rrisd purchasing department 16255 reat aks rive uite …

RRISD PURCHASING DEPARTMENT 16255 GREAT OAKS DRIVE SUITE 200

ROUND ROCK TEXAS 78681

_________________________________________________________________________________________

RRISD Purchasing Office □ 16255 Great Oaks Dr 200 □ Round Rock TX 78681 □ 512.464.6950 Fax 512.464.6975 □ www.roundrockisd.org

December 4, 2012

To: Potential Proposer

Subject: Round Rock ISD K-12 Financials and Human Resources Enterprise Resource Planning (“ERP”)

System, Acquisition and Implementation

Solicitation #: PA13-058

Round Rock ISD seeks to license and implement a long-term Financial and Human Resources Enterprise

Resource Planning (“ERP”) solution with highly integrated functionality as described in more detail within the

attached Solicitation.

Response to this Solicitation will require the Proposer to secure specific documents. These documents will only be made available through the District’s electronic procurement system known as “eROC”. A Proposer must be registered in the eROC system to access this site. To login to the system or register, go to http://schools.roundrockisd.org/purchasing/login.htm. Once you are logged in, locate the bid number “PA13-058” and click on the link. The Solicitation documents will be found under the “Attachments” tab.

To provide more information about the project and clarification to the requirements set forth within the Solicitation,

a non-mandatory Pre-proposal Conference has been set for 2:00 p.m. CST on Wednesday, December 12,

2012. See Section I, Item 5 for more details and how to register for the conference. It is highly recommended

that a potential responder read the attached documents thoroughly before attending the conference.

The responses to this Solicitation shall strictly adhere to the submittal requirements and are due by 2:00 p.m.

CST, Tuesday, January 22, 2013. All questions regarding this Solicitation are to be directed to the RRISD

Purchasing Office. An attempt to contact District personnel concerning this Solicitation other than the Purchasing

Office staff may disqualify a vendor’s response.

NOTE: NO PROPOSAL RESPONSES WILL BE ACCEPTED WITHOUT A COMPLETED AND SIGNED THE PROPOSER’S CERTIFICATION FORM FOUND IN ATTACHMENT A.

Respectfully,

Jamie Spiegel

Director of Purchasing

512.464.6950

[email protected]

http://schools.roundrockisd.org/purchasing/login.htm

ROUND ROCK INDEPENDENT SCHOOL DISTRICT K-12 Financials and Human Resources Enterprise Resource Planning (“ERP”) System,

Acquisition and Implementation Request For Proposal (RFP) Number PA13-058

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SECTION I: SOLICITATION REQUIREMENTS 1. DESCRIPTION.

1.1. System Requirements.

1.1.1. The District seeks to license and implement a financial and human resources Enterprise Resource Planning (“ERP”) system with highly integrated functionality as described in more detail in Section II, Contract Requirements, and in Exhibit 1, List of System Requirements.

1.1.2. Within the list of requirements proprietary software and other systems are referenced. The Proposer shall consider these products as references only, understand that these are current programs and systems used by the District, and shall respond to the Solicitation based on the knowledge that the product or system may be replaced at any point during the contract period.

1.2. System Requirement Levels.

1.2.1. Within the requirements of the system, the District identified the priority of the specific function by the following classifications: 1.2.1.1. Non-Negotiable. The system will be required to perform this function, and the

inability of the proposed system to meet this requirement will render it non-responsive and the Proposal response will be disqualified.

1.2.1.2. Mission Critical. The system will need to be able to perform this function within certain levels of tolerances determined by the District.

1.2.1.3. Medium Level. The function has value to the District but is not a priority. 1.2.1.4. Low Level. The function has some value to the District but is not necessary.

1.2.2. See Exhibit 1, List of System Requirements, for each priority level by requirement.

1.3. Alternatives.

1.3.1. In order to maximize the efficient use of current resources, the District reserves the right to also consider alternative solutions, such as an Applications Service Provider (“ASP”) or Software as a Service (“SaaS”).

1.3.2. For ASP or SaaS providers, those responding to this Solicitation should provide details on either of these solutions as directed within this Solicitation.

1.3.3. Such details should include pricing options, Service Level Agreement (“SLA”), and benefits of the ASP/SaaS models.

1.4. Project and Implementation Services. As part of the system acquisition, the awarded Proposer will

be required to provide: 1.4.1. Implementation services, including system configuration and data conversion; 1.4.2. Integration services; 1.4.3. Change management; 1.4.4. Software maintenance and enhancement support; 1.4.5. System documentation; 1.4.6. Testing; and 1.4.7. Training, user support, and post-production support.

2. GENERAL TERMS, CONDITIONS AND REQUIREMENTS FOR SOLICITATIONS.

This Solicitation shall be governed by the following documents unless an exception is otherwise noted within this Solicitation. Documents are incorporated by reference only, and are not attached as part of this



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Solicitation. A copy may be obtained at http://www.roundrockisd.org/index.aspx?page=1010 or by contacting the RRISD Buyer listed on the cover. 2.1. Texas Education Code 44.031. 2.2. Purchasing and Acquisition, RRISD Policy CH (Legal). 2.3. Purchasing and Acquisition, RRISD Policy CH (Local). 2.4. General Provisions, Version 3, Reference Document GP-03, dated November 1, 2011.

3. DISTRICT INFORMATION.

3.1. Basic District Makeup.

3.1.1. The District covers an area of approximately 110 square miles and is located in southwest Williamson County and northwest Travis County.

3.1.2. The District includes both north Austin and the City of Round Rock. 3.1.3. The District can be characterized generally as a suburban area, which is a part of the greater

Austin metropolitan area. 3.1.4. A map of the District is available at the following District website address:

http://roundrockisd.org/index.aspx?page=3690 3.1.5. The District currently has five (5) high schools, one (1) alternative learning center, ten (10)

middle schools, thirty-three (33) elementary schools, two (2) transportation centers, one (1) distribution/maintenance center, one (1) administration building, one (1) technology center and two (2) central kitchens.

3.1.6. The current enrollment at the time of release of this Solicitation is approximately 45,600 students.

3.2. Existing Network Environment.

3.2.1. RRISD has constructed a Metro Optical Network that consists of 24 strands of Corning Metrocor single mode Non Zero Dispersion Shifted fiber optic cable that interconnects all of the schools and the administrative buildings in the District.

3.2.2. The topology of the network is a "ring" architecture which consists of a "super-ring" that contains the Technology Center, McNeil High School, Westwood High School, the Central Administration Building/Round Rock High School, Stony Point High School, Ridgeview Middle School, Wells Branch Elementary School, and the RRISD Athletic Complex.

3.2.3. These locations serve as "super nodes" that interface with the remaining locations in the District that are supported by the six sub-rings.

3.2.4. RRISD's Verizon/Nortel Optera solution provides Dense Wave Division Multiplexing (DWDM) exceeding a 10 GB line rate on the super-ring and (10 GB LR or ER modules) on the sub-rings.

3.2.5. Sub-rings will share 10 GB Ethernet connectivity through each super node for IP traffic.

3.3. Additional Network Information. 3.3.1. The District has seven (7) firewalls that "protect" the internal network for the Internet. 3.3.2. Because of the increased activity of unauthorized individuals, the District does not allow the

"opening" of ports on these firewalls. This is not only for vendor applications, but also for any type of vendor's remote service and support.

3.3.3. Many vendors are implementing the capabilities of "running" their applications on a browser interface that allows traffic over HTTP port 80.

3.3.4. The District has set up DMZ environments that allow Internet/Intranet access with limited functionality for running Web-based applications. This is the preferred solution for application access.

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3.4. Transaction Background. 3.4.1. Payroll currently creates approximately 7,215 direct deposit transactions and 187 manual

checks per month through one (1) monthly and two (2) semi-monthly pay runs a month. 3.4.2. Payroll currently posts approximately 7,215 employee absences a month. 3.4.3. Accounts Payable creates approximately 1,725 vendor checks per month through one (1)

weekly check run and manages approximately 2,500 procurement card purchases per month. 3.4.4. Purchasing creates an average of 780 purchase orders monthly. 3.4.5. Accounts Receivable creates approximately 36 invoices per month. 3.4.6. The District’s W2 count is approximately 8,300. The district’s 1099 count is approximately 400.

4. TENTATIVE SOLICITATION SCHEDULE OF EVENTS.

4.1. Below are the tentatively scheduled events for this Solicitation.

Event Date Time

Solicitation Released Tuesday, Dec. 4, 2012 ---

Pre-proposal Conference Registration Due By Monday, Dec. 10, 2012 5:00 pm (CST)

Non-mandatory Pre-proposal Conference Wednesday, Dec. 12, 2012 10:00 am (CST)

Questions Due from Vendors Thursday, Jan. 3, 2013 5:00 pm (CST)

Responses to Questions or potential addendum Thursday, Jan. 10, 2013 5:00 pm (CST)

Solicitation Closing Tuesday, Jan. 22, 2013 2:00 pm (CST)

Anticipated Vendor Selection April 2013 N/A

4.2. The District reserves the right to change, add, reschedule and/or remove any item not considered

necessary for the purpose of making an award of this Solicitation.

5. NON-MANDATORY PRE-PROPOSAL CONFERENCE.

5.1. Date, Time and Location. A non-mandatory Pre-proposal conference will be held at 2:00 p.m. CST

on Wednesday, December 12, 2012 and will be located at the Round Rock ISD Brushy Creek Complex, 16255 Great Oaks Drive, Round Rock Texas 78681, in the Brushy Creek Complex Conference Room.

5.2. Registration. 5.2.1. All vendors considering a response to this Solicitation who choose to attend the conference are

requested to register by 5:00 p.m. CST, Monday, December 10, 2012. 5.2.2. The vendor can register at https://www.roundrockisd.org/index.aspx?page=3994. 5.2.3. There is limited space in the conference room, and each company represented is limited to

two (2) representatives each. 5.2.4. It is requested that the potential proposers not invite subcontractors.

5.3. Conference Agenda. 5.3.1. At the conference, the District representatives will provide background and direction on the

expectations of the Solicitation process, award, and implementation.

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5.3.2. Vendors will be provided an opportunity during the conference to ask questions about the Solicitation and subsequent project.

5.3.3. The District will make a reasonable attempt to answer questions it deems appropriate at the conference. Some questions that are considered to be critical to the understanding by potential Proposers or create material changes to the Solicitation may require research or investigation and may not be answered directly during the conference.

5.3.4. Any such questions will be answered by a formal addendum to the Solicitation as addressed in Item 6.3 below.

6. REQUEST FOR CLARIFICATION, INTERPRETATION AND QUESTIONS.

6.1. Verbal Requests Not Binding.

6.1.1. Oral and other interpretations or clarifications without written addenda through the District’s Purchasing Office will be without legal effect.

6.1.2. Verbal requests for clarification or additional information may not be addressed. 6.1.3. VERBAL RESPONSES OR CONVERSATIONS ARE NOT BINDING - ONLY QUESTIONS

ANSWERED BY FORMAL WRITTEN ADDENDA WILL BE BINDING AND WILL BE MADE PART OF THE PROPOSAL DOCUMENTS.

6.2. Contact with District Personnel.

6.2.1. All communications or discussions related to the Solicitation are to be handled by and through the District’s Purchasing Office.

6.2.2. If after release of this Solicitation and prior to the opening a vendor attempts to contact District personnel concerning this Solicitation other than the Purchasing Office staff, the vendor’s response may be disqualified.

6.3. Online Requests.

6.3.1. The District has provided a web site intended for interested Proposers to direct requests for clarification, interpretations, and/or questions and only fully completed requests will receive a response; late or delinquent requests will not be entertained or answered. The web site is

http://www.roundrockisd.org/index.aspx?page=3992. 6.3.2. All requests must include all contact and Solicitation information to be considered. Failure to

provide this information may delay a response from the District. 6.3.3. The District reserves the right to inform the requester that the response to their request will be

submitted through an addendum to all interested vendors and not be addressed directly through their request.

6.3.4. Once a request is received, a notification of receipt by the District will be forwarded to the contact email address.

6.4. Response to Inquiries.

6.4.1. The District is not responsible for any other explanation or interpretations, which anyone presumes to make by any other source other than the Round Rock ISD Purchasing Office.

6.4.2. The District will provide responses to any request for clarification, interpretation or questions by Thursday, January 10, 2013, no later than 5:00 p.m. CST.

6.4.3. The responses, including those from questions at the pre-proposal conference, will be posted on the District eROC electronic procurement system for this Solicitation.




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6.5. Addendum. 6.5.1. All changes to, interpretations or clarifications of the Solicitation considered necessary by and

approved by the District, in impart to a response to Proposer's request, will be issued by written Addenda.

6.5.2. If an addendum is found to be necessary, it will be sent via electronic notification through the District’s eROC electronic procurement system to all vendors that received the initial Solicitation notification and any other vendors that were present at the pre-proposal conference.

6.5.3. It is the vendor’s sole responsibility to insure they have received and reviewed any and all addenda to this Solicitation.

6.5.4. No hard copies will be mailed.

7. STANDARD PROVISIONS.

7.1. Conflict of Interest: Disclosure of Certain Relationships with Local Government Officials. 7.1.1. Any individual or business entity that contracts or seeks to contract for the sale or purchase of

property, goods, or services with Round Rock ISD must file a Vendor Conflict of Interest Questionnaire with the RRISD Purchasing Office in accordance with Texas Local Government Code Chapter 176, no later than the 7th business day after the recipient becomes aware of facts that require filing. This requirement applies to a person who is an agent of a vendor in the vendor's business with the District.

7.1.2. Forms and additional information on the disclosure requirements are available at https://www.roundrockisd.org/index.aspx?page=2206. Forms are also posted at the Texas Ethics commission's website at www.ethics.state.tx.us/whatsnew/conflict_forms.htm.

7.2. Conflict of Interest: District Employee Relationships.

7.2.1. As referenced in RRISD Policies CH (Local) Purchasing and Acquisition, and DBD (Local) Employment Requirements and Restrictions, all Proposers must disclose the name of any RRISD employee who owns, directly or indirectly, an interest in Proposer’s firm or any of its branches.

7.2.2. Failure to provide such information may be grounds for disqualification of the Proposal response or cancellation of a contract resulting from this Solicitation.

7.2.3. Purchase of services or equipment from a business owned in whole or in part by a District employee shall be permitted only when approved by the Superintendent and executed through a documented competitive process.

7.2.4. Services that might be provided by the employee as an extension of the employee's regular job responsibilities is exempted from consideration.

7.3. Proposal Retention.

7.3.1. The District reserves the right to retain all Proposal responses for a period of one-hundred-twenty (120) calendar days after the Proposal closing date for examination, evaluation, comparison, and potential negotiations.

7.4. Right to Waive.

7.4.1. The District reserves the right to determine and waive non-substantial irregularities in any Proposal response, to reject any or all Proposal responses, to reject one part of a Proposal response and accept others, except to the extent that the Proposal responses are qualified by specific limitations, and to make award as the interest of the District may require.

https://www.roundrockisd.org/index.aspx?page=2206

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7.5. Confidentiality of Documents. 7.5.1. All documents submitted as part of a Proposal response to this Solicitation will be deemed

confidential during the evaluation process. 7.5.2. Proposal responses will not be available for review by anyone other than RRISD Purchasing

personnel, the evaluation team, or its designated agents, if so applicable. 7.5.3. There shall be no disclosure of any Proposer’s information to a competing Proposer prior to

award of the contract. 7.5.4. Following award of contract, all Proposal responses become public documents and are

available for public viewing upon written request to RRISD unless considered confidential by State of Texas statute or Texas Attorney General’s Office.

8. SUBMISSION OF PROPOSAL RESPONSES.

8.1. General Response Information.

8.1.1. All Proposal responses shall be clearly detailed and concise on how the proposed product and services can best satisfy all District’s requirements.

8.1.2. The submitted Proposal shall follow the rules and format established within this Solicitation. Adherence to these rules will ensure a fair and objective analysis of all Proposal responses.

8.1.3. A Proposal response shall represent a true and correct statement and shall contain no cause for claim of omission or error.

8.1.4. As directed by the Solicitation, Proposer shall provide any and all certifications, forms, and documents as stated within the Solicitation. Attachment G, Proposal Response Checklist, has been provided to assist the Proposer in ensuring that all required items have been included in the submittal.

8.1.5. Non-substantial deviations may be considered provided that Proposer submits a full description and explanation of and justification for the proposed deviations. Such deviations are to be included in Attachment F, Part VII, Additional Documentation. Whether any proposed deviation is non-substantial will be determined by RRISD at its sole discretion.

8.2. Response Listing. Below are the individual sections that are to be provided and indexed within the

Proposal response as indicated. Part I: Certifications and Representations. Proposer shall complete all information and affirm by authorized signature that the Proposer understands and agrees to all items found in Attachment A.

Part II: Company References. The Proposer shall submit five (5) references and required information as provided in Attachment B.

Part III: Acquisition and Implementation Cost Summary. Proposer must provide a Proposal response to all items provided in Attachment C.

Part IV: Prime Proposer Proposal Response. Proposer must provide a Proposal response to all questions provided in Attachment D.1.

Part V: Third Party Implementation Partner. If the Proposer will be contracting out specific areas of the implementation process to a third party implementer, Proposer must provide a Proposal response to all questions provided in Attachment D.2.



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Part VI: K12 Financial and Human Resources Requirements Response. Proposer must provide a Proposal response to all requirements in all categories as provided in Attachment E, and Exhibit 1, List of System Requirements. NOTE: This Part will require the Proposer to provide an electronic MS Excel 2007 (.xlsx) response in the worksheet template provided by the District. Part VII: Additional Documentation. This Part is provided if the Proposer believes additional documentation will assist the evaluation of the associated Proposal response, and include all deviations or exceptions. The guidelines for such documentation can be found in Attachment F.

8.3. Proposal Response. The Proposer shall provide a response structured on the following requirements: 8.3.1. Indexing. The Proposer shall submit their Proposal response in order by the sections indicated

in Item 8.2 above in a clearly indexed format. 8.3.2. Response Mediums.

8.3.2.1. The Proposer must use the referenced software programs to respond to the requirements. Use of any program or application other than those listed may disqualify the Proposer’s response.

8.3.2.2. Each Proposal response shall be in the type of medium indicated, separated by group, and either packaged or boxed: 8.3.2.2.1. Group A:

One (1) clearly indexed electronic version of the entire Proposal response on CD-ROM or DVD in a public domain software (e.g. Adobe Acrobat .pdf) or in a Microsoft Office 2007 format (e.g. MS Word, MS Excel, etc.);

One (1) clearly identified original in hardcopy of Parts I through III; One (1) hard copy of a completed Attachment G, Proposal Response

Checklist; and One (1) electronic copy of the “13-058 Response Worksheet” in MS

Excel 2007 (.xlsx) on CD-ROM or DVD 8.3.2.2.2. Group B:

Four (4) hardcopies each of Parts IV, V and VII; 8.3.2.2.3. Group C:

Five (5) hardcopies each of the supporting documentation for the four (4) different categories in Part VI separately packaged or boxed, and labeled by category; and

Five (5) hardcopies each of the four (4) different categories in Part VI MS Excel worksheets included within the associated package or box above.

8.3.3. Proposal Response Checklist. 8.3.3.1. Attachment G, Proposal Response Checklist, is a list of the items that are to be

included in a Proposal response and is intended to assist the Proposer in insuring all required items are included in their response.

8.3.3.2. The Proposer is to include the completed copy of the checklist with Group A. 8.3.4. Submission Location.

8.3.4.1. Proposal responses shall be received at the following location by the Solicitation closing date and time:



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Round Rock Independent School District Purchasing Department Solicitation Response Desk 16255 Great Oaks Drive, Suite 200 Round Rock Texas 78681

8.3.4.2. The District is not responsible for responses submitted to a different location or

incorrectly delivered by the USPS or common carrier. 8.3.4.3. Late responses will not be considered under any circumstances.

9. EVALUATION TEAMS.

9.1. The Proposal response evaluation process involves the multiple reviews by the following teams:

9.1.1. Executive Project Sponsor Team; 9.1.2. Administrative Proposal and Project Leaders Team; and 9.1.3. Category Evaluation and Project Team.

9.2. Each team will review the Proposal responses based on the established requirements associated with the specific step the team is assigned.

9.3. The evaluation teams will be comprised of Central Office staff, Technology staff, Campus staff and other District representatives, as deemed appropriate.

10. PROPOSAL RESPONSE EVALUATION PROCESS.

10.1. THIS IS A NEGOTIABLE PROCUREMENT, and as such, award will not necessarily be made to

Proposer submitting the lowest priced Proposal. The District shall accept the Proposal response it deems to be in the best interest of the District through the evaluation process using the best value method as defined in Texas Education Code 44.031(b).

10.2. The District reserves the right to make an award without discussion with any Proposer, after Proposal responses are received. Proposer responses should therefore be submitted on the most favorable terms.

10.3. The selection of the Proposal response will be based upon the qualifications of the organization pursuant to all applicable government codes, District policy, and the needs of the District.

10.4. The District reserves the right to waive any minor irregularities and informalities and make any decision that they consider to be in the best interest of the District. The District shall be the final judge on what is considered minor.

10.5. Evaluation Overview. 10.5.1. The District anticipates that the evaluation process may include multiple levels of evaluation in

the steps outlined below. 10.5.2. The District reserves the right to add, remove or modify the evaluation steps, determine when

scores from previous steps are conveyed or refreshed, and establish additional evaluation steps if the District determines additional steps are necessary to make an award.

10.5.3. If the District determines that additional evaluation steps are required to determine the best value between Proposers, the District reserves the right to consider any or all of the following additional criteria; the proposed price, Proposer's experience, references and record for responsibility, or any other relevant factor that the District deems necessary to determine best value.



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10.6. Category Scoring. Scoring of the Proposal responses will be based on the following breakdown of

points by category:

Category Scoring Scoring Weights

Category 1 (C.1): Finance Requirements 15 pts.

Category 2 (C.2): Human Resources Requirements 50 pts.

Category 3 (C.3): Purchasing Requirements 15 pts.

Category 4 (C.4): Technology Requirements 20 pts.

Total Overall Points 100 pts.

10.7. Evaluation Process.

10.7.1. Step 1: Review of Non-Negotiable Requirements. 10.7.1.1. Step 1 is non-scoring. 10.7.1.2. The Executive Project Sponsor Team will review each Proposal response for the

Proposer’s answer to the non-negotiable requirements. 10.7.1.3. Only responses that have met all the non-negotiable requirements will continue into

the next evaluation steps, and those that did not meet all the non-negotiable requirements will be considered non-responsive and the associated Proposal response will be disqualified.

10.7.2. Step 2: Evaluation of Prime Proposer and the Third Party Implementation Partner. 10.7.2.1. An Evaluation Team will review and score the Proposal responses for Part IV, Prime

Proposer Proposal Response (Attachment D.1) and Part V, Third Party Implementation Partner (Attachment D.2).

10.7.2.2. Part V: Third Party Implementation Partner. Attachment D.2 10.7.2.2.1. For score for Part V will be based on an initial score of “0” if applicable. 10.7.2.2.2. The Evaluation Team will review the attachment, and if it is determined

that the third party partner is acceptable without any concern on the part of the team, the score will remain “0”.

10.7.2.2.3. If the Evaluation Team reviews the attachment and finds that the partner is not acceptable, the team shall determine a negative score not to exceed minus 10 pts. The points will be subtracted from the score for Attachment D.1.

10.7.2.2.4. The District reserves the right to interview the Third Party Implementation Partner during this step if determined necessary.

10.7.2.3. Once scoring has been completed for this step, Proposal responses that have scored the highest based on a competitive range will move forward into the next evaluation step. The District reserves the right to determine the competitive range.

10.7.3. Step 3: Evaluation of System Requirements. 10.7.3.1. Evaluations in this step will be based on the requirements identified as “Non-

Negotiable” and “Mission Critical” Section VI, K12 Financial and Human Resources Requirements Response (Attachment E).

10.7.3.2. Once scoring has been completed for this step, Proposal responses that have scored the highest based on a competitive range will move forward into the next evaluation step. The District reserves the right to determine the competitive range.



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10.7.4. Step 4: Evaluation of System Requirements and Financials. 10.7.4.1. Scores from Step 3 will be conveyed into this evaluation step. 10.7.4.2. System Requirements.

10.7.4.2.1. Evaluations of the system requirements will be based on the requirements identified as “Medium” and “Low” in Section VI, K12 Financial and Human Resources Requirements Response (Attachment E).

10.7.4.3. Acquisition and Implementation Cost Summary. 10.7.4.3.1. Evaluations cost summary will be based on the response to Part III,

Acquisition and Implementation Cost Summary (Attachment C). 10.7.4.3.2. Proposal responses will be scored based on a competitive range based

on the overall response to the identified. The District reserves the right to determine the competitive range.

10.7.4.4. Financials. 10.7.4.4.1. Financials are not to be provided until requested by the District. 10.7.4.4.2. The Proposer shall provide the documentation to show proof of the

company’s current financial stability. 10.7.4.4.3. The District will review the financial packages provided by the top Step 3

Proposers to determine financial solvency and viability. 10.7.4.4.4. No points will be given; results will be considered pass / fail. 10.7.4.4.5. Financials shall include:

10.7.4.4.5.1. A description of the type of company ownership; 10.7.4.4.5.2. A brief history of the company, including date

established, number of employees, organization chart, specialties, and services offer (300 words or less);

10.7.4.4.5.3. An explanation on if the company carries professional liability insurances. If yes, provide the limits and deductibles that would apply for this project;

10.7.4.4.5.4. Include any judgments, mediation settlements, or pending lawsuits against your professional liability insurance in the past two (2) years; and

10.7.4.4.5.5. Include recent audited financial statements and other financial stability documentation for both the vendor and proposed implementation partner.

10.7.4.5. Include income statements and balance sheets for the current plus two (2) past years (Dunn and Bradstreet sheet may be substituted for the income statement and balance sheet as long as the information indicates profitability and stability). Once scoring has been completed for this step, Proposal responses that have scored the highest based on a competitive range will move forward into the next evaluation step. The District reserves the right to determine the competitive range.

10.7.5. Step 5: Product Demonstrations. 10.7.5.1. Proposers that are considered to have provided the top responses through Step 4

may be required to participate in product demonstrations in order to clarify or elaborate on their Proposal response.

10.7.5.2. Any and all costs associated with a demonstration shall be borne entirely by the Proposer.

10.7.5.3. This is a demonstration of the product and should represent the proposed system as related to the requirements of this Solicitation.

10.7.5.4. Oral presentations will not be considered a demonstration.



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10.7.5.5. The demonstration will be “scripted” by the District, and will be broken down in time slots by the different categories.

10.7.5.6. District facilities with proper presentation equipment will be made available. 10.7.5.7. Any requirements that cannot be met with the current proposed system due to

modifications shall be communicated prior to the demonstration so as to provide the evaluation teams foreknowledge of the issue.

10.7.5.8. The Proposer is to demonstrate as accurately as possible how the system functions currently versus any modifications or customizations that would be required.

10.7.5.9. It may be requested of the Proposer to allow for video recording of the presentation for the administrative purpose of follow-up review and clarification.

10.7.5.10. The Evaluation team will determine the Proposal responses that will advance to the next evaluation step based on the product demonstrations and previous evaluation steps.

10.7.6. Step 6: Final Selection. 10.7.6.1. The Executive Project Sponsor Team will review the outcome of the evaluations and

results through Step 5 and the ranking of the remaining responses. 10.7.6.2. The team may choose to select the Proposal response that has received the highest

points and move to the award phase which may include a request for a Best and Final Offer (“BAFO”); or

10.7.6.3. If scores between two or more Proposal responses are considered by the team to be negligible, ask for Best and Final Offers (“BAFO”) from the Proposers.

11. AWARD OF CONTRACT.

11.1. Availability of Funds.

11.1.1. In the event that sufficient funds are not available for the project, the District reserves the right to make an incremental or phased award, negotiate the scope of this contract, delay implementation, reject all Proposals, or award another type of contract other than that required in this Solicitation.

11.2. Selected Proposal Response.

11.2.1. Award will be made to the Proposer submitting the best response that best meets the District’s requirements, price, and other factors considered in the evaluation process.

11.2.2. The District shall negotiate an agreement with the most qualified Proposer of the required services selected at a fair and reasonable price.

11.2.3. If a satisfactory contract cannot be negotiated with the most qualified Proposer, the District shall formally end negotiations with that Proposer, select the next most highly qualified Proposer, and attempt to negotiate a contract with that Proposer at a fair and reasonable price.

11.2.4. The District shall continue the foregoing process until the agreement is executed or the process is terminated.

11.2.5. The Proposer who is awarded the contract based on this Solicitation may not assign its responsibilities to another entity unless prior approval has been given by the District in writing based on the original terms and conditions.

11.2.6. Any contract resulting from the acceptance of a Proposal response shall contain, at a minimum, all applicable provisions of this Solicitation.

11.2.7. The District reserves the right to tender its own contract which shall incorporate the requirements of this Solicitation and the successful Proposer’s response.



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SECTION II: CONTRACT REQUIREMENTS For establishing the terms and conditions for the contract, the awarded Proposer shall hereby be known as Contractor. 1. CONTRACT DESCRIPTION. The District is to license and implement a Financial and Human Resources

Enterprise Resource Planning (“ERP”) system and implementation services with highly integrated functionality as described herein.

2. SYSTEM DESCRIPTION.

2.1. This contract shall be for the purchase of Financials and Human Resources Enterprise Resource

Planning (“ERP”) Acquisition system and Implementation services in accordance with the instructions, terms and conditions, and information contained within these requirements.

2.2. Functionality. 2.2.1. The items listed below are what have been identified as required or potential functions within

the system. 2.2.2. A more definitive understanding of each can be found in Exhibit 1, List of System

Requirements. 2.2.3. The functionalities being considered are, but are not limited to, the following based on the

assigned code: C.1. Finance

C.1.1. Accounts Payable C.1.2. Accounts Receivable and Cash Receipts C.1.3. Banking C.1.4. Budget (including Budget Preparation and Personnel Budgeting) C.1.5. Fixed Assets C.1.6. General Ledger C.1.7. Grant Accounting

C.2. Human Resources C.2.1. Benefits C.2.2. Human Resources C.2.3. Payroll C.2.4. Position Control C.2.5. Texas State and Federal Reporting (including TRS, TEC, 941, IRS Taxes)

C.3. Purchasing C.3.1. Contracts C.3.2. Warehouse and Inventory (includes Textbooks and Instructional Media) C.3.3. Purchasing C.3.4. Travel C.3.5. Vendor Management

C.4. Technology C.4.1. Administration and System Configuration C.4.2. Data Conversion C.4.3. Interfaces C.4.4. PEIMS C.4.5. Security



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3. TERM OF CONTRACT.

3.1. Implementation Contract Period.

3.1.1. The contract shall be in effect on or about May 1, 2013 through December 31, 2015. The District reserves the right to extend the contract upon mutual agreement by the parties for up to two (2) additional one-year periods through a signed statement(s) of work explicitly stating the service(s) and timeframe(s) to be provided during the extension.

3.2. Annual Maintenance and Service Level Agreement Contract Period.

3.2.1. The Annual Maintenance and Service Level Agreement Contract Period shall be from the negotiated start date through June 30 for a minimum of five (5) years. The District reserves the right to extend the contract upon mutual agreement by the parties for up to ten (10) additional one year periods for the annual maintenance and/or service level agreements. All extensions will be done in writing prior to the end of the current contract.

3.2.2. The District reserves the right to negotiate the annual maintenance and service level agreement start date.

3.2.3. In the event that sufficient funds are not appropriated for a full extension of the contract, the District reserves the right to renegotiate and/or limit the original scope of the contract.

4. CONTRACT PRICING.

4.1. All contract pricing shall be based on the negotiated and awarded costs by the District.

4.2. For any fees outside the scope of this agreement, the District shall receive a quoted price for the

services from the Contractor, and shall be the sole determinant as to acceptance of the quotation.

5. UPDATES AND UPGRADES. 5.1. If during the term of the Contract the Contractor makes available a newer, updated version of the

licensed system, the District may, at its discretion, choose to update the existing software which may include upgrade services.

5.2. The cost for such upgrades may be negotiated by the District and Contractor.

6. COMMENCEMENT OF WORK.

6.1. The conditions stated herein are applicable and form a part of all contract documents.

6.2. Contracts for services will be put into effect by means of an executed contract and the issuance of a District purchase order(s) for the sole purpose of encumbering the necessary funds.

7. PRIME CONTRACTOR REQUIREMENTS.

7.1. Contractor’s Obligations. The Contractor shall fully and timely provide all deliverables in strict

accordance with the terms, covenants, and conditions of the Contract Award and all applicable Federal, State, and local laws, rules, and regulations.



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7.2. Competence of Contractor. 7.2.1. The Contractor warrants it shall have available the necessary personnel, organization,

equipment, and facilities to perform all the services and/or provide all the goods required under the contract agreement.

7.2.2. Only qualified personnel trained in the required services shall be employed by the Contractor. 7.2.3. The Contractor shall consider the personnel identified and approved within their Proposal

response to be a part of the Contract agreement with the District. If any personnel changes occur during the implementation phase, the Contractor must replace these personnel with individuals with a minimum of the same level of competency and experience. The Contractor shall own full responsibility for the replacement. If the Contractor is unable to secure such individuals at or above the same level, and replace the individual with staff of less competency and experience, the District may request a price adjustment based on current job market for that level.

7.2.4. The District reserves the right to approve any additional Contractor personnel assigned to this project.

7.2.5. The Contractor shall employ only orderly and competent workers, skilled in the performance of the services, which they will perform under the Contract.

7.2.6. The Contractor will be expected to provide the appropriate onsite resources at any given time during the implementation based on the current needs of the project.

7.2.7. The Contractor, its employees, Subcontractors, and Subcontractor’s employees may not use or possess any firearms, alcoholic or other intoxicating beverages, tobacco, illegal drugs or controlled substances while on the job or on the District’s property, nor may such workers be intoxicated, or under the influence of alcohol or drugs on the job.

7.2.8. The District reserves the right to prevent, forbid, and/or temporarily or permanently bar any of the Contractor’s employees, Subcontractors, or Subcontractor’s employees from any District facility for whatever reason it determines necessary to maintain the safety, decorum, scheduling and day-to-day operations of the District.

7.3. Location, Access, Equipment, and Condition of Work.

7.3.1. The District shall provide the Contractor access to the sites where the Contractor is to perform the services as required, which will include basic office space equipment and necessities, such as desks, chairs, telephones, data lines, and high-speed internet connections. Access to District-owned or managed electronic equipment such as copiers and printers will be made as deemed necessary by the District’s Project Manager.

7.3.2. Members of the Contractor’s implementation team shall provide their own computers / laptops, which will require the District granted access into the network. Project software standards include the standard Microsoft Office suite, Microsoft Visio, and Microsoft Project.

7.3.3. The Contractor acknowledges that it has satisfied itself as to the nature of the District’s service requirements and specifications, the location and essential characteristics of the work site(s), the quality and quantity of materials, equipment, labor and facilities necessary to provide the goods or perform the services, and any other condition or state of fact which could in any way affect performance of the Contractor’s obligations under the Contract.

7.3.4. The Contractor hereby releases and holds the District harmless from and against any liability or claim for damages of any kind or nature if the actual site or service conditions differ from expected conditions.

7.3.5. The Contractor shall be responsible for bearing any expense(s) for remote desktop sharing, web conferencing or meeting software used by its staff to communicate with the District staff during the project. The District strongly prefers the use of Cisco's WebEx should a tool be required to enhance project communications and team efforts.



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7.4. Compliance with Safety Regulations.

7.4.1. The Contractor, its Subcontractors, and their respective employees, shall comply fully with all applicable federal, state, and local safety and health laws, ordinances, rules and regulations in the performance of the services, including but not limited to those imposed by the District and by the Occupational Safety and Health Administration (OSHA).

7.4.2. In case of conflict, the most stringent safety requirements shall govern. 7.4.3. The Contractor shall indemnify and hold the District harmless from and against all claims,

demands, suits, actions, judgments, fines, penalties and liability of every kind arising from the breach of the Contractor’s obligations under this paragraph.

7.5. Security and Background Investigations.

7.5.1. The Contractor shall be responsible for ensuring the District is protected from potential threats that may be created by their employees.

7.5.2. The District will have the right to require Contractor’s principles, Contractor’s employees assigned to the Contract Award, Subcontractor’s principles, and Subcontractor’s employees assigned to the Contract Award, and any other individuals deemed to be providing services for the District to be investigated (including fingerprinting) for criminal records and/or history.

7.5.3. All expenses shall be incurred by the Contractor for performing background checks and will not be reimbursed by the District.

7.5.4. The District reserves the right to prevent, forbid, and/or temporarily or permanently bar any Contractor, Contractor’s employees, Subcontractor, or Subcontractor’s employees from any District facility for whatever security reason it determines necessary to maintain the safety of District employees and operations.

7.5.5. Criminal Background Checks. 7.5.5.1. The Contractor shall perform national criminal history record checks on all

individuals, either employed by the Contractor or working as a subcontractor for the Contractor, which will be required to be on a District campus to perform the services stated herein. The Contractor shall provide proof of proper documentation of such checks as required by the District.

7.5.5.2. "National criminal history record information" means criminal history record information obtained from the Texas Department of Education under Subchapter F, Chapter 411, of the Texas Government Code (TGC), and from the Federal Bureau of Investigation under Section 411.087, TGC.

7.5.5.3. It is not anticipated that under this Contract any Contractor’s staff or subcontractors will come into direct contract with students. Pursuant to Texas Education Code Section 22.083 -.087, individuals that may come in contact with students shall be fingerprinted and the person's national criminal history record information researched to determine the individual's criminal history.

7.5.5.4. If during the term of the Contract the State of Texas changes or implements new laws related to criminal history information, or the District changes or implements new policies or guidelines for contractors that will have contact with students, the Contractor will be subject to such changes.

7.6. Subcontractors.

7.6.1. The prime contractor is responsible to the District for the work performed by the Subcontractor. No contract will exist between the Subcontractor and the District.



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7.6.2. Where a Subcontractor may be used, the Contractor shall be fully responsible to the District for all acts and omissions of the Subcontractors just as the Contractor is responsible for the Contractor’s own acts and omissions.

7.6.3. Nothing in the Contract shall create for the benefit of any such subcontract, any contractual relationship between the District and any such Subcontractor, nor shall it create any obligation on the part of the District to pay or to see to the payment of any funds due any such Subcontractor except as may otherwise be required by law.

7.7. District Policy for Work Attire.

7.7.1. The Contractor, its employees, and Subcontractor employees shall meet the minimum requirements of the District’s dress code if required to have presence on District property.

7.7.2. A copy of the manual that includes the dress code can be provided to the Contractor upon request.

7.8. Insurance.

7.8.1. For the duration of this contract, the Contractor shall provide proof and maintain the following insurance coverage applicable to liability which could be incurred in conjunction with this project. 7.8.1.1. Workers’ Compensation as required by law including Owner’s Protective Liability. 7.8.1.2. Comprehensive Liability with minimum Bodily Injury Limits of not less than $500,000

for each accident and $1,000,000 for the aggregate. It shall include Property Damage Liability Insurance with minimum limits of not less than $500,000 for each accident and $1,000,000 for the aggregate. This policy shall include Owner’s Protective Liability with the same minimum limits as above.

7.8.1.3. Comprehensive Automobile Liability Insurance to cover all vehicles owned by, hired by, or used on behalf of the Contractor, with minimum combined single limit of $1,000,000.00.

7.8.1.4. A certificate of insurance for each of the above policies shall be delivered to the RRISD before any work is started.

7.8.1.5. The Contractor shall have their insurance companies list the RRISD as a named insured on the policies.

7.8.1.6. Certificates shall be sent to the RRISD Purchasing Department at each change or renewal during the term of this contract.

8. SCOPE OF SERVICES.

8.1. Overview. The Contractor shall provide Financials and Human Resources ERP system through

acquisition and implementation services based on the requirements stated herein. ERP services are required for the purpose of: 8.1.1. Streamlining the District’s core financials and human resources processes through

implementation of an ERP package using best business practices while limiting the volume of customizations;

8.1.2. Reduce business processes and workflow that add limited to no value, such as manual or redundant data entry within and between application modules;

8.1.3. Provide end users, managers, administrators, directors and officers with relevant and timely data to manage their areas using progressive technology, tools, processes and training;

8.1.4. Improve the District’s ability to conduct and perform financial business, human resources, payroll, and purchasing through use of technology;

8.1.5. Utilize industry best practices through the use of a secured web based environment;



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8.1.6. Provide standard interface methodology between the ERP and the District’s other financial, human resources, student systems, and other applications; and

8.1.7. Acquire and implement a financial and human resources ERP that is scalable and can manage efficiencies over time.

8.2. Project Management.

8.2.1. Contractor Project Manager. 8.2.1.1. The Contractor will designate a project manager who will be the primary point-of-

contact with the District’s designated project manager during the acquisition and implementation project.

8.2.1.2. The Contractor project manager will be responsible for all project activities performed by the Contractor’s staff.

8.2.1.3. The Contractor’s project manager shall be readily accessible onsite, via email, or phone in order to provide adequate turnaround on District questions or requests.

8.2.1.4. The Contractor project manager is expected to bring to the District’s designated project manager’s attention any project issues.

8.2.2. District Project Manager. 8.2.2.1. The District will also have a designated project manager for the duration of the

project, and will manage a project team comprised of subject matter experts (SMEs) who will team with Contractor consultants to: 8.2.2.1.1. Implement application (system); 8.2.2.1.2. Define new business workflows; 8.2.2.1.3. Configure the software; 8.2.2.1.4. Perform unit, integration, and parallel testing; 8.2.2.1.5. Share knowledge; 8.2.2.1.6. Define reporting requirements; and 8.2.2.1.7. Execute data conversion and data migration activities to populate the

new system.

8.3. Project Deliverables. Project Deliverables shall be divided into three categories: Documentation Deliverables, Software Deliverables, Project Deliverables, and Additional Document Requirements. 8.3.1. Documentation Deliverables.

8.3.1.1. Documentation Deliverables shall include: 8.3.1.1.1. Comprehensive project plan; 8.3.1.1.2. Project organization chart; 8.3.1.1.3. Recommendations for roles and responsibilities for Contractor and

District staff; 8.3.1.1.4. Framework and procedures for documenting project processes,

specifications, and decision making; 8.3.1.1.5. Project communication plan; 8.3.1.1.6. Project status reports; 8.3.1.1.7. Risk assessment and mitigation plans; 8.3.1.1.8. Architectural design; 8.3.1.1.9. Software change control processes; 8.3.1.1.10. Software configuration plans; 8.3.1.1.11. Infrastructure and architecture plans; 8.3.1.1.12. Meeting notes for all project meetings; 8.3.1.1.13. Functional design documentation; 8.3.1.1.14. Technical design documentation;



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8.3.1.1.15. Interface design documentation; 8.3.1.1.16. Entity relationship diagrams including any customizations; 8.3.1.1.17. Data dictionary including any customizations; 8.3.1.1.18. Workflow diagrams; 8.3.1.1.19. Approval diagrams; 8.3.1.1.20. Business process diagrams; 8.3.1.1.21. All systems interface configuration and design plans; 8.3.1.1.22. Detail testing plans and test cases; 8.3.1.1.23. Data conversion plan and design; 8.3.1.1.24. Knowledge transfer plan; 8.3.1.1.25. Deployment strategy; 8.3.1.1.26. Comprehensive project and end user training plan and materials; 8.3.1.1.27. Comprehensive system documentation; 8.3.1.1.28. Comprehensive user manuals; 8.3.1.1.29. End user support plan and strategy; 8.3.1.1.30. Technical support plan and strategy; 8.3.1.1.31. Overall system maintenance plan; 8.3.1.1.32. Any hardware and workstation requirements; and 8.3.1.1.33. Any other actions not included within this item that is deemed necessary

for a successful project implementation. 8.3.2. Software Deliverables.

8.3.2.1. Software Deliverables shall include: 8.3.2.1.1. Baseline financial and human resources system; 8.3.2.1.2. Any licensing for servers and client workstations; 8.3.2.1.3. Fully configured system with any designated customizations required to

meet federal, state, or district designated business requirements; 8.3.2.1.4. Fully functioning inbound and outbound interfaces; 8.3.2.1.5. Fully tested and implemented data conversion programs; 8.3.2.1.6. All third-party software integrations, licenses and configuration; and 8.3.2.1.7. Any other actions not included within this item that is deemed necessary

for a successful project implementation. 8.3.3. Project Deliverables

8.3.3.1. Project Deliverables shall include: 8.3.3.1.1. Project kick-off meeting; 8.3.3.1.2. On-going project meetings; 8.3.3.1.3. Unit testing; 8.3.3.1.4. System testing; 8.3.3.1.5. Integration testing; 8.3.3.1.6. Interface testing; 8.3.3.1.7. Volume testing; 8.3.3.1.8. Stress testing; 8.3.3.1.9. Active support for end user and final acceptance testing; 8.3.3.1.10. Go live testing; 8.3.3.1.11. Data conversion testing; 8.3.3.1.12. Executing training sessions; 8.3.3.1.13. Support for Go Live; 8.3.3.1.14. Post-production lessons learned meetings; and 8.3.3.1.15. Any other actions not included within this item that is deemed necessary

for a successful project implementation.



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8.3.4. Additional Document Requirements. 8.3.4.1. Additional document requirements shall include:

8.3.4.1.1. Implementation strategy and approach plan, including project organization chart;

8.3.4.1.2. Implementation technical support and services plan; 8.3.4.1.3. Post-go live functional and technical support plan; 8.3.4.1.4. End-user implementation services plan; 8.3.4.1.5. Post-go live end-user technical support plan; and 8.3.4.1.6. Upgrade processes but not limited to, frequency, delivery method,

installation process, testing process, and support model for major upgrades.

9. PAYMENT.

9.1. The District Project Manager or designee must approve and sign off on all timesheets and invoices prior

to payment being made to ensure all charges are appropriate and all requirements have been met per current statutory requirements.

9.2. All amounts represented in the invoices shall match the contracts fees for the request for payment to be made by the District representative. Failure on the part of the Contractor to provide accurate pricing will delay payment until corrected.



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ATTACHMENT A Part I: Certification and Representations

This document shall be provided within the Proposal response as “Part I: Certifications and Representations”.

A. Felony Conviction Notice.

State of Texas Education Code, Section 44.034, Notification of Criminal History, Subsection (a), states “a person or business entity that enters into a contract with a school district must give advance notice to the district if the person or an owner or operator of the business entity has been convicted of a felony. The notice must include a general description of the conduct resulting in the conviction of a felony”. Subsection (b) states “a school district may terminate a contract with a person or business entity if the district determines that the person or business entity failed to give notice as required by Subsection (a) or misrepresented the conduct resulting in the conviction. The District must compensate the person or business entity for services performed before the termination of the contract”. This notice is not required for publically-held corporations.

Based on the statement above, check the appropriate box below.

□ My firm is a publicly-held corporation; therefore, this reporting requirement is not applicable.

□ My firm is neither owned nor operated by anyone who has been convicted of a felony.

□ My firm is owned or operated by the following individual(s) who has/have been convicted of a felony.

Name of Felon(s): _______________________________________________________________ (Attach additional sheet if necessary)

Details of Conviction(s): __________________________________________________________ (Attach additional sheet if necessary)

B. Supplier Diversity Classification.

The District’s Supplier Diversity Program (‘SDP’ or ‘Program’) was developed to allow the District to provide a good faith effort in assisting small, women-owned and minority businesses in learning how to do business with the District, to inform these types of businesses of current and future purchasing activities, and to promote and encourage their participation in purchasing of all types of goods and services. For more information on the Program, go to http://www.roundrockisd.org/index.aspx?page=2496. Does the Proposer qualify for and should be classified as a SDP vendor as described above?

□ Yes, as a: □ Small Business □ Minority Owned Business □ Women Owned Business

□ No

Does the Proposer intend to subcontract any aspect of the project to a company that could qualify for and should be classified as a SDP vendor as described above?

□ Yes (verification will be required during the award process)

□ No




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C. Proposer’s Certification

The undersigned affirms that he or she is duly authorized to execute this certification and Proposal response, that this company, corporation, firm, partnership or individual has not prepared this Proposal response in collusion with any other person, firm or entity making or considering making a Proposal response to RRISD for any future District projects, and that contents of this Proposal response as to prices, terms or conditions of said Proposal response have not been communicated by the undersigned nor by any employee or agent to any other person engaged in this type of business prior to the official opening of this Proposal response. The undersigned, by his/her signature, represents that he/she is authorized to bind Proposer to fully comply with the terms and conditions of this Request for Proposal, including all forms and attachments included and/or referenced herein, if accepted within one-hundred-twenty (120) calendar days after Solicitation closing. NOTE: FAILURE TO SIGN BELOW WILL DISQUALIFY THE PROPOSER’S RESPONSE.

Company Name:

Company Address:

City/State/Zip:

Company Phone No:

Company Fax No:

Authorized Representative Signature: X

Date:

Authorized Representative Name

Representative Title:

Representative Phone No.

Representative Email Address:



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ATTACHMENT B

Part II: Company References

The following information shall be provided within the Proposal response as “Part II: Company References”.

The Proposer shall submit five (5) references that have contracted with their company to provide an ERP system equal to the requirements of this Solicitation. It is recommended that Proposer show school districts in Texas like in size and organizational structure to RRISD if possible.

Each reference provided shall include:

1. District/Company Name

2. Contact Person

3. Address, City, State, and Zip

4. Contact Person Phone Number

5. Contact Person Email Address

6. Brief Description of Program/Scope of Work/Product

7. Current Status (e.g. Completed, Project scheduled to be completed by (date), etc.)

8. Time Frame for the Program (contract award date to implementation sign-off by reference)



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ATTACHMENT C

Part III: Acquisition and Implementation Cost Summary

The following information shall be provided within the Proposal response as “Part III: Acquisition and Implementation Cost Summary”.

A Proposal response shall provide a straightforward, concise delineation of the Proposer’s costs to satisfy the requirements of this Solicitation. It is the Proposer’s responsibility to specify all costs (i.e. administrative fees, processing fees, etc.) associated with providing the services/product required herein. Proposer will provide a complete fee and cost detail supporting all elements of the Proposal. The fee and cost detail must include a narrative for each fee or cost element. All costs shall include: labor; supervision; travel; equipment; materials; supplies; and applicable fees associated with standard business practices.

1. Hardware – Proposer to provide all costs associated with a turn-key purchase of hardware to support implementation of the proposed. The District may opt to purchase any hardware necessary for this project separately. Proposal shall include for each item the following minimum information:

1.1. Description of each unit, including all server and equipment specifications and requirements;

1.2. Quantity necessary to implement and any additional necessary for further options to add; and

1.3. A ‘not-to-exceed’ cost of each individual unit.

1.4. Include detailed and itemized ‘not-to-exceed’ costs for end user licenses, server seat licenses, operating system licenses, and database licenses as well as the three categories of deliverables.

1.5. Five (5) years of warranty on hardware proposed.

2. Application – Proposer to provide all costs associated with the application software proposed. Proposer to include any package/group/module pricing, if available. Proposal shall include for each item the following minimum information:

2.1. Description of the unit;

2.2. A ‘not-to-exceed’ cost for each unit, if applicable;

2.3. Package/group/modules available and what is included in each; and

2.4. A ‘not-to-exceed’ cost for each package/group/module, if applicable.

3. Maintenance and Service Level Agreement – Proposer to provide all costs associated with an annual maintenance agreement and extended maintenance options designed in Section II, Item 3.2, Annual Maintenance and Service Level Agreement Contract Period. Proposal shall include for each item the following minimum information:

3.1. Description of the maintenance to be provided;

3.2. Description of available service level agreement(s) offered;

3.3. Term of the maintenance agreement;



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3.4. A ‘not-to-exceed’ cost annually for the maintenance; and

3.5. Fee structure, if any, for upgrades.

4. Implementation – Proposer to provide all costs associated with implementation for the proposed solution. Proposal shall include for each item the following minimum information:

4.1. Description of the implementation necessary for the system;

4.2. Pricing shall include detailed and itemized ‘not-to-exceed’ costs for Section II, Item 8, Scope of Services.

4.3. Pricing shall include detailed and itemized ‘not-to-exceed’ total estimated cost based on Vendor Rating “D” and “E” responses.

5. Training– Proposer to provide all costs associated with product’s training that would include the following minimum information:

5.1. Description of the training necessary for the system, project team, and end users;

5.2. Types of training available;

5.3. Limitation of the training (i.e. personnel count); and

5.4. A ‘not-to-exceed’ cost for each, based on units.

6. Staffing Costs – Proposer to provide all costs associated with product’s implementation that would include the following minimum information:

6.1. A description of billing rates is expected for all vendor resources that will be staffed on the project. The selection committee must clearly understand the basis under which the District may be billed for services.

6.2. If a Proposal response includes an hourly or daily rate, a ‘not-to-exceed’ amount is required.

6.3. Include cost for various project staffing levels in detail, including project manager, technical and functional leads, trainers, data conversion experts, project team, etc.



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ATTACHMENT D.1

Part IV: Prime Vendor Proposal Response

The following information shall be provided within the Proposal response as “Part IV: Prime Vendor Proposal Response”.

Prime Vendor Proposer must provide a response to all questions. The answers shall be clear and concise, and not lengthy. If Prime Vendor Proposer does not have an answer to a question, Proposer shall state ‘Not applicable’ or ‘Unable to perform’.

1. Qualification Statement / Executive Summary

1.1. Briefly describe how the company will meet the needs of Round Rock ISD on this project and what makes the company uniquely qualified to perform such services.

1.2. Describe who your company believes to be the customers of the system and how your company can best address each group’s needs.

2. Prime Vendor Information

2.1. The Vendor shall provide the:

2.1.1. Company name

2.1.2. Physical address of the Corporate headquarters

2.1.3. Physical address of the Texas office

2.1.4. Type of organization (corporation, sole proprietor, partnership, etc.)

2.1.5. Year the above company was established

2.1.6. Number of years providing ERP implementations and products under the above company name

2.1.7. Name of parent company (if applicable)

2.1.8. Former company name(s) the Proposer has been known or done business under providing ERP implementations and products, and the reason for the name change (if applicable)

2.1.9. Types of special or professional licensing held by company staff

2.1.10. Company web site

2.1.11. Most senior member of the company, to include name, business address, email address, and phone / fax numbers

2.1.12. Main contact person for the Proposal response, to include name, business address, email address, and phone / fax numbers

2.1.13. Main contact person for the Contract, to include name, business address, email address, and phone / fax numbers

2.1.14. Total number of employees company-wide



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2.1.15. Total number of employees in Texas

2.1.16. Total number of offices / locations

2.1.17. Total number of offices / locations in Texas

3. Business History and Experience

3.1. Provide a general explanation of the experience the company has with financial and human resources acquisition and implementation projects.

3.2. Provide a list and description of the types of financial and human resources acquisition and implementation projects the company has regularly performed in the past five (5) years.

3.3. Provide a list and description of any unique services the company has been asked to perform that is not normally part of the financial and human resources acquisition and implementation package.

3.4. Provide an explanation of the company’s most successful project to date.

3.5. Provide an explanation and proof of the company’s professional liability insurance and limits.

3.6. Provide a list of all Texas K-12 school districts the company has provided financial and human resources acquisition and implementation services for in the last five (5) years. Include the:

3.6.1. Name of the school district;

3.6.2. District contact person, title, email address, and phone number;

3.6.3. Company’s project staff; and

3.6.4. Brief project scope.

3.6.5. Project status (completed or currently performing and projected completion date)

4. Personnel History and Experience

4.1. Provide financial and human resources acquisition and implementation project experience for all personnel that will be assigned to this project, including any subcontractor personnel.

4.2. Provide proposed project role for all assigned personnel, including any subcontractor personnel. Include the percentage of time the person will spend onsite during the project.

4.3. Provide a proposed project organization chart.

4.4. Provide the resumes for all individuals that will be assigned to the District’s financial and human resources acquisition and implementation project.

5. Deliverable Development

5.1. Provide an overview of your company’s standard financial and human resources acquisition and implementation services that will be provided to the District based on the contract requirements.

5.2. Describe your company’s methodology and strategy for financial and human resources acquisition and implementation projects.



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5.3. Provide detailed information regarding your company’s proposed work plan and schedule whereby the company will produce the deliverables discussed in Section II Item 8, Scope of Services.

5.4. Include any particular methodologies or tools that will be used in carrying out the proposed work plan.

5.5. Provide recommendations for milestones and approval points along with critical success factors for each project milestone.

5.6. Describe any assumptions made in the work plan and proposed schedule.

5.7. Include estimates of District staff project commitment requirements, by category, in order to successfully implement the project.

5.8. Include any recommended deliverables not included in Section II Item 8, Scope of Services.

6. Product Details

6.1. What is the name of the proposed product suite?

6.2. Provide a detailed explanation of the K12 financial and human resources product being submitted within the Proposal response. Does the proposed product include the financials and human resource modules listed in Section II, Item 2.2.3., Functionality?

6.3. Is the solution being proposed an in-house, Applications Service Provider (ASP) or Software as a Service (SaaS) model? Please explain your response in detail, including reasons for the method being proposed. Is there an alternative to the method proposed for your product?

6.4. Provide a detailed explanation of the upgrade philosophy, including upgrade paths. Provide an estimate of how long a typical upgrade takes to perform.

6.5. Provide a detailed explanation of how product enhancements, upgrades and bug fixes are identified, managed, and released to customers. Include detailed explanation of how federal and state mandated updates are handled.



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ATTACHMENT D.2 Part V: Third Party Implementation Partner

The following information shall be provided within the Proposal response as “Part V: Third Party Implementation Partner”.

The Proposer shall provide the following information if a Third Party Implementation Partner will be contracted. The Proposer must provide a response to all questions. The answers shall be clear and concise, and not lengthy. If Proposer does not have an answer to a question related to the Third Party Implementation Partner, it shall state ‘Not applicable’ or ‘Unable to perform’. If the Proposer will be providing all services for the implementation, this is to be noted in the response to this section as “No third party contracts will be used during the implementation of the project and all work will be performed by (name of Proposer) staff.”

1. Third Party Implementation Partner Information

1.1. The Vendor shall provide the:

1.1.1. Company name;

1.1.2. Physical address of the Corporate headquarters;

1.1.3. Physical address of the Texas office;

1.1.4. Type of organization (corporation, sole proprietor, partnership, etc.);

1.1.5. Year the above company was established;

1.1.6. Number of years providing ERP implementations and products under the above company name;

1.1.7. Name of parent company (if applicable);

1.1.8. Former company name(s) the Proposer has been known or done business under providing ERP implementations and products, and the reason for the name change (if applicable);

1.1.9. Types of special or professional licensing held by company staff;

1.1.10. Company web site address;

1.1.11. Most senior member of the company, to include name, business address, email address, and phone / fax numbers;

1.1.12. Main contact person for the proposal response, to include name, business address, email address, and phone / fax numbers;

1.1.13. Main contact person for the Contract, to include name, business address, email address, and phone / fax numbers;

1.1.14. Total number of employees ;

1.1.15. Total number of employees in Texas;

1.1.16. Total number of offices / locations; and



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1.1.17. Total number of offices / locations in Texas.

2. Business History and Experience

2.1. Provide a general explanation of the experience the company has with financial and human resources implementation projects.

2.2. Provide a list and description of the types of financial and human resources implementation the company has regularly performed in the past.

2.3. Provide a list and description of any unique services the company has been asked to perform that is not normally part of the financial and human resources implementation package.

2.4. Provide explanation of the company’s most successful project to date.

2.5. Provide a description of the company’s professional liability insurance and limits.

2.6. Provide a list of five (5) references of completed school district financial and human resources acquisition and implementation customers, including name of school district, contact person, title, email address, and phone number within the past five (5) years.

2.7. Provide all names of Texas K-12 schools districts the company has provided financial and human resources acquisition and implementation services for in the last five (5) years. Include the:

2.7.1. Name of the school district;

2.7.2. District contact person, title, email address, and phone number;

2.7.3. Company’s project staff;

2.7.4. Brief project scope; and

2.7.5. Project status (completed or currently performing and projected completion date).

3. Personnel History and Experience

3.1. Provide an explanation for all personnel that will be assigned to this project, including any subcontractor personnel, regarding their experience with financial and human resources implementation projects.

3.2. Provide an explanation of all personnel that will be assigned to this project, including any subcontractor personnel, proposed role on the project. Include the percentage of time the person will spend onsite during the project.

3.3. Provide a proposed project organization chart based on the level of involvement in the project.

4. Deliverable Development

4.1. Provide an overview of your company’s standard financial and human resources acquisition and implementation services that will be provided to the District based on the contract requirements.

4.2. Describe your company’s methodology and strategy for financial and human resources acquisition and implementation projects.

4.3. Provide detailed information regarding your company’s proposed work plan and schedule whereby the company will produce the deliverables discussed in Section II Item 8, Scope of Services.



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4.4. Include any particular methodologies or tools that will be used in carrying out the proposed work plan.

4.5. Provide recommendations for milestones and approval points along with critical success factors for each project milestone.

4.6. Describe any assumptions made in the work plan and proposed schedule.

4.7. Include estimates of District staff project commitment requirements, by category, in order to successfully implement the project.

4.8. Include any recommended deliverables not included in Section II Item 8, Scope of Services.



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ATTACHMENT E Part VI: K12 Financial and Human Resources Requirements Response

The following information shall be provided within the Proposal response as “Part VI: K12 Financial and Human Resources Requirements Response”.

Categories / Subcategories

All elements of what the District has identified as required or preferred are listed in Exhibit 1, List of System Requirements, with a brief description. The District has categorized each of the four (4) different areas to be included in the system solution. They are:

Category ID Category Code Title

Category 1 C.1 Finance Requirements

Category 2 C.2 Human Resources Requirements

Category 3 C.3 Purchasing Requirements

Category 4 C.4 Technology Requirements

Within each category, the District has segmented out subcategories based on the specific areas of need. Each requirement includes the following information:

Subcategory

Requirement Number

Functional Description

Priority

For each requirement, the Proposer will provide the following information:

Vendor Rating (“A” through “F” answers)

Estimated Hours (only required for “D” and ”E” responses)

Cost per Hour (only required for “D” and ”E” responses)

Total Est. Cost (automatic based on Proposer’s answer for “D” and ”E” responses)

Electronic Worksheet

Response to this section will require the Proposer to complete the electronic MS Excel document titled “13-058 Response Worksheet” and submit the information with the Proposal response in both electronic format and in hardcopy. This information is needed for the District to thoroughly evaluate the proposed system. The worksheet will be made available online in the District’s eROC system at http://schools.roundrockisd.org/purchasing/login.htm. NOTE: YOU MUST BE REGISTERED IN THE DISTRICT’S ELECTRONIC PROCUREMENT SYSTEM (“eROC”) TO ACCESS THE ASSOCIATED DOCUMENTS.

http://schools.roundrockisd.org/purchasing/login.htm



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Once you are logged into your eROC account, you will see under “My Invitations” or “” Other Bid Opportunities” the bid number “PA13-058” as a link. All attachments for this Solicitation are available inside this link. All of the Proposer’s responses to requirements must be entered in the worksheet. The District will use the electronic version of the worksheet to populate the tabulation document.

The worksheet has built-in conditional formatting. Any “Vendor Rating” item that does not have a response will be indicated with a yellow background. For any “D” or “E” rating, the letter will become red, and the three required cells (“Estimated Hours”, “Cost per Hour” and “Total Est. Cost”) will become yellow and remain as such. For responses with an “F”, the “Vendor Rating” cell will be indicated with a red background.

The Proposer is to provide their response to the requirements on either a CD-ROM or DVD. The Proposer should test out the disc first to insure the documentation can be opened. If the District is unable to open the documents, the Proposer may be asked to resubmit the electronic versions.

As directed in Section I, Item 8.3, Proposal Response, the Proposer shall also provide hardcopies of each of the four (4) worksheets. If the District is unable to open the electronic documents and the Proposer is required to resubmit, the documents will be reviewed against the hardcopy documents for accuracy and/or adjustments. The hardcopy shall be the source document if issues are found.

Proposal Response Information

Proposers are required to address all requirements and should not leave any of the requirements in the worksheet unaddressed. If a question is not applicable, the vendor should so indicate by responding with “F - Cannot meet within the vendor’s product” for that requirement.

For each requirement, the Proposer shall provide the following information:

Vendor Rating - indicates the degree to which the vendor product meets the District’s requirement:

Code Description

A Meets Fully with supported configuration within the vendor’s product as delivered.

B Meets with supported customization at no cost within the vendor’s product as delivered.

C Meets with integrated Third Party software within the vendor’s product as delivered through supported configuration or customization at no cost.

D Meets with supported configuration or customization within the vendor’s product as delivered for additional cost.

E Meets with integrated Third Party software within the vendor’s product as delivered through supported configuration or customization for additional cost.

F Cannot meet within the vendor’s product.

For all “D” and “E” ratings, the Proposer shall provide:

Estimated Hours – Proposer is to provide an estimate of the ‘not to exceed’ number of hours necessary to meet the indicated requirements. Failure to provide this number will change the rating to an “F”.



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Cost per Hour – Proposer is to provide an estimate the ‘not to exceed’ cost per hour to provide the functionality to meet the indicated requirements. Failure to provide this number will change the rating to an “F”.

A “Total Estimated Cost” will be automatically calculated within the worksheet and will be considered the total not-to-exceed estimate for the requirement. No entry is necessary; however, the Proposer is encouraged to review the final number.

NOTE TO PROPOSERS:

All ratings with a blank (no “Vendor Rating”) will be considered an “F - Cannot meet within the vendor’s product” rating in the evaluation process.

For any function requirement that the Proposer has a vendor rating of either “D” or “E”, failure to provide estimated hours and/or cost per hour will be considered an “F - Cannot meet within the vendor’s product” rating in the evaluation process.

Supporting Documentation

A Proposer is to ensure that adequate documentation is available to support the choice of Vendor Rating. This information is to be bound and submitted with Groups A and C as required herein.

The information provided will be used by the Evaluation Team in reviewing the response. Any specific comment related to a particular requirement is to be provided within the supporting documentation and is to be clearly identified by the requirement number. Providing too much information could be a detriment to the evaluator’s ability to locate the specific piece of data necessary to agree with the choice, which could lead to a lower rating.



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ATTACHMENT F: Part VII: Additional Documentation

The following information shall be provided within the Proposal response as “Part VII: Additional Documentation”.

Within this section, the Proposer may provide additional documentation if it is believed such documentation will assist the evaluation of the associated Proposal response. If the Proposer submits a proposed deviation(s) or exceptions to the requirements stated herein, the full description and explanation of and justification are to be included within this section. Additional documentation should be limited in size and should be pertinent to the Proposal response. The Proposer will be responsible for any information included as additional documentation and such information will be considered by the District as applicable to the response, which may include information that may be considered detrimental to the Proposer’s response evaluation. NOTE: Any documentation, deviations or exceptions that are considered unacceptable by the District as contradictory to the overall scope of this Solicitation may be considered non-responsive, and if so judged, the associated Proposal response will be disqualified from further consideration.



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ATTACHMENT G: Proposal Response Checklist

The following checklist is provided as a guide for the Proposer to ensure that all required information is included in their response. The completed checklist is to be included with Group A.

Part I: Certifications and Representations (response to Attachment A)

Included in electronic copy of the entire Proposal response

One (1) hardcopy included in Group A

NOTE: FAILURE TO SIGN THE ITEM C, PROPOSER’S CERTIFICATION, WILL DISQUALIFY THE PROPOSER’S RESPONSE.

Part II: Company References (response to Attachment B)



Part III: Acquisition and Implementation Cost Summary (response to Attachment C)



Part IV: Prime Vendor Proposal Response (response to Attachment D.1)


Four (4) hardcopies included in Group B

Part V: Third Party Implementation Partner (response to Attachment D.2)



Part VI: K12 Financial and Human Resources Requirements Response (response to Attachment E)


One (1) hardcopy of all categories in Group A (can be bundled together)

One (1) electronic copy of “13-058 Requirements Worksheet” in MS Excel 2007 (.xlsx) in Group A

Five (5) hardcopies included in Group C separately boxed or bound by category


Hardcopy of the five (5) MS Excel worksheets included in Group C separately boxed or bound

One (1) electronic copy of Part VI in MS Excel 2007 (.xlsx) on CD-ROM or DVD

Part VII: Additional Documentation (if applicable - response to Attachment F)



Proposal Response Checklist (response to Attachment G and included with Group A)



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Checklist for Grouping of Response

Group A

One (1) clearly indexed electronic version of the entire Proposal response on CD-ROM or DVD in an public domain software or in a Microsoft Office 2007 format

One (1) clearly identified original in hardcopy of:

Part I: Certifications and Representations

Part II: Company References

Part III: Acquisition and Implementation Cost Summary

Part VI: K12 Financial and Human Resources Requirements Response supporting documentation (can be bundled together)

One (1) electronic copy of Part VI “13-058 Response Worksheet” in MS Excel 2007 (.xlsx) on CD-ROM or DVD

One (1) hardcopy of Attachment G, Proposal Response Checklist, indicating that all items have been submitted

Group B

Four (4) hardcopies of each of:

Part IV: Prime Vendor Proposal Response

Part V: Third Party Implementation Partner

Part VII: Additional Documentation

Group C

Five (5) hardcopies of the supporting documentation and hardcopies of the “13-058 Response Worksheet” MS Excel worksheets for each of the four (4) categories in Part VI separately boxed or bound:

Category 1 (C.1): Finance Requirements (labeled and identified as “Group C-1”)

Category 2 (C.2): Human Resources Requirements (labeled and identified as “Group C-2”)

Category 3 (C.3): Purchasing Requirements (labeled and identified as “Group C-3”)

Category 4 (C.4): Technology Requirements (labeled and identified as “Group C-4”)



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EXHIBIT 1: LIST OF SYSTEM REQUIREMENTS Within this exhibit are the four (4) individual categories and the individual requirements for each. The table below provides the leading page numbers for each requirement. Code Category Subcategory Page #

C1 Finance C.1.1. Accounts Payable 39

C.1.2. Accounts Receivable and Cash Receipts 43

C.1.3. Banking 44

C.1.4. Budget (including Budget Preparation and Personnel Budgeting) 45

C.1.5. Fixed Assets 48

C.1.6. General Ledger 50

C.1.7. Grant Accounting 53

C2 Human Resources C.2.1. Benefits 57

C.2.2. Human Resources 60

C.2.3. Payroll 68

C.2.4. Position Control 76

C.2.5. Texas State and Federal Reporting (including TRS, TEC, 941,

IRS Taxes) 78

C3 Purchasing C.3.1. Contracts 81

C.3.2. Warehouse and Inventory (includes Textbooks and Instructional

Media) 82

C.3.3. Purchasing 85

C.3.4. Travel 88

C.3.5. Vendor Management 89

C4 Technology C.4.1. Administration and System Configuration 91

C.4.2. Data Conversion 95

C.4.3. Interfaces 96

C.4.4. PEIMS 97

C.4.5. Security 98



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C1 - Finance

Category Subcategory

Requirement Number Functional Description Priority

C1 - Finance C1.1 - Accounts Payable

C1.1.01 Ability to enter payables invoices at any stage of processing (e.g. purchase order without requisition, accounts payable without purchase order, etc.) through batch and/or online data entry.

Mission Critical


C1.1.02 Ability to liquidate multiple purchase orders and encumbrances with one accounts payable transaction for a given vendor or invoice.

Mission Critical


C1.1.03 Provide for the automatic liquidation of outstanding purchase order and encumbrance balances on a designated final invoice payment.

Mission Critical


C1.1.04 Ability to prevent posting a transaction that will cause a negative purchase order and encumbrance balance.

Mission Critical


C1.1.05 Provide purchase order and encumbrance outstanding balance information when processing an invoice against a purchase order.

Non-Negotiable


C1.1.06 Provide ability to copy and record comments on accounts payable transactions, including ability to copy comments and attachments from purchase order(s) into invoices.

Mission Critical


C1.1.07

Allow for posting accounts payable transactions against purchase order and encumbrance balances that have been closed by allowing entries to be reopened with the appropriate security resource.

Mission Critical


C1.1.08 Ability to permit certain staff to be responsible for processing accounts payable invoices for specific vendors, campuses or departments.

Mission Critical


C1.1.09 Ability to change incorrectly keyed budget code and/or account code information based on security resource before posting accounts payable transactions to the general ledger.

Mission Critical


C1.1.10 Ability to record order date, service date and invoice date, invoice number, invoice description for each invoice.

Mission Critical


C1.1.11 Ability to specify “remit to” address for vendor invoices that is different from the vendor's purchasing or shipping address.

Mission Critical


C1.1.12 Ability to apply credit memo amounts before producing a vendor payment such as vendor credits or nets against invoices.

Mission Critical


C1.1.13 Apply credit memos only to the extent that they do not cause a vendor payment to become negative. Include ability to manage vendor credit balances for future transactions.

Mission Critical


C1.1.14 Ability to retrieve a previously entered accounts payable transaction and apply credit or refund to the originating transaction based on security resource.

Mission Critical


C1.1.15 Provide messages during data entry if a potential duplicate invoice and payment may be made based on profiled settings such as vendor number, invoice number and/or invoice Date.

Mission Critical


C1.1.16 Ability to apply vendor discounts or override vendor discounts on an invoice based on security resource.

Mission Critical


C1.1.17 Ability to associate discount terms with a vendor based on criteria such as discount percentage and/or net terms.

Medium


C1.1.18 Ability to copy a previously entered an accounts payable invoice or transaction to create a new accounts payable invoice for recurring vendor invoices or payments.

Mission Critical


C1.1.19 Ability to enter up to 999 invoice lines and 999 distribution lines on a given invoice.

Mission Critical



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Category Subcategory Requirement

Number Functional Description Priority


C1.1.20 Provide method for processing and reconciling procurement card purchases for an individual procurement card.

Mission Critical


C1.1.21 Provide method to match purchase order transactions against respective vendor invoices through real time editing based on profiled matching business rules.

Mission Critical


C1.1.22 Allow for matching rules, including matching variances, between purchase order, receiving document and/or invoice transactions.

Mission Critical


C1.1.23 Provide online, real time error messages to the end user during accounts payable data entry for required elements that are missing or for data that is entered incorrectly.

Mission Critical


C1.1.24

Ability to add additional accounting distributions to existing accounts payable transactions for items such as freight or extra charges that may not be recorded on the requisition or purchase order.

Mission Critical


C1.1.25 Identify accounts payable transactions at the accounting distribution level to the proper fund, year, function, organization, program intent, account and subobject.

Mission Critical


C1.1.26 Ability to record accounts payable transactions against prior year purchase orders in the prior year's 13th period.

Mission Critical


C1.1.27

Allow accounts payable transactions to create the appropriate general ledger batch entries for the appropriate assets, liabilities, revenues and expenditure accounts using designated disbursement or clearing accounts.

Mission Critical


C1.1.28 Generate all accounts payable transactions into batches for posting to general ledger.

Mission Critical


C1.1.29 Allow for one or more accounting distributions per invoice line for accounts payable invoices and payments.

Mission Critical


C1.1.30 Ability to accept and load electronic invoices and/or csv files from vendors and process them through the accounts payable processing cycle for payment.

Mission Critical


C1.1.31 Ability to generate ACH transactions through the Accounts Payable check generation process, which can be sent to the District's bank for further processing.

Mission Critical


C1.1.32 Ability to mass change or update accounts payable accounting entries by batch or document prior to posting to general ledger based on security resource.

Mission Critical


C1.1.33

Allow accounts payable transactions that fail online, real time editing to be saved to suspend or pending file with errors to allow for the transaction to be corrected without re-entering the entire invoice or batch.

Mission Critical


C1.1.34 Ability to reconcile and report on non-centralized invoices or payments, such as activity fund invoices, using a batch invoice upload tool.

Mission Critical


C1.1.35 Provide integration between Accounts Payable, Fixed Assets, and Purchasing for fixed assets and inventory transactions, including ability to update and reconcile any outstanding items.

Mission Critical


C1.1.36 Ability to delete a document in the suspense or pending file by referencing the document id based on security resource.

Mission Critical


C1.1.37 Ability to delete an invoice or vendor credit entered in error. Mission Critical


C1.1.38 Provide year-end accrual process and reporting for those invoices that were received but not paid prior to fiscal year end.

Medium


C1.1.39 Allow for accounts payable check or payment processing based on selected batched invoices and/or based on scheduled invoice payment date.

Medium



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C1.1.40 Generate checks or payment in the proper check format using preprinted checks or laser checks with the District's designated signatures and user specific check numbers.

Non-Negotiable


C1.1.41 Ability to designate the appropriate bank account for processing accounts payable check or payment pay runs.

Non-Negotiable


C1.1.42 Include ability to encrypt bank routing and account information when generated on printer(s) without the MICR font.

Non-Negotiable


C1.1.43 Prevent the printing of blank check or zero payments within an accounts payable pay run while including the detailed payment information within the pay run reports.

Medium


C1.1.44 Provide method to export electronic payment data so that an outside banking entity could process and pay vendor invoices on behalf of the District.

Low


C1.1.45 Provide method to reprint check(s) or regenerate payment(s) within a specific accounts payable pay run without negatively impacting the accounting entries or pay run.

Mission Critical


C1.1.46 Ability to generate checks for petty cash and travel advance fund transactions using an automatic numbering scheme for checks numbers.

Mission Critical


C1.1.47

Provide ability to schedule payments for a future month and/or year using an established future month and/or year payment configuration that is incorporated within the accounts payable check run process.

Mission Critical


C1.1.48 Ability to produce remittance advices based on the accounts payable profile, invoice and vendor information.

Mission Critical


C1.1.49 Provide email capability for remittance advices where specified by vendor as an acceptance format for check notification.

Medium


C1.1.50 Ability to generate multiple accounts payable vendor invoices on a single check or payment while noting the multiple invoices on the vendor's remittance advice.

Mission Critical


C1.1.51 Provide ability to designate invoices for a specific pay cycle or to pay any outstanding invoice for a pay cycle.

Medium


C1.1.52 Provide method to print all invoice lines on a remittance advice, including in multiple page situations.

Mission Critical


C1.1.53 Ability to track aged payables to identify unpaid invoices based on user defined criteria including vendor, invoice information, amount and/or age such as 30 days, 60 days, 90 days, etc.

Mission Critical


C1.1.54 Include detailed reports for various aspects of an accounts payable check run, including vendor and accounting information as well as detailed and summary check register information.

Mission Critical


C1.1.55 Ability to track check or payment issue date and positive pay clear date information for each accounts payable payment issued.

Mission Critical


C1.1.56

Support direct deposit capabilities for employee reimbursements based on the payee or employee profile while withholding the appropriate payments due to employee garnishments while ensure the proper collection of any W2 or tax information for the employee.

Mission Critical


C1.1.57 Ability to inquiry and report on outstanding checks or payments based on user defined query including date range and/or vendor information.

Mission Critical


C1.1.58 Prevent the production of check or payment from funds or distributions where there is insufficient cash or insufficient budget to complete the transaction.

Mission Critical



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C1.1.59

Provide an override option based on security resource to issue a check or payment from funds or distributions where there is insufficient cash or insufficient budget to complete the transaction while including details of the funding issue in the check run reports.

Mission Critical


C1.1.60 Provide method to void checks or payment by single check number or by range of check numbers based on security resource.

Mission Critical


C1.1.61 Ability to reverse accounting entries resulting from a voided check or vendor payment.

Mission Critical


C1.1.62

Allow for generating a replacement check or payment through a manual check process using a different check or payment number than the original check while generating the correct accounting entries.

Mission Critical


C1.1.63 Ability for the user to determine the status of an accounts payable transaction at any stage of the invoice or payment processing.

Mission Critical


C1.1.64 Ability to maintain an audit history of all entries, updates, deletions for any accounts payable transactions.

Mission Critical


C1.1.65 Provide an audit trail inquiry and reporting option for all accounts payable transactions including user ID, time and date information based on a user defined query.

Mission Critical


C1.1.66 Ability to uniquely identify each payables invoice by an invoice or payment number.

Mission Critical


C1.1.67

Ability to retrieve detailed or summary accounts payable transaction data through report or inquiry based on user defined query values that include displaying the related purchase order(s) where applicable.

Mission Critical


C1.1.68 Ability to track invoices paid to vendors, including retaining multiple check or payment number(s) for those transactions that are voided and/or reissued.

Mission Critical


C1.1.69 Ability to inquire on vendor information by vendor number, vendor name or vendor invoice number using wildcard searches and user specified date ranges.

Mission Critical


C1.1.70 Ability to inquire on both paid and outstanding invoices for a vendor based on user defined query including date range.

Mission Critical


C1.1.71 Generate report or inquiry regarding received purchase orders that have not been fully invoiced based on user defined criteria.

Mission Critical


C1.1.72 Provide vendor self-service website or portal to upload and view their invoices and payments based on security resource.

Medium


C1.1.73

Ability to capture and format information required to comply with IRS 1099 reporting requirements, including printing or reprinting the appropriate 1099 forms, generating the correct magnetic media and preparation submission reports.

Mission Critical


C1.1.74 Capture and process 1099 information by vendor and account information based on profiled information.

Mission Critical


C1.1.75 Allow accounts payable transactions to be flagged as 1099 reportable even if the transaction does not meet the criteria for profiled vendor or account information.

Mission Critical


C1.1.76 Provide on-demand 1099 error reports for those transactions flagged as 1099 that did not meet the 1099 profile based on user defined criteria.

Mission Critical


C1.1.77 Automatically partially and/or fully liquidate purchase order and encumbrance when accounts payable transaction and payables liquidation is processed successfully.

Mission Critical



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C1 - Finance C1.2 - Accounts Receivable & Cash Receipts

C1.2.01 Ability to setup and record details about customers, including contact, address and banking information.

Mission Critical


C1.2.02 Ability to record receivables or cash receipts transactions for a specific customer.

Mission Critical


C1.2.03 Provide method to upload receivables and cash receipts through a batch process to reconcile activity handled by non-centralized entities such as campuses or departments.

Medium


C1.2.04 Record receivables and cash receipts against single or multiple accounting distribution lines per receivable or cash receipt transaction.

Mission Critical


C1.2.05 Provide ability to calculate receivables due based on a billing source and specific time period.

Non-Negotiable


C1.2.06 Ability to adjust accounts receivable balances based on security resource.

Mission Critical


C1.2.07 Ability to record and report on audit trail information for receivable and cash receipt transactions by user id, date and time, and change made.

Medium


C1.2.08 Ability to automatically calculate and apply sales tax to applicable transactions and manage sales tax as separate accounting entries within each cash and revenue transaction.

Mission Critical


C1.2.09 Provide method to accept credit card payment and/or interface with RevTrak for customers.

Medium


C1.2.10 Ability to consolidate multiple customer accounts into a single bill or statement when appropriate.

Mission Critical


C1.2.11 Provide detailed and summary aged receivables reporting by customer and/or date for all customers based on user defined query.

Mission Critical


C1.2.12 Provide reconciliation reports by fund or other accounting information to assist with cash management and reconciliation.

Mission Critical


C1.2.13 Provide method to identify and perform collections for aged receivables.

Mission Critical


C1.2.14 Allow for customized accounts receivable invoicing and statements for one or more customers.

Mission Critical


C1.2.15 Ability to accept receivables and cash receipts on behalf of other entities such as the county tax office using entity-specific accounting entries.

Mission Critical


C1.2.16 Provide feature to generate reimbursement statements or invoices to other entities for which the District has collected funds.

Mission Critical


C1.2.17 Ability to record receivable write-offs, adjustments, and credits by customer and/or invoice.

Mission Critical


C1.2.18 Ability to calculate interest and penalties against customers and/or accounts, and identify those charges separately on customer statements and/or invoices.

Medium



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C1.2.19 Provide a customizable dunning process that will generate overdue notices to customers based on account aging.

Medium


C1.2.20 Provide summary and detail receivable and cash receipt reports based on user defined criteria.

Mission Critical


C1.2.21 Generate the appropriate batch general ledger accounting entries for accounts receivable and cash receipt transactions, including the appropriate offsetting accounting entries.

Mission Critical


C1.2.22 Ability to mass change or update accounts receivable or cash receipt accounting entries by batch or document id prior to general ledger posting based on security resource.

Mission Critical


C1.2.23 Provide ability to generate 1099-Cs when appropriate. Medium


C1.2.24 Provide method to interface with Sungard's eschoolplus student system to identify and generate invoices for student fees where appropriate.

Medium


C1.2.25 Include inquiry and reports for daily cash deposits and receipting based on user defined criteria.

Mission Critical


C1.2.26 Ability to establish and manage installment plans and flexible payment schedules for specific customers.

Mission Critical


C1.2.27 Record and process various types of receivables or cash receipts within a transaction for one or more customers.

Mission Critical


C1.2.28 Provide ability to record credit memos against owed amounts for a specific customer.

Mission Critical


C1.2.29 Provide ability to track, enter, and report on any liens that might impact a customer's receivable balance.

Medium


C1.2.30

Ability to identify and refund over payment by a customer on future invoices and/or include ability to take credit against accounts payables invoices for overpayments if customer is also a vendor.

Medium


C1.2.31 Ability to generate bills, invoices and statement for specific customers for a designated time period.

Mission Critical


C1.2.32 Ability to generate the appropriate banking transactions from accounts receivable and cash receipts processing to a District designated banking entity.

Non-Negotiable


C1.2.33 Ability to generate receipt for walk-in payments or for on-demand customer requests.

Medium


C1.2.34 Ability to record multiple payments against a single or multiple invoices.

Mission Critical


C1.2.35 Ability to delete a receivable, cash receipt or credit entered in error based on security resource.

Mission Critical

C1 - Finance C1.3 - Banking C1.3.01 Ability to independently manage one or more District bank accounts at various banking institutions.

Medium



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C1 - Finance C1.3 - Banking C1.3.02 Ability to profile banking entities that the District uses, including account type, account and transit routing information, contacts, address and other relevant banking information.

Medium

C1 - Finance C1.3 - Banking C1.3.03 Provide interface District banking transactions with Bank of America's CashPro banking application.

Medium

C1 - Finance C1.3 - Banking C1.3.04 Provide method for tracking the prior two business days plus current business day's cash requirements.

Medium

C1 - Finance C1.3 - Banking C1.3.05 Provide mechanism to manage all clearing and disbursement accounts.

Medium

C1 - Finance C1.3 - Banking C1.3.06 Provide interface and reporting capabilities with Emphasis' Treasury Desktop application to manage the District's investment portfolio.

Medium

C1 - Finance C1.3 - Banking C1.3.07 Provide methods for various funding wiring methods such as ACH, EFT, etc.

Medium

C1 - Finance C1.3 - Banking C1.3.08 Provide Positive Pay functionality for all banking transactions including wires, checks, replacement checks, credits and other banking transactions, including reconciliation for pending items.

Non-Negotiable

C1 - Finance C1.3 - Banking C1.3.09 Provide interface and reporting capabilities with Works, the District's procurement card merchant.

Mission Critical

C1 - Finance C1.3 - Banking C1.3.10 Provide means to accept payment on behalf of others like City of Round Rock or Municipalities, and then transmit the funds to those entities.

Mission Critical

C1 - Finance C1.3 - Banking C1.3.11 Provide reports for daily banking transactions such as deposits based on user defined criteria.

Medium

C1 - Finance C1.3 - Banking C1.3.12 Provide method for pre-noting both accounts payable and payroll direct deposit or ACH transactions.

Mission Critical

C1 - Finance C1.3 - Banking C1.3.13 Provide method for bank reconciliation downloads and Position Pay verification processing for accounts payable and payroll checks, replacement checks, or payments.

Mission Critical

C1 - Finance C1.3 - Banking C1.3.14 Ability to manage and utilize banking processes based on security resource.

Mission Critical

C1 - Finance C1.3 - Banking C1.3.15 Provide reporting and analysis tools for banking transactions based on user defined criteria.

Medium

C1 - Finance C1.3 - Banking C1.3.16 Provide audit trail functions for all banking transactions, including capturing user, date, time, and actual change.

Medium

C1 - Finance C1.3 - Banking C1.3.17 Provide ability to manage and report on cash balances and cash needs forecasting based on user defined criteria.

Mission Critical

C1 - Finance C1.3 - Banking C1.3.18 Provide method to stop payment on an accounts payable or payroll check or payment based on security resource.

Mission Critical

C1 - Finance C1.3 - Banking C1.3.19 Ensure method to reverse ACH transactions based on security resources.

Mission Critical

C1 - Finance C1.3 - Banking C1.3.20 Provide bank and procurement card statement reconciliation processing.

Low

C1 - Finance C1.3 - Banking C1.3.21 Provide method to manage return checks or NSF transactions. Low

C1 - Finance C1.3 - Banking C1.3.22 Provide method to manage the District's investment policies based on user defined criteria.

Low

C1 - Finance C1.4 - Budget C1.4.01 Provide an audit trail of all budget transactions and changes at all stages of the budget process, including budget preparation and live budget.

Mission Critical

C1 - Finance C1.4 - Budget C1.4.02

Produce accurate, high quality narrative, financial and graphical budget reports and dashboard, including historical, event trigger notifications, and projected information using data from the Budget Preparation and Live budget modules.

Medium



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Provide detailed and summary inquiry and reports for the following: Beginning and Amended Budget Balances, Expenditure Budgets, Pre-Encumbrance Balances, Encumbrance Balances, Actual Expenditures, Revenue Budget and Actuals, Accrued and Collected Revenue, Transfers In and Out based on user defined criteria. Provide method to export data into an excel spreadsheet or Adobe .pdf format.

Mission Critical


Ensure Budgetary inquiry and reporting is capable of reporting current year budget and actuals, prior year budget and actuals, current year to date, and current year projections based on user defined criteria.

Mission Critical

C1 - Finance C1.4 - Budget C1.4.05 Provide method to establish Expenditure and Revenue Budgets based on PEIMS Submission 1 budgetary reporting requirements.

Non-Negotiable

C1 - Finance C1.4 - Budget C1.4.06 Provide methods to manage revenue and expenditure budgets independently by means of profiling and managing these budget types separately.

Mission Critical

C1 - Finance C1.4 - Budget C1.4.07 Provide method to manage capital investments, capital projects, construction projects, and bond budgeting by profiling and managing these budget types separately.

Mission Critical


Ability to control or track individual budgets at any level using profiles. Allow for no edits, warning, or fatal at any budgetary level and within specific modules such as Purchasing or Accounts Payable.

Non-Negotiable


Enforce control or tracking of budgets across all other modules within financials and/or human resources modules by providing method to include or exclude specific modules or transaction types.

Mission Critical

C1 - Finance C1.4 - Budget C1.4.10 Ensure live budget is automatically updated to reflect any budgetary or expenditure transaction in real time from another module such as Accounts Payable, Purchasing or Payroll.

Mission Critical


Provide full integration with Human Resources Position Control as part of the Budget Preparation and Live processing, including but not limited to the budgetary impact of vacancies, employee transfers, and employee benefits current and projected, and any funding changes.

Mission Critical

C1 - Finance C1.4 - Budget C1.4.12 Provide summary and detailed Position Control budgetary inquiry and reporting by employee, vacancy and/or position as well as by campuses or department or by accounting distribution.

Mission Critical


Provide methods to budget Position Control data by FTE, fixed dollar amounts, user defined time periods, employee salary information, and employee stipends for vacancies or employee held positions having one or more accounting distributions.

Mission Critical

C1 - Finance C1.4 - Budget C1.4.14 Provide summary and detailed Personnel Budgeting inquiry and reporting by employee and/or position, campuses or department that includes accounting distribution information.

Mission Critical

C1 - Finance C1.4 - Budget C1.4.15 Provide Performance and Staffing based budgeting inquiry and reporting such as utilities cost per square foot or other District performance measures.

Mission Critical

C1 - Finance C1.4 - Budget C1.4.16 Provide full integration with Salary Negotiations module to calculate salary projection scenarios, including impact of benefits for one or more accounting distributions per employee.

Mission Critical

C1 - Finance C1.4 - Budget C1.4.17 Provide inquiries and reports based on budget preparation and live budget based on user defined criteria that can be exported to Excel or Adobe .pdf format.

Non-Negotiable



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C1 - Finance C1.4 - Budget C1.4.18 Generate future expenditure, budget, and performance workload data to facilitate the production of summary schedules.

Medium


Provide independent detailed chart of accounts in Budget Preparation and in Live Budget so changes in one chart of accounts do not automatically impact the other while respecting the ability to rollup the chart of accounts to a reporting level within each structure.

Non-Negotiable

C1 - Finance C1.4 - Budget C1.4.20 Provide crosswalk or other data mapping methodology to translate Live Budget entries into Budget Preparation entries as a means to copy budgets from one year to the next.

Mission Critical

C1 - Finance C1.4 - Budget C1.4.21 Track and report projected budget scenarios at different levels of funding control such as a summary and detailed level.

Medium

C1 - Finance C1.4 - Budget C1.4.22 Attach budget narratives and worksheets to Budget Preparation and Live Budget data based on security resource.

Mission Critical

C1 - Finance C1.4 - Budget C1.4.23 Store and maintain historical Budget Preparation and Live Budget data for up to 10 fiscal years.

Mission Critical

C1 - Finance C1.4 - Budget C1.4.24 Make financial projections using up to 10 or more fiscal years based upon a specified number of historical years plus current year data.

Mission Critical

C1 - Finance C1.4 - Budget C1.4.25 Perform forecasts, trend analyses, and “what if” analyses without affecting the Live Budget.

Medium

C1 - Finance C1.4 - Budget C1.4.26 Provide method to forecast or project salary and benefits by organization and employee as part of the Budget Preparation and Live Budget processing.

Medium

C1 - Finance C1.4 - Budget C1.4.27 Allow Live Budget balances to roll forward from the ending period of one fiscal year into the beginning period to the next fiscal year.

Mission Critical

C1 - Finance C1.4 - Budget C1.4.28 Provide method to roll budget data into General Ledger upon approval as part of the fiscal year end processing.

Non-Negotiable

C1 - Finance C1.4 - Budget C1.4.29 Allow original Budgetary transactions to be uploaded using Excel spreadsheet into the Budget Preparation and Live Budget modules based on security resource.

Medium

C1 - Finance C1.4 - Budget C1.4.30 Ensure Budget Preparation and Live Budget is managed and tracked by year and fiscal period.

Mission Critical

C1 - Finance C1.4 - Budget C1.4.31 Summarize detailed budgets by fund, year, function, organization, and program intent as well as account or object code, subobject, or other elements defined by the District.

Mission Critical

C1 - Finance C1.4 - Budget C1.4.32 Provide methods to perform across-the-board budgetary increases or cuts in employee salary budgets and/or non-personnel cost based budgets.

Mission Critical

C1 - Finance C1.4 - Budget C1.4.33 Add, change, and delete entire budgets or portions of budgets in both Budget Preparation and Live Budget using budget transfers or adjustments based on security resource.

Mission Critical

C1 - Finance C1.4 - Budget C1.4.34 Ability to output budget document attachments using tools such as Adobe .pdf, Excel or Word from Budget Preparation and Live Budget.

Medium

C1 - Finance C1.4 - Budget C1.4.35 Upload and download selected budget entries or transactions using an Excel spreadsheet loading utility.

Medium

C1 - Finance C1.4 - Budget C1.4.36 Store standard budget development forms, worksheets and templates for the prior fiscal year, the current year and the upcoming fiscal year.

Mission Critical

C1 - Finance C1.4 - Budget C1.4.37 Provide separate data entry points for Budget Preparation and Live Budget entry.

Mission Critical

C1 - Finance C1.4 - Budget C1.4.38 Modify budgets for proposed organization consolidations and view the impacts of those re-organizations without impacting Live Budget.

Medium



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C1 - Finance C1.4 - Budget C1.4.39 Allow campuses and department to add and update their pro forma budget information for a given year as part of Budget Preparation based on security resource.

Medium

C1 - Finance C1.4 - Budget C1.4.40 Ability to report and analyze pro forma budget data by campus or department or for the District overall.

Medium

C1 - Finance C1.4 - Budget C1.4.41 Allow campuses and departments to enter Budget Preparation data for the upcoming fiscal year during the current fiscal year without affecting the Live Budget.

Mission Critical

C1 - Finance C1.4 - Budget C1.4.42 Include budgetary workflow and approval for budgetary requests, budget transfers, and amendments using unique business rules for Budget Preparation and Live Budget workflow.

Mission Critical

C1 - Finance C1.4 - Budget C1.4.43 Ability to generate monthly, quarterly, and annual financial statements and schedules.

Mission Critical

C1 - Finance C1.4 - Budget C1.4.44 Ability to distinguish and report on budget and actual fringe benefits paid at the summary level or detail level.

Mission Critical

C1 - Finance C1.4 - Budget C1.4.45 Interface Budget Preparation and Live Budget with the Accounting or General Ledger module through batch processing.

Mission Critical

C1 - Finance C1.4 - Budget C1.4.46 Provide ability to establish budgetary tolerance or 'not to exceed' percentages or amounts at any funding level.

Mission Critical

C1 - Finance C1.4 - Budget C1.4.47 Ensure multiple levels of budgetary approvals for campus, departmental, organizational, and District levels.

Non-Negotiable

C1 - Finance C1.4 - Budget C1.4.48 Record budgetary transaction types in specific order so budgetary increases are processed before budgetary decreases within the appropriate fund structure.

Medium

C1 - Finance C1.4 - Budget C1.4.49 Provide ability to inquiry on budgetary exceptions and warnings based on user defined criteria.

Medium

C1 - Finance C1.4 - Budget C1.4.50 Provide method to retire or inactivate budgets while ensuring outstanding budget balances do not exist prior to that retirement or inactivation.

Mission Critical

C1 - Finance C1.4 - Budget C1.4.51 Ability to manage pre-encumbrance and encumbrance controls independently by budgeted funds and/or accounting distribution.

Mission Critical

C1 - Finance C1.4 - Budget C1.4.52 Provide for available budget amount to display on accounting transactions to alert user to available funds.

Medium

C1 - Finance C1.4 - Budget C1.4.53 Allow for one or more budget code and account distribution per transaction line.

Non-Negotiable

C1 - Finance C1.4 - Budget C1.4.54 Ensure ability to secure budgetary data, such as fund or organization, based on user security resource or views.

Non-Negotiable

C1 - Finance C1.4 - Budget C1.4.55 Ensure original adopted and current amended budgets support GASB34 reporting.

Medium

C1 - Finance C1.4 - Budget C1.4.56 Provide security measures to restrict budgetary transfers between specific accounts.

Mission Critical

C1 - Finance C1.4 - Budget C1.4.57 Provide method to record charge backs and indirect costs within the budget.

Mission Critical

C1 - Finance C1.4 - Budget C1.4.58 Allow for one or more budget years to be open at a time to facilitate Personnel Budgeting.

Non-Negotiable

C1 - Finance C1.4 - Budget C1.4.59 Provide an automated means to manage activity fund accounting within General Ledger.

Mission Critical

C1 - Finance C1.4 - Budget C1.4.60 Ensure account subobject is a minimum of three (3) digits in length within the budget module.

Mission Critical

C1 - Finance C1.5 - Fixed Assets C1.5.01 Ability to utilize bar code technology for fixed asset and inventory item identification and tracking.

Mission Critical

C1 - Finance C1.5 - Fixed Assets C1.5.02 Provide for entry method of a bar coded tag number for fixed assets and inventory item entered manually or through purchase orders and/or receiving transactions.

Medium



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C1 - Finance C1.5 - Fixed Assets C1.5.03 Allow for pre-generated asset tag numbers within the Fixed Asset and Inventory module.

Medium

C1 - Finance C1.5 - Fixed Assets C1.5.04 Allow for profile driven configuration or detail descriptive information for identifying each fixed asset or inventory item.

Mission Critical

C1 - Finance C1.5 - Fixed Assets C1.5.05 Ability to profile asset function types such as land, building, equipment and tie profile data to fixed assets or inventory items.

Non-Negotiable

C1 - Finance C1.5 - Fixed Assets C1.5.06 Ability to update fixed asset and inventory items using information interfaced from Purchasing, Receiving, and Accounts Payable modules.

Mission Critical

C1 - Finance C1.5 - Fixed Assets C1.5.07 Allow entry of fixed asset and inventory items as well as transactions through online, batch, or Excel spreadsheet upload.

Mission Critical

C1 - Finance C1.5 - Fixed Assets C1.5.08 Provide method for calculating fixed assets costs including any component level unit costs.

Medium

C1 - Finance C1.5 - Fixed Assets C1.5.09 Allow individual fixed assets or inventory items to be recorded as components of other fixed assets or inventory items.

Mission Critical

C1 - Finance C1.5 - Fixed Assets C1.5.10 Provide ability to record environmental or hazardous substance information for fixed assets or inventory items.

Low

C1 - Finance C1.5 - Fixed Assets C1.5.11 Prevent duplicate entry of fixed asset and inventory item tag numbers.

Non-Negotiable

C1 - Finance C1.5 - Fixed Assets C1.5.12

Provide ability to record information for each fixed asset and/or inventory item, including manufacturer information, real property information, acquisition date, improvement costs, useful life, acquisition method, detailed asset description, serial number, user comments, and vendor information.

Non-Negotiable

C1 - Finance C1.5 - Fixed Assets C1.5.13 Provide methods for collecting warranty or guarantee information by fixed asset or inventory item, including coverage period information.

Medium

C1 - Finance C1.5 - Fixed Assets C1.5.14 Provide ability to record skeletal fixed asset or inventory item information without putting item into service.

Medium


Provide efficient data entry of asset information by capturing fixed asset financial and descriptive information from original purchase order, receiving document or accounts payable transaction.

Mission Critical

C1 - Finance C1.5 - Fixed Assets C1.5.16 Record one or more accounting distributions for each fixed asset and/or inventory item, including ability to have split funded assets.

Non-Negotiable

C1 - Finance C1.5 - Fixed Assets C1.5.17 Ability to reverse a fixed asset property number previously deleted or inactivated in error with or without impacting general ledger accounting entries.

Mission Critical

C1 - Finance C1.5 - Fixed Assets C1.5.18 Generate summarized accounting entries into batches to the Accounting or General Ledger module for all fixed asset and inventory item transactions.

Mission Critical

C1 - Finance C1.5 - Fixed Assets C1.5.19 Provide edit(s) for fund, year, function, organization, program intent, account, or amount to ensure reconciliation between Fixed Asset/Inventory and Accounting or General Ledger modules.

Mission Critical

C1 - Finance C1.5 - Fixed Assets C1.5.20 Ability to identify and report on Debt Financing information for Fixed Assets.

Medium

C1 - Finance C1.5 - Fixed Assets C1.5.21 Provide optional input of responsible party for a Fixed Asset from an established user or employee listing.

Mission Critical

C1 - Finance C1.5 - Fixed Assets C1.5.22 Provide mechanism to calculate and validate GASB34 information. Medium

C1 - Finance C1.5 - Fixed Assets C1.5.23 Provide an audit trail for all fixed assets and inventory item transactions including user, date and time, and change made.

Mission Critical

C1 - Finance C1.5 - Fixed Assets C1.5.24 Provide ability to maintain and reconcile General Ledger balances for Fixed Assets and Inventory transactions.

Mission Critical

C1 - Finance C1.5 - Fixed Assets C1.5.25 Provide configurable workflow within the Fixed Assets module. Medium



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C1 - Finance C1.5 - Fixed Assets C1.5.26 Provide approval levels and event triggers within Fixed Assets module for certain transactions such as transfers.

Medium

C1 - Finance C1.5 - Fixed Assets C1.5.27 Provide ability to approve or acknowledge Fixed Asset transfers initiated by employees.

Medium

C1 - Finance C1.5 - Fixed Assets C1.5.28 Ability to generate warehouse delivery schedule based on Fixed Asset transfer requests.

Medium

C1 - Finance C1.5 - Fixed Assets C1.5.29 Allow for month-end and/or year-end closing of Fixed Assets accounting events to operate independently of each other.

Mission Critical

C1 - Finance C1.5 - Fixed Assets C1.5.30 Provide automatic and on-demand calculation of depreciation for Fixed Assets, including historical, current, and future depreciation.

Non-Negotiable

C1 - Finance C1.5 - Fixed Assets C1.5.31 Record and maintain depreciation information to identify the depreciable asset by depreciation method, cost information, and useful life.

Non-Negotiable

C1 - Finance C1.5 - Fixed Assets C1.5.32 Provide method to record insurance, replacement cost for a Fixed Asset or Inventory item.

Medium

C1 - Finance C1.5 - Fixed Assets C1.5.33 Ensure Fixed Assets are fully depreciated prior to disposal. Medium

C1 - Finance C1.5 - Fixed Assets C1.5.34 Record any disposal method for Fixed Asset or Inventory items including auction, salvage, surplus store, missing, lost, stolen, etc.

Mission Critical


Ability to inquire and report on Fixed Assets and Inventory items by current use status, location, and other user defined criteria, including providing a method to export data into an Excel spreadsheet or Adobe .pdf format.

Mission Critical

C1 - Finance C1.5 - Fixed Assets C1.5.36 Provide inquiry and reporting for Fixed Assets and Inventory items based on location, serial number, tag number, inventory item, and/or employee based on user defined criteria.

Mission Critical

C1 - Finance C1.5 - Fixed Assets C1.5.37 Provide ability to utilize bar code technology to assist with Fixed Asset and/or Inventory counting events.

Mission Critical

C1 - Finance C1.5 - Fixed Assets C1.5.38 Ability to create, track, and report on counting events by location such as campus or department.

Mission Critical

C1 - Finance C1.5 - Fixed Assets C1.5.39 Provide reconciliation processing as the result of Fixed Asset and Inventory counting events.

Mission Critical

C1 - Finance C1.5 - Fixed Assets C1.5.40 Provide ability to interface with BMI's AssetTrak to manage and track Fixed Assets and Inventory items.

Mission Critical

C1 - Finance C1.5 - Fixed Assets C1.5.41 Provide multiple security levels for various Fixed Asset module functions, including counting and reconciliation.

Medium

C1 - Finance C1.5 - Fixed Assets C1.5.42 Archive closed or disposal fixed asset records with the ability to access and store the data offline.

Mission Critical

C1 - Finance C1.5 - Fixed Assets C1.5.43 Generate reports for any archived historical property records based on use defined criteria.

Mission Critical


Provide Fixed Assets reporting including summary and detailed depreciation, summary and detailed depreciation projections, summary listing of Fixed Assets and Inventory items, Asset Summary by Major Class, Note 1 Capital Asset Activity, Depreciation Posting results, and Disposed Fixed Assets.

Mission Critical

C1 - Finance C1.5 - Fixed Assets C1.5.45 Provide a method to convert capital project items into Fixed Assets through a transfer process.

Mission Critical

C1 - Finance C1.6 - General Ledger C1.6.01

Provide method for budget and ledger transactions to be recorded real-time, in batch, or through Excel spreadsheet upload functionality based on generally accepted accounting principles (GAAP).

Non-Negotiable

C1 - Finance C1.6 - General Ledger C1.6.02 Ability to maintain General Ledger by fiscal year and fiscal periods as defined by the District.

Mission Critical

C1 - Finance C1.6 - General Ledger C1.6.03 Maintain detailed and summary chart of accounts by fiscal year while allowing multiple years to be open at one time.

Non-Negotiable



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Produce accurate, high quality narrative, financial and graphical budget reports and dashboard, including historical, current and projected information using data from the General Ledger or Accounting module.

Mission Critical

C1 - Finance C1.6 - General Ledger C1.6.05 Provide Excel spreadsheet load utility to populate the General Ledger chart of accounts.

Medium

C1 - Finance C1.6 - General Ledger C1.6.06 Ensure usage of multiple fund types such as Governmental Funds, Clearing Funds, and Fiduciary Funds within the General Ledger module.

Mission Critical

C1 - Finance C1.6 - General Ledger C1.6.07 Ability to post transactions to two fiscal years concurrently assuming both years are open.

Mission Critical

C1 - Finance C1.6 - General Ledger C1.6.08 Ability to support fiscal periods 1 through period 13 within the system.

Non-Negotiable

C1 - Finance C1.6 - General Ledger C1.6.09 Ensure balanced accounting entries for all budget and General Ledger transactions.

Non-Negotiable

C1 - Finance C1.6 - General Ledger C1.6.10 Provide method to fix errors in General Ledger transaction errors based on security resource.

Mission Critical

C1 - Finance C1.6 - General Ledger C1.6.11 Ability to create a double sided General Ledger transaction based on a single sided transaction using pre-configured offset entries.

Low

C1 - Finance C1.6 - General Ledger C1.6.12 Ability to enter and track statistical and memo accounts transactions in General Ledger.

Mission Critical

C1 - Finance C1.6 - General Ledger C1.6.13 Ability to report revenues, expenditures, balance sheet, income statement, and financial schedules at summary and detail levels.

Mission Critical

C1 - Finance C1.6 - General Ledger C1.6.14 Ability to post corrections, consolidations, eliminations, and adjustments to the prior fiscal year adjustment period which in turn updates current fiscal year opening balances.

Medium

C1 - Finance C1.6 - General Ledger C1.6.15 Ability to view historical and current year comparisons for all funds, including grants on user defined criteria.

Medium

C1 - Finance C1.6 - General Ledger C1.6.16 Ability to post summary adjustments to correct ledger data established through detail transactions.

Medium

C1 - Finance C1.6 - General Ledger C1.6.17 Edit transactions online and/or in batch against accounting elements such as fund, year, function, program intent, organization, object and subobject.

Mission Critical

C1 - Finance C1.6 - General Ledger C1.6.18 Ability to confirm available funds prior to processing or posting General Ledger transactions without negatively affecting those budget balances.

Mission Critical

C1 - Finance C1.6 - General Ledger C1.6.19 Allow for General Ledger and balance sheet inquiry based on user defined criteria for current fiscal year plus up to 10 previous fiscal years.

Mission Critical

C1 - Finance C1.6 - General Ledger C1.6.20 Ability to edit or update other subsystem financial or accounting transactions prior to posting in General Ledger based on security resource.

Mission Critical

C1 - Finance C1.6 - General Ledger C1.6.21 Provide create, track, and reconcile of General Ledger accounts to its respective subsidiary ledgers.

Mission Critical

C1 - Finance C1.6 - General Ledger C1.6.22 Ability to inactivate selected funds at any time without adversely effecting historical transactions while protecting active transactions.

Mission Critical

C1 - Finance C1.6 - General Ledger C1.6.23 Ability to post new year appropriations prior to the end of the current fiscal year in order to create purchase orders for the future period.

Medium

C1 - Finance C1.6 - General Ledger C1.6.24 Ability to capture entry date of transactions as well as posting date of those transactions.

Medium

C1 - Finance C1.6 - General Ledger C1.6.25 Ability to reference a posted journal entry on an adjusting journal entry and allow for automatic reversal based on security resource.

Medium



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C1 - Finance C1.6 - General Ledger C1.6.26 Ability to delay posting of a journal entry until a given date and have it automatically post without further intervention on that date.

Medium

C1 - Finance C1.6 - General Ledger C1.6.27 Ability to override budgetary and cash controls for journal entries based on security resource.

Mission Critical

C1 - Finance C1.6 - General Ledger C1.6.28 Provide capability to define valid combinations of accounting distributions that must always be used together on a transaction in the system.

Mission Critical

C1 - Finance C1.6 - General Ledger C1.6.29 Ensure transactions cannot be posted prior to their period start or begin date.

Mission Critical

C1 - Finance C1.6 - General Ledger C1.6.30 Provide method to identify and fix any out of balance situation within the General Ledger.

Medium

C1 - Finance C1.6 - General Ledger C1.6.31 Annually create the necessary journal entries to automatically close nominal accounts, transfers, and any other financing sources to fund balance.

Medium

C1 - Finance C1.6 - General Ledger C1.6.32 Allow for one or more accounting distributions per transaction line within the General Ledger.

Medium

C1 - Finance C1.6 - General Ledger C1.6.33 Provide automatic generation of standard or recurring journal entries based on user define criteria.

Medium

C1 - Finance C1.6 - General Ledger C1.6.34 Ability to make mass corrections to General Ledger transactions based on security resource.

Medium

C1 - Finance C1.6 - General Ledger C1.6.35 Ability to create and maintain accounting distributions, objects or subobjects into future fiscal years without impacting the current fiscal year.

Mission Critical

C1 - Finance C1.6 - General Ledger C1.6.36 Provide method to stop monthly or fiscal year close for issues such as out-of-balance batches or suspense or pending documents without adversely affecting the closing process.

Non-Negotiable

C1 - Finance C1.6 - General Ledger C1.6.37 Allow General Ledger to roll forward from the ending period of one fiscal year and into the beginning period to the next fiscal year.

Non-Negotiable

C1 - Finance C1.6 - General Ledger C1.6.38 Ensure post-closing entries can only be made to the appropriate adjustment period.

Mission Critical

C1 - Finance C1.6 - General Ledger C1.6.39 Provide for the automatic generation of opening balance sheet account entries in the new fiscal year as part of the closing process for a past fiscal year.

Mission Critical

C1 - Finance C1.6 - General Ledger C1.6.40 Ability to drill down from summary to detail transactions which compose the beginning balance or any fiscal period balance.

Medium

C1 - Finance C1.6 - General Ledger C1.6.41 Provide for manual update of any account balances based on security resource.

Mission Critical

C1 - Finance C1.6 - General Ledger C1.6.42 Ability to link or generate both sides of Due to/Due From or accrual transaction based on another ledger transaction.

Mission Critical

C1 - Finance C1.6 - General Ledger C1.6.43 Ability to permit multiple preliminary closings to validate and check account balances and entries before a final fiscal year end close.

Mission Critical

C1 - Finance C1.6 - General Ledger C1.6.44 Provide an audit trail of all General Ledger transactions and changes for reporting and analysis purposes including user, date and time, and change made.

Medium

C1 - Finance C1.6 - General Ledger C1.6.45 Provide multi-year accounting inquiry and reporting data for all funds based on user defined criteria.

Medium

C1 - Finance C1.6 - General Ledger C1.6.46 Ability to record and track financial information according to categories necessary to compile the Comprehensive Annual Financial Report (CAFR).

Mission Critical

C1 - Finance C1.6 - General Ledger C1.6.47 Ensure General Ledger supports GASB34 reporting accrual based accounting requirements.

Non-Negotiable



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C1 - Finance C1.6 - General Ledger C1.6.48 Ability to inquire and report on current budget, expenditure and encumbrance reports for prior budget years based on user defined criteria.

Mission Critical


Provide detail General Ledger inquiry and reporting by fiscal or budget year, which includes beginning balances, detail transactions and ending balances while allowing data to be exported in Excel spreadsheet or Adobe .pdf format.

Mission Critical

C1 - Finance C1.6 - General Ledger C1.6.50 Provide daily or on-demand error report showing transactions that did not successfully post and are in error based on user defined criteria.

Non-Negotiable

C1 - Finance C1.6 - General Ledger C1.6.51 Provide method to prepare trial balances based on user defined criteria for current and past years.

Mission Critical


Provide ability to generate financial statements, consolidated financial statements, statement of revenues and expenditures, transaction activity, cost management reports, quarterly financial reports based on user defined criteria.

Non-Negotiable

C1 - Finance C1.6 - General Ledger C1.6.53 Process all accounting events throughout the system using unique and identifiable transaction codes.

Mission Critical

C1 - Finance C1.6 - General Ledger C1.6.54 Provide method to manage accruals across ledgers. Medium

C1 - Finance C1.6 - General Ledger C1.6.55 Provide method for establishing each fund with a specific classification structure.

Medium

C1 - Finance C1.6 - General Ledger C1.6.56 Provide method to funds and organizations using smart coding for a given fiscal year to eliminate errors throughout the system in end user data entry.

Medium

C1 - Finance C1.6 - General Ledger C1.6.57 Ability to copy existing General Ledgers or budget into new structures to reduce data entry errors.

Medium

C1 - Finance C1.6 - General Ledger C1.6.58 Provide method to track special programs such as Medicare Administrative Claiming (MAC) and School Health and Related Services (SHARS).

Medium

C1 - Finance C1.6 - General Ledger C1.6.59 Provide method to attach documentation to transactions such as Adobe .pdf or Excel spreadsheets as supporting documentation.

Medium

C1 - Finance C1.6 - General Ledger C1.6.60 Provide profile for establishing default funds and account codes for both system generated General Ledger and budgeting entries, including clearing accounts.

Non-Negotiable

C1 - Finance C1.6 - General Ledger C1.6.61 Provide method to establish Expenditure and Revenue Budgets based on PEIMS Submission 1 budgetary and 2 general ledger reporting requirements.

Non-Negotiable

C1 - Finance C1.6 - General Ledger C1.6.62 Allow entry of accrued expenses and generate any self-reversing accounting entries.

Mission Critical

C1 - Finance C1.6 - General Ledger C1.6.63 Ensure account subobject is a minimum of three (3) digits in length within the General Ledger module and its subsystem modules.

Mission Critical

C1 - Finance C1.6 - General Ledger C1.6.64 Allow for automated or manual means to change the fiscal period each month during the fiscal year.

Mission Critical

C1 - Finance C1.6 - General Ledger C1.6.65 Provide year-driven profile tables that can track to either fiscal or calendar year.

Mission Critical

C1 - Finance C1.7 - Grant Accounting

C1.7.01 Provide a comprehensive accounting structure for all grant accounting activity.

Mission Critical


C1.7.02 Ability to designate and track expenditure, revenue and statistical accounts used in reporting and calculations in Grant Accounting.

Non-Negotiable


C1.7.03 Ability to enter transactions against a grant after the grant end date if the activity took place in the period in which the grant was active.

Mission Critical


C1.7.04 Ensure budgetary amendments and transfers can be performed within Grant Accounting.

Non-Negotiable



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C1.7.05 Ability to correct grant records posted in the General Ledger and Grant Ledger regardless of whether a grant has expired.

Non-Negotiable


C1.7.06 Ability to account for supplemental grant awards added to the original or the current year grant award.

Mission Critical


C1.7.07 Ability to account for funds made available through refunds to a prior grant.

Mission Critical


C1.7.08 Ability to reverse budgeted and actual transactions funded with current grant awards and charge those transactions to prior grant awards.

Mission Critical


C1.7.09 Provide historical and life-to-date inquiry and reporting information for grants awarded to the District, including a method to export data into an Excel spreadsheet or Adobe .pdf format.

Mission Critical


C1.7.10 Provide method to roll up grant budgets into higher level District budgeting.

Medium


C1.7.11 Ability to accurately close out a grant upon completion of the grant.

Mission Critical


C1.7.12

Provide full integration with Human Resources Position Control as part of the Grant Budgeting processing, including but not limited to the budgetary impact of vacancies, employee transfers, and employee benefits current and projected and any funding changes.

Mission Critical


C1.7.13 Provide summary and detailed Position Control Grant budget reporting by employee and/or position, vacancies, campuses or department, and by accounting distribution.

Mission Critical


C1.7.14

Provide methods to budget Grants through Position Control data by FTE, fixed dollar amounts, user defined time periods, vacancies, employee salary information, and employee stipends for one or more accounting distributions.

Mission Critical


C1.7.15 Provide summary and detailed Personnel Budgeting reporting for each Grant by employee and/or position, campuses or department, and by accounting distribution.

Non-Negotiable


C1.7.16 Allow for wire transfers for Grant letters of credit or Grant draws. Medium


C1.7.17 Ability to record grant accounting information on all types of financial and human resources transactions or entries.

Mission Critical


C1.7.18

Ability to track and report grant transactions and activity over several different periods including fiscal year, grant year and any user-defined period within the grant period such as monthly, quarterly, or annually.

Non-Negotiable


C1.7.19 Ability to support grant closing independent of the District fiscal year (e.g., final financial reports including multi-year grants) by specific grant.

Mission Critical


C1.7.20 Ability to put future or forecasted grant awards into Grant Accounting and enter transactions against those grant budgets.

Medium


C1.7.21

Ability to account for “pass through” grant funds between a grantee and sub-grantee without recording an expenditure for the grantee while being able to associate the pass through transaction with a specific grant.

Mission Critical


C1.7.22 Ability to group multiple grant awards with the same CFDA or NOGA Number or grantor for reporting and inquiry purposes.

Medium


C1.7.23 Ability to copy grant budgetary data from one year to another for multiple year awards.

Medium


C1.7.24 Ability to manage recurring grant transactions using a first in, first out (FIFO) method without additional end user data entry selection for grant draws.

Mission Critical



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C1.7.25 Ability to control or track grant expenditures and encumbrances against the budget by the account distribution.

Non-Negotiable


C1.7.26 Provide online system edits for grant related expenditure transactions entered without appropriate data to ensure accurate grant processing.

Mission Critical


C1.7.27 Ability to report and compare grant budget award to accrued or actual revenues (Billable vs. Expendable Budget).

Mission Critical


C1.7.28 Ability to establish specific amounts of grant award as allotments on monthly, quarterly or annual basis. Allotments may be a result of specific funding restrictions.

Mission Critical


C1.7.29 Ability to record and track direct costs, indirect costs and statistical information costs such as fringe benefits, overtime, etc. for all grants.

Mission Critical


C1.7.30 Ability to apply refunds of grant revenues to the proper grant source, including grant number and grant phase, grant task and subgrantee level.

Medium


C1.7.31 Ability to track revenue and expenditure actuals and budget by the District fiscal year and grant period at coding levels designated by the user.

Non-Negotiable


C1.7.32 Ability to limit creation of receivables to the grantor based on the grant award and/or allotment.

Medium


C1.7.33 Ability to calculate and generate a grant invoice or statement that includes the actual reimbursement based on grantor share, such as fringe and overtime costs.

Mission Critical


C1.7.34 Provide grant award, allotment, receipt and expenditure information to monitor billings for direct and indirect expenditures incurred.

Mission Critical


C1.7.35 Ability to record grant receivables based on matching expenditures made by the grantee out of the local budget while waiting on reimbursement grant funds.

Mission Critical


C1.7.36 Capture statistical accounts for performance measures for grants or other statistical reporting requirements.

Medium


C1.7.37

Ability to charge multiple rates to multiple bases for recovery of multiple structures such as fund, program, and/or grant year. Examples may include employee fringe and indirect rates apply to salaries, but not to any other account category.

Mission Critical


C1.7.38 Ability to report on the detail that supports establishment of letters of credit and requests for reimbursement.

Medium


C1.7.39 Provide grant profile setup to manage grantor information including contact, FEID, contract details, and other relevant grant information.

Medium


C1.7.40 Provide options to set up a predefined grant billing cycle as well as the ability to support ad-hoc grant billing run requests.

Mission Critical


C1.7.41 Ability to accumulate and bill for all grant eligible expenses incurred but not previously billed due to grant allotment/limitations (e.g. bill year-to-date less previous billings).

Mission Critical


C1.7.42 Ability to generate a detailed billing cycle report prior to generating the billing cycle.

Medium


C1.7.43 Ability to include revenue object code on the accrued revenue transaction that is posted at the same time billing occurs.

Mission Critical


C1.7.44 Ability to adjust rate tables such as release, fringe benefit, or indirect funding percent and allow recalculate billings for a specific timeframe and generate billing adjustment.

Mission Critical


C1.7.45 Provide a complete online audit trail of amendments (change in amount and/or period) applied to grant and/or subgrantee levels.

Mission Critical



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C1.7.46

Ability to perform inquiry and reporting on revenues and receivables by grant summary balances and detailed transactions, including the ability to select by total, revenue object and subobject and fund.

Mission Critical


C1.7.47 Ability to track the District match and in-kind match available for use with Grant Accounting.

Mission Critical



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C2 - Human Resources




C2.1 - Benefits C2.1.01 Ability to process benefits for new hire employees and rehire employees.

Mission Critical


C2.1 - Benefits C2.1.02 Provide process to generate appropriate benefit options for employees who are retiring or terminating.

Mission Critical


C2.1 - Benefits C2.1.03 Ability to terminate coverage for participant, spouse, and non-spouse dependents as group or as individual occurrences.

Mission Critical


C2.1 - Benefits C2.1.04

Ability to generate and report employee benefit information to a third-party administrator using the standard 834 format, including COBRA information. Benefits reported this way include medical, dental, prescription if separate, vision, disability and life insurance.

Mission Critical


C2.1 - Benefits C2.1.05 Capture and maintain employee and dependent data including demographic data, SSN, name, and relationship to dependents.

Mission Critical


C2.1 - Benefits C2.1.06 Provide method to create and utilize an employee benefit identification number other than the employee's SSN, such an employee number.

Mission Critical


C2.1 - Benefits C2.1.07 Provide profiles and configuration for all benefits available through the District during open enrollment, new hire enrollment, and on-going benefits processing.

Mission Critical



Allow the District to configure and manage certain business rules for each benefit, including but not limited to identifying taxable benefits, tax exempt benefits, pre- and post- tax benefits, and determining benefits eligibility by employee and/or position.

Mission Critical



Identify and maintain a unique identification number for each employee's benefit record for each benefits provider, which may result in needing to store one or more identification number per employee.

Mission Critical


C2.1 - Benefits C2.1.10 Provide ability to track and issue benefit premium refunds to employees based on security resource.

Mission Critical


C2.1 - Benefits C2.1.11 Allow for multiple benefit plans and providers for a given benefit type, such as multi-level health insurance plans.

Mission Critical


C2.1 - Benefits C2.1.12 Provide ability to effective date all changes to benefit rates and enrollment information during open enrollment.

Mission Critical


C2.1 - Benefits C2.1.13 Ability to generate employee benefit statements on demand by the employee or in mass based on security resource.

Medium


C2.1 - Benefits C2.1.14 Ability to activate or inactivate benefits by effective date for qualifying events for participant, spouse, or dependents for which the employee has legal guardianship.

Mission Critical


C2.1 - Benefits C2.1.15 Provide ability to add, update, inactivate and delete employee beneficiary(s) information based on effective date.

Mission Critical


C2.1 - Benefits C2.1.16 Allow for retaining employee benefit data for a District specified period of time after an employee separates or retires.

Medium


C2.1 - Benefits C2.1.17 Provide method to ensure that employees who are benefits eligible are given opportunity to accept or reject District offered employee benefits.

Mission Critical


C2.1 - Benefits C2.1.18 Ensure employees who are not benefits eligible are not presented with benefits options.

Mission Critical


C2.1 - Benefits C2.1.19 Provide a method to manage employee benefits as employees transition into and out of benefits eligible position(s) during a plan year.

Mission Critical



Provide an annual method to roll forward benefits coverage with the ability to update premiums and District or state contributions, including rolling over information for employees who chose not to participate in District offered benefits.

Non-Negotiable



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C2.1 - Benefits C2.1.21 Provide web based, self-service application for employees to select benefit(s) options during open or new hire enrollment or as a result of a qualifying event(s).

Mission Critical


C2.1 - Benefits C2.1.22 Allow for non-cash benefits to be assigned to employees based on their position or assignment, such as vehicle usage, uniforms and shoes.

Non-Negotiable



Provide information regarding benefit enrollment options such as cost of employee only, employee and spouse, employee and children, employee and family coverage along with descriptive information for all deduction codes within the web based, self-service application.

Mission Critical


C2.1 - Benefits C2.1.24 Provide inquiry for employees to view their current and future benefit options, when available.

Mission Critical


C2.1 - Benefits C2.1.25 Allow benefits open enrollment to be staged for configuration without the open enrollment period being open.

Mission Critical


C2.1 - Benefits C2.1.26 Allow open and new hire enrollment to be turned on and off based on security resource.

Mission Critical


C2.1 - Benefits C2.1.27 For bimonthly payroll processing, provide ability to handle “free periods” in which some deductions and entitlements are taken and some are not, such as insurance premiums.

Mission Critical


C2.1 - Benefits C2.1.28 Capture and report benefits deductions and insurance coverage data for all employees based on user defined criteria.

Mission Critical


C2.1 - Benefits C2.1.29 Enter and track taxable fringe benefits, stipends, allowances, such as moving expenses and educational assistance by employee.

Non-Negotiable


C2.1 - Benefits C2.1.30 Ability to manage the superintendent's benefit package separately from employee benefit plans.

Mission Critical


C2.1 - Benefits C2.1.31 Ability to add, update and inactivate employee benefit records based on security resource.

Mission Critical


C2.1 - Benefits C2.1.32 Provide method to profile all benefits options for the district, including the specific benefit provider.

Mission Critical


C2.1 - Benefits C2.1.33 Ability to generate evidence of insurability for employees. Medium


C2.1 - Benefits C2.1.34 Display employee benefit data to each employee through a web based, self-service application.

Mission Critical


C2.1 - Benefits C2.1.35 Provide ability to account for employee benefits paid through accounts payable such as reimbursable moving expenses.

Mission Critical


C2.1 - Benefits C2.1.36 Provide for an annual calendar year-end enrollment in deferred compensation plans, such as 401(k), 403 and 457.

Non-Negotiable


C2.1 - Benefits C2.1.37 Provide ability to generate eligibility and participant data for a third-party deferred compensation administrator for all W2 employees.

Mission Critical


C2.1 - Benefits C2.1.38 Ability to Initiate COBRA processing when an employee or participant’s coverage is terminated due to a COBRA qualifying event.

Mission Critical



Ability to profile qualifying events that will initiate COBRA processing, including standard letter templates for notifying employees of COBRA eligibility. Examples may include but are not limited to termination of employment, reduction of work hours, Medicare, death, divorce, separation, ineligible child, etc.

Mission Critical


C2.1 - Benefits C2.1.40 Ability to designate certain benefit plans as COBRA eligible or ineligible.

Mission Critical


C2.1 - Benefits C2.1.41 Allow COBRA notices for dependents to be issued separately or jointly with employee notices depending on types of coverage and qualifying event.

Mission Critical



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C2.1 - Benefits C2.1.42 Ability to activate or inactivate coverage for survivors, defined as dependents of employees who are allowed to continue their benefits coverage, through the COBRA process.

Mission Critical



Provide ability to maintain one or more dependents for life insurance and retirement benefits for any employee, including relationship to employee, SSN, date of birth, and contact information.

Mission Critical


C2.1 - Benefits C2.1.44 Provide notification of employee dependents that reach the age of twenty-six (26) who are not disabled or who not those allowed to remain on the District's plan.

Mission Critical


C2.1 - Benefits C2.1.45 Provide ability to track and maintain data associated with an employee’s buyback service from Texas Retirement System or Employee Retirement System.

Medium


C2.1 - Benefits C2.1.46 Provide ability to track workers compensation payments for employees who receive payments due to work related injury.

Mission Critical



Include means to track detailed employee information related to workers compensation such as employee number, name, injury date, injury location, injury cause, and other important information.

Mission Critical


C2.1 - Benefits C2.1.48 Ability to inquire and report on workers compensation information by employee.

Mission Critical


C2.1 - Benefits C2.1.49 Allow employees to confirm or electronically sign for their selected benefit options during open enrollment or new hire enrollment.

Mission Critical


C2.1 - Benefits C2.1.50 Provide method for the District to manage a separate coverage option for married employees where both work for the District.

Medium


C2.1 - Benefits C2.1.51 Provide employees with their employee benefit plans and options for multiple years at a time within the web based, self-service application.

Medium


C2.1 - Benefits C2.1.52 Provide method for employees to decline some or all of the benefits offered by the District.

Mission Critical


C2.1 - Benefits C2.1.53 Allow employees to receive a printable version of their elections as part of the open enrollment or new hire enrollment process.

Medium


C2.1 - Benefits C2.1.54 Allow open enrollment processing to be performed independently of current plan year employee benefits processing.

Mission Critical


C2.1 - Benefits C2.1.55 Ensure method to communicate open enrollment files separately from current plan year employee benefit files to respective benefit providers.

Mission Critical


C2.1 - Benefits C2.1.56 Ability to manage open enrollment separately from new hire enrollment, including ability to manage new hire enrollment even when it occurs during open enrollment period.

Mission Critical


C2.1 - Benefits C2.1.57 Provide method to configure age banded enrollment options for certain benefits such as life insurance and disability.

Medium


C2.1 - Benefits C2.1.58 Provide method to calculate and maintain volume based benefits for employees such as life insurance or disability.

Mission Critical



Provide methods to manage disclaimers, disclosures, and instructions within the employee web based, self-service application, including but not limited to having separate information for open enrollment than for new hire enrollment.

Mission Critical


C2.1 - Benefits C2.1.60 Under certain conditions, allow employees to complete paper-based benefits enrollment and allow benefits staff to manually enter those selections based on security resources.

Mission Critical


C2.1 - Benefits C2.1.61 Allow for email notification to employees who have not confirmed or completed open enrollment or new hire enrollment.

Mission Critical



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Provide reports to manage open enrollment and new hire enrollment statistics, such as number of employees offered enrollment, number of employee who confirmed enrollment, and number of employee who have yet to confirm enrollment.

Mission Critical


C2.1 - Benefits C2.1.63 Include post-enrollment review and posting process that includes data validation based on security resource.

Mission Critical


C2.1 - Benefits C2.1.64 Allow employees to save incomplete benefits enrollment data and not have the enrollment data eligible for posting until completed successfully.

Medium


C2.1 - Benefits C2.1.65 Provide means to archive benefits insurance and enrollment selections based on District driven archiving rules.

Medium


C2.1 - Benefits C2.1.66 Ensure that benefit selections are maintained and tracked for W2 purposes for each employee based on current IRS guidelines.

Non-Negotiable


C2.1 - Benefits C2.1.67 Allow for calendar or plan year end processing to reset benefit information for employees, including ability to manage these processes based on security resource.

Mission Critical


C2.1 - Benefits C2.1.68 Provide means for successfully submitting ACH payments to benefit providers for employee premiums.

Medium


C2.1 - Benefits C2.1.69 Ensure the proper accounting entries, including any offsetting entries, are made to account for the financial impact of employee benefits through any payroll processing.

Non-Negotiable


C2.1 - Benefits C2.1.70 Provide method for reporting adjustments to employee benefit data that is submitted to benefit providers after the initial open enrollment data is transmitted.

Mission Critical



Ensure ability to accurately track employee flexible spending and dependent care expenses, including ability for benefits staff to submit files to a benefit provider and manage any exceptions in processing.

Mission Critical


C2.1 - Benefits C2.1.72 Include ability to manage and report on the district's self-insurance funding balances.

Mission Critical


C2.1 - Benefits C2.1.73 Provide method to forecast the District's self-insurance funding balances based on future employee counts and increase or decrease in claims.

Mission Critical


C2.1 - Benefits C2.1.74 Include ability to designate benefit providers as those who utilize ACH processing.

Mission Critical


C2.1 - Benefits C2.1.75 Provide method to manage employee withholdings, interest, garnishment, and other deductions in light of the employee's benefits.

Non-Negotiable


C2.1 - Benefits C2.1.76 Provide ability to designate certain benefits or portion of benefits as paid by the District on behalf of employees such as basic life insurance premiums or portions of medical insurance premiums.

Mission Critical


C2.1 - Benefits C2.1.77 Include ability to report all benefits data, employer paid and employee paid based on user defined criteria.

Mission Critical


C2.1 - Benefits C2.1.78 Provide employee benefit inquiry and reporting options based on security resources.

Mission Critical


C2.1 - Benefits C2.1.79 Ensure employees who do not have dependents are not able to enroll in dependent based benefits.

Medium


C2.1 - Benefits C2.1.80 Ensure life insurance can be managed as having multiple levels such as Basic Life, Voluntary Life, and AD&D.

Mission Critical


C2.1 - Benefits C2.1.81 Provide means to communicate employee and dependent COBRA data to the District's third party administrator.

Mission Critical


C2.2 - Human Resources

C2.2.001

Capture and maintain detailed information regarding each employee's primary and secondary assignments include each assignment's salary information such as range and step, hourly, daily, annual rate, etc. as an authorization to pay the employee.

Non-Negotiable



of 99





C2.2.002 Maintain a full fiscal year calendar of pay information for each employee.

Non-Negotiable



C2.2.003

Allow for separate staging area for calendars, pay rates and schedules, employee data, and substitute data for a given year without impacting live human resource data but also allowing staging data to be copying into live human resources data for that designated year.

Non-Negotiable



C2.2.004

Include ability to manage concurrent calendar days within a fiscal year so that calendar days and contract days are part of the salary calculations while accounting for both on time and late calendar start employees.

Non-Negotiable



C2.2.005 Provide ability to handle re-hires or retiree re-hires through a different means than the traditional new hire process.

Medium



C2.2.006 Provide integration between employee benefits and human resources information for projecting employee and District benefit costs.

Mission Critical



C2.2.007 Provide edit to avoid duplicate employee numbers, including checking for existing SSN and/or exact legal name.

Mission Critical



C2.2.008 Provide reference tables to establish and utilize position, assignment, class, EEO, and other related human resource information.

Mission Critical



C2.2.009 Provide an effective date driven compensation table that captures scheduled range and step information as well as non-scheduled salary range information.

Non-Negotiable



C2.2.010 Include ability to roll salary information and apply salary increases based on the District's 12 month, 11 month, and 10 month employee business processes.

Mission Critical



C2.2.011 Provide ability for employees, managers, and HR staff to complete employee evaluations through an electronic means, including use of electronic signatures.

Mission Critical



C2.2.012 Ensure employee information and records are protected through multiple security measures, including ability to mask employee SSN, address and banking information.

Non-Negotiable



C2.2.013 Ability to track occupational illness, injury and accident history and associate to worker’s compensation claims.

Mission Critical



C2.2.014 Provide ability to complete and transmit required Texas Workers’ Compensation Commission forms.

Mission Critical



C2.2.015 Provide ability to capture exit interview information for employees and contracted employees through electronic means and report the data collected at a detailed and summary level.

Mission Critical



C2.2.016 Provide for routing and approval of all new or changed job descriptions using business rules and workflow.

Mission Critical



C2.2.017 Provide ability to maintain a complete history for employees and positions for one or more fiscal years.

Non-Negotiable



C2.2.018

Provide electronic method for hiring managers to initiate any hiring or vacating activity for their location and any allocation under their supervision for applicants who are already employed by the District or applicants who are not currently employed by the District.

Mission Critical



C2.2.019 Provide electronic method for human resources staff to approve or deny electronic hiring requests from hiring managers.

Mission Critical



C2.2.020 Provide mechanism to identify and report staff who has tagged as surplus staff for a given year.

Mission Critical



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C2.2.021

Utilize Position Control data to ensure an employee’s designated position during the hiring process is valid and authorized to be filled, meaning the position is vacant and available for staffing when chosen.

Non-Negotiable



C2.2.022

Provide reporting mechanism to notify Human Resources staff when employees should be subscribed or unsubscribed from Texas Department of Public Safety's (TxDPS) records website based on employment status.

Mission Critical



C2.2.023 Provide means to manage and report location staffing rosters, including details regarding maximum and available allocations, positions, assignments FTE, and employees.

Non-Negotiable



C2.2.024

Provide method to query Human Resources data using an integrated report writing tool based on security resource that includes data export options for Excel spreadsheet and Adobe .pdf format.

Mission Critical



C2.2.025 Ability to manage a Human Resource classification process that includes over 400 job descriptions associated with specific District's staffing positions.

Mission Critical



C2.2.026

Include workflow process for hiring managers to submit requests for new positions or request position or job description changes to the Human Resource department through an electronic position description questionnaire.

Mission Critical



C2.2.027 Provide an extensive business process, approval and workflow for the one or more unique applicant and hiring processes within the District.

Mission Critical



C2.2.028 Designate various criminal records maintenance options for managing employee security clearance, including releasing or holding employment processing depending on the employee type.

Mission Critical



C2.2.029 Utilize a hiring rubric by position or position type that allows for a more data drive candidate selection process.

Mission Critical



C2.2.030 Ability to manage multiple types of hiring processing such as, such as Administrators, Teachers, Professionals, Auxiliary, and Substitutes.

Non-Negotiable



C2.2.031

Ability to configure and utilize different hiring business rules for secondary and elementary teacher and other campus level staffing, including enforcing each type's business rules through online, real time system editing.

Mission Critical



C2.2.032

Allow for multiple types of pay schedules such as range and step, administrative salary schedule, non-exempt monthly salary schedule, pay rate salary stipends, hourly salary schedule for annualized and non-annualized (hourly), and statutory minimum salary schedule.

Mission Critical



C2.2.033

Allow for multiple stipend pay schedules such as December and May semi-annual stipend salary schedule and coaches or fine arts stipend salary schedules that are driven by campus specific business rules.

Mission Critical



C2.2.034 Provide electronic mechanism to create, issue, manage and track probationary and term contracts issued to contracted employees for a given year.

Mission Critical



C2.2.035 Include method for contracted employees to accept or reject employment contracts using an electronic signature.

Mission Critical



C2.2.036 Provide profile and configuration settings for HR staff to manage the opening and closing of electronic employment contracts, including contract wording and terms by contract type.

Mission Critical



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C2.2.037 Allow for historical inquiry or reporting of employment contracts for a given school year by the individual contracted employee and by Human Resources staff based on security resource.

Mission Critical



C2.2.038

Allow for issuing, re-issuing, or rescinding of employment contracts outside of the designated contract window to allow for employees who are late starts and mid-year transfers into and out of contracted positions.

Mission Critical



C2.2.039 Allow inquiry and reporting for employee and Human Resources approval and workflow actions recorded during the electronic contract processing.

Mission Critical



C2.2.040

Provide for a letters of reasonable assurance process for substitutes and para-professionals that work similarly to an electronic employment contract process, including profile configuration, electronic signatures, acceptance and rejection options, and historical results.

Mission Critical



C2.2.041 Utilize the electronic contract and letters of reasonable assurance processes to drive employment status for an upcoming or future school year.

Mission Critical



C2.2.042 Include method to interface employee data into Internal Control Systems' DSX Access Systems to manage badge access for employees and contractors.

Mission Critical



C2.2.043 Provide means to track vacancy allocation profile settings through using a year-driven profile.

Mission Critical



C2.2.044 Provide method to generate an employee fee for lost employee badges and a means to reverse the charges if the badge is found within the prescribed number of business days.

Medium



C2.2.045

Ability to interface with CRS Advanced Technology Subfinder version 6.x or higher using their Data Exchange Pro file format requirements, including the ability to receive employee absence information and substitute pay information within the system.

Mission Critical



C2.2.046 Include ability to manage substitute’s preferences such as working and site preferences. Ability to receive employee absence information and substitute pay information out of the process.

Mission Critical



C2.2.047 Ability to manage certification information for employees and substitutes in a manner that can be used by other processes and applications.

Mission Critical



C2.2.048 Allow for multiple types of employee stipends including annual stipends such as travel allowance and cell phone stipends.

Mission Critical



C2.2.049

Allow Human Resources to designate semi-annual stipend configuration rules that will allow schools to perform the data entry and designate stipend recipients while ensuring the data flows seamlessly into a designated payroll process.

Mission Critical



C2.2.050 Allow copy features for both semi-annual stipends and annual stipends to be copied for multiple purposes and re-used.

Mission Critical



C2.2.051 Ensure all relevant Human Resource employee pay information is interfaced into Payroll processing through an automated means.

Non-Negotiable



C2.2.052

Provide means to document employee performance appraisals, including supervisor review, self-evaluation, review dates, job descriptions, statistical performance data, past year goal metrics, and future goals based on security resource.

Mission Critical



C2.2.053 Provide inquiry and reporting for employee performance appraisals that can be exported into Adobe .pdf format based on security resource.

Mission Critical



C2.2.054 Provide method to manage employee compensation by position, salary schedule or other District designated configuration.

Non-Negotiable



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C2.2.055 Ability to record and manage skills inventory by employee. Mission Critical



C2.2.056 Ability to manage substitute employees by designated types as certified and long term.

Mission Critical



C2.2.057 Maintain employee information, including any demographic and I-9 information.

Non-Negotiable



C2.2.058 Ability to manage employee name changes through Human Resources into the Payroll module.

Non-Negotiable



C2.2.059 Include mechanism to record and track non-resident alien employees visas, including all relevant data elements associated with the visa.

Non-Negotiable



C2.2.060

Provide ability to designate certain employee information as “confidential” at the employee's request and restrict access accordingly through security, such as home address and home phone number.

Non-Negotiable



C2.2.061 Provide ability for employees to have one or more positions at one time while still maintaining a maximum FTE count by person.

Non-Negotiable



C2.2.062

Provide ability to designate Human Resource pay salary information and carry that information into Payroll while respecting all effective dates and salary information for each position held by an employee.

Mission Critical



C2.2.063 Maintain supervisor to employee relationships based on roles and responsibilities while allowing this data to be utilized in processes such as employee evaluations.

Mission Critical



C2.2.064 Include ability to record effective date changes to a position's role and responsibility such as a position changes from supervisory to non-supervisory and vice versa.

Mission Critical



C2.2.065

Provide ability to perform any of the following actions for any District employee within Human Resources: position or job transfer, employee reinstatement, employee promotion, employee separation or termination, employee retirement, change to lower or higher pay grades for a position, salary changes, and shift differentials.

Non-Negotiable



C2.2.066

Ability to modify proposed positions and staffing levels so that the proposed budget planning process reflects known and planned personnel actions such as promotions, demotions, salary increases, transfers and terminations.

Mission Critical



C2.2.067 Maintain historical information for all positions, job codes, assignments and each employee in the district for current and past school years.

Non-Negotiable



C2.2.068 Provide online system edits preventing an employee from being successfully processed as a new hire without a valid position and/or assignment.

Mission Critical



C2.2.069 Provide functionality that allows position or assignment additions or change to be edited against a position table for class and salary group/step in real time to prevent data entry errors.

Mission Critical



C2.2.070 Provide capability for developing “what-if” scenarios for salary negotiations that include ability to report on funding detail needs, requested staffing (FTEs), and personnel budgeting.

Non-Negotiable



C2.2.071 Provide ability to convert salary estimates into live Human Resources data based on security resource.

Medium



C2.2.072 Utilize job code, position, roles and responsibilities to feed staffing processes such as campus and department rosters and employee evaluations.

Medium



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C2.2.073 Ability to manage all employees through an organization hierarchy that identifies employees to supervisors up through the superintendent.

Medium



C2.2.074

Provide flexibility to model the organization structure and supervisor to employee relationships, including allowing adjustments within a staging area that can be then moved into live.

Medium



C2.2.075 Generate electronic and hard copy job posting notices for positions to be filled or available within the District.

Mission Critical



C2.2.076 Provide ability to establish a new job posting notices by copying and modifying a previously created job posting.

Mission Critical



C2.2.077 Allow applicants to upload resumes and any other documents either for a specific job posting or to be used on multiple job postings as part of the employment application process.

Mission Critical



C2.2.078 Provide ability to designate and manage a job posting as one for internal candidates only.

Mission Critical



C2.2.079 Maintain applicant information for employees, former employees, and external applicants for a district specified time.

Mission Critical



C2.2.080

Allow options for certain applications, such as a volunteer application, to be reset or inactivated on a district designated basis while retaining all the information, including demographic information, about the applicant themselves.

Mission Critical



C2.2.081 Allow for job postings to be created and managed as a pooled and non-pooled job posting.

Mission Critical



C2.2.082

Provide means for applicants to record demographic information such as applicant name, degrees, certifications, SSN, previous work experience, responsibilities, skill set, and other relevant information.

Mission Critical



C2.2.083 Provide ability for applicants to apply for positions using a new or existing application saved under their secure applicant profile.

Mission Critical



C2.2.084

Provide ability to perform an initial security check (such as First Inquiry or First Advantage) for applicants using specific information such as name and driver’s license # while allowing only District staff to view the results.

Mission Critical



C2.2.085

Full integration with an applicant screening tool such as Gallup or Polaris to be driven by application type, including the ability to keep track of previous screening tool scores without displaying those scores to the applicant.

Mission Critical



C2.2.086 Provide ability for applicants to establish and maintain multiple job applications and use one of those applications to apply for a specific job posting.

Mission Critical



C2.2.087 Provide ability to scan “hard-copy” job applications and application documents and associate the documents to the applicant.

Mission Critical



C2.2.088

Provide ability to perform a comparison of a job posting's minimum requirements for education and experience to qualifications of available applicants for a position, and generate a list of potential candidates for consideration.

Mission Critical



C2.2.089

Generate interview and notification letters based on a job posting to inform applicants of the status of a position or his/her status as an applicant such as position filled, offer letter, or posting withdrawn.

Mission Critical



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C2.2.090

Provide two way interface with Oce Aguilar's Human Resource Center as means to export candidate and employee information from the system's Human Resource and Position Control modules into Oce and import employee and candidate demographic and other data back into the Human Resource, Position Control, and/or Payroll modules within the system.

Mission Critical



C2.2.091 Provide ability to distribute job descriptions through the electronic mail system to designated staff.

Mission Critical



C2.2.092 Provide functionality that allows the district to document all activities undertaken to fill a position with a profile listing of common actions undertaken such as an interactive checklist.

Medium



C2.2.093 Provide historical applicant information through inquiry or reporting based on user defined criteria.

Mission Critical



C2.2.094 Provide ability to search and analyze applicant and their responses to job posting based on user defined criteria.

Mission Critical



C2.2.095 Maintain application data until applicant is hired or application data meets the District's records retention policy for that document type.

Mission Critical



C2.2.096 Provide ability to capture and report on all Affirmative Action and EEO data required for applicant tracking purposes.

Mission Critical



C2.2.097 Support the documentation of required certifications upon hiring for each applicant based on job posting.

Mission Critical



C2.2.098 Support drug testing results for applicants for selected positions that is only visible to District staff.

Low



C2.2.099 Provide mechanism to record and track Texas Education Agency's SBEC results for each employee.

Mission Critical



C2.2.100

Support multiple interview and notification processes for a single applicant simultaneously such as in the case where two campuses or departments within the District are recruiting the same applicant.

Mission Critical



C2.2.101 Provide ability to identify applicants using a unique personal identification number that is not an employee number or SSN.

Mission Critical



C2.2.102 Provide standard applicant and job posting reports that allow for monitoring all aspects of the applicant placing and tracking functions based on user defined criteria.

Mission Critical



C2.2.103 Provide electronic mechanism to hire and vacate staff using a hierarchy of security levels to enforce workflow and approvals.

Mission Critical



C2.2.104 Allow hiring managers to initiate hiring of applicants through an electronic application that ensures departmental and position maximum allocations and FTE available to fill are respected.

Mission Critical



C2.2.105 Allow employees to initiate their own vacate or terminations for voluntary situations and route the employee's notification to their supervisor.

Medium



C2.2.106 Allow hiring managers to initiate involuntary employee separations through electronic means that includes workflow and approval routing by Human Resources staff.

Mission Critical



C2.2.107 Provide hiring managers with ability to generate staff roster reports based on user defined criteria.

Mission Critical



C2.2.108 Provide an electronic hiring and vacating application that includes multiple levels of security and approval routing for hiring managers and Human Resources staff.

Mission Critical



C2.2.109 Ability to allow hiring and vacate functionality with the current year plus the next year simultaneously based on user selected options at the time of the transaction.

Mission Critical



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C2.2.110

Provide ability for Human Resources staff to generate staffing and roster reports by campus or department and have those reports individually emailed to the appropriate manager or supervisor over each campus or department based on Position Control data.

Mission Critical



C2.2.111

Ability to manage staffing and salary information for specialty assignments by employee such as summer school without impacting the employee's existing primary and secondary assignments.

Mission Critical



C2.2.112 Allow hiring managers to designate certain salary elements about an applicant during the hiring process such as the new employee will have an additional coaching or fine arts stipend.

Mission Critical



C2.2.113 Provide means to interface employee data with Sungard's eschoolplus application, including ability to respect employee status and position at a given campus within the interface.

Mission Critical



C2.2.114 Provide ability to allow hiring managers and/or Human Resources staff to make FTE or hours changes for existing employees through an electronic application.

Mission Critical



C2.2.115 Provide means to rehire previous employees as a separate type within the electronic hiring application.

Mission Critical



C2.2.116 Ensure a web based, electronic hiring application includes real time updates to FTE and allocation counts for a campus or department.

Mission Critical



C2.2.117 Allow for vacates and hiring entries to operate independently in terms of when those actions directly impact FTE count, budgetary information and allocation counts for a campus or department.

Mission Critical



C2.2.118 Ability to generate employee and substitution evaluations based on position or assignment parameters.

Mission Critical



C2.2.119 Ability to generate interdepartmental and intradepartmental transfers for existing employees within the electronic hiring application.

Mission Critical



C2.2.120 Calculate an employee's salary amount remaining for the fiscal year in case where there is a position change.

Mission Critical



C2.2.121

Permit tracking and budgeting of personnel expenditure savings or outlays realized as a result of position turnover (e.g., hiring freezes, hiring delays, terminations, reductions-in-force and related personnel actions).

Mission Critical



C2.2.122 Report and incorporate personnel position-related data into Budget Preparation and Live Budget through an integrated process.

Mission Critical



C2.2.123 Automatically calculate salary and benefit information based on master profile(s) or table(s) of positions, job class salary ranges, steps, and employee types.

Mission Critical



C2.2.124 Provide method to manage employee salary and calendar information based on fiscal year or school year within the Human Resources module.

Mission Critical



C2.2.125 Include method to manage organization chart for purposes of employee evaluations, including using Position Control job code data.

Mission Critical



C2.2.126

Ability to establish and maintain steps for an organized the employee complaint or grievance process, including but not limited to effective dates, and comments associated with each complaint and grievance details.

Medium



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C2.2.127 Provide ability to process employee personnel actions for a future effective date for position fills, transfers and vacates while ensuring data accuracy for those changes.

Mission Critical



C2.2.128 Provide ability to process changes to employee demographic for a future effective date such as changes to home address, federal tax deductions, dependents, etc.

Mission Critical



C2.2.129 Allow for the reversal or voiding of employee personnel actions with based on security resource.

Mission Critical



C2.2.130

Provide ability to process multiple personnel actions for a given employee during a single pay period in effective date order and in valid order such as processing a promotion prior to processing a termination for the same employee.

Non-Negotiable



C2.2.131 Support the entry and monitoring of appeals associated with employee disciplinary actions or appeals.

Medium



C2.2.132 Support the entry and monitoring of investigations and grievances in accordance with investigation and grievance policies located on the District's website.

Medium



C2.2.133

Provide ability to maintain an unlimited number of investigations or grievances for each employee record (including grievance filing date and description of circumstances) and establish/maintain steps in the grievance process, effective dates, policy or procedure allegedly violated, and comments associated with each grievance.

Medium



C2.2.134 Provide ability to generate mailing labels by work at or managed by location or other user defined criteria.

Medium


C2.3 - Payroll C2.3.001 Ability to process payroll for multiple pay periods (semi-monthly, monthly) in a given time period that include multiple pay types (hourly, salaried, etc.).

Non-Negotiable


C2.3 - Payroll C2.3.002

Ability to calculate regular pay, extra duty pay, overtime pay, and straight time based on the District's pay calculation for each employee using the sum of each employee's FTE and number of work days.

Non-Negotiable


C2.3 - Payroll C2.3.003 Ensure a payroll pay run process with the ability to perform corrections and contains re-run options without negatively impacting pay run or employees pay information.

Non-Negotiable


C2.3 - Payroll C2.3.004

Allow for complex payroll calculations such as an employee's blended rate, which may include regular pay and hours worked, overtime pay and hours worked, straight time pay and hours worked, and extra duty pay and hours worked.

Mission Critical


C2.3 - Payroll C2.3.005 Provide online, real time system editing for each transaction to ensure proper calculation of payroll processes.

Mission Critical


C2.3 - Payroll C2.3.006 Allow for system to maintain and update an employee's contract balance for a given fiscal or calendar year.

Mission Critical


C2.3 - Payroll C2.3.007

Allow for a roll over or copy process to be performed at the District's designation that will roll or copy employee's pay rate from Position Control, calendars, employee leave, job classes, changing budget codes, state screen data, and other payroll related data with the ability to reset salary and pay rate data.

Mission Critical


C2.3 - Payroll C2.3.008 Roll over or copy features so that certain employee types can be rolled independently or together at the same time.

Mission Critical


C2.3 - Payroll C2.3.009 Reduce amount of manual data entry required to prepare employee information such as timecards and pay rate changes needed for each payroll pay run process.

Mission Critical



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C2.3 - Payroll C2.3.010 Allow for new hire employees to be paid over a 13 month period vs. 12 month period while reflecting this adjustment in the employee's salary.

Mission Critical


C2.3 - Payroll C2.3.011 Provide method to auto-calculate employee payoffs when processing the employee's last payroll check.

Non-Negotiable


C2.3 - Payroll C2.3.012 Provide method to correct an employee's SSN if entered incorrectly based on security resource and workflow approval.

Non-Negotiable


C2.3 - Payroll C2.3.013 Provide method to retro pay employees back to a specific date based on specific parameters and security resource.

Mission Critical


C2.3 - Payroll C2.3.014 Ability to process non-cash payments or allowances for certain employees.

Non-Negotiable


C2.3 - Payroll C2.3.015 Include ability for planned salary increases to be accurately reflected in the employee contract balance information for a given fiscal or calendar year.

Mission Critical


C2.3 - Payroll C2.3.016 Include employee direct deposit prenote features within each payroll processing or as a separate on-demand process.

Mission Critical


C2.3 - Payroll C2.3.017 Allow for payroll processing to accurately reflect employees who work multiple assignments and/or multiple work calendars during a specific pay period.

Mission Critical


C2.3 - Payroll C2.3.018

Include gross pay reasonableness checks by comparing total gross pay calculated to “reasonable” variances established in the system, such as gross pay cannot exceed an employee's contract balance by a certain percentage.

Mission Critical


C2.3 - Payroll C2.3.019 Provide methods for docking employee's gross pay for those who do not work during a pay period, including the ability to dock time and/or money.

Mission Critical


C2.3 - Payroll C2.3.020 Ensure the appropriate budget code(s) and account(s) are used when paying an employee for any salary including straight time, overtime, and docking.

Mission Critical


C2.3 - Payroll C2.3.021 Provide ability to process lump sum termination pay based on the Board and Payroll policies located on the District's website.

Mission Critical


C2.3 - Payroll C2.3.022 Provide ability to designate employees and/or pay codes subject to FICA and Medicare taxes from those that are not subject to FICA and Medicare, including options for FICA alternatives.

Non-Negotiable


C2.3 - Payroll C2.3.023 Provide ability to establish profile-based earnings accumulator or certain taxing limits and have the information be used during payroll processing.

Non-Negotiable


C2.3 - Payroll C2.3.024 Enter, track, and manage non-taxable, W-2 reportable items for each employee such as 457, 403 and 401(k) Deferred Compensation, Flexible Spending and Dependent Care benefits.

Non-Negotiable


C2.3 - Payroll C2.3.025 Provide ability to calculate shift differential pay automatically based on pay and employee information.

Mission Critical


C2.3 - Payroll C2.3.026

Provide ability to dummy or pre-processing payroll pay runs for monthly and semi-monthly paid employees, including the ability to report and correct potential errors without negatively impacting the employee or payroll process.

Mission Critical


C2.3 - Payroll C2.3.027 Provide for the execution of a separate, supplemental payroll on an “as needed” basis.

Mission Critical


C2.3 - Payroll C2.3.028 Include ability to generate manual checks on the District's check stock or pre-printed checks as needed based on security resource.

Mission Critical


C2.3 - Payroll C2.3.029 Provide ability to designate each employee deduction for pre-tax and after-tax and have the payroll process respect that designation appropriately.

Non-Negotiable



of 99




C2.3 - Payroll C2.3.030

Maintain Federal and State withholding tax tables and properly calculate employee taxes by utilizing employee tax withholding data, tax tables, and earnings accumulators associated with each tax.

Non-Negotiable


C2.3 - Payroll C2.3.031 Allow employees to withhold additional Federal income tax beyond designated tax tables and withholding allowances at their discretion.

Non-Negotiable


C2.3 - Payroll C2.3.032 Calculate and report on employer portion of taxes and benefits as a percentage of earnings based on employee earnings accumulators.

Non-Negotiable


C2.3 - Payroll C2.3.033 Provide ability to monitor and report on annual maximum deduction amounts for specific deductions and halt the deduction once the predefined maximum is reached.

Mission Critical


C2.3 - Payroll C2.3.034 Provide ability to process deductions taken in a fixed amount each pay period such as health insurance premiums.

Mission Critical


C2.3 - Payroll C2.3.035 Provide ability to process deductions specified as a dollar amount or computed as a percentage of pay for each employee.

Mission Critical


C2.3 - Payroll C2.3.036 Provide ability to assign status as well as effective start and stop dates for all employee deductions by individual employee or at a District level.

Mission Critical


C2.3 - Payroll C2.3.037 Provide ability to process refunds of overpayments to specific employees or within a given pay run based on security resource.

Mission Critical


C2.3 - Payroll C2.3.038 Calculate imputed income subject to withholding tax and FICA taxes for term life insurance exceeding the amount designated by law.

Mission Critical


C2.3 - Payroll C2.3.039

Calculate and report employee participation in Teacher Retirement System (TRS) as part of the payroll process, include flexibility in maintaining the contribution percentages as designated by TRS.

Non-Negotiable


C2.3 - Payroll C2.3.040 Perform all payroll business rule edits for employee types based on defined processing rules.

Mission Critical


C2.3 - Payroll C2.3.041 Provide ability to cancel a payroll check or payment based on security resource and automatically adjust earnings, deductions, and withholdings for the employee.

Mission Critical


C2.3 - Payroll C2.3.042 Provide ability to cancel an entire payment or allow cancellations for a gross amount, a deduction amount, the net amount, or any partial amount for a given employee.

Mission Critical


C2.3 - Payroll C2.3.043

Provide ability to generate special payments as needed (e.g., performance payments, grant payments, extra duty, etc.), in addition to the regular semi-monthly and monthly payments for a given employee and pay run.

Mission Critical


C2.3 - Payroll C2.3.044 Process taxes and deductions in accordance with employee information during a pay run while allowing for override based on security resource.

Mission Critical


C2.3 - Payroll C2.3.045 Provide ability to configure and pay various employee stipends by generating the correct timecards for a given employee during a given pay run.

Mission Critical


C2.3 - Payroll C2.3.046

Provide ability to establish, maintain, and report garnishments or levies against disposable income for Federal and State tax levies, court-ordered garnishments, outstanding liabilities to the State, or other reasons dictated by State or Federal law.

Mission Critical


C2.3 - Payroll C2.3.047

Include method to generate and submit child support data in the prescribed file format to the Texas Attorney General's Office, including keeping track of more than one child support case or state for a given employee.

Mission Critical



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C2.3 - Payroll C2.3.048 Provide ability to designate certain deductions as ones that can be partially taken if an employee’s pay is insufficient to cover the whole deduction, including recording the partial amount taken.

Mission Critical


C2.3 - Payroll C2.3.049 Allow for adjustments to regular deduction amounts, either increasing or decreasing, for a specified number of pay periods, based on security resource.

Mission Critical


C2.3 - Payroll C2.3.050 Allow for prioritizing the order in which deductions are taken in the event that an employee’s pay is insufficient to cover all deductions.

Mission Critical


C2.3 - Payroll C2.3.051 Include ability to automatically take arrears deduction amounts in addition to normal deduction amounts during subsequent pay period(s).

Mission Critical


C2.3 - Payroll C2.3.052

Provide profiled based deduction table to establish and maintain information and rules specific to an unlimited number of deductions, including if the deductions is mandatory and voluntary.

Non-Negotiable


C2.3 - Payroll C2.3.053 Generate the appropriate payroll accounting events based on payroll transactions generated during payroll processing.

Mission Critical


C2.3 - Payroll C2.3.054 Ensure Payroll transactions result in non-fatal budgetary processing, regardless of available budget balance.

Non-Negotiable


C2.3 - Payroll C2.3.055

Include method to generate and manage Payroll accruals between the Payroll and General Ledger modules, including the ability to post transactions at a summary level using the appropriate payroll budget code and account information.

Mission Critical


C2.3 - Payroll C2.3.056 Allow for one or more budget code and account code distributions for a specific employee or deduction during payroll processing.

Mission Critical


C2.3 - Payroll C2.3.057 Include method to print payroll checks as part of the payroll pay run process.

Non-Negotiable


C2.3 - Payroll C2.3.058 Optionally allow for applying personnel costs to the budget code and account distributions based on prior history of time worked.

Mission Critical


C2.3 - Payroll C2.3.059 Provide ability to establish and maintain a “normal” workweek for each employee that allows for alternative work schedules, non-working days, holidays, etc.

Mission Critical


C2.3 - Payroll C2.3.060 Include ability to pay employees stipends for cell phone allowance, travel allowance, coaches stipends, etc. based on the employee's number of pays per year.

Mission Critical


C2.3 - Payroll C2.3.061 Provide ability to enter one or more timecards of the same or various types for an employee within an given pay run process.

Mission Critical


C2.3 - Payroll C2.3.062 Provide ability to process payroll transactions within the fiscal year adjustment period 13 based on security resource.

Mission Critical


C2.3 - Payroll C2.3.063 Provide mechanism to estimate and plan for mass “across the board” changes to specific to employee pay data in a payroll staging area that can be copied into Live payroll.

Mission Critical


C2.3 - Payroll C2.3.064 Provide method to deploy any salary negotiation or preparations into Live Payroll from staging or preparation area based on security resource.

Mission Critical


C2.3 - Payroll C2.3.065 Automatically generate pre-tax deductions for overpayments or special pay amounts for underpayments by employee.

Mission Critical


C2.3 - Payroll C2.3.066

Allow retroactive payroll adjustments for a specific employee or through a global process for certain employees, including the ability to automatically generate retroactive salary adjustments for hourly rates, deduction amounts, etc.

Medium


C2.3 - Payroll C2.3.067 Automatically accrue payroll liabilities to benefit providers and tax liability accounts as part of payroll processing.

Non-Negotiable



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C2.3 - Payroll C2.3.068 Provide ability to support reciprocal state taxing agreements within the Payroll module.

Mission Critical


C2.3 - Payroll C2.3.069 Provide ability to refund taxes and deductions taken in error for a specific employee or group of employees during the payroll process.

Mission Critical


C2.3 - Payroll C2.3.070

Provide for appropriate fiscal year-end and calendar year-end processes to close old calendars, schedules, and employee pay information and start with new calendars, schedules, and employee pay information.

Mission Critical


C2.3 - Payroll C2.3.071 Include methods to mask employee SSN and bank account(s) information based on security resource.

Mission Critical


C2.3 - Payroll C2.3.072 Provide method for employees who start working after their designated calendar (late starts) to accrual the appropriate amount of leave as part of payroll process.

Mission Critical


C2.3 - Payroll C2.3.073 Provide calendar-driven payroll processing with the ability to have one or more calendars for a given employee or employee type.

Mission Critical


C2.3 - Payroll C2.3.074 Ability to create school year calendar that is overlaid onto employee calendars to reduce data entry and calendar maintenance.

Mission Critical


C2.3 - Payroll C2.3.075

Generate the appropriate accounts payable checks and/or ACH transactions within the payroll process such as vendor benefit checks, employee reimbursements, Texas Attorney General child support payments, or IRS wage garnishments.

Non-Negotiable


C2.3 - Payroll C2.3.076 Ability to reprint checks or regenerate direct deposit information for a pay run based on security resource without negatively impacting payroll information.

Non-Negotiable


C2.3 - Payroll C2.3.077 Ability to void and re-issue a payroll transaction, check or direct deposit, for a given employee based on security resource.

Non-Negotiable


C2.3 - Payroll C2.3.078 Provide ability to process direct deposits for payroll using an ACH bank accepted format and ability to generate employee remittance advices to support each transaction.

Non-Negotiable


C2.3 - Payroll C2.3.079 Allow for total net pay to be deposited to one or more bank accounts for an employee based on previously established ACH data for that employee.

Low


C2.3 - Payroll C2.3.080 Ensure method to reverse ACH transactions based on security resource and approval process.

Non-Negotiable


C2.3 - Payroll C2.3.081 Ability to upload ACH credits to an employee based on security resource.

Mission Critical


C2.3 - Payroll C2.3.082 Include process to perform direct deposit and ACH clearing and bank reconciliation.

Mission Critical


C2.3 - Payroll C2.3.083 Provide web based, self-service application for employees to view and update their demographic and W-4 tax information.

Mission Critical


C2.3 - Payroll C2.3.084 Allow configuration of a web based, self-service application for employees that includes free form text disclaimers and instruction areas from the District to alert employees.

Mission Critical


C2.3 - Payroll C2.3.085

Provide ability for employees to access current pay period, month-to-date, year-to-date payroll detail, withholding information, and leave balances in a web based, self-service application.

Mission Critical


C2.3 - Payroll C2.3.086

Provide web based, self-service application for employee to view information such as check history, salary information, degree or certificate information, benefits, deductions, and other relevant information.

Mission Critical



of 99




C2.3 - Payroll C2.3.087 Allow for supervisor approval and oversight for employee absence requests.

Mission Critical


C2.3 - Payroll C2.3.088 Ensure employee absences are tied to one or more budget codes and account distributions.

Mission Critical


C2.3 - Payroll C2.3.089 Track and maintain leave balances in hour, day or 1/2 day increments for each employee.

Mission Critical


C2.3 - Payroll C2.3.090 Ensure employees cannot request more leave per day than they are required to work for that day.

Mission Critical


C2.3 - Payroll C2.3.091

Provide an all-inclusive leave accounting system that tracks leave used, leave accrued, leave advanced, leave lost or converted, and leave balances, and leave paid, including the ability to have different leave accruals occur during payroll processing, fiscal year end, etc. for different employee types.

Mission Critical


C2.3 - Payroll C2.3.092

Ability to configure and manage multiple types of leave for all types of employees who are allowed to request and use leave, including ability to track leave that does and does not impact employee leave banks.

Non-Negotiable


C2.3 - Payroll C2.3.093 Method to identify and grant new hire or re-hire employees who need leave advanced outside of the normal leave allocation process while pro-rating the amount appropriately.

Mission Critical


C2.3 - Payroll C2.3.094

Ability to establish and maintain a Sick Leave Pool where employees can voluntarily donate a specific amount to the pool each fiscal year. In the event of catastrophic illness, an employee may then be awarded Sick Leave from the pool.

Mission Critical


C2.3 - Payroll C2.3.095 Provide ability to record and maintain an audit trail of all transactions associated with payroll processing.

Mission Critical


C2.3 - Payroll C2.3.096 Provide ability to make corrections to employee leave balances and leave requests based on security resource.

Mission Critical


C2.3 - Payroll C2.3.097 Provide unique employee number to identify all employees that is not SSN.

Mission Critical


C2.3 - Payroll C2.3.098 Maintain all employee information required for W-2 reporting. Non-Negotiable


C2.3 - Payroll C2.3.099 Provide a W-2 correction procedure that allows corrections to current and prior year W-2s for current and past employees.

Non-Negotiable


C2.3 - Payroll C2.3.100 Provide mechanism to direct and address payments to the “Estate of” a deceased employee and generate a 1099-MISC at year-end instead of a W2.

Mission Critical


C2.3 - Payroll C2.3.101 Ability to capture W2 information in a work file and work any exceptions prior to printing or generating W2 forms or magnetic media.

Non-Negotiable


C2.3 - Payroll C2.3.102 Ability to generate W2 and W3 processing, print paper copies, and generate magnetic media based on employee W4 and payroll processing data for a given calendar year.

Non-Negotiable


C2.3 - Payroll C2.3.103 Ability to edit and update employee W2 data based on security resource.

Non-Negotiable


C2.3 - Payroll C2.3.104 Generate W2 file in correct format that meets Internal Revenue Service (IRS) standards for printing on pressure sealed paper.

Non-Negotiable


C2.3 - Payroll C2.3.105 Allow for employee pay adjustments that are temporary for a particular payroll process and those that are permanent going forward for an employee based on security resource.

Mission Critical


C2.3 - Payroll C2.3.106 Include ability to maintain employee information such as address changes in one place and have automatic update to W2 information, when W2 processing is open.

Non-Negotiable



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C2.3 - Payroll C2.3.107 Provide ability to collect and maintain electronic timesheets for employees using a time entry collection tool with specific job or task information for the time reported.

Mission Critical


C2.3 - Payroll C2.3.108

Ability for employees to transfer into another job or task from the normal schedule using the timekeeping application, including ability to include the proper budget code and account for the non-standard job or task performed.

Mission Critical


C2.3 - Payroll C2.3.109 Allow employees to enter timesheet information into a web based, self-service timekeeping application.

Mission Critical


C2.3 - Payroll C2.3.110 Provide method to collect actual days and times worked for certain employees, such as hourly employees.

Mission Critical


C2.3 - Payroll C2.3.111 Include the payroll processing for generating the correct timecards and pay based on actual time worked by employees.

Mission Critical


C2.3 - Payroll C2.3.112 Allow supervisors and Payroll staff to enter or update employee reported time based on security resource.

Mission Critical


C2.3 - Payroll C2.3.113 Ability to manage schedules for required and non-required lunch clocking by specific employee or group of employees.

Mission Critical


C2.3 - Payroll C2.3.114 Provide means for employees to use the District's existing magnetic “swipe” cards to record time in and time out in the timekeeping application.

Mission Critical


C2.3 - Payroll C2.3.115 Provide ability for employees to charge their time worked to the proper budget code and account based on their current position within Position Control.

Mission Critical


C2.3 - Payroll C2.3.116 Provide all necessary system edits to ensure accurate timesheet entry for employees and approvers based on a defined set of District business rules.

Mission Critical


C2.3 - Payroll C2.3.117 Provide method to report and account for holiday hours worked within the timekeeping system for specific groups of employees.

Mission Critical


C2.3 - Payroll C2.3.118 Ensure holiday hours can only be reported on a district recognized holiday.

Mission Critical


C2.3 - Payroll C2.3.119

Perform “reasonableness” edits on dates and hours, and generate appropriate warning messages for unreasonable conditions for all timecard entries, such as if an employee reports an improbable number of work hours in a work day or week.

Mission Critical


C2.3 - Payroll C2.3.120

Ability to track and maintain accurate Leave Without Pay, Family Medical Leave Act (FMLA) or other types of leave of absences for an employee, including ability to generate appropriate payroll transactions for the employee during a given pay run.

Mission Critical


C2.3 - Payroll C2.3.121 Provide method for system to change the leave type used for an absence if there is not enough leave balance in the type requested based on District defined leave hierarchy.

Mission Critical


C2.3 - Payroll C2.3.122 Ensure leave requested by an employee does not exceed the hours per day or work week for that employee through online system edits.

Mission Critical


C2.3 - Payroll C2.3.123

Ensure that all timesheet entries are completed and approved before payroll calculations are performed, including ensuring no changes are made to timesheets once the pay period has been closed for time reporting purposes.

Mission Critical


C2.3 - Payroll C2.3.124 Provide means for employees to request time off through the timekeeping system. Once approved, generate the appropriate leave balance entries based on the leave requested and approved.

Mission Critical


C2.3 - Payroll C2.3.125 Provide ability to make work schedule adjustments for employees utilizing an alternative work week schedule.

Medium



of 99




C2.3 - Payroll C2.3.126 Allow for timesheet entry for a pre-defined set of employee designated work activities, such as time to perform administrative duties or record time for an event.

Mission Critical


C2.3 - Payroll C2.3.127 Provide profile(s) that allows specific campus or department representatives to maintain jobs or tasks assigned to that location for employees to record time against.

Mission Critical


C2.3 - Payroll C2.3.128 Allow for entry of time and attendance data using hours and minutes and am/pm designation, while accounting for District designated rounding of minutes.

Mission Critical


C2.3 - Payroll C2.3.129 Provide ability to optionally default current month’s timesheet to prior month’s recorded time entries under certain conditions based on security resource.

Mission Critical


C2.3 - Payroll C2.3.130 Ability to record electronic signature for employee and supervisor using submit functions as part of workflow management process for payroll processing and timekeeping.

Mission Critical


C2.3 - Payroll C2.3.131

Allow for designated district holidays or non-working days used by the payroll processing while allowing for these days to be changed without negatively impacting employee pay, such as in changing a holiday to a bad weather make-up day.

Mission Critical


C2.3 - Payroll C2.3.132 Allow for user defined reporting of employee leave and time history based on security resource.

Mission Critical


C2.3 - Payroll C2.3.133 Allow for correction of payroll errors with deductions and benefits while ensuring contract balances remain accurate based on security resource.

Non-Negotiable


C2.3 - Payroll C2.3.134 Provide for defined levels of electronic approvals for timesheet authorization based on a department or other Payroll designated parameters.

Mission Critical


C2.3 - Payroll C2.3.135 Provide controls to ensure that timesheets have been entered for all employees who require timesheet entry before allowing closure for a specific pay period.

Mission Critical


C2.3 - Payroll C2.3.136 Maintain an audit trail of all employee payroll data entries, including any additions, changes, and/or inactivations by user, date and time, and change made.

Mission Critical


C2.3 - Payroll C2.3.137 Provide optional ability to “flag” employees for which leave is not to be accrued, such as for employees on Leave Without Pay.

Mission Critical


C2.3 - Payroll C2.3.138 Provide ability to configure various pay types and pay codes within the payroll process.

Mission Critical


C2.3 - Payroll C2.3.139 Include reports to identify employee leave patterns based on user defined search criteria and security resource.

Medium


C2.3 - Payroll C2.3.140

Provide web-based, self-service application for designated employees to request time off, which requests can then be approved electronically, and then used to automatically generate the appropriate leave bank entries.

Mission Critical


C2.3 - Payroll C2.3.141

Provide process to generate files in the correct format for Social Security Administration (SSA) Employee Verification process based on specific criteria such as employee status and last paid date.

Non-Negotiable


C2.3 - Payroll C2.3.142 Include ability to upload or import the results from SSA Employee Verification process.

Mission Critical


C2.3 - Payroll C2.3.143 Provide mechanism to identify and report on SSA verification errors only or on the complete submission based on security resource.

Mission Critical



of 99




C2.3 - Payroll C2.3.144 Ability to enter and post future date employee pay rate changes and have the payroll process utilize the correct pay rate data once the date occurs.

Mission Critical


C2.3 - Payroll C2.3.145

Include reports such as employee check history, payroll activity, benefits, pay run processing details, check register, summary and detail payroll distribution data, pay run gross pay, payroll deduction summary and detail information, timecard reporting, and timecard history within the payroll process.

Mission Critical


C2.3 - Payroll C2.3.146 Allow for Adobe .pdf and Excel spreadsheet output for Payroll, Leave and Timekeeping reports to a user's designated location such as their computer workstation or network drive.

Mission Critical


C2.3 - Payroll C2.3.147 Include ability to report on any payroll, leave, or timekeeping data across a fiscal or calendar year for employees based on security resource.

Mission Critical


C2.3 - Payroll C2.3.148

Include method to manage Worker's Compensation information for specific employees including each incident, the leave option chosen, and other payroll related processing based on security resources.

Mission Critical


C2.3 - Payroll C2.3.149 Include business process workflow between Worker's Compensation and Payroll modules.

Medium


C2.3 - Payroll C2.3.150 Ensure ability to export Worker's Compensation information into the proper format for reporting to a third party administrator or Texas Association of School Boards (TASB).

Medium


C2.3 - Payroll C2.3.151 Provide inquiry for activity history, pay rate information, leave balances, position information, and status history by employee or groups of employees.

Mission Critical


C2.3 - Payroll C2.3.152 Ability to generate the appropriate employee reimbursements for petty cash and travel through the payroll process.

Medium


C2.3 - Payroll C2.3.153 Ability to manage long term substitutes as a distinct employee type with specific business processing rules.

Medium


C2.3 - Payroll C2.3.154

Ability to link a substitute work day to an employee absence while using the a reason code or leave type and determining the appropriate budget code for the substitute to be paid from based on specific budget code and account business rules.

Mission Critical


C2.3 - Payroll C2.3.155 Need ability to track different types of long term substitutes such as teacher, administrator, professional, etc. and pay them at different daily rates.

Medium


C2.3 - Payroll C2.3.156 Provide method to manage and pay long term substitutes through the payroll process.

Mission Critical


C2.3 - Payroll C2.3.157

Provide integration between Payroll and Human Resources and/or Position Control modules for any employee hiring, transfer, and terminations that includes reducing manual data entry into these separate modules using approval and routing workflow features.

Mission Critical


C2.3 - Payroll C2.3.158

Provide for interface or API between the web-based timekeeping system and Transfinder transportation software to process payments to employees who drive buses during special events such as a coach who drives a bus to an athletic event.

Mission Critical


C2.3 - Payroll C2.3.159 Provide potential fraud alerts when users attempt to add or update their own payrate or benefit information.

Mission Critical


C2.4 - Position Control

C2.4.01 Provide method to manage the District's staffing levels based on FTE allocations, which can be managed at a generic allocation level or a specific position level.

Non-Negotiable



of 99





C2.4.02 Ability to track the origin of all vacancies as well as how vacancies are filled, including any changes in budget code and account information as a result.

Mission Critical



C2.4.03 Ability to track and manage employee assignment(s) for one or more simultaneously-held positions while allowing one of those as a designated primary assignment.

Non-Negotiable



C2.4.04

Ability to track similar work across multiple assignments and years for each employee so that the number of days and years worked can be counted even when an employee experiences assignment changes.

Mission Critical



C2.4.05 Provide ability to manage standardized job descriptions by year and associate them to positions, including the ability to designate user-defined roles and other job description properties.

Non-Negotiable



C2.4.06 Provide ability to maintain position information by year, including ability to manage positions by location independent of the position's work at location.

Non-Negotiable



C2.4.07 Allow for job descriptions to enable integration with automated processes based on roles and other properties within the job description.

Mission Critical



C2.4.08 Allow for employees to inherit job description roles and properties as a result of their designated assignments.

Mission Critical



C2.4.09 Ability to have one or more employee in a position within a given year.

Non-Negotiable



C2.4.10

Ensure Position Control budget code and account information validates against financial budget code and account information for a given year, including recognizing the difference between live budget and budget preparation.

Mission Critical



C2.4.11 Provide a method to copy job descriptions, positions, staff levels, and employee assignments from one year to the next based on security resource.

Mission Critical



C2.4.12 Provide calculation of employee's salary based on hourly rate, daily rate, monthly rate, annual rate, or salary schedule for all employee assignments within a given year.

Non-Negotiable



C2.4.13 Provide authorization to pay employees that functions independently from Payroll module, including but not limited to salary, stipends, or other recurring pay.

Non-Negotiable



C2.4.14 Include ability to interface Position Control pay data to Payroll module.

Non-Negotiable



C2.4.15 Provide capability to maintain Position Control data for the current year while simultaneously being able to plan and manage Position Control data for the upcoming or next year.

Mission Critical



C2.4.16

Provide inquiry and reporting capability for Position Control staff rosters, employee assignments, staffing planning and budget planning based on user defined criteria. Allow for report information to be exported in Adobe .pdf or Excel spreadsheet formats.

Mission Critical



C2.4.17 Provide ability to view current, historical and audit trail information for Position Control data, including but not limited to job descriptions, positions, and employee assignments.

Mission Critical



C2.4.18

Allow for various Position Control security resources that include no access, view only access, independent editing of positions and assignments, independent editing of job descriptions, independent editing of position budget code and account, and independent editing of FTE maximums.

Mission Critical



of 99




C2.5 - State & Federal Reporting

C2.5.01 Ability to generate the Texas Auditors electronic file for General, Expenditure and Revenue transactions, including ability to specify reporting year and through period.

Mission Critical



C2.5.02

Ability to generate Texas New Hire Report in paper and magnetic media format as a means to report new employees to the Texas Attorney General's office while ensure employees are only reported once upon hiring or upon re-hiring.

Non-Negotiable



C2.5.03

Ability to generate Texas Federal Fund/Grant Report to report federal fund and care amounts to the Texas Retirement System (TRS). The federal report is also known as the trs3 report and the care report is also known as the trs489 report.

Non-Negotiable



C2.5.04

Ability to generate Texas Statutory Minimum report as a means to report actual salary received by the employee compared to the published state schedule. Report must run after the last payroll of the month and before the month is cleared for the 1st payroll of the next month.

Non-Negotiable



C2.5.05

Ability to generate Texas Teacher Retirement Member Data report as a means to maintain employee demographic, address and position or contract data to the state, which include any MDx and RP records.

Non-Negotiable



C2.5.06 Ability to generate Texas Teacher Retirement Regular Payroll report as a means to report contributions made to the state for an employee's retirement, which includes any MDx and RP records.

Non-Negotiable



C2.5.07 Ability to generate Texas Criminal History Report for the state of Texas which details employee background check information in accordance with the state of Texas SBEC guidelines.

Mission Critical



C2.5.08 Ability to generate Texas Employment Commission (TEC) tape in report or magnetic media format as a means to report employee quarterly wages and earnings to the state of Texas.

Non-Negotiable



C2.5.09 Ability to generate Texas Employment of Retired Members report as a means to report all data required by the state of Texas for retirees working at the District.

Non-Negotiable



C2.5.10

Ability to generate Texas Teacher Service Records, including information related to employee years of service, leave balances, hire and termination information, calendar and class information. Process must include reporting requirements based on an employee's days worked and their FTE as well as ability to generate a TSR for an employee on demand.

Non-Negotiable



C2.5.11

Ability to generate Texas Teacher Retirement Payments for New Members to report the salary, deductions and fees being paid on all employees that have not reached the 90 day requirement before becoming a TRS member to the state of Texas.

Non-Negotiable



C2.5.12

Ability to generate Texas TRS Pension Surcharge for Retirees to report to the state of Texas the total salaries and surcharge being paid by the District on retired employees using a specific deduction code.

Non-Negotiable



C2.5.13 Ability to generate Texas TRS Care Surcharge for Retirees as a means to report the total health care amount being paid by the district on retired employees using a specific deduction code.

Non-Negotiable



C2.5.14

Ability to generate Texas Staff Salary Data report to report monthly count for the number of employees paid in specific staff positions to the state of Texas as defined by the Texas Education Agency (TEA).

Non-Negotiable



C2.5.15 Ability to general special 'month to data' payroll accrual restore under special circumstances based on security resource.

Mission Critical



of 99





C2.5.16 Ability to generate the No Child Left Behind (NCLB) report or other federal Department of Labor reporting requirements based on employee and student scheduling data for a given school year.

Mission Critical



C2.5.17 Provide method to collect and report EEO-5 summary and detail information based on location, employee, and district information.

Non-Negotiable



C2.5.18 Provide method to collect and report the annual US Census Annual Survey of Governmental Employment based on Federal guidelines.

Mission Critical



C2.5.19 Provide method to collect and report data for the US Civil Rights Federal reporting.

Mission Critical



C2.5.20 Provide method to collect and generate the IRS 941 tax return in hard copy and magnetic media format.

Non-Negotiable



C2.5.21 Provide ability to track military leave to accurate access the 15 days requirement within the Texas Retirement System (TRS) reporting requirements for a given period.

Mission Critical



C2.5.22

Utilize employee data to capture Texas Retirement System (TRS) information such as employee demographic information, SSN, name changes, salary information, days worked, calendar type, new hire and/or new position, termination information, and any retirement information.

Non-Negotiable



C2.5.23 Ability to designate specific employee deductions as performance pay so it can be correctly identified for Texas Retirement System (TRS) reporting.

Non-Negotiable



C2.5.24

Capture and compare employee salary information against the designated statutory minimum requirements to report any district owed fees to the state of Texas when employees are paid over the statutory minimums.

Non-Negotiable



C2.5.25

Capture profile information regarding Texas Retirement System (TRS) care, insurance, and retirement percentages and utilize this profiled data within the payroll processing calculations and in various TRS reporting.

Non-Negotiable



C2.5.26 Ability to track and record employee retirement option and health care benefits selected with Texas Retirement System (TRS).

Mission Critical



C2.5.27 Provide method to perform multiple county data salary reporting to the state of Texas since the district currently has employees in at least two counties.

Mission Critical



C2.5.28 Provide method to track employee leave and docking situations and report the impact to Texas Retirement System (TRS) on a monthly basis.

Non-Negotiable



C2.5.29 Provide method to resubmit Texas Retirement System (TRS) file submissions and reporting as a means to perform error correction in the correct file format.

Non-Negotiable



C2.5.30 Ensure the application can be prepared for the Texas Retirement System (TRS) TEAMS application, which will replace the current TRS TRAQS application.

Medium



C2.5.31 Ability to report and identify employees paid by federal funds when providing services such as food service as part of the Texas Retirement System (TRS) reporting process.

Non-Negotiable



C2.5.32 Provide ability to reconcile TRS employee reporting results prior to report submissions.

Non-Negotiable



C2.5.33 Provide method to calculate statutory minimum amount for TRS reporting for each employee for which this applies.

Mission Critical



C2.5.34 Provide method to calculate creditable service including number of days for TRS reporting for each employee for which this applies.

Non-Negotiable



of 99





C2.5.35 Provide method to compute employer portion for the appropriate local and state entitlements.

Mission Critical



of 99

C3 - Purchasing



C3 - Purchasing C3.1 - Contracts C3.1.01 Allow for user-defined contract identification numbering scheme that is at least 14 characters in length.

Medium

C3 - Purchasing C3.1 - Contracts C3.1.02 Provide ability to generate and maintain detailed contract catalogs through automated means.

Medium

C3 - Purchasing C3.1 - Contracts C3.1.03 Provide method to make one or more vendor awards for one bid process that includes the bid preparation, award, submission, scope of service, statement of work, and/or contract.

Medium

C3 - Purchasing C3.1 - Contracts C3.1.04 Ability to manage and adhere to District defined business rules for each bid, submission, scope of services, or statement of work issued.

Medium

C3 - Purchasing C3.1 - Contracts C3.1.05

Allow users to select items from contract catalogs, warehouse stock, and/or surplus warehouse inventory to generate purchasing transactions that are created based on selection(s) made.

Medium

C3 - Purchasing C3.1 - Contracts C3.1.06 Provide ability to interface purchasing transactions, such as contracts and bids, with Ionwave Technologies' electronic procurement solutions.

Medium

C3 - Purchasing C3.1 - Contracts C3.1.07 Provide ability to report on catalog items based on user defined criteria such as most used, least used, etc.

Medium

C3 - Purchasing C3.1 - Contracts C3.1.08 Ability to convert awarded bids into the purchasing transactions generated from single, multiple and/or split awards.

Medium

C3 - Purchasing C3.1 - Contracts C3.1.09

Include contract profile for each vendor contact including contract dates, prime vendor information, 3rd party vendor(s), contract details, commodity code information, and other purchasing related information.

Medium

C3 - Purchasing C3.1 - Contracts C3.1.10 Ability to create, manage and track blanket contracts based on District defined business rules.

Low

C3 - Purchasing C3.1 - Contracts C3.1.11 Ability to encumber contract line items together or separately from each other based on accounting distribution and account code information.

Low

C3 - Purchasing C3.1 - Contracts C3.1.12 Provide contract online inquiry and reports for the procurement to payment processing lifecycle by contract and other user defined criteria.

Medium

C3 - Purchasing C3.1 - Contracts C3.1.13 Provide ability to inquire and report on vendor concurrent contracts based on user defined criteria.

Medium

C3 - Purchasing C3.1 - Contracts C3.1.14 Ability to track milestone and/or contract performance measures for each awarded contract.

Low

C3 - Purchasing C3.1 - Contracts C3.1.15 Provides means to communicate the District's acknowledgement of met milestones or accepted deliverables.

Low

C3 - Purchasing C3.1 - Contracts C3.1.16 Ability to attachment documents to each contract and have those documents copy into subsequent purchasing transactions such as the requisitions and/or purchase order.

Medium

C3 - Purchasing C3.1 - Contracts C3.1.17 Allow for contracts to denote single or multiple contract years based on contract and contract type.

Low

C3 - Purchasing C3.1 - Contracts C3.1.18 Ability to track and manage contract limits over the life of each contract.

Medium

C3 - Purchasing C3.1 - Contracts C3.1.19 Provide method to flag contract expirations using a profiled contract renewal lead time(s) for contract extends, renewals, and/or rebids.

Medium

C3 - Purchasing C3.1 - Contracts C3.1.20 Provide mechanism to automatically or manually assigned contract numbers to each contract and contract amendment.

Medium

C3 - Purchasing C3.1 - Contracts C3.1.21 Provide inquiry and drill down capabilities from the contract to details of the Request for Proposal, Statement of work, Request for Information, etc.

Low



of 99



C3 - Purchasing C3.1 - Contracts C3.1.22 Provide inquiry and reporting options for summary and contract details based on user defined criteria, including the ability to export the data into Excel spreadsheet or Adobe .pdf format.

Medium

C3 - Purchasing C3.1 - Contracts C3.1.23 Provide contract budget to actuals comparison reports based on user defined criteria.

Medium

C3 - Purchasing C3.1 - Contracts C3.1.24 Generate automatic bid email and mailing notification for vendors based on a selected commodity code and/or other District designated profile information.

Low

C3 - Purchasing C3.2 - Inventory & Warehouse

C3.2.01 Ability to interface with Seagull Scientifics' BarTender software package to use bar code technology.

Medium


C3.2.02

Utilize bar coding technology for hand held or wireless scanning device(s) and have the system respond accordingly based on the scanned stock number(s) for inventory transactions including but not limited to receiving, counting, filling requisitions, transfers, restocking, etc.

Medium


C3.2.03 Provide method to interface with package scanning software for scheduling and tracking deliveries based on warehouse requisition transactions.

Medium


C3.2.04 Provide customizable picking and packing lists based on user defined criteria to manage warehouse orders.

Mission Critical


C3.2.05 Provide customizable warehouse ordering and tracking reports based on user defined criteria.

Medium


C3.2.06 Provide ability to create and maintain inventory, warehouse stock, and surplus warehouse catalogs.

Mission Critical


C3.2.07

Provide detailed profile information for inventory and warehouse items including but not limited to item description, unit of measure, unit cost, average cost, warranty information, vendor, quantity on hand, quantity on order, quantity on backorder, quantity received, multiple locations, hazard status, transfers, and status.

Mission Critical


C3.2.08 Provide ability to assign warehouse staff to move, deliver or transport inventory to specific locations or departments using workflow.

Low


C3.2.09 Ability to override budgeting exceptions for inventory and warehouse transactions based on security resource.

Mission Critical


C3.2.10 Ability to interface student textbook inventory information to and from Sungard's eschoolplus application.

Medium


C3.2.11 Ability to interface with Hayes Software System's TIPWeb application to allow for managing textbook inventory through use of bar code technology.

Mission Critical


C3.2.12 Ability to track and manage textbooks and instructional media items within the inventory module.

Low


C3.2.13 Ability to track and manage supplies or non-fixed asset items kept on hand as inventory items.

Medium


C3.2.14

Provide an audit trail for additions, changes, and updates to inventory items and inventory transactions, including the ability to inquire and report on the audit trail information based on security resource.

Mission Critical


C3.2.15 Provide ability to record the physical condition of an inventory item.

Low


C3.2.16 Provide ability to track, manage and update shipping and transportation costs associated with inventory items.

Medium


C3.2.17 Provide accurate quantity and price conversions between different units of measure ordered, received, and invoiced.

Mission Critical



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C3.2.18 Provide inventory options to manage First In First Out, Last In Last Out, Highest or Lowest cost, etc. by inventory item or type of item.

Medium


C3.2.19 Record transaction based information for each inventory transaction, including any accounting transaction information.

Mission Critical


C3.2.20

Track and manage inventory items and quantities through inventory or warehouse transactions, such as on order, on hand, in transit, undeliverable, in repair, damaged, etc. using real time processing.

Medium


C3.2.21

Ability to communicate with users regarding inventory requests through inquiry and/or workflow notification such as when certain activities like request filled or delivery scheduled occur for their request.

Low


C3.2.22 Utilize Point of Sale (POS) technology in Surplus Store by generating receipts, inventory transactions, cash receipts in batch for General Ledger processing.

Low


C3.2.23 Ability to classify inventory and warehouse stock by commodity code, class and item.

Medium


C3.2.24 Allow for various categories or classifications of inventory items including warehouse stock, inventory, surplus warehouse, textbooks, instructional media, etc. within the inventory module.

Medium


C3.2.25 Enable an item to be charged to a specific accounting distribution and account code based on inventory requests.

Non-Negotiable


C3.2.26 Allow inventory transactions to be initiated by campus or department staff based on security resource for that given location.

Non-Negotiable


C3.2.27 Provide capability for one or more costing methods for inventory and warehouse stock items.

Medium


C3.2.28 Utilize multiple bin location levels for inventory warehouse functions at least down to three (3) levels, such as row, aisle, bin, etc.

Mission Critical


C3.2.29 Utilize security hierarchy to determine authorization and approval levels for inventory transactions and respective processing by campus and/or department.

Non-Negotiable


C3.2.30 Provide ability and mechanism to reconcile inventory items to purchase order and receiving transactions by campus and/or department.

Mission Critical


C3.2.31 Provide method to apply vendor credit for returned or substitute warehouse or inventory items.

Mission Critical


C3.2.32 Record receipt information needed for Prompt Payment processing within the Accounts Payable module.

Mission Critical


C3.2.33

Ability to generate warehouse requisitions through an interface with the District's maintenance department software called Open Lab's Teamwork for work orders that require materials or inventory items housed at the warehouse.

Low


C3.2.34 Ability to identify and process inventory transfers based on District business rules.

Mission Critical


C3.2.35 Ability to identify and reconcile vendor shipping and receiving discrepancies for inventory and warehouse items based on security resource.

Mission Critical


C3.2.36

Provide method to take inventory items offline for repairs or servicing and record additional cost of repairs to item(s) cost, including the ability to designate an estimated repair date for return to stock.

Low



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C3.2.37 Ability to return an item back into inventory that was offline for repairs or servicing.

Low


C3.2.38 Provide ability to create and manage warehouse pick up transactions or walk through requisitions using bar code technology and assign transaction to specific departments.

Medium


C3.2.39 Provide method for users to requisition warehouse stock, surplus warehouse and inventory items on the same requisition.

Mission Critical


C3.2.40 Provide method for multiple approval levels for warehouse requisitions by campus or department and/or item requested.

Mission Critical


C3.2.41

Provide method to auto-generate individual requisitions for items that are unfilled, transferred, back ordered, budgetary constraints, etc. to assist with requisition and order tracking for items that cannot be filled.

Mission Critical


C3.2.42 Ability to have multiple active or inactive cycle counts at the same time for inventory and warehouse items.

Mission Critical


C3.2.43

Provide ability to freeze or close inventory to perform year end or counting events without impacting end user security that includes notification to users that inventory and warehouse is temporarily unavailable.

Mission Critical


C3.2.44 Provide mechanism to reconcile or adjust inventory item variances independent of cycle counting based on security resource.

Mission Critical


C3.2.45 Provide method for blind and semi-blind, or non-blind counting that includes reconciling issues with individual item counts or groups of items count.

Mission Critical


C3.2.46 Provide method to count inventory and warehouse items based on location, bins, and/or type and user defined criteria.

Mission Critical


C3.2.47 Provide method to track, report and/or inquire on inventory and warehouse counting variances.

Mission Critical


C3.2.48 Provide method for campus or department to receive credit for items returned to the warehouse.

Mission Critical


C3.2.49

Provide methods for inventory and warehouse item disposal that include but are not limited to recycle, auction sale, scrap, surplus sale, obsolete, unserviceable, held for repair, expiration, inventory shrinkage, etc.

Medium


C3.2.50 Provide method to interface inventory transactions with Fixed Assets module.

Medium


C3.2.51 Generate the appropriate accounting and offsetting entries for inventory and warehouse transactions that can be posted in batch to the General Ledger.

Mission Critical


C3.2.52 Provide ability to review and edit batch inventory and warehouse transactions prior to being interfaced into General Ledger based on security resource.

Mission Critical


C3.2.53 Provide method for real time, near real time, or on-demand batch inventory transaction processing.

Mission Critical


C3.2.54 Ability to recalculate reorder point on demand or on scheduled basis based on security resource.

Mission Critical


C3.2.55

Generate requisitions and/or purchase orders for inventory or warehouse items that have reached their re-order point, including generating the appropriate accounting distribution and account code information on the transaction.

Mission Critical


C3.2.56 Provide ability to perform historical analysis on inventory and warehouse items for planning purposes.

Mission Critical



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C3.2.57

Provide ability to perform replenishment analysis for inventory items and warehouse stock including usage statistics, item aging, and tracking for reordering, lead time, safety stock, variance tracking, and stocking purposes.

Mission Critical


C3.2.58 Provide method to recalculate costing method for inventory items based on purchase orders issued, accounts payable paid invoices, inventory transactions, and other related transactions.

Mission Critical


C3.2.59 Provide methods for inventory demand forecasting based on trend analysis and historical usage.

Mission Critical


C3.2.60 Provide option to calculate reorder point at user specified frequencies or using manual factors.

Mission Critical


C3.2.61 Provide aged inventory item reporting options. Low


C3.2.62 Account for returned items to inventory or warehouse stock using a return or reason code.

Mission Critical


C3.2.63

Provide ability to generate Return Materials Authorization (RMA) for inventory items that are rejected, damaged, or refused, including generating the appropriate accounting entries for the RMA.

Low


C3.2.64 Provide ability to record sales of Surplus Store items, including the appropriate accounting transactions.

Low


C3.2.65 Ability to generate delivery or shipping bill of lading documents for warehouse requisitions that could be sent to campuses and departments.

Low


C3.2.66

Ability to generate inventory reports including but not limited to Inventory Status, Location, Departmental Charges Summary, Inventory Count, Bin Labels, Scanning reports, Inventory variances, Usage and Warehouse Delivery Schedule.

Mission Critical


C3.2.67 Allow for inventory stock to be located and easily identifiable if stored in multiple warehouse locations with each location tracking the correct number of items contained in that location.

Mission Critical

C3 - Purchasing C3.3 - Purchasing C3.3.01 Provide for processing of various purchasing transactions including purchase requisitions, purchase orders, change orders, and receiving transactions.

Non-Negotiable

C3 - Purchasing C3.3 - Purchasing C3.3.02 Ability to enter and update online purchase requisitions based on security resource.

Non-Negotiable

C3 - Purchasing C3.3 - Purchasing C3.3.03 Capture the financial and accounting data elements for all purchasing transactions, including preencumbrance and encumbrance accounting entries.

Non-Negotiable

C3 - Purchasing C3.3 - Purchasing C3.3.04 Ensure comments can be added to any purchasing transaction header and line such as a requisition or purchase order.

Non-Negotiable

C3 - Purchasing C3.3 - Purchasing C3.3.05 Provide real time update or batch interface of receiving transaction information to Purchasing, Fixed Assets and/or Inventory modules based on the transaction type.

Non-Negotiable

C3 - Purchasing C3.3 - Purchasing C3.3.06 Provide interface or a copy method to move purchasing transactions into Accounts Payable for vendor payment.

Mission Critical

C3 - Purchasing C3.3 - Purchasing C3.3.07 Sequentially assign a unique document number to each purchasing transaction such as a requisition, receipts, or purchase order.

Non-Negotiable

C3 - Purchasing C3.3 - Purchasing C3.3.08 Generate up to 999 individual line items and/or accounting distributions on each purchasing transaction.

Mission Critical

C3 - Purchasing C3.3 - Purchasing C3.3.09 Provide data entry for item specifications and comments on each purchasing transaction.

Mission Critical



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C3 - Purchasing C3.3 - Purchasing C3.3.10 Ability to copy free-form text or comments on all purchasing transaction header or transaction lines to be copied into the respective purchase order(s) at the same header or lines level.

Mission Critical

C3 - Purchasing C3.3 - Purchasing C3.3.11 Permit a particular buyer to process or be responsible for purchasing specific items or locations based on certain user defined criteria.

Low

C3 - Purchasing C3.3 - Purchasing C3.3.12 Generate purchasing transactions through on-line entry or an upload process using a spreadsheet loading tool.

Medium

C3 - Purchasing C3.3 - Purchasing C3.3.13 Cross-reference purchasing transactions to the corresponding related transactions, such as requisitions to the purchase order, etc.

Non-Negotiable

C3 - Purchasing C3.3 - Purchasing C3.3.14 Allow for multiple delivery schedules per purchasing transaction by campus or department.

Mission Critical

C3 - Purchasing C3.3 - Purchasing C3.3.15 Allow zero as a valid price at the line-item and below level for any purchasing transactions.

Non-Negotiable

C3 - Purchasing C3.3 - Purchasing C3.3.16 Provide ability to save attachments to any purchasing transaction. Medium

C3 - Purchasing C3.3 - Purchasing C3.3.17 Ensure accounting distribution and account codes are validated through automated means against the Budget and/or General Ledger module for each purchasing transaction.

Non-Negotiable

C3 - Purchasing C3.3 - Purchasing C3.3.18 Provide method to close purchasing transactions that have not be fully processed or paid based on security resources.

Mission Critical

C3 - Purchasing C3.3 - Purchasing C3.3.19 Provide method for re-approval for any requisition transaction based changes to certain data fields such as accounting distribution, or campus or department ordering, etc.

Mission Critical

C3 - Purchasing C3.3 - Purchasing C3.3.20 Ability to capture audit trail information for any purchasing transaction including user, date and time and change made.

Mission Critical

C3 - Purchasing C3.3 - Purchasing C3.3.21 Allow for vendor information to be change on a purchasing transaction without re-issuing or re-entering the transaction.

Mission Critical

C3 - Purchasing C3.3 - Purchasing C3.3.22 Permit a user who has incomplete information to still save a purchasing transaction but not process the transaction until all required or necessary data has been entered.

Medium

C3 - Purchasing C3.3 - Purchasing C3.3.23 Provide method for requiring one or more levels of requisition approval based on District business rules prior to generating purchase order.

Non-Negotiable

C3 - Purchasing C3.3 - Purchasing C3.3.24 Allow a single requisition or single lines on a requisition to result in one or more generated purchase orders.

Low

C3 - Purchasing C3.3 - Purchasing C3.3.25 Allow for a single purchase order to be created from multiple purchase requisitions.

Low

C3 - Purchasing C3.3 - Purchasing C3.3.26 Copy requisition information to a purchase order, including comments and attachments.

Non-Negotiable

C3 - Purchasing C3.3 - Purchasing C3.3.27 Create a purchasing transaction based on a previously entered purchasing transaction of the same type.

Low

C3 - Purchasing C3.3 - Purchasing C3.3.28 Ability to record expected delivery date on purchasing transactions.

Medium

C3 - Purchasing C3.3 - Purchasing C3.3.29 Provide purchasing transaction summary and detailed inquiry and reporting based on NIGP class and item information.

Medium

C3 - Purchasing C3.3 - Purchasing C3.3.30 Provide method to profile Commodity Codes or NIGP codes and allow that data to be inherited by purchasing transactions in which those codes are used.

Medium

C3 - Purchasing C3.3 - Purchasing C3.3.31 Allow for decentralized requisitions that can roll into centralized purchasing order generation processing.

Non-Negotiable

C3 - Purchasing C3.3 - Purchasing C3.3.32 Ability to customize the District-wide purchase order format. Mission Critical



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C3 - Purchasing C3.3 - Purchasing C3.3.33

Provide ability to temporarily close the Purchasing module to any entry or transactions based on specific configuration for each purchasing transaction type, including the ability to alert users to the module being closed.

Mission Critical

C3 - Purchasing C3.3 - Purchasing C3.3.34 Establish and maintain a table of commonly-used (payment) terms and conditions.

Low

C3 - Purchasing C3.3 - Purchasing C3.3.35 Allow for free-form or comment based instructions to the vendor appear on the printed or generated purchase order.

Medium

C3 - Purchasing C3.3 - Purchasing C3.3.36 Provide alerts if outstanding requisitions or purchase orders already exist for the item and vendor combination being created in a purchasing transaction.

Low

C3 - Purchasing C3.3 - Purchasing C3.3.37 Send purchase order to vendors through automated means such as email notification or by faxing.

Medium

C3 - Purchasing C3.3 - Purchasing C3.3.38 Ensure all purchasing transactions are within budget for the specified accounting distribution and account code combination as the transaction is being processed.

Non-Negotiable

C3 - Purchasing C3.3 - Purchasing C3.3.39 Suspend any purchasing transaction that is not approved or that exceed budget for its designated accounting distribution and account code combination.

Mission Critical

C3 - Purchasing C3.3 - Purchasing C3.3.40 Establish optional District defined tolerances for percentages and/or amounts by which purchasing transaction variances can be processed.

Medium

C3 - Purchasing C3.3 - Purchasing C3.3.41 Automatically calculate line and order totals for any purchasing transaction, including ensuring header and line amounts match.

Non-Negotiable

C3 - Purchasing C3.3 - Purchasing C3.3.42 Allow for additional costs, such as shipping, handling and discounts to be applied to the overall transaction or to individual lines for each purchasing transaction.

Non-Negotiable

C3 - Purchasing C3.3 - Purchasing C3.3.43 Allow for change orders against any purchasing transaction based on security resource.

Non-Negotiable

C3 - Purchasing C3.3 - Purchasing C3.3.44 Ability to generate an outstanding receiving report based on user defined criteria.

Mission Critical

C3 - Purchasing C3.3 - Purchasing C3.3.45 Automatically close purchase order and/or lines based on the appropriate receiving information.

Medium

C3 - Purchasing C3.3 - Purchasing C3.3.46 Ability to create receiving transaction when no purchase order was issued based on security resource.

Mission Critical

C3 - Purchasing C3.3 - Purchasing C3.3.47 Provide method to receive requisitioned items similar to warehouse requisition stock, including ability to tie back to a specific campus or department.

Medium

C3 - Purchasing C3.3 - Purchasing C3.3.48 Provide receiving reports based on purchasing activity using user defined criteria.

Mission Critical

C3 - Purchasing C3.3 - Purchasing C3.3.49 Ability to search on any purchasing transactions based on user defined criteria.

Mission Critical

C3 - Purchasing C3.3 - Purchasing C3.3.50 Ability to upload and process electronic billing or invoices from vendors for purchasing transactions.

Medium

C3 - Purchasing C3.3 - Purchasing C3.3.51 Match purchasing transactions to Account Payable invoices based on District defined criteria while allowing certain percentage and/or amount variances.

Medium

C3 - Purchasing C3.3 - Purchasing C3.3.52 Provide method to identify the transactions that must be entered and posted before payment processing takes place.

Medium

C3 - Purchasing C3.3 - Purchasing C3.3.53 Provide method to update Fixed Assets and/or Inventory module information with additional costing information from purchasing transactions, including change orders.

Medium

C3 - Purchasing C3.3 - Purchasing C3.3.54 Provide a method to manage the National Institute of Governmental Purchasing (NIGP) classifications by class and item and require this information for certain purchasing transactions.

Medium



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C3 - Purchasing C3.3 - Purchasing C3.3.55 Provide ability to denote 'REPRINT' for purchasing transactions that are printed more than once.

Mission Critical

C3 - Purchasing C3.3 - Purchasing C3.3.56 Provide method for notifying Accounts Payable module of any outstanding items prior to payment processing of purchasing transactions.

Medium

C3 - Purchasing C3.3 - Purchasing C3.3.57 Ability to produce purchasing and accounts payable aging reports for any specified period based on user defined criteria.

Non-Negotiable

C3 - Purchasing C3.3 - Purchasing C3.3.58 Provide online inquiry on requisitions, purchase orders, accounts payable, checks, and vendor transactions for current and prior years.

Non-Negotiable

C3 - Purchasing C3.3 - Purchasing C3.3.59 Allow for email notification to requestors when a purchase order is created for their requisition.

Medium

C3 - Purchasing C3.3 - Purchasing C3.3.60 Provide means to roll outstanding encumbrances and its purchase order transactions into a new fiscal year.

Non-Negotiable

C3 - Purchasing C3.3 - Purchasing C3.3.61 Provide mechanism to integrate purchasing transactions with major shipping software such as FedEx or UPS.

Low

C3 - Purchasing C3.4 - Travel C3.4.01 Ability to reject travel vouchers if budget is inadequate for the designated accounting distributions and account codes.

Low

C3 - Purchasing C3.4 - Travel C3.4.02 Ability to track or reserve funding for travel when pre-travel requests are approved.

Low

C3 - Purchasing C3.4 - Travel C3.4.03 Send reservation and confirmation information to the traveler and campus or department designee by email.

Low

C3 - Purchasing C3.4 - Travel C3.4.04 Capture pre-travel and post-travel form routing and approval electronic signatures from the appropriate staff for each campus or department based on District defined criteria.

Low

C3 - Purchasing C3.4 - Travel C3.4.05 Record pre-travel data such as employee demographic information, estimated travel expenses, travel start and end dates, travel description, destination city and state.

Low

C3 - Purchasing C3.4 - Travel C3.4.06 Ability to maintain pending file of transmitted travel documents within the travel workflow processing as in the case of pre-travel documents.

Low

C3 - Purchasing C3.4 - Travel C3.4.07 Allow Travel department to enter and maintain centralized travel information for each traveler and trip including airfare, rental car, and reservations and authorizations.

Low

C3 - Purchasing C3.4 - Travel C3.4.08 Allow traveler to submit post-travel expense information and receipts including actual costs, travel information, and receipts using the pre-travel authorization as a comparison.

Low

C3 - Purchasing C3.4 - Travel C3.4.09 Generate appropriate Payroll or Accounts Payable accounting entries based on employee's direct deposit information for paid travel claims.

Low

C3 - Purchasing C3.4 - Travel C3.4.10 Ability to make travel document adjustments, cancellation(s), and comments for each trip.

Low

C3 - Purchasing C3.4 - Travel C3.4.11 Allow Travel department to process direct bill claims charged to a procurement card (pcard) on behalf to the District.

Low

C3 - Purchasing C3.4 - Travel C3.4.12 Ability to search by traveler’s employee number or Travel Authorization Number to retrieve current, future or past travel documents.

Low

C3 - Purchasing C3.4 - Travel C3.4.13 Ability to group and manage travelers together for those attending the same event.

Low

C3 - Purchasing C3.4 - Travel C3.4.14 Provide method to meet records retention guidelines for employee travel documentation.

Low

C3 - Purchasing C3.4 - Travel C3.4.15 Provide ability to record employee local travel expenses that do not require Travel department approval for items such as mileage or per diem.

Low



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C3 - Purchasing C3.4 - Travel C3.4.16 Provide ability to copy previous travel documents for an employee for repetitive travel events.

Low

C3 - Purchasing C3.4 - Travel C3.4.17 Allow for profile settings to manage District authorized amounts by item such as mileage rate, per diem, motel rate, etc.

Low

C3 - Purchasing C3.4 - Travel C3.4.18 Provide ability to report on aged travel documents. Low

C3 - Purchasing C3.4 - Travel C3.4.19 Provide process for re-submission of denied travel documents, including pre-travel and post-travel information.

Low

C3 - Purchasing C3.5 - Vendor Management

C3.5.01 Ability to track vendors by type including procurement and/or payables vendor within one master vendor file used throughout the system.

Medium


C3.5.02 Ability to track and report on supplier diversity information for a specific vendor and its procurement and payables history with the District.

Low


C3.5.03 Provide Historically Underutilized Business (HUB) options within vendor reporting based on user defined criteria.

Low


C3.5.04 Provide means to accurately track vendor contracts for one more contracts and bid awards.

Low


C3.5.05

Allow for measures to track and manage 'problem' vendors including phone calls, written contacts and comments made to the vendor by the District regarding procurement or payables issues.

Low


C3.5.06 Ability to record and track District comments regarding vendor performance for a given vendor.

Low


C3.5.07

Provide ability to maintain detailed vendor information using a unique identification number that includes but is not limited to contact, status, email and website information, DBA information, FEIN or SSN, vendor type, supplier diversity information, HUB information, procurement and payment addresses, 1099 information, and banking information.

Mission Critical


C3.5.08 Ability to inactive and/or purge vendors without negatively impacting historical transaction data.

Low


C3.5.09 Provide method to change or consolidate vendor information due to company closings or mergers.

Low


C3.5.10 Ability to inquire and report on any procurement or payables transaction and drill down to transaction details by vendor id.

Mission Critical


C3.5.11 Ability to generate vendor activity reports based on user defined criteria, including 1099 information.

Non-Negotiable


C3.5.12 Ability to flag vendor as being temporarily unavailable for use due to situations like Vendor-on-hold, litigation, payment dispute, problem, etc.

Medium


C3.5.13 Provide method to cross reference vendors who the District owes payment to against Accounts Receivable customers who owe the District payments.

Low


C3.5.14

Provide method to inactivate a vendor who is missing information or who has incomplete W-9 documentation so that the vendor cannot be used in a District procurement or payables transaction until issues are resolved.

Low


C3.5.15 Provide vendor inquiry and reports based on any vendor data collected for user defined criteria, including providing a method to export data to Excel spreadsheet or Adobe .pdf format.

Low



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C3.5.16

Provide vendor self-service application including vendor registration, address and contact update, online invoice submission, document submission, procurement inquiry for any contracts, purchase order, and payments made features.

Medium


C3.5.17 Ensure duplicate or multiple vendors are not allowed to have the same FEIN or SSN in the system.

Non-Negotiable



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C4 - Technology



C4 - Technology C4.1 - Administration & System Configuration

C4.1.01 System architecture must include Microsoft SQL Server 2008 R2 or higher, and must be programmed using industry standards such as .NET, C# or other class-based methodologies.

Non-Negotiable


C4.1.02 System should use a Windows 2008 R2 or higher operating system with a web-based, graphical user interface that does not utilize emulation services.

Non-Negotiable


C4.1.03 System should operate correctly on a Windows XP or Windows 7 end user workstation.

Non-Negotiable


C4.1.04 System graphical user interface should use industry standard browsers such as Google Chrome or Internet Explorer with District acceptable browser and network settings.

Mission Critical


C4.1.05

Ensure graphical user interface is consistent for all modules or applications within the system, including consistent presentation features such as point and click, re-sizing of window, user preferences, menus, screen forms, reports, etc.

Mission Critical


C4.1.06 Include graphical user interface or means to run system on wireless, tablet and/or mobile devices.

Medium


C4.1.07 Ensure database server hardware can be managed effectively at a central site.

Mission Critical


C4.1.08 Provide methods to identify and protect the District's customized source code during any software update and/or upgrade process.

Mission Critical


C4.1.09 Ability to support simultaneous shared read access to database files, programs, and report and query definitions across the system.

Mission Critical


C4.1.10 Provide accurately handling attempts by two or more users to update the same record at the same time without restricting any number of users to access or read the same record concurrently.

Mission Critical


C4.1.11 System should support native Online Analytical Processing (OLAP) capabilities.

Medium


C4.1.12 Allow for a scalable infrastructure within the system database, environment, and hardware configuration for future growth.

Mission Critical


C4.1.13 Enforce a minimum of 128 bit data encryption for any data being sent or received through the District's network, intranet or internet.

Mission Critical


C4.1.14 Provide infrastructure for single sign-on within the system. Medium


C4.1.15 System should utilize an industry standard for relational database management system (RDBMS) within the system's database.

Mission Critical


C4.1.16 Allow for extension of the database by adding or expanding delivered fields, screens, tables, reports, programs, etc. while still maintaining database integrity.

Medium


C4.1.17

Allow for additional, unrestricted District application and database development including but not limited to storage procedures, application programming interface (API), blob storage of audio and/or image data, null values, database triggers, reads against locked records, rollback options, and source code availability.

Mission Critical



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C4.1.18 Provide ability to screen shot and/or print screen any screen or form within the system.

Mission Critical


C4.1.19 Ensure real time access and update to the system's database for non-batch transactions.

Mission Critical


C4.1.20 Include standard APIs and/or developer tools for the District to modify delivered user interface design, tables, screens, processes, programs, fields, reports, etc.

Mission Critical


C4.1.21

Provide mechanism for data replication, including but not limited to the ability to copy a database instance to create testing or development instances as well as copying database into a District specified storage location.

Medium


C4.1.22 Include effective change management tools and infrastructure using standard APIs and/or developer tools.

Mission Critical


C4.1.23

Provide consistent workflow options and configuration throughout system's modules, including business rules, event triggers, user defined parameters, module appropriate roles, and rules that allows for bi-directional routing.

Mission Critical


C4.1.24 Capture workflow statistics based on workflow activity within the system.

Medium


C4.1.25 Provide for highlighting required elements and displaying detailed error messages in real time using a consistent presentation method across the system when data is incorrect or omitted.

Mission Critical


C4.1.26 Enforce real-time data validation without the system as users enter data on fields and/or as user submits page or screen for processing.

Mission Critical


C4.1.27 Provide real time warning and error messages using clear message text boxes and/or pop-up windows when data entered conflicts with defined business rules.

Mission Critical


C4.1.28 Ensure usage of industry standard database connection such as ODBC or ole DB through a Simple Object Access Protocol (SOAP) between the database and application and/or web server.

Mission Critical


C4.1.29 Ensure use of the TCP/IP network protocol with the system. Mission Critical


C4.1.30 Include a broadcast messaging, bulletin board message, and/or notification tool that can be used to alert all or targeted users.

Medium


C4.1.31 Utilize security resource as means to grant access to specific users who oversee the broadcast messaging and/or bulletin board messaging tool.

Medium


C4.1.32 Ensure all system and/or subsystem modules have a complete year end close procedure.

Mission Critical


C4.1.33 Allow for restricting free-form data entry where applicable through the use of date formatted fields, radio buttons, or drop down boxes, etc. throughout the system.

Medium


C4.1.34 Allow for copy, cut and paste functionality within the system. Medium



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C4.1.35 Allow the District to predefine default values where applicable to reduce end user data entry.

Medium


C4.1.36 Ability to specify 9999 number detail accounting lines per document and 9999 documents per batch.

Medium


C4.1.37 Ability for system or individual user to assign document ids where applicable.

Medium


C4.1.38 Provide edits to ensure duplicate document ids are not allowed when present in the system.

Mission Critical


C4.1.39 Ensure parent and child records maintain their relationships so that orphan or out of balance scenarios are avoided.

Non-Negotiable


C4.1.40 Provide for variance flagging based on user-defined exception amounts or percentages that exceed tolerances where applicable.

Medium


C4.1.41 Ability to locate specific information for an inquiry or report using “find” or "advanced find" feature.

Mission Critical


C4.1.42 Ability to utilize a wild card selection(s) for inquiry and report fields within the system.

Mission Critical


C4.1.43 Provide means to capture an automated audit trail on profile and transaction-based screens or forms within the system.

Mission Critical


C4.1.44 Provide for an audit trail including but not limited to transaction ID, type of change, effective date and time changed, old value, new value, transaction id, and user initiating change.

Medium


C4.1.45 Ensure historical data remains protected to preserve referential integrity while allowing the District to inactivate or stop use of that data going forward.

Mission Critical


C4.1.46 Allow for customizing error messages for both batch and online processing.

Medium


C4.1.47 Ability to customize menus and options by adding, deleting and changing menu options and visible screens within those menus.

Medium


C4.1.48 Provide easy-to-read screens, selection lists, pull-down menus, pop-up help window and consistent function key definitions across the system.

Mission Critical


C4.1.49 Provide user with ability to link to another screen to view or select related information and return to the initial screen for which the link originated.

Medium


C4.1.50 Ability to control and maintain report headings, column headings, print format, and rounding.

Medium


C4.1.51 Display report selection criteria on each report to assist the users with understanding what data is presented.

Medium


C4.1.52 Allow user to determine report output location and options. Mission Critical



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C4.1.53 Provide method to stop or cancel a report request by the user without adverse effects.

Mission Critical


C4.1.54 Provide notification to requestor or designated user if a query or report is running longer than a system specified time.

Medium


C4.1.55 Ability to produce graphical presentations of reports, such a 3D bar graphs, line graphs, and pie charts using various formats.

Medium


C4.1.56 Provide method for all system reports to be exported to Excel spreadsheet or Adobe .pdf format.

Mission Critical


C4.1.57 Ability to integrate and transmit data into other PC-based applications, such as Excel or Adobe .pdf, on the District's network or the user's workstation using a secured transmission method.

Non-Negotiable


C4.1.58

Include a robust graphical report writer for custom querying by end users based on security resource that includes but is not limited to selecting and sorting options, viewing all system and data tables, supports bar code fonts, and integrates chart wizards.

Medium


C4.1.59 Provide documentation of the system wide database schema, system-wide data dictionary, and system wide entity relationship diagrams (ERD)s in electronic and paper formats.

Mission Critical


C4.1.60 Provide end user and support manuals and training manuals for the entire application.

Mission Critical


C4.1.61 Allow users to schedule reports to run at a user designated time or interval as well as on-demand.

Mission Critical


C4.1.62 Provide method to submit routine requests for improvements or enhancements in future upgrades or fix packs to the product vendor.

Mission Critical


C4.1.63 Provide method to report system functionality or bug issues through a two-way case management tool between the District and the vendor.

Mission Critical


C4.1.64 Allow for user specified screen personalization such as in sorting or data selection displays.

Medium


C4.1.65 Allow for selected data to carry over or copy from one screen to another to reduce user data entry.

Medium


C4.1.66 Include method to deliver product vendor software version updates and/or upgrades in a timely fashion using an automated or semi-automated process.

Mission Critical


C4.1.67 Ensure the District receives federal and state mandated functionality changes in a reasonable time prior to comply with implementation deadlines imposed by those entities.

Mission Critical


C4.1.68 Provide ability to perform mass updates to certain fields or records within the system for quick updates based on security resource.

Medium


C4.1.69

Provide method to capture and utilize electronic signatures on various documents requiring signature, including the ability to distinguish between those that require acknowledgement signature from those that require a specific signature(s) to appear such as for District checks.

Mission Critical



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C4.1.70 Include field and screen context sensitive help integrated within the system that includes detailed error message explanations.

Medium


C4.1.71 Ensure system conforms to Americans with Disabilities Act (ADA) standards.

Medium


C4.1.72 Ability to configure and adhere to the daylight saving time within the system.

Mission Critical


C4.1.73

Ability to establish and configure multiple environments or database instances with distinct data and source code objects, such as a development environment, test or staging environment, and a production environment.

Mission Critical


C4.1.74

Ensure any system outage employs an automatic recovery to the last full logical transaction processed. Aside from disk damage, the system should be fully restorable through a proven, documented procedure.

Mission Critical


C4.1.75 Include tools for identifying potential disasters such as threat assessment based on potential areas for fraud within the system.

Mission Critical


C4.1.76 Include comprehensive backup plan and recovery solution for the both the database and all source code.

Non-Negotiable


C4.1.77 Allow for dynamic online backup or logging options that do not require users to exit the system.

Mission Critical


C4.1.78 Include measures and methods to ensure high system availability. Mission Critical


C4.1.79 Allow for database backup and restoration by module, database table or for the entire system.

Mission Critical


C4.1.80 Provide for online process for archiving and/or purging criteria for each data or transaction table in the system based on security resource.

Mission Critical


C4.1.81 Ability to automatically transfer information marked for archiving to be stored off-line at District defined intervals.

Medium


C4.1.82 Ability to archive data at lowest level of detail and maintain data integrity of those records at the summary level through the archiving process.

Medium


C4.1.83 Allow archiving to be copied to a District specified media. Medium

C4 - Technology C4.2 - Data Conversion

C4.2.01 Ensure data is migrated successfully from the District's current data structure into the new system using proven scripting, industry standards, and techniques.

Mission Critical


C4.2.02 Determine system data defaults based on current data where possible when mapping to the new system record and data structure.

Mission Critical


C4.2.03 Identify high-level metrics and data integrity measures within the data conversion process.

Mission Critical



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C4.2.04

Provide data mapping charts and schemas for each table being converted including the current system field within that table, the target field within the new system, any dependencies, and any comments regarding that conversion.

Mission Critical


C4.2.05 Provide data discovery to analyze the District's current system records and fields compared to new system records and fields.

Mission Critical


C4.2.06 Provide proven method to extract data from the District's current system and upload the converted data into the new system using a proven interface engine.

Mission Critical


C4.2.07 Ensure data consistency throughout the new system and validate results using the pre-defined metrics.

Mission Critical


C4.2.08 Report potential duplicates of data extracted from the existing system.

Mission Critical


C4.2.09 Report potential duplicates for the data converted into the new system.

Mission Critical


C4.2.10 Ensure the data conversion process and scripts can be run iteratively to refresh live environment data at the District's discretion.

Mission Critical


C4.2.11 Provide fully documented data conversion scripts and procedures that include versioning controls.

Mission Critical

C4 - Technology C4.3 - Interfaces C4.3.01 Ensure application programming interface (API) or SIF version 2.0 or higher compliance to communicate between the system and ancillary systems.

Non-Negotiable

C4 - Technology C4.3 - Interfaces C4.3.02 Provide ability to connect to the database through external querying tools using standard ODBC or Ole DB connectivity.

Mission Critical

C4 - Technology C4.3 - Interfaces C4.3.03 Ensure secured protocols are used within the system such as SSH, PGP, and/or SFTP encrypted connections where applicable.

Non-Negotiable

C4 - Technology C4.3 - Interfaces C4.3.04 Provide means to produce and manage public and private key authentications between the system and other interfacing entities.

Mission Critical

C4 - Technology C4.3 - Interfaces C4.3.05 Ability to execute and manage email interfacing using an industry standard such as IMAP or POP3 within the system.

Mission Critical

C4 - Technology C4.3 - Interfaces C4.3.06 Support SSL certification within the system. Non-Negotiable

C4 - Technology C4.3 - Interfaces C4.3.07

Provide two way interface between the system and Kronos Workforce Central 6.x or higher, including the ability to execute the new employee interface, terminated employee interface, pay run and timecard extracts, employee accruals, labor level set import, employee contacts, labor level entries import, and home labor account interface.

Mission Critical

C4 - Technology C4.3 - Interfaces C4.3.08 Provide interface from CCR Winocular into the system as a means to create employees and substitutes demographic and other employee information.

Mission Critical


Provide two way interface between the system and CRS SubFinder version 5.11 or higher, including exporting employee, substitutes, personal preferences, sites, and other configuration data out of the system into CRS to dramatically reduce CRS data entry. Process should include importing absence and leave request data from CRS back into the system based on District defined rules that includes detailed accounting distribution and account code information.

Mission Critical



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Provide ability to export benefits data from system and send to the District's designated health care providers as a means to transmit benefits data by specific employee to the appropriate carriers using the 834 format for health, dental, life, COBRA, disability, etc.

Mission Critical

C4 - Technology C4.3 - Interfaces C4.3.11 Provide ability to interface employee data from this system into Microsoft Active Directory to manage the District's identity management processes.

Mission Critical


Provide two way interface with Oce Aguilar's Human Resource Center as means to export candidate and employee information from the system into Oce and import employee as well as the ability to import employee and candidate demographic and other data back into the system.

Mission Critical

C4 - Technology C4.3 - Interfaces C4.3.13 Provide an interface with Avatar's eCampus staff development application as a means to export employee data from the system and upload the data into the eCampus application.

Mission Critical

C4 - Technology C4.3 - Interfaces C4.3.14 Provide mechanism to export data from this system into Cognos BI/EPMS, which is the District's data warehouse.

Mission Critical

C4 - Technology C4.4 - PEIMS C4.4.01

Provide year-driven PEIMS profiles for each PEIMS submission such as district id, degree, activities, career & tech, ethnicity, grade levels, multi-service indicator, population, role id, service id, shared services agreement, subject area, etc.

Non-Negotiable

C4 - Technology C4.4 - PEIMS C4.4.02

Ability to generate PEIMS appropriate records types for a designed PEIMS submission such as fall, winter or summer based on collected data based on Texas Education Agency's (TEA) PEIMS Data Standards.

Non-Negotiable

C4 - Technology C4.4 - PEIMS C4.4.03 Ability to record PEIMS campus profile that is separate from district campus/department listing.

Non-Negotiable

C4 - Technology C4.4 - PEIMS C4.4.04 Ability to load and translate budget and general ledger district data into PEIMS budget data using a translation methodology based on year and specific PEIMS submission.

Non-Negotiable

C4 - Technology C4.4 - PEIMS C4.4.05 Ability to load and translate budget and general ledger district data into PEIMS actuals data using a translation methodology based on year and specific PEIMS submission.

Non-Negotiable

C4 - Technology C4.4 - PEIMS C4.4.06 Provide method to change PEIMS translations using a translation methodology to reload the data once budget data has been initially loaded without adverse effects.

Non-Negotiable

C4 - Technology C4.4 - PEIMS C4.4.07 Provide method to load and maintain employee PEIMS personnel data for a given year and specific PEIMS submission.

Non-Negotiable

C4 - Technology C4.4 - PEIMS C4.4.08 Provide method to collect and maintain contracted staff for a given year and PEIMS submission.

Non-Negotiable

C4 - Technology C4.4 - PEIMS C4.4.09 Ability to manage and administer shared services agreements by year and specific PEIMS submission for the District.

Non-Negotiable

C4 - Technology C4.4 - PEIMS C4.4.10 Provide method to change PEIMS translations using a translation methodology to reload the data once actuals data has been initially loaded without adverse effects.

Non-Negotiable

C4 - Technology C4.4 - PEIMS C4.4.11 Ability to update and maintain loaded budget data for a specific PEIMS submission.

Non-Negotiable

C4 - Technology C4.4 - PEIMS C4.4.12 Ability to generate PEIMS summer submission data based on uploaded PEIMS 305 records from Sungard's eschoolplus student management system.

Non-Negotiable

C4 - Technology C4.4 - PEIMS C4.4.13 Ability to update and maintain loaded actuals data for a specific PEIMS submission.

Non-Negotiable

C4 - Technology C4.4 - PEIMS C4.4.14 Provide method to report PEIMS data by specific submissions and record type based on user defined criteria.

Non-Negotiable



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C4 - Technology C4.4 - PEIMS C4.4.15 Ability to interface with Sungard's eschoolplus student management system to ensure the district's PEIMS submission can be concatenated and interfaced correctly to TEA.

Non-Negotiable

C4 - Technology C4.5 - Security C4.5.01 System must support the use of a secured login to provision and authenticate users.

Non-Negotiable

C4 - Technology C4.5 - Security C4.5.02 Ensure user passwords are encrypted at all times without the ability to unencrypt the information.

Non-Negotiable

C4 - Technology C4.5 - Security C4.5.03 System conforms to security and confidentiality of employee records based on HIPAA and of any student data interacting with this system based on FERPA regulations.

Non-Negotiable

C4 - Technology C4.5 - Security C4.5.04 Allow for security roles and users to be created or updated through a copy feature.

Mission Critical

C4 - Technology C4.5 - Security C4.5.05 Assign users access using roles and/or responsibilities based on attributes within the Human Resources Position Control module.

Mission Critical

C4 - Technology C4.5 - Security C4.5.06 Ability to modify or change an individual user's security profile who is assigned security roles without impacting other user's with the same role.

Mission Critical

C4 - Technology C4.5 - Security C4.5.07 Ability to change individual role security and have it update or change user security with that role immediately or through a scheduled task.

Mission Critical

C4 - Technology C4.5 - Security C4.5.08 Ability to update security online real time. Mission Critical

C4 - Technology C4.5 - Security C4.5.09 Allow for initial user default login to be controlled by security administrator through security profiles.

Mission Critical

C4 - Technology C4.5 - Security C4.5.10 Ability to establish a system or batch ID to be used for interface purposes that is not confined to the standard security rules.

Mission Critical

C4 - Technology C4.5 - Security C4.5.11 Maintain system security, including incorporating security views and SSN masking, throughout the system's inquiry and reports.

Mission Critical

C4 - Technology C4.5 - Security C4.5.12 Ability to secure data or tables using row level security based on role or user id.

Mission Critical

C4 - Technology C4.5 - Security C4.5.13

Provide separate security functions for query, screens, processes and reports into options such as read only rights, add rights, update rights, execute rights, delete or inactive rights, and no rights.

Medium

C4 - Technology C4.5 - Security C4.5.14 Ability to customize menus, granting only those options available to each user or groups of users.

Medium

C4 - Technology C4.5 - Security C4.5.15 Ability to establish and maintain security workflow that includes multiple levels of review, additional data entry or selection, and execution.

Mission Critical

C4 - Technology C4.5 - Security C4.5.16 Ability to generate security requests on-demand by users with certain roles and route those requests through security administration workflow processing.

Mission Critical

C4 - Technology C4.5 - Security C4.5.17 Provide secured access to employee information, including SSN and demographic information, throughout the system and reporting based on security resource.

Mission Critical

C4 - Technology C4.5 - Security C4.5.18 Ability to secure or restrict viewing of non-employee confidential information and processing based on security resources by module such as financial or budgetary data and posting processes.

Mission Critical

C4 - Technology C4.5 - Security C4.5.19 Ability to establish security for users according to accounting elements (e.g. budget code, funds, accounts, program intent, function, etc.) across the system, including within reports.

Mission Critical

C4 - Technology C4.5 - Security C4.5.20 Provide method to impersonate users based on security resource while maintaining an accurate audit trail.

Mission Critical



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C4 - Technology C4.5 - Security C4.5.21 Include method to lock some or all users out of a specific module or the system itself for a designated period of time based on security resource.

Mission Critical

C4 - Technology C4.5 - Security C4.5.22 Ability to support a District defined session time out for all application web pages and the system.

Mission Critical

C4 - Technology C4.5 - Security C4.5.23 Ability to establish passwords for a given user id, having a minimum length of alphanumeric characters with designated complexity.

Mission Critical

C4 - Technology C4.5 - Security C4.5.24 Ability to establish time frame for password to expire by user type or a set number of days since password changed.

Mission Critical

C4 - Technology C4.5 - Security C4.5.25 Provide for the prompting of password expiration a certain number of days prior to actual expiration.

Mission Critical

C4 - Technology C4.5 - Security C4.5.26 Ensure user passwords cannot be reused for a District designated number of times going forward.

Mission Critical

C4 - Technology C4.5 - Security C4.5.27 Allow security administrator to reset ID passwords without knowing the existing password.

Mission Critical

C4 - Technology C4.5 - Security C4.5.28 Ability to disable log-on capabilities if a password is unsuccessfully attempted more than a certain number of times.

Mission Critical

C4 - Technology C4.5 - Security C4.5.29 Allow employees to protect their demographic information by opting out of sharing their personal address and phone numbers.

Mission Critical

C4 - Technology C4.5 - Security C4.5.30 Allow users to establish and use their own short cuts while still keeping user security intact.

Mission Critical

C4 - Technology C4.5 - Security C4.5.31 Ability to run reports which define user access security by user id, roles, and location based on user-defined criteria.

Medium

C4 - Technology C4.5 - Security C4.5.32 Provide an on-demand or automated reporting of security violations by user, including failing login attempts, security resources, and user id.

Medium

C4 - Technology C4.5 - Security C4.5.33 Support biometric only or biometric plus password features within the system.

Medium

C4 - Technology C4.5 - Security C4.5.34 Provide method for inactivating users or roles without negatively impacting transaction data.

Non-Negotiable