Appendix D - Response Requirements Templatelakesidefire.net/.../2016/...Response-Requirements-Temp… · Web viewThe following table should be incorporated into the Proposer’s

RFP – Response Requirements Template Final

Appendix B – Response Requirements Template

The following table should be incorporated into the Proposer’s response as indicated in the RFP – Information Submission Requirements section. Please address each requirement in the columns labeled “Response” and “Vendor Comments / Responses Here”. The document should be completed for each line item based on the following response criteria:

M – Meets / Exceeds, D – Does Not Meet, C – Customization / Workaround, or A – Alternate / 3rd Party Solution.

Proposers are to respond to each line item with a single letter response per line item, and are encouraged to provide written responses to adequately explain each requirement.

RFP Section Response(M – D – C – A) Vendor Comments / Responses Here

A.ERP General Requirements - The District seeks a proven, fully integrated ERP public sector solution. It is seeking to modify existing business processes to accommodate best practices, and will be looking to select a system that drives the implementation of best practices. The future system should provide the following capabilities in terms of its user interface and other general system characteristics:

1. Simple user screens with useful and pertinent information.

2. A user interface that is intuitive, consistent both within and across modules, and, preferably, browser-based.

3. Fully integrated functionality such that data is entered only one-time (single-point of data entry) to eliminate re-keying of information.

4. Robust search capabilities for data analysis and inquiry with limited input.

5. Ability to drill-down and drill-across from a transaction view to the supporting source data and documents.

6. Ability to export information directly to multiple formats (i.e. Excel, CSV, flat file, delimited, PDF, etc.)

7. Ability to accommodate user-defined fields, screens, reports, hot keys, and business rules/workflows.

8. Ability to modify system setup/configuration (i.e. table content, setup codes, report parameters, etc.) without the assistance of the software provider.

9. Inclusion of a rich set of data import capabilities.

10.Ability to apply access security by individual, role, or group. Ability to set rules for exceptions based on functional / departmental responsibilities that maintain security through reporting.

11. Comprehensive online help, documentation and training materials provided.

12. Transactions that are processed in real-time and are immediately available for inquiry and reporting.

13. Mobile accessibility for participation in workflows.

14. Ability to use forms and workflow capabilities across all appropriate modules.

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15. Reporting that is user friendly, allows staff to create reports with minimal training, and provides options to print or export report data.

16. Streamlined processing through mobility opportunities (i.e. workflow approval, batch release, etc.).

17. Robust audit and transaction logging capabilities.

18. Protection in terms of support for Disaster Recovery (optional if local and mandatory if hosted).

B.

General Ledger - The General Ledger is an integrated central repository of District financial data and should be capable of managing all of the District’s revenues and expenditures. The system should be capable of automating many manual accounting functions. The General Ledger is the key module in terms of financial reporting and should provide robust, easy to use reporting capabilities to support budget, expense reporting and financial analysis. The General Ledger module should feature a rich set of functionality for centralized cash, journal management and bank reconciliation. The District plans on enhancing its current Chart of Accounts to accommodate greater detail in support of budget and expense tracking across its operational, project and activity dimensions. The future system should allow ample design options to accommodate the anticipated Chart of Accounts enhancement. The General Ledger module should feature a rich set of functionality to support the following:

1.Ability to produce, integrate and incorporate data from all modules (including capturing appropriate detail from sub-ledgers), and the ability to generate critical reports (i.e. Balance Sheet, Trial Balance, Detailed Activity, etc.).

2. Rich journal processing capabilities (i.e. one-time, standing, automated recurring, allocations & distributions, reversals and corrections, etc.).

3. Full integration with all subsidiary ledgers.

4. Complete audit trails for all transactions.

5. Ability to add notes / comments to transactions that post to the GL.

6. Rules for entry validation based on roles at group / user level to prevent incorrect account coding.

7. System validation of all transactions to ensure that each entry is balanced and that each fund is maintained as a self-balancing entity.

8.

Month-end soft close processes (i.e. prevent new entries to a closed accounting period for specific modules), the ability to allow multiple periods to be open at the same time and a systematic year-end close with the ability to allow multiple closings.

9. A simple process for month-end reporting within the system.

10.Automated year-end closing of revenue and expenditure accounts and the automated roll forward balance sheet accounts (as appropriate) to establish subsequent year beginning balances.

11. Automated year-end accrual / reversal process for both operational activities and multi-year capital projects.

12. Ability to capture multiple dates (i.e. receiving, transactional, posting, data entry, etc.).

13. Clear identification of the source of journals (i.e. budget, sub-system, import, etc.).




14. Cost Accounting for distributed purchases, payments, labor costs, inter-fund, inter-division expenses, activities and projects.

15.Configuration of workflows and approval options based on District policies and rules (i.e. approve and post journal entries through a paperless workflow process).

16. Full integration with AP, Purchasing, Assets, Job Costing, Human Resources, Payroll and Budget.

17. Automated bank reconciliation processes for bank accounts.

18. User access to transaction level details and drill-down capabilities across modules.

19. Account look-up within all modules.

20. Support for multi-year projects.

21.

A flexible Chart of Accounts structure with numerous segments available to accommodate multiple attributes (i.e. location, custom roll-ups, etc.), room for growth within each segment and the potential for expanded use of segments in the future (i.e. overtime fund needs supporting segments for more detailed breakdown).

22.Ability to reclassify the Chart of Accounts as necessary in support of District organizational changes without having to create an entirely new Chart of Accounts.

23. Segments / components / fields within the Chart of Accounts linked to robust application functionality.

24. Ability for “what-if” analysis and forecasting (i.e. analysis of revenue / expenditure trends and the ability to develop projections).

25. Robust on-screen viewing and reporting on all Chart of Accounts string components.

26. System ability to assist in data collection and export of data for annual Audit reporting.

27. Ad hoc reporting at the general ledger level.

28. Inclusion of standard (‘out of the box”) reporting and inquiry capabilities relative to budget vs actual, journal and transactional reporting.

C.

Budget – The District currently follows an annual fiscal year budget cycle (July 1 to June 30). The Administrative Services Division manually develops the District’s annual budget file based on the previous year’s budget data. The entire budget process, including generation of the final budget document, is currently completed through a combination of Excel spreadsheets, Google Docs, and MS Word documents. The District desires to upload the final approved budget to the ERP system. The District is considering a two-year budget in the future; as such, any new ERP system should have the ability to accommodate a multiple year budget and support periodic (quarterly and mid-year) amendments. The system should provide multiple year projections that would allow for extensive revenue and budget projections, with associated variances illustrated through charts, graphs and reports. The future system should include a budgeting module that has the following features:

1. Allows data imports from Excel spreadsheets.




2.Provides the option to populate new year Excel budget spreadsheets with historical data (i.e. last year’s actuals, current positions) and / or with increasing / decreasing factors applied to historical data.

3. Allows for justification / background data to support budget line items.

4. Provides the ability to report on justification comments by budget line item.

5. Allows open contracts / POs to roll into the next year with appropriate adjustments to current year encumbrances and future year’s budgets.

6. Allows for budget amendments throughout the fiscal year.

7. Provides the ability to do program / project budgeting.

8. Applies rules for budget transfers and adjustments during the current budget year.

9.Projects fund balance details automatically (i.e. reflecting projected reserves, revenues, expenses and inter-fund transfers that would affect ending fund balances).

10. Processes mass changes to various accounts during budget process, such as a division or organization reorganization.

11. Provides an override capability relative to transactions that fail budget check.

12. Allows multiple funding sources to be applied to personnel costs.

13. Allows allocation of employee costs by percentage or flat amount to multiple account strings.

14.Offers processes for updating the budget to reflect changes for such things as cost of living adjustments, adjustments to variable benefits, updates to fixed benefits, and other misc. personnel related rates adjustments.

15. Provides ability to do “what if” scenarios during the year for new positions or reclassifications.

16. Provides ability to do “what if” scenario by bargaining unit, by fund, by department, etc.

17. Provides modeling for “what if” scenarios and forecasting tools for multi-year cash flow projections.

18. Supports drill-down to funding sources.

19. Offers the ability to see budget-to-actuals in real-time with drill-down capabilities.

20. Makes use of budget dashboards for high level presentation of information after acceptance.




21. Provides robust ad hoc reporting capabilities of budget after import.

22. Allows outputs that are exportable to various file formats (particularly Excel).

23. Ability to query and print results of real time budget-to-actuals data with drill down capability.

24. Assists in publishing the annual budget document via direct leveraging of system outputs / forms / reports.

D.Project Job Costing / CIP (Capital Improvement Program) Projects - The District manages a variety of CIP projects that are considered financially significant and long term (typically over multiple fiscal years) in nature. Staff is currently using Excel for tracking of project expenditures, managing project budgets vs. actuals, maintaining real-time balances, etc. The District desires a system that will provide all the necessary functionality to replace the manual processes, and which features the following capabilities:

1. Tracks project budgets.

2.Allows “project type” definitions and user defined fields to assist in managing necessary information.

3.Provides paperless processing options to streamline the project budget, purchasing, accounts payable and reimbursement processes.

4. Records expenditure activity against the project budget.

5. Manages allocations at multiple levels and reconciles to the general ledger.

6.Provides ability to carry over CIP projects over multiple years - by group or individually.

7. Integrates with fixed assets module.

8. Provides ability to break down projects into phases.

9. Tracks actual, committed and estimated (or budgeted) costs.

10.Provides real-time project budget balances with the option to include pending staff time or pending invoices in process.

11.Provides details for PO balance, invoice lists and reimbursements at project levels.

12.Runs project reports by invoice date, invoice number, vendor name, funding source, transaction type, accounting period, employee name, and / or tasks.

13. Produces reports showing details of costs and revenues by job.

14. Reports on project activity by period and over the life of the project.




E.

Procurement (Purchasing / Contract Management) - The District procurement and purchasing processes follow the guidelines defined in the District Administrative Services Division Financial Procedures Manual. All Divisions have the ability to purchase goods and services necessary to support their operations. The District is interested in electronically automating the manual processes to complete the purchase requisition approval, and the generation of the electronic purchase order (PO) through the future system forms and workflow processes. The defined purchasing rules will direct the workflow for encumbering goods and services. The District seeks a fully integrated “procure-to-pay” solution that incorporates best business practices and will provide significant savings in data entry, tracking of purchase ownership, analysis, and reporting. The District currently stores its contracts in Laserfiche, and would like to access contracts within the ERP system as well to track and manage the associated insurance certificates expirations in the future. The District seeks a system that has the following characteristics:

1. Enforces the District purchasing policy rules for procurement of goods and services.

2.Allows purchase requisitions to be entered directly (via an electronic form) into the system, and for related information to flow through the entire process (including payment and quotes) without having to be re-entered.

3.Supports District-defined electronic requisition and PO approval processes (defined according to policies and procedures, some of which require multiple levels of approvals).

4. Provides the flexibility to set purchase rules and workflow approvals based on dollar amounts and purchase types.

5. Provides vendor management

6. Supports multiple vendor address fields.

7. Provides the ability to administer a detailed vendor list.

8. Prevents a purchase order from being issued to an inactive vendor.

9. Offers an online vendor portal where vendors can inquire on the status of invoices and payments.

10. Supports the maintenance of open PO’s and blanket PO’s over multiple years.

11. Performs budget checking during requisition, purchase order creation and invoice processing.

12.Supports document scanning and attachment, makes documents accessible throughout the procurement process, and allows approvers and auditors the ability to review them at any time.

13. Makes use of multiple PO types (i.e. annual, blanket, multi-division, etc.).

14.Allows configurable (percentage / dollar-based) alerts automatically sent to identified users, when an invoice (or combination of invoices) is near the limit of exceeding the approved PO amount or fund budget.

15.Ability to track the original blanket PO amount, the estimated charges against the blanket PO, and the actual charges invoiced against the blanket PO for real time balance.

16. Provides near real-time expense tracking on all PO’s.




17. Tracks PO amendments, including audit record of all changes to original PO.

18. Allows payments which can be scheduled over a time period along with associated tracking of payment terms.

19. Provides robust PO and payment status tracking (i.e. active, closed, blanket, etc.).

20. Manages vendor invoice credits with associated adjustments to encumbrances and PO balances (allows credits to be placed on PO’s).

21. Enables user-defined fields and incorporates them in staff-generated custom / ad-hoc reports.

22. Provides the ability to pre-encumber / encumber requisitions and purchases and the ability to override transactions that fail budget check.

23. Automatically reverses pre-encumbrance and encumbrance transactions when a PO is closed or cancelled.

24. Emails / notifies requester when PO’s and / or contracts are reaching a certain expenditure level.

25. Supports managing District Cal Card usage and related payment processing in coordination with bank.

26. Tracks required insurance requirements and related certificates associated with contracts and services associated with a PO.

27. Associates contracts with PO’s and capture deliverables, expiration dates, and contract values.

28. Manages contract encumbrances and balances.

29. Ties contracts to specific projects.

30. Supports the purchase of recurring services by automatically generating a requisition / purchase order based on pre-established criteria.

31. Captures internal or external justifications, notes, or comments on purchase orders.

32. Attaches files / images to requisition, purchase order, invoice, etc.

33. Tracks requestor information and / or on behalf of information on the purchase requisition.

34. Limits which users are authorized to override established PO limits.

35. Defines close and roll-over dates at system and module level.

36. Provides real-time access to PO information related to encumbrances, balances, adjustments and postings.

37. Automates PO rollover / carryover processes.

38. Provides the ability to have a single PO be associated with multiple divisions and/or funding sources.

39. Supports electronic distribution of purchase orders to vendors in PDF format.

40. Leverages security setup by providing ability to restrict users to specific general ledger accounts as part of the purchasing process.




41. Provides the ability to encumber into one account, pay with a different account and release encumbrances while depleting amount of the PO.

42. Supports year-end activities such as conditional PO closure and the ability to roll purchase orders to the new fiscal year.

43. Allows users to enter POs for the new fiscal year prior to the start of that fiscal year.

44. Offers extensive reporting in support of the above listed purchasing related functions.

F.

Accounts Payable - The Accounts Payable processes currently in place at the District rely entirely on manual approval processing and procedures. The new system must support a fully integrated requisition-to-invoice payment solution without the need to re-enter data at any stage in the process. System controlled budget validations should occur at the initiation of a purchase requisition, approval and payment steps. The District is interested in intelligent electronic workflow and approval processing for payment, and a system that provides for attachment options and / or access to Laserfiche images. It is expected the above objectives would be achieved through an Accounts Payable module with the following characteristics:

1. Communicates with the Purchasing module, relating requisitions, purchase orders and available balances to invoice transactions.

2. Ability to receive and process electronic invoices.

3. Processes invoices through electronic means with holds when relevant back-up is not provided.

4. Tracks the status of all open / pending invoices.

5. Provides staff with the ability to reject an invoice and to add comments as to why they are requesting a new invoice be submitted.

6. Automates purchase order, receiving, and invoice matching processes.

7. Provides for electronic payment processing with vendors.

8. Allows multiple items per purchase orders and for the selection of one or more of those line items during invoice processing.

9. Effects real-time payment commitments to the account balance.

10. Supports refund and retention payment processing.

11. Supports employee expense reimbursements through forms and workflow.

12. Supports processing of 1099’s and 1099 reporting requirements.

13. Provides electronic funds transfer processing capabilities.

14. Automates bank reconciliation.

15.Generates more than one check for a vendor during a check process and / or consolidates multiple payments to same vendor to single check, dependent on user desires.

16. Generates multiple page checks.

17. Generates on demand manual checks.




18.Supports attaching relevant documents / images to accounts payable items (i.e. invoice, purchase order, payment / check, and receipt documents) and viewing of those items via vendor inquiry.

19. Alerts staff of available vendor discounts and calculates payment discounts.

20. Supports automatically calculating taxes as appropriate for items being paid.

21. Assigns shipping and tax amounts at time of data entry, if available.

22. Distributes charges among several funds, programs, projects, etc.

23. Provides the ability to close a purchase order when there is still an available balance.

24.Supports California Economic Development Department reporting requirements (cumulative payments over $600 within a given year) for independent contractors.

25. Captures the email address and web site address in the vendor master record

26. Provides ability to produce a mail merge with the vendor name and address labels for mass mailings.

27. Supports workflow for check and invoice processing.

28. Provides staff with the ability to view vendor detailed payment history (i.e. view all outstanding purchase orders, payments made, invoices, etc.).

29. Alerts for invoices that are aging and where penalties may apply for late payments.

30. Sends vendors emails with ACH payment details if payment is processed via ACH.

31. Provides ease of entry for single vendor payment requests.

32. Creates Positive Pay files.

33. Supports canceling payments (cancel and close / cancel and re-issue).

34. Generates an accounts payable warrant register for review and approval by the District Board.

35. Provides a vendor portal allowing for self-service invoicing, payment status check, changes to address, phone, primary contact, etc.

36. Offers robust active vendor reporting.

37. Allows querying of active purchase orders, encumbrances and real-time postings.

38. Offers extensive reporting in support of the above listed accounts payable related functions.

G.

Asset Management - The District currently manages its assets (anything over $5,000) in a stand-alone electronic file. The future asset management module should capture and maintain information associated with the District’s leased, capitalized, and non-capitalized assets. Information maintained in this module should include, at a minimum, acquisition date and cost, asset type, location, asset description, model number, serial number, insurance information, and replacement cost. Depreciation schedules should be managed in the system. The District is seeking a system that has the following functionality:




1. Creates assets through purchase requisition, AP voucher and / or journal entries based on defined business rules.

2. Allows multiple funding sources per asset.

3. Provides parent / child associations for assets.

4. Offers asset tag management / interface of data.

5. Ability to tie assets to a capital improvement project.

6. Tracks asset maintenance (including enhancement and transfers) and projected associated costs.

7.Supports various asset depreciation schedules, provides the ability to change depreciation methodologies, and, provides the ability to recalculate depreciation based on the remaining life.

8. Supports asset disposal (including sales and related revenues) and retirement.

9. Tracks non-capitalized assets.

10. Offers robust reporting related to all functionality described above.

H.

Human Resources - The District maintains employee life cycle information in several systems / files. (i.e. Master Excel file, Access, Telestaff, Target Solutions, Laserfiche, EMS, Firehouse, Benefits Excel file, Dental Excel file, Paychex, etc.). There is no easy way to consolidate data for reporting purposes. The current processes are inefficient in that they involve extensive data reentry and manual processing. The District manually manages open recruitments and all recruitment activities; including job posting, receiving of paper applications, screening, applicant notifications, testing oversight and scoring are managed manually. The District retains acceptable candidates in a status of Reserve if not hired initially but are eligible for a future opening consideration. Currently, employee event tracking for performance evaluations, merit increases and other step pay related events are handled ad-hoc and require manual tracking. Payroll / Personnel Action Requests (PAR) are paper-based and manually managed or request may come through email only. There is no ability to track the status of PAR activity and reporting is nonexistent. The District uses Target Solutions for fire staff to complete assigned testing and training. There are numerous additional certifications that are required that would benefit from electronic management for automation of approaching expirations. The District’s currently manages its benefits manually with Excel spreadsheets. All employee benefits information, dependents data and maintenance of all associated data is manual. The District seeks to implement a full-featured Human Resources module as part of the future system. It should also feature extensive use of browser-based employee self-service, and should support interfaces to 3rd party decentralized systems. The District is seeking a system that has the following functionality:

1. Manages employee / personnel life cycle administration.

2. Maintains basic personnel master data.

3. Assists in the management of all personnel actions (hiring, promotions, demotions, salary increases, leave, etc.).

4. Supports employee self-service for simple demographic changes (address, phone contact, etc.).

5. Tracks employment history.

6. Supports Position Control:

a. Maintains all budgeted and authorized positions.b. Associates positions with funding sources.




c. Links positions to required skills, certifications, required training, etc.d. Manages compensation factors.e. Manages rules for calculating pay.f. Maintains effective dates of salary.

h. Calculates additional pay based on flexible, user defined criteria, etc.i. Calculates step, increment, and percentage pay increases for one, all or a

group of employees.j. Projects staff costs for future fiscal years.

k. Provides analysis of compensation by chart of account element.l. Tracks and reports budgeted, filled, frozen and vacant positions.

7. Manages the job posting, electronic application, applicant tracking and onboarding processes.

8. Supports electronic acknowledgement / approvals through workflow review processes (capture of approval date, time, and approver).

9. Tracks applicant scoring, communication, events, etc.

10. Tracks minimum qualifications, written and / or practical exam test results, interview results, background checks, etc.

11. Generates various automated communications related to the hiring process.

12. Stores applicant data for future position openings (Reserves) status.

13. Provides metrics, such as number of open positions, number of applicants per job opening, etc.

14.Supports new hire checklist and notifications (i.e. new hire network login and email, CALPERS, benefits and other setups, gate code, equipment request, etc.).

15. Supports electronic notification of events (i.e. employee evaluation due, step review, expirations, past due, etc.).

16. Provides employee status codes (i.e. active, reserve, leave, resigned, terminated, retired, FMLA, workers comp, etc.).

17. Provides forms and workflow options supporting W-4 changes, time-off requests, cash-out requests, employee actions / events tracking, etc.

18. Manages the employee separation / termination process through automatic workflow, triggers, alerts and notifications.

19. Tracks suspension and disciplinary events.

20. Supports employee photo / profile management.

21. Addresses current and future Affordable Care Act requirements.

22. Automates the calculation of workers compensation funds due to employees each pay period.

23. Calculates leave eligibility and leave availability.




24. Supports leave accounting and FMLA.

25. Tracks leave taken, leave lost, and leave payments by leave type and reason.

26. Ability to provide electronic employee notification regarding current benefit elections and / or provide direct employee access via self-service portal

27. Within the system, tracks eligibility and enrollment of dependents (i.e. discontinuance of dependents at age 26).

28. Links dependents to employees for reporting purposes.

29. Manages compliance with COBRA requirements.

30. Tracks information related to HIPAA requirements.

31. Provides electronic outputs for interfacing with benefits providers and third party administrators.

32. Provides a management tool for oversight of volunteer groups, including management of volunteer contact info, licenses, certifications, training, etc.

33. Offers robust query options for reporting and data exports pertaining to the above functionality.

34. Provides out of the box and ad hoc reporting on all data collected.

I.Reporting - The District currently has limited reporting tools and access to consolidated data. The District seeks to obtain enhanced reporting capabilities with built-in common financial reports, extensive query options and on screen drill-down capabilities. A user-friendly report writer implemented across all modules is essential. The system should have the ability to schedule reports to run and distribute automatically. In addition, the system needs to provide generation of reports to Excel, CSV, HTML and .pdf formats. The District’s requires a reporting solution that has the following characteristics:

1. Provides extensive out of the box reports at all module levels.

2. Provides on-screen inquiry with drill-down, output and printing features.

3. Ability to save frequently run reports to favorites.

4. Includes standard and custom queries / reports generated at the user level.

5. Allow report generation on date ranges (i.e. fiscal year, calendar year, specified date range).

6. Allows administrative level end-user access to any mapping / dictionary / views or related data necessary to facilitate independent ad hoc reporting.

7. Allows users to publish results for use by other staff with system access and with results constrained based on the security profile of those users.

8. Extends application security to all reporting layers.

9. Offers the ability to modify existing reports to include new data elements.




J.

System Audit and Security - The District seeks to implement a system with robust security and transaction audit / logging capabilities. The system audit capabilities should include the ability to track transaction processes and updates to the database at a defined level. The system should create audit trails for transactions processed, allowing authorized staff to drill-down to supporting detail. Audit logging should allow authorized staff to easily determine the source of each transaction to include identifying user ID and data / time for all table changes. The District’s audit and security goals should include the following characteristics:

1. Tracks user login events.

2. Has the ability to define what transaction types are audited.

3. Captures defined transaction details and the ability of authorized staff to view that detail.

4. Provides object, row, and field level security.

5. Restricts access to specific screens or processes.

6. Provides user group security.

7. Extends security settings to reporting tools / layers.

K.Forms and Workflow - The District seeks to implement a future system with strong electronic forms and workflow capabilities to help automate common financial, payroll, and personnel transactions. The system’s workflow capabilities should include the ability to automatically notify a user when action is needed. The system should include automated approvals and notifications supporting a paperless environment to replace many manual processes. The District’s workflow and automation goals will be best achieved through a solution that has the following functionality:

1. Provides for creation of module related forms / templates.

2. Ability to initiate a process through a system driven form.

3. Tracks transactions submitted for approval and review with a date / time stamp.

4. Automates pending review and approval notifications both at the system level and via the District’s email system.

5. Allows out of office approval delegation for coverage.

6.Implements best practices workflow templates for all core financial, payroll, and personnel transactions (i.e. payables processing, procurement, GL transaction approval, payroll processing, budgeting, etc.).

7. Integrates with the District’s email system to assist in the notification and approval steps.

8. Creates custom workflows based on District business rules.

9.Employs a rich set of attributes in determining which users participate in which steps in the approval processes (e.g. division, position, GL number segments, consideration of roles, etc.).




L.Interface / Integration Abilities - The District is looking to identify best practices and have the new solution provide functionality where possible to eliminate manual or redundant processes. The District wishes to implement a combination of real-time interfaces, scheduled file exchanges and / or allow manually processed imports/exports. The District goal being to enhance or maintain current inter-system functionality as described below:

1.

Interface / Integrations: Bank of the WestFunctional Area / User: Administrative Services (Finance)Frequency / Type: On Demand / File DownloadDescription: Provide for an automated bank reconciliation process for multiple bank accounts.

2.

Interface / Integrations: TelestaffFunctional Area / User: Fire / Administrative Service (HR, Payroll)Frequency / Type: On Demand / File Import From and Possible Export toDescription: Capture of pending time worked / payroll data and related employee data.

3.

Interface / Integrations: LaserficheFunctional Area / User: Administrative ServicesFrequency / Type: Real-Time look-up / InterfaceDescription: Access documents / images integration and meta data sharing.

4.

Interface / Integrations: Target SolutionsFunctional Area / User: Administrative Services / FireFrequency / Type: TBD / FutureDescription: Possible sharing of data currently stored in Target Solutions with new ERP system.

5.

Interface / Integrations: PaychexFunctional Area / User: Administrative Services / PayrollFrequency / Type: TBD / FutureDescription: If Paychex not replaced by fully integrated ERP system will expect integration.

6.

Interface / Integrations: Back Office – Microsoft Office / Google EnterpriseFunctional Area / User: All StaffFrequency / Type: TBD / Future / As NeededDescription: File / data exchange and to enhance business processes as needed

M.Document Imaging - The District uses Laserfiche as its permanent records and document management system. The District is interested in associating documents with accounting transactions during ERP processing steps. The goal is for the District to be able to look at associated images / documents directly from the ERP screens without having to launch another system. The District is interested in the most seamless method to accomplish this. The District is seeking a document management that has the following basic capabilities:

1. Allows manually scanned images to be attached to appropriate transaction records (module should prompt for attachments).

2.Images / documents created by the ERP system including purchase orders, payroll checks, invoices, personnel actions, W2's, 1099's, etc. should be associated by record and available for viewing.




3.

Offers drill-down features for users to view documents associated with financial, payroll, and personnel transactions. For example, vendor inquiry should provide the ability to view images of accounts payable checks, associated purchase orders, the initial requisition and associated manually scanned documents (bids, packing lists, etc.)

4. Facilitate implementation of the District’s records retention policies with respect to images managed by the system.

5.Integrates with the District’s existing Laserfiche document management solution for defined document types at appropriate time for access to stored images and / or to share update data.

N.Technical Requirements - The District desires to leverage the most current technology offerings available in the market and is open to a hosted or a local implementation. (The Districts prefers a hosted solution but is also looking for the best fit.) The system should provide an open architecture solution which supports various methods for integrating with external systems. The following bullets identify those aspects of the District’s enterprise architecture the future system is expected to comply and or work with:

Local Standards

1. Database(s) - SQL Database for integration with Laserfiche

2. Server OS - Microsoft Server

3. Desktop OS - Windows 7

4. Server Hardware - HP Proliant Server

5. Desktop Hardware - HP Desktops

6. Laptop/Mobile Hardware - Windows & Mobile Browser Compatible (IOS & Android)

7. Office Productivity - MS Office / Google Enterprise

8. Browser - Chrome, Firefox, & Explorer

9. Email Server/Client - Google Business

10. Virtual Environment - None

11. Storage Area Network (SAN) - Using NAS

12. Active Directory - Yes

13. VPN - Sonicwall router hardware

Hosted Standards

1. Hosting in a secure, state-of-the-art data center.




2. Provide hosted facility and services in accordance with Statement of Accounting Standards (SAS) 70.

3. Provide hosted system on high availability hardware (i.e. virtualization).

4. Provide hosted system in data center located within United States.

5. Provide hosted system in data center located at least 50 miles from all known earthquake fault lines.

6. Provide hosting services and system access on a 24X7 basis with 99.99% uptime.

7. Ensure hosted facility and site is monitored for outages 24 x 7.

8. Provide immediate notification of any known or suspected breach and follow up investigation to assess breach and implement changes to remove risk.

9. Provide all maintenance / downtime activities outside of normal business hours, with at least 2 weeks’ advance notice to District.

10. Provide technical support for system outages responding to priority service calls 24 x 7 with 2 hours guaranteed response time.

11. Provide the City access to separate development, test, and / or production environments.

12. Perform full system backups and provide recovery services to minimize downtime.

13. Perform full system recovery testing on an annual basis.

14. Provide system on MS Windows Servers and MS SQL Server.

15. Perform regular software and hardware updates, enhancements, bug fixes to ensure a secure, reliable, and high performing environment.

16. Maintain solutions to remain compatible with industry leading web browsers (i.e. Internet Explorer, Firefox, Chrome, and Safari).

Optional Modules




O.

Payroll (optional module) - The District payroll is currently produced via Paychex on a bi-weekly basis. Time worked for fire staff is collected through Telestaff (used for initial scheduling) and requires supervisory approval for release of hours worked to the payroll administration person. The process requires additional manual calculations in Excel to complete the summary totals per fire staff employee that are then manually keyed into Paychex along with non-fire staff data.

The District is considering potentially migrating to the Proposer’s payroll solution, and will make a determination about migrating after receiving a cost proposal. The District is seeking a fully automated, full-featured, integrated HR / Payroll system that are capable of accurately processing payrolls comprised of multiple employee groups, and requiring the processing of checks, advices and direct deposits to multiple financial institutions. It also should feature extensive use of browser-based functionality, mobility, and employee self-service. The District expects to make use of electronic workflow, review and approval processes to complete the pay-cycle. The District is interested in a Payroll Module that has the following functionality:

1. Enforces security rules for adding employees.

2. Interfaces with Telestaff for import of staff time worked.

3. Provides employees with electronic time entry capabilities for exception based payroll processing.

4. Allows allocation of time to different pay codes (regular, overtime, sick, vacation, projects, assignment pay, etc.).

5. Allows electronic routing of completed time (electronic timesheets) through departmental workflow for supervisor approval.

6. Manages holiday / normal work day hours and shift schedules.

7. Automates the release of approved departmental time sheets to Payroll.

8.Automatically completes validations, updates to the general ledger, and batches transactions to third parties (unions, benefit providers, etc.) for processing in accounts payable.

9.Generates defined paychecks, direct deposits (supporting deposits across multiple accounts on a single check), EFT files, ACH files, and related positive pay files.

10. Complies with State and Federal payroll tax withholding and reporting requirements.

11. Supports retro-active and manual payments.

12. Calculates benefit deductions based on rules specified in benefits administration module.

13. Calculates pay based on user defined criteria (pay status, overtime rules, etc.).

14. Supports multiple concurrently open payrolls (e.g. vacation, sick or comp time cash outs, etc.).

15. Supports multiple pay codes and supports numerous MOU’s and flexible percentages.

16. Supports setup of earnings codes and deductions codes, and upload of setup changes to various employee groups.

17.Supports special pays for uniform or equipment allowance, bilingual pay, deferred compensation match, on-call differential pay, certificate pay, and others as defined.




18. Provides automated updates for on-going garnishments per pay period.

19. Provides rule based validation throughout setup process and prevents duplicate earning codes at employee level.

20. Supports Fair Labor Standards Act (FLSA).

21. Manages accruals for comp time, leave, vacation, etc.

22. Provides the ability to automatically upload Federal and California tax changes (rates, earnings, deductions, etc.).

23. Automates vacation pay-outs.

24. Provides on-line time entry at employee level with employee comments fields associated with each line.

25. Calculates overtime hours.

26. Supports flexible definition of shift work and work schedules.

27. Manages a 27th pay cycle automatically when it occurs.

28. Provides flexible workflow for review and approval of automated timesheets.

29. Allows prior period leave adjustments.

30. Captures future events and alerts based on rules.

31. Provides employee self-service to review previous pay stubs, current accrual balances, etc.

32. Captures the appropriate information for W-4 processing and offers employee self-service reprint options.

33. Provides employee self-service to see impacts of requested changes prior to submitting.

34. Provides employee self-service to calculate “what if” changes (i.e. step increase, COLA, deduction changes, etc.).

35. Provides end of year step-by-step checklists for preparing such things as W2’s and 1099’s.

36. Provides the ability to perform detailed analysis of timesheets and payroll data.

37. Interacts with benefits functionality for less time consuming open enrollment process.

38. Supports ability to calculate employee retirement contributions based on the applicable rules associated with employee.

39.

Generates off-the-shelf and ad hoc reports that support transactional outputs and analyses associated with employee retirement system, auditors, deferred compensation providers, payroll register review, sick and vacation accrual reports, edit lists, overtime reports, tax reports, auto allowance reports, payroll exception reports, etc.

P. Treasury (optional module) - The District is interested in understanding what the proposed system provides for possible use in the future:




1. Support manual entry of investment related income, expenses and balances.

2. Ability to allocate investment proceeds at a fund level (average daily, monthly, quarterly balance).

3. Supports cash flow analysis relative to investments.

4. Supports multiple banking relationships.

5. Ability to apportion interest earnings to all pooled cash funds, based on each funds average daily balance for the month.

6. Ability to provide robust reporting of investments in order to meet or exceed investment reporting requirements.

Q.

Request for Service (optional module) - The Training and Facilities Division currently responds to requests for maintenance services from telephone, email, or verbal communication. The requests may be as simple as a bulb replacement or a request for new carpeting or repair of a faulty garage door. The total requests per week average 5 - 7. The Division Chief manually assigns the work to staff, but has no way to track or report on the service status, type of service or any reporting of work completed. If available, the District is interested in learning how the Proposer may be able to address the automation of these requests. The District is interested in the following features:

1.Provide request for service entry screen or form that collects information pertaining to requestor, location of service needed, type of service requested, etc.

2. Supports entry by requestor or Facilities staff on behalf of requestor.

3. Provide for categorization of service requests based on division, facility, location, issue type, status, priority, etc.

4. Supports a simple one or two step workflow for routing of requests to appropriate staff based on requests and defined support rules.

5. Interfaces with District email for automated notice of request, status, and assignment to staff.

6. Allows for screen view of open and closed service requests.

7. Provides reporting on service request data by defined categories, date ranges, status, etc.


Documents

Appendix D - Response Requirements Templatelakesidefire.net/.../2016/...Response-Requirements-Temp… · Web viewThe following table should be incorporated into the Proposer’s