,INVREMOVED - Per clarification letter dated 10-16-09

PO 93.00 At receipt, the following information is recorded:






Reference NumberPO 93.01 Purchase order number F PO,INVPO 93.02 Receiving staff person ID F PO,INVPO 93.03 Freight liner with tracking number F PO,INVPO 93.04 Date and time F PO,INVPO 93.05 Damaged F PO,INV If 2 stage Receiving is usedPO 93.06 Full receipt / partial receipt F PO,INVPO 93.07 Quantity/ Amount received F PO,INVPO 94.00 Acknowledgement of receipt done either by:PO 94.01 Entire purchase order F PO,INVPO 94.02 Each line item individually F PO,INVPO 94.03 Partial receipt of each individual line item F PO,INVPO 95.00 Receiver can record damaged received goods F PO,INV

PO 96.00 Receiver can record incorrect quantities (over the purchase order quantity) F PO,INV Only if we configure to allow blind receiving

PO 97.00 Partial receipt of purchase order releases partial encumbrance F PO,INVStandard for Inventory Items . For Expenses items, when accruing on receipt

PO 98.00 Receiver has option on partial receipt to close remaining amount of purchase order F POPO 99.00 Receipt of a fixed asset requires that receiver enter the following information

PO 99.01 Asset ID F FAInvoices againt Receipts have to be imported to FA before this can be done

PO 99.02 Serial number F FAPO 99.03 Description F FA

PO 99.04 Location F FAInvoices againt Receipts have to be imported to FA before this can be done

PO 99.05 Other required fields by asset type F FAInvoices againt Receipts have to be imported to FA before this can be done

PO 100.00Information captured on purchase order flows through to asset record (example: chart of account information) F PO, FA

PO 101.00 Supports 4 way matching (purchase order, packing slip, inspection, invoice) F PO, AP

PO 102.00Supports 3 way matching (purchase order, packing slip, invoice) (County intends to use 3 way matching) F PO, AP

PO 103.00 Supports 2 way matching (department approves receiving slip or invoice) F PO, APPO 104.00 Failure to match 2,3,or 4 way prevents invoice from being paid F APPO 105.00 Match allows for pre-defined tolerance by:PO 105.01 Dollar amount F APPO 105.02 Percentage F APPO 105.03 Department / Account N AP

PO 105.04 Commodity Code N REMOVED - Per clarification letter dated 10-16-09

PO 106.00 The system must trigger accounts payable process based upon receipt information. F AP

PO 107.00 Receiver can change chart of account distribution on purchase order before payment N REMOVED - Per clarification letter dated 10-16-09






Reference Number

PO 108.00 AP can change chart of account distribution on purchase order before payment N AP

Due to Encumbrance, this is prevented. Account Distribution changes have to be done manually by creating an additional credit Invoice line and then another unmatched line with the correct COA

PO 109.00 Identify orders that have not been received after a user-specified period of time CR POVENDOR FILE

PO 110.00 Purchasing, AR, and AP share same vendor file F APPO 111.00 Vendor number assigned automatically F APPO 112.00 Vendor file tracks the following required information for each vendor:PO 112.01 Vendor name F APPO 112.02 Vendor "doing business as" name (with cross references) F APPO 112.02 Vendor Tax ID F APPO 112.03 Tax ID Status (W-9 Information) F APPO 112.04 Address (multiple addresses) F APPO 112.05 Contact person(s) F APPO 112.06 Preferred vendor type:PO 112.061 Green Business F APPO 112.062 Prequalified Vendor F APPO 112.063 Local Vendor F APPO 112.064 Small Business Vendor F APPO 112.065 Other F APPO 112.07 Active/Inactive status F APPO 112.08 Preferred payment method (ACH, check, etc.) and payment information F APPO 112.09 Last date vendor utilized CR AP, POPO 112.10 Parent/child relationships F APPO 112.11 Commodities/services offered (from pre-defined list) F ISUPPO 112.12 Active/Inactive status (based on date last utilized) CR AP, POPO 112.13 Default chart of account information F APPO 112.14 Payment methods F APPO 112.15 Shipping information F APPO 112.16 Pricing information F APPO 112.17 Discounts F AP

PO 113.00 The system must allow users to classify one-time vendors with limited required data entry. F APPO 114.00 Track the details of vendor performance including complaints and resolution F PO,OBIEEPO 115.00 Default chart of account by vendor F POPO 116.00 Default chart of account by type of purchase F PO

PO 117.00 System allows masking or hiding of certain user defined sensitive vendor information F APLimited to the Standard Configuration of Personalizations

PO 118.00 System tracks all changes to vendor file with audit trail log F AP

PO 119.00System allows users to temporarily deactivate a vendor separately from the purchasing and AP process. F AP






Reference Number

PO 120.00System allows users to merge two vendors and maintain history(example: duplicate vendor, or one vendor buys another) F AP

PO 121.00Departments can add vendor to vendor file with workflow approval (similar to self service vendor registration) F ISUP

Vendors entered through Purchasing does not go through approval

PO 122.00Cross reference a purchase order and invoice for the same transaction when the identifying numbers may be different for each document. F AP, PO

PO 123.00Indicate in the vendor master file that the vendor is a critical vendor for scheduling payments. F APVENDOR PERFORMANCE

PO 124.00 The system must allow users to track vendor performance including:PO 124.01 On-time delivery SR AP, POPO 124.02 Accuracy of order CR AP, PO Based on ReturnsPO 124.03 Percent of damaged F AP, POPO 124.04 Invoicing problems F PO,AP,OBIEEPO 124.05 Number of complaints F PO,AP,OBIEEPO 124.06 Responsiveness in resolving conflicts F PO,AP,OBIEEPO 124.07 Subjective rating of requestor, buyer, or receiver F PO,AP,OBIEEPO 124.08 Requestor, buyer, or receiver can enter vendor performance comments F PO,AP,OBIEE

PO 125.00The system must have automated process to calculate vendor performance based upon the following user-defined criteria:

PO 125.01 Overall score F PO,AP,OBIEE

PO 125.02 Score per commodity type F PO,AP,OBIEEScope is within the capability of standard functionality using OBIEE

PO 125.03 Score by department F PO,AP,OBIEEScope is within the capability of standard functionality using OBIEE

PO 125.04 Comparison to other similar vendors F PO,AP,OBIEEScope is within the capability of standard functionality using OBIEE

PO 126.00The system must track and allow users to view details of vendor performance including complaints and resolution. F PO,AP,OBIEE Provided it is recorded in the systemPURCHASING CARDS

PO 127.00System provides automatic transfer of information from bank with purchasing card transaction details CU AP, PO Custom interface

PO 128.00 System will itemize the credit card purchase with account distribution. CU IEXPNeed to bring p-card file as an interface to iExp or AP.

PO 129.00 System will track cardholder by name or employee ID. CU IEXPNeed to bring p-card file as an interface to iExp or AP.

PO 130.00 System accommodates the flagging of individual credit card purchases as 1099 eligible. CU IEXPNeed to bring p-card file as an interface to iExp or AP.

PO 131.00 System tracks credit card purchases for 1099 statement CU IEXPNeed to bring p-card file as an interface to iExp or AP.

PO 132.00 System provides an alert if vendor TIN is not on file. SR IEXP

PO 133.00 System will alert user when purchasing card transaction covers item under contract N REMOVED - Per clarification letter dated 10-16-09






Reference Number

PO 134.00System tracks credit card purchases for and applies purchases against any applicable contracts CU IEXP

Need to bring p-card file as an interface to iExp or AP.

PO 135.00 Interface to BoA to get CoA information applied to County CoA CU PO Custom interfaceCONTRACT ADMINISTRATION

PO 136.00System allows contract administration for setting up, monitoring, and managing contracts with vendors F

Procurement Contracts

PO 137.00 Track contract through review process, including suggested revisions to draft. FProcurement

Contracts

PO 138.00 Contract creation or upload existing documents to route for workflow approval. FProcurement

Contracts

PO 139.00 Contracts can be created from quote (go straight from requisition, to quote, to contract) F POPO 140.00 Contracts can be created from purchase requisitions (with other steps in-between) F PO

PO 141.00Contracts created without any other transaction or document (don't need purchase requisition) F PO

PO 142.00 System handles contracts for leased property F POPO 143.00 Contract module can track lease payment schedules F POPO 144.00 System handles revenue contracts F Services Contracts

PO 145.00 System handles multi-vendor contracts FProcurement

ContractsPO 146.00 All contracts to be managed for any type including: PO 146.01 Professional services contracts F POPO 146.02 Construction contracts F POPO 146.03 Contracts with vendor for common items F POPO 147.00 System allows option of encumbering value of contract or not encumbering F POPO 148.00 Purchase requisitions pre-encumber funds against a contract F IPRO

PO 149.00 System allows encumbrances to be split across multiple fiscal years N REMOVED - Per clarification letter dated 10-16-09

PO 150.00 Purchase orders encumber funds against a contract F PO

PO 151.00System will identify contract opportunities when spending per commodity code exceeds $XX N


PO 152.00 Contracts with vendor linked to commodity code number, stock number or other identifier F PO

PO 153.00Attempted purchase requisitions for commodity codes or stock numbers under contract will provide a notification alert F PO

PO 154.00 Contracts are established with the following information:PO 154.01 Chart of Account information F POPO 154.02 Total Amount F POPO 154.03 Phases / Milestones F PO,POCPO 154.04 Amount by Milestone/Phase F PO,POCPO 154.05 Start date F POPO 154.06 End date F POPO 154.07 Vendor F PO






Reference NumberPO 154.08 Description of services F Services ContractsPO 154.09 Commodity code F POPO 154.10 Stock number F POPO 154.11 Contract administrator contact information F POPO 154.12 Eligible departments to use contract F POPO 154.13 Amount per Department N POPO 154.14 Eligible purchases for contract F POPO 154.15 Payment schedule F POPO 154.16 Contingency amount F PO

PO 154.17 Retainage F PO,Service ContractsPO 154.18 Source of contract (RFP, sole source, etc.) F PO,POCPO 154.19 Insurance information F PO,POCPO 154.20 Insurance expiration dates F PO,POCPO 154.21 Sub-contracts F PO,POCPO 154.22 Bonding and deposit information F PO,POCPO 154.23 Project Number F PO,POCPO 154.24 Other attributes F PO,POCPO 155.00 System identifies the following contract types:PO 155.01 Disaster planning F POPO 155.02 Green F POPO 155.03 Re-bid F POPO 155.04 Small Business F POPO 155.05 Other categories F POPO 156.00 Chart of Account information for contract can be split between accounts by:PO 156.01 Pre-defined dollar amount F PO,GL Manual ProcessPO 156.02 Percentage F PO,GL Manual ProcessPO 156.03 Milestone / Phase F PO,GL Manual ProcessPO 157.00 System validates purchase orders against contract for appropriate :PO 157.01 Date F POPO 157.02 Dollar amount F POPO 157.03 Department N POPO 157.04 Chart of Account information N POPO 157.05 Commodity code / item / service F POPO 158.00 System allows tracking purchase orders against a contract F POPO 159.00 The following changes initiate workflow approval before change is madePO 159.01 Change in effective dates to contract (start date, end date) F POPO 159.02 Change in contract dollar amount F POPO 159.03 Change in eligible uses of contract F PO

PO 160.00Purchasing department users (with proper security) can make changes to contract without workflow approval process F PO

PO 161.00Automate contract change process (workflow approval is different based on same criteria above, dollar, type, CoA, etc.






Reference NumberPO 161.01 Total dollar amount F AMEPO 161.02 Account information on line item F AMEPO 161.03 Item number F AMEPO 161.04 Stock number F AMEPO 161.05 Requesting department F AMEPO 161.06 Requesting user F AMEPO 162.00 All changes to contract are tracked in audit log F POPO 163.00 System tracks multiple contracts per vendor (at the same time) F POPO 164.00 The system must track multiple payments against a single contract. F PO

PO 165.00The system must track service performance against a contract (e.g., milestones and/or deliverables). F SC

PO 166.00The system must track and auto flag contract expiration dates with sufficient lead time to extend or re-solicit contract. F PO

PO 167.00System tracks and flags expiration dates of certifications and milestone dates associated with contract. F PO Expiry Dates are tracked

PO 168.00The system must provide notification when blanket/requirement and contract purchase order is nearly exhausted according to a user-defined dollar amount . F PO

PO 169.00The system must provide notification when blanket/requirement and contract purchase order is nearly exhausted according to a user-defined percentage threshold. F PO Alerts can be setup

PO 170.00The system must provide notification when blanket/requirement and contract purchase order is near expiration F PO Alerts can be setup

PO 171.00 The system must allow user to record and auto calculate retention amounts by:PO 171.01 Deliverable/task F PO,SPPO 171.02 % Amount F PO,SPPO 171.03 Dollar amount F PO,SPPO 172.00 System allows users to attach files to contract F PO

PO 173.00The system must record and track contract limits at user specified levels of detail over the life of the contract (e.g., 50% expended at half-way point in project). F PO

Standard functionality allows for 1 level. More than 1 will need a custom alerts needed for notification

PO 174.00The system must track and auto flag contract extension dates with sufficient lead time to re-solicit the contract. F PO

PO 175.00The system must track and auto flag contract extension dates with sufficient lead time to extend contract. F PO

PO 176.00System notifies users when thresholds are approached (example: total contract amount, amount of phase, etc.) F PO

PO 177.00 System identifies related contracts (old contract, replacement contract etc.) F POPO 178.00 System tracks amount for contract renewals by total contract and by each renewal F PO

PO 179.00System allows for drill down to show all purchase orders, requisitions, payment and vendor detail associated with contract F PO

PO 180.00 System allows parent/child relationship for contracts F POPO 181.00 Search for a contract in system by: any attribute including: PO 181.01 Vendor F PO






Reference Number

PO 181.02 Description of services CR POStandard functionality allows search by Keywords.

PO 181.03 Start date/end date F POPO 182.00 Contracts can be assigned to departmental user for administration F PO

VENDOR CATALOGS

PO 183.00 The system accommodates vendor catalogs with pre-defined purchasing lists F PO,IPROVendor Catalogs have to be loaded into PO.

PO 184.00System allows user to access vendor catalogs through system and track all selected items in purchasing system F PO,IPRO

PO 185.00 System incorporates the following vendor catalogs:PO 185.01 Office Depot F PO,IPROPO 185.02 Grainger F PO,IPRO

PO 185.03Other commodity contract vendors (Please list those with pre-defined integration to system) CU PO,IPRO

Scope include configuration of punch-out to County specific catalogs setup at Vendor sites for 5 vendors including Office Depot and Grainger. It is assumed that the chosen vendors will have dedicated staff, available to work with AST, as per the project schedule.

END OF YEAR PROCESSING

PO 186.00 Select open purchase orders can be carried over to the next fiscal year with encumbrance F POPO 187.00 Select open purchase requisitions can be carried over to the next fiscal year F PO

PO 188.00Rolled purchase requisitions and purchase orders will carry over encumbrance and pre-encumbrance F PO

PO 189.00 After end of fiscal year, purchases can be applied to old fiscal year with effective dating F PO

PO 190.00System allows purchase orders to be closed prior to end of fiscal year and re-opened (new PO) in new fiscal year F PO

PO 191.00 Closes purchase orders by either closing: PO 191.01 All purchase orders F POPO 191.02 Select purchase orders F POPO 192.00 Criteria to select open purchase orders for mass close at end of year includes: PO 192.01 Dollar amount F POPO 192.02 Age of encumbrance F POPO 192.03 Purchase order type (example: blanket PO, purchase by item, etc) F POPO 192.04 Date F POPO 192.05 Vendor F POPO 192.06 Chart of Account information N POPO 192.07 Service / Product Type (example: leases) N POPO 193.00 Closed purchase orders at end of year release encumbrance on budget and contract F PO

VENDOR SELF SERVICEPO 194.00 Vendor self service capabilities allows vendors to perform the following actions:






Reference NumberPO 194.01 Register with County F ISUPPO 194.02 Change address F ISUPPO 194.03 Add alternate address F ISUPPO 194.04 Change preferred payment method F ISUP

PO 194.05 Provide certifications, qualifications, and required forms (MBE forms, W-9, etc.) F ISUPPO 194.06 Select commodities or services that are provided F ISUPPO 194.07 Other information F ISUP

PO 195.00Changes to vendor file are routed through workflow and must be approved by purchasing/finance (depending on type of change) F ISUP

PO 196.00 Vendors view the following through vendor self service:PO 196.01 Open purchase orders F ISUPPO 196.02 Upcoming bids F ISUPPO 196.03 Status of invoice payments F ISUPPO 196.04 Messages to select vendors F ISUPPO 196.05 Invoice submission F ISUPPO 196.06 Other information F ISUPPO 196.05 Active contracts F ISUP

QUERY AND REPORTING

PO 197.00 Query and report on any field, with proper security authorization. CR PO

Feature Available. May require custom report in some cases. Scope is within the capability of standard functionality, reporting on DFF will need to be a CR.

PO 198.00System allows searching and viewing all active and non-active (open and closed) purchasing information F PO

PO 199.00 The following are standard saved queries in the system:PO 199.01 Current status of all purchasing transactions by:PO 199.011 Status F POPO 199.012 Department F POPO 199.013 Creation Date F POPO 199.014 Current approver F POPO 199.015 Buyer F POPO 199.016 Items on backorder F POPO 199.017 Vendor Name F POPO 199.018 Project Number F POPO 199.019 Contract Number F POPO 199.020 Grant Number F POPO 199.02 All vendors by:PO 199.021 Commodity code F POPO 199.022 Preferred vendor tag (green, local, etc.) CR POPO 199.023 Activity CR POPO 199.024 Phone number CR POPO 199.03 Commodity codes by:






Reference NumberPO 199.031 NIGP number F POPO 199.032 Description F POPO 199.033 Alternate description F POPO 199.034 Department "favorites/frequently used" list CR POPO 199.035 Part number CR POPO 199.036 Stock number CR POPO 199.04 Contracts by:PO 199.041 Vendor F POPO 199.042 Department CR POPO 199.043 Dates F POPO 199.044 Commodity codes F POPO 199.045 Description of services CR POPO 199.046 Grant Number CR POPO 199.047 Project Number CR POPO 199.048 Dollar amount F POPO 199.05 Budget availability by account or range of accounts showing all:PO 199.051 Expenditures, encumbrances, pre-encumbrances F GL

PO 199.052 Budget availability shows summary totals and allows for drill down to get detail F GL



Functional Category: Project AccountingAvailable Response Codes Code Count % of ModuleF Provided fully functional out of the box or with configuration (no custom development) F 110 85%CU Customization/Software Enhancement (Any custom development) CU 1 1%TP Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed) TP 0 0%SR Provided with Standard Report or Reporting Tool SR 0 0%CR Custom Report Development Required CR 11 8%N Not Included in this Proposal N 8 6%




GENERAL REQUIREMENTSPA 1.00 Supports multiple-year projects F PAPA 2.00 Projects are identified as: (could be more than one)PA 2.01 Capital projects F PAPA 2.02 Operating projects F PA

PA 2.03 Grant projects F PAIf Grant Projects are identified using Project Classification

PA 3.00Supports parent/child relations for projects and sub-projects (list any limitations in the comments column) F PA

PA 4.00 Projects can be established across funds and departments F PAPA 5.00 Allocates direct and indirect costs to projects F PA

PA 6.00 Direct and indirect costs allocated using different calculations for different costs/projects F PAPA 7.00 Projects are linked to:PA 7.01 Fixed Assets F PA,FA

PA 7.02 Grants F PAGrants need to be setup as Agreement and/or Top Task

PA 7.03 Contracts/ Purchasing Module F PA,POPA 8.00 Projects identify source of revenue F PAPA 9.00 Projects are capable of tracking multiple funding sources for one project F PA

PA 10.00Ensures that project billings do not exceed the reimbursable budget (example: project billings to other governments that can't exceed contract amount) F PA

PA 11.00 System contains project budget forecasting capabilities F HCAPPA 12.00 Projects and project phases have the following status:PA 12.01 Active / Inactive F PAPA 12.02 Pending (Cannot post financial transactions) F PAPA 12.03 Closed (Cannot post financial transactions) F PAPA 13.00 Projects can track the following:PA 13.01 Expenditures (from purchasing module) F PA

PA 13.02Hours for Project (direct hours) - from time and attendance module and work order systems F PA

PA 13.03 Salary Costs (direct costs) F PAPA 13.04 Overhead costs (indirect costs) F PA

Reference Number

Summary Statistics

Page 71 of 163 PAExhibit H (Functional Matrix) - Final (12.07.09)





Reference NumberPA 13.05 In kind matches CR PAPA 13.06 Revenues F PAPA 13.07 Equipment costs F PAPA 13.08 Material costs and quantities F PA,PO

PA 13.09 Supplies from inventory N PASince not maintaining inventory, requirement not in scope.

PA 13.10 Contractor costs/professional services F PAPA 14.00 Expenditures for capital project can be identified as capitalized expenses F PA

PA 15.00 System can generate invoice to bill for any project costs (bill to contractor, citizen, or grant) F PAPA 16.00 All project transaction are real time with all modules of the system. F PA

PA 17.00

Accommodates multiple fiscal year schedules (meaning that projects can be budgeted and tracked across more than one fiscal year, or from their specific start and end dates if necessary for grants) F PA

PA 18.00System will allow users to input alternate project numbers in other fields for interface to other systems. F PA

PA 19.00 System allows project numbers to be assigned PA 19.01 Automatically F PA Can't be both automatic and manualPA 19.02 Manually F PA Can't be both automatic and manual

PA 20.00System allows projects in project accounting module to be cross referenced with projects in other systems (project numbers in other systems have different number) F PA

PA 21.00 Project numbers are alpha-numeric F PA Only when created manually.

PA 22.00 System will link projects to grants for reporting purposes. F PA Provided Grants are setup as Agreements

PA 23.00System will split the cost of projects across various funding sources (e.g. 70% grant, 30% ad valorem) N PA

Grants not in scope, Need to be handled manually

PA 24.00System will track the prioritization of funding sources for projects (e.g. grants, ad valorem - example: charge grant first, then other sources) N PA Manual Process

PA 25.00System will allocate the cost of projects by business rules (example: matching funds, identify eligible expenses to revenues) F PA

PA 26.00System will identify and track phases of a project (e.g. design, pre construction, construction, post construction, completed) F PA

PA 27.00System will group projects by type and function and activity (type = capital, grant, operating - function = general government, public safety) F PA

PA 28.00 System will assign object codes to projects. Exp Type = Object Code F PA

PA 29.00 System will interact with the Fixed asset module to report Construction Work-in-Progress F PA,FA,GLPA 30.00 Provide budgets by fiscal year and project. F PAPA 31.00 Compare budget vs. actual. F PAPA 32.00 Track funding source by object of expenditure code. F PAPA 33.00 Allow on-line entry of factors to adjust projections. F HCAPPA 34.00 System will track change orders against initial project. F PAPA 35.00 Provide ability for project managers to input periodic status input F PA






Reference Number

PA 36.00Interface with project schedule/management tools (such as Microsoft Project, Primavera and CA Clarity) to update project status N PA

MS Project is fully functional if County buys Oracle Project Management, but this is not scoped. Others custom and not scoped.

PA 37.00Track approved funding not yet applied to project (claims on reserves, claims on future bond issues…etc) N PA

PA 38.00 Combine /split projects (reorganizations) and maintain an audit trail of such actions. N PAPA 39.00 Search capability to identify the last document posted to a project. CR PAPA 40.00 Link to WORD and Excel documents for document publications. F PA

PA 41.00Integrated with Hyperion Capital Planning Module for publication of Capital Budget document and for program budgeting reporting. CU PA

Custom Integration with Hyperion Capital Planning

PA 42.00Identify funding sources for specific segments of a project, i.e., Joint Projects with other governments or utilities. F PA

PA 43.00Track funding received on a JPA, track expenditures, calculate administrative fee due the County, add interest earned on deposit, and generate invoices (through AR) as needed. F PA Some are manual processes

PA 44.00 System will separate one project into multiple categories when added to fixed assets. F PA,FA

PA 45.00 System will allocate capitalized billing and utility engineering costs to applicable projects. F PA

PA 46.00System calculation of capitalized interest, or extract data for calculation of capitalized interest, and allocate interest to individual projects. F PA

System does not calculate interest automatically.

PA 47.00System will move a project to Fixed Assets but allow for any subsequent expenditures to be charged to that project. F PA,FA

PA 48.00

Extract data for work in process schedules on a functional basis. The reports would need to reflect beginning WIP balance, additions, transfers from WIP and ending balance. This information needs to be provided on a fund and functional basis. F PA,GLPROJECT LEDGERS

PA 49.00 Maintains the following general financial project information:PA 49.01 Budgets F PAPA 49.02 Encumbrances F PA,POPA 49.03 Pre-Encumbrances F PA,POPA 49.04 Expenditures F PAPA 49.05 Balance sheet accounts (example: receivables, retainage) CR PA,GL Receivables are only tracked in ARPA 49.06 Revenues F PA,GLPA 49.07 Penalties F PA Can be maintained through attachmentsPA 49.08 Amendments/Change orders F PA Can be maintained through attachmentsPA 50.00 Project budgets can be controlled by the following elements:PA 50.01 Fiscal year F PA

PA 50.02 Sponsor fiscal year N PA

Workaround is to load project budgets for only those fiscal periods which match Sponsor's fiscal year or enter a revenue budget.






Reference NumberPA 50.03 Funding source budget year F PAPA 50.04 Department F PAPA 50.05 Phase F PAPA 50.06 Entire project F PAPA 50.07 Sub-phase / task of project F PAPA 51.00 Budgetary control level can be set at different level for each project F PAPA 52.00 Tracks the following dates:PA 52.01 Planned Project start date F PAPA 52.02 Actual project start date F PAPA 52.03 Start date for phase (for determining eligible expenditures) F PAPA 52.04 End date for phase (for determining eligible expenditures) F PAPA 52.05 Planned project completion date F PAPA 52.06 Actual project completion date F PA

PROJECT CLOSE

PA 53.00System allows carry forward or not carry forward fiscal year appropriations at year-end for multi-year projects F PA

PA 54.00 Prevents deletion of a project or project account has activity associate with it F PAPA 55.00 Both manual and automated procedure to purge and archive data for closed projects F PA Purge CapabilityPA 56.00 Closes project using effective dating F PAPA 57.00 Effective dating for closing project phases or sub projects F PAPA 58.00 Updates the following types of accounts during a close:PA 58.01 Capital Assets F PA,FA,GL Manual ProcessPA 58.02 Expenditures F PA,FA,GL

PA 59.00Transfers construction-in-progress accounts to fixed asset accounts at project close or completion F PA,FA,GL

PA 60.00 Close of projects does not lose detailed history of project F PAREPORTING & QUERYING

PA 61.00 Produce variance reports by project F PAPSI. Detailed report may need to be custom

PA 62.00 Provide report for any project or multiple projects listing revenue or expenditures by:PA 62.01 Funding source CR PA,ARPA 62.02 Type (fixed asset, component, construction, design, operating etc) CR PA,FA

PA 62.03 Expense type F PA

Expenditure Inquiry. Limited to Standard Reporting. Detailed report may need to be custom

PA 62.04 Chart of Account breakdown CR PA,GLPSI. Limited to Standard Reporting. Detailed report may need to be custom

PA 62.05 Vendor/contractor CR PA,AP,PO

PA 62.06 Month F PAPSI. Limited to Standard Reporting. Detailed report may need to be custom

PA 62.07 Year-to-date F PAPSI. Limited to Standard Reporting. Detailed report may need to be custom






Reference Number

PA 62.08 Inception to date F PAPSI. Limited to Standard Reporting. Detailed report may need to be custom

PA 62.09 Fiscal year F PAPSI. Limited to Standard Reporting. Detailed report may need to be custom

PA 62.10 Multiple fiscal years F PAPSI. Limited to Standard Reporting. Detailed report may need to be custom

PA 63.00Report direct and indirect costs associated with a project, including assessment of fringe benefit and/or overhead costs associated with direct project labor F PA

PSI. Limited to Standard Reporting. Detailed report may need to be custom

PA 64.00Provide an on-line, real-time inquiry screen that displays the following for a project or multiple projects:

PA 64.01 Project budget F PAPA 64.02 Encumbrances F PAPA 64.03 Pre-Encumbrances F PAPA 64.04 Expenditures F PAPA 64.05 Balance sheet accounts (example: receivables, retainage) F PA,GLPA 64.06 Revenues F PAPA 64.07 Available budget F PA

PA 65.00Provide an on-line, real-time inquiry screen that displays the following project information for any user-specified date range:

PA 65.01 Budget F PAPA 65.02 Expenditures F PAPA 65.03 Encumbrances F PAPA 65.04 Pre-Encumbrances F PAPA 65.05 Revenues F PAPA 65.06 Other balance sheet account activity (retainage, receivables) F PA,GLPA 65.07 Purchase orders CR PA,PO

PA 66.00Provides report showing summary and detailed project budget and actual information by project manager CR PA

Project status inquiry should provide information on screen, but report is custom

PA 67.00Provide for an inquiry capability at the summary level with drill down capability to the more detailed levels. F PA

PA 68.00 Drill down from expenditure summary shows detailed purchase order or payment voucher F PA

PA 69.00Maintain monthly budget amounts and report budget variances on a current, annual, fiscal year-to-date and inception-to-date basis. F PA

PA 70.00 Multi-year reporting capability for capital budgets. CR PA Capability exists. Reporting Custom

PA 71.00System will identify transactions that are related to change orders and uniquely identify each change order N PA

PA 72.00 Provide report on outstanding construction commitments by fund. CR PA,GLReport summarizing multiple project is custom.

PA 73.00Report project status for current month, YTD and Inception to date with the ability to drill down to see details of expenditures and revenues. F PA






Reference Number

PA 74.00Use the projects module to track operating projects, such as individual departmental programs. F PA



Functional Category: GrantsAvailable Response Codes Code Count % of ModuleF Provided fully functional out of the box or with configuration (no custom development) F 108 66%CU Customization/Software Enhancement (Any custom development) CU 0 0%TP Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed) TP 0 0%SR Provided with Standard Report or Reporting Tool SR 0 0%CR Custom Report Development Required CR 24 15%N Not Included in this Proposal N 32 20%




GENERAL REQUIREMENTSGA 1.00 Grants may have the following status:GA 1.01 Application (not sure if grant has been awarded) F PAGA 1.02 Pending (awarded, but not executed) F PAGA 1.03 Active F PAGA 1.04 Closed F PAGA 2.00 Grants utilize effective dating to set grant status F PA

APPLICATION

GA 3.00 Departments can use system to view all grant applications NREMOVED - Per clarification letter dated 10-16-09

GA 4.00Grant application approvals can be routed for approval through workflow based on the following:

GA 4.01 Grant Type NREMOVED - Per clarification letter dated 10-16-09

GA 4.02 Department NREMOVED - Per clarification letter dated 10-16-09

GA 4.03 Amount of grant NREMOVED - Per clarification letter dated 10-16-09

GA 4.04 Matching funds required (in dollar amount or as percent of grant amount) NREMOVED - Per clarification letter dated 10-16-09

GA 4.05 Amendments NREMOVED - Per clarification letter dated 10-16-09

AWARD / SET UPGA 5.00 Establish Grant Budgets in accordance with Grant award. F PA

GA 6.00 Information from grant application transferred to grant award set up NREMOVED - Per clarification letter dated 10-16-09

GA 7.00 Tracks the following grant information:GA 7.01 Grant number F PAGA 7.02 Grant name F PAGA 7.03 CFDA/CSFA Number F PAGA 7.04 CFDA/CSFA Name F PAGA 7.05 Grant description (free form text) F PA

Summary Statistics

Reference Number

Page 77 of 163 GAExhibit H (Functional Matrix) - Final (12.07.09)





Reference NumberGA 7.06 Inactive (not available for budget entry) F PAGA 7.07 Grantor F PA,ARGA 7.08 Grantor contact name F PA,ARGA 7.09 Grantor’s mailing address F PA,ARGA 7.10 Grantor’s phone number F PA,ARGA 7.11 Date application submitted F PA,ARGA 7.12 Date application approved or denied F PA,ARGA 7.13 Original grant approval amount F PA,ARGA 7.14 Grant budget F PAGA 7.15 Grant fiscal calendar N PA Attachment may fulfill requirementGA 7.16 Grant beginning date F PAGA 7.17 Grant expiration date F PAGA 7.18 Letter of credit/draw-down F PA,AR Manual ProcedureGA 7.19 Responsible department (multiple) F PA Only 1 Department can own itGA 7.20 Department contact (multiple) F PAGA 7.21 Reimbursement schedule F PA,ARGA 7.22 Award date F PAGA 7.23 Letter of Intent to award date F PAGA 7.24 Contract number F PA,ARGA 7.25 Contract award number F PA,ARGA 7.26 Approved contract date F PAGA 7.27 Original request amount F PAGA 7.28 Award amount F PA,ARGA 7.29 Fiscal year-to-date budget, revenues, and expenditures F PA Can only store installment amountGA 7.30 Grant-to-date revenues F PA,AR

GA 7.31 Grant-to-date expenditures F PAAt the project level or top task level (If Grant is Top Task) using PSI

GA 7.32 Unexpended balance CR PAGA 7.33 Special budget appropriations CR PAGA 7.34 Carryover amounts from previous years CR PA

GA 7.35 Encumbrances F PAAt the project level or top task level using PSI

GA 7.36 Pre-Encumbrances F PAAt the project level or top task level using PSI

GA 7.37 Draw-down amounts N PA,ARProcess workarounds can accomplish requirement

GA 7.38 % complete on grant F PA At the project level using PSIGA 7.39 Advances CR PA,AR

GA 7.40 Match for grants (in-kind and $$) F PA,AR Using attachments and manual procedureGA 7.41 Grant transaction detail:GA 7.411 Grant expenditures F PA By Project or Top Task (Grant)GA 7.412 Salary and Benefits F PA By Project or Top Task (Grant)






Reference NumberGA 7.413 Other operating expenses F PA By Project or Top Task (Grant)GA 7.414 Equipment purchases (reimbursable) F PA By Project or Top Task (Grant)GA 7.415 Equipment charges (usage) F PA By Project or Top Task (Grant)GA 7.416 Federal A-87 indirect cost allocation F PAGA 7.42 Grant Compliance Information:GA 7.421 Eligible expenditures F PA Using Billable flag at the task level

GA 7.422 Non-financial information (demographics, performance measures) CR PARequires the use of DFFs and custom reporting

GA 8.00 System assigns grant numbers GA 8.01 Automatically N PAGA 8.02 Manually F PAGA 9.00 Establish reimbursable budgets for: GA 9.01 Total grant F PAGA 9.02 Grant phase F PA Manual ProcessGA 9.03 Monthly / Quarterly F PA Manual ProcessGA 9.04 Fiscal year F PA Manual ProcessGA 9.05 Multiple years F PA Manual ProcessGA 9.06 Grantor fiscal year F PA Manual ProcessGA 10.00 System allows creating milestones/phases within a grant F PAGA 11.00 Each milestone/phase can be set with differentGA 11.01 Budget F PAGA 11.02 Grant Compliance Information F PA Manual ProcessGA 11.03 Eligible expenditures F PAGA 11.04 Contact person F PAGA 11.05 Eligibility dates F PAGA 12.00 System validates transactions posted to grant againstGA 12.01 Eligible dates F PAGA 12.02 Eligible expenditure types F PA

GA 13.00 System tracks donations to the County NCan be done using Attachments. Custom Reporting

GA 14.00 System tracks any restrictions to donation NCan be done using Attachments, Custom Reporting

ACTIVITY TRACKINGGA 15.00 Captures all financial grant activity through the general ledger F PAGA 16.00 Tracks and reports grant activity by:

GA 16.01 Active fiscal year and all years within the grant contract CR PANot Using Grants but will explore workaround in PA

GA 16.02 Inception to date life of grant (over multiple fiscal years) F PA

GA 16.03 Sponsor's/Grantor fiscal year CR PANot Using Grants but will explore workaround in PA

GA 16.04 Type of grant CR PANot Using Grants but will explore workaround in PA

GA 17.00 Supports multi-year tracking process for expenditures F PA






Reference Number

GA 18.00Calculates indirect costs associated with any grant and to provide system generated entries:

GA 18.01 Per grant CR PAGA 18.02 Per type of grant CR PA

GA 19.00 Interest earnings are calculated and allocated to the grant as required F PA Manual process using Project Allocations

GA 20.00System will track multiple types of program revenue per grant (example: principle and interest and program income) F PA,AR

System capable of tracking program revenue budgets. Otherwise, only revenue tracked is billings from Projects.

GA 21.00System will calculate Federal, State, Contribution and Local portion of expenses. (matching $$) N

GA 22.00 Automated transfer for grant matching NGA 23.00 System will track advance payments on grants. N PA,AR

GA 24.00System alerts when actual expenditures exceed grant terms (period, phase, expense category, etc.). CR PA

GA 25.00 System alerts when actual revenues exceed grant terms (period, amount, etc.). CR PA,AR

GA 26.00 Tracks program compliance and financial compliance of the grant N PA

Financial compliance is fully functional; Program compliance may require some customization or personalization

GA 27.00 Captures grant expenditures and revenues by:GA 27.01 Funding source F PAGA 27.02 Grant F PA,ARGA 27.03 Phase within a grant F PAGA 27.04 Activity F PA Provided Activity is tied to Service Type

GA 27.05 Program F PAProvided Program is a segment in the chart of accounts

GA 27.06 General ledger account numbers F PA,GLGA 27.07 Grant purchase orders and encumbrances F PA,PO At the Project LevelGA 27.08 Grant status codes F PAGA 27.09 Project F PAGA 27.10 Function and Activity N PAGA 27.11 Grantor F PA,ARGA 27.12 Invoice F PA,ARGA 27.13 Type of work (grant only applies to select activities that are part of project) F PA Funding TasksGA 27.14 Type of grant (federal, state, etc.) F PAGA 27.15 CFDA number F PAGA 27.16 CFSA number F PA

GA 28.00Supports unique match rates for (e.g., personnel at 100% and supplies at 25% for grant 1, personnel at 90% and supplies at 40% for grant 2):

GA 28.01 Grant NREMOVED - Per clarification letter dated 10-16-09






Reference Number

GA 28.02 Grant phase NREMOVED - Per clarification letter dated 10-16-09

GA 28.03 Individual object NREMOVED - Per clarification letter dated 10-16-09

GA 28.04 Group of objects NREMOVED - Per clarification letter dated 10-16-09

GA 29.00Prohibits processing of grant-related expenditure transactions not within grant service dates (with override capability based on security) F PA At the project level

GA 30.00Allows processing of grant-related revenue transactions outside of the grant service dates (with override capability based on security) F PA Only Project Expenditures

GA 31.00 The system must validate timesheets against grant requirements. F PAIf Grant is setup as a top level task, it would be validated

GA 32.00Accesses details of salary costs associated with a specific grant (on an hourly or partial hour basis) N PA,PO

GA 33.00 System separates out salaries vs. benefits for grant reimbursement CR PA

GA 34.00The system must roll over the following from one grant year to the next for multi-year grants, until the grant expires:

GA 34.01 Appropriations F PAGA 34.02 Revenue sources F PA,ARGA 34.03 Encumbrances F PA,POGA 34.04 Expenditures F PAGA 35.00 System allows users to pre-commit grant funds and create an encumbrance F PA,PO

GA 36.00 System calculates interest earning on advanced payment grants NRequires the use of a separate application to keep track of interest earned.

BILLING

GA 37.00The system must interfaces with Accounts Receivable to provide all billing, aging, and tracking capabilities. F PA,AR

GA 38.00 Generates revenue/receivable transactions from grants expenditure data F PA,AR

GA 39.00 Records as a memo entry the ‘in-kind’ value (e.g., non-cash match) as part of grant activity F PA Using Attachment on the AgreementGA 40.00 Reimbursable budgets control expenditures available for grant billing F PA

GA 41.00Provides a real-time edit to ensure that grant billings do not exceed the reimbursable budget F PA

GA 42.00 Produces an invoice based on the direct and indirect costs F PA,AR

GA 43.00Reports and bills different types of costs for providing a service against revenue for that service such as:

GA 43.01 Actual costs F PA,ARGA 43.02 Billable costs CR PA,ARGA 43.03 Invoiced costs F PA,AR

REPORTINGGA 44.00 System allows users ad-hoc query and search capabilities on any grant attribute CR PAGA 45.00 The system has the following saved queries F PA






Reference NumberGA 46.00 Display all grant transactions by:GA 46.01 Type of grant CR PAGA 46.02 Grant revenue source CR PAGA 46.03 Department CR PAGA 46.04 Project F PAGA 46.05 Grant CR PA

GA 46.06 Chart of Account breakdowns CR PA,GL

Project Costing doesn't maintain Chart of Account breakdowns, but a report which joins values in Project Costing with those in the General Ledger could be developed

GA 46.07 Granting organization CR PAGA 47.00 Display grant activity information by:GA 47.01 Month F PAGA 47.02 Year F PAGA 47.03 Fiscal Year F PAGA 47.04 Multiple Fiscal Years F PAGA 47.05 Grantor Fiscal Year CR PAGA 47.06 Other user defined period CR PAGA 48.00 Option to control reporting category at:GA 48.01 Granting organization N PAGA 48.02 Granting agencies N PAGA 48.03 CFDA number N PAGA 48.04 CSFA (State of Florida) N PA

GA 49.00 Provides required reporting templates for common state and federal grants: N PAREMOVED - Per clarification letter dated 10-16-09

GA 50.00Grant reporting by compliance categories (non-financial stored information - example: income, demographics, etc. CR PA

Non Financial information isn't a standard report in Project Costing nor Project Billing.

GA 51.00 Grant detail can roll to higher level for reporting N PAFunctionality available if grants is set up as a top-level task.

GA 52.00 System reports interest earnings on advanced payment grants N PA, AR

There are no standard reports for this function in Project Costing or Project Billing.

GRANT MANAGEMENT AS SPONSORGA 53.00 System is used to track pass through grants F PAGA 54.00 System is used to track grants provided by the County N PA Using Attachment on the Agreement

GA 55.00 System allows creation and tracking of loans to external organizations F PA

Although there is no direct loan integration, payment can be tracked through PO issues to the external organization.

GA 56.00 Amortization schedules N Oracle Loans required to fulfill requirement






Reference NumberGA 57.00 System provides loan billing through AR F PA,AR Manual ProcessGA 58.00 Attach files to loans (pdf, excel, word, etc) F PA



Functional Category: InvestmentsAvailable Response Codes Code Count % of ModuleF Provided fully functional out of the box or with configuration (no custom development) F 31 67%CU Customization/Software Enhancement (Any custom development) CU 0 0%TP Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed) TP 0 0%SR Provided with Standard Report or Reporting Tool SR 5 11%CR Custom Report Development Required CR 8 17%N Not Included in this Proposal N 2 4%




GENERAL REQUIREMENTSINVEST 1.00 Investment transactions can automatically or manually post to the General Ledger F TRINVEST 2.00 Provides analytic capability of investments. F TRINVEST 3.00 Allows for multiple pools/interest allocations/sweeps. F TRINVEST 4.00 Conforms to GASB31 market value/fair value adjustments. F TRINVEST 5.00 System will handle both pooled and non-pooled cash and investment management. F TRINVEST 6.00 Permits securities to accrue for 360/365 days per year. F TR

INVEST 7.00Ability to input market values monthly with the change in FMV calculated. An automatic journal entry would be generated. F TR Input supported. JV is manual

INVEST 8.00System to ensure pooled investments match the sum of each fund's equitable share in the pool. N TR

System allows definition of cash pools and Investment pools. A custom report can developed to match the sum of each fund's equitable share.

INVEST 9.00 System calculates amortization of premium and discounts and generates a journal entry. F TROnly if system is enabled to perform revaluation

INVEST 10.00 New purchases using standard templates F TRINVEST 11.00 Allocation of investment earnings with Journal entry created. F TR

INVEST 12.00Security sales are entered using templates with the gains/losses calculated and journal entry generated F TRREPORTING

INVEST 13.00Provides daily cash/investment report listing by agency by each fund for all account numbers with the following detail:

INVEST 13.01 Actual balances for the day SR TRINVEST 13.02 Actual and average balances for the prior month end CR TRINVEST 13.03 Actual balances for the 2nd and 3rd prior month end CR TRINVEST 13.04 Actual balances for the prior fiscal year end CR GLINVEST 13.05 Column subtotals at the fund level CR TRINVEST 13.06 Column totals at the agency level CR TRINVEST 14.00 Provide reporting for activities within a fund (e.g. fire districts, library) CR TR

INVEST 15.00 System will provide daily investment pool allocation listing by pool and fund providing:INVEST 15.01 Actual balances for the day F TRINVEST 15.02 Actual and average balances for the prior month end F TR

Summary Statistics

Reference Number

Page 84 of 163 INVESTExhibit H (Functional Matrix) - Final (12.07.09)





Reference Number

INVEST 15.03 Actual balances for the 2nd and 3rd prior month ends F TRINVEST 15.04 Actual balances for the prior fiscal year end F TRINVEST 15.05 Totals for equity in pooled investments with column subtotals by pool. CR TRINVEST 16.00 Provide daily balance sheet for pooled investment listing by investment type:INVEST 16.01 Actual balances for the day FINVEST 16.02 Actual and average balances for the prior month end FINVEST 16.03 Actual balances for the 2nd and 3rd prior month ends FINVEST 16.04 Actual balances for the prior fiscal year end F

CASH MANAGEMENT

INVEST 17.00Provide daily cash requirements report listing by each selected fund each of its selected account numbers providing:

INVEST 17.01 Actual balances for the day F CMINVEST 17.02 Actual and average balances for the prior month end F CMINVEST 17.03 Actual balances for the 2nd and 3rd prior month ends F CMINVEST 17.04 Actual balances for the prior fiscal year end F CM

INVEST 18.00Provide current month's daily activity in cash/investment detail report listing by bank account and equity in pooled investment providing:

INVEST 18.01 Transaction (effective) date SR TR,CMINVEST 18.02 Source code F TR,CMINVEST 18.03 Debits SR TR,CMINVEST 18.04 Credits SR TR,CMINVEST 18.05 Daily beginning balances F TR,CMINVEST 18.06 Daily ending balances F TR,CMINVEST 18.07 Transaction Description F TR,CMINVEST 18.08 Subtotals for bank account or equity in pooled investment SR TR,CMINVEST 18.09 Totals at the agency level F TR,CMINVEST 19.00 Provide inventory of securities including non-financial information:INVEST 19.01 Security earnings by period (accrual basis) F TRINVEST 19.02 Amortization of premiums and discounts N TRINVEST 19.03 Investment roll forward - select period (month, qtr, annual) F TRINVEST 19.04 Accrued interest by security F TRINVEST 19.05 Report book vs. FMV by investment and security CR TR

Page 85 of 163 INVESTExhibit H (Functional Matrix) - Final (12.07.09)


Functional Category: Fixed AssetsAvailable Response Codes Code Count % of ModuleF Provided fully functional out of the box or with configuration (no custom development) F 203 91%CU Customization/Software Enhancement (Any custom development) CU 0 0%TP Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed) TP 0 0%SR Provided with Standard Report or Reporting Tool SR 12 5%CR Custom Report Development Required CR 8 4%N Not Included in this Proposal N 1 0%




GENERAL REQUIREMENTSFA 1.00 The system is compatible with all GASB 34 requirements F FAFA 2.00 System tracks:FA 2.01 Capitalized items F FAFA 2.02 Non-capitalized items F FA

FA 3.00 Accommodates use of bar code scanning equipment F MSCA,FAEquipment will have to be purchased by the County.

FA 4.00 System tracks donated assets (developer donated land and infrastructure) F FAFA 5.00 System must identify fixed asset, based upon:FA 5.01 General ledger account/subaccount F FAFA 5.02 Serial number F FAFA 5.03 Class/type F FAFA 5.04 Physical Location F FAFA 5.05 Purchase Price F FAFA 5.06 Voucher Number F FAFA 5.07 Check Number F FAFA 5.08 Acquisition date F FAFA 5.09 Useful Life F FAFA 5.10 Last physical inventory date F FAFA 5.11 Vendor F FAFA 5.12 Custodian F FAFA 5.13 Betterments F FAFA 5.14 Purchase Authority F FAFA 5.15 Asset number F FAFA 5.16 Asset description F FAFA 5.17 Asset Type F FAFA 5.18 Asset class F FAFA 5.19 Restricted use / sale F FAFA 5.20 Grants F FAFA 5.21 Function F FAFA 6.00 System can attach electronic documents (including photos) to an asset record F FAFA 7.00 Tracks assets with shared ownership (shared with other agencies) F FA

Reference Number

Summary Statistics

Page 86 of 163 FAExhibit H (Functional Matrix) - Final (12.07.09)





Reference Number

FA 8.00 Bar code printing equipment to print vinyl and asset labels F FAEquipment will have to be purchased by the County.

FA 8.00Track percentage of asset owned for shared assets that can be different for each asset (example: 35%/65%) F FA

FA 9.00 System supports identification of equipment withFA 9.01 Asset ID tag F FA

FA 9.02 Bar-coding F MSCAEquipment will have to be purchased by the County.

FA 10.00Ability to generate a fixed asset transaction or record via the purchasing/payable transactions, the Project Accounting module and independently. F FA

FA 11.00 Include parcel numbers for land and be able to sort on this field. F FAFA 12.00 Track if asset was acquired via purchase, capital lease or donation. F FA

FA 13.00Fixed Asset Ledger to carry details of transactions reflecting modifications to Fixed Asset records. F FA

FA 14.00 System will handle mass reorganizations or changes in Fund types. F FAFA 15.00 System restrict processing of fixed asset transactions for specified fund(s) F FA,GLFA 16.00 System will cross reference fixed asset location code with the Asset Number. F FA

FA 17.00Provide for the calculation of current replacement costs and insured value based on variables such as consumer price index adjustments or average inflation amounts. N


FA 18.00

Provide for recording the transfer of assets between departments or locations on-line Propose transfers on-line, but review and posting done by fixed asset staff via system workflow. Manual data entry or by bar code scanner. F FA

FA 19.00 Track property being accounted for on a lease purchase. F FAFA 20.00 Update records based on transfers within organizations. F FAFA 21.00 Maintain a general ledger fixed asset group of accounts. F FAFA 22.00 Provide on-line inquiry of pertinent property data. F FA

FA 23.00Track assets received, traded, or sold internally between like and different type of funds, also externally. F FA

FA 24.00 Provide on-line updating of property records end general ledger accounts. F FA

FA 25.00Allow classification into capital equipment or small equipment groups, subtotal each group and supply a total overall value. Provide drill down capability on inquiry screen. SR FA

FA 26.00 Maintain insurance valuation separate from asset cost. F FAFA 27.00 Distinguish between fixed assets and property control items. F FA,INVFA 28.00 Adjust asset cost and automatically adjust the appropriate general ledger accounts. F FAFA 29.00 System will track Funding Source (Grant Info or restricted funds) F FA,PO,PA Grant set up as top TaskFA 30.00 System will track asset type (e.g. real, equipment, etc.) F FA

FA 31.00Compute depreciation expense for financial statement purposes for funds that require depreciation. F FA

FA 32.00

Compute depreciation on a memo basis within the system without necessarily generating a journal entry to the general ledger if desired. Have the ability to post depreciation to some funds but not to others. F FA

FA 33.00 Additional data fields for source of funds. F FA






Reference Number

FA 34.00When recording adjustments in multiple fiscal years the depreciation is correctly recalculations F FA

FA 35.00 Need ability to transfer assets associated with inactive fund/account/center combinations. F FAASSET ADDITIONS AND MAINTENANCE

FA 36.00 System identifies potential fixed assets from purchasing module byFA 36.01 Chart of Accounts F FA,POFA 36.02 Dollar F FA,POFA 36.03 Item number F FA,POFA 37.00 System identifies potential fixed assets from accounts payable module byFA 37.01 Chart of Accounts F FA,POFA 37.02 Dollar F FA,POFA 38.00 System allows creation of asset that does not flow through purchasingFA 38.01 Asset below purchasing dollar threshold F FAFA 38.02 Donated asset F FAFA 39.00 System tracks the following categories of assets:FA 39.01 Land F FAFA 39.02 Buildings F FAFA 39.03 Improvements F FAFA 39.04 Equipment F FAFA 39.05 Furniture and fixtures F FAFA 39.06 Vehicles F FAFA 39.07 Capitalized leases F FAFA 39.08 Infrastructure F FAFA 39.09 Other (Intangible Assets) F FAFA 40.00 System specify the location of an asset by:FA 40.01 Building and room number F FAFA 40.02 Address F FAFA 40.03 Parcel number F FAFA 40.04 Legal description F FAFA 40.05 Floor plan F FAFA 40.06 Underground F FAFA 40.07 GIS coordinates F FAFA 40.08 GPS coordinates F FAFA 40.09 Warehouse F FAFA 41.00 System assigns asset number(s)FA 41.01 Automatically F FAFA 41.02 Manually F FA

FA 42.00System maintains detailed property information required to identify and track assets including:

FA 42.01 Asset number F FAFA 42.02 User defined fields F FAFA 42.03 Chart of Account distribution F FA






Reference NumberFA 42.04 Organization F FAFA 42.05 Department F FAFA 42.06 Asset acquisition date F FAFA 42.07 In-service date F FAFA 42.08 Asset condition F FAFA 42.09 Asset status (e.g., inactive) F FAFA 42.10 Unit cost/value F FAFA 42.11 Value basis F FAFA 42.12 Trade-in credit F FAFA 42.13 Vendor number, name F FAFA 42.14 Asset descriptive information F FAFA 42.15 Manufacturer number, name F FAFA 42.16 Model year F FAFA 42.17 Model number F FAFA 42.18 Horsepower F FAFA 42.19 Serial number F FAFA 42.20 Employee name for employee to which asset is assigned to (if applicable) F FAFA 42.21 Employee number for employee to which asset is assigned to (if applicable) F FAFA 42.22 Driver license number of the employee asset is assigned to (if applicable) F FAFA 42.23 Warranty/maintenance information F FAFA 42.24 Maintenance company F FAFA 42.25 Disposal information F FAFA 42.26 Lease asset information (if applicable) F FAFA 42.27 Estimated useful life F FAFA 42.28 Replacement cost – This field can be updated as needed by users F FAFA 42.29 Depreciation schedule (method and life) F FAFA 42.30 Depreciation convention (beginning of month, half-year, mid-month, etc.) F FA

FA 42.31 Disposal limitations (grant prohibits sale or sale proceeds go to funding agency) F FAFA 43.00 Asset can have multiple account distributions F FA

FA 44.00System must link component units (parent/child relationship) whereby each component maintains its own financial and historical information and depreciable life. F FA

FA 45.00System allows addition and maintenance of assets obtained through non-expenditure transactions (e.g., gifts, donations, eminent domain, below capital asset threshold) F FA

FA 46.00 System is able to copy an asset record to create a similar asset record F FAFA 47.00 System allows templates for creation of many assets F FAFA 48.00 Asset template can add data to any field in fixed asset record F FAFA 49.00 System records insurance information including: FA 49.01 Insurance company name F FAFA 49.02 Insurance company address F FAFA 49.03 Insurable value F FAFA 49.04 Policy number F FA






Reference NumberFA 49.05 Policy period (term) F FAFA 49.06 Type of coverage F FAFA 49.07 Liability limits F FAFA 49.08 Premium F FAFA 49.09 Expiration date F FAFA 49.10 Other user-defined fields F FA

FA 50.00System allows transfer of fixed assets, including partial transfers, within or between locations/organizations at the individual asset level F FA

FA 51.00Asset transfers (and partial transfers) generate the appropriate accounting entries for cost and accumulated depreciation automatically F FA

FA 52.00 System allows assets to be transferred from one fund to another F FAFA 53.00 Assets that have been transferred maintain detailed history F FAFA 54.00 Record and accumulate maintenance information for individual fixed assets. F FA

FA 55.00Record and accumulate maintenance information for individual fixed assets. (Respective departments would be maintaining this information, not the Fixed Assets department) F FACUSTODIAN TRACKING

FA 56.00System will assign a custodian code to all assets and track them by custodian code ( acquisitions, betterments, modification, transfers, internal sale and dispositions) F FA

FA 57.00 System will restrict transactions by custodian to the assets within their jurisdiction F FA

FA 58.00

Ability to restrict type of transactions that can be decentralized to custodians (e.g.. Limit to transfers and correcting and adding additional information and adding comments) Modifications to cost and internal sale transactions can be initiated by a department but must have Finance approval). F FA

FA 59.00System contains flexible reporting fields such as class, category, type, group, function and activity. F FA

FA 60.00System will assign a custodian code to one or multiple Fund/Agency/Organization combinations (i.e. a Fund/Agency/Organization/Custodian cross-reference) F FA

FA 61.00

Custodian code should be validated for all fixed asset transactions to ensure that the custodian code is valid (exists and is valid in combination with the associated Fund/Agency/Organization). F FA

FA 62.00 Ability to assign valid locations from a location table for a custodian. F FA

FA 63.00Validate valid locations for a custodian by using a lookup to a custodian location table for all fixed asset transactions. F FA

FA 64.00System will handle custodian codes and locations during any Fixed Asset reorganization process. F FA

FA 65.00 Identify asset as missing during last inventory. F FAFA 66.00 Identify condition of asset at last inventory. F FA

ASSET DISPOSITION, RETIREMENT, AND THEFT

FA 67.00System records the following information related to disposals, trade-ins, missing, lost, or stolen assets:

FA 67.01 Asset number F FA






Reference NumberFA 67.02 Reporting individual F FAFA 67.03 Date of occurrence or date first noticed missing F FAFA 67.04 Description of circumstances surrounding the disappearance/disposition F FAFA 67.05 Steps taken to locate item F FAFA 67.06 Disposal date F FAFA 67.07 Disposal amount F FAFA 67.08 Disposal method F FAFA 67.09 Original cost F FAFA 67.10 Accumulated deprecation F FAFA 67.11 Book value F FAFA 67.12 Disposal type:

FA 67.121 Surplus, scrapped, cannibalized, lost, stolen, donated, trade-in, impaired, etc. F FAFA 67.122 Sold at auction F FAFA 67.13 Proceeds, if any F FAFA 67.14 Cost of disposal (i.e., transportation costs & commissions) F FAFA 67.15 Like-kind exchange F FA

FA 67.16Provide for a reconciliation of proceeds per the Fixed Assets module and revenue reported in the General Ledger. F FA

FA 68.00 Tracks estimated useful life for asset F FA

FA 69.00 Attach grant expiration date to asset and notify users when expiration date is imminent F FA

FA 70.00System will flag assets with disposal restrictions and display the restriction message for user handling (e.g., federal grant items that must be returned to the federal government) F FA

Limited to the Standard Configuration of Personalizations

FA 71.00System flags donated items during disposal. (donated items may need to go back to grantor) CR FA

FA 72.00 Allocate proceeds from auction sales to individual assets included in the pallet sold. F FA

FA 73.00

Need to handle the internal sale of assets. The original NBV must be removed with associated gain or loss recognized and the asset given the new cost with a new depreciable life starting with the date of sale. History of the asset must be retained. F FA

FA 74.00 Audit trail on changes of location (maintain history of location change) F FADEPRECIATION

FA 75.00 System provides the following depreciation functionality:

FA 75.01

Provide depreciation schedules on fixed assets on a fund and functional basis with sub-totals by type of assets (building, improvements, equipment) and further grouping by category of asset, i.e., within water improvements identify totals for pumping, transmission lines, wells, etc. F FA

FA 75.02Automatically calculate depreciation in accordance with the depreciation method and convention designated for an asset F FA

FA 75.03Maintain multiple asset basis values for each asset if desired, utilizing industry-standard depreciation methods F FA






Reference Number

FA 75.04Automatically charge depreciation to multiple chart of accounts for split-ownership assets F FA

FA 76.00System allows for changing the following and will automatically recalculate depreciation expense in accordance with such changes (with proper authorization):

FA 76.01 Asset useful life F FAFA 76.02 Value basis F FAFA 76.03 Salvage value F FAFA 76.04 Depreciation method F FA

FA 77.00System can simulate depreciation calculations for the following without being required to post the results

FA 77.01 Individual assets F FAFA 77.02 Groups of assets F FAFA 78.00 System provides multiple depreciation methods including:FA 78.01 Straight line F FAFA 78.02 Declining balance F FAFA 79.00 System prevents the depreciating of an asset's value below zero F FAFA 80.00 Depreciation calculated at:FA 80.01 Beginning of month F FAFA 80.02 Half-year F FAFA 80.03 Mid-Month F FAFA 80.04 Other user defined criteria F FA

FA 81.00Depreciation methods can be changed for an asset or group of assets, to depreciate the assets for the balance of the asset's useful life F FA

FA 82.00 System can designate some assets as non-depreciable (i.e., land) F FA

FA 83.00Changes in the capitalization threshold will result in reclassification to non-capitalized assets for those assets below the new threshold F FA It will have to be handled manuallyCAPITAL PROJECTS

FA 84.00System is able to identify/record all capitalizable costs associated with the construction or purchase/acquisition of an asset F FA

FA 85.00System captures activity/costs incrementally resulting from several government departments working concurrently on a project F FA

FA 86.00System can recognize fixed/capital assets when they are completed, regardless of whether the project has been completed F FA

FA 87.00Integration with purchasing and Oracle project module to capture costs for constructed assets F FAASSET WARRANTIES AND SERVICE

FA 88.00System maintains online maintenance history and warranty/service agreement information for assets F FA

FA 89.00 System records and tracks regular/preventive maintenance performed on selected assets F FAPHYSICAL INVENTORY

FA 90.00 System will follow all rules of State 0f Florida Auditor General for annual inspections F FAFA 91.00 The system must produce inspection sheets CR FA






Reference Number

FA 92.00 The system must be able to adjust physical to system inventory with valuation changes F FA

FA 93.00 Bar coding scanning can be used for annual inspections F MSCAEquipment will have to be purchased by the County.

QUERYING AND REPORTINGFA 94.00 System generates standard governmental fixed asset reports including

FA 94.01 The Standard Governmental Capital Asset Financial Statement Note Disclosure, CR FA

FA 94.02Changes in Capital Assets by governmental activities reports in standard CAFR format. CR FA

FA 94.03Changes in Capital Assets by business Type activities reports in standard CAFR format CR FA

FA 94.04System should provide multi-year (2-5 years) capital asset requirement replacement report. CR FA

FA 95.00 System provides all reports in compliance with GASB Statement No. 34 F FA

System Compliant with GASB34. County Specific Reports have to be custom reporting

FA 96.00Depreciation report by balance sheet category, such as buildings and equipment, and can provide more detailed summary reporting by category. SR FA

FA 97.00 System produces a report of assets by:FA 97.01 Any breakdown of the Chart of Account structure SR FAFA 97.02 Function CR FAFA 97.03 Activity SR FAFA 97.04 Vendor SR FAFA 97.05 Manufacturer SR FAFA 97.06 Location SR FA

FA 97.07 Grant F FAAssuming Program available in COA. Alternatively, can be stored in DFF/KFF.

FA 97.08 Program / Project F FA Assuming part of Chart of Accounts.FA 97.09 Funding Source F FA Assuming Fund to be part of COA.FA 97.10 Reports can be run for:FA 97.11 Fiscal year SR FAFA 97.12 Calendar year SR FAFA 97.13 Month SR FAFA 97.14 Multiple years SR FAFA 97.15 Other user defined period SR FA

FA 98.00

System will produce year end reports and schedules required for CAFR (Schedule of General Fixed Assets by Source, Schedule of General Fixed Assets by Function and Activity, Schedule of Changes in Fixed Assets by Function and Activity.) CR FA



Functional Category: InventoryAvailable Response Codes Code Count % of ModuleF Provided fully functional out of the box or with configuration (no custom development) F 59 56%CU Customization/Software Enhancement (Any custom development) CU 1 1%TP Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed) TP 0 0%SR Provided with Standard Report or Reporting Tool SR 8 8%CR Custom Report Development Required CR 0 0%N Not Included in this Proposal N 38 36%




GENERAL REQUIREMENTSINV 1.00 Integration with purchasing to automatically create inventory items F INVINV 2.00 Inventory can be entered manually or imported from other applications F INVINV 3.00 Accommodate multiple warehouses F INV

INV 4.00 Generate and print labels with bar coding NREMOVED - Per clarification letter dated 10-16-09

INV 5.00 Create a unified common item numbering system to be used across the County. F INVINV 6.00 Maintain and track the following information for inventory items:INV 6.01 By organizational unit (department/office) F INVINV 6.02 By warehouse for multiple warehousing F INVINV 6.03 Holding account F INVINV 6.04 Item description F INVINV 6.05 Multiple alias names F INVINV 6.06 Unit of measure for:INV 6.061 Purchase F INVINV 6.062 Issue F INVINV 6.07 Unit cost F INVINV 6.08 Actual price F INV

INV 6.09 Bulk cost NREMOVED - Per clarification letter dated 10-16-09

INV 6.10 Average price (calculated value) F INVINV 6.11 Reel number (e.g., number assigned to a reel of cable) F INVINV 6.12 Quantity on a specific reel (e.g., number of feel left of specific reel) F INVINV 6.13 Vendor number F INV,POINV 6.14 Primary vendors F INV,PO

INV 6.15 Min-max points NREMOVED - Per clarification letter dated 10-16-09

INV 6.16 Quantity on hand F INVINV 6.17 Quantity on order F INVINV 6.18 Quantity received on orders F INVINV 6.19 Quantity on back-order F INVINV 6.20 Ordered year-to-date F POINV 6.21 Received year-to-date F INV

Reference Number

Summary Statistics

Page 94 of 163 INVExhibit H (Functional Matrix) - Final (12.07.09)





Reference Number

INV 6.22 Issued current period NREMOVED - Per clarification letter dated 10-16-09

INV 6.23 Issued year-to-date NREMOVED - Per clarification letter dated 10-16-09

INV 6.24 Commodity code F INVINV 6.25 Item number F INV

INV 6.26 Shelf life or expiration date NREMOVED - Per clarification letter dated 10-16-09

INV 6.27 Warranty term NREMOVED - Per clarification letter dated 10-16-09

INV 6.28 Location NREMOVED - Per clarification letter dated 10-16-09

INV 6.29 Component items list (e.g. subtitles of a series of books) NREMOVED - Per clarification letter dated 10-16-09

INV 6.30 Seasonal information NREMOVED - Per clarification letter dated 10-16-09

INV 6.31 Text field for miscellaneous entry NREMOVED - Per clarification letter dated 10-16-09

INV 6.32 Hazardous Materials F INV

INV 6.33 Spoilage (e.g. food items) NREMOVED - Per clarification letter dated 10-16-09

INV 7.00 Update stock item data and maintain all the specific data for:INV 7.01 Purchases F INVINV 7.02 Returns to stock F INVINV 7.03 Returns to supplier F INVINV 7.04 Adjustments (credits, etc) F INVINV 7.05 Transfers F INVINV 7.06 Receipts F INVINV 7.07 Requisitions F INVINV 7.08 Employee number (of requestor) F INVINV 7.09 Backorders FINV 7.10 Defective or damaged parts returned to vendor F INV

INV 7.11 Issuance of Inventory NREMOVED - Per clarification letter dated 10-16-09

INV 7.12 Surplus/ junk/ spoiled items NREMOVED - Per clarification letter dated 10-16-09

INV 7.13 Recalls NREMOVED - Per clarification letter dated 10-16-09

INV 7.14 Other user defined items NREMOVED - Per clarification letter dated 10-16-09

INV 7.15 System must review returns or adjustments documents in real-time. NREMOVED - Per clarification letter dated 10-16-09






Reference Number

INV 7.16 System must review, in real-time, inventory after returns or adjustments NREMOVED - Per clarification letter dated 10-16-09

INV 8.00Block inventory requisitions based on user-defined characteristics (e.g., location does not have tile so cannot request wax) N


INV 9.00System allows users to merge multiple inventory items to a new or existing inventory item with an audit trail F INV

INV 10.00 Images can be attached to inventory items in the system F INVINV 11.00 System can accommodate items with zero dollar value and/or zero quantity F INVINV 12.00 System allocates purchases and stock to the following:INV 12.01 Departments F INVINV 12.02 Warehouses F INVINV 12.03 Section of warehouse F INVINV 12.04 Cost center F INVINV 12.05 User-defined category F INVINV 13.00 System indicates stock on hand for each location F INVINV 14.00 System indicates stock on hand for multiple locations F INVINV 15.00 System records transfer of inventory stock among locations F INV

INV 16.00 System must allow users to specify uniform mark-up or overhead costs for inventory item F INVINV 17.00 System reserves stock items for specific projects or work orders CU INV Custom interface

INV 18.00System processes partial pick/issue tickets of reserved items while keeping the remaining balance of items on reserve N OM


INV 19.00 System generates trip/delivery tickets N OMREMOVED - Per clarification letter dated 10-16-09

INV 20.00System can bundle items into "carts" or "kits" (A cart or kit consists of items which are always ordered together - For example: all supplies needed for an oil change) N OM


INV 21.00System can place a cap on the quantity of an item that can be issued to a requestor during a specified time period N


INV 22.00System can place a cap on the dollar amount of an item that can be issued to a requestor during a specified time period N


INV 23.00System provides an automatic reorder process for all, or selected, stock items including electronic request and approval - (integration with purchasing module) N


INV 24.00 System tracks item usage F INV

INV 25.00User can define, by item, the variables used in determining reorder points and reorder quantities F INV

INV 26.00 System allows manual overrides of reorder points and reorder quantities F INV

INV 27.00System automatically updates inventory on-order information at the time that a requisition is created N


INV 28.00 Flag/notification for unusual inventory behavior

INV 28.01 Employees NREMOVED - Per clarification letter dated 10-16-09

INV 28.02 Crew NREMOVED - Per clarification letter dated 10-16-09






Reference Number

INV 28.03 Work unit NREMOVED - Per clarification letter dated 10-16-09

PHYSICAL INVENTORYINV 29.00 System can freeze inventory to prevent inventory action within the building F INVINV 30.00 System provides cycle count scheduling F INVINV 31.00 Inventory counts from the worksheets are entered into the system by:INV 31.01 Manually F INV

INV 31.02 Bar code N REMOVED - Per clarification letter dated 10-16-09

INV 32.00System automatically interfaces with the general ledger for physical inventory adjustments with appropriate workflow approval and security F INV,GLREPORTING / QUERYING

INV 33.00 System produces the following reports by user selected criteria:INV 33.01 Inventory stock catalog by criteria (e.g. office supplies) SR INVINV 33.02 Inventory count report SR INVINV 33.03 Inventory status report SR INVINV 33.04 Usage year-to-date SR INV

INV 33.05 Inventory Item List by user selected fields NREMOVED - Per clarification letter dated 10-16-09

INV 33.06 Inventory turnover ratios NREMOVED - Per clarification letter dated 10-16-09

INV 33.07 Receiving activity by receiver SR INV

INV 33.08 Delivery time for warehouse requests NREMOVED - Per clarification letter dated 10-16-09

INV 33.09 Inventory history by usage/date range NREMOVED - Per clarification letter dated 10-16-09

INV 33.10 Backorders NREMOVED - Per clarification letter dated 10-16-09

INV 34.00 Ad-hoc reporting on all fields SR INV, OBIEEINV 35.00 System can create physical inventory reports, including the following:INV 35.01 Exception report of quantity variances SR INVINV 35.02 Physical inventory discrepancy report SR INVINV 36.00 Report detailing inventory use by:

INV 36.01 Employee NREMOVED - Per clarification letter dated 10-16-09

INV 36.02 Department NREMOVED - Per clarification letter dated 10-16-09

INV 36.03 Asset (example: parts for a vehicle) NREMOVED - Per clarification letter dated 10-16-09

INV 37.00Integrate with purchasing module to create a centralized on-line catalog of items available to buy. F INV

INV 38.00Interface with existing specialty inventory systems to transmit items purchased, quantity and price. F INV

System has the ability. Not enough information to estimate resources.






Reference Number

INV 39.00Each item in the centralized on-line catalog should be linked to the vendor and contract or agreement under which it was purchased. F INV



Functional Category: Performance ManagementAvailable Response Codes Code Count % of ModuleF Provided fully functional out of the box or with configuration (no custom development) F 110 95%CU Customization/Software Enhancement (Any custom development) CU 3 3%TP Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed) TP 0 0%SR Provided with Standard Report or Reporting Tool SR 0 0%CR Custom Report Development Required CR 3 3%N Not Included in this Proposal N 0 0%




STRATEGY AND MEASURE MANAGEMENTPM 1.00 System must provide organizational wide and department/division management of:PM 1.01 Mission F HPSPM 1.02 Vision F HPSPM 1.03 Values F HPSPM 1.04 Goals and Objectives F HPSPM 1.05 Key indicators F HPSPM 1.06 Performance measures F HPSPM 1.07 Targets F HPSPM 1.08 Performance Results F HPSPM 1.09 Other strategic objectives F HPSPM 2.00 Performance data must link to budget using the chart of accounts F HPS

PM 3.00Performance data can be linked to programs which may occur across many accounts / centers/ departments, etc. F HPS

PM 4.00 Performance measures include data definition F HPSPM 5.00 Allow performance measures to be compared against other organizations CR HPS/HFRPM 6.00 Performance data from other organizations is stored in system for comparison F HPSPM 7.00 Data from other organizations comes from :

PM 7.01 Performance data from Florida Benchmarking Consortium (Uses Covalent System) CU HPS Custom interfacePM 7.02 ICMA CU HPS Custom interfacePM 8.00 Allow different sets of performance measures for different appointing authorities F HPS

PM 9.00

Different performance measures for different departments or other breakdowns within organization (example: Role based security access - purchasing sees purchasing measures) F HPS

PM 10.00The system must make performance data available to departments as part of budget worksheets F HP

Hyperion allows performance data to be populated. We can extract performance data along with budget, actuals and statistical information. This doesn't include interfacing data from any other external sources.

Reference Number

Summary Statistics

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Reference Number

PM 11.00The system must make performance data available to departments for everyday decision making through dashboards F HPS

PM 12.00 Performance data and strategic objectives are required for department budget submission F HP

PM 13.00The system calculates budget allocations (example: overheard) based on performance (activity) data. F HP

PM 14.00 System must organize and manage goals and measures by:PM 14.01 Appointing Authority F HPSPM 14.02 Department F HPSPM 14.03 Program F HPSPM 14.04 Processes (subset of program) F HPSPM 14.05 Contract F HPSPM 14.06 Project/ Initiative F HPS

PM 14.07Strategic Focus Area (Key Result Area) - clustering of services into major areas of appointing authority strategic plan (example: transportation, public safety, health) F HPS

PM 14.08Other user defined category - community conditions (example: environment, education, social categories) CR HPS/HFR

PM 14.09 Other chart of account structure F HPSPM 14.10 Using balanced score card methodology (four dimensions) F HPS

PM 15.00System allows measures to be grouped (example: family of measures - input, output, efficiency, service quality, and outcome) F HPS

PM 16.00 Goals, measures, and other strategic objectives can be linked to multiple:PM 16.01 Appointing Authority F HPSPM 16.02 Department F HPSPM 16.03 Program F HPSPM 16.04 Processes (subset of program) F HPSPM 16.05 Contract CR HPS/HFRPM 16.06 Project/ Initiative F HPS

PM 16.07Strategic Focus Area (Key Result Area) - clustering of services into major areas of appointing authority strategic plan (example: transportation, public safety, health) F HPS

PM 16.08Other user defined category - community conditions (example: environment, education, social categories) F HPS

System has the ability. Not enough information to estimate resources.

PM 16.09 Other chart of account structure F HPSPM 16.10 Balanced score card quadrants (four dimensions) F HPS

PM 17.00System must display link between goals, data, and other stored information visually (graphically) using strategy maps (strategic hierarchy of strategic plan) F HPS

PM 18.00System must be able to manage relationship between goals, data, and other stored information visually (graphically) using strategy maps F HPS

PM 19.00 System stores narrative text descriptions (explanation) for:PM 19.01 Mission F HPSPM 19.02 Vision F HPS






Reference NumberPM 19.03 Values F HPSPM 19.04 Goals and Objectives F HPSPM 19.05 Key indicators F HPSPM 19.06 Performance measures F HPSPM 19.07 Performance targets F HPSPM 19.08 Performance Results F HPSPM 19.09 Other strategic objectives F HPSPM 19.10 Department F HPSPM 19.11 Program F HPSPM 19.12 Processes (subset of program) F HPSPM 19.13 Projects F HPSPM 19.14 Other grouping allowed by chart of accounts F HPSPM 20.00 Performance measures can either be qualitative or quantitative F HPSPM 21.00 The system must store multiple versions of performance targets for any given period PM 21.01 Fiscal year F HPSPM 21.02 Calendar F HPSPM 21.03 Month F HPSPM 21.04 Other user defined period F HPSPM 22.00 The system must allow users to revise targets during the year F HPS

PM 23.00The system must allow users to enter a justification for changing the value of a performance target F HPS

PM 24.00 The system must maintain a history of all changes to targets F HPSPERFORMANCE DATA

PM 25.00 System must allow collection/input from data by:PM 25.01 Automatic extraction from ERP modules CU HPS Custom interface

PM 25.02 Automatic extraction from third party systems F HPS

System has the ability to extract data from external sources. However each third party extraction will be considered separate interface and estimated during implementation

PM 25.03 Manually entry using templates and forms F HPSFunctionality is available. Resource estimates include work for 5 templates

PM 25.04 Multiple entry from manual users at the same time F HPSPM 25.05 Users at remote locations F HPSPM 25.06 Upload from excel F HPSPM 25.07 User performed copy/paste from excel F HPSPM 25.08 Users in the field (field workers using mobile devices) F HPS

PM 25.09 Citizens enter data through web (citizen survey) F HPS

System has the ability but may need to address security and log in issues. Not enough information to estimate.






Reference Number

PM 26.00 System must collect data in real time and make it available for reporting / viewing F HPS

System has the ability but real time data availability will depend on infrastructure. The County need to evaluate technical feasibility of bringing data from external sources in real time.

PM 27.00The system must provide a template for departments to enter performance measurement data that includes:

PM 27.01 Department name (requestor) F HPS Scoped for 5 templatesPM 27.02 Chart of account information F HPS Scoped for 5 templatesPM 27.03 Program and goal F HPS Scoped for 5 templatesPM 27.04 Definition of measure F HPS Scoped for 5 templatesPM 27.05 Data collection method and documentation F HPS Scoped for 5 templatesPM 27.06 Data definition F HPS Scoped for 5 templatesPM 27.07 Effective date F HPS Scoped for 5 templatesPM 27.08 Measurement data F HPS Scoped for 5 templatesPM 27.09 Projection for current and future year(s) F HPS Scoped for 5 templatesPM 27.10 Notation feature for additional department comments, explanations, etc. F HPS Scoped for 5 templatesPM 27.11 User-defined fields F HPS Scoped for 5 templatesPM 28.00 The system must allow County to assign performance measures to:PM 28.01 Appointing Authority F HPSPM 28.02 Strategic Focus Areas F HPSPM 28.03 Departments F HPSPM 28.04 Employees F HPSPM 28.05 User defined groups F HPS

PM 29.00The system must provide workflow alerts when performance data achieves/does not achieve user defined thresholds F HPS

PM 30.00System provides alerts for missing, late, or incomplete data (prompt to encourage users to input required data) F HPS

PM 31.00System validates data for accuracy. (verifies against acceptable range of data - example: % measures must be between 0-100) F HPS

PM 32.00The system must provide analytic features to identify relationships between performance data (example: leading and lagging indicators) F HPS

PM 33.00 The system must provide forecasting tools to estimate performance results in the future F HPS

PM 34.00System must store all prior year (unlimited years) performance measurement data including:

PM 34.01 Actual performance data F HPSPM 34.02 Targets for performance data F HPSPM 34.03 Goals and Objectives F HPSPM 35.00 System must forecast performance data a minimum of six years in the future F HPS

PM 36.00 The system must allow users to configure dashboards with user-defined key indicator data F HPSREPORTING






Reference NumberPM 37.00 System provides ad-hoc query capability for all performance data F HPS/HFRPM 38.00 System can access data from multiple systems F HPS/HFR

PM 39.00Performance data must be stored centrally to allow for organizational wide querying and reporting (with proper security) F HPS/HFR

PM 40.00The system must provide reports listing changes in budget funding and changes in performance data F HPS/HFR

PM 41.00 The system must allow users to drill down on performance reports for further detail F HPS/HFR Limited to HPSPM 42.00 Provide for graphical outputs such as scorecards and dashboards F HPS/HFR

PM 43.00The system must apply user-defined target values to which actual results can be compared and reported F HPS/HFR

PM 44.00System provides reports for external benchmarking organizations (example: ICMA performance measurement program) F HPS/HFR After data is interfaced in HPS

PM 45.00 The system must create standardized reports including:

PM 45.01Historical data for outcome/output measures for related program costs by department (for user-defined period) F HPS/HFR

PM 45.02 Data results for outcome/output measures for related program costs and projected year-end total by department (for user-defined period) F HPS/HFR

PM 45.03Outcome/output measures that are projected to come in below year-end targets, by department (for user-defined period) F HPS/HFR

PM 45.04 Integrated budget data at all levels of the Chart of Accounts classification structure F HPS/HFRProvided HPS and HP structure are in sync.

PM 45.05 User-defined fields F HPS/HFR



Functional Category: Personnel AdministrationAvailable Response Codes Code Count % of ModuleF Provided fully functional out of the box or with configuration (no custom development) F 428 80%CU Customization/Software Enhancement (Any custom development) CU 1 0%TP Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed) TP 0 0%SR Provided with Standard Report or Reporting Tool SR 100 19%CR Custom Report Development Required CR 0 0%N Not Included in this Proposal N 9 2%





PERS 1.00System supports unique employee numbers that are different from the social security number. F HR

PERS 2.00System can automatically assign employee numbers for new hires, starting at a specific user-defined number. F HR

PERS 3.00 Ability to import and utilize existing employee numbers. F HR

PERS 4.00 Assign employees to multiple organizations, each having its own Federal ID number. F HR

PERS 5.00

System restricts two employees within the same organization with the same social security number or employee number. Example: an employee could work for two or more Constitutional Officers (each organization having its own Federal ID number) and get paid by both, therefore getting a W2 from both organizations. F HR

PERS 6.00Generate mailing labels and letters to any individual in the personnel database, based on any fields in the database. F HR

PERS 7.00 Access to real-time personnel information. F HRPERS 8.00 Ability to process external request of employee employment verification. F HR,SSHR

PERS 9.00System notifies employee of employment verification request and provide access for employees to approve the request via electronic signature. F HR,SSHR

Employee Self Service allows the employee to release employment or employment and salary information for verification purposes. Since the employee initiates the action notification and approval is not required.

PERS 10.00 System notifies employee and supervisor of any personnel changes. F HR

PERS 11.00System provides template form letters to notify employee and supervisor of any personnel changes. F HR

PERS 12.00Maintain online organizational chart, including a reporting hierarchy that tracks employees names that change when employees transfer F HR

PERS 13.00

Ability to interface with the grant module to reference grant terms and conditions, which automatically determines the business rules regarding their payroll, benefits, and leave policies. N

PERS 14.00

System incorporates user-defined business rules that restrict a County employee from volunteering services that would conflict with County personnel guidelines (e.g., services volunteered results in overtime pay). N


Summary Statistics

Reference Number

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Reference Number

PERS 15.00 Define and compute employer and employee rates and deductions. F OAB,PAYPERS 16.00 Track employees according to the following employment status categories:PERS 16.01 Regular F HRPERS 16.02 CBE Student F HRPERS 16.03 Temporary F HRPERS 16.04 On-call F HRPERS 16.05 Full-time F HRPERS 16.06 Part-time F HRPERS 16.07 Other F HRPERS 16.08 Seasonal F HRPERS 16.09 Grant worker F HRPERS 16.10 Provisional F HRPERS 16.11 Exempt F HRPERS 16.12 Volunteer (County employee) F HRPERS 16.13 Volunteer (non-County employee) F HRPERS 16.14 Volunteer comments field F HRPERS 16.15 User-defined F HR

JOB CLASSIFICATIONPERS 17.00 System must have ability to define multiple and flexible classification systems. F HR

PERS 18.00System must have the ability to define job classifications with a full description and minimum qualifications. F HR

PERS 19.00System must have the ability to define a job classification’s unique characteristics and attributes. F HR

PERS 20.00System must have the ability to maintain requirements for certification and licensing related to job classification as applicable. F HR,OLM

PERS 21.00System must have the ability to maintain requirements for skills and competency related to each job classification. F HR

PERS 22.00 System must have the ability to maintain history of job classifications with effective dates. F HR

PERS 23.00Classification information interfaces and automatically update position information when changes are applied to classification fields/tables. F HR

Oracle does not replicate the information on the position. The job is part of the position definition so any changes to the job details do not need to be transferred to the position. A position name is a unique combination of the organization, role and job. Typically, when any of these attributes change a new position name is created and the persons asssignment is changed preserving history.

PERS 24.00System provides job audit tracking capabilities to track the status of job classification reviews. F HR

PERS 25.00 System tracks the following data for job audits:






Reference Number

PERS 25.01 Job F HRPERS 25.02 Job group F HRPERS 25.03 Job name F HRPERS 25.04 Job class code F HRPERS 25.05 Job title F HRPERS 25.06 Classification F HRPERS 25.07 Department F HRPERS 25.08 Position F HRPERS 25.09 Approval authority F PO,HRPERS 25.10 Additional employment rights (checkbox) F HRPERS 25.11 Benchmark job (checkbox) F HR This is a list of values not a checkbox.PERS 25.12 Benchmark job name F HR

PERS 25.13 Further information F HR

Subject to the limits of Oracle to the number of DFF's, EIT's and SIT's and other use of such fields by other required data

PERS 25.14 Overtime code F HRPERS 25.15 Protected F HRPERS 25.16 Version F HRPERS 25.17 EEO Category F HRPERS 25.18 EEO function F HRPERS 25.19 Survey benchmark F HRPERS 25.20 Line of progression F HRPERS 25.21 IPEDS category F HRPERS 25.22 Clk Section A F HRPERS 25.23 Workers Compensation code F HRPERS 25.24 Regular audit schedule year F HRPERS 25.25 Begin Market Review date F HRPERS 25.26 Projected Start Date F HRPERS 25.27 Adjusted Start Date F HRPERS 25.28 Actual Start Date F HRPERS 25.29 In-Process Dates F HRPERS 25.30 Due Date F HRPERS 25.31 Completion Date F HRPERS 25.32 Multiple comment fields F HRPERS 25.33 Final Review/Summary F HRPERS 25.34 Personnel Board:PERS 25.341 Required (Yes/No) F HRPERS 25.342 Date F HRPERS 25.343 Recommendations Approved (Yes/No) F HRPERS 25.344 Multiple comment fields F HRPERS 25.35 User-defined fields F HRPERS 25.00 System tracks the following data on job classification:






Reference Number

PERS 25.01 Title F HRPERS 25.02 Employee class F HRPERS 25.03 Pay plan F HRPERS 25.04 Pay plan year F HRPERS 25.05 Pay grade F HRPERS 25.06 Pay range F HRPERS 25.07 Salary minimum F HRPERS 25.08 Salary mid-point F HRPERS 25.09 Third quartile F HRPERS 25.10 Salary maximum F HRPERS 25.11 EEO4 Code F HRPERS 25.12 FLSA Code F HRPERS 25.13 User-defined fields (list maximum number) F HR

POSITION MANAGEMENTPERS 26.00 Position management supports effective dating of transactions. F HR

PERS 27.00An employee's position automatically determines the business rules regarding their payroll, benefits, and leave policies. F HR

PERS 28.00System supports both historical position classification changes (position title changes) and position incumbent history with effective dates. F HR

PERS 29.00System automatically updates employee pay grade information when a position is reclassified. N


PERS 30.00 System maintains special job requirements/designations by position. F HR

PERS 31.00Ability to make mass updates to positions, and automatically update appropriate employee records including salary, costing, and other user defined fields. F HR

Mass update for assignment data and position data exists which cover nearly all elements of the positions and assignments. The typical method for mass costing updates is to place the costing at the Organization level and change there when needed.

PERS 32.00 Supervisors are linked to the position control number. F HR

PERS 33.00 Organization hierarchy is based on organization as well as position control number. F HR

Organization hierarchy is completely separate from positions. However, positions exist within an organization so they are indirectly related.

PERS 34.00 System tracks and reports all budgeted positions. F HWP, HRPERS 35.00 System tracks and reports vacant positions (funded and unfunded). F HWP, HR

PERS 36.00System tracks and reports other positions, such as pool positions or unassigned, unallocated positions. F HWP, HR

PERS 37.00System integrates with budget process to provide costs including benefits of current and proposed positions, including vacancies. F Hyperion,HR

PERS 38.00System integrates with budget module to provide budgeted position control, such that the funding status of all positions is always current in both modules. F HP,HR






Reference Number

PERS 38.00System will “Freeze” positions (revoke authorization to hire) at different levels based on user definable parameters. F HR

PERS 39.00 System will send automatic notifications to specified users if a position(s) is frozen. F HR

PERS 39.00System allows the assignment of an employee to multiple positions across organizational boundaries. F HR

PERS 40.00 System supports splitting positions to multiple departments or cost centers by percentage. F HR

A position can only belong to one organization. However, the costing for the employees can be split to many cost centers/organizations.

PERS 40.00Allows double encumbering of a position with appropriate authorization (e.g., provide overlap between employee leaving and coming). F HR

PERS 41.00System allows under filling of a position with appropriate authorization (e.g., filling with a lower pay grade or title). F HR

PERS 42.00 System tracks the following data by position:PERS 42.01 Position control number F HRPERS 42.02 Position status:PERS 42.021 Valid/invalid F HRPERS 42.022 Active/inactive F HRPERS 42.023 Budgeted F HRPERS 42.024 Funded/unfunded F HRPERS 42.025 Frozen F HRPERS 42.026 Filled/vacant F HRPERS 42.03 Position type:PERS 42.031 Single encumber F HRPERS 42.032 Double encumber F HRPERS 42.04 Position start date F HRPERS 42.05 Position end date F HRPERS 42.06 Full Time Equivalency (FTE) F HRPERS 42.07 Job code/class F HRPERS 42.08 Benefit levels and eligibility F HRPERS 42.09 Department/division F HRPERS 42.10 Budgeted FTE and FTE Split F HRPERS 42.11 Source of funding F HRPERS 42.12 Name of incumbent(s) F HRPERS 42.13 Special pay and description F HRPERS 42.14 Worker's Compensation code F HR

PERS 42.15 User-defined fields (list maximum number) F HR

Subject to the limits of Oracle to the number of DFF's, EIT's and SIT's and other use of such fields by other required data

EMPLOYEE DATAPERS 43.00 System maintains employee records regardless of employee status. F HR






Reference Number

PERS 44.00Calculate and apply mass changes to personnel records, in total or based on user-defined criteria. F HR

PERS 45.00 Maintain work schedule (hours per week) and hourly rate on employee record. F HRPERS 46.00 Update the master personnel records using effective dates. F HR

PERS 47.00Produce a detailed audit trail of all file maintenance activity, including name of user making the changes, date the change originated and the date the change was finally approved. F HR

PERS 48.00System automatically notifies the appropriate user/supervisor prior to an employee's visa expiration date. F HR

PERS 49.00System restricts release of information for employees that are flagged as public record exemption. F HR

PERS 50.00 Employee FLSA status is linked to the employee job class code. F HR

PERS 51.00System sends scheduling notifications to the appropriate users for key events, such as introductory completion date and I-9 re-verification. F HR

PERS 52.00System automatically notifies the appropriate supervisor/user of employee service anniversary milestones, birthdays, etc. F HR

PERS 53.00System maintains a complete history of employee's prior positions held (e.g., service dates, reason for entry, salary, etc.).

PERS 54.00 System automatically calculates an employee's compa-ratio. F HRWhen grades and rates are assigned to the employee.

PERS 55.00 System tracks information on non-employees (e.g., volunteers). F HRPERS 56.00 System tracks a complete history of the employee record. F HR

PERS 57.00System provides the ability to develop and administer a Web-based employee survey to capture the user-defined emergency management information via self service. F OLM

PERS 58.00 System tracks the following personnel data for each employee:PERS 58.01 Employee name (first, middle, and last) F HRPERS 58.02 Position control number F HRPERS 58.03 Name history F HRPERS 58.04 Multiple addresses F HRPERS 58.05 Multiple phone numbers F HRPERS 58.06 Gender F HRPERS 58.07 Date of birth/age F HRPERS 58.08 Ethnicity F HRPERS 58.09 Handicap/disability code F HRPERS 58.10 Marital status F HRPERS 58.11 Current and prior spouse name F HRPERS 58.12 Social security number F HRPERS 58.13 Citizenship & I-9 status F HRPERS 58.14 Visa information for non-citizens (e.g., Employment Authorizations):PERS 58.141 Visa number F HRPERS 58.142 Effective date F HRPERS 58.143 Expiration date F HR






Reference Number

PERS 58.144 Veterans preference status F HRPERS 58.15 Public record exemption status F HRPERS 58.16 Multiple e-mail addresses F HRPERS 58.17 Outside employment: F HRPERS 58.171 Employer F HRPERS 58.172 Date start/end F HRPERS 58.173 Contact name F HRPERS 58.174 Contact phone number F HRPERS 58.175 Work responsibility F HRPERS 58.18 Multiple emergency contacts, including:PERS 58.181 Name F HRPERS 58.182 Relationship F HRPERS 58.183 Multiple phone numbers F HRPERS 58.19 Memberships to professional organization, including:PERS 58.191 Name of organization F HRPERS 58.192 Effective date F HRPERS 58.193 Expiration date F HRPERS 58.20 Previous work experience, including:PERS 58.201 Employer name F HRPERS 58.202 Supervisor name F HRPERS 58.203 Phone number F HRPERS 58.204 Employment dates F HRPERS 58.205 Job title F HRPERS 58.206 Description of duties F HRPERS 58.207 Ending salary F HRPERS 58.208 Employment type F HRPERS 58.209 # of employees supervised F HRPERS 58.210 Comments F HRPERS 58.21 Employment status F HRPERS 58.22 FLSA status F HRPERS 58.23 Job class F HRPERS 58.24 Job description F HRPERS 58.25 Department/division F HRPERS 58.26 Service dates, including:PERS 58.261 Current hire date F HRPERS 58.262 Previous hire date F HRPERS 58.263 Original hire date F HRPERS 58.264 Adjusted service date F HRPERS 58.265 Leave accrual effective date F HRPERS 58.266 Seniority date F HRPERS 58.267 Last work date F HRPERS 58.268 Temporary to permanent hire date F HRPERS 58.269 Provisional hire date F HR






Reference Number

PERS 58.27 Location code F HRPERS 58.28 Location description F HRPERS 58.29 Probation period dates F HRPERS 58.30 Pay history F HRPERS 58.31 Compa-ratio F HRPERS 58.32 Employee picture F HRPERS 58.33 User-Defined F HR

PERS 59.00 System tracks items (keys, cell phones, pagers, etc.) assigned to an employee, including: PERS 59.01 Item F HRPERS 59.02 Item description F HRPERS 59.03 Date issued F HRPERS 59.04 Date returned F HRPERS 59.05 User Defined F HR

LICENSES/CERTIFICATIONS/TESTINGPERS 60.00 System should provide alerts prior to professional certification expiration date. F OLMPERS 61.00 Ability to attach documents, such as transcripts for each degree type. F HR

PERS 62.00Generate County Drivers License to any individual in the Personnel database, based on any fields in the database. N


PERS 63.00 Generate a random list of names to test for drug usage. F HRPERS 64.00 Track Drivers License information according to the following categories:PERS 64.01 FL License Number F HRPERS 64.02 FL DL Expiration F HRPERS 64.03 Risk Class Date F HRPERS 64.04 Fleet Class Date F HRPERS 64.05 Com License Issued F HRPERS 64.06 License Active/Inactive F HRPERS 64.07 License Class F HRPERS 64.08 Private CDL F HRPERS 64.09 License Status F HRPERS 64.10 Last Safe Driver Award F HRPERS 64.11 Date Award Issued F HRPERS 64.12 Award Comments F HRPERS 64.13 Endorsements F HRPERS 64.14 License Under Review F HRPERS 64.15 Position status: F HRPERS 64.16 License Returned F HRPERS 64.17 Restrictions F HRPERS 64.18 Testing Required F HRPERS 64.19 Comments F HRPERS 64.20 Reimbursement Date F HR

PERS 65.00 System tracks Equipment Certification information according to the following categories:






Reference Number

PERS 65.01 Certification F HR

Depending on requirement details this may be better accomplished in the Fixed Assets module.

PERS 65.02 Examiner F HR

Depending on requirement details this may be better accomplished in the Fixed Assets module.

PERS 66.00 System track competencies, skills, licenses, degrees, certifications, etc., including:PERS 66.01 Type F HRPERS 66.02 Description F HRPERS 66.03 Number F HRPERS 66.04 Effective date F HRPERS 66.05 Expiration date F HRPERS 66.06 Education, including:PERS 66.061 Degree type F HRPERS 66.062 GPA F HRPERS 66.063 Graduation date F HRPERS 66.064 Major/minor F HRPERS 66.065 Skills F HRPERS 66.066 Transcript received (checkbox) F HRPERS 66.07 Foreign language skills, including:PERS 66.071 Language type F HRPERS 66.072 Fluency level F HRPERS 66.08 Driver's license information, including:PERS 66.081 Type F HRPERS 66.082 License number F HRPERS 66.083 Issuing state F HRPERS 66.084 Status F HRPERS 66.085 Issue date F HRPERS 66.086 Expiration date F HRPERS 66.087 Drug test results F HRPERS 66.088 County-Authorized driver (flag) F HRPERS 67.00 System track an employee's memberships to professional organization, including:PERS 67.01 Name of organization F HRPERS 67.02 Effective date F HRPERS 67.03 Expiration date F HRPERS 67.04 Comments F HRPERS 68.00 System tracks employee awards/honors, including:PERS 68.01 Type F HRPERS 68.02 Awarding organization F HRPERS 68.03 Issue date F HR

PERSONNEL ACTIONSPERS 69.00 System maintains all personnel activities related to employees. F HR






Reference Number

PERS 70.00System supports multiple types of personnel actions with user-defined business rules, including:

PERS 70.01 New hire F HR,SSHRPERS 70.02 Separation F HR,SSHRPERS 70.03 Change of Address/Phone F HR,SSHRPERS 70.04 Leave Of Absence (LOA) F HR,SSHRPERS 70.05 Promotion F HR,SSHRPERS 70.06 Demotion:PERS 70.061 Voluntary F HR,SSHRPERS 70.062 Disciplinary F HR,SSHRPERS 70.063 Per layoff rule F HR,SSHRPERS 70.07 Transfer F HR,SSHRPERS 70.08 Salary change F HR,SSHRPERS 70.09 Status Change F HR,SSHRPERS 70.10 Position title change (non-promotion) F HR,SSHRPERS 70.11 User-defined F HR,SSHR

PERS 71.00System allows multiple changes to a salary without constraints in one day (i.e., salary basis change). F HR,SSHR

Unlimited number of changes can be made to an employee's record. History will only be maintained for the last change made.

PERS 72.00Upon approval of the personnel action, changes are automatically made to the employee record. F HR,SSHR

PERS 73.00All personnel actions are submitted electronically via workflow and approved by electronic signature. Documents needed are scanned in and attached to the transaction record. F HR,SSHR

Oracle acknowledges an authorized log on as an electronic signature. Attaching the scanned documents to the record is a manual process.

SEPARATION

PERS 74.00System maintains personnel/payroll information on employees for at least 25 years after termination. F HR

PERS 75.00System provides an online exit interview process according to type of separation (e.g., retirement, termination, separation, etc.). F OLM

PERS 76.00 System issues preliminary COBRA benefit information. F OABPERS 77.00 System issues Group Term Life insurance conversion/portability notices. F HR,OAB

PERS 78.00 System updates carriers with termination of benefit information. CU OAB Included in interface/extract in BEN 13.00PERS 79.00 System tracks employees that have been laid off and reinstated… F HRPERS 80.00 System tracks the following separation data for each employee:PERS 80.01 Type of separation F HRPERS 80.02 Last day worked F HRPERS 80.03 Effective date F HRPERS 80.04 Reason for separation F HRPERS 80.05 Eligibility for rehire F HRPERS 80.06 Eligibility for unemployment compensation (flag/checkbox) F HR






Reference Number

PERS 80.07 Layoff:PERS 80.071 Date F HRPERS 80.072 Unpaid leave balance F HR,PAYPERS 80.073 Leave accrual rate F HRPERS 80.08 User Defined F HR

SELF SERVICEPERS 81.00 Ability for employees make changes to the following:PERS 81.01 Contact information (e.g., address, phone number, etc.) F SSHRPERS 81.02 Name changes F SSHRPERS 81.03 Marital status F SSHRPERS 81.04 Emergency management survey F OLMPERS 81.05 Emergency contacts F SSHRPERS 81.06 W-4 status F SSHRPERS 81.07 Knowledge, skills, and abilities F SSHRPERS 81.08 Outside employment F SSHRPERS 81.09 User Defined F SSHRPERS 82.00 Ability for employees to view the following information:PERS 82.01 Service dates F SSHRPERS 82.02 Performance evaluation history F SSHRPERS 82.03 User Defined F SSHRPERS 83.00 Provide FAQs and tutorials/training for employees online. F OLM,UPK

PERS 84.00 Ability for employees to nominate other employees for various awards. N REMOVED - Per clarification letter dated 10-16-09

PERS 85.00 Ability for employees to apply for promotional/transfer opportunities. N REMOVED - Per clarification letter dated 10-16-09

PERS 86.00System notifies the employee when certain information is changed and requires additional documentation (e.g., name change) within a user-defined time period. F SSHR

PERS 87.00All changes 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. F SSHR

PERS 88.00Ability for employees to submit leave requests and route via work flow for appropriate approvals F SSHR

VOLUNTEER PROGRAM (Non-County Employee)

Comment for the full section: Volunteer must be added as an employee or contingent worker in the Oracle applications

PERS 89.00 System has the ability to track a non-County employee under the personnel record. F HR

PERS 90.00 System tracks which Websites post County volunteer opportunities. F HRSubject to standard vacancy management functionality of the core HR module

PERS 91.00 System tracks who in the community dispenses County volunteer brochures. F HR






Reference Number

PERS 92.00 System tracks all volunteer recruitment methods. F HRSubject to standard vacancy management functionality of the core HR module

PERS 93.00 System tracks unsolicited inquiries from telephone. F HRPERS 94.00 System tracks promotional efforts. F HR

PERS 95.00 System tracks history of all prospects not just applicants. F HRSubject to standard vacancy management functionality of the core HR module

PERS 96.00 System tracks volunteer position description with preferred requirements. F HRPERS 97.00 System tracks volunteer jobs with different time commitment. F HRPERS 98.00 System tracks volunteer jobs that demand specific physical requirements. F HRPERS 99.00 System tracks variety of sites including home (virtual volunteers). F HRPERS 100.00 Allow for sort capabilities to allow specific population solicitation. F HR

PERS 101.00 Ability to match skills with volunteer prospects. F HRSubject to standard vacancy management functionality of the core HR module

PERS 102.00 Ability to link the volunteer class roster to each participant for cross reference. F HR, LMPERS 103.00 Ability to track minimum requirements for consideration. F HR

PERS 104.00 Ability for volunteer applicant to access the application via the Web and complete online. N HR

On-Line applications are not supported without iRecruitment module which is not is scope

PERS 105.00 Ability to e-mail application in electronic format. F HRSubject to standard vacancy management functionality of the core HR module

PERS 106.00 Ability to track record that the applicant received the application. F HR

PERS 107.00 System tracks the percentage of applicants that are actually placed. F HRSubject to standard vacancy management functionality of the core HR module

PERS 108.00System automatically routes volunteer application via workflow to the appropriate approver. F HR

Subject to standard vacancy management functionality of the core HR module

PERS 109.00 Ability for workflow to route based on volunteers interested in specific locations. F HRSubject to standard vacancy management functionality of the core HR module

PERS 110.00 Provide self-service capabilities for volunteer recruitment (List capabilities). N Volunteers are not to be enabled in self-service and iRecruitment is not in scope

PERS 111.00 System provides a self-service questionnaire to interview volunteers. N Volunteers are not to be enabled in self-service and iRecruitment is not in scope

PERS 112.00 System records the volunteer's responses to the questionnaire. F HR

Manual questionaires would need to be manually scanned to the applicant./vacancy record

PERS 113.00 System tracks departments that offer specialized volunteer training. F HR






Reference Number

PERS 114.00System tracks the volunteer by skills or certifications so that other departments can utilize services. F HR

PERS 115.00 System tracks volunteers recruited for a special event (pre-, during, post-). F HRSubject to standard vacancy management functionality of the core HR module

PERS 116.00 System tracks volunteer participation by:PERS 116.01 Weekly F HR,OTLPERS 116.02 Seasonal F HR,OTLPERS 116.03 One time event/project F HR,OTLPERS 117.00 System tracks Child of Employee volunteer participation. F HRPERS 118.00 System tracks factors that eliminate a prospect from consideration. F HRPERS 119.00 System generate volunteer birth date and card. F HRPERS 120.00 System generates a tickler file for generating "Thank You" notes to volunteers. F HRPERS 121.00 System generates letter to volunteer to confirm volunteer participation. F HRPERS 122.00 System generates letter to departments to confirm volunteer participation. F HR,SSHRPERS 123.00 System generates letter to reject volunteer participation. F HR

PERS 124.00 Ability to search database for rejected applicants. F HRSubject to standard vacancy management functionality of the core HR module

PERS 125.00System automatically notifies the appropriate user that a volunteer is eligible for a recognition award based on dates. F HR

PERS 126.00 System tracks the following information on the volunteer interview:PERS 126.01 Location F HRPERS 126.02 Method F HRPERS 126.03 Time F HRPERS 126.04 Date F HRPERS 127.00 Ability to track a verified reference. F HRPERS 128.00 Ability to track a disputed reference. F HRPERS 129.00 Ability to record reference feedback from the field and/or on the road. F HRPERS 130.00 System tracks the following information on the volunteer references:PERS 130.01 Contact information F HRPERS 130.02 Multiple references F HRPERS 130.03 Person who checks the volunteer's references F HRPERS 130.04 Method of contacting references F HRPERS 130.05 Feedback from references F HRPERS 131.00 System tracks the following information on the volunteer evaluation:PERS 131.01 Results of volunteer evaluation F HRPERS 131.02 Evaluation recommendation F HRPERS 131.03 Feedback results of evaluation F HRPERS 131.04 Renewal of placement F HRPERS 131.05 Who conducted evaluation F HRPERS 131.06 Method for evaluating volunteers F HRPERS 131.07 360 degree input of volunteer F HR






Reference Number

PERS 131.08 Date of last review F HRPERS 131.09 Date of next review F HRPERS 131.10 Goals to work on by next review F HRPERS 131.11 Hours worked for user-defined period F HRPERS 132.00 System tracks the following information on volunteers:PERS 132.01 Location preference F HRPERS 132.02 Shift preference F HRPERS 132.03 Hours preference F HRPERS 132.04 Day preference F HRPERS 132.05 Special events preference F HRPERS 132.06 Multiple youth liability waiver (flag/checkbox) F HRPERS 132.07 Group license certification (flag/checkbox) F HRPERS 132.08 Participation for school requirement F HRPERS 132.09 Amount of school credit for participation hours F HRPERS 132.10 Participation for court requirement F HRPERS 132.11 Volunteers recruited for a special event (pre-, during, post-). F HRPERS 132.12 Child of Employee volunteer participation F HRPERS 132.13 How volunteer became aware of program F HRPERS 132.14 Who recruited the volunteer F HRPERS 132.15 Specific privileges F HRPERS 132.16 Date of volunteer participation in orientation/training F HRPERS 132.17 Orientation instructor's name F HRPERS 132.18 Method of orientation (video, CD-ROM, online, etc.) F HRPERS 132.19 Place where orientation was delivered F HRPERS 132.20 Time commitment involved with orientation F HRPERS 132.21 Scheduled date for recommended refresher course F HRPERS 132.22 Certifications F HRPERS 132.23 Skills F HRPERS 132.24 Capabilities F HRPERS 132.25 Future consideration (asset to the County?) F HRPERS 132.26 Monetary value of service per hour F HRPERS 132.27 Number of absences F HRPERS 132.28 Fingerprint requirement for volunteer position F HRPERS 132.29 Completion of fingerprint collection completed within volunteer's record F HRPERS 132.30 Drug test requirement for volunteer position F HRPERS 132.31 Completion of drug test completed within volunteer's record (flag/checkbox) F HRPERS 132.32 Completion of County driving training (flag/checkbox) F HRPERS 132.33 Completion of County Public Works training (type of equipment) F HRPERS 132.34 If volunteer passed screening requirements F HRPERS 132.35 If volunteer failed screening requirements F HRPERS 132.36 If volunteer is removed from consideration F HRPERS 132.37 If volunteer forwarded to department for placement F HRPERS 132.38 Date volunteer was screened F HR






Reference Number

PERS 132.39 Location where volunteer was screened F HRPERS 132.40 Who performed screening F HRPERS 132.41 Costs associated with processing the volunteer F HRPERS 132.42 Method of collection - County fingerprint service F HRPERS 132.43 Volunteer appreciation week participation F HRPERS 132.44 Shirt size and who has one F HRPERS 132.45 If volunteer received certificate F HRPERS 132.46 If volunteer received Milestone award F HRPERS 132.47 Department recognition received F HRPERS 132.48 Organization recognition received F HRPERS 132.49 National recognition received F HRPERS 132.50 RSVP record of volunteer participation in annual event F HRPERS 132.51 Receipt of County-issued ID card (flag/checkbox) F HRPERS 132.52 Clearance & restrictions on volunteer F HRPERS 132.53 Length of time approval is good for F HRPERS 132.54 Any specific conditions of approval placed on volunteer F HRPERS 132.55 Ability to search database for rejected applicants F HRPERS 132.56 Generate letter to reject volunteer participation F HRPERS 132.57 Authorizing professional F HRPERS 132.58 Date volunteer was cleared to participate F HRPERS 132.59 Years served F HRPERS 132.60 User-defined F HRPERS 133.00 Ability to report on the following:PERS 133.01 Monetary value of service per day SR OBIEEPERS 133.02 Monetary value of service per week SR OBIEEPERS 133.03 Monetary value of service per month SR OBIEEPERS 133.04 Monetary value of service per year SR OBIEEPERS 133.05 Monetary value of service YTD SR OBIEEPERS 133.06 Monetary value of service compared to annual goal SR OBIEEPERS 133.07 Monetary value of service by department SR OBIEEPERS 133.08 Monetary value of service by volunteer classification SR OBIEEPERS 133.09 Monetary value of service per volunteer classification SR OBIEEPERS 133.10 % of staff requests filled with volunteers SR OBIEEPERS 133.11 Number of volunteers returning for another year SR OBIEEPERS 133.12 Number of volunteers not returning for another year SR OBIEEPERS 133.13 New volunteers compared to existing pool SR OBIEEPERS 133.14 Number of volunteers hired into paid positions SR OBIEEPERS 133.15 Volunteers with common references SR OBIEEPERS 133.16 Awards earned by volunteer SR OBIEE

PERS 133.17Volunteers skills, interests, and languages as compared with volunteer opportunities SR OBIEE

REPORTINGPERS 134.00 Query and report on any field, with proper security authorization. SR OBIEE






Reference Number

PERS 135.00

Provide capability for generating reports that accumulate and count specified data items and list user designated data (for example a list of all employees that work at the Governmental Center or all those employees who receive a parking stipend). SR OBIEE

PERS 136.00 Ability to compute and prepare turnover reports, including:PERS 137.00 System-wide SR OBIEEPERS 138.00 By department SR OBIEEPERS 139.00 By division SR OBIEEPERS 140.00 By change of position status SR OBIEEPERS 141.00 By appointing authority SR OBIEEPERS 142.00 User-defined criteria SR OBIEEPERS 143.00 Standard Monthly Reports:

PERS 144.00

Turnover statistics - system generated report providing YTD monthly turnover stats including number & percentage turnover, number voluntary/involuntary, top voluntary separation reasons, and summary totals; system should be capable of providing trend info. in turnover for evaluation purposes SR OBIEE

PERS 145.00

Length of Tenure/Reason for Leaving - system generated report detailing separated employee name, division/dept names, length of tenure (based on current DOH), vol/invol separation status, separation reason, and summary stats by division for # of separations, Avg length of tenure, and top vol separation reasons SR OBIEE

PERS 146.00

Position Vacancies - system generated report by dept., detailing vacant Position Control Numbers with job code, position title, position budget, YTD budget expended, remaining position budget, position class, position FTEs, vacancy date, # of days position vacant and last incumbent in position; both ER & managers should be able to run report on demand; should have capability to run report at a particular point in time SR OBIEE

PERS 147.00

Introductory Status - system generated report by dept. detailing employees reaching the completion of 90 day introductory period; include employee name, DOH, and introductory period completion date; system should be capable of sending alert via e-mail directly from HRIS system to manager notifying manager of req. actions SR OBIEE

PERS 148.00

LTD Eligibility - system generated report listing benefit elig. employees reaching 1 year of service; includes employee name, home address, and DOH; option should be available to interface report with e-mail system to alert employee of eligibility & send insurance cert. to eligible employees F OBIEE

A standard report exists for eligibility and enrollment lists (may not include all fields such as address). An alert and workflow would need to be created to send the notice.

PERS 149.00

Sixty Day Post Hire Orientation Follow-up - system generated report of employees reaching 60 days of employment (survey follow-up); includes 60 days from hire date, dept., employee name, title, and DOH; system should offer option of sending survey link to employees via e-mail when report is generated SR OBIEE






Reference Number

PERS 150.00

Employee Birthday List - system generated report of employees by birth month; includes birth date (month & day), employee name and home address; option should be available to prepare mailing envelopes directly from report writer SR OBIEE

PERS 151.00

System generated reports listing service anniversaries (name & dept.), retirements (name, dept., yrs of svc., and retirement date), promotions (name, from/to titles, dept.), and educational degrees earned (name, dept., degree) SR OBIEE

PERS 152.00

Position control reports - includes dept., PCN, job code, position title, position budget, FTE, incumbent name (or "vacant" if position not filled), DOH, employee class, pay grade, and employee salary (both hourly & annual for non exempt) SR OBIEE

PERS 153.00 Standard Quarterly Reports:PERS 154.00 Salary & education report for managers, supervisors, and executive staff SR OBIEEPERS 155.00 Turnover category report SR OBIEEPERS 156.00 Turnover % for Top Performers SR OBIEEPERS 157.00 Hearing impaired Employee Report SR OBIEEPERS 158.00 Quarterly Turnover by Division stats. SR OBIEEPERS 159.00 Foreign Language Translation Skills Report SR OBIEEPERS 160.00 Employee Count by Department SR OBIEEPERS 161.00 Standard Semi-Annual Reports:PERS 162.00 Absenteeism Rate Statistical Report SR OBIEEPERS 163.00 EEO Demographic Statistical Report SR OBIEEPERS 164.00 Employee Education Report SR OBIEEPERS 165.00 Max of Pay grade Report SR OBIEEPERS 166.00 Below Market Point Report SR OBIEEPERS 167.00 Exit Questionnaire Response Report SR OBIEEPERS 168.00 Job Classifications by Position Allocation Form Report SR OBIEEPERS 169.00 Length of Tenure/Reason for Leaving SR OBIEEPERS 170.00 Medical Accommodations SR OBIEE

PERS 171.00Performance Appraisal Ratings by organizational unit (i.e., appointing authority, department, etc.) SR OBIEE

PERS 172.00Performance Appraisal Worksheet - to perform hypothetical cost analysis for pay increases SR OBIEE

PERS 173.00 Employee Performance Appraisal by Ratings SR OBIEEPERS 174.00 Semi-Annual Summary of Compensation Activity SR OBIEE

PERS 175.00Turnover by organizational unit (i.e., appointing authority, department, cost center, etc.) SR OBIEE

PERS 176.00 Employees by Supervisor SR OBIEEPERS 177.00 Standard Annual Reports:PERS 178.00 Average Rate of Pay by Division & FLSA Status SR OBIEEPERS 179.00 Employee Professional Certifications SR OBIEEPERS 180.00 Employee Rehire SR OBIEE






Reference Number

PERS 181.00 Service Award Recipient SR OBIEEPERS 182.00 Insurance Plan Census SR OBIEEPERS 183.00 Length of Tenure/Reason for Leaving SR OBIEEPERS 184.00 New Hire Turnover Within 90 Days by Division SR OBIEEPERS 185.00 Reports for Compliance Training (e.g., Ethics, FMLA) SR OBIEEPERS 186.00 Standard Biennial Reports:PERS 187.00 EEO-4 Report SR HRPERS 188.00 System provides the following standard human resource reports:PERS 189.00 Alpha Personnel Locator SR OBIEEPERS 190.00 Alpha Personnel Locator - HRLY SR OBIEEPERS 191.00 Annual Demographics by Age SR OBIEEPERS 192.00 Annual Grade Distribution w/Level SR OBIEEPERS 193.00 Annual Length of Service SR OBIEEPERS 194.00 Annual Merit Increases for a Specified Period SR OBIEEPERS 195.00 Average Salary by Classification SR OBIEEPERS 196.00 Cost Center Summary List SR OBIEEPERS 197.00 Cost Estimate for Cyclic SR OBIEEPERS 198.00 Costing by Department/Employee SR OBIEEPERS 199.00 Cyclic Maintenance List SR OBIEEPERS 200.00 Employee Position Changes for a Specified Time Period List SR OBIEEPERS 201.00 Employees by JobCode SR HRPERS 202.00 Exempt Employee Salary Listing SR OBIEEPERS 203.00 Grade Rate Report SR OBIEEPERS 204.00 Inactive Employees SR OBIEEPERS 205.00 Location Listing SR OBIEEPERS 206.00 Military LOA Report SR HRPERS 207.00 Name Changes SR OBIEEPERS 208.00 New Hires for Specific Time Period SR OBIEEPERS 209.00 Non-County Employment or Enterprise SR OBIEEPERS 210.00 Permanent New Hires Report SR HRPERS 211.00 Permanent New Hires Report (SSN) SR OBIEEPERS 212.00 Permanent Promotions ( All Appointing Authorities ) SR OBIEEPERS 213.00 Position History Report SR OBIEEPERS 214.00 Promotions for Specific Time Period SR OBIEEPERS 215.00 Protected Job Class Report SR OBIEEPERS 216.00 Salary/Performance Review Report SR OBIEEPERS 217.00 Supervisory Listing Report SR OBIEEPERS 218.00 Temporary to Permenant Employee Report SR OBIEEPERS 219.00 Temporary Employees Followup SR OBIEEPERS 220.00 Temporary Employees Promotional Followup SR OBIEEPERS 221.00 Temporary New Hire Report SR OBIEEPERS 222.00 Temporary Promotions SR OBIEEPERS 223.00 Temporary Promotions Followup SR OBIEE






Reference Number

PERS 224.00 Transfer Report SR OBIEE



Functional Category: Benefits AdministrationAvailable Response Codes Code Count % of ModuleF Provided fully functional out of the box or with configuration (no custom development) F 255 87%CU Customization/Software Enhancement (Any custom development) CU 8 3%TP Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed) TP 0 0%SR Provided with Standard Report or Reporting Tool SR 24 8%CR Custom Report Development Required CR 0 0%N Not Included in this Proposal N 5 2%




GENERAL REQUIREMENTSBEN 1.00 System must be HIPAA compliant. F OAB

BEN 2.00System needs to be able to trigger automatic notification to employee that HIPAA Certification needs to be submitted for pre-existing condition limitation purposes. F OAB

BEN 3.00 Update benefits provider(s) with any deductions/allocation changes. CU OABIncluded in interface/extract in BEN 13.00

BEN 4.00 Interface with Outlook and voicemail for online registration and notifications F

AST scope limited to utilizing the standard integration of workflow notification and employee self service benefits to meet enrollment and notification requirement - No integration to voicemail is included

BEN 5.00 Online completion of Florida Retirement System (FRS) New Hire Certification form. NREMOVED - Per clarification letter dated 10-16-09

BEN 6.00FRS New Hire Certification forms to be routed to Benefits Specialist for further review/processing via workflow. N


BEN 7.00 If applicable, notify payroll of prior FRS plan participation. F HR,PAYBEN 8.00 If FRS New Hire Certification form is not completed, trigger reminders/alerts. F HR

BEN 9.00 Ability to interface with benefit providers include upload and download abilities. CU OAB, PAYIncluded in interface/extract in BEN 13.00

BEN 10.00System prepares benefit billings online and create a receivable that integrates with the accounts receivable module. N OAB,AR

AST will assist the County to develop a manual solution to meet this requirement using standard functionality in OAB and AR

BEN 11.00System accepts benefit payment via automatic withdrawal or credit card either one-time only or recurring payment. F AR,IPAY

BEN 12.00

System automatically notifies the appropriate user to restore an employee's benefits if the employee returns to work and works for one whole calendar month (e.g., return from military leave). F OAB

Summary Statistics

Reference Number

Page 123 of 163 BENExhibit H (Functional Matrix) - Final (12.07.09)





Reference Number

BEN 13.00

System securely transmits data to third-party administrators (e.g., deferred comp plan administrators, Florida Retirement System, etc.) in the format required by those organizations. CU OAB,PAY

Limited to 8 benefit providers. Data may be provided in either an out of the box extract and ftp'd to the vendor or via a custom developed extract, translation and loading for vendor use.

BEN 14.00System integrates with Outlook email to send scheduled wellness and disease management messages to targeted employees. F EBSPLANS

BEN 15.00 System supports multiple versions of benefit plans. F OABBEN 16.00 Plan versions are processed based on effective date. F OABBEN 17.00 System stores benefit plan rules on-line. F OAB

BEN 18.00 System supports various types of benefit plans, including, but not limited to the following:BEN 18.01 Deferred compensation plans F OABBEN 18.02 Cafeteria Plan F OABBEN 18.03 Pre-tax and After-tax Plans F OAB

BEN 19.00System will enroll various levels (e.g., Single, Employee and Children, Employee and Spouse, Family, retirees, etc.):

BEN 19.01 Medical with:BEN 19.011 PPO (multiple) F OABBEN 19.012 HMO F OABBEN 19.013 Waived participation F OABBEN 19.014 Opt Out (employee paid not to take insurance) F OABBEN 19.02 Life Insurance:BEN 19.021 Basic life F OABBEN 19.022 Accidental death and dismemberment F OABBEN 19.023 Supplemental life F OABBEN 19.024 Dependent and spouse life F OABBEN 19.03 Dental F OABBEN 19.04 Vision F OABBEN 19.05 Flexible spending accounts F OABBEN 19.06 Long term disability F OABBEN 19.07 Short term disability F OABBEN 19.08 Retirement F OABBEN 19.09 Deferred Retirement Option Program (DROP) F OABBEN 19.10 Deferred compensation F OABBEN 19.11 Tax sheltered annuity F OABBEN 19.12 COBRA F OABBEN 19.13 Employee Assistance Program F OABBEN 19.14 Wellness F OABBEN 19.15 FMLA F OAB






Reference Number

BEN 19.16 User Defined F OABBEN 20.00 System tracks the following data on benefit plans, including:BEN 20.01 Original expiration date F OABBEN 20.02 COBRA expiration date F OABBEN 20.03 Notification source F OABBEN 20.04 Informed by date F OABBEN 20.05 Informed on date F OABBEN 20.06 Election due date F OABBEN 20.07 Election received date F OABBEN 20.08 Election choice F OABBEN 20.09 Payment code F OABBEN 20.10 First due date F OABBEN 20.11 Plan codes F OABBEN 20.12 Type of coverage F OABBEN 20.13 Plan name F OABBEN 20.14 Carrier name F OABBEN 20.15 Plan rates F OABBEN 20.16 Installment payment F OABBEN 20.17 Payment schedule F OABBEN 20.18 Base payment F OABBEN 20.19 User Defined F OABBEN 21.00 System tracks the following key data on providers, including:BEN 21.01 Provider ID F OABBEN 21.02 Full name F OABBEN 21.03 Short name F OABBEN 21.04 Address F OABBEN 21.05 Primary Contact Name, Job Title, and Phone F OABBEN 21.06 Service Contact Name, Job Title, and Phone F OABBEN 21.07 Billing Contact Name, Job Title, and Phone F OABBEN 21.08 Subscriber Contact Name, Job Title, and Phone F OABBEN 21.09 Direct Deposit Banking data F OABBEN 21.10 Tax ID and Social Security Number F OABBEN 21.11 History of changes (dates) F OABBEN 21.12 Master group number and name F OABBEN 21.13 User Defined F OABBEN 22.00 System tracks the beneficiary for each benefit:BEN 22.01 Name F OABBEN 22.02 Relationship F OABBEN 22.03 Date assigned F OABBEN 22.04 Address (if different than employee/retiree) F OABBEN 22.05 Social Security Number F OABBEN 22.06 Medicare eligible F OAB






Reference Number

BEN 22.07 Allocation date F OABBEN 22.08 Trustee Information if Beneficiary is a Minor F OABBEN 22.09 Deferred Compensation F OABBEN 22.10 Life insurance and supplemental F OABBEN 22.11 Section 125 plan F OABBEN 22.12 Retirement F OABBEN 22.13 Life and supplemental life F OABBEN 22.14 User Defined F OAB

COBRA

BEN 23.00Upon new elections of employee/dependents during the year, initiate new hire COBRA notice. F OAB

BEN 24.00When a qualified event occurs (e.g. termination, divorce) system would automatically issue the following:

BEN 24.01 COBRA/HIPAA notification F OABBEN 24.02 Group Term Life conversion/portability notices F Alert

BEN 24.03Notify carriers of coverage termination (e.g., United Healthcare, Safeguard or Direct Reimbursement Dental, Wageworks FSA, Walgreen's Health Initiative, etc.) CU OAB

Limited to 8 benefit providers. Data may be provided in either an out of the box extract and ftp'd to the vendor or via a custom developed extract, translation and loading for vendor use. Expected that this data can be included in the same interface/extract as BEN 13.00

BEN 25.00COBRA new hire notices are issued to employee and qualified family member (mailed to home address). F OAB

BEN 26.00 System tracks initial COBRA payments. F OABBEN 27.00 System tracks COBRA duration. F OABBEN 28.00 System tracks COBRA justification. F OAB

BEN 28.00Integrates with Accounts Receivable system to bill COBRA payments and track payments due. N OAB

Manual process to record payments will be required

BEN 29.00 System notifies the recipient of the proximity to expiration of COBRA coverage. F OABLEAVE MANAGEMENT

BEN 30.00 Allow for entry of Leave Of Absence (LOA) information, including: BEN 30.01 Employees who are approved F HRBEN 30.02 Approval reason F HRBEN 30.03 Duration of leave approved F HRBEN 30.04 Reporting and tracking of approved LOA F HRBEN 30.05 Reporting on employees currently on LOA F HRBEN 31.00 Ability to distinguish between LOA with Pay and LOA without Pay. F HR






Reference Number

BEN 32.00

System allows employees to donate leave to another employee (converted to value of recipient), with restrictions (e.g., must use immediately and has exhausted their leave balance) and routed via workflow approval to the appropriate supervisor. F HR,FastFormula

BEN 33.00System allows limits to be set for certain types of leave and with the ability to manage exceptions if limits are exceeded. F HR

BEN 34.00 Support both accrual and non-accrual based leave plans. F HRBEN 35.00 Assign multiple leave plans to an employee. F HR

BEN 36.00Ability to setup leave accrual tables that would calculate leave accrued based on a leave accrual seniority or similar date. F HR

BEN 37.00Support multiple plan periods for leave accruals. Example: One period may run from Oct - Sept, another from Jan - Dec. F HR

BEN 38.00Record and maintain compensatory time earned and used, and print on check stub and in employee master file. F HR,PAY

BEN 39.00 Monitor and enforce caps on compensatory time earned. F HR,PAY

BEN 40.00System automatically notifies employees when caps are approached or mandatory leave amounts are not used based on user-defined parameters. F HR,PAY

BEN 41.00 Monitor and enforce caps on leave amounts (e.g. vacation sick, FMLA). F HR,PAYBEN 42.00 Provide ability to accommodate special leave accrual provisions for firefighters. F HR,PAY

BEN 43.00When leave balances are maintained, provide the capability to assign which earnings code balances are updated by the leave balance. F HR,PAY

BEN 44.00

System automatically establishes the correct leave accrual level for rehires based on rehire policy (e.g., rehired < 6 months from termination date = eligible to resume previous leave accrual level). F HR,PAY

BEN 45.00 System automatically stops accruing leave when contracted maximums are reached. F HRBEN 46.00 System forecasts cash payout of leave balances at user-defined date or separation. F HR

BEN 47.00System calculates cash payout of certain leave balances (e.g., only comp time) for certain employees that changes positions to a different job class (e.g., non-exempt to exempt). F HR

BEN 48.00 System provides for maximum carryover limits and rollover of excess hours. F HRBEN 49.00 Support an unlimited number of leave plans, including:BEN 49.01 Sick F HRBEN 49.02 Annual F HRBEN 49.03 Holiday F HRBEN 49.04 Personal F HRBEN 49.05 Administrative F HRBEN 49.06 Military F HRBEN 49.07 User-defined F HR

FAMILY MEDICAL LEAVE ACT (FMLA)






Reference Number

BEN 50.00Comprehensive FMLA management system that allows decentralized approach of FMLA administration with ER overview. F HR

Oracle does not have FMLA administration capability. AST's scope include assistance to the County in developing leave types to track FMLA leave balances.

BEN 51.00Managers/supervisors will verify eligibility (length of employment & hours worked need to be available to managers; system provides the data to indicate eligibility to managers). F HR

BEN 52.00

Allow managers to use a certification tool to qualify leave events (e.g. Eligibility Wizard that prompts managers with leave-related questions and determines if qualified FMLA leave). F SSHR

Oracle does not have eligibility wizards to meet this need. AST's scope will include personalizations to the leave request process in Employee and Manager Self service to aid the Manager in determining if the leave qualifies for FMLA, subject to the text limitations on the self service pages

BEN 53.00

System issues provisional letters to employee; allow for e-mail or US Postal mail depending on if employee is at work or not with additional info (e.g. policy, blank forms such as medical certification, applicable job description; fitness-for-duty forms; status reports). F HR

BEN 54.00 System notifies the Benefits Specialist that a FMLA leave event processing was initiated. F HR,SSHR

BEN 55.00Managers/employees should be able to confirm FMLA hours used in the last 12-month period; FMLA hours remaining. F HR

BEN 56.00 Issue reminders for outstanding forms. F HR

BEN 57.00 Issue Employer Response letter either approving, denying, or closing out leave request. F SSHR

BEN 58.00If required forms are not received by established deadlines, leaves are automatically closed out with a letter issued to the employee with copies to manager. F HR

BEN 59.00Allow tracking and reporting of employees who are using FMLA, remaining FMLA leave time. F HR

BEN 60.00 Trigger alerts when employee is getting close to exhausting available FMLA leave time. F HR

BEN 61.00Issue letters regarding FMLA leave due to expire and notification of applying for additional leave per set policy. F HR

BEN 62.00Initiation of a FMLA event triggers the system to send a Short-Term Disability claim application to the employee. F HR

BEN 63.00Allow tracking and reporting at various levels (e.g. managers for their departments, ER staff for entire organization and by department and by individual.) F OBIEE






Reference Number

BEN 64.00

Allow for reporting and tracking of FMLA information (number of employees using leave; numbers of hours used, remaining, by leave reason, etc.). Allow for reporting of detailed FMLA information on an individual employee basis, as well as by department and other defined categories. F OBIEE

BEN 65.00 System must integrate with timekeeping system. F OTLENROLLMENT/OPEN ENROLLMENT

BEN 66.00 System determines employee eligibility for all the types of benefits offered by the County. F OAB,HR

BEN 67.00System maintains multiple eligibility dates for different benefit plans based on different rules. F OAB

BEN 68.00 System supports different enrollment periods for different employee groups. F OABBEN 69.00 System automatically determines employee eligibility by:BEN 69.01 Employment status F OABBEN 69.02 Position F OABBEN 69.03 Job class F OABBEN 69.04 Effective date F OABBEN 69.05 Length of employment F OABBEN 69.06 Hours worked by period F OABBEN 69.07 Wage base F OABBEN 69.08 Prior elections F OABBEN 69.09 Marital status F OABBEN 69.10 Hire date F OABBEN 69.11 Employee group F OABBEN 69.12 User Defined F OABBEN 70.00 System provides override capability for enrolling or excluding benefit eligibility F OABBEN 71.00 System allows for processing the following benefits qualifying events:BEN 71.01 Establishment and maintenance of participant information F OABBEN 71.02 Activation of coverage for participant, spouse, and non-spouse dependents F OAB

BEN 71.03Activation of coverage for survivors (former dependents of participants that are allowed to continue their benefits coverage) F OAB

BEN 71.04 Maintenance of beneficiary information F OAB

BEN 71.05

Initiation of COBRA processing when an individual’s coverage is terminated due to a COBRA qualifying event (system must be able to handle various reasons, i.e. termination 18 months, reduced hours 18 months, divorce 36 months, age limit 36 months, disable F OAB

BEN 71.06 Evidence of insurability F OAB

BEN 71.07Initiation of and return from leave without pay (LWOP, including military leave and FMLA) coordinated with sick leave balances F OAB

BEN 71.08 New hires, re-hires, and transfers F OABBEN 71.09 Terminating/retiring employees (permanent and temporary employees) F OABBEN 71.10 Termination of coverage for participant, spouse and non-spouse dependents F OABBEN 71.11 Participant transfers F OAB






Reference Number

BEN 71.12System automatically alerts when employees and/or dependent reach pre-defined ages F OAB

Usually run standard report to see who will be reaching pre-defined ages at certain future periods. For example, run the process for 1 month in the future to see which dependents will age out of coverage.

BEN 71.13 Medicare eligible F OABBEN 71.14 User Defined F OABBEN 72.00 System triggers reminders to employees via e-mail if elections have not been made. F OAB

BEN 73.00 Employee elections update payroll system and updated various carriers. CU OAB,PAYCarrier updates are included in interface/extracts in BEN 13.00

BEN 74.00 Payroll deductions are automatically set-up for applicable pay period. F OAB,PAY

BEN 75.00Summary Plan Descriptions are issued to employees by e-mail or via self-service for the various benefits that were elected. F OAB

BEN 76.00Online paperless processing of qualified mid-year plan changes; set policy of allowable changes (definitions/time period). F SSHR

BEN 77.00 Notify employee of change in deduction (amounts/timing). F SSHR

BEN 78.00Issue automatic notice to employees to review paycheck information upon premium changes becoming effective. F OAB

BEN 79.00Trigger new hire COBRA notification to employees and/or qualified dependents for newly elected benefits. F OAB

BEN 80.00System has to allow for parameters that will determine what type of changes can be made online and within set time periods. F OAB

BEN 81.00 Allow for rollover of prior Plan Year elections. F OAB

BEN 82.00

When events occur (new hire election, or mid-year changes; or Open Enrollment) and dependent verification is required, system sends notification to employee that information is required. F SSHR

BEN 83.00If dependent information and supporting documentation is not received, system generates a notification to the employee and HR. F OAB

BEN 84.00System automatically identifies those children that require annual dependent verification documentation (i.e., adult children). F OAB

BEN 85.00System automatically issues follow-ups as needed if information is not received by stated deadline. F OAB

BEN 86.00 System tracks dependent and beneficiary information, including:BEN 86.01 Name F OABBEN 86.02 Gender F OABBEN 86.03 Date of birth F OABBEN 86.04 Effective Date F OABBEN 86.05 Address (if different than employee/retiree) F OABBEN 86.06 Social security number F OABBEN 86.07 Relation (child, spouse, etc) F OAB






Reference Number

BEN 86.08 Medicare eligible F OABBEN 86.09 Student status F OABBEN 86.10 User Defined F OAB

CLAIMS PROCESSING

BEN 87.00System supports integration of claims processing and payments with other system modules. CU OAB Scoped as an interface

BEN 88.00 System provides ability to make multiple payments on a claim. F OABRISK MANAGEMENT/WORKERS COMPENSATION

BEN 89.00 Ability to interface with workers compensation STARS system. CU HR Scoped as an interface

BEN 90.00System tracks claim status, and notifies the supervisor and employee when a determination is made. F HR Provided data is entered in Oracle

BEN 91.00 System tracks loss time hours by employee. F HR

BEN 92.00System tracks costs of workers compensation benefits paid to and on behalf of an employee, interfacing with Workers Compensation STARS system. CU HR Scoped as an interface

BEN 93.00 System allow for workers compensation to run concurrent with FMLA per policy. F HR

BEN 94.00System integrates/interfaces workers compensation payments process (to employees) with payroll processing to prevent duplicate payments. F PAY

During the initial implementation presentation on 5.26.09, this process was defined as a manual process. AST will implement a similar solution in this scope of service.

BEN 95.00System can retroactively calculate retirement contributions for Workers Compensation return to work claimants. F HR

BEN 96.00 System tracks drug testing information according to the following categories:BEN 96.01 Date of Collection F HRBEN 96.02 Name of Alcohol / Drug Test F HRBEN 96.03 Test Number F HRBEN 96.04 Test Type F HRBEN 96.05 Sample Type F HRBEN 96.06 Collection Site F HRBEN 96.07 Laboratory F HRBEN 96.08 MRO F HRBEN 96.09 Test Results F HRBEN 96.10 Alcohol Concentration F HRBEN 96.11 Disposition F HRBEN 96.12 Substances F HRBEN 96.13 Endorsements F HRBEN 96.14 Notes F HRBEN 97.00 System tracks accommodations, including:BEN 97.01 Ergonomic accommodations F HRBEN 97.02 Reduced work schedule F HRBEN 97.03 Accommodation begin/end dates F HR






Reference Number

BEN 97.04 Reason for accommodations F HRBEN 97.05 User Defined F HRBEN 98.00 System maintains and tracks information on each filed claim, including:BEN 98.01 Claimants name and information F HRBEN 98.02 Employee Department/Division F HRBEN 98.03 Date claim received F HRBEN 98.04 Police Report number F HRBEN 98.05 Location of incident/accident F HRBEN 98.06 Nature of injury F HRBEN 98.07 Date of injury F HRBEN 98.08 Physician of Choice F HRBEN 98.09 Date Employee Received Claim Form F HRBEN 98.10 Date Supervisor Received Claim Form from Employee F HRBEN 98.11 Date Risk Mgt Received all Claim Forms from Supervisor F HRBEN 98.12 Medical treatment record F HRBEN 98.13 Lost time record F HRBEN 98.14 Open and Close dates F HRBEN 98.15 Total pay out F HRBEN 98.16 Alternate Duty Position F HRBEN 98.17 Alternate Duty Begin Date F HRBEN 98.18 Alternate Duty End Date F HRBEN 98.19 Alternate Duty End Date Extension(s) F HRBEN 98.20 Maximum Medical Improvement (MMI) Date F HRBEN 98.21 User Defined F HR

SELF SERVICEBEN 99.00 Allow employees to run "what-if" scenarios on possible benefit plans. F SSHR

BEN 100.00Allow employees to run "what-if" scenarios on changing their deduction (includes pre-tax and post-tax deductions) and the affect on net paycheck. N SSHR

Oracle does not support what-if calculations for payroll due to the complexity of tax implications of each potential change. Possible alternatives are to develop a custom application or to provide a link to external sites for the employees to do self analysis

BEN 101.00 Ability for employees to enroll in benefit elections online. F SSHR

BEN 102.00Ability for employees to file claims for Short-term and Long-term disability. Claim form can be accessed online and forwarded to the carrier. F HR

BEN 103.00 Ability for employees make changes to the following:BEN 103.01 Benefits elections F SSHRBEN 103.02 Beneficiaries F SSHRBEN 103.03 Dependents F SSHRBEN 103.04 Contact information F SSHR






Reference Number

BEN 103.05 User Defined F SSHRBEN 104.00 Ability for employees to view the following information:BEN 104.01 Current benefits F SSHR

BEN 104.02 Summary plan descriptions F SSHRSPDs to be maintained on a non-Oracle intranet page or carrier sites.

BEN 104.03 Benefit forms F SSHRSPDs to be maintained on a non-Oracle intranet page or carrier sites.

BEN 104.04 Benefit statements F SSHR

BEN 104.05 Carrier information F SSHRCarrier information to be provided on Carrier site

BEN 104.06 User Defined F SSHRBEN 105.00 Provide links to benefit provider Web sites. F SSHRBEN 106.00 Allow employees to make changes following a qualified event within set parameters. F SSHRBEN 107.00 Allow retirees to use the self-service module for the same functions as above. F SSHR

BEN 108.00

Allow employees to review policies regarding employment separation and impact of separation on benefits (e.g., termination dates, premium processing; premium refunds, leave policies regarding any payouts, run projections on expected payouts). F SSHR

Details to be maintained on non-Oracle intranet page or other external site.

BEN 109.00All changes made by employees via the self-service module is routed to the appropriate approver/supervisor for review and approval before the change is posted. F SSHRREPORTING

BEN 110.00 Query and report on any field, with proper security authorization. SR OBIEE

BEN 111.00Allow for storage of retiree information and current Deferred Retirement Option Program (DROP) participants to allow Benefits Specialist to run reports on this information. SR OBIEE

BEN 112.00

Allow Benefits Specialist and other appropriate staff access to custom reporting (e.g. number of employees enrolled in medical, dental; coverage types elected, number of dependents, demographic information). SR OBIEE

BEN 113.00Ability to produce annual employee benefit statements including wages, employer/employee paid benefits and employee leave benefits. F HR,PAY,OAB

BEN 114.00 System provides the following standard benefit reports:BEN 114.01 Drop Plan SR OBIEEBEN 114.02 Employees Working Less Than 20 Hours SR OBIEEBEN 114.03 Employees with COBRA Coverage SR OABBEN 114.04 Health/Dental Insurance Detail SR OABBEN 114.05 Health/Dental Insurance Summary SR OABBEN 114.06 Deferred compensation summary by employee SR OBIEEBEN 114.07 LTD for Employees Completing One/Five Year(s) SR OBIEEBEN 114.08 Life Insurance Census Information SR HR,OABBEN 114.09 Quarterly Retiree Birthday SR OBIEEBEN 114.10 Retirees Turning 65 SR OAB






Reference Number

BEN 114.11 Temporary Employees > 6 Months No Medical SR OBIEEBEN 114.12 Wrap Plan for New Employees SR OBIEEBEN 114.13 Flexible Spending Account Breakdown by Division SR OBIEEBEN 114.14 Tefra Report SR OBIEEBEN 114.15 STD Report (Yearly/Daily) SR OBIEEBEN 114.16 STD Report Active/Pending Claims SR OBIEEBEN 114.17 STD Pay Summary SR OBIEEBEN 114.18 STD Classification SR OBIEEBEN 114.19 STD Classification by Claim Status SR OBIEEBEN 114.20 STD Payment SR OBIEEBEN 114.21 STD Claim Status SR OBIEE



Functional Category: Learning ManagementAvailable Response Codes Code Count % of ModuleF Provided fully functional out of the box or with configuration (no custom development) F 110 89%CU Customization/Software Enhancement (Any custom development) CU 0 0%TP Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed) TP 0 0%SR Provided with Standard Report or Reporting Tool SR 10 8%CR Custom Report Development Required CR 0 0%N Not Included in this Proposal N 3 2%





LM 1.00

Any personnel changes (e.g., new employee, changes in employee status, new student intern, employee promotion, employee termination, etc.) will update the LMS system on a nightly basis F OLM,HR

LM 2.00 Supports succession planning. F OLM

LM 3.00Track contracts and support ability to attach documents (e.g., MOU's, Achieve Global, Workplace Answers, Knowledgepoint, HR Classroom, Pathlore, elementK). F OLM

LM 4.00

For certain courses taken, if an employee leaves within 1 year, the employee has an obligation to pay the course cost back on a pro-rata basis. Automate this process to calculate the pro-rated amount due and send info to payroll to process. F HR,FastFormula

LM 5.00 Manage teams and team memberships. F OLMLM 6.00 Track results of Assessments taken (e.g., Predictive Index, Profile XT, etc.). F OLMLM 7.00 Track results of user-defined post hire assessment periods (e.g., 60 day). F OLM,HRLM 8.00 Define resource groups (e.g., instructors) or pools for easier workflow. F OLMLM 9.00 Track travel and other expenses related to training/certification. F OLM

LM 10.00Assign certification and mandatory training to employees and notify supervisor & employee of a need for certification/training though workflow notifications. F OLM

Standard functionality to define learning certifications and notify employee. The workflow would need to have the supervisor notification added.

LM 11.00Establish ticklers for monitoring updates to annual mandatory training, testing, and certification. F OLM

LM 12.00 Track content object (i.e., hierarchical relationships) completion. F OLMLM 13.00 Construct and deconstruct Content Library using imported content objectives. F OLM

LM 14.00 Deliver blended learning (online, classroom, virtual classroom, offline resources). F OLM

The delivery of online content is possible only if your enterprise has purchased the OLM Online Learning Option and enabled the Online Learning Option Licensed profile.

Summary Statistics

Reference Number

Page 135 of 163 LMExhibit H (Functional Matrix) - Final (12.07.09)





Reference Number

LM 15.00Incorporate instructor-led & self-paced content objects (no differentiation) for true blended learning. F OLM

LM 16.00System accommodates various competency models (e.g., succession management planning). F OLM

LM 17.00 System integrates with courseware that complies with SCORM standards. F OLMLM 18.00 Ability to view and modify transcripts. F OLMLM 19.00 Attach supporting documents for training requirements. F OLM

CAREER DEVELOPMENT

LM 20.00 System monitors career paths and tracks achievement of licenses and certifications. F OLMLM 21.00 Accommodate Individual Development Plans (IDP). F OLMLM 22.00 Support analysis of employee development and curriculum needs. F OLMLM 23.00 Manage reusable learning objectives (RLOs). F OLMLM 24.00 Proactively plan and manage career development. F OLM

LM 25.00System tracks classes and courses needed for career / job progression planning and for required prerequisites or equivalencies, as appropriate for employees. F OLMCOURSE MANAGEMENT

LM 26.00 Track mandatory compliance courses. F OLMLM 27.00 Assign resources to courses. F OLMLM 28.00 Build course components. F OLMLM 29.00 Create and manage groups and curriculums. F OLM

LM 30.00System provides the ability to produce a course catalog and a calendar of training sessions. F OLM

LM 31.00Provide access to a centralized calendar whereby learners can check for course availability and select their preferred calendar view (day/week/year). N

Learning Management class search is catalog driven not based on a calendar. Extensive customization would be required.

LM 32.00 System provides the ability to view and edit the calendar, according to user rights. NREMOVED - Per clarification letter dated 10-16-09

LM 33.00Changes to the course calendar automatically notifies all appropriate users (i.e., students, instructors, training coordinator, etc.), via e-mail, of the change. F OLM

LM 34.00 Create course templates and classes. F OLMLM 35.00 System provides the ability to link students evaluations/reviews to a course. F OLMLM 36.00 Link courses to skills/competencies. F OLM

LM 37.00 Manage or assign resource items (e.g., course materials, projectors, instructors, etc.). F OLMLM 38.00 Schedule resources with classes. F OLMLM 39.00 Blend courses and curriculums. F OLMLM 40.00 Utilize content objectives as pre-tests/course requirements. F OLMLM 41.00 Ability to set minimum and maximum class attendance limits. F OLM

ENROLLMENT/REGISTRATIONLM 42.00 System restricts course registration to certain positions, departments, organizations, etc. F OLM






Reference NumberLM 43.00 Assign curriculums or courses to individuals or groups. F OLMLM 44.00 Manage wait lists. F OLM

LM 45.00Use system for conflict checking (eligibility, instructor, resources, time, etc.) and notification. F OLM

LM 46.00Batch Enrollment based on Manager, Job, Organization, Domain, Group or Individual-Selection. F OLM

LM 47.00 Track and schedule employee in-house training. F OLM

LM 48.00System monitors prerequisites and equivalencies by employee at enrollment and prohibit (with override capability) enrollment if prerequisites are not satisfied. F OLM

LM 49.00

System automatically e-mails participants with required prerequisite work (pre-work) in a form e-mail letter once they enroll and have been approved for the course; includes due dates, etc. F OLM

LM 50.00Employees should be able to view and search the course catalog and calendar of training sessions. F OLM

LM 51.00 System creates a wait list when training session maximum enrollment is reached. F OLM

LM 52.00System creates the appropriate roster for the training session in a predefined modifiable format. SR OLM

LM 53.00System updates training session roster based on actual attendance at the completion of the training. SR OBIEE

LM 54.00Allows users to register and cancel themselves for courses and other forms of training. Upon cancellation system notifies the appropriate users via e-mail. F OLM

LM 55.00

System will generate notification to all appropriate users (paper and/or email) for wait list notification, closed class notification, confirmation of class, and no show and cancellation notification. F OLM

LM 56.00System will generate customizable notification forms by user definable criteria (e.g., department) at a predefined period of time prior to the start of the training session. F OLM

LM 57.00System should provide the ability for supervisors (may be multiple levels) to authorize training requests via workflow. F OLM

LM 58.00Automatically routes self-registrations in selected courses to selected supervisors, training coordinator/administrators and/or financial officers for approval via workflow. F OLM

LM 59.00 Allows a manager or administrator to register a student. F OLM

LM 60.00

Allows for classes to automatically self-cancel if enrollment does not reach a pre-determined minimum enrollment number by a pre-determined date, including canceling the class and automatically notifying appropriate users via e-mail. N


LM 61.00Allows employees to register for and request approval for training which is external to the County, such as from commercial sources. F OLM

LM 62.00Ability to track the following course information to be used for a tuition reimbursement request:

LM 62.01 Course cost F OLMLM 62.02 Start/end date F OLMLM 62.03 Name of course F OLMLM 62.04 Institution F OLM






Reference NumberLM 62.05 Justification of course F OLMLM 62.06 Number of credits/hours F OLMLM 62.07 Approval date F OLMLM 62.08 Satisfactory completion F OLMLM 62.09 Final approval date F OLMLM 62.10 User-defined field F OLM

LM 63.00Tracks and maintains a historical record of all courses taken, whether completed or not, and their status. F OLMTESTING AND EXAMINATIONS

LM 64.00System tracks unlimited versions of tests and related answer keys over time for any training. F OLM

LM 65.00Unlimited amount of Scoring / Pass / Fail criteria for each unique test number and grade achievement (Describe limitations in the comments column) F OLM

LM 66.00 Systems accommodate individual positions that may require specific examinations F OLM

LM 67.00System tracks matching answer keys to valid tests (recorded in the same manner as the tests and there can be multiple keys to each test with valid dates and approver). F OLM

LM 68.00System will track unlimited data (e.g., unique test number, unique answer key number, etc.) for each answer key. (Describe limitations in comments column) F OLM

LM 69.00System records test data (e.g., pass/fail, audit, cut score, test location, etc.) by person/student. Describe limitations in comments column. F OLM

LM 70.00System provides for a test analysis feature by correlating the number of correct responses to the top candidates to determine best test questions. F OLM

LM 71.00System provides for an exam item bank with lists of numerous questions by exam objective. F OLM

LM 72.00 System will author surveys and tests consistent with Kirkpatrick’s levels of evaluation. F OLMLM 73.00 System will populate surveys from a question bank. F OLMLM 74.00 Create tests and surveys that require no programming, scripting or Java coding. F OLM

LM 75.00Utilize question types such as true/false, multiple choice (with single-and multiple-answer options), sentence completion, fill-in-the-blank and short answer/essay. F OLM

LM 76.00

Provides flexible test and assessment settings such as: question randomization, timed response, multiple question retry, randomized answers, feedback or explanations, question skipping, grading methods and scoring. F OLM

LM 77.00

System will conduct pre- and post-training tests, training needs assessments, skill gap and job skills analysis, course and curriculum evaluations, and student and client surveys and opinion polls. F OLM

LM 78.00 System notifies student and supervisor/manager of test results. F OLM

LM 79.00

Updates course content and activates or deactivates new course modules at the click of a mouse. Allows the course creator the ability to preview what students will see before making a new or revised course or course module “live”. F OLM






Reference Number

LM 80.00

Provides data to be used in return on investment (ROI) analysis. Ensures that data is being gathered in the system for each of the 5 Kirkpatrick / Jack Philips levels leading to ROI analysis. SR OBIEESTUDENT TRACKING

LM 81.00 Track wellness/awareness training (e.g., Pandemic Overview). F OLMLM 82.00 Track pre-post approvals, courses completed, degree achieved. F OLM

LM 83.00After an employee completes a course, system updates employee profile with appropriate training credits, and hours. F OLM

LM 84.00 Track employee progress toward earning a degree/certification. F OLM

LM 85.00System records attendance of an attendee at a training session (lesson, class, course, program/curriculum, or outside training) in hours and minutes. F OLM

LM 86.00Provide notification to supervisor if mandatory training is not completed within a user-specified period of time. F OLM

OTA Workflow. Standard notifications notify the learner but not the supervisor.

LM 87.00

System tracks the grade achieved by an attendee for a lesson, class, course, or outside training based upon grade achieved at a training session inclusive of that lesson, class, course, or outside training. F OLM

LM 88.00

System will automatically update or will allow users to manually update skills / certifications / licenses and professional development plans of attendees who have met the course completion (time) and grade requirements. F OLM

LM 89.00

System notifies the employee's training coordinator/administrator and supervisor if actual attendance hours don't match the planned attendance hours (if employee missed part of the training session). F OLM

LM 90.00 Track employee opinion survey results, stats, action plans. F OLMEVALUATION/ASSESSMENT

LM 91.00 Support course/class evaluations. F OLMLM 92.00 Enforce mastery of material before completion credit is awarded. F OLMLM 93.00 Require students to complete course evaluation before issuing credit. F OLMLM 94.00 Ensure testing integrity through server-based grading. F OLMLM 95.00 Randomize presentation of test questions from question banks. F OLMLM 96.00 Utilize built-in assessment engine to author evaluations and assessments. F OLMLM 97.00 Track employee opinion survey results, stats, action plans. F OLM

TUITION REIMBURSEMENT

LM 98.00

System calculates tuition reimbursement based upon courses enrolled, grades for completed courses, other tuition payments made and other criteria. (Provide limitations in comments column) F HR,PAY

LM 99.00

Employee should be able to request tuition reimbursement via Employee Self Service and track the status of the request and payment. Should also include supervisor approval as part of the process. F SSHR,HR,PAY

LM 100.00System has the ability attach supporting documentation (e.g., receipts) to tuition reimbursement request. F SSHR






Reference Number

LM 101.00System notifies the requester that the tuition reimbursement request has been received and once again once its been approved/rejected. F SSHR

LM 102.00

System tracks situations where employee is required to maintain employment for a certain period of time after the completion of training and notify designated personnel when employee terminates prior to the time period. F HRANALYSIS

LM 103.00 Analyze and report on skills and competencies. SR OBIEELM 104.00 Analyze student skills gaps. SR OBIEELM 105.00 Analyze student training gaps. SR OBIEE

LM 106.00Analyze effectiveness of County learning strategy through Learning Management System reports. SR OBIEE

LM 107.00System provides the ability to send electronic surveys to employees based on job classification to ascertain course needs assessments and feedback. F OLM,HR

LM 108.00System provides the ability to support position and personnel data needs assessment analysis to facilitate staff development activities. F OLM,HR

LM 109.00Provide competency-based decision support for strategic initiatives such as succession planning. F OLM

Requires Competencies to be created in Core HR module

REPORTINGLM 110.00 Query and report on any field, with proper security authorization. F OBIEE

LM 111.00Create regulatory compliance reports for OSHA (Occupational Safety and Health Administration), HIPAA, etc. SR HR,OAB,OBIEE

LM 112.00 Produce report for employees recognized for designated year(s) of attendance SR OBIEELM 113.00 Create custom reports using MS Reporting Services or Crystal Reports. SR EBSLM 114.00 System has an integrated Report Manager tool. F EBS



Functional Category: Employee RelationsAvailable Response Codes Code Count % of ModuleF Provided fully functional out of the box or with configuration (no custom development) F 100 96%CU Customization/Software Enhancement (Any custom development) CU 0 0%TP Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed) TP 0 0%SR Provided with Standard Report or Reporting Tool SR 4 4%CR Custom Report Development Required CR 0 0%N Not Included in this Proposal N 0 0%





ER 1.00System must have ability to have different rules and processes based on departmental or bargaining unit. F HR

ER 2.00 System must have ability to accommodate an unlimited number of actions per employee. F HR

ER 3.00

System provides the ability to capture information/questions that employees have, along with the department's responses to questions. Note any limitations to the number of characters. F HR

ER 4.00System provides notes/description field that allow HR to record private documentation on the employee. F HR

ER 5.00System tracks all costs and payments of disciplinary actions/grievances by department that was the source of the grievance. F HRPERFORMANCE APPRAISALS

ER 6.00 Perform performance appraisals online. F HR

ER 7.00Ability to print performance form templates with certain fields auto-populated (e.g., name, etc.) and also input information in the fields before printing. SR HR

ER 8.00System accommodates different performance appraisal plans according to employee group. F HR

ER 9.00 Attach unlimited performance evaluations to the employee record. F HR

ER 10.00Accommodate various performance evaluation schedules (i.e., every 6 months, annual, etc.). F HR

ER 11.00Accommodate performance evaluation schedules (monthly and/or annual) and automatically notify employees and supervisors of evaluation due dates. F HR

ER 12.00 System tracks evaluation completions and overdue status. F HRER 13.00 Ability to provide for user-defined employee goals and objectives. F HR

ER 14.00 Accommodate performance evaluation "forms" that are linked to employee job class. F HR

ER 15.00Appraise performance based on pre-defined goals and objectives that are tied to the County’s strategic plan. F HR

ER 16.00 Support performance improvement plans (PIP) that are tied to the County's strategic plan. F HR

Summary Statistics

Reference Number

Page 141 of 163 ERExhibit H (Functional Matrix) - Final (12.07.09)





Reference NumberER 17.00 Support identified competencies through performance appraisals. F HRER 18.00 Performance appraisals may be tied to merit salary increases. F HR

ER 19.00Performance appraisals are electronically routed to the appropriate users for approval via workflow and electronic signature.. F HR

Oracle identifies unique user name and secure log-on as electronic signatures.

ER 20.00

System should be capable of integrating with other applications to record performance appraisal rating & reviewer information into the HR system via workflow and electronic signature (where legal). F HR

API's provide the capability, custom development would be required to complete integration.

ER 21.00 System tracks the following data on employee's performance appraisals, including:ER 21.01 Review type F HRER 21.02 Review due date F HRER 21.03 Completion indicator F HRER 21.04 Completion date F HRER 21.05 Score/rating F HRER 21.06 Reviewer name F HRER 21.07 Rater name F HRER 21.08 User Defined fields F HR

GRIEVANCES

ER 22.00

System accommodates and tracks multiple grievance and appeals procedures based upon type of employee (i.e., administration, firefighter, management) or organizational unit. F HR

ER 23.00System must have ability to complete, submit, and track grievance filing and responses using on-line forms. F HR

ER 24.00System must have ability for on-line forms to utilize workflow for review and approval throughout grievance process. F HR

ER 25.00 Attach associated documents and/or files to the grievance. F HR

ER 26.00System stores effective dated bargaining unit agreements and related policies and procedures for tracking and historical purposes. F HR

ER 27.00System must have ability to facilitate a multi-step Grievance Tracking process which includes the following information throughout multiple iterations:

ER 27.01 Grievance Number F HRER 27.02 Grievance Filed Date F HRER 27.03 Organizational Unit F HRER 27.04 Related Article of personnel rule F HRER 27.05 Related Section of personnel rule F HRER 27.06 Grievance issue (e.g., alleged policy violation) F HRER 27.07 Multiple schedule dates for each step of the grievance process (at least 4) F HRER 27.08 Decision Issued (Denied, Upheld, Amended, Settled, Reversed) F HRER 27.09 Date Grievance Closed F HRER 27.10 Date Declared Inactive F HRER 27.11 Hearing Officer/Department Head F HRER 27.12 Date of mediation F HR






Reference NumberER 27.13 Mediator F HRER 27.14 Grievance Representative F HRER 27.15 Prevailing Party F HRER 27.16 Cost of Mediation F HRER 27.17 Any other cost F HRER 27.18 Interim Mitigating Income (i.e., pay differential) F HRER 27.19 Total Cost F HRER 27.20 Additional Hearing Dates F HRER 27.21 Unlimited notes and/or text entry F HRER 27.22 User-defined fields F HR

ER 28.00System must have ability to track the following minimum data regarding responses to grievances:

ER 28.01 Date of Response F HRER 28.02 Action taken F HRER 28.03 Preparer F HRER 28.04 Communication method F HRER 28.05 Suit filed by employee F HR

DISCIPLINARY ACTIONS

ER 29.00System must have ability to accommodate an unlimited number of disciplinary actions per employee. F HR

ER 30.00System must have ability for potential new supervisor to view prior discipline action, with the appropriate security. F HR

ER 31.00System must have ability to flag an employee record as having prior or pending disciplinary action or special circumstances. F HR

ER 32.00 Attach associated documents and/or files to the disciplinary action. F HRER 33.00 System must have ability to create user defined number of discipline steps/levels. F HRER 34.00 System records historical disciplinary action by:ER 34.01 Employee F HRER 34.02 Date F HRER 34.03 Infractions cited F HRER 34.04 Type of incident F HRER 34.05 Type of follow-up action taken F HRER 35.00 System provides historical information for all disciplinary actions F HR

ER 36.00System notifies HR and department director of eligibility of selected disciplinary action for inactivation (based on date and type of disciplinary action). F HR

ER 37.00 System tracks all disciplinary complaints, investigations, and actions:ER 37.01 Letters of reprimand F HRER 37.02 Warnings F HRER 37.03 Suspensions with pay F HRER 37.04 Suspensions without pay F HRER 37.05 Demotions F HRER 37.06 Reductions in pay F HR






Reference NumberER 37.07 Discharge F HRER 38.00 System tracks suspensions and triggers notifications/ticklers on suspension dates. F HRER 39.00 System tracks the following information for all disciplinary actions:ER 39.01 Employee name F HRER 39.02 Employee number F HRER 39.03 Organizational unit (e.g., department, division, section) F HRER 39.04 Issue(s) (e.g. insubordination) F HRER 39.05 Infraction number F HR

ER 39.06Proposed discipline (e.g. letter of reprimand, suspension, demotion, reduction in pay and termination) F HR

ER 39.07 Date discipline was received F HRER 39.08 Date the final discipline will take place F HRER 39.09 Date disciplinary action is eligible for inactivation F HRER 39.10 Job class/code F HRER 39.11 Work location F HRER 39.12 Supervisor's name F HRER 39.13 Appealed F HRER 39.14 Start date of administrative leave F HRER 39.15 End date of administrative leave F HRER 39.16 Reason for administrative leave F HRER 39.17 Pre-disciplinary hearing date F HRER 39.18 Hearing date for suspension pending judicial review F HRER 39.19 Start date of suspension pending judicial review F HRER 39.20 End date of suspension pending judicial review F HRER 39.21 User defined field F HR

REPORTINGER 40.00 Query and report on any field, with proper security authorization. SR OBIEE

ER 41.00Analyze and report on the concentration of disciplinary actions by department/divisions and/or demographic indicators or other selected criteria SR OBIEE

ER 42.00Analyze and report on the concentration of grievances by department/division and/or demographic indicators. SR OBIEE



Functional Category: Time & AttendanceAvailable Response Codes Code Count % of ModuleF Provided fully functional out of the box or with configuration (no custom development) F 74 80%CU Customization/Software Enhancement (Any custom development) CU 3 3%TP Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed) TP 0 0%SR Provided with Standard Report or Reporting Tool SR 0 0%CR Custom Report Development Required CR 13 14%N Not Included in this Proposal N 2 2%





TME 1.00Accommodate a variety of work schedules (10-hour day, 7.5 hour day, 8 hour day, part-time, on-call, temporary, 52-hour weeks, others). F OTL

TME 2.00Time and attendance transactions, including leave requests, occur in real-time and update all appropriate records (e.g., leave balances).

TME 2.01 Regular employees F OTLTME 2.02 Temporary employees F OTLTME 2.03 Firefighters F OTLTME 2.04 Elected officials F OTL

TME 3.00Accommodate fluctuating work weeks (32/48, 35/45) and monitor against FLSA guidelines. F OTL

TME 4.00Ability to load holiday calendar by year and various combinations of employee type , job classification, schedule (8hrs vs. 10 hrs), firefighters. F OTL

TME 5.00System must have ability to calculate certain types of overtime based on a user-defined criteria. Note any limitations in the comments column. F OTL

TME 6.00System must have ability to generate overtime for multiple work periods as outlined by FLSA. F OTL

TME 7.00Ability to compute overtime and incorporate leave time as part of the work period to be included in the overtime calculation. F OTL

TME 8.00Accommodate other FLSA and user-defined overtime hours in accordance with special FLSA provisions for public safety employees. F OTL

TME 9.00Ability to track and report all FEMA-related work activities and hours in order to compute FEMA overtime. F OTL

TME 10.00 Interfaces with time clock systems. N REMOVED - Per clarification letter dated 10-16-09

TME 11.00Time and attendance module integrates with the Project Accounting module for entering worked hours on specific projects and programs. F OTL

TME 12.00Time and attendance module integrates with the County's work order systems for entering hours worked on work orders (systems are listed in RFP). CU OTL Custom interface

Summary Statistics

Reference Number

Page 145 of 163 TMEExhibit H (Functional Matrix) - Final (12.07.09)





Reference Number

TME 13.00

System must provide user defined edits (warnings, fatal errors) for work rules based on employee position and group parameters. Ability to define unique work rules for each job code. F OTL

TME 14.00Ability to lock out periods for different times and different employee groups and approval levels. F OTL

System provides the ability to limit the number of days allowed to make retro time adjustments or to enter future time periods.

TME 15.00

Accommodate electronic routing, pre-approval, and approval for time and attendance transactions, with electronic signatures at all levels (employee, timekeeper, or supervisor/designee). F OTL

TME 16.00Supervisors' ability to see detailed time and attendance for all employees under their responsibility. F OTL

TME 17.00

System must have ability to track and limit hours worked for user defined employees and /or positions and send an alert when maximum hours have been reached based on appointment date and total hours worked. F OTL

TME 18.00 Alert notifications are based on when user-defined percentage thresholds are exceeded. F OTL

TME 19.00System notifies supervisors to certain user-defined events, such as absences of two weeks or more. F OTL

TME 20.00System provides ability to print selected weekly/daily time sheets for “time sheet required” employees with user-defined key fields preprinted. CR OTL

TME 21.00System must have ability to effective date transactions for processing during the appropriate pay period. F OTLTIME ENTRY

TME 22.00Enter hours worked on exception basis (default to regular hours as maintained in employee master file) or positive basis (entry required for all workers). F OTL

TME 23.00 Enter time and attendance events at decentralized (remote) and/or central locations. F OTL

TME 24.00Enter time and attendance transactions on a daily, weekly, monthly and future basis on a consolidated basis (at end of pay period). F OTL

TME 25.00 Enter time at any point during the pay period. F OTL

TME 26.00 System supports time entry by each employee with embedded work flow for approval F OTL

TME 27.00System supports time entry screens with default daily hours based on information in employee master file. F OTL

TME 28.00System allows employees to enter time in two different years at the same time (e.g., pay period that crosses over calendar or fiscal year-end). F OTL

TME 29.00 Enter task or project codes at point of time entry. F OTL

TME 30.00 Provide the ability to allocate shift differential codes by various combinations, including; F OTLTME 30.01 Work schedule F OTLTME 30.02 Employee type F OTLTME 30.03 Job classification F OTL






Reference Number

TME 30.04 User-defined category F OTLTME 31.00 Employees can enter time against:TME 31.01 Chart of Accounts (i.e., cost center) F OTLTME 31.02 Projects F OTLTME 31.03 Grants F OTLTME 31.04 Work Orders F OTLTME 31.05 User defined fields F OTLTME 32.00 Ability to override default labor distribution as time is entered. F OTL

TME 33.00Ability to validate payroll time-keeping information entered at remote locations for proper coding. F OTL

TME 34.00 Ability for multiple users to enter time records for a group of employees simultaneously. F OTLLEAVE ADMINISTRATION

TME 35.00 Ability to identify time exceptions by date (e.g. vacation, sick). F OTL

TME 36.00On-line access for employees to request for Donation of Leave & forward electronically to appropriate Management for approval. F SSHR

TME 37.00 System automatically adjusts leave balances based on pre-determined rules. F HR,PAY

TME 38.00Ability to update multiple leave balances based on the leave plan(s) and leave accrual information as defined in the employee's record. F OTL,PAY

TME 39.00Ability to update all leave and accrual information online including audit trail of all changes made. F OTL,PAY

TME 40.00 Enter multiple leave types during time entry process. F OTLTME 41.00 Provide system edit of available leave balances. F PAY

TME 42.00

System prohibits the usage of leave that is in excess of leave balance in the case of paid leave or policy maximums in the case of unpaid leave. This must be user definable by type of leave. F OTL

TME 43.00 Enter leave transactions in excess of standard hours scheduled. F OTL

TME 44.00System notifies the employee and supervisor if leave requested at time of entry exceeds their balance. F OTL

Notification is provided to the individual entering the time, not necessarily the employee or supervisor

TME 45.00System has the ability to apply leave time taken in excess of available balances to another leave type. F PAY

This requirement cannot be met in Oracle Time and Laobe, however, It can be programmed in Oracle Payroll

TME 46.00

Employees and supervisors must have ability to track and view multiple leave balances based on user defined security roles. Note any exceptions or limitations in the comments column. F OTL

TME 47.00 Ability to track and view leave usage by user defined classes and/or events. F PAY

TME 48.00System notifies the supervisor if an employee has not taken any leave at a user-defined date (e.g., October). CU PAY Custom Alert, included in SOW.






Reference Number

TME 49.00System automatically calculates leave conversion in real time when an employee changes positions and the leave accrual rate is different. F PAY

TME 50.00System notifies the employee and supervisor when accrual maximum for leave time(s) is approaching. CU OTL Custom Alert, included in SOW.TIME PROCESSING

TME 51.00System provides an edit list of hours for review prior to payroll processing, and ability to make changes prior to processing. F OTL

TME 52.00 Ability to format online time sheet templates with approval requirements. F OTLTME 53.00 Ability to record and apply edits as defined by the pay code/earnings code table. F OTL

TME 54.00Allocate hours, time worked to a temporary labor allocation (i.e., loaned employee to another cost center). F OTL

TME 55.00System must have ability to automatically calculate overtime adjustments when time and attendance transactions are processed in a subsequent pay period. F OTL

TME 56.00Ability to include certain paid hours (holiday, holiday overtime, personal, holiday floats, annual, sick, and leave with pay) in the overtime calculation, either time and one half. F OTL

TME 57.00Ability to update hours in case of an emergency payroll, i.e., default everyone to scheduled hours. F OTL

TME 58.00 Ability to delete transactions when necessary prior to processing of hours. F OTL

TME 59.00System provides the ability to add time for multiple positions with appropriate security, within a department or across departments. F OTL

TME 60.00 System must have ability to enter corrections to transactions previously entered. F OTL

TME 61.00System must have ability to make out of cycle adjustments to prior pay periods based on business rules with the appropriate security and audit trails. F OTL

TME 62.00System notifies timekeepers of the number of Short-Term Disability and Worker's Compensation hours an employee is eligible to use. N OTL

TME 63.00

System allows time data entered on-line to be held in a suspense or pending file until approved electronically and released for processing based on a specific pay period or pay cycle. F OTL

TME 64.00System allows time data approved electronically and released for processing to be uploaded for payroll processing electronically. F OTLREPORTING

TME 65.00 Query and report on any field, with proper security authorization. FTME 66.00 System provides the following standard time and attendance reports:TME 66.01 Number of hours worked by employee CR OTLTME 66.02 Time and Labor Cost Detail CR OTLTME 66.03 Time and Labor Overtime Cost Detail CR OTLTME 66.04 Employee Leave Balances F OTLTME 66.05 Hours Worked CR OTLTME 66.06 Leave Detail CR OTLTME 66.07 Missing Time Card F OTLTME 66.08 Timesheet CR OTL






Reference Number

TME 66.09 Overtime Detail CR OTLTME 66.10 Position Audit Listing CR OTLTME 66.11 Productivity F OBIEETME 66.12 Project Cost Detail F PATME 66.13 Retro Amount Adjustment CR PAYTME 66.14 Retro Time Adjustment CR OTLTME 66.15 Shift Detail CR OTLTME 66.16 Time Entry Warnings & Comments CR OTL



Functional Category: PayrollAvailable Response Codes Code Count % of ModuleF Provided fully functional out of the box or with configuration (no custom development) F 258 83%CU Customization/Software Enhancement (Any custom development) CU 0 0%TP Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed) TP 0 0%SR Provided with Standard Report or Reporting Tool SR 32 10%CR Custom Report Development Required CR 19 6%N Not Included in this Proposal N 3 1%





PAY 1.00Seamless interface between the general ledger and payroll system with a single set of Chart Of Accounts for each entity. F GL,PAY

PAY 2.00Set up account numbers at the employee level, and on the deduction and earnings tables to generate expense and liability transactions to be integrated to General Ledger. F GL,PAY

PAY 3.00 System post/interface directly to payroll liability accounts in the General Ledger. F GL,PAY

PAY 4.00 System post/interface directly to projects module for program and project tracking. F OTL,PAPost is limited to hours worked, not actual employee pay

PAY 5.00Support mid-week or mid- pay period starting dates. System would prorate bi-weekly salary from hire date through pay ending date based on work schedule. F PAY

PAY 6.00 Define the payroll calendar in the system. F PAY

PAY 7.00 System provides complete audit trail of all payroll transactions, including name of user(s). F PAY

PAY 8.00System calculate employees pay based on their hourly rate and work schedule even if they are salaried. F HR,PAY

PAY 9.00 System supports various County salary bases (i.e., annual, daily, etc.). F HR,PAYPAY 10.00 Perform payroll bank account reconciliation. F CM

PAY 11.00Electronically receive (i.e., import information from bank and update check reconciliation file). F CM

PAY 12.00 Follow up on outstanding checks and provide clearing options for old checks. F CMPAY 13.00 Ability to define the data parameters for old checks. F CM

PAY 14.00System allows for multiple business entities and multiple business organizations within an entity. F HR,PAY

PAY 15.00System must have ability to setup unlimited earning codes, and deduction types, as needed. F PAY

PAY 16.00 System supports effective dating of all payroll related transactions. F PAY

PAY 17.00 System prevents paying an employee that has been terminated, with override capability. F HR,PAY

PAY 18.00System identifies terminated employees on Short-Term Disability, which determine payroll and benefits. F OAB,PAY

Summary Statistics

Reference Number

Page 150 of 163 PAYExhibit H (Functional Matrix) - Final (12.07.09)





Reference Number

PAY 19.00

System tracks reversal of earnings for retroactive actions that deduct from an employee’s pay and automatically adjusts for all reversing general ledger entries. Example: An employee that was paid Short-Term Disability that should not have been for a specified period of time. F PAY

PAY 20.00System automatically bill employees for benefits (e.g., insurance) that have insufficient payroll income via integration to accounts receivable module. N


PAY 21.00 System calculates and displays the following earning types:PAY 21.01 Pay rate up to two decimal points:PAY 21.011 Annual F PAYPAY 21.012 Monthly F PAYPAY 21.013 Bi-Weekly F PAYPAY 21.014 Daily F PAYPAY 21.015 Hourly F PAYPAY 21.02 Normal rate (Hours multiplied by hourly rate) F PAYPAY 21.03 Percentage rate (percentage of an hourly rate) F PAYPAY 21.04 Flat amount F PAYPAY 21.05 Overtime and Premium Pay F PAYPAY 21.06 Shift differential based on:PAY 21.061 Flat hourly rate F PAYPAY 21.062 Percentage of hourly rate F PAYPAY 21.063 Flat amount F PAY

PAY 21.064User-defined (indicate limitations and/or exceptions to criterion in comments column) F PAY

COMPENSATION

PAY 22.00System will generate One Time Payments for taxable and non-taxable distributions (e.g., suggestion awards, tuition reimbursements). F PAY

PAY 23.00 System will accommodate multiple Pay types (e.g., On-call, Shift, etc) F PAY

PAY 24.00System accommodates different pay/compensation plans according to employee group and/or position classification. F HR,PAY

PAY 25.00System supports pay grade table that defines pay ranges for a group of position classifications. F HR,PAY

PAY 26.00 Pay table fields should include the following:PAY 26.01 Pay plan year F HR,PAYPAY 26.02 Pay grade F HR,PAYPAY 26.03 Pay type (e.g., salary, hourly, daily) F HR,PAYPAY 26.04 Pay range (minimum, midpoint, third quartile, and maximum) F HR,PAYPAY 26.05 User Defined F HR,PAYPAY 27.00 Ability to override pay ranges by user-defined percentage thresholds (e.g., +/- 10%). F HR,PAYPAY 28.00 Pay plan table is used to validate transactions. F HR,PAY

PAY 29.00Pay plan information should automatically update in position classification area upon update to pay tables. F HR,PAY






Reference Number

PAY 30.00 Changes to pay plan information automatically updates the appropriate employee records. F HR,PAY

PAY 31.00Perform mass what-if and edits to pay ranges using CPI or government determined rate changes. F HR,PAY

PAY 32.00

Calculate pay range (minimum, midpoint, third quartile, and maximum) at all grade levels according to the County pay bases (e.g., daily, annual, monthly, biweekly, and hourly basis). F HR,PAY

PAY 33.00 Calculate and report on longevity increases, based on selected criteria. F HR,PAY

PAY 34.00System allows effective dates for salary changes at any point in the pay period (not just at the beginning or end). F HR,PAY

PAY 35.00System must have ability to designate whether compensation is taxable or non-taxable for both regular and supplemental pay. F HR,PAY

PAY 36.00System supports user-defined approval and routing of all compensation changes (e.g., base rate, bonuses, additional pay, etc.) via workflow. F HR,PAY

PAY 37.00System is capable of receiving and updating employee compensation via an external data source. F HR,PAY

PAY 38.00 System provides the ability to print pay plans. F HR,PAY

PAY 39.00System maintains the following current pay information and pay history on the individual employee record:

PAY 39.01 Effective date F HR,PAYPAY 39.02 Probation end date or period for multiple probationary periods F HR,PAYPAY 39.03 Pay plan F HR,PAYPAY 39.04 Pay plan year F HR,PAYPAY 39.05 Pay grade F HR,PAYPAY 39.06 Pay ranges (minimum, midpoint, third quartile, and maximum) F HR,PAYPAY 39.07 User Defined F HR,PAY

ACCRUALS

PAY 40.00Accrue salary and benefit expenses at fiscal year-end, based on prior year accounting distribution for the accrual, but based on new year accounting distribution for the reversal. F PAY

PAY 41.00

Accrue payroll based on user-defined parameters for the dates to be accrued rather than a percentage of the payroll (e.g., use specific days Sept 28,29,30 and the time earned on the specified dates). F PAY

PAY 42.00Show both summary and details of the accrual, with drill-down capability to the employee level. F PAY

PAY 43.00Real-time validation of the accounting distributions used in the accruals against the corresponding fiscal year chart of accounts for accuracy and budget. F PAY

PAY 44.00Provide ability for unlimited multiple accounting distributions based on percentages or set amounts (pay is allocated based on hours worked on a project). F PAY,PA

PAY 45.00 Distribute payroll costs/expenses by the following:PAY 45.01 Percentage F PAYPAY 45.02 Fixed dollar amount F PAY






Reference Number

PAY 45.03 Combination of both F PAY

PAY 46.00Distribute payroll costs/expenses to an unlimited number of accounting distributions in the General Ledger by employee, including:

PAY 46.01 Fund F PAYPAY 46.02 Agency F PAYPAY 46.03 Organization F PAYPAY 46.04 Reporting category F PAYPAY 46.05 Grant F PAYPAY 46.06 Project F PAYPAY 46.07 Sub-organization F PAYPAY 46.08 Object F PAYPAY 46.09 Sub-object F PAYPAY 46.10 User Defined F PAY

EARNING CODES

PAY 47.00System automates the inclusion of additional earnings types other than regular pay based on employee profile. F HR,PAY

PAY 48.00 System accommodates multiple overtime rates and codes. F PAY

PAY 49.00System maintains a table of additional earnings types (tool allowance, lead worker, shift differential, shoe, Class C meals and others). F PAY

PAY 50.00Provide additional earnings type to selectively apply as appropriate (e.g., retirement, federal withholding, FICA, overtime, Medicare, effective dates, frequencies, etc.). F PAY

PAY 51.00 System will support generating additional pay based on circumstances as follows:PAY 51.01 Duties performed (e.g.- "acting director" pay, temporary assignment pay) F PAYPAY 51.02 Shift worked F PAYPAY 51.03 Skills, certificates (paramedics, and degrees (e.g., Masters degree)) F PAYPAY 51.04 Additional hourly rate F PAY

PAY 52.00Report and withhold on imputed income such as that derived from personal use of county vehicles, excess life insurance, etc. F PAY

PAY 53.00

Ability to set frequencies or limits for earnings and/or deductions by pay period or combinations thereof. Example: Auto allowances are paid only with the first check of the month; parking stipends are paid only with the second check of the month. F PAY

PAY 54.00Perform earnings adjustments in both a batch and real-time basis (batch mode used for mass changes). F PAY

PAY 55.00 System will handle unlimited number of earning codes. F PAY

PAY 56.00Calculate retroactive pay on applicable earnings (regular wages, overtime, etc.) and adjust relevant accumulators, including:

PAY 56.01 Salaries F PAYPAY 56.02 Tax deductions F PAYPAY 56.03 Benefit deductions F PAYPAY 56.04 Garnishments F PAYPAY 56.05 Court Order/IRS levies F PAYPAY 57.00 Ability to use the following overtime rates:






Reference Number

PAY 57.01 Time and a half F PAYPAY 57.02 Average hourly rate according to FLSA guidelines F PAYPAY 58.00 System will use earning codes in both positive and negative entries. F PAY

PAY 59.00System will designate if an earning code is to be included as hours worked for overtime calculations, pensions, and FMLA. F PAY

PAY 60.00Separately identify if the calculated earnings from an earning code is to be included in calculation of the following deductions and/or contributions:

PAY 60.01 Federal Withholding. F PAYPAY 60.02 FICA F PAYPAY 60.03 Medicare F PAYPAY 60.04 Retirement F PAYPAY 60.05 Unemployment insurance F PAY

PAY 61.00If the earning code is to be included in the calculation of the deduction/contribution, indicate if the earning code is to be added, subtracted or is to have no effect at all. F PAY

PAY 62.00

Identify if the calculated earnings from an earning code is to be included in the gross pay subject to Wage Attachment calculation indicating if the earning code is to be added, subtracted or is to have no effect at all on the Total Gross. F PAY

PAY 63.00 Indicate if an earning code is based on time entered, percentage or fixed dollar amount. F PAY

PAY 64.00Ability to attach a factor, hourly rate or fixed additional dollar amount to an earning code (e.g., Standby Pay, Certificate Pay, etc.). F PAY

PAY 65.00 Assign an account code to an earning code. F PAY

PAY 66.00Incorporate user-defined rules that can be attached to an earning code prior to the gross pay calculation. F PAY

PAY 67.00Indicate if the hours associated with the earning code should not be included in leave accrual calculations (e.g., Short-Term Disability). F PAY

PAY 68.00 Determine the sequence in which the total earnings are calculated. F PAY

PAY 69.00Indicate by earning code if withholding taxes should be calculated at the supplemental rate. F PAY

PAY 70.00If leave balances are maintained, provide the ability to assign which balances are updated by the earning code:

PAY 70.01 FMLA tracking F PAYPAY 70.02 Personal F PAYPAY 70.03 Holiday float F PAYPAY 70.04 Maxed out leave F PAYPAY 70.05 Comp time F PAYPAY 70.06 Annual balance F PAYPAY 70.07 Illness balance F PAYPAY 70.08 Military leave (according to Federal requirements and County provisions) F PAYPAY 70.09 Donated leave F PAYPAY 70.10 User-defined F PAY






Reference Number

PAY 71.00

Automate special pay compensation provisions based on parameters. One parameter could be a provided special pay amount, and the other could be duration. The system should then calculate the difference between the special pay amount and regular wages, and follow configured rules to calculate allowable pay for a given duration. F PAYDEDUCTION CODES

PAY 72.00 Maintain table of payroll deductions, garnishments, and contributions. F PAY

PAY 73.00Prioritize deductions individually and within categories (i.e., alphanumerically within taxes, within garnishments) at both the deduction level and employee level. F PAY

PAY 74.00System supports assigning specific business rules (e.g., State of Florida or Federal rules) to a deduction. This should be table driven and not require code changes. F PAY

PAY 75.00Ability to set up rules for each rule category pertaining to exemptions, fees, arrears and proration of deductions, in the case of multiple deductions. F PAY

PAY 76.00Provide the ability to override rules regarding the inclusion or exclusion of earnings from the deduction calculations for a specified rule category. F PAY

PAY 77.00System allows for deduction calculations to accommodate the following types of deductions:

PAY 77.01 Pre-Tax:PAY 77.011 Federal F PAYPAY 77.012 State F PAYPAY 77.02 Post-Tax:PAY 77.021 Federal F PAYPAY 77.022 State F PAYPAY 77.03 Imputed Income:PAY 77.031 Federal F PAYPAY 77.032 State F PAYPAY 78.00 System accommodates deductions based upon:PAY 78.01 Declining balances F PAYPAY 78.02 Deduction classifications/groups F PAYPAY 78.03 Ascending limit with the ability to do a mass reset each calendar year F PAYPAY 78.04 Flat amount F PAYPAY 78.05 Percent of gross F PAYPAY 78.06 Percent of taxable gross F PAYPAY 78.07 Percentage of any combination of salary and age (e.g., life insurance) F OAB,PAYPAY 79.00 System must be able to handle the following deduction codes:PAY 79.01 One time only F PAYPAY 79.02 Every pay period F PAYPAY 79.03 First Pay of the Month F PAYPAY 79.04 Second Pay of the Month F PAYPAY 79.05 Third Pay of the Month F PAYPAY 79.06 Start and stop dates F PAYPAY 79.07 Annual dollar limits F PAY






Reference Number

PAY 79.08 User Defined F PAY

PAY 80.00System track, report and remit savings series E and I bonds of varying denominations from employee's deduction(s). F PAY

AST will implement the standard savings bond functionality. This will allow the county to record employee elections for bonds including band purchase amount, deuction amount and face value. A deduction report can be requested after each payroll run to determine what bonds needs to be purchased with all details related to face amount and purchase amount. Standard functionality maintains a running balance of deductions and purchases

PAY 81.00Ability to allow an employee to have deductions for multiple savings bonds in various combinations of denominations and series. F PAY

PAY 82.00Ability to allow bond owners other than the employee (capability to carry the name of the bond owner other than the employee). F PAY

PAY 83.00

System automatically generates an interface transaction to the general ledger and financial institution when the sum of the deductions is enough to purchase a bond. Example: Employee would like to purchase $100 bonds and is deducting $10 from each pay check. Assuming no pay cycles were missed, the 10th payroll run should generate a transaction to purchase a bond and interface transaction to record the purchase in the general ledger. N GL,PAY

The standard functionality tracks the deduction amounts and if the deduction is costed sends the costed information to GL each pay period. A custom solution will be required to purchase the bond and send the corresponding transaction to the General Ledger.

PAY 84.00Ability to calculate imputed income on life insurance over 50K also to include the imputed income on the spouse and dependents. F OAB,PAY

PAY 85.00Ability to set frequencies or limits for a deduction or contribution. (e.g., every pay, 1st and 2nd pay only, 1st pay, 2nd pay, 3rd pay, or any specified period.) F PAY

PAY 86.00 Perform deduction adjustments in both a batch and real-time basis. F PAY

PAY 87.00Ability to handle partial deductions and monitor arrearages if there is not enough money to take the full deduction. F PAY

PAY 88.00 Ability to use deduction and contribution codes in both positive and negative entries. F PAY

PAY 89.00Calculate wage assignments and child support deductions in accordance with the guaranteed net pay requirements according to the Federal, State and Local regulations. F PAY

PAY 90.00In regards to child support deductions, provide the ability to collect arrearages and excess arrearages individually or in conjunction with other deductions. F PAY






Reference Number

PAY 91.00System calculates garnishments based on delivered Federal and State rules and formulas and generate notification to employees regarding garnishments. F PAY

Garnishment deductions are shown on the employee's SOE. Other communication will need custom development.

PAY 92.00Ability to indicate if a deduction, garnishment, reduction or contribution is active or inactive (available but not included in the current process). F PAY

PAY 93.00Ability to indicate what type of balances can be maintained for each deduction and contribution (YTD, QTD, MTD, FYTD, CYTD, user-defined date range). F PAY

PAY 94.00 Assign an object or balance sheet account code to a deduction/contribution code. F PAYEMPLOYEE REIMBURSEMENT

PAY 95.00System must be able to reimburse employees for travel and non-wage reimbursements and allowances. F PAY

PAY 96.00

System must be able to record the issuance of a travel advance as a receivable and reimbursement of employee travel advance as a cash receipt and automatically calculate any remaining amount due or receivable. F IEXP

PAY 97.00System generates payments (or invoices) to employees based on reconciliation of travel advances vs. expense reports. F IEXP

PAY 98.00

System must allow employees to initiate reimbursement for their travel expenses through direct entry of travel expenses, and to query on the status of their pending travel reimbursements. F IEXP

PAY 99.00System allows employee to scan and attach travel receipts and backup to each electronic request for reimbursement. F IEXP

PAY 100.00 System supports taxable and non-taxable wage reimbursements. F PAY

PAY 101.00System provides a flexible workflow approval process for approving employee reimbursement. F IEXPPAYROLL PROCESSING

PAY 102.00 System will handle different payroll cycles:PAY 102.01 Monthly F PAYPAY 102.02 Semi-monthly F PAYPAY 102.03 Bi-weekly F PAY

PAY 102.04 Three-week cycle F PAY

In discussions with the County, AST understands this requirement to be limited to the payment of overtime for alternate pay cycles not different full payroll cycles. The overtime cycles will be handled through fast formula functions

PAY 102.05 Off cycle (on demand) F PAY






Reference Number

PAY 102.06 User-defined cycles F PAY

In discussions with the County, AST understands this requirement to be limited to the payment of overtime for alternate pay cycles not different full payroll cycles. The overtime cycles will be handled through fast formula functions

PAY 103.00

Provide the ability to split wages to the applicable Florida Retirement System rate and plan due to the DROP effective date. Example: employee enters DROP program on August 1, 2008 with pay period ending on August 4, 2008. In this case, 4 days (8/1 through 8/4) should be calculated at the DROP rate with the remainder of the pay period calculated at the previous regular rate. F PAY

PAY 104.00Ability to use the system during payroll processing and restrict updates that would affect the pay period being processed. F PAY

PAY 105.00Ability to apply user defined payroll processing cutoff to restrict updates that would affect the payroll being processed. F PAY

PAY 106.00System allocates direct deposit to multiple bank accounts based on percentages and/or flat amounts. F PAY

PAY 107.00Print stub (not on check form) with pay information for those employees choosing direct deposit or send to e-mail address specified by the employee. F PAY

Printing of the Deposit Advice is standard functionality. Emailing of the advice would required custom workflow development. Alternatively, SOE are available in SSHR.

PAY 108.00

Ability to choose by organization and/or employee the option of sending direct deposit advices via e-mail (e.g. There are three organizations, one organization opts to print advices, the other sends all advices via e-mail and the third has a mixture of printed advices and e-mail depending on the option selected on the employee's direct deposit record. F PAY

Printing of the Deposit Advice is standard functionality. Emailing of the advice would required custom workflow development. Alternatively, SOE are available in SSHR.

PAY 109.00 Encrypt and transmit direct deposit information to depository in prescribed format. F PAY

Transmitting of Direct Deposit file is standard functionality. Encryption would required a third party software. TPS is not included in this proposal

PAY 110.00 System validates bank routing numbers for direct deposits. F PAY

PAY 111.00Ability to void direct deposit and checks, with the necessary reversing entries to the general ledger. F PAY

PAY 112.00Report and withhold on imputed income such as income derived from personal use of county automobiles/trucks. F PAY






Reference Number

PAY 113.00 Ability to update changes to Federal, State and local tax tables. F PAY

All System Level Tax Tables are maintained and updated by Vertex, a Third Party Software already licensed and in use by the County.

PAY 114.00Ability to exclude tax calculation from employee check based on employee's tax status and/or visa requirements. F PAY

PAY 115.00 System allows employees with multiple positions to be charged to multiple accounts. F PAYPAY 116.00 Ability to create an on-line W-2 work file, with all required information. F PAYPAY 117.00 Ability to edit and maintain the W-2 work file. F PAYPAY 118.00 Print W-2s from the work file. F PAYPAY 119.00 Sort W-2s according to user-defined categories. F PAY

PAY 120.00Finance/Payroll staff may update an employee's prior-year information that would be used for W-2s (e.g., during an end of year adjustment processing). F PAY

PAY 121.00 Define the pay dates in the system to satisfy all applicable tax reporting requirements. F PAYPAY 122.00 Print individual or selected list of W2 statements on demand. F PAY

PAY 123.00Process payroll for multiple organizations that may or may not have the same pay cycles and or Federal Id number (e.g., BCC, Clerk, Other Appointing Authorities). F PAY

PAY 124.00 Process Workers Compensation payments out of payroll rather than accounts payable. F PAYPAY 125.00 Process payroll voids with options to reissue or not reissue. F PAY

PAY 126.00

Void an entire payroll, with the necessary reversing entries to the general ledger. Example: Emergency Payroll, throw 80 hours in for everyone and we end up not needing it OR in case of problem payroll. F PAY

PAY 127.00System automatically reverses all applicable income, deductions, and leave information, upon the voiding of a payroll check (including update of general ledger, as appropriate). F PAY

PAY 128.00

System automatically calculates final payments to a terminating employee. Display details of the final payment e.g. separate code for regular pay, vacation payoff, sick payoff etc as defined by the pay policy. N PAY

PAY 129.00 Calculate Gross wages from net pay both in real-time and in batch mode. F PAY

PAY 130.00

Calculate Net Pay from Gross Wages online and perform what-if scenarios with deductions and contributions mimicking various pay schedules (first pay of the month, last pay of the month, special schedules) F PAY

PAY 131.00Calculate, on-line, gross pay, deductions and net pay for employee requiring manual checks. F PAY

PAY 132.00 Update all payroll and earnings records, financial interfaces, etc. for manual checks. F PAYPAY 133.00 Ability to issue more than one check per employee per check run. F PAY

PAY 134.00Run adjustment payrolls that includes voided checks/direct deposits and manual checks issued which will update the system upon completion of the run. F PAY






Reference Number

PAY 135.00Make miscellaneous employee payments through the payroll system such as car allowances and military supplement. F PAY

PAY 136.00 Run a direct deposit adjustment file outside the normal processing run. F PAY

PAY 137.00Ability to do pre-notes and if necessary bypass the pre-note individually and as a company. F PAY

PAY 138.00 System produces pay and deduction register:PAY 138.01 Prior to final payroll run (e.g., trial run) F PAYPAY 138.02 After final payroll run F PAY

PAY 138.03By detail and/or summary level based on user defined grouping (i.e., department, office) F PAY

PAY 138.04Includes detail and/or summary data for pay, deductions, leave, direct deposit, and other user defined data F PAY

PAY 139.00System provides ability to sort and print paychecks and pay advices by user defined criteria. Note any limitations or exceptions in the comments column. F PAY

PAY 140.00 Ability to approve payroll processing on-line. F PAY

PAY 141.00Ability to "lock out" pay files, that have received final approval, for the remainder of the processing period. F PAY

Time entry can be disabled to lock-out updates to time cards at defined periods. Updates to data within the payroll module will be available for edit but only by authorized payroll personnel.

PAY 142.00 System provides email or system notifications sent to users prior to "lock out". F PAY

PAY 143.00Ability to perform edits to previous pay periods and recalculate pay and leave accruals from previous pay period forward. F PAY

PAY 144.00 Print all leave balances on the pay stub. F PAYPAY 145.00 Print messages on check stubs and direct deposit advices. F PAY

PAY 146.00Print employee addresses on payroll checks, with the exception of secured employee profiles. CR PAY

PAY 147.00 Produce manual checks on demand. F PAYSELF SERVICE

PAY 148.00 Provide the capability for employees to setup direct deposit and other deductions. F PAYPAY 149.00 Ability for employees make changes to the following:PAY 149.01 Direct deposit accounts F SSHRPAY 149.02 W-4 F SSHRPAY 149.03 User Defined F SSHRPAY 150.00 Ability for employees to view the following information:PAY 150.01 Compensation package F SSHRPAY 150.02 W-2, including history F SSHRPAY 150.03 W-4 F SSHRPAY 150.04 Pay stub F SSHRPAY 150.05 Payment history F SSHRPAY 150.06 Leave balances F SSHR






Reference Number

PAY 150.07 User Defined F SSHR

PAY 151.00All 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. F SSHRREPORTING

PAY 152.00 Query and report on any field, with proper security authorization. F SSHR,OBIEEPAY 153.00 Provide reports analyzing absences, including day of week. F OBIEEPAY 154.00 Provide management reports on compensatory time activity. F OBIEEPAY 155.00 Provide on-line report of employee deductions. F PAY

PAY 156.00 Provide on-line reports of employee year-to-date gross, deductions, and payroll balances. F SSHR

PAY 157.00Provide on-line report of employee earnings and check history based on user selected parameters (e.g. date range, type of earning). F PAY

PAY 158.00Provide a report that proves payroll amount (gross amount less deductions equal net pay on pay checks). F PAY

PAY 159.00 Ability to report payroll on calendar year, fiscal year basis, or user-defined date range. F PAYPAY 160.00 Ability to produce reports of termination information by user selected criteria. F PAY

PAY 161.00Ability to run the reports online and on demand for current and previous payrolls with the option to view online or to print. F PAY

PAY 162.00

Ability to report in prescribed formats, and on magnetic media where indicated, the following: reports to the Florida Retirement System, reports to cafeteria plan administrators and deferred compensation reports. F PAY

PAY 163.00

Provide list of payroll exception reports provided by the system. Examples: employees active not paid, employees with gross pay over $50,000, gross pay less than base pay, duplicate transaction entries in same pay period. SR PAY

PAY 164.00Provide labor distribution management reports that show labor time and cost, distribution of hours paid, and user-defined criteria. F OBIEE

PAY 165.00

Ability to report in prescribed formats, and on magnetic media where indicated, the following: W-2 information, state and federal tax reports, tax deposits for 941 reporting, and state unemployment compensation. F PAY

PAY 166.00 Provide ability to report FICA and Medicare separately. F PAYPAY 167.00 System provides the following standard payroll reports:PAY 167.01 Employees not paid SR PAYPAY 167.02 Time sheet summary CR OTLPAY 167.03 Department Review Listing CR PAYPAY 167.04 Demotions CR PAYPAY 167.05 Ex-employee information changes F PAYPAY 167.06 Current employee information changes F PAYPAY 167.07 Lateral Transfer CR HR,PAYPAY 167.08 Merit Increase/Performance Review CR HR,PAYPAY 167.09 New Hire/Re-Hire F HR






Reference Number

PAY 167.10 Pay Plan Change CR HRPAY 167.11 Special Merit F PAYPAY 167.12 Temporary Promotion/Promotion/Re-classification CR HRPAY 167.13 Termination/Resignation/Leave SR OBIEEPAY 167.14 Edit Report F PAYPAY 167.15 Salary History SR HRPAY 167.16 Specialized transaction reports:PAY 167.161 Transaction validation F PAYPAY 167.162 Update (all input to the master file) F PAYPAY 167.163 Compute (adjustment input to the master file) F PAYPAY 167.17 Pay period reports:PAY 167.171 Payroll register SR PAYPAY 167.172 Hours register SR PAYPAY 167.173 Deductions and earnings register SR PAYPAY 167.174 Deductions and earnings not taken SR PAYPAY 167.175 Deductions and other earnings SR PAYPAY 167.176 Tax distribution summary SR PAYPAY 167.177 Ach audit report/transmittal SR PAYPAY 167.178 Bond purchases and balances CR PAYPAY 167.179 General ledger interface reports SR PAYPAY 167.180 Labor distribution reports SR PAY,OBIEEPAY 167.181 Payroll history SR PAYPAY 167.182 Earnings and deductions history (95 dump) SR PAYPAY 167.183 HRMS tables file SR HR,PAYPAY 167.184 Monthly retirement report CR HRPAY 167.185 W-2 exceptions and audit for forms and tape F PAYPAY 167.186 New hire list SR HRPAY 167.187 Post audit SR PAYPAY 167.188 Attendance by appointing authority CR PAYPAY 167.189 Leave with pay/overtime SR PAYPAY 167.190 Terminated/STD employees CR PAYPAY 167.191 Child support SR PAYPAY 167.192 Non-UPS (Unified Personnel System) listing CR PAYPAY 167.193 Employee listing SR PAYPAY 167.194 Employee number listing CR PAYPAY 167.195 Social security listing CR PAYPAY 167.196 Payroll reimbursement SR PAYPAY 167.197 Payroll check request SR PAYPAY 167.198 Student loan deductions SR PAYPAY 167.199 Family illness & annual leave usage SR PAYPAY 167.200 Deferred compensation plan deduction by type SR PAYPAY 167.201 Garnishments SR PAY






Reference Number

PAY 167.202 Employee reimbursements SR PAYPAY 167.203 Shoe allowance SR PAYPAY 167.204 Monthly audit report SR PAYPAY 167.205 Employee with annual salary over $50,000 CR PAYPAY 167.206 Exempt employee listing CR PAYPAY 167.207 LWOP (leave without pay) for insurance billing CR PAYPAY 167.208 Fringe liabilities SR PAYPAY 167.209 Unemployment compensation earnings report SR PAYPAY 167.210 Annual exchange report CR PAY


Date post:	06-Feb-2018
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