€¦ · XLS file · Web view81. 82. 83. 84. 85. 86. 87. 88. 89. 90. 91. 92. 93. 94. 95. 96. 97. 98. 99. 100. 101. 102. 103. 104. 105. 106. 107. 108. 109. 110. 111. 112. 113. 114

Status

General Ledger 1/24/2014 Reviewed Due back from stakeholders 2/28/14Utility Billing 2/7/2014 Reviewed Due back from stakeholders 2/28/14Accounts Payable 2/20/2014 Reviewed Due back from stakeholders3/14/14

Real Estate Reviewed Due back from stakeholders 4/11/14Payroll 2/28/2014 Reviewed Due back from stakeholders 3/28/13Budgeting 2/28/2014 Reviewed Due back from stakeholders 3/28/14Income Tax 3/4/2014 ReviewingHuman Resources 3/5/2014 Reviewed Due back from stakeholders 3/28/14Fixed Assets 3/5/2014 Reviewed Due back from stakeholders 3/28/14Personal Property 3/12/2014 Ready Due back from stakeholders 4/4/14Bus License 3/12/2014 Ready Due back from stakeholders 4/4/14Purchasing 3/5/2014 Reviewed Due back from stakeholders 3/28/14General/ IT 3/19/2014 Reviewed Due back from stakeholders 4/11/14Receivables/Collections 3/25/2014 Reviewed Due back from stakeholders 4/18/14Miscellaneous Billing 3/25/2014 Reviewed Due back from stakeholders 4/11/14

2/20/2014 & 3/19/14

C10

Sheila Minor: via email

City of FranklinERP Update Project

Functional Requirements

Version Date: 05/09/2023 Page 2 of 411

General and Technical

Item # Description of RequirementGeneral Functionality

G-1 Required High

G-2 Required Medium

G-3 Required Medium

G-4 Required High

G-5 Required Medium

Imports and exports data, including all reports and query results, from and to standard file formats including but not limited to:G-6 *PDFs that are text based and searchable Required HighG-7 *ASCII Required HighG-8 *Comma Delimited (.CSV) Required HighG-9 *All Microsoft products, including but not limited to: Required High

G-10 **Excel Required HighG-11 **Word Required HighG-12 **Access Required HighG-13 *.rtf Required HighG-14 *HTML Required MediumG-15 *XML Required MediumG-16 *.gif Desired MediumG-17 *.jpg Desired MediumG-18 *.tif Desired Medium

Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with

customizationN-not avail.

Provides simultaneous, multi-user on-line use in various locations (including remote locations)Allows for customization of the applications to meet organization requirementsCustomizations are not affected by regular version upgradesVendor provides upgrades to address system "bugs", changes in state and federal laws, compliance with new hardware and supporting software versions, and other routine maintenance issuesHas built-in web portals or has the ability to integrate with third-party customer web portals allowing for customer inquiries and online transactions (please specify in comments)





Item # Description of Requirement

Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


G-19 *.dwg (cad) Desired LowG-20 *.shp, *shx Desired LowG-21 *.dbf Desired LowG-22 *Other image formats Desired Low

G-23 Desired Low

G-24 Required Medium

G-25 Users can enter customized headers for reports Required MediumG-26 Posts data between the modules in real-time Desired HighG-27 Desired High

G-28 Desired High

G-29 Desired High

G-30 Required High

G-31 Supports foreign zip codes Required Medium

G-32 Required High

G-33 Required High


G-35 Desired High

*Other City-defined desktop productivity applications

Exported / downloaded reports give users the option to suspend page headers

Includes a library of standard reports that are module specificIntegration such that changes made in one module update appropriate fields in all other appropriate modules without the need for duplicate data entryAllows an authorized user to modify existing reports and save modifications as separate reports for future useAccomodates multiple users accessing data files at the same time without collision or file/record/field locking problems

Provides a centralized data dictionary, that fully describes table structure and includes adequate metadataPrints the data dictionary based on criteria selected by the CityHas a sub-second screen response time for all applicationsSupports remote access by users in the field with tablet hardware (e.,g. inspectors)






Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


G-36 Desired Medium



G-39 Allows users to print from an inquiry screen Required Medium

G-40 Required High

G-41 Compatible with backup software Required Medium

G-42 Required High

G-43 Required High

G-44 Required High


G-46 Required High

G-47 Desired High

G-48 Desired High

G-49 Desired High

Can capture electronic signatures in the field for remote users (i.e. inspectors, utility linemen)Supports the purging of records in accordance with Library of Virginia records retention mandatesGenerates all standard reports in less than five minutes. Reports that will require more than this amount of time should be listed in Comments column with justification

Be operational at all times, 24 hours / day, 7 days/ week except for limited, pre-scheduled maintenance times during off-peak (night and weekend) hours

All cashiering modules are Payment Card Industry (PCI) compliantProvides roll-back capability in the database in order to rebuild data files, if necessary, to a specific backup versionPrints to multiple printer formats and forms, particularly prints reports to standard letter size paperSupports multiple entities using the same software, but with separate databases if required (schools, authorities, etc.)Allows for backups of specific module data sets separately from the whole systemAllows system or modules to be backed up while in use/ with active usersAccomodates loading customized number of years of history; unlimited number of years for unpaid RE or PP taxes, for exampleAbility to capture a screen print as a pdf and email it to third parties (yet redacting confidential information)

C42

Sheila Minor: Changed from S. Newsome per S. Newsome

F44

Sheila Minor: Changed from medium per S. Newsome

F48







Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


G-50 Desired HighTechnical Environment

G-51 Required High

G-52 Required High

G-53 Required High

G-54 Required High

G-55 Limits value ranges to minimize entry errors Required Medium

G-56 Desired High

G-57 Required High

G-58 Required High

G-59 Required MediumG-60 Supports virtualization with either hyper-V or VMWare Required Medium

G-61 Required HighG-62 Compatible with Windows Server 2012 Required High

SecurityG-63 Required High

Identifies prefix or suffix as a separate data field in name

Provides an ad hoc reporting environment that is OLE-DB and SQL native compliantSupports the City's preferred browsers: Internet Explorer 8 or higher, or Google ChromeProvides separate and distinct environments for production, test, and train under one licensing agreementAllows authorized users to copy data from production and load to test and train environment

Supports thin client or desktop virtualization architecturesAllow full operational function when accessed from a remote location through the City's remote access (i.e. VPN or web browser)Has frequently scheduled (at least daily), automatic data redundancy; is compatible with backup software (currently Symantec Backup Exec version 12.1)Uses a Windows server platform and network environment

Must support shared storage; be compatible with SCSI and NFS for data retrieval

Utilizes Lightweight Directory Access Protocol/ (LDAP)/ Active Directory for user validation






Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


G-64 Required HighG-65 Stores passwords in encrypted form Required High

G-66 Required High

Provides security at the following levels:G-67 *Department Required HighG-68 *Division Required MediumG-69 *Role or group Required HighG-70 *User ID Required HighG-71 *Screen Required HighG-72 *Menu Required HighG-73 *Transaction type Required High

Maintains an audit trail of changes throughout the system; creating a log of all records maintained which includes:G-74 *Date Required MediumG-75 *Time Required MediumG-76 *User Required MediumG-77 *IP address Required MediumG-78 *Machine name Required MediumG-79 *Information prior to change Required MediumG-80 *Changed information/ record Required MediumG-81 *Other administer-configurable information Required Medium

G-82 Desired Medium

G-83 Required High

G-84 Required High

Inherits groups from Active Directory for application authentication

Provides import and export capabilities with user-level security options to control access to sensitive information

Allows for user-defined areas of limited audit recording, with security permissionsProvides functional security to control what processes can be performed by certain usersProvides access to audit trails only to authorized system administrators/super users; allows audit trails to be printed






Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


G-85 Required High

G-86 Required High

G-87 Allows a System Administrator to log out users Required High

G-88 Required High

Allows City to mask fields by user role including but not limited to:G-89 *Tax numbers/property ID Required HighG-90 *Date of Birth Required HighG-91 *Passwords Required HighG-92 *Routing and bank account numbers Required HighG-93 *Social Security numbers Required HighG-94 *Drivers License numbers Required HighG-95 *Email addresses Required HighG-96 *Pay rates Required HighG-97 *Deduction information Required HighG-98 *Other, user-defined fields Required HighG-99 Required High

G-100 Required High

User InterfaceG-101 Required Low

G-102 Desired High

Allows the System Administrator to add and change permissions for system accessLogs users off the system after an administrator-defined period of inactivity, based on user-defined roles

Allows a System Administrator to log out users by module

Prevents users from changing their own security permissionsAllows an administrator to configure the current fiscal year and period; specify periods that are closed to additional transactions by module

Provides drop down boxes and "pick lists" for data selection, when appropriateProvides user-configurable quick keys (i.e., function keys)






Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


G-103 Desired Medium



G-106 Is integrated with the Microsoft clipboard Required Medium

G-107 Desired High

G-108 Required MediumG-109 Creates error logs with detail associated with the error Required Medium


G-111 Provide user-defined fields subject to user security Required MediumG-112 Required Medium




G-116 Has customizable help messages/ documentation Desired Medium


G-118 Required High

Has ability to/ integrates with third-party products to enlarge the print on computer screens (i.e., screen magnification)Provides functional, online help documentation for system end usersProvides technical online help documentation for system administrators

Error messages appear in a consistent format across all system modulesError messages are integrated with online help functionality

Allows system administrators to configure error messages

Allows the City to determine which fields are required in data entry screenHas an integrated administrative messaging system (e.g., a message to alert users of system maintenance activity)Allows administrators to customize screens based on roles and permissionsProvides contextual help, with the ability to turn this feature off (i.e., field descriptions that are displayed based on the location of the mouse or cursor)

Utilizes user-defined data validation on data entry screens, where appropriateAccommodates the attachment of files to records in the system

F123

Sheila Minor: Changed from required low per S. Newsome






Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


G-119 Desired High

G-120 Required High

G-121 Desired High

G-122 Desired High



G-125 Allows users to add words to the spell check dictionary Desired Medium

G-126 Desired High


G-128 Required High

G-129 Desired High


G-131 Desired High

G-132 Supports workflow approvals from mobile devices Required Medium

Allows authorized users to add a new value to a drop down table without having to navigate from the data entry screenAccommodates City-defined limitations on the size of file attachmentsProvides drill down capability on all screens, subject to securityAllows authorized users to drill down to view attachmentsAllow users to determine the number of search results records (e.g. 25, 50, or 100) that will be displayed

Automatic spell check available for any field with the ability to turn the feature on and off

Performs word-wraps in a data field without having to hit "enter"Searches records by standardized wild cards, subject to security Allows authorized users to select search result items and drill down for further detailProvides pre-populated fields appropriately to reduce redundant data entryScreens in associated modules are linked and accessible from each other, subject to security, to minimize backing out of one screen to access another

Supports inquiry access from mobile devices with appropriate security

E130

Sheila Minor: Changed from desired per S. Newsome






Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


G-133 Required High

G-134 Required High

G-135 Desired High

G-136 Required High

G-137 Supports split screen views on dual monitors Required Medium

G-138 Required High

G-139 Desired High

G-140 Desired High

WorkflowG-141 Initiates and tracks the approval process Required Medium

G-142 Required MediumG-143 Provides workflow functionality in all system modules Required Medium

Allows administrators to set workflow rules by:G-144 *User Required MediumG-145 *Role Required MediumG-146 *Department Required MediumG-147 *Division Required MediumG-148 *Account Number Desired Medium

Provides full operational function from mobile device operating systemsAllows and supports multiple windows/modules to be open at the same time without multiple loginsWarns users when they are about to execute a process and ask if they want to proceedProvides keyboard, mouse, and touch screen user interaction for all data entry and processing

Provides the user with integrated application modules that offer a consistent user interface to minimize user training and administration of the system

Uses US Postal service standards for address entry; prompts user to update if data entry doesn't conform to standardUses a consistent mailing address database and updates all modules with changes entered for a specific taxpayer/ customer

Accomodates different levels of approval for the same user (various functions)

F146







Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


G-149 *Amount thresholds Required MediumG-150 *Percentage of a base amount Desired LowG-151 Other, user-defined Required Medium






G-157 Desired High



Document ManagementG-160 Desired Medium



Accomodates temporary changes in designated approval hierarchy (e.g., unavailable due to vacation time)Automatically re-routes workflow assignments based on unavailable statusAutomatically re-routes workflow assignments after a City-defined period of no responseProvides default escalation paths based on user-defined criteria (e.g., minimum period of no response, etc.)

Generates event-driven notifications by email that may be configured at any step in any workflow routineAllows all notifications to be customized by the City with the ability to turn this functionality on or offWorkflow can send messages through system to users, but will generate email to non-users for notifications (payroll)Carbon copies supervisors on emails; sends email to supervisors if employee does not have email address

Provides integrated document management functionality across all system modulesFully integrates with Document Management Systems (list compatible systems in comments)Accesses and reads existing image files from various document management systems






Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with



The content manager can store files in the following formats:G-164 *.doc(x) Desired MediumG-165 *.xls(x) Desired MediumG-166 *.ppt(x) Desired MediumG-167 *Other MS office formats Desired MediumG-168 *PDFs that are text based and searchable Desired MediumG-169 *.gif Desired MediumG-170 *.jpg Desired MediumG-171 *Other image formats Desired MediumG-172 *Other, user-defined formats Desired Medium






Can apply system security to documents stored in the content manager (i.e., some documents will not be viewable to unauthorized users)

Users can link documents stored in the content manager to multiple individual transactions throughout the systemCan be configured so certain documents are automatically produced and linked to specific records (such as check images linked to the A/P or payroll transaction generating them)Stores audit trail information of events associated with documents stored in content manager (i.e., user, date, time, etc.)Provides content management functionality that allows user-friendly searching of all documents stored

Archives documents stored in the content manager based on user-defined conditions with appropriate permissions






Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with







G-183 Desired High


Support and Documentation


G-186 Required High

G-187 Required High


Can automatically purge/archive documents based on user-defined retention scheduleAllows users to email a linked image file to another partySystem identifies records with imaged documentation on display screenProvides Document Management System functionality to track electronic files associated with specific system recordsProvides automatic access from linked files in the system modules to the actual images stored in document management system without opening a separate document management system applicationAll reports from all modules can be routed to a server for storage- file paths can be designated for each module and each user, with common storage areas accessible all authorized usersSupports the latest versions of multiple web browser applications (IE, Firefox, Chrome, Safari) for remote (Internet) access

Allows authorized users & system administrators to configure and maintain all system settings from any workstation on the local/wide area networkAccomodates centralized deployment of system updates and system maintenanceAccomodates remote deployment of system updates and system maintenanceAccommodates deployment of system updates and maintenance to all affected systems according to user-defined effective dates

F197


D203

Sheila Minor: (e.g., calendar and fiscal year parameter changes)






Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


G-189 Required High

The vendor, at a minimum must adhere to the following standards for issue resolution:

G-190 Required High

G-191 Required High

G-192 Required High

G-193 Desired High

G-194 Required High

G-195 Required High

G-196 Required High

G-197 Required High

G-198 Required High

G-199 The vendor offers a suite of online training modules Required High

The vendor must proactively notify the System Administrator regarding which releases of third-party software (JAVA virtual machine, Internet Explorer, Mozilla, Safari, etc.) are known to create problems with the current version of the vendor software

*Severity Level 1, system is down. Attention required immediately, maximum of 30 minute response time*Severity Level 2, major functionality of the system is impacted or parts of the system are down. Maximum of 1 hour response time*Severity Level 3, non-mission critical processes are impacted. Maximum of 8 hour response time

The vendor will provide web-based support, with a searchable database of common problems, to assist end users in researching error messages.Vendor must request access prior to accessing the application for trouble shootingProvides online software documentation for all software application modulesProvides an online tutorial to assist users learning the softwareThe vendor offers software application support during planned upgrades, after City's typical operating hoursThe vendor must provide product release notes prior to any upgrade release as well as prior to deployment of upgrade.

D204

Sheila Minor: Maybe this should be in the RFP or contract rather than a functional requirement.

F204







Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


G-200 Required HighG-201 The vendor offers recorded training sessions Required High

G-202 Required High

Reporting and DashboardsG-203 Desired Medium




G-207 Required High

G-208 Required High



G-211 Required MediumG-212 Generated reports are searchable Desired MediumG-213 Schedules reports to run in the future Desired Medium

The vendor offers periodic live webinar training sessions

The vendor offers an implementation project management website, that includes FTP process for file sharing between the vendor and client

Includes an Executive Information System (EIS) (i.e., a performance dashboard)Information on the Executive Information System can be customized by user or user groupAllows administrators to configure the refresh rate of the Executive Information SystemAllows a user to manually refresh the Executive Information SystemProvides an integrated report writer that has a consistent look and feel across all system modulesProvide an integrated report writer that supports calculations on user-selected data values (i.e., percentages of existing values, balance remaining, etc.)

Utilizes an integrated report writer that allows the creation of reports (subject to security) comprised of any discrete data field throughout the systemAllows generated reports to be saved in an integrated content managerAllows generated reports to be viewed on screen prior to printing






Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


G-214 Desired High

G-215 Desired High

G-216 Desired High

G-217 Desired High

G-218 Desired Low


G-220 Desired High

Saves or exports all reports in multiple formats including but not limited to:G-221 *MS Excel (.xls, .xlsx) Required HighG-222 *Lotus 1-2-3 file (.wk1) Required MediumG-223 *MS Access database (.mdb) Required HighG-224 *MS Word (.docx, .doc) Required HighG-225 *XML file (.xml) Required MediumG-226 *PDFs that are text based and searchable Required HighG-227 *.XPS Desired MediumG-228 *Comma Delimited (.CSV) Required HighG-229 *Text file (.txt) Required HighG-230 *HTML file (.htm) Required HighG-231 *Rich text format (.rtf) Required HighG-232 *Picture formats (*jpg., *tif, *giff) Desired MediumG-233 Archives reports to document management systems Desired Medium

Users may schedule reports to be run on a recurring basisAllows users to configure automatic distribution paths for generated reports (i.e., automatically send a report to a particular user).Provides a display or notification when a report is being run, or in process, so that a user does not run the report againAllows the user to configure the page breaks for any printed report on specific criteriaGenerated reports allow users to "drill-down" to detailed information supporting reported informationSupports the creation of reports using Crystal Reports, Business Objects, etc.Allows users to easily email reports to system users and non-users






Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with



G-235 Can generate reports by user-defined date ranges Desired Medium


G-237 Archives reports and data to off-site storage Desired Medium

G-238 Desired High

Support the creation of reports using SQL Reporting Services or other database reporting services

Archives reports and data to directories on the City's server

Allows authorized user to produce report for specific customer (by tax ID, map number, name, or combination thereof) with a list of any and all outstanding balances due to the City (i.e real estate, personal property, utilities, miscellaneous billing, etc.) as of a specific date





CommentsGeneral Functionality

Imports and exports data, including all reports and query results, from and to standard file formats including but not limited to:





Comments





Comments





Comments

Technical Environment

Security





Comments

Maintains an audit trail of changes throughout the system; creating a log of all records maintained which includes:





Comments

User Interface





Comments





Comments





Comments

Workflow





Comments

Document Management





Comments





Comments

Support and Documentation





Comments





Comments

Reporting and Dashboards





Comments





Comments




General Ledger / Financial Reporting


GL-1 Required High

GL-2 Required Medium

GL-3 Desired High





GL-8 Desired High

GL-9 Desired High


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


General Ledger provides backbone for all other system applications; reconciliations between GL and system modules occur in backend and in real time.

Carries the entire chart of accounts forward each year, and at the user's direction, will carry forward accounts with zero balances or accounts that have no activity.Allows user to designate by fund whether to carry forward account structure for active accounts only, non-zero balance accounts only, or all accounts.Allows processing, including month end closings, to occur in a new fiscal year without having to close the previous fiscal year.Allows GL and other subledger transactions to occur in a subsequent month/ year without having to first close the prior month/ year.Allows new year to open with budget/ appropriations loaded while old year is still active.

Allows users to produce month end financial statements when multiple periods/ fiscal years are open.Allows for editing/ approval of journal entries/ batch transactions prior to posting.

Allows budgeting and approprations at any level in the City's chart of accounts.

Provides for monthy, quarterly, semi-annual or annual appropriations shown separately from the annual budget.






Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


GL-11 Desired High




GL-15 Desired Medium


GL-17 Required High

GL-18 Required High




Supports multi-year revenue and expenditure balances in specified life-to-date funds.

Can store a minimum of 5 years of transaction level data.Restricts user inquiry access to a defined group of account numbers based on granted permissions.

Restricts user transactions to a defined group of account numbers based on granted permissions.

Allows for "soft closes" on periods so that a period may be opened again with proper permissions for the purposes of posting activity to that period.Performs "hard closes" on periods so that a period is closed for the purposes of not posting activity to that period.

Supports Pooled Cash/ Treasurer's Accountability Fund for reporting and tracking of bank account balances,

Pooled cash/ treasurer's accountability fund includes distribution accounts for cash to funds

Automatically reconciles distribution accounts to fund cash and reports/ corrects discrepancies.Forces pooled cash distribution accounts and fund cash to reconcile, will not allow posting that imbalances them.Restricts/prevents posting to cash accounts in fundsprovides for fund cash and pooled cash transactions in back-end






Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with




GL-24Prevents one-sided journal entries from being entered.

Required Medium






GL-30 Desired High

Prevents posting data to an account that is deleted. (Forces user to correct account or gives option to post to suspense?)Supports various journal entry types in the general ledger for audit trail/ reconciliation.

Validates batches from sub-modules and holds invalid batches for correction.

Requires all journal entries to be balanced within the fund prior to posting.

Supports user-defined transaction / batch approvals by supervisory personnel

Ability to drill down to see all account transactions, to include the related accounts, source ledger detail, attached notes, attachments, and userID. Allows users to retrieve GL related information that is more than one year old from active current year screen. Has analytical and reporting tools to allow customized reports that query data, perform functions on data, and allows for totalling, subtotaling, etc. that are user friendly






Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


GL-31 Desired High



GL-34Supports real-time account balance inquiries

Required Medium

GL-35 Desired High






Performs basic validation routines before data can be entered (e.g., data type checking, account validation, project numbers). (Example: Prevents posting of AP transaction to payroll account, wrong year on transaction in January)Provides wildcard searching ability on account descriptions or notes.

Allows for inquiry or lookup on accounts by account number, account name, or any segment at any time account code is requested.

Provides option to include captured yet unposted batch transactions from other ledgers in real-time reporting.

Allows multiple users to simultaneously input journal entries, yet keep separate balances and post transactions by userProvides separate description for each line of journal entry; copies description on previous line by default.

Provides option to create reversing entry automatically and allows posting it to another period.

Captures actual posting date and time of each transaction, allows for reporting of account balances for posted date ranges.Provides for unlimited recurring journal entries with unliminted number of accounts.






Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


GL-41Prompts user for posting of recurring journal entries.

Desired Medium

Ability to inquire/view/print transaction detail by:

GL-42*Transaction Date Range

Required Medium

GL-43*Posted Date Range

Required Medium

GL-44*GL Account number

Required Medium

GL-45*UserID

Desired Medium

GL-46*Transaction Type

Required Medium





Provides fund accounting capability that complies with GAAP and GASB standards.

Displays clear and understandable reasons for rejecting /not posting any transactions.

Provides at least 13 periods, including one for entering annual closing entries which acts as a closing period and one for audit adjustments.Updates appropriate beginning year balances with transactions posted during soft-close or accrual period of prior year.






Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with



Chart of Accounts

GL-52 Required High







GL-59Keeps historical information for deleted accounts.

Required Medium


Can move a division or project from one department to another and carry-over all associated history.

Provides a unified chart of accounts file that is referenced by all other system modules.

Provides a flexible user defined chart of accounts which can be modified as needed by a system administrator with appropriate security permissions.Has ability to warn or prevent improper account setups with incompatible segments (ie. setting up a school department in general fund)Can either automatically generate or copy chart of account records at user-defined level when creating new funds, departments, and any other reorganizations.Can inactivate parts of an account to prevent posting activity against the account, but includes account for financial reporting and history.Prevents the deletion of accounts with current activity, and warns at the deletion of accounts with activity in the past three years.Allows for the removal of deleted or unwanted accounts from system if no activity

Allows user to search for accounts when entering transactions.






Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


GL-61 Desired High


The system supports the following account statuses:

GL-63*Active

Required Medium

GL-64*Inactive

Required Medium

GL-65*Allocation* or *Appropriation Only

Required Medium

GL-66*Reserve (encumbrances, fund balances)

Required Medium

GL-67*Suspense

Desired Medium




Has the ability to query account descriptions/ notes on account descriptions for looking up and selecting account numbers on inquiry and data entry screens.Can activate and deactivate accounts or specific account segments based on dates or date ranges.

Allows users to change the name of any segment of the account number, but leaves the original name in history.Provides security at a City-determined level in the chart accounts.

Allows for additional information, up to 256 text characters, to be attached to account description.






Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with








Incorporates the following fields in the chart of accounts:

GL-77*Fund; (at least 3 digits);

Required Medium

GL-78*Department; (at least 6 digits);

Required Medium

GL-79*Cost Center/Division/Grant; (at least 6 digits);

Required Medium

GL-80*Object (new, at least 4 digits).

Required Medium

Supports alpha-numeric fields in the chart of accounts at any segment.

Ability to warn/ prevent (based on user security) over-budget or over-appropriation transactions, or to allow over-budget, based on fund.Allows budgetary control at all segment levels- user can customize based on account.

Forces balanced budgets, supplemental budgets, and monthly/quarterly/ appropriations for each fund. Recognizes new "Deferred inflow of Resources" and "Deferred Outflow of Resources" as a balance sheet category, and records balances appropriatelySupports a minimum of 7 segments and 28 characters in the Chart of Accounts.






Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


GL-81*Sub-Object/ Item; (at least 3 digits);

Required Medium

GL-82*Program (at least 3 digits).

Required Medium

GL-83*Location (at least 3 digits).

Required Medium


Journal Entries


GL-86 Desired High





Supports a minimum 256-character description field for each of the above segments.

Imports journal entry transactions from other systems (i.e., from purchase cards, bank interest, etc.)

Uses workflow technology to automatically route journal entries to approvers prior to posting.Provides standard and recurring journal entry capabilities.

Maintains at least five years of detailed journal entry transactions and budget information.

Automatically populates fiscal year and period based on transaction type with option to turn on or off.

Prevents posting data to an period that is closed. (Forces user to correct period or gives option to post to suspense?)






Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with





GL-94 Desired High


Reporting

GL-96 Required High

GL-97 Required High


GL-99 Incorporates user-friendly ad hoc report writing tool(s). Required Medium


Allows the user to create custom financial reports, with the following functionalities:


Provides a basic template for journal entry information with required fields

Accommodates text (min 256 characters) or attachments to be linked to a journal entry.Automatically assigns sequential numbers to all journal entry transactions for audit trail purposes.

Displays account descriptions during journal entry process to prevent mispostings.

Allows the user to input to currently open accounting periods for transactions, warns for future/ past postings.

Ability to export data to all formats identified in G-6 through G-14Ability to import data from all formats identified in G-6 through G-14Produces monthly, quarterly, and annual statements of revenue and expense and can be subtotaled at multiple levels.

Ability to generate a report across any segment or group of segments in the chart of accounts.

*Exclusion or inclusion of specific accounts and/or account segments






Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with











*Columns of data, including beginning balances, monthly, quarterly, yearly , or user defined summary amounts, budget, appropriations, and the same information for prior years.

*Transaction detail for user-specified accounts or account segments.

*Ability to pull data for a specific date range and/or accounting period.

*Ability to report data from multiple years in one report.

*Ability to customize report and column headers, subtotals, and totals descriptions.

*Ability to perform basic calculations on data within the report design (ie. Appropriation - YTD = Available Balance, Available Balance/ Appropriation = YTD % available.

*Allow for the input of text in areas other than descriptions (footnotes, etc.)

Exports reports to various formats (Microsoft Excel, PDF, Microsoft Access)

Allows user to save an unlimited number of report definitions.






Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


GL-111Distributes reports via electronic workflow.

Desired High

GL-112 Allows users to add notes to each report. Desired High


GL-114Prints reports in a "printer-friendly" mode.

Required Medium



GL-117 Desired High


GL-119 Required High

Provides a dashboard of key indicators for management including, but not limited to:

GL-120 *Budget to actual; Desired Medium

Warns user when report is large (displays number of pages) with option to proceed or cancel.

Runs large reports without slowing down system performance.

Display all reports to the screen with a user-defined option for printing.

Can generate comparative reports (e.g., between different periods, as user-defined).

Ability to print all standard and user-defined reports on prior years or closed periods.

Ability to produce basic monthly, quarterly, and annual financial statements without the need for a financial report writer. (Income Sheet, Balance Sheet, Budget Comparisons by Department, etc.)






Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with



GL-122 *Life-to-date budget to actual (grants, CIP) Desired MediumGL-123 *Cash flow Desired MediumGL-124 *Other user-defined measurments and ratios Desired Medium



Software includes the following pre-loaded reports (current and previous years and for multi-year funds where applicable):



GL-129 *Year and month to date expenditures Required Medium

GL-130 *Budget to actual by all budget line items Required Medium

GL-131 *Open encumbrance report Required Medium


*Current year-to-date actual compared to previous year-to-date

Ability to print graphs and charts for presentation-style reports.Can consolidate accounts at each segment level independently of the other segments or in conjunction with two or more segments at the user's direction (ie. All object codes by fund)

*Year-to date and available/ uncollected budget by expense and revenue code*Inception to date (across multiple years), for total expenditures on life-to-date funds.

*Comparison of revenues and/ or expenditures by month






Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with



GL-134 *Income statement Desired Medium

GL-135 *Cash flow statement Desired Medium

GL-136 *Annual School Report Desired HighGL-137 *Balance sheet Required HighGL-138 *Statement of net position Desired Medium


GL-140 *Statement of Activities Desired Medium



GL-143 *Detail and summary project report Required Medium

GL-144 *Cash Balance by fund Required Medium

*Comparison of revenues and/ or expenditures by year

*Schedule of expenditures and revenues based on department segments

*Trial balance (ending debits and credits by account)

*Summary and detail trial balance at any budget level






Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with




GL-147 Required MediumBank Reconciliation

GL-148Provides an automated bank reconciliation process

Required Medium




GL-152 Desired High


*Detailed transactions for any account segment combination

*Detailed transaction listing by line item (GL code)*Cash Receipts, Cash Disbursements, Purchase Journals

Imports bank statement information for automatic bank reconciliation process

Posts check totals to pooled cash accounts for bank reconciliation, not individual expenditure accounts on check.Provides exception report from bank reconciliation so user may research discrepancies.

Automatically keeps general ledger cash balances in sync with pooled cash

Produces and maintains outstanding check list, automatically updates list through reconciliation with bank statement file.










Comments





Comments





Comments





Comments





Comments

Chart of Accounts





Comments





Comments





Comments

Journal Entries





Comments

Reporting





Comments





Comments





Comments






Comments





Comments

Bank Reconciliation




Budgeting


B-1 Required High

B-2 Required High

B-3 Required High

B-4 Required High

B-5 Required High

B-6 Required High

B-7 Required High

B-8 Desired High

B-9 Required High

B-10 Required High

Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


Budgeting module uses the same chart of accounts as the rest of the system.Interfaces to the Payroll and Human Resources applications to retrieve position salary, benefits and position control information (including general ledger accounts associated with a position's salary and benefits).Accumulates and posts expenses for salaries and benefits to the correct GL account codes based on the employees' department(s)Accomodates position control, allowing for vacant, frozen, or filled positions.Interfaces to the General Ledger to retrieve prior year actual revenue and expenditure information.Supports the creation of a detailed budget, including revenue sources, detailed expenditures, multiple funding sources, multi-year budgets, and matching fundsProvides a department level user-interface to inquire, monitor, and manage detailed department level budgets and appropriate security permissions in real-timeSupports a web-based inquiry for account balances or department level budget inquiriesProvides a memo field of a minimum of 500 characters to store notes for each budgeted account.Allows notes to be entered at each level of the workflow approval process




Budgeting


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


B-11 Desired High

B-12 Required High

B-13 Required High

B-14 Required High

B-15 Required High

B-16 Required High

B-17 Desired High

B-18 Required High

B-19 Required High

B-20 Required High

B-21 Required High

Accomodates items within an account for the itemization of specific expenditures, allows for descriptions and notes to be attached to each itemDisplays budget-to-actual with percentages of available budget for an account or group of accounts at any time.Provides real-time reporting on current balances on specified line item accounts and line item account activity.Supports analysis of the current year budget through reports of budget-to-actual, invoices, pre-encumbrances, encumbrances, requisitions, and available balanceAccomodates multiple approval levels, or steps in the budgeting process (e.g., initial requests, management review, proposed budget, etc.).Accomodates the appropriation of next year's budget prior to closing the current year, as well as the entry of transactions against next year's budget while the prior year is open. Provides budget dashboards configureable to specific users' security levels Allows the attachment of documentation at the detail level of the budget in various formats (such as Microsoft Word, Microsoft Excel, and Adobe PDF)Supports rolling-up or grouping account codes together for budgeting/ reporting.Maintains at least five previous fiscal years and the current fiscal year's budgetCan accommodate projections for a minimum of five future fiscal years.




Budgeting


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


B-22 Required High

B-23 Required High

B-24 Allows searches on notes and comments Desired MediumB-25 Desired Medium

B-26 Required High

InterfaceBudget module interfaces with the General Ledger by:

B-27 Required High

B-28 Required High

Budget module interface with the Payroll and Human resources modules by:B-29 Required High

B-30 Required High

Budget Preparation

B-31 Required High

B-32 Desired HighB-33 Uses names for all budget versions; groups by year. Desired High

B-34 Required High

Ability to import existing Excel-based budget history into systemAccomodates comments and notes on budget changes and decisions with account record for the year

Accomodates performance measurement ratios and metrics in addition to financial informationRequires revenue and expenditure appropriations/ budget to balance for each fund

*Moving ledger account status and detail history into the budget module for beginning the budget development process.*Transferring approved budget amounts back into the general ledger.

*Updating detail position history and status at beginning of budget process.*Integrating pay scales and pay tables for calculations & scenarios

Produces a unified, City-wide budget that is automatically consolidated from electronic inputs of different departmentsSupports unlimited versions of a budget with comments and source descriptions.

Prepares budgets that can be grouped and reported by any segment in the account structure.




Budgeting


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


Loads initial budget amounts based on one or more of the following:B-35 *Zero balances in all accounts Required HighB-36 *Current year's original budget Required HighB-37 *Current year's amended budget Required HighB-38 *Previous year's budget Required HighB-39 Required High

B-40 Desired High

B-41 Desired High

B-42 Desired High

B-43 Desired High

B-44 Desired High

B-45 Desired High

B-46 Required High

B-47 Required High

*Prior year actual (with the ability to select which year)*A combination of prior year and current (partial) year annualized for the remaining balance of the year*Any previous year budget or actual with percentage increase or decrease

Loads budget information from third party software (e.g., proprietary systems, Excel and Access)Allows administrators to pre-populate fields, allowing individual departments to fill in budget information easily in a template formatAt the user's discretion, identify and include last fiscal year's outstanding encumbrances as adjustments to new fiscal year's adopted budgetAt the user's discretion, identify and include last fiscal year's outstanding project budget balances as adjustments to new fiscal year's adopted budgetCarry all budget accounts forward to the next fiscal year. User has option to exclude those with no activity or zero balancesIs integrated with the workflow system, allowing for review and approval at various stages of the budget development process




Budgeting


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


B-48 Required High

B-49 Required High

B-50 Required High

B-51 Desired Low

B-52 Required High

B-53 Required High

Provides a budget simulation environment with options to:B-54 *Create new budget versions from simulations Desired High

B-55 Desired High

B-56 Desired High

B-57 *Specify account ranges for simulation. Desired HighB-58 Desired High

B-59 Desired High

Utilizes security controls to prevent users from making changes to a proposed budget without appropriate approvalUtilizes appropriate security to prevent unauthorized users from drilling down to individual salary information

Allow for the budgeting of salaries and benefits to be centralized (done by Finance) while the input of operating expenses is decentralized (done by departments)Facilitiates/ automatically generates budget requests from user entered projection detailSupports decentralized entry of budget requests by departmentsAllows administrators to lock out changes to requested budget after a specific date.

*Accomodates COLA increases, merit increases, step increases, and bonuses compensation scenarios; automatically adjusts benefits based on type of compensation adjustment*Run simulations only within a specific fund, department, cost center, project, grant or object code.

*Input unlimited number of assumptions in each simulation.*Simulate from budget detail, as well as the ability to specify percent increase or decrease on accounts.




Budgeting


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


B-60 Desired High

B-61 Desired High

B-62 Desired High

B-63 Required High

B-64 Allows authorized users to purge budget versions Required High

B-65 Required High

B-66 Desired High

B-67 Desired Low

B-68 Desired MediumBudget Maintenance

B-69 Required High

B-70 Required High

*Specify a dollar value to calculate per detail item, such as a $100.00 bonus per position.*Ability to specify a number of items per department at a specified cost. (i.e. for computers, training, Christmas bonus, etc.)

Ability to designate related accounts so that changes to one account will automatically update other accounts, such as benefits updating with changes in salary.Allows users to freeze/ lock a budget version so that itcan be viewed, but not changed

Allows authorized user to load final budget directly to the general ledgerProvides tools for printing and posting proposed and final budget documents to the City's websiteAllows for targeted compensation adjustments based on common criteria (eg. Salary scale decompression where employees in a given step are provided a different % increase than employees at a higher/lower step).Allows positions to be budgeted for a partial year (e.g., 3, 6, 9 months)

Tracks budget amounts at the line item level in the chart of accounts.Tracks the original budget and amendments made during the year; is able to distinguish between the two.




Budgeting


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


B-71 Required High

Stores the following information when a budget adjustment/amendment is made:B-72 *Type of change Required HighB-73 *Reason for change Required HighB-74 *Original requestor of change Required HighB-75 *Approvers of change Required HighB-76 *User making change Required HighB-77 *Date and time of change Required HighB-78 *Date of Council approval (if required) Required HighB-79 *Comments/notes Required HighB-80 *Scanned and attached documentation Required HighB-81 *Other, user-defined Required High

B-82 Required High

B-83 Required High

B-84 Required High

B-85 Provides internal controls over budget adjustments. Required HighB-86 The ability to change budget amounts by direct entry. Required HighB-87 Required High

B-88 Required High

Allows authorized users to amend the budget during the year and provides an audit trail of those amendments.

Allow intrafund transfers of funding from one department to another, through workflow, with appropriate permissions and approvals. Allows intrafund transfers of funding between line items within a single department, through workflow, with appropriate permissions and approvals. Prompts users to input appropriate transfer accounts when making interfund transfers (funds must be balanced between expenditures and revenues)

Supports the evaluation of prior year activity by period to create trends on a period-by-period basisMaintain original and most recent (after amendments) budget for reporting purposes




Budgeting


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


B-89 Required High

B-90 Required High

Multi-Year and Capital Improvement Budgeting

B-91 Desired High

B-92 Desired High

B-93 Desired High

B-94 Desired High

B-95 Desired Low

B-96 Desired Low

Future year Forecasting

B-97 Desired High

Has revenue trending and forecasting capabilities including:B-98 *Straight line projection Desired HighB-99 *Percentage based on last year actual Desired Medium

B-100 *Percentage based on last year budgeted Desired MediumB-101 *Other, user-defined Desired Low

Provides budgetary control (open, warn, prevent) at the account level to control spending based on user-defined criteria.Provides budgetary control (open, warn, prevent) at any account segment consolidation to control spending (ie. For all accounts with a location code, for all accounts in a project).

Accommodates multi-year projects for budget purposes, to include life-to-date appropriations, life-to-date expenditures, and life-to-date reveues by sourceAllows user to view the original budget (annual appropriations) for a multi-year project (excluding encumbrances and carry-forward amounts) of budget balancesAllows for multiple funding sources for multi-year projects and grantsTracks budget, expenditures, and funding sources for grants and multi-year fundsCan export project data to project management softwareCan import project data to project management software

Provides a budget model or framework for forecasting a minimum of five years into the future




Budgeting


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


Has expenditure forecasting capabilities based on import/ integration from the payroll and GL modules including:

B-102 Desired Medium






B-108 Allows budget forecasts/models to be named Desired MediumCurrent Year Budget Projections

B-109 Desired High

B-110 Desired High

B-111 Desired High

Utilizes the following trending methods and allows user to apply trending method at the account/account segment level:B-112 *Based on actual budget remaining in fiscal year Desired MediumB-113 *Based on current YTD and last year's actual Desired Medium

*Salary and benefits account totals with ability to apply varying percent increases to each fiscal year's forecast*Operating expense account totals with ability to apply varying percent increases to each fiscal year's forecast*Ability to inflate specific object or object group differently from other salary/benefit/ operating expense inflation factors (e.g. apply higher % increase to utility costs)

Allows multiple users to build, save, and share budget forecasting scenariosProvides for unlimited budget forecasting models to be saved; groups by fiscal yearAllows users to enter and store notes and comments and attach supporting documentation to each budget forecast model

Can trend current fiscal year revenue/expenditure based on YTD activity.Allows users to manually input specific amounts and override trends for specific accounts or groups of accountsHas the ability to trend current fiscal year revenue/expenditure based on five year history




Budgeting


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with



Position detail should include:B-114 *Position number Desired HighB-115 *Employee number holding position Desired MediumB-116 *Employee name holding position Desired HighB-117 *Grade/step level Desired MediumB-118 *Salary (calculated by system) Desired HighB-119 *Budgeted hours (full/part time employee) Desired HighB-120 *Hire date for employee holding position Desired MediumB-121 *Title (position description) Desired MediumB-122 *Job number of position Desired MediumB-123 *Budget amount for position Desired HighB-124 *Budget date Desired MediumB-125 *Current benefits (health insurance, VRS, FICA) Desired HighB-126 Includes benefits in personnel cost calculations Required High

B-127 Required High

B-128 Required High

B-129 Desired Low


B-131 Desired High

Supports position-based payroll & benefit budgeting giving authorized user ability to drill down to detail information for each salary and benefit account

User can elect to recognize encumbrances as expended for budgeting/ forcasting purposesAutomatically calculates and update assigned accounts as a by-product of changing other accounts. (i.e. adjustFICA to be a specific percentage of salary)

Can calculate the budget in one account based on the number of employees in another account (i.e. $100.00 per full-time employee for training.)Ability to project and report on end of year accruals (e.g., payroll, taxes receivable).Allows multiple users to build, save, and share current year budget projections




Budgeting


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


B-132 Desired High

B-133 Desired High

B-134 Allows budget projections to be named Desired High

B-135 Desired High

B-136 Desired Low

Reporting

B-137 Required High

B-138 Required High

B-139 Required High

B-140 Incorporates user-friendly ad hoc report writing tool(s) Required High

B-141 Required High

Software includes the following pre-loaded reports (current and previous years and for multi-year funds where applicable):B-142 *Budget adjustments made during the year. Required HighB-143 Required High

Provides for unlimited current year budget projections to be saved; groups by fiscal yearAllows users to enter and store notes and comments and attach supporting documentation to each budget projection

Accomodates COLA increases, merit increases, step increases, and bonuses compensation scenarios; automatically adjusts benefits based on type of compensation adjustmentAllows for targeted compensation adjustments based on common criteria (eg. Salary scale decompression where employees in a given step are provided a different % increase than employees at a higher/lower step).

Ability to export data to all formats identified in G-6 through G-14Ability to import data from all formats identified in G-6 through G-14Integrates with common desktop publishing applications for producing budget documents (e.g. Adobe Acrobat, MS Word, MS Excel).

Allows users to save ad-hoc queries and reports, either to an individual report library or shared report library

*Consolidated budget at any level of the chart of account structure. (ie. All travel-related objects)




Budgeting


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


B-144 Required High

B-145 Required High

B-146 Desired High

B-147 Required High

B-148 Required High

B-149 Required High

B-150 Produces budget worksheets by department Required HighB-151 Required High

*Original budget, budget adjustment detail, and final budget for selected (current and/or prior) years.*Comparative budget to actual revenue reports for multiple years or periods.

Provides wildcard searching ability on account descriptions or notesAllows "drill-down" from any line item in a system generated report to budget and GL transaction detail.Provides real-time reporting on current and prior year balancesProvides access to GL budget-to-actual reports by user-defined fields, such as by funds, organizations, or accounts.

Provide for on-screen lookup of expenditure history per General Ledger Account Number




Budgeting





Budgeting

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Budgeting

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Interface

Budget Preparation




Budgeting

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Budgeting

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Budgeting

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Budget Maintenance




Budgeting

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Budgeting

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Multi-Year and Capital Improvement Budgeting

Future year Forecasting




Budgeting

CommentsHas expenditure forecasting capabilities based on import/ integration from the payroll and GL modules including:

Current Year Budget Projections

Utilizes the following trending methods and allows user to apply trending method at the account/account segment level:




Budgeting

Comments




Budgeting

Comments

Reporting





Budgeting

Comments




Fixed Asset Inventory


FA-1 Required High

FA-2 Required High

FA-3 Required Medium

FA-4 Desired High

FA-5 Required High

FA-6 Desired Medium


FA-8 Desired Medium

FA-9 Desired Medium


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


Fully integrates with other modules, including General Ledger and Accounts PayableAutomatically selects the appropriate general ledger account for changes based on the type of asset being changed/added/deletedAllows entries to general ledger to be reviewed prior to postingHas capability to track construction in progress over multiple years, adding cost information and suspending depreciation until completionTracks fixed assets over the City's capitalization threshold (currenlty $1,000, proposed $5,000) with all pertinent dataHas capability to track equipment or furnishings which may not meet capitalization thresholds (such as tablets) for inventory purposes only; does not depreciate nor post those entries or changes to GL fixed asset accountsAccomodates modifications to asset cost due to improvements or replacements of the asset; maintains pertinent information on asset changes/ updates

Automatically generates entries to fixed asset module and general ledger (subject to validation) when A/P is processed based on account number and/or a fixed asset flag on requisition or invoice entryAllows a user to manually flag a purchase as a fixed asset at the time of purchase or requisitionAllows user to set and update per unit dollar threshold amount for a purchase to be considered a fixed asset






Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


FA-11 Required High

FA-12 Required High

FA-13 Required High


FA-15 Desired Medium


FA-17 Required High






Transfers data from the purchase order to the fixed asset recordCapitalize and depreciate assets based on user defined thresholds and preferences (depreciation method)

Accomodates multiple depreciation methods, particularly various straight-line depreciation conventionsAccomodates the initial entry of life-to-date depreciation amounts that may be different from calculations due to depreciation rules in effect when purchased; applies depreciation based on rules to remainder of asset's useful life.Records, recognizes, and capitalizes assets that are subsidized by third-party entities for the City, such as the federal or state government; maintains a record for revenue source for assetRecords cost at acquisition; allowing authorized user to override (in cases of donations, partial values, etc.)Allows authorized users to modify assets with notes field to document reason for changes and audit trailAllows authorized users read-only access to fixed asset informationAccomodates drill-down into A/P and purchasing module from fixed assets to view linked POs, checks and vendor file informationAccomodates an unlimited number of fixed asset recordsFully complies with GASB fixed asset reporting standardsSupports the entry of unique, City-generated fixed asset tag numbers






Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with



Accommodates the following asset disposal processes, with the ability to customize workflow routines for each process:FA-24 *Public Auction with third party or City staff Desired MediumFA-25 *Online sale/ auction Desired MediumFA-26 *Junk/ disposal as scrap Desired MediumFA-27 *Transfer to internal entities Desired MediumFA-28 *Donation Desired MediumFA-29 *Used for Parts Desired MediumFA-30 *Trade-in Desired MediumFA-31 Desired Medium

FA-32 Required High

FA-33 Required High

Asset Entry & MaintenanceFA-34 Automatically assigns unique asset numbers Required High

FA-35 Desired High

FA-36 Required High

Includes the following categories and classes of assets at a minimun:FA-37 *Buildings and improvements Required HighFA-38 *Improvements other than buildings Required High

Has an indicator/ flag for when the asset is disposed with disposal code (eg. sold, donated, disposed, recycled, etc.) and narrative space

Records multiple information fields related to asset disposal (e.g., condition of asset, mileage, etc.)Generates journal entry edit reports for approval prior to posting any fixed asset transactions to the General LedgerAllows the fiscal year records to be frozen or locked once the audit is completed; prevents changes to the record prior to the date of lock

Allows users to copy an existing asset record to prepopulate fields for the entry of a new assetAccomodates department, division, fund, fund type (i.e., governmental, proprietary, etc.), asset type and location classifications for each asset






Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


FA-39 *Furniture and fixtures Required HighFA-40 *Machinery and equipment Required HighFA-41 *Land Required HighFA-42 *Infrastructure Required HighFA-43 *Vehicles Required HighFA-44 *Intangibles Required HighFA-45 *Construction in progress Required High

FA-46 Required HighFA-47 *Other, user-defined Required High

FA-48 Required High

FA-49 Required High

Maintains the following information for each asset in the fixed asset inventory:FA-50 *Asset number Required HighFA-51 *Property tag number Required HighFA-52 *Property ID number/ Tax ID number Required HighFA-53 *Chart of accounts distribution Required HighFA-54 *Department Required HighFA-55 *Description Required HighFA-56 *Type Required HighFA-57 *Original Purchase Order Number Required HighFA-58 *Fund Required HighFA-59 *Fund Type (governmental, proprietary) Required HighFA-60 *GL account code for expenditure Required HighFA-61 *Source of historical cost/ value Required Medium

*Joint tenancy assets (subject to cost split between City and school system)

Allows users to establish user-defined categories and classes of assets, as needed, that have the same functionality of pre-established asset categories and classesAccommodates a minimum of 50 user-defined classes within each asset category






Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


FA-62 *Transfer Dates Required HighFA-63 *Acquisition date Required HighFA-64 *In-service date (depreciation begin date) Required HighFA-65 *Condition Required HighFA-66 *Status (e.g., inactive, disposed) Required HighFA-67 *Unit cost/value Required HighFA-68 *Value basis Required HighFA-69 *Vendor number Required HighFA-70 *Vendor name Required HighFA-71 *Original check number/ EFT number Desired MediumFA-72 *Manufacturer name Required HighFA-73 *Model year Required HighFA-74 *Model Required HighFA-75 *Serial number/ VIN Required HighFA-76 *Location Required HighFA-77 *Warranty/maintenance agreement information Desired MediumFA-78 *Disposal code and related information Required High


FA-80 Required High

FA-81 *Estimated useful life Required HighFA-82 *Depreciation method Required HighFA-83 *Depreciation convention Required HighFA-84 *Other, user-defined Required High

FA-85 Desired Low

*Primary asset information (i.e., original parcel info if parcel is split)*Source of funds, multiple (e.g., grant, bond series, state or federal funding, donation)

Integrate with the City's GIS database for the purpose of tracking the geographical location of land and building assets






Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


FA-86 Required High

FA-87 Required High

Allows users to attach documents and files to an asset recordAccomodates the transfer assets from one organization/department code to another, individually or in groups based on user-defined criteria






Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


Depreciation

FA-88 Required High

FA-89 Required High

FA-90 Required High

FA-91 Required High

FA-92 Required High

FA-93 Required High

FA-94 Desired Low


FA-96 Required High


FA-98 Required High

ReportingFA-99 Required High

Utilizes generally accepted user selected depreciation methods to depreciate designated assets; calculates appropriate depreciation from the in-service date based on depreciation convention in use until asset is fully depreciated and accumulated depreciation equals the asset's historical costCaptures accumulated depreciation balance at the date of transfer or disposalReports depreciation, sortable by existing fields such as by asset, type, general ledger account code or any other field in the asset recordAllows authorized users to make manual changes to depreciationAllows authorized user to select depreciation convention (eg. Half year depreciation in first year of depreciation, monthly depreciation, etc.)Allows authorized user to update or change depreciation information for a group of assetsStores the GL depreciation expense account with the recordCalculates depreciation expense for user defined periods of timeProvides an automatic calculation of depreciation changes at period endInactivates retired/ sold/ disposed assets on a scheduled or user-defined basis, after reviewMaintains and track non-depreciating assets (e.g., land, construction in progress)

Ability to export data to all formats identified in G-6 through G-14






Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


FA-100 Required HighFA-101 Incorporates user-friendly ad hoc report writing tool(s) Required High

FA-102 Required High






Ability to import data from all formats identified in G-6 through G-14


Allows user to query information or generate reports on fixed assets by user-defined criteria such as by general ledger account code, location, activity, and asset class. Allows users to inquire or generate reports of assets based on department, category code, or other descriptions such as serial numberGenerates inquiries or reports listings of assets by any system-defined field, such as location, category, department, and valueAllows users to generate report on assets based on funding sourceGenerates a report of asset changes for a specific period, including but not limited to additions, transfers, disposals, and depreciation by asset, type, and general ledger account code










Comments





Comments

Accommodates the following asset disposal processes, with the ability to customize workflow routines for each process:

Asset Entry & Maintenance





Comments





Comments





Comments





CommentsDepreciation

Reporting





Comments




Purchasing


P-1 Required High

P-2 Required High

P-3 Desired Medium

P-4 Required Medium

P-5 Required Medium

P-6 Required High

P-7 Required Medium

P-8 Required High

P-9 Desired Medium

P-10 Required High

P-11 Supports the use of NIGP commodity codes Desired MediumP-12 Desired Medium

Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


Provides a purchasing module which is integrated with all other system modules including general ledger, fixed assets, budgeting, and accounts payable

Allows user to drill-down to supporting documents or transactions throughout the purchasing moduleAllows users to inquire as to status of a transaction, including current workflow location and procurement stage at any point in the processVerifies budget availability at the time of a requisition, purchase order, or modification (budget less expenditures and other encumbrances)Provide notification of completed approval actions through workflowRoutes requisitions and purchase orders using workflow based on predefined procurement rules and dollar amountRequires electronic signatures through workflow for approval of purchase orders and requisitionsNotifies users either via email or a dashboard that requisitions or purchase orders require their approvalUploads transaction detail from third party purchasing card applications with detail applied to purchase orders and/or the general ledger appropriatelyPrints purchase orders in a configurable print-image format, not dependent on screen layouts; provides template for POs

Allows users to view commodity codes and their respective descriptions via drop-down menus




Purchasing


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


Vendor FileP-13 Required High

Provides a vendor file that supports the following fields:P-14 Required HighP-15 *At least 5 characters for vendor numbers Required HighP-16 *A minimum of 50 characters for the vendor name Required HighP-17 *One-time vendor indicator Required HighP-18 *Type of vendor (i.e., corporation, 1099, individual) Required HighP-19 *Vendor tax ID Required HighP-20 *Fields for multiple addresses (with type indicator) Required High

P-21 Desired MediumP-22 *Designated point of contact Desired MediumP-23 *Comment or memo field (unlimited text) Required HighP-24 *Status- Active, inactive vendor, under contract Desired MediumP-25 Desired Medium

P-26 *Vendor withholding Desired MediumP-27 *ACH, routing, and bank information Required High

P-28 Required HighP-29 *Discount terms Required HighP-30 *Other, user defined Required HighP-31 Required Medium

P-32 Produces mailing labels from the vendor file Required HighP-33 Required High

Utilizes the same vendor file for the purchasing application/module as all other applications/modules

*A system generated, unique, sequential vendor number that is not the vendor's EIN or SSN

*Fields for multiple email addresses (with type indicator)

*Flag for non-compliance/debarment with the ability to record related information

*Indicator for which 1099 form and box the vendor should receive

Allows users to search (using wildcards) the vendor file by any data field

Maintains a complete vendor history for a minimum of five years




Purchasing


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


P-34 Ability to attach documents to a vendor's record Required HighP-35 Maintains an audit log of all changes to the vendor file Required High

P-36 Desired Medium

P-37 Required Medium


RequisitionsP-39 Required Medium

P-40 Allows users to add and delete attached documents Required MediumP-41 Required Medium

P-42 Supports at least a 6 character requisition number Required MediumP-43 Assigns sequential requisition numbers Required Medium




Maintains the following data for purchase requisitions:P-47 *Department originating request Required HighP-48 *Requestor Required HighP-49 *Approver(s) Required High

Has ability to merge vendors while maintaining historical vendor data for each original vendorHas a process for payment of one-time vendors (e.g.. Tax refunds, utility refunds, etc.) so that vendor file does not become overburdened by vendors set up for one-time payments. Also facilitates expedited entry of one-time vendors.Allows users to delete inactive vendors after a year or more of inactivity

Accommodates attached scanned documents & files to an electronic requisition, for viewing or print

Maintains the date, time and user that attached a document as part of the audit trail

Checks available budget by line item and stops the requisition if over total appropriation; allows authorized users to overrideChecks available budget by department and stops the requisition if over total appropriation; allows authorized users to overrideUser has option to copy an existing requisition when creating a new one




Purchasing


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


P-50 *Date of request Required HighP-51 *Effective date (see below) Desired MediumP-52 *Requested delivery date Required HighP-53 *Shipping address Required HighP-54 *Delivery instructions Required HighP-55 *Delivery contact person (City employee) Required HighP-56 *Delivery contact information Required HighP-57 *Vendor number Required HighP-58 *Vendor contact person Required HighP-59 *Comments Required HighP-60 *Quantity requested Required HighP-61 *Unit of measure Required HighP-62 *Unit price Required HighP-63 *Extended price Required HighP-64 *Description Required HighP-65 *GL account number (accommodates multiple) Required HighP-66 *Freight/shipping charges Required HighP-67 *Other, user-defined fields Required High

P-68 Desired Medium

P-69 Required High

P-70 Required High

P-71 Desired High

Captures the effective date of requisitions (i.e., for requisitions submitted at fiscal year end for purchases at the beginning of the next fiscal year)Allows approvers to reject all or a part of a requisition (i.e., reject some of the line items)Restricts generation of purchase requisitions for a department to authorized personnel in that department

Accommodates varying process rules depending on the type of item being requisitioned, requestor, and/or total amount of requisition




Purchasing


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


P-72 Desired Medium

P-73 Required High

P-74 Required High

P-75 Desired Medium

P-76 Desired Medium

P-77 Desired Medium

P-78 Desired Medium

Purchase OrdersP-79 Converts requisitions to purchase orders upon approval Required High



P-82 Desired Medium

P-83 Prints purchase orders on a laser printer Required High


Assigns requisition to appropriate fiscal year based on effective dateProvides a decentralized purchase requisition process allowing authorized department personnel to enter requisitions directly or via web browserSupports a paperless requisition approval process with user-defined (and possibly multiple) levels of approval and routingAllows user to view the status of a requisition, purchase order, receipt status, and invoice/payable status at any timeAllows a requisition to be placed on hold to a specific date or indefinitely Accommodates/ prompts for the merging of multiple requisitions into one purchase orderAccommodates the splitting of a requisition into multiple purchase orders

Carries all attached documentation forward when a requisition is converted to a purchase order at the user's optionCarries comments made on the requisition forward to the purchase order at the user's optionFacilitates the entry of recurring purchase orders without requiring the PO information to be rekeyed

Has a customizable template for purchase orders; can print on pre-printed forms or create form on blank paper




Purchasing


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


P-85 Desired High

P-86 Desired High

P-87 Desired High

P-88 Required High



P-91 Allows reprinting/ printing of duplicate Purchase Orders Required High

P-92 Required High

P-93 Identifies funding sources on purchase order Desired High

P-94 Desired High

P-95 Accommodates blanket purchase orders Desired MediumP-96 Required High

P-97 Required High

P-98 Desired Medium

P-99 Desired Medium

Prints attachments with a purchase order at the user's optionSupports electronic distribution of purchase orders via emailAccommodates e-mail attachments with a purchase order, at the user's optionPrints multiple copies of purchase orders at once with an identifier on the form (e.g., vendor copy, finance copy, requestor copy)Allows authorized users to change the GL account number on a purchase order until invoice is paidAutomatically notifies requisitioner when the account number has been changed

Accommodates multiple GL numbers on one purchase order, with amount allocated to each GL account

System prompts for the matching of accounts payable invoices to purchase orders on A/P entry, based on vendor

Maintains a full audit trail including dates, user names/IDs, and activity for purchase ordersAllows authorized users to modify the purchase order without having to void the entire purchase orderPrompts user to reprint or resend PO when it has been modifiedClearly indicates purchase order has been modified or changed on reprinted version; tracks the version number of the change with audit trail information




Purchasing


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with




P-102 Allow users to drill down to purchase order detail Required HighP-103 Allows authorized user to liquidate purchase orders Required High

P-104 Desired Medium

P-105 Requires electronic signatures on purchase orders Required High

P-106 Required High

P-107 Required High



P-110 Required MediumP-111 Includes a purchase source type comments field Required Medium



Accommodates change orders or modifications to purchase orders and track the version number and changesEnforces user-defined rules on the modification of purchase orders/ change orders (e.g. not to exceed 25% of original amount)

Allows users to copy recurring purchase orders from current or previous fiscal year when creating a new PO

Stores electronically received or scanned documents & files with every Purchase Order; supports multiple file types (please list)Allows authorized users to void purchase orders; generates notices to requestor and vendorAllows users to bypass the requisition process and get a purchase order number based on security and user defined procurement rulesAccommodates an unlimited description field on purchase orderRecords purchase source type (i.e. sole source, blanket, competitive bid, annual quote, etc.)

Allows authorized users to change the vendor associated with a purchase order; routes notifications to appropriate partiesAllows a purchase order to be placed on hold to a specific date or indefinitely




Purchasing


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


P-114 Required High

Contract Management


ReportingP-116 Required High

P-117 Required High

P-118 Incorporates user-friendly ad hoc report writing tool(s) Required High

P-119 Required High

P-120 Required High



P-123 Required High



Prompts user to liquidate purchase orders at fiscal year end; allows for the matching of purchase orders to invoices paid

Provide a contract management system, with ability to attach contract documents to a record, specify contract beginning and termination dates, renewal options, general terms and conditions, and amounts

Ability to export data to all formats identified in G-6 through G-14Ability to import data from all formats identified in G-6 through G-14


Can inquire on or generate a report of all activity for a specific vendor (for specific date range or all history)Can inquire or generate a report of all sole source or emergency purchase orders for a specific date range or accounting periodCan inquire on or generate a report of all vendors by status, active or inactiveCan inquire on or generate a report of all open purchase ordersCan generate purchasing activity reports for a specific date range or accounting periodCapability of running reports by user-defined date ranges that may occur over multiple fiscal years




Purchasing





Purchasing

CommentsVendor File




Purchasing

Comments

Requisitions




Purchasing

Comments




Purchasing

Comments

Purchase Orders




Purchasing

Comments




Purchasing

Comments




Purchasing

Comments

Contract Management

Reporting




Accounts Payable


AP-1 Required High

AP-2 Required High

AP-3 Required Medium


AP-5 Desired High

AP-6 Desired High

AP-7 Desired High

AP-8 Desired High

AP-9 Desired Medium

AP-10 Desired Medium



Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


Fully integrates with other modules, including General Ledger, Accounts Receivable, Utilities, and Business License.Maintains an audit trail on all transactions (including, but not limited to user ID and posting date).Allows for the attachment of documents (in multiple formats) to a transaction, such as invoice copy, purchase requisition, or correspondence with vendor.Accommodates the matching of purchase order, receiving documents, and invoice to transactions, even with multiple invoices to a particular POAllows users to set the amount by which invoices can exceed purchase orders by departmentSupports electronic workflow for purchase order approvals based on a dollar thresholdSupports electronic workflow for invoice approvals based on a dollar thresholdSupports electronic workflow for approvals based on a segment of the general ledger account numberImports purchasing card transaction detail to appropriate accountsFacilitates the attachment of multiple scanned invoices to multiple transactions (i.e. scanned batch of receipts for P-card transactions)Allows users to view current status of purchase orders and requisitionsSupports "positive pay" by generating electronic files of all checks (including manual checks) for the City's bank for comparison with checks being cashed




Accounts Payable


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


AP-13 Desired High






Invoice EntryInvoice entry screen includes the following information:

AP-19 *Invoice Date Required High

AP-20 Required High

AP-21 Required High

AP-22 Required High

AP-23 Required High

Allows users to import files from vendors (such as utility companies).Generates journal entries to post accounts payable transactions to the general ledger immediately (real-time) or in batch.Allows authorized users to make corrections or additions to any field or screen throughout the module, while maintaining an audit trail of changes (allows for corrections of purchase orders, invoice amounts, vendor information on an invoice)Supports direct entry of attachments from peripheral devices (scanners, cameras, etc.), as well as attaching existing filesAccommodates check batches to be drawn on multiple bank accounts, posts to appropriate pooled cash accountAllows users to drill back to the purchase requisition, purchase order, invoice and supporting documentation from the accounts payable inquiry screen.

*Vendor name (with ability to search, pre-populated based on vendor number if that's entered first)

*Vendor number (pre-populated based on vendor name, with ability to search from entry screen)*Purchase order (optional field, with ability to query PO's for vendor from screen)*Item Description (pre-populated based on PO, if applicable)




Accounts Payable


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


AP-24 Required High

AP-25 Required High

AP-26 Required High

AP-27 Desired High

AP-28 Required High

AP-29 Required High

AP-30 *Notes, user-defined Required HighAP-31 Supports batch or individual invoice entry Required High

AP-32 Required High

AP-33 Accommodates alpha/numeric/symbol invoice numbers. Required High

AP-34 Required High

AP-35 Required High

AP-36 Required High


Maintains status codes for invoices including, but not limited to, the following:AP-38 *Pending; Required Medium

*Number of Units (optional, pre-populated based on PO, if applicable)*Amount Due (pre-populated based on PO, if applicable)*Date due (pre-populated to net 30 from invoice date)*Flag for reimbursement (for grants, items to be reimbursed from outside entities)*GL Codes (allow for unlimited, pre-populated based on PO, if applicable)*Attachments (ability to load attachments from entry screen)

Accommodates a minimum of 30 characters in the invoice number field.

Accommodates a minimum of 250 characters in the invoice description field.Allows user to post partial payments against an invoice and maintain the balance in A/P until paid or written off.

Allows authorized users to cancel invoices, in whole or in part, including descriptions and attaching documentation.System will generate the default accounting period based on the entered invoice date (June invoices will default to prior fiscal year) but user can override




Accounts Payable


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


AP-39 *Approved; Required MediumAP-40 *Held; Required MediumAP-41 *Rejected; Required MediumAP-42 *Deleted; and Required Medium


AP-44 Desired High









AP-53 Desired Low

Can distribute an invoice to an unlimited number of general ledger accounts.Can automatically split invoices to different accounts based on vendor, previous invoice, or other criteria set up by user, with ability to override.Allows user to post invoice to non-expenditure accounts with warningSupports the entry of invoices upon receipt with future payment date.Allows user to select invoices for payment based on due date; hold invoices due for a future date in A/P.Prompts user to process invoices with prepayment discounts to meet discount deadline.Users can post credit invoices to GL accounts; system automatically holds them and applies them to future invoices from that vendor (original credit can be to different GL account)Allow user to flag individual invoices for 1099 during invoice entryAllows user to flag vendor for 1099 from invoice entry screenAllows for new vendor entry (e.g. one-time vendor) from the invoice entry screenAllows users to view and search through vendor list on-line (alphabetically by vendor name or by vendor number) and be able to select vendor from that screen for invoice entry.




Accounts Payable


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


Check Processing & PrintingAP-54 Required Medium




AP-58 Automatically updates general ledger for void checks Required Medium




AP-62 System prints checks in numerical sequence Required MediumAP-63 Prints the entire invoice number on the check Required MediumAP-64 Required Medium




Checks may be printed from laser printers on pre-printed stock.User has option to print one check or multiple checks for multiple payments to same vendor.When batch is reviewed by approver, approver has the ability to flag an invoice to be held for future batch.If stub information (GL posting list) exceeds space available on check, system allows user to print on an overflow statement AFTER the check run (won't print on check stock)

System gives user option to reissue a voided check or to close the invoice, which removes the A/P and updates the General LedgerPrevents the duplication of check numbers within the same checking account

Allows authorized users to generate manual checks that are posted and subject to a workflow approval process

Produces digitized electronic signatures as part of the check printing processAllows system administrator to update check signatures (does not require system vendor for updates)

Prints a check register during the posting process and on demandAllows users to re-print check registers for past dates, including voided checks




Accounts Payable


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with







AP-73 Required MediumAP-74 Can print outstanding check list on demand Required Medium

AP-75 Required MediumAP-76 With appropriate approval, can re-run a check batch Required Medium

Vendor Management

AP-77 Required High

AP-78 Allows user to search by any field in the vendor file Desired High

AP-79 Desired High



Tracks check number sequence and uses workflow to alert specified user for out-of-sequence check activityAccommodates ACH payments to vendors, maintaining the same GL information and audit trailSystem accommodates multiple email addresses & phone numbers for vendors with note area for each (to designate primary contact, billing contact, service contact, etc.)Prevents unapproved additions or changes to a batch once it has been sent to the supervisor for approvalSupervisor can hold or delete individual payments in batch, or send back whole batch for changesProhibits changes to the ACH file once processed and forwarded to a supervisor for approval

Can re-print a check/ print duplicate checks during the check printing process.

Utilizes the same vendor file for the accounts payable application/module as purchasing and all other applications/modules; vendor file includes all fields identified in the purchasing module requirements

Supports "wild-card" search capability for a word or portion of a word in any field in the vendor fileSupports the searching of multiple fields in the vendor management module at once using a single word/ nameAllows users to include/ exclude inactive vendors during searches




Accounts Payable


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


AP-82 Maintains multiple vendor billing address fields Desired HighAP-83 Required Medium




AP-87 Desired High

AP-88 Desired High





AP-93 Desired High

Provides inquiry-only access to the vendor table to designated usersSupports an inactive status for vendors that prohibits invoice, purchase order, purchase requisition entry, or payment for that vendorMaintains a single vendor management database that is shared between requisitions, purchase orders, inventory, and accounts payableAllows purchase from a vendor through P-cards to be recorded with the originating vendor records; includes flag for P-card purchaseIntegrates with the collections module to determine when a vendor owed payment also owes taxes or other fees; warn users when this condition existsAllows authorized users to merge vendor records; maintaining an audit trail, data, and history for each merged vendor.Allows attached files to the vendor record (e.g., correspondence, W9, etc.).Maintains an audit trail for all changes to the vendor file.Allows a user to view all vendor transactions, including purchase orders and purchase card activityProvides an expedited process for one-time vendor entry, accessible from the invoice entry screenWarns user that a vendor may already exist when new vendor information entered matches in any vendor-specific field (e.g. name, tax ID, phone number, etc.):




Accounts Payable


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


AP-94 Desired High

Vendor ProcessingAP-95 Desired Medium





AP-100 Can print 1099 forms on a laser printer Required Medium


AP-102 Desired High

AP-103 Desired Low




Accommodates a flag to designate check vendors vs. ACH vendors

Accommodates electronic invoices submitted by vendorsPre-populates date due based on vendor specific payment terms; allows for individual invoice overrideProduces 1099 forms per federal standards in effect (automatically updates for IRS changes)Supports real-time update of 1099 data based on changes to vendor informationAllows users to omit specific GL account codes from 1099 information

Generates a file for the transmission of 1099 forms electronically, per federal government standardsCalculates and appropriately applies percentage and/or amount discounts based on vendor specific data

Allows for the entry of retainages payable on contractor invoices at invoice entry; posts to appropriate GL accountAllows user to override ACH flag on a vendor to be able to issue a check for a specific invoiceAccommodates inquiry/reporting of vendor payments on a calendar year-to-date or fiscal year-to-date basis, with totalsAccommodates inquiry/reporting of vendor activity for inception-to-date, sub-totaled by fiscal or calendar year




Accounts Payable


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with




AP-109 Desired Low



ReportingAP-112 Required

AP-113 Desired

AP-114 Incorporates user-friendly ad hoc report writing tool(s) Required

AP-115 Required

Within user defined ranges, generates reports/on-screen inquiry of accounts payable information including, but not limited to:AP-116 *Payee/ Vendor Name RequiredAP-117 *Payee/ Vendor Number RequiredAP-118 *Check number RequiredAP-119 *Date RequiredAP-120 *Remitted to address RequiredAP-121 *Invoice number RequiredAP-122 *Amount RequiredAP-123 Required

AP-124 *Check register Required

Produces 1099 reports for review before printing or transmitting final list to the IRS.1099 report specifies the box or line on the 1099 form and amounts will be printed in or on.Prints retainage on vendor (contractor) check, if applicableNotifies user of duplicate invoice number entry for same vendor, and allows user override.Allows authorized users to change vendor remit-to address, retaining audit trail



*Other, user-defined criteria (based on any field in the vendor file).

Software includes the following pre-loaded reports that can be run upon processing of an AP batch or for a specific date or date range:




Accounts Payable


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


AP-125 Required

AP-126 RequiredAP-127 *Vendor master listing report Required

AP-128 Required

AP-129 Required

AP-130 *Checks paid by fund RequiredAP-131 *Outstanding invoices by department RequiredAP-132 *Aging report of past due invoices by fund Required

AP-133 Required

AP-134 Required

AP-135 Required

AP-136 Required

AP-137 Required

*Cash requirements by account for all disbursements*Checks to be written and scheduled payment dates

*Summary payment report by vendor (voucher summary- School Board uses this for approval)*1099 vendors and payment amounts for the calendar year

*Detailed transaction listing by vendor name or number*Detailed transaction listing by vendor invoice number

Generates an end of fiscal year AP Reconciliation report with supporting detail of year end AP balances by fundGenerates a monthly check reconciliation report of all checks, including manual checksAllows users to report purchase order and credit card transactions separately from other transactions.




Accounts Payable





Accounts Payable

Comments

Invoice Entry




Accounts Payable

Comments




Accounts Payable

Comments




Accounts Payable

CommentsCheck Processing & Printing




Accounts Payable

Comments

Vendor Management




Accounts Payable

Comments




Accounts Payable

Comments

Vendor Processing




Accounts Payable

Comments

Reporting

Within user defined ranges, generates reports/on-screen inquiry of accounts payable information including, but not limited to:

Software includes the following pre-loaded reports that can be run upon processing of an AP batch or for a specific date or date




Accounts Payable

Comments




Human Resources


HR-1 Required High

HR-2 Required High

HR-3 Captures and maintains I-9 documentation and status Required High

HR-4 Desired Medium

HR-5 Required Medium

Employee InformationMaintains and manages employee information, including (but not limited to):

HR-6 *First and Last Name (and Middle Initial) Required HighHR-7 *Date of Birth Required HighHR-8 *Social Security Number Required HighHR-9 *Driver's License Number Required High

HR-10 *Employee number (system generated key) Required HighHR-11 *W4 information (tax status) Required HighHR-12 *Awards & Commendations Required HighHR-13 *Contact information (phone, cell, e-mail address) Required HighHR-14 *Date of hire Required High


HR-16 Desired Medium

HR-17 Required High

Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


Fully integrates with the Payroll, General Ledger, Accounts Payable, and Budgeting modules.Provides a system-generated, unique employee number utilizes employee number as key for all databases & modules

Generates various personnel notifications/ form letters (e.g., FMLA, applicant rejection, leave donation, return to work, benefit information, etc.)Supports workflow approvals of human resources-related processes and documents

*Evaluation Date(s) (6 months after hire, then user specified for all employees)*Benefit eligibility dates (off probation, eligible for increases, eligible for retirement) and description*Emergency contact information (name(s), phone, address, e-mail address) for a minimum of two emergency contacts




Human Resources


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


HR-18 *Certifications, endorsements and Licensures Desired MediumHR-19 *Other user-defined fields Required Medium






HR-25 Required High


HR-27 Required High

HR-28 Easily transfers employees from one position to another Required High


Once an employees is hired, notify appropriate support personnel through workflow to trigger new employee setup (e.g., network access, workstation set-up, payroll set-up, benefits enrollment, equipment issued, etc.)

Generate an orientation process checklist that can be customized by and for each department/division and by job titleUpon employee termination, notify appropriate support personnel through workflow to trigger employee termination processes (e.g. suspend network access, Payroll, Benefits, equipment return, etc.)Maintains several types of separation codes/ fields (voluntary and involuntary with specific reasons for separation)Ability to record termination/ separation with appropriate codes and unlimited character comments fieldTracks the length of time an employee has been in a positionHas the capacity to record an inventory of items assigned to employees (e.g., cell phone, keys, ID card, etc.)Generates personnel action forms on-line and routes through workflow

Allows authorized users to reinstate a separated employee




Human Resources


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


HR-30 Desired Low

Maintains employee salary information including (but not limited to):HR-31 *Effective date of changes Required MediumHR-32 *Salary range (min/mid/max) for current position Required MediumHR-33 *Wage range (P/T employees, min/mid/max) Required MediumHR-34 *Current step/grade and pay scale Required MediumHR-35 *Date of last evaluation Required MediumHR-36 *Pay change reason codes and effective dates Required MediumHR-37 *Amount of change Required MediumHR-38 Required Medium

HR-39 *Other, user-defined fields Required Medium

HR-40 Required High

HR-41 Required High

HR-42 Tracks shift structure for employees Desired Low


HR-44 Captures the typical work hours and days of a position Desired Low

HR-45 Desired High

HR-46 Required High

Reports an employee's history with the dates, position titles, and position numbers of all positions held

*Unlimited text field for notes on pay change reason

Accommodates multiple salary scales and schedules, including min/mid/max and scales with stepsAccommodates multiple salary tables linked to multiple jobs/ job classes

Has fields for permanent and temporary job indicators, such as seasonal, temporary, and probationary employees

Accommodates employees who work more than one part-time position concurrently (with multiple approvals/ sign-off per user-defined rules)Tracks base salary and unlimited number of other compensation components for each employee




Human Resources


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


HR-47 Desired High

HR-48 Desired High

HR-49 Required High


Employee Discipline/GrievancesCaptures and maintain disciplinary action detail, including (but not limited to):

HR-51 *Employee ID Required HighHR-52 *Employee name Required HighHR-53 *Main department Required High

HR-54 Required HighHR-55 *Narrative information (unlimited character text) Required HighHR-56 *Disciplinary action proposed Required HighHR-57 *Date of incident Required HighHR-58 *Date discipline rendered Required HighHR-59 *Supervisor's name Required HighHR-60 *Grievance flag Required HighHR-61 Required High

HR-62 Required HighHR-63 Other, user-defined fields Required High



Tracks temporary alternate duty assignments and restrictionsAccommodates HIPPA employee notice requirements; maintains data in accordance with HIPPAAllows the user to determine which fields are required fields in the employee master fileHas a calculator for Human Resources personnel to estimate Gross To Net pay for an employee

*Short description of the incident/ cause of disciplinary action

*Next steps and/or action plan (unlimited character text field)*Field for additional notes (unlimited character text)

System can accommodate multiple grievance rules (level of review, process reminders/notifications through workflow)Records and tracks various discipline types that are maintained by the HR department




Human Resources


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with








OSHA / Risk Management

HR-72 Desired Low

HR-73 Desired Low

Position ControlMaintains and manages position information, including (but not limited to):

HR-74 *Date and fiscal year created Required HighHR-75 *Job title Required HighHR-76 *Position number Required HighHR-77 *Supervisor's position number Required High

Records and tracks disciplinary actions (and maintain history) including information on incidents causing the action, steps taken in resolution, and the personnel involvedAllows for documents to be attached to employee disciplinary and grievance recordsAllows supervisors to view current and prior discipline actionCaptures user-entered narrative for each step of grievance processTracks all disciplinary complaints, investigations, and actions, including (but not limited to): letters of reprimand, warnings, suspensions, discharges, and store scanned documents with employee signaturesMaintains a minimum of five years of disciplinary action history for an employee

Provides OSHA reporting function to track accidents and injuries; and tracks and reports pertinent information as required by OSHAMaintains and tracks information related to drug testing, including (but not limited to): date of test date pass/fail reason for test (e.g., reasonable suspicion, random selection, new employee)




Human Resources


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


HR-78 *Physical work location Desired MediumHR-79 *Department, program, and/or project Required HighHR-80 *Current status code (filled, vacant, frozen, etc.) Required HighHR-81 *Except/non-exempt (FLSA) status Required HighHR-82 *Current Pay rate Required HighHR-83 *Funding Source (grants) Required HighHR-84 *Salary range Required HighHR-85 *Step/ Grade/ Scale Required HighHR-86 *FT/PT Required HighHR-87 *Percent of full time Required HighHR-88 *Temporary/permanent flag Required HighHR-89 *FTE Required HighHR-90 *Workers' Compensation code Required HighHR-91 *Labor Code (VEC) Required HighHR-92 *Unlimited character comment field Required HighHR-93 *Other, user-defined fields Required High

Allows authorized users to perform the following position transactions:HR-94 *Add or delete positions Required HighHR-95 *Reclassify positions Required HighHR-96 *Change job titles Required HighHR-97 *Transfer employees from one position to another Required HighHR-98 *Freeze or unfreeze positions Required HighHR-99 *Transfer positions from one location to another Required High

HR-100 *Split position funding and/or labor allocation Required High

HR-101 Required High


*Change the number of authorized full-time equivalents per position*Record associated effective dates of position transactions




Human Resources


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


HR-103 Reports on position status, such as filled/vacant Required High



Performance EvaluationsHR-106 Desired Medium






Training and CertificationsRecords and maintains employee training & professional development data, including (but not limited to):HR-112 *Licenses Desired MediumHR-113 *Certificates Desired MediumHR-114 *Course enrollment/completion Desired MediumHR-115 *Other, user-defined fields Desired MediumHR-116 Tracks dates of licensure, certification, training, permits Desired Medium


Tracks an employee's movement between positions, including promotions, demotions, and transfersMaintains position status history (filled vs. vacant) and names of employees filling position for a minimum of five years

Provides job-specific employee evaluation templates that can be easily customized by the CityAttach an unlimited number of performance evaluations to the employee record (scanned or on-line)Has performance review field to record performance evaluation summary, including scores and narrative informationAccommodates electronic/ on-line performance evaluations, utilizing electronic signaturesNotifies employees and supervisors of pending evaluation due dates (through workflow)Tracks evaluation completion or overdue status (through workflow), with periodic and/or continued automatic notifications until completion

Notifies employee and supervisor when certification expirations are pending




Human Resources


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with







Benefits

HR-123 Desired High






HR-129 Maintains coverage and deduction detail by date Desired LowTracks employee benefit information, including, but not limited to:

Provides employee and supervisor notices of violation and expirationsTracks driver's license and other licensure requirements for various job classesTracks training attendance/completion by employee, division, and departmentTracks progress toward and completion of licenses and certifications as required for specific jobsIntegrates with imaging/scanning/document management systems

Generates a benefits-specific new employee orientation checklist that can be customized by and for each department, job class, and status (temporary or permanent)Updates employee file for participation in benefit programs; designates selected plans and communicates updates to payroll moduleProvides user the ability to start and stop any deductions at any given time; user can pre-set stop datesSupports section 125 flexible benefit account enrollment and reimbursementAccommodates various type(s) of coverage (e.g., single, employee +1, family), and allows coverage to vary by benefit Tracks employee's eligibility for benefits based on user-defined criteria (e.g. Affordable Care Act 30 hour requirement)




Human Resources


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


HR-130 *Coverage effective dates Desired LowHR-131 *Coverage history Desired LowHR-132 *Name change history Desired LowHR-133 *Dependent information Desired LowHR-134 *Beneficiary information Desired LowHR-135 *Years of service Desired Low

Maintains premium and deduction amounts for multiple benefit plans including (but not limited to):HR-136 *Health Insurance Required HighHR-137 *Dental Insurance Required HighHR-138 *Vision Insurance Required HighHR-139 Required High

HR-140 *Deferred compensation plans Required HighHR-141 Required High

HR-142 *Long term disability Required HighHR-143 *Short term disability Required High

HR-144 Required HighHR-145 *529/Education Savings Plan Required HighHR-146 *457 Plan and 403(b) Required HighHR-147 *Other, User-defined benefits and deductions Required High


*Life Insurance, including excess group life insurance and optional life insurance

*Flexible spending accounts for medical and child care reimbursement accounts

*Virginia Local Disability Plan (VLDP) for hybrid employees

Accommodates concurrent years open for benefits enrollments and closeouts during and immediately following open enrollment period, with effective dates (eliminates need to enter all benefits changes immediately after last payroll and before first payroll of coverage year)




Human Resources


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with





Accommodates data pertinent to benefit eligibility, including but not limited to:HR-152 *Length of service Required MediumHR-153 *Employee Age Required MediumHR-154 *Marital status Required Medium




HR-158 *Other, user-defined Required MediumHR-159 Required Medium


HR-161 Desired High

HR-162 Identifies leave start and end dates Required Medium

HR-163 Desired High

Can differentiate, for deferred compensation purposes, employer matches from employee contributionsAllows user to designate appropriate tax treatment for various benefits and deductions (pre or post FICA, Federal, State)Allows users to manually adjust benefit deductions for employee for one-time and ongoing changes

*Dependent/spouse information (accommodates multiple dependents) including name, date of birth, and age*Employee status (active, retired, leave of absence, suspension, termination, FMLA, military leave, etc.)*Hours worked by various search criteria (e.g., weekly, bi-weekly, pay period, annually) and

Accommodates mass updates of employee/ employer plan premiums & deductionsGenerates summary statements by employee for all benefitsIntegrates COBRA and Retiree Benefits with General Ledger and Accounts Receivable; prompts for A/R invoicing through workflow and posts receivable to GL

Tracks different leave types which may be utilized concurrently as defined by user for each employee (e.g., FMLA, workers' compensation)




Human Resources


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


HR-164 Desired High

HR-165 Desired High


HR-167 Desired High







Employee Self ServiceProvides an employee self-service web portal (ESS), whereby employees have access to their personal information, such as:HR-174 *Name Desired HighHR-175 *Address Desired High

Tracks leave and place a manual or automatic stop on accruals when annual caps are reachedTracks FMLA leave based on user-defined criteria (e.g. 12 month rolling period total usage)Maintain benefit coverage for employees on unpaid leave who elect to pay for their own coverageIntegrates with the employee self-service module for benefit plan open enrollment, benefits and other changes, etc.; reviewed by finance staff before updateDetermine coverage and deduction amounts for the employee using parameters stored in the benefit plan structure tablesAutomatically produces payroll deductions based on benefit plan enrollmentsCan retroactively enroll employees in plans, automatically adjusting payroll to compute the proper catch-up adjustments and deductionsCan retroactively enroll dependents in plans, automatically adjusting payroll to compute the proper catch-up adjustments and deductionsRecalculates life insurance benefits, imputed life reporting, and premium changes for any and all employees affected by salary changes, coverage changes, or changes in planAllows changes to be entered with future effective date, not changing current elections/ deductions until the effective date




Human Resources


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


HR-176 *Emergency contact information Desired HighHR-177 *Demographics Desired HighHR-178 *Benefit information (selected plans) Desired HighHR-179 Desired High

HR-180 Desired High

HR-181 *Leave balances Desired HighHR-182 *Other user-defined fields Desired High

Allows employees to update personal information with appropriate verification process, including but not limited to:HR-183 *Address Desired LowHR-184 *Phone number/s Desired LowHR-185 *Contact information Desired LowHR-186 *Emergency contact information Desired LowHR-187 *Direct deposit Desired LowHR-188 *W4 information (tax status) Desired Low

HR-189 Desired LowHR-190 *Open enrollment (at appropriate dates ) Desired LowHR-191 *Other, user-defined fields Desired Low

HR-192 Desired Low

HR-193 Desired Low

HR-194 Desired High

*Salary information (base, supplemental, YTD, history)*Other deduction information (garnishments, child support, flex spending, other voluntary deductions)

*Voluntary deduction amounts (only those optional to the employee)

Automatically send notification/ confirmation of approved changes to the employee and a supervisor (or other user designated personnel)Accommodates user-defined approval/verification process for changes/updates made through ESS activities performed by the employeeDisplays the most recent and a minimum of five years historical pay stubs for viewing and printing on demand through ESS




Human Resources


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


HR-195 Desired High



General ReportingHR-198 Required High

HR-199 Required HighHR-200 Incorporates user-friendly ad hoc report writing tool(s) Required High



HR-203 Desired Low


Allows employees to review vacation and sick day balances and submit leave requests in ESSStores and displays historical W2s upon request for viewing and printing through ESSDisplays all benefit forms for viewing and printing from ESS


Allows users to save ad-hoc queries and reports, either to an individual report library or shared report libraryMaintains the necessary data and generates reports and forms that comply with EEOC, OSHA, FMLA, Department of Labor, Military Status, and FLSA standards and regulationsProvides OSHA specific reporting requirements including but not limited to OSHA 300 log reportsReports all current positions by department, with employee name, status (filled vs. vacant), hire date, and current salary




Human Resources


Employee Information




Human Resources

Comments




Human Resources

Comments




Human Resources

Comments

Employee Discipline/Grievances




Human Resources

Comments

OSHA / Risk Management

Position Control




Human Resources

Comments




Human Resources

Comments

Performance Evaluations

Training and Certifications




Human Resources

Comments

Benefits




Human Resources

Comments




Human Resources

Comments




Human Resources

Comments

Employee Self ServiceProvides an employee self-service web portal (ESS), whereby employees have access to their personal information, such as:




Human Resources

Comments

Allows employees to update personal information with appropriate verification process, including but not limited to:




Human Resources

Comments

General Reporting




Payroll


PR-1 Required High

PR-2 Required High

PR-3 Required High

PR-4 Required High

PR-5 Required High

PR-6 Required High

PR-7 Required High

PR-8 Accommodates user-defined rules for shift differentials Desired Low

PR-9 Desired High

PR-10 Desired High

PR-11 Desired High

Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


Fully integrates with the General Ledger, Accounts Payable, Budgeting and Human Resources modules.Generates one payroll record per employee, prevents the generation of duplicate records based on social security numberAccommodates an unlimited number of employees, departments, jobs, shifts, pay rules, and other user-defined variablesAllows user to update pay rules and set past, present, or future effective date for rules as desiredAccommodates multiple pay periods, including (but not limited to): weekly, bi-weekly, semi-monthly, monthly, and quarterlyAccommodates pay period by department, pay code, or other variable (e.g. can pay school employees semi-monthly, city employees bi-weekly, and councils and commissions monthly)Accommodates user-defined overtime rules, including calculation period, number of work hours, leave taken, type of duty performed (e.g.. Call-out time or 28-day cycle)

Accommodates user-defined rules for comp time for non-exempt employeesAccommodates user-defined rules for comp time for exempt employeesCalculates the remaining annualized payroll costs by month including accruals and posts to budgeting model for projection purposes




Payroll


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


PR-12 Required High

PR-13 Required Medium

PR-14 Required MediumPR-15 Allows the use of multiple concurrent windows Required High

PR-16 Desired Medium

PR-17 Required Low

Time Entry and ApprovalPR-18 Required Medium



Tracks time for a pay period and adjusts balances at the end of the period, as necessary, for the following:PR-21 *Actual hours worked Required HighPR-22 *Leave used (e.g. sick, vacation, and PTO) Required HighPR-23 *Hours Paid Leave Required HighPR-24 *Unpaid leave Required HighPR-25 *Adjustments Required MediumPR-26 *Forfeited hours (e.g. vacation not rolled over) Desired MediumPR-27 *Overtime hours Required HighPR-28 *FMLA hours (available and used) Required HighPR-29 *Holiday pay Required High

Tracks employee assignments to grants/ projects/ programs and can allocate salaries by percentage or actual hoursMasks at the field level in the payroll module based on security permissionsPrevents or allows drill down based on security permissions

Maintains position control in conjunction with budgeting module- does not allow for the creation of unauthorized full-time positionsAccommodates document imaging and scanning; allows user to attach files to employee records

Supports decentralized time and entry data collection at department levelSupports time and entry data collection using Web/ electronic timesheet entryPrints timesheets for user-selected employees as necessary for specified date range

D16

Sheila Minor: garnishments, SSN, etc.




Payroll


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


PR-30 *Other, user-defined Required MediumSupports the following time entry methods:

PR-31 *Employee self-entry (subject to approval) Desired MediumPR-32 *Batch entry by finance personnel Required HighPR-33 Required High

PR-34 *Supervisory / department level time entry Required High

PR-35 Desired HighPR-36 Provides unlimited comments field in the timesheet Required High

PR-37 Desired High

PR-38 Desired HighPR-39 Required High

PR-40 Required HighPR-41 Allows supervisors/ managers to enter employee time Required High





*Third party time & attendance system (list supported vendors)

Accommodates remote site online timesheet data entry with workflow approval process

Restricts/ warns of time entry to pre-established ranges, allowing override by authorized userAccommodates user-defined tables of acceptable ranges for time entry according to work groupsAccommodates at least 5 different jobs/programs per shiftAccommodates processing and approval of time sheets electronically via workflow

Supports online approval of time entry by managers/ supervisorsGenerates edit reports after time entry that report exceptions (e.g. excessive overtime or zero hours for active employees)Accommodates approval workflow for multiple supervisors (if employee works for multiple departments/ divisions)Notifies employees and/or supervisor(s) of rejected timecard via workflow/email




Payroll


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with



PR-47 Requires electronic signatures for time approval Required Medium






Maintains time and attendance history data, including (but not limited to):PR-53 *Employee name Required HighPR-54 *Employee ID number Required HighPR-55 *Pay period dates Required HighPR-56 *Time and leave types Required HighPR-57 *Approval history Required HighPR-58 Required High

PR-59 Required High

Supports a back-up approver/ entry for time entry and leave requests approval (i.e. supervisor is out on leave) and automatically routes time entry/ leave request based on outstanding status

Allows overtime entry to be restricted for specific employees until supervisor approvesAllows overtime approval to occur prior to and/or after the work has been performedHolds data entered on-line in a suspense or pending status until approved and released for processingAllows authorized supervisors/ managers to edit employee timecards with audit trail; reroutes time card to employee with edits

Allows users to make corrections of previous pay period errors to future paychecks; allows corrections to be spread over a user-defined number of paychecks

Maintains time and attendance history for a minimum of five yearsMaintains full compliance with current Fair Labor Standards Act (FLSA), Affordable Care Act (ACA) and all other federal and state laws




Payroll


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


PR-60 Required High

Pay Rates and Calculations



PR-63 Required High

PR-64 Required High

PR-65 Required High

PR-66 Required High

DeductionsPR-67 Required High

PR-68 Required Low

PR-69 Required High

Adhere to all current and future State and Federal laws (i.e. software is regularly updated by vendor for federal and state changes)

Accommodates hours within a pay period paid at various rates (pay increase at a date in the middle of a pay period)Allows for the application of pay changes universally or to specific groups (e.g. 2% increase to everyone, teachers only, full-time personnel only, etc.)Accommodates imputed income such as life insurance, vehicle usage benefits, uniforms, gift cards, etc.Supports ten, eleven, and twelve month employees for schools, adjusting salary scales according to contracted daysAccommodates flat rate supplements applied annually, weekly, monthly, or on demand (e.g. on call supplements, lead teacher and athletic supplements, etc.)Allows user to update social security maximum salary each calendar year, applies maximum and correctly ceases employee and employer social security withholding once maximum salary is reached

Utilizes updatable tax tables to calculate appropriate withholding based on employee tax statusAllows user to set start and stop dates on employee deductionsMaintains deduction code table with deduction code for each deduction (and multiple codes if deduction has different rules for employee classes, e.g. VRS)




Payroll


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


PR-70 Required High


PR-72 Maintains an unlimited number of deduction codes Required Medium

PR-73 Desired High


PR-75 Required High

PR-76 Required High

PR-77 Allows user to designate deduction frequency Required High

PR-78 Required High

PR-79 Required High

PR-80 Desired High

PR-81 Required High

Utilizes updatable deduction tables to calculate and apply appropriate deductions to employees' paychecks, including application of not-to-exceed caps on percentage of net pay (e.g. garnishments can't exceed 25% of net pay)Allows user to input total amount of garnishment; system will track balance due and stop garnishment when balance is zero

Utilizes web-based employee self service portal where employees can add, delete, and change deductions and withholding amountsCan link deductions of similar types and apply common rules (e.g. multiple garnishments on an employee's pay can not exceed 25% of net)Allows user to designate tax status for various deductions (pre-State, pre-Federal, pre-FICA)Allows user to designate W2 reporting for various deductions

Utilizes process (through A/P module or stand alone) to generate payments to vendors for remittance of deductions collectedApplies changes in deduction tables to all paychecks using that deduction codes (updates for all) Allows user to inactivate/ delete a deduction code, prevents deduction code from being used in employee record/ warns if deduction code is in use when inactivatedTrack employee demographics, such as race and gender (for VEC tracking reports)




Payroll


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


Leave Time Accrual and UsePR-82 Administers all leave in accordance with City policies Required High



Maintain leave accrual, usage, and balances (as applicable) for multiple leave types, such as:PR-85 *Vacation/ Paid Time Off (PTO) Required HighPR-86 *Compensatory Time Required HighPR-87 *Sick Required HighPR-88 *Workers' Compensation Required HighPR-89 *Holiday Pay Required HighPR-90 *Personal days Required High

PR-91 *FMLA (concurrent with sick/ PTO/ unpaid leave) Required HighPR-92 *Leave without pay Required HighPR-93 *Military leave Required HighPR-94 *Funeral/bereavement leave Required HighPR-95 *Administrative leave Required HighPR-96 *Civil leave Required HighPR-97 *Short term disability Required HighPR-98 *Long term disability Required HighPR-99 *Other, user-defined Required High

PR-100 Desired High

PR-101 Required High

Allow users to query leave and accrual balances by specific dates or date rangesAllow users to query paid and unpaid leave by specific dates or date ranges

Allow for inactive employee to become active again, appropriately bring forward leave balances and years of service when employee has a break in service Calculates leave in days, half-days, hours, or quarter hour increments

D101

Sheila Minor: is this same as vacation/ PTO?




Payroll


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with











PR-111 Desired Low

Accrue leave time per user-defined leave accrual rules every qualifying pay period for all active, eligible employeesAccommodate separate, user-defined leave accrual rates by leave type and by employment status (part-time vs. full-time, length of work day, years of service)Maintain leave and vacation accrual rates by job class or status (e.g. Police & Fire have different accrual rates)

Allows users to post accrued leave at the end of a user specified period (e.g., day, week, pay period, or month) or at the beginning of a set period (e.g. all leave posted at the beginning of the year) based on leave typeCalculates prorated leave accruals when applicable (e.g. unpaid leave, workers comp, etc.)Suspends leave accruals when applicable (user specified conditions (e.g. unpaid leave, disability status)Accommodates cumulative (rollover), cumulative to a cap, and non-cumulative (use-it-or-lose-it) leave accrual policiesCalculates total leave liabilities for unused accrued leave by individual employee or for user specified groupings (i.e. at the department or fund level) as requested and as of previous dates (i.e. reports can be back-dated)Calculates leave liabilities subject to user-defined payout rules (e.g. sick leave paid at $50/day)Calculates and reports the value of lost earned time (i.e. use-it-or-lose-it) on demand and for previous dates




Payroll


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


PR-112 Alert supervisors of leave usage exceptions Desired Medium


Supports a workflow process to submit and approve overtime and leave time, including:PR-114 *Submission of request for leave / overtime Required LowPR-115 *Supervisor review and approval/denial Required LowPR-116 *Request status monitoring Required LowPR-117 *Notification of approval/decline Required Low


PR-119 Required Low

PR-120 Tracks FMLA leave based on Federal requirements Required Medium






Check ProcessingPrints the following information, for both current pay period and year to date balances, on pay stubs:PR-126 *Regular (earned) pay Required High

Allows authorized users to manually override or update leave accruals and balances

Notifies user when attempting to submit leave request for more than available balanceProvides employees online access to leave request status (e.g., pending, under review, etc.)

Allows sick, vacation and PTO leave to be used only after it is earned, allows supervisor overrideAllows users to go into deficit leave balance if approved, correctly posts accruals to reduce deficit until leave is "repaid"Alerts employee and supervisor when approaching leave accrual maximum balanceAllows mass update to leave balances exceeding caps at year end for use-or-lose leave types; provides authorized users the ability to override for specific employeesUtilizes tables and automatically adjusts/ prompts user to adjust leave accrual rate based on years of service (hire date)




Payroll


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


PR-127 *Overtime pay Required HighPR-128 *Leave pay by type Required HighPR-129 *All other pay by type Required HighPR-130 *Federal and state withholding Required HighPR-131 *Social Security paid Required HighPR-132 *Medicare paid Required HighPR-133 *All voluntary deductions Required HighPR-134 *Leave accrued for pay period Required HighPR-135 *Leave used during pay period Required HighPR-136 *Leave balances Required HighPR-137 *Pay period dates Required HighPR-138 *Check Date Required HighPR-139 *Employee number Required HighPR-140 *Other, user-defined fields Required High


PR-142

PR-143 *Department Desired HighPR-144 *Division Desired HighPR-145 *Job classification Desired HighPR-146 *Benefits status Desired HighPR-147 *Health plan Desired HighPR-148 *Any deduction or groups of deductions Desired HighPR-149 *Other, user-defined groupings Desired High

Allows users to print multiple messages on pay stubsAccommodates messages on checks for all payees, or for specific groups; allows user to select by:




Payroll


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


PR-150 Desired High



PR-153 Desired High

PR-154 Desired High






PR-160 Prevents negative or zero dollar amount checks Required High


Provides payroll check templates that are easily user customizable; supports the use of different templates based on paying organization, payroll GL cash accountAllows user to print or electronically distribute payroll direct deposit pay stubsProvides web-based employee self-service portal where employees can download check stub information, benefits forms, etc.Prints excess deductions on a supplemental page (overflow report) that does not utilize check stock (i.e. prints on plain paper at the end of the check run if all deductions for an employee will not print on the check stub)Notifies employees via email when electronic payroll stubs are availableAccommodates direct deposit of paychecks through electronic fund transfer (ACH)Consolidates pay to one paycheck/ direct deposit/ pay stub for employees holding multiple jobs / paid from multiple account codes with the CityAutomatically produces direct deposit files in a format acceptable to banksSupports the direct deposit of funds to more than one account within the same banking institution (e.g., savings, checking and loan accounts)Accommodates a minimum of four direct deposits to multiple banking institutions/ accounts

Alerts user when deductions exceed net pay, provides user ability to carry forward deductions to employee's next payroll

D169

Sheila Minor: Isn't this how they're all done?

D171

Sheila Minor: What format do we currently send to bank?




Payroll


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with





PR-165 Desired High



Generates a detailed payroll proof list of all payroll calculations, gross-to-net, before checks are produced, showing:PR-168 *Hours by type Required HighPR-169 *Earnings by type Required HighPR-170 *Employee tax liabilities Required HighPR-171 *Employee deduction amount Required HighPR-172 *Employer contribution amount Required HighPR-173 *Employer portion of all taxes Required HighPR-174 *Net pay for employee Required High




Supports review and approval of payroll prior to production run; routes approval through workflowAllows user to generate a hardcopy payroll pre-list prior to final payroll production runAccommodates non-standard payrolls, with or without standard deductions, leave accruals, etc.Allows authorized users to issue manual checks outside of the regular payroll scheduleAllows authorized users to void and/or reissue checks and direct depositsHandles paychecks voided and reissued for different amounts posts appropriate changes on taxes and deductions

*Totals by user-specified grouping, including, but not limited to: grant, project, cost center, division, department, location, total City

Generates an deductions report reflecting the amounts for each employee by deductionAccommodates special calculations on final paychecks, such as leave payouts, prorated time, deductions for unresolved liabilities, etc.

D181

Sheila Minor: How would system do this?

A182

Sheila Minor: Is this detail or summary?

D191

Sheila Minor: Is this a deductions report?




Payroll


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with





PR-181 Supports leave pay out or buy back programs Desired Low





Creates verification/ approval reports that can be reviewed by a supervisor (through workflow) for any of the following changes: PR-186 *Changes to employee pay, deductions and taxes Required MediumPR-187 *Changes to employer deductions and taxes Required MediumPR-188 *Gross pay changes Required MediumPR-189 *Supplemental pays Required MediumPR-190 *Deduction changes Required MediumPR-191 *Other user-defined changes Required MediumPR-192 Required High

Supports adjustments for overpayment in prior periods, where amounts are deducted from future pay over a user-specified period of time until reimbursedCalculates retroactive amounts due on all forms of pay for individual employees for up to 24 months or user defined period of time; applies to pay until balance is satisfiedAllows user to apply different separation pay-out rules depending on various factors such as contract date, leave balance as of a certain date, etc.

Accommodates pay grade and step tables based on hourly, daily, or annual salary; can apply appropriate pay rate based on employee's grade and stepAutomatically allocate employee benefit costs proportionate to salary with ability to overrideAllows user to charge overtime to several different overtime accountsAllows employee's pay to be allocated to a minimum of five different general ledger accounts, with benefits being prorated among them (with user override)

Supports the printing/ re-printing of W-2s on a laser printer

D194

Sheila Minor: Examples of when this would happen?




Payroll


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with










General ReportingPR-201 Required High


PR-203 Incorporates user-friendly ad hoc report writing tool(s) Required High

Supports production of the first payroll of the calendar year before, after, or concurrently with production of W-2sAccommodates an unlimited number of user-defined pay tablesAbility to export payroll details to the Budget module (current position counts, salary, employer benefit rates, etc.)Accumulates individual payroll benefit deductions by pay period and submit payments to vendors via AP batch paid by check or EFT.

Calculates and generates benefit payments on user defined benefit payment schedule (i.e. payroll is bi-weekly, but VRS and health insurance is paid monthly, other deductions may be paid each pay period)

Sequentially numbers paychecks in a sequence separate from the automatic sequential numbering of direct deposit transactionsProcesses written checks and direct deposit pay stubs in separate printing batches (saves check stock)

Allows various pay periods to be processed in the same pay batch (e.g. full-time paid concurrently, part-time in arrears, police on separate pay period from others)


D213

Sheila Minor: How to capture even health insurance payments even with biweekly pay schedule




Payroll


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with



PR-205 Desired High

PR-206 Desired High


Produces all annual and quarterly state and federal reports, including, but not limited to:PR-208 *941s Required HighPR-209 *VEC unemployment reports Required HighPR-210 *W2 Required HighPR-211 *VRS reports Required HighPR-212 *Census bureau reports Required High


Generates the following reconciliation reports when payroll is processed both as edit (pre-posting) and final:


Allows users to save ad-hoc queries and reports, either to an individual report library or shared report libraryProduces and allows user to modify Form 941s and quarterly state tax and VEC unemployment filings electronicallyGenerates a position control report on demand or for specific dates that shows filled and unfilled positions with position salary informationProperly reports all taxed and non-taxed employee income

Allows authorized users to manually adjust W-2's for situations such as moving expenses, educational expenses, employee reimbursement of payments, errors, etc.

*Labor report showing department, GL code, employee ID, employee name, and salary/ hourly rate. For the pay period, will show number of hours paid for the following: regular, O/T regular, O/T 1.5 rate. For the pay period, will show amount of regular pay, OT pay, other pay and gross pay




Payroll


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with





PR-218 Required HighPR-219 **Ending payroll date Required HighPR-220 **Check date Required HighPR-221 **Beginning check number Required HighPR-222 **Ending check number Required HighPR-223 **Number of checks Required HighPR-224 **Number of direct deposits Required HighPR-225 **Number of active employees Required High

*Payroll Earnings report showing itemized detail for each employee of type of pay earned, including itemized detail of multiple types of other pay (e.g.. Clothing allowance, short term disability, leave payouts, holiday pay, etc.) Grouped by department, shows employee ID, employee name, rate for each pay type, hours for each pay type, and amount paid for each pay type, with subtotals for each employee, subtotal by department, and grand total

*Leave report by department showing employee ID, employee name, longevity (years, months, and days of service). Will show beginning balances, current period accruals, current period usage, and ending balance for all leave types

*Direct deposit report with employee ID, employee name, net pay, total fixed direct deposit amount, and residual direct deposit. Would be used to reconcile ACH totals and identify potential errors (residual direct deposit is negative).*Payroll control summary sheet showing the following:




Payroll


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


PR-226 **Number of checks to males/ females Required High**Beginning, current period, and ending balances for the following:PR-227 ***Gross pay Required HighPR-228 ***Employee Federal withholding Required HighPR-229 ***Employee Social Security Required HighPR-230 ***Employer Social Security Required HighPR-231 ***Employee Medicare tax Required HighPR-232 ***Employer Medicare tax Required HighPR-233 ***Employee State withholding Required High





***Each voluntary deduction, with separate columns for employee contributions and employer contributions

*Tax deposit register report showing federal and state withholding and employee & employer SS & Medicaid grouped by deduction code and itemized by fund (and subtotals for each group and total for all deductions) for the current period.*P/R to G/L entry report, showing account code, account name and amounts posted to general ledger for payroll run. (Totals by fund to zero); can be sorted/sub-totaled by department and object*Deductions report grouped by deduction with current amount itemized by fund, and subtotals for each deduction. Must have separate columns for employee contribution, employer contribution, and total amount




Payroll


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with





Generates Payroll reports on demand, including (but not limited to) the following:




*Direct deposit register showing employee ID, employee name, bank number, net pay deposited and direct deposit number, sorted by bank with routing and account ( should have signature space at end of report)*Payroll register by employee (sorted and grouped by department) with employee ID, name, gross pay, taxable gross, federal withholding, social security tax, Medicare tax, state withholding, voluntary deduction total, net pay, and then with check/ direct deposit number and itemized detail of voluntary deduction amounts by deduction code. Last page shows recap with totals for each voluntary deduction by deduction code.*Check register for all payroll checks, including employee ID, name, check number and net pay amount (should have signature space at end of report)

*Excess group life insurance report, showing employee ID, name, birth date, age, VRS salary, and the value of excess insurance over $25,000

*Optional life insurance report, showing employee ID, name, employee birth date, employee age, spouse birth date, spouse age, VRS salary, amount of coverage, premiums for each covered person, and total premium*Workers' Compensation Report by workers' comp code with total wages paid for current period and year to date.




Payroll


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with





PR-247 Desired High


PR-249 Ad hoc reconciliation reporting at the department level Required High

*Deductions for each employee, column for each deduction, separating employee and employer contributions and totaling each*Deductions for each employee by grouped by deduction with totals for the deduction. Run by individual pay period or for a user-specified date range.*Employee Labor Distribution Report (by department at the employee level)*Emergency time reporting (e.g., FEMA compliant time reporting)

Provides online screens and reports related to earnings including quarter-to-date, year-to-date (calendar and fiscal), and user-defined period (weekly, bi-weekly, monthly, semi-monthly)




Payroll





Payroll

Comments

Time Entry and Approval




Payroll

Comments




Payroll

Comments




Payroll

Comments

Pay Rates and Calculations

Deductions




Payroll

Comments




Payroll

CommentsLeave Time Accrual and Use




Payroll

Comments




Payroll

Comments

Check Processing




Payroll

Comments




Payroll

Comments




Payroll

Comments

Generates a detailed payroll proof list of all payroll calculations, gross-to-net, before checks are produced, showing:




Payroll

Comments

Creates verification/ approval reports that can be reviewed by a supervisor (through workflow) for any of the following changes:




Payroll

Comments

General Reporting




Payroll

Comments




Payroll

Comments




Payroll

Comments




Payroll

Comments




Payroll

Comments




Utility Billing


UB-1 Required Medium


Allows user to access accounts (and search) by:UB-3 *Customer first or last name Required MediumUB-4 *Tax Map ID or GPIN Required MediumUB-5 *Account number Required Medium


UB-7 *Meter ID and/or meter route ("book" & "page") Required MediumUB-8 *Circuit number Required MediumUB-9 *Social Security Number. Required Medium

UB-10 *Drivers License Number. Required Medium



UB-13 Required High



UB-16 Desired Medium

Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


Fully integrates with the General Ledger, Accounts Receivable, Accounts Payable, Business License, and Permitting modules.Utilizes centralized taxpayer account information (address, SSN, telephone, email address)

*Service location (street name and house number)

Provides a customer overview screen displaying all customer information, including pending activity. Allows user to inquire, add, change or delete a customer recordCan associate a landlord/ owner record (contact information) with every account.Allows user to research account details and perform account adjustments provided the user has appropriate security.Retains and displays a minimum of five years of billing and collection history.Holds information on utility read routes / sequences, including directions and meter location.

D17

Sheila Minor: So the landlord can be contacted if a tenant vacates and leaves garbage after their account is closed.




Utility Billing


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with





UB-20 Desired HighUB-21 Allows user to attach images to an account. Desired Low








UB-29 *Current balance Required HighUB-30 *Current status Required HighUB-31 *Last Payment, date and amount Required High

Communicate with automated meter reading systems (currently Itron and Neptune) to build routes (book and page) and download route information to those systems.Accommodates credit and debit card transactions through Collections systemAccommodates automatic drafts from customer accounts through collections systemSupports bar code scanning - can print bar codes on bills and scan them upon receipt.

Integrates with the City's GIS system, providing GIS with Utility Billing information for layers, meter locations, lines, etc.Uses GIS to define mailing areas for appropriate rate tables (inside or outside City), warnings, and correspondence.Ability to add, change, delete or inquire on customer, meter, or location informationAllows authorized users to update table information, including rates, customer types, service types, etc.Ability to re-sequence all meters within a route when adding new service sitesAbility to add a new cycle to system and move route to it and automatically update all associated filesProvides for internal controls and security measures to assure separation of duties

Ability to display in a single window financial details for customer including:




Utility Billing


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


UB-32 Required MediumUB-33 *Last finance charge, date and amount Required Medium


UB-35 Required HighUB-36 *Number of bad checks, and date Required MediumUB-37 *Number of cut off work orders, and date Required Medium


UB-39 Allows the activation of multiple windows concurrently Required MediumUB-40 Required Medium




Provides an unlimited, free-form comment area for:UB-44 *Customer Required MediumUB-45 *Service Address Required Medium


Customer AccountsMaintains utility account master file information in a relational database, including:

*Last adjustment/miscellaneous charge, date and amount

*Last billing, date, service type, consumption (if applicable), and amount*Current payment arrangement status (if applicable)

*Ability to display/print utility bill information from most current to oldest (5 year minimum)

Real time update of data entered in one window immediately updated in all active windowsAbility to provide immediate access to all general, customer, service and billing and/or collection information to answer customer questionsAccommodate a rate table for load management (Cycle-N-Save) program, as well as a field to identify those customers for reporting purposes.Ability to enter initial information (i.e. service address or account number) only once to access all information relating to account

Provides for user-defined fields on customer and service records




Utility Billing


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


UB-47 Required High

UB-48 Required High

UB-49 *Contact Phone Numbers; Required HighUB-50 *Contact Phone Extensions; Required HighUB-51 *E-mail address; Required MediumUB-52 *Cycle/route/zone (book/page) or area number; Required HighUB-53 *Building/Suite/Lot number; Required MediumUB-54 *Meter Reading Sequence Number Required HighUB-55 *Number of Units (stores, apts., etc.); Required MediumUB-56 *Shut Off Notice override (with proper security): Required HighUB-57 *Final bill indicator; Required HighUB-58 *Tap date; Required MediumUB-59 *Tap size; Required Medium




UB-63 *Customer Name and Address Required Medium


UB-65 Required MediumUB-66 *EFT Start/Stop Dates; Required Medium

*User Defined Customer Account Number set up with the ability to automatically assign the next available number for new accounts;*User Defined Account Number set up with the ability to assign the next available number for new service locations;

*Customer Initiation Date (when customer came into system, regardless of location);*Service Initiation Date (when individual service on an account was started);*Customer type (residential, commercial, church, school, hospital, wholesale, government, or other user-defined, tax-exempt);

*Owner name, phone, email and address (if different from customer, e.g. landlord)*EFT Bank Account, Bank Name & ABA Routing Number;




Utility Billing


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


UB-67 *EFT Bank Account Type; Required MediumUB-68 *Tax ID/Parcel Number/GPIN; Required Medium


UB-70 *Meter size; Required MediumUB-71 *Meter type; Required MediumUB-72 *Meter Reader Instructions (unlimited text); Required Medium


UB-74 Required HighUB-75 *Location Description (unlimited text); Required MediumUB-76 *Rate Codes (minimum of 12 per customer); Required MediumUB-77 Required MediumUB-78 *Alternate and/or seasonal billing addresses. Required Medium

UB-79 Required High



UB-81 Ability to reinstate an inactive account. Required Medium



*Contact info for owner, tenant, property manager, landlord, temp property manager;

*Meter Number (with ability to assign multiple meters per account);*Location Code (city, Southampton County, Isle of Wight, Suffolk)

*Billing specific comments and notes (unlimited); and

Includes a minimum of four user-defined fields with each utility record; one of which specifically identifies if the customer is included in a revenue sharing corridorProvides a customer master screen, with the ability to display multiple utility accounts and multiple addresses per customer.System can identify parties in tenant-landlord relationship. Allows user to specify party responsible for bill and party responsible for delinquencies.

Maintains inactive accounts in current database for an indefinite period of time or until deleted.Allows user to change account status to inactive, even with amounts past due.




Utility Billing


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with






UB-88 Has capacity to edit accounts in batch. Desired Low









UB-97 Ability to identify rental properties. Required Medium

Provides user with ability to inactivate all services associated with a location/ customer at once when an account is being closed out. (Instead of having to close each service individually)Allows authorized user to override/undo the closing of an account.Allows routes to be reconfigured without affecting the customer or location identification numbers.Maintains usage history by location and customer stays with location if changes are made in the account number or cycle/route designation.

Ability to accept single check for multiple security deposits.Supports mass changes to accounts due to the deletion of a cycle, the merging of existing cycles, or moving a sub-segment of a cycle to another.Can provide a Usage History by Customer across locationsSupports multiple (unlimited) meters at a service address.Prevents deletion of a meter attached to an active account.Restricts accounts to one customer at a service location.Ability to maintain owner data where owner is not occupant.Ability to maintain occupant data where occupant is not owner.




Utility Billing


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with




Security DepositsUB-100 Required Medium

UB-101 Desired High

UB-102 Desired High

UB-103 Desired High

UB-104 Desired High






Rate Configuration

Ability to transfer customer information, such as balance, credit rating, customer specific comments and deposit information, from one service location to another.Provide unlimited number of metered and non-metered services on an account.

Ability to maintain multiple types of customer security deposits.Prompts user to apply security deposits to accounts, either after meeting criteria, or when the customer is inactivated from an account.Prompts user when criteria require a security deposit; allows user to override.Calculates interest on customer security deposits at a user-defined rate.Calculates interest on security deposits each month, adjusts for changes in interest rates.Provides a City-determined default amount for customer deposits, based on type(s) of service, which can be over-ridden when the deposit is taken.Calculates the deposit amount based upon the size of the meter. Calculates commercial security deposits at twice the average consumption at that service location (for existing building).Supports the transfer of a deposit from one account to another (in the event a customer moves to a new location).Detail of customer deposits is automatically balanced with GL control account, in real-time or batch.




Utility Billing


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


UB-110 *Flat charge (unmetered accounts) Required High

UB-111 Required High



UB-114 *Solid Waste Collection Required HighUB-115 *Backflow Preventer Required HighUB-116 *Meter fees (new service) Required HighUB-117 *Dead meter (flat charge based on average) Required HighUB-118 *Hydrant Meter Desired HighUB-119 *Storm water, based on impervious area Required HighUB-120 *In-City Utility taxes Required HighUB-121 *Out-of-city utility taxes Required HighUB-122 *State consumption tax Required High


Supports different charge methods for each user-defined service charge type:UB-124 *Multi-tiered based on user-defined values; Required HighUB-125 *Based on consumption, measured by meter; and Required High

Accommodates unlimited user-defined utility types/services and associated charges. Establishes required services and adds new services, as necessary, without additional programming. Includes, but is not limited to, utility types/services such as:

*User Defined Miscellaneous Fees (i.e. activation fees, meter fees, surge suppressor rental, return trip fee, nest check, etc.);*Late Fees (currently $15) and penalties (currently 1.5% of balance)*Various tiered consumption rates based on service; Consumption based service rate tables (Residential & Commercial, electric and water and sewer,)

Accommodates user defined credits that are flat rate or tiered on consumption, including but not limited to water sampling customer credits, Cycle-N-Save, and recycling credits




Utility Billing


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with






UB-130 Ability to suspend a service for a specific period Desired High

UB-131 Desired High




UB-135 Ability to maintain multiple rate tables. Required High

UB-136 Desired High

UB-137 Desired High



*Multiple tiered rate schedules based upon service type, customer class (residential/commercial) and meter size.Supports seasonal rates for electric billing (applies

appropriate rate table based on dates).Supports component billing (water, sewer, electric, garbage, and other services) capable of supporting multiple charge types, each with a different rate.Authorized user can add, delete, suspend (for a user-defined time period) and itemize service charges and/or any miscellaneous fees to a utility bill.

Ability to enter suspensions to a future date and not have it in effect at the time of entry.Authorized users may create, edit and revise rate tables without additional programming.Maintains rate table history for past periods and applies appropriate rates based on transaction dates.Ability to support multiple rate structures for entities outside jurisdiction.

Ability to utilize code files or tables to set up rates, adjustment, and miscellaneous charge types, delinquent and disconnect time tables, meter types, tax codes, customer types, etc.Ability to display calculation of a bill by entering rate code and consumptionProvides for an unlimited amount of miscellaneous service or adjustment feesAccomodates multipliers (by service location) on usage for commercial meters that would require a meter multiplier.




Utility Billing


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with



Meters






UB-146 Users have the ability to create / update Meter numbers Required HighUB-147 Handles meter rollovers/turnovers Required High

Tracks the following information for meters:UB-148 *Status (Active / inactive / retired / in inventory) Required MediumUB-149 *Installation date Required MediumUB-150 *Out of service date Required MediumUB-151 *Meter repair order history Required MediumUB-152 *Automated meter reading device attached. Required Medium


UB-154 Accommodate use of subtracting (net) meters. Required High

Allow authorized user to update multiplier for a specific service location.

Imports meter data from automated meter reading system. Maintain accounts for all imported customers.

Allows multiple meters accounts to be associated with the same address.Supports the reading of a minimum of approximately 10,000 residential electric, 7,000 residental water/ sewer accounts and 2,500 commercial accounts each month.Field to identify meter size (water); supports a minimum of 25 codes.Field to identify service equipment (electric); supports a minimum of 50 codes

Allows users to inquire meter history by meter number, remote ID number, account number or service address.

D167

Sheila Minor: ERT number radio number




Utility Billing


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


UB-155 Required HighUB-156 Provides for unlimited routes within each cycle Required High


UB-158 Ability to post all readings automatically Required High

UB-159 Desired High

UB-160 Desired High

Allows for manual entry/ udpate of readings in the following ways:UB-161 *Ability to add readings by route Required HighUB-162 *Single account Required HighUB-163 *Batch entry by meter sequence number Required HighUB-164 *Ability to change/delete readings Required High

BillingUB-165 Required High




UB-169 Allows a user to enter a manual estimate. Required High

Supports irrigation meters and to subtract their consumption from sewage totals.

Allows user to define data verification scenarios (i.e. meter reading lower than last reading, above 200% of last months consumption)

Ability to maintain unlimited history on-line for meter repair ordersAbility to track usage at City-owned or other unique utility accounts without generating a bill

Sums multiple meters' consumption and produce one bill with separate detail consumption for each meter.Bills for water, sewer, garbage collection and/or electric service based on consumption or flat fee tables.Supports several service types & billings (electric, water, sewer, garbage) at different rates on a single customer bill.Has the ability to estimate a utility service based on criteria established by the City (i.e.: on the average consumption over a user defined number of months or cycles, or using last year’s actual for the same period) and shows "Estimate" on the customer's bill.




Utility Billing


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with












Can automatically apply miscellaneous charges of varying amounts against selected accounts based upon meter size.Calculates a credit when previous estimate was more than the actual consumption.Allows authorized users to change a meter reading/ consumption and individually recalculate the bill (re-bill) for any period, individually or as part of the regular billing cycle.Allows authorized users to enter debit/ credit adjustments to customer accounts (amounts and usage) and reprint single billing statements reflecting the adjustments made.Creates the appropriate posting to the general ledger for re-bills.Creates a Billing Exception Report that alerts for consumptions that fall outside of the City exception criteria. Report should include meter info, current and past consumption, current and previous readings, days between readings, customer account number and meter reader information.Holds bills that are outside of City exception criteria for verification and/or resolution.Post updates to accounts with new billing information before bills are mailed (e.g., amount due, reads, dates, etc.).Creates a report of adjustment details including dollar amount, consumption, and rate/service code.Prorates charges for partial billing due to initiation or termination of accounts to the day




Utility Billing


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with





UB-183 Flags usage from reads on closed/inactive accounts. Required HighUB-184 Required High

Interfaces with collections system allowing collections user to print receipts containing user-defined fields:UB-185 *Payer name Required HighUB-186 Required HighUB-187 *Date Required HighUB-188 *Account number Required HighUB-189 *Amount paid Required HighUB-190 *Description Required HighUB-191 *User ID Required HighUB-192 Required High


UB-194 Can use multiple rate tables in computing a utility bill Required High



Prints previous period/last year's comparative period consumption and current period consumption on each bill.Has ability to bill various services/charges at differing frequencies (i.e.: monthly, bimonthly, semi-annually or annually).Can calculate and print all bills due in a given month, within a single cycle or for all cycles.

Ability to maintain "Finance Charge Exempt" status on specific accounts.

*Customer name

Posts receivables to City determined GL accounts when bill is sentAssigns a revenue type to each billing transaction (water, sewer, electric & garbage) and tracks revenue by revenue type

Ability to maintain a minimum of 60 months of consumption for each service locationAbility to generate a utility bill on accounts without metered services (i.e. garbage, flat rate, security lights, recurring charges etc.)




Utility Billing


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with






UB-201 Desired High


Bill Printing


UB-204 Desired High






Ability to generate bills on user defined cycles (month, bimonthly, quarterly)Ability to generate monthly bills on both monthly and quarterly read cycles for different servicesCan generate credit bills that are clearly distinguishable as credits.Supports direct debit billing for all utility charges, including maintaining customer account information, generating ACH file for electronic transmission, complete billing statement noting that account to be debitedAbility to apply estimated readings (based on average usage) for an entire route in batch.Ability to run a proof billing process before billing cycle and to make edits and adjustments based on proof.

Provides various file formats for transmission of billing information to a third-party vendor for printing and distribution of billsSupports the creation of a customizable utility bill format that includes graphics.Allows authorized users to reprint bills from any previous time period (without impacting GL).System can e-mail bills (original, re-bills or reprints) to customers upon request.Allows customers to view account information online and print current and/or prior bills.Accommodates multiple dates (due and delinquent) on face of customer bill.Includes past due amounts from previous billings on the bills.




Utility Billing


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


Prints the following information on the bills:UB-210 *Service Address; Required HighUB-211 *Account Number; Required HighUB-212 *Bill Date; Required HighUB-213 *Due Date; Required HighUB-214 *Total Current Charges; Required HighUB-215 *Past Due Amount/ Balance Forward; Required HighUB-216 *Total Amount Due; Required HighUB-217 *Rate Code/ Class; Required HighUB-218 *Last payment amount/date; Required HighUB-219 *Last Bill Amount; Required HighUB-220 *Service Date; Required HighUB-221 *Adjustments; Required HighUB-222 *Meter Number; Required HighUB-223 *Units; Required HighUB-224 *Current Usage; Required HighUB-225 *Previous Usage; Required HighUB-226 *Service Type; Required HighUB-227 *Charge; Required High

UB-228 Required HighUB-229 *Total Amount Due. Required High


UB-231 Required HighUB-232 Can print bills and/or notices in a door hanger format. Required High

*Amount due after due date (inclusive of penalty); and

Accommodates general system messages and account specific messages (graphics and/or text) for printing on bills with the ability for customer to modify those messages for each bill run.Allows user to print/ not print bills for ACH customers at user's discretion.




Utility Billing


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


UB-233 Exports billing data to format for third-party printing. Required High





UB-238 Allows user options for bill print order (by zip code, etc.) Required HighUB-239 Required High



Collections

UB-242 Desired High

UB-243 Desired High


Can generate a single bill for multiple accounts billed to the same customerAllows user to include customized messages each month to all customers or a subset of customers based on location, customer type, or other criteriaAbility to provide automatic calculation of bills by using meter readings and rate tables, and utilize flat rate tables for un-metered services?Provides for all utility service fees to be detailed on a single bill as well as any miscellaneous flat fees, late fees, adjustments and un-metered fees?

Runs bills automatically based on billing date, but also allows for generation of bills on demand.Bills other user-defined services (storm water) separately for owner versus renter at same location (separate bills).Prints an OCR scan line or bar code on bills for record retrieval

Through collections system, allows user to assign payments to a specific service based on user criteria (adjustments, finance charge, miscellaneous charges, electric, sewer, water)Distributes partial payments to utility charges in a user defined orderAbility to keep history on all collection activities per account.




Utility Billing


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with






UB-249 Required HighUB-250 Prints a payment register on demand Required HighUB-251 Required High


Final BillUB-253 Required High




UB-257 Ability to close out accounts and final bills on demand. Required High

Provides for manual and/or automatic (electronic) recording of payments through Cash Receipts system?

Interfaces with General Ledger, Accounts Payable, Property Tax, Accounts Receivable, and Permitting systemAccepts prepayments for Utility bills and to reconcile prepayment total with G/L prepayment liability account. Automatically applies prepayments/ credit balances from a previous period to the customer's next bill.Ability to print payment receipt on demand for customers' record and an internal receipt (transaction) for audit purposesProperly identifies direct debit/ EFT withdraws and credits to appropriate customer accountProvides support for debt set-off program for unpaid regular and final bills

User can generate a final bill (once the date and final read is entered) at any point during the billing cycle.Provides details on unpaid charges and penalties on a Final Bill.Supports write-offs for inactive and uncollectable accounts. Generates a report for accounts that have been finalized on or before a user-defined date, and allows authorized user to write-off charges in batch.Ability to send final notices to multiple addresses. (i.e. all known active addresses for customer and landlord accounts)




Utility Billing


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with





UB-261 Desired High

Transfer of service




PenaltiesUB-265 Required High





Ability to automatically apply utility deposit to final bill when a customer discontinues serviceAbility to generate final bills separately or as part of regular billing processAbility to refund utility deposit after all charges have been satisfiedAbility to transfer information to Accounts Payable to initiate refunds of deposit or credit balances when account is terminated, AFTER checking other modules for balances that might be in due from customer.

Generates a work order (final meter read) when new customer requests service at an existing service locationGenerates final bill for old customer when service is transferred to a new customer accountPrompts user when a request for disconnect at a service location is not in the name of the customer requesting the disconnect (i.e.Service has already been transferred to a new customer.)

Automatically applies a flat rate and/or percentage penalty/interest charge per service.Calculates and applies interest (penalty) to overdue customer accounts on a monthly basis.Allows authorized user to override and/or credit penalty.Ability to set a reconnection charge based on user-defined criteria with ability to overrideUser can suspend penalties and/or interest on inactive accounts.




Utility Billing


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


Delinquent/Past Due Notices


Delinquent notices, which serve as final notices before cutoff, include the following information:UB-271 *Final notice date Required HighUB-272 *Disconnect date (if account not paid) Required HighUB-273 *Service location Required HighUB-274 *Due date for payment Required HighUB-275 *Mailing name and address Required HighUB-276 *Customer account number Required High






Payment Plans/ Budget Plans

UB-282 Desired High

Prints delinquent notices to customers each month. Generates delinquent notices based on user defined minimum amount and number of days after payment was due, and adds applicable penalties & interest.

Generates cut off work order if not paid by user-defined dateGenerates a cut off report with customer id, address information, meter id, cut off date, miscellaneous notes added by City staff, and balance due.Allows authorized users to override the generation of specific Delinquent Notices.Can maintain "No Shut Off" status on specific accounts, preventing the generation of a Disconnect Notice and Cut off work order.Automatically requires a security deposit for any customer that was cut off (Allows authorized users to override).

Accommodates user-defined payment arrangements (i.e. payment plans, beginning and ending dates, notification flag, etc.) and flags account if payments are not being met

A295

Sheila Minor: City issues one final notice the day after the utility bills are due. 10 days later, they get cut off.




Utility Billing


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with





UB-286 Desired High



Write-off

UB-289 Required

Accommodates extensions to a customers time period to make payment before cutoff. System will suspend generation of cut off work order until extension ends and payment is still not made.Produces a Customer Payment Plan Report - shows summary of all payment plans that are delinquent, and the ability to generate delinquent payment plan letters as per user defined criteria.Supports "budget plan" whereby user is billed specific amount each month, calculates balance due based on actual usage on annual basis.Ability to annually adjust the monthly budget amount automatically and apply overpayment or increase next bill to zero out any credit or debit balance. Ability to override automatic changes.In addition to budget plan amount due, monthly bills for budget plan customers show monthly and year-to-date actual usage, amount due based on usage, and difference between actual usage and budget plan. (Customers can clearly see where they stand at end of any billing cycle.)

Prevents delinquent notices or past due amounts to customers participating in budget plan unless they are delinquent with budgeted payment (does not consider difference between consumption and budget payment as a past-due balance).

Provides for bankruptcy processing that may include inactivating the account, exempting from penalties and interest, and/or writing off an existing balance.




Utility Billing


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


UB-290 Required

UB-291 Required

Work Orders



Ability to print Work Orders containing user defined fields:UB-294 *Request type Required MediumUB-295 *Date issued Required MediumUB-296 *Work order number Required MediumUB-297 *Service (site) location number Required MediumUB-298 *Service address Required MediumUB-299 *Work requested (Order code and description) Required MediumUB-300 *Order requested by (date/time/by whom) Required Medium



UB-303 *Physical location of meter Required Medium


UB-305 *Current customer name and mailing address Required Medium

UB-306 *Customer account number Required Medium


UB-308 *Department requesting the work order Required Medium

Allows authorized users to generate report of possible write off accountsAllows for writing off accounts in batch that meet specific criteria.

Ability to create and manage work orders to allow efficient management of work loadDisplays utility work orders associated with the utility customer account

*Meter information if applicable (make, type, number, multiplier, number of dials)*Way in which work order was requested (in person, phone, mail, email, fax)

*Caller information if applicable (name, explanation of work requested)

*New customer information if applicable (name and account number)




Utility Billing


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


UB-309 *Total due Required MediumUB-310 *Service fee (disconnect fee) Required MediumUB-311 *Arrears amount (specific to disconnect orders) Required MediumUB-312 Required MediumUB-313 *Date of Delinquent Notice (same as final notice). Required Medium


Generates (or prompts for ) the related necessary work order based on customer account information entry:UB-315 *New Account; Required MediumUB-316 *Move in/out; Required MediumUB-317 *Cut offs; Required MediumUB-318 *Special reads; Required MediumUB-319 *Change or repair meter; Required Medium


UB-321 *Final reads; Required MediumUB-322 *Other user-defined situations Desired High



UB-325 Required MediumUB-326 Store meter maintenance information. Required MediumUB-327 Provide user-defined work/service order types. Required Medium

*Last bill date

Ability to display details of a particular order from above list

*Unusual Consumption check (zero reads, high, low, negative, etc.);

Supports remote access to and entry of data, such as recording the results of meter inspections into the system remotely via tablet.Record work order progress into the system remotely via tablet.Create service orders for initial reads, re-reads, and final reads.




Utility Billing


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with












UB-338 Required MediumUB-339 Print detail history for Work orders Required Medium


UB-341 Automatically assigns Work order numbers Required MediumReporting

Provides work order workflow, routing work orders to assigned City staff based on requested services.System automatically creates work orders and manages scheduled, in-progress, and completed service orders.Automatically prompt work order generation based on input from meter readers and automated meter reader error codes.Generate an automatic cut-off work order, as defined by user, based on the cutoff report.User can inquire on work orders, open and closed. User can sort by job type, job status, employee, request date or due date.Stamp work orders with time, date, and user ID at time of generationAutomatically update meter information from work orders requesting a meter changeAbility to print a final and initial work order request on same form when applicableHolds (does not print) an order to be released at a later date; automatically releases when date is reached.

All work orders kept as history by customer and by service address.Ability to enter a service location and obtain a list of outstanding orders for the location?

Ability to enter a date and system will list all scheduled orders for that date




Utility Billing


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with



UB-343 Required HighUB-344 Incorporates user-friendly ad hoc report writing tool(s). Required High


Software includes the following pre-loaded reports that can be run for specific dates:


UB-347 *Report of bad checks and NSF Charges Required High




UB-351 *Final Bill Listing; Required High




All master file information is accessible by the report writer.

*Aging Report that shows the balances for 30, 60, 90 and 120+ on all accounts in summary and/or detail;

*Commercial Customer Report with account details included*Inactive Account Report that lists all inactive accounts with account balances and ability to choose only non-zero account balances*Customer Count Report that provides the number of customers by cycle, specific category (residential/ commercial) and service (water, sewer, electric, garbage);

*Cycle Report, details an individual cycle, route and displays high balances;*Customer Report, details information regarding customer's account, name, address, account number, current balance, meter info, reads, rate codes, transaction history;




Utility Billing


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


UB-354 Desired High








*Top 100 Users Report, detailing highest consumption accounts (separated by commercial and residential) or highest consumption customers, providing account and usage information;

*Account Adjustment Detail Report (Rate Codes, Consumption Amt, Dollar Amt, Consumption charges broken out); and*Work Order Report - to show, by specified date or type, orders to be done.*Payment History, reporting bills and associated payments receipted by account. Shows dates, amounts, delinquencies, penalties, account name, consumption, and address. Can be run for one account and allow user to view-on-line;*Cut Off Report, per cycle, showing accounts with one or more delinquent bills totaling over a user defined amount;*Delinquent Notices Report, a listing generated based on user defined minimum and number of days after payment was due, including applicable penalty amounts added. Must accommodate different notice types (first notice, second notice, etc.) based on specified criteria.*Billing Report, with name, location address, current period charges by service, date billed, due date, readings, etc.; user must be able to sort by any criteria.*Billing Register (dollar, read date, by charge type and consumption detail of accounts to be billed);




Utility Billing


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with



UB-363 Desired High



Required Daily Billing Reports: High




Required Monthly Billing Reports:UB-369 *Unread Meters Required HighUB-370 Required High

*Consumption Report, user defined sort (by account, by service type, or by rate/service code) showing consumption over one or more billing periods. Flags abnormal usage. Report should include meter information, consumption, new and previous readings, days between readings, customer account number and meter reader information*Meter Size Report that identifies the number of meters by size;*Report showing total consumption vs. total charges vs. total revenues collected by month for current month, previous month, and same month of the previous year.

Aging report can be run for any specific date prior to the date of request- will show balances due and unpaid as of that date.

*Edit reports showing errors for billing, consumption, bad reads, unread meters, or other data not meeting validation criteria.*Billing Register showing consumption, meter number, service location, previous and current reading, billed amount.*Transaction Report (can be requested by Date, Time, Daily, Monthly, From-To Date, or a particular transaction type)

*Billing Register including all activity on each account




Utility Billing


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


UB-371 Required HighUB-372 *Sewer usage (consumption and dollar amount)? Required High


UB-374 Incorporates user-friendly ad hoc report writing tool(s) Required High



Interface




Integrates with the City's web site to provide customer access to information related to their account including, but not limited to:UB-379 *Consumption History; Required MediumUB-380 *Payment History; Required MediumUB-381 *Current Bill; Required Medium

*Water/Sewer Customers by route and size of meter (5/8, 3/4, etc.)?

*Monthly water consumption totaled for each area (City, specific counties) by classification and meter size


Produces two revenue sharing reports which detail 1) the amount of utility tax collected from every customer in a specific revenue sharing corridor (user-defined field) for a specific date range (typically fiscal year), and 2) the utility revenue collected, by type, from every customer in a specific revenue sharing corridor for a specific date range.

Interfaces with meter reading systems (currently Itron and Neptune) to download routes and upload meter readings. Please specify the meter reading systems (including versions) with which the system is compatible.Interfaces with optical character recognition (OCR) or bar code reading devices, including hand held scanners, for quick entry of billing and collections data.Allows for the upload/download of lockbox / batch remittance for the collection of utility payments.




Utility Billing


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


UB-382 *Ability to pay any amount online; and Required MediumUB-383 *General Account information. Required Medium

UB-384 Required MediumProvides a web portal for citizens that shows consumption history, allows for payments, set up of EFT (direct debit, debit card, etc.), ability to request new service and attach documents.




Utility Billing





Utility Billing

Comments




Utility Billing

Comments

Customer Accounts




Utility Billing

Comments




Utility Billing

Comments




Utility Billing

Comments




Utility Billing

Comments

Security Deposits

Rate Configuration




Utility Billing

CommentsAccommodates unlimited user-defined utility types/services and associated charges. Establishes required services and adds new services, as necessary, without additional programming. Includes, but is not limited to, utility types/services such as:




Utility Billing

Comments




Utility Billing

Comments

Meters




Utility Billing

Comments

Billing




Utility Billing

Comments




Utility Billing

Comments

Interfaces with collections system allowing collections user to print receipts containing user-defined fields:




Utility Billing

Comments

Bill Printing




Utility Billing

Comments




Utility Billing

Comments

Collections




Utility Billing

Comments

Final Bill




Utility Billing

Comments

Transfer of service

Penalties




Utility Billing

CommentsDelinquent/Past Due Notices

Delinquent notices, which serve as final notices before cutoff, include the following information:

Payment Plans/ Budget Plans




Utility Billing

Comments

Write-off




Utility Billing

Comments

Work Orders

Ability to print Work Orders containing user defined fields:




Utility Billing

Comments

Generates (or prompts for ) the related necessary work order based on customer account information entry:




Utility Billing

Comments

Reporting




Utility Billing

Comments

Software includes the following pre-loaded reports that can be run for specific dates:




Utility Billing

Comments




Utility Billing

Comments




Utility Billing

Comments

Interface

Integrates with the City's web site to provide customer access to information related to their account including, but not limited to:




Utility Billing

Comments




Real Estate


RE-1 Required High

RE-2 Required High

RE-3 Desired High

RE-4 Required High

RE-5 Desired High

RE-6 Stores and manipulates GIS data for reloading to GIS Desired HighRE-7 Required High

RE-8 Required High

RE-9 Required High

RE-10 Required High

Property OwnershipRE-11 Required High

Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


Fully integrates with the General Ledger, Accounts Receivable, Accounts Payable (refunds), and Collections modulesInterfaces with the City's current Computer Aided Mass Appraisal system (Stonewall Technologies' CAMRA).Interfaces with the most recent versions of multiple Computer Aided Mass Appraisal systems (please list software and version)Complies with Title 58.1 of the Code of Virginia and all local ordinances in effect at the time of implementationInterfaces with City GIS Database to provide and extract data

Retains historic assessment and tax rate data indefinitelyMaintains an audit trail for all data and files, including user ID, posting date and time, and what was changedAllows authorized users to override system values; maintains reason code and audit trailIncludes a minimum of four user-defined fields with each property record; one of which specifically identifies if the parcel is included in a revenue sharing corridor

Maintains searchable property ownership history for all parcels (uploads from CAMRA system)

F8

Sheila Minor: Changed to high by B. Rickman

F9





Real Estate


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


RE-12 Required High

RE-13 Required High

RE-14 Required High

RE-15 Required High

RE-16 Required High

RE-17 Required High

RE-18 Required High

RE-19 Required High

RE-20 Required High

RE-21 Desired Medium

RE-22 Required High


Allows user to search the property history database by a variety of methods including:

Allows users to add new parcels to the property history data from newly recorded plats (upload from CAMRA)

Has capacity for property address information including apartment number, suite number, lot number, etc.Maintains composite parcel history even when original parcel is split or merged with othersNew parcel records include references to old parcel numbers (parent parcel), which are searchableAllows authorized user to transfer all property data to a new/ other parcel ID. Automatically update owner history when the current legal owner of a property changes (upload from CAMRA) allowing for July 1 owner to stay in place for land book reporting purposesHas capacity for history of unlimited transfers of a single parcelMaintains property ownership history for each new parcel ID when a parcel is splitMaintains property ownership history when a parcel ID is retired/ deleted and new parcel ID is assignedMaintains both current owner and July 1 legal owner information for each tax yearFor properties where ownership transferred in the prior year, automatically updates July 1 legal owner next tax yearAllows user to set effective dates for ownership information changes; utilizes effective dates to determine ownership for billing/ land book

F19


F20


F21


F22


F23


F24


D25

Sheila Minor: Concerned about this- make sure it's in demo

E26

Sheila Minor: Changed to required by B. Rickman

F26





Real Estate


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


RE-24 Required High

RE-25 Required High

RE-26 *property address Required HighRE-27 *billing address Desired HighRE-28 *zip code Required High

RE-29 Required High

RE-30 Required High

RE-31 Required High

Land Book LevyRE-32 Required High

RE-33 Required High

RE-34 Required High

RE-35 Required High


Supplements / Abatements

*parcel ID number (search would include previous parcel numbers)*owner last/ first name (would search & display results from any owner field, including current, history, July 1, etc.)

Accommodates multiple transfers of the same parcel on the same dayProperty record includes information on additional customers listed on that account (e.g., co-owner)Includes ability to comment on any ownership fields to include information on additional owners, heirs, executors, etc.

Prints the land book according to Commonwealth of Virginia standardsProduces the annual real estate land book in printed form (customized dimensions and format) and electronic formProduces a real estate land book recap report with the annual land bookProduces printed supplemental pages to the annual real estate land book for supplemental assessments; creates a new electronic supplemental fileCreates a digital archival record that looks like the printed land book.

E36


F42

Sheila Minor: Changed to medium by B. Rickman




Real Estate


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


RE-37 Required High

RE-38 Required High

RE-39 Required High

RE-40 Required High

RE-41 Required Medium


RE-43 Required High




Allows users to process supplemental assessments and abatements throughout the tax year and in subsequent yearsAccommodates increases in assessment of real property resulting in an additional tax bill during the current tax yearCan calculate an abatement or partial abatement for a full or partial (on a monthly basis) year; appropriately split abatement by collection periods (twice a year)

Accommodates decreases in assessment of real property resulting in a refund (if taxes have already been paid) to be processed during the current tax year

For abatements, will prompt the user if taxes have already been paid to issue a refund; will verify that no other taxes/ fees are outstanding for the customer, and if not, forward the refund to A/P for payment

For abatements, will calculate the appropriate levy and reissue a tax bill, making the appropriate corrections in the General Ledger, if the taxes have not been paid

Can calculate a supplemental assessment for a full or partial (on a monthly basis) year; appropriately split abatement by collection periods (twice a year)Segregates supplemental assessments from regular assessments for billing and reporting (as requested by user)Tracks the total in real estate supplements on a monthly and fiscal year basisTracks the total in real estate abatements on a monthly and fiscal year basis

F46


F50





Real Estate


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with




Land UseRE-49 Identifies parcels participating in the land use program Required HighRE-50 Required High

RE-51 Required High

RE-52 Required High

RE-53 Required High

RE-54 Required High

Tax ReliefAccommodates Property Tax Assistance & Deferral programs specific to Virginia, including:

RE-55 *Elderly (over 65) and disabled Required HighRE-56 *Disabled Veterans Required High

RE-57 Desired Low



RE-60 *Local enterprise zones Required Medium

Automatically updates value records and owner history for next land book after supplemental levy or abatement in the previous tax yearMaintains reason codes and note fields for all supplement and abatement activity

Provides a field for land use type codes (Agricultural, Horticultural, Forest, Open Space)Provides an updatable rate table for use values per acre.Uses land use assessments in lieu of regular assessments for parcels participating in the program.Allows for non-qualifying acreage on a parcel, and calculates the assessment on non-qualifying acreage utilizing general rate table.Automatically calculates rollback tax bill calculations on parcels that no longer qualify for the land use program.

*Improvements in a redevelopment or conservation area*Substantial rehabilitation, renovation or replacement (15 year partial exemption)*Substantial rehabilitation, renovation or replacement (tax credit)

F57


F58


F59


F60


F61


F62


D66

Sheila Minor: 58.1-3219.5

D67


D68

Sheila Minor: 58.1-3220

D69


D70





Real Estate


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


RE-61 Required High

RE-62 Required High

RE-63 Required High



RE-66 Required High


RE-68 Required High

RE-69 Desired Low


Rates

RE-71 Required High


Allows authorizes users maintain the following on an annual basis:RE-73 Required Medium

Uses codes to track parcels eligible for various tax relief programsMaintains a field for percentage of tax relief; applies tax relief percentage to tax for eligible parcelsProcesses exemptions/ reductions to qualified property owners based on the tax relief codeProrates tax relief (reinstates original tax) when property ownership is transferred or owner no longer qualifies for program. Creates a supplemental bill.Maintains record of the original tax amount separate from the relieved tax amountSupports an income and asset-based tax relief process requiring annual recertificationSupports reporting of relieved amount history by tax year in total and in detail Warns user that property is in tax relief program when significant information changes (e.g. ownership, billing address, parcel splits, etc.)Allows user to attach signed application and images of all supporting documents to the property / owner recordSupports the import of all current tax relief assistance program data

Supports an unlimited number of user defined property classes, each with their own rate tableUsers can copy rate information from one table to another, and mass update tables

*Tax rates by property class, district and sub-district

F72


F73


F76


F78





Real Estate


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with



RE-75 Desired High


Public Access to Information

RE-77 Required High

RE-78 Required High

RE-79 Required High


RE-81 Desired High



Provides a self-service Internet portal that allows the public to:RE-84 *View assessed values and tax amounts Required Medium

*Penalty amounts and interest percentages (applied only to tax base)

Tax rate tables are date specific based on customized dates (could be applicable for less than one year)Utilizes a user updatable tax rate table for each tax year to calculate appropriate real property tax bill.

Provides a means by which public access can be provided on-site and information available to the public is restricted to non-confidential portions of public records.Allows public users to print property cards with public information via remote (Internet) access and on-site access.Supports the latest versions of multiple web browser applications (IE, Firefox, Chrome, Safari) for remote (Internet) accessInterfaces with GIS to allow public access to tax records via property ID query on GIS portalProvides for the easy export of public information (current and historic) to a database format for electronic distribution to outside partiesAllows authorized user to redact otherwise publicly available information on specific accounts; redaction, once established, is maintained in all public formats (remote, Internet, and on-site queries)Public information is provided in real-time or automatically updated on a regular basis

A97





Real Estate


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with



Provides a self-service Internet portal with proper security and controls for customers to :RE-86 Desired Low

RE-87 Desired Low

RE-88 Desired LowRE-89 *Submit address changes Desired LowRE-90 *Apply to stop paper bills & accept electronic bills

Provides a self-service Internet portal with proper security and user verification controls for mortgage companies to:RE-91 Desired MediumRE-92 *Research property liens; Desired MediumRE-93 *Pay taxes via ACH Desired Medium

ReportsRE-94 Required High

RE-95 Required Low

RE-96 Incorporates user-friendly ad hoc report writing tool(s) Required High

RE-97 Required High

RE-98 Required High

*View all property records and public information associated with a taxpayer

*View all customer information associated with their taxpayer ID*View all property information associated with their parcel ID(s)*Pay taxes on one or more properties via credit card or ACH

*View all mortgage records associated with their mortgage company


Allows users to save ad-hoc queries and reports, either to an individual report library or shared report libraryReports on total land valuations and total valuations by property class and zoning including taxable and exempt properties at the user's request




Real Estate


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


RE-99 Required High

RE-100 Required High

RE-101 Produces a report of non-owner occupied properties Desired Low

RE-102 Desired High



Billing


The system should have the ability to import the following data from tax assessment software (CAMRA):


RE-107 *Tax Year Effective Required High

Reports all value changes with reason codes (including, but not limited to new construction, demolitions, fire losses, reassessment, hearings and appeals)

Produces exception report based on valuation date to assure that all parcels have been assessed / reassessed for current tax cycle

Produces Roll Back Tax Statements for current tax year and five previous tax years with the rollback taxes and interest calculated based on the property history when properties come out of deferred tax status

Generates a customer statement on demand showing paid and/or unpaid account balances for one or all properties owned by the customer

Produces a revenue sharing report which details the amount of real estate tax collected from every property in a specific revenue sharing corridor (user-defined field) for a specific date range (typically fiscal year).

Imports and maintains assessment data received from the City's Tax Assessment System (currently CAMRA)

*Map Number (minimum of 30 alphanumeric characters, with background formatting for section, double circle, block, lot, sublot, etc. segments)

E116


F116


F117





Real Estate


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


RE-108 *Tax District Required HighRE-109 *District Name Required HighRE-110 *Record number/ account number Required HighRE-111 *Legal Description (minimum of 4 lines) Required HighRE-112 *Owner Name 1 Required HighRE-113 *Owner Name 2 Required HighRE-114 *Owner Name 3 Required HighRE-115 *Owner Name 4 Required HighRE-116 *Owner Address 1 Required HighRE-117 *Owner Address 2 Required HighRE-118 *Owner Address 3 Required HighRE-119 *Owner Address 4 Required HighRE-120 *Owner State (1 through 4) Required HighRE-121 *Owner Zip (1 through 4) Required HighRE-122 *Instrument number Required HighRE-123 *Deed Book Required HighRE-124 *Deed Page Required HighRE-125 *Land Use Type Required High

RE-126 Required HighRE-127 *Zone Classification Required HighRE-128 *Exemption Code Required HighRE-129 *Neighborhood Required HighRE-130 *Land Assessment Required HighRE-131 *Improvements Assessment Required HighRE-132 *Total Assessment Required HighRE-133 *Mortgage code Required High


*Land Area (by square feet or acreage with appropriate code)

Determines correct billing address based on mortgage code (sends bills to mortgage companies)

D152

Sheila Minor: Is this in CAMRA?




Real Estate


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


RE-135 Desired High

Runs exception report upon assessment import from CAMRA, exceptions reported should include, but are not limited to:RE-136 *Name changes Desired MediumRE-137 *New accounts added to the system Desired MediumRE-138 *New land records by address Desired MediumRE-139 *New land records by map parcel Desired MediumRE-140 *New land records by tax ID number Desired MediumRE-141 *Duplicate parcel ID Desired MediumRE-142 *Multiple owners Desired MediumRE-143 *Zip code errors Desired MediumRE-144 *Invalid year Desired MediumRE-145 *Other, user-defined Desired MediumRE-146 Calculates the tax due based on tax rate tables Required High




RE-150 Supports monthly invoicing for payment plans Desired MediumRE-151 Desired High



Determines correct billing address based on ownership date (sends bills to current owner)

Applies tax relief, tax credits, and deferred taxes prior to billingSupports distribution of tax bills electronically via email or online portal access at individual citizen requestSupports payment plans for real property bills, including holds on bills and applying prepaid credits

Creates electronic billing files in multiple formats for mortgage companiesCreates and appropriately posts (real-time or in batch) receivables in the City's financial system when taxes are leviedPrints a pre-posting edit of transactions prior to posting to the GL.




Real Estate


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with















Maintains multiple, date-specific alternate addresses for a taxpayer/customer and selects appropriate user based on billing dateAllows authorized users to maintain a table of mortgage company codes, which includes mortgage company name, address, file preferences, contact information and notes

Allows users to quickly associate property records with a mortgage company using a drop down/ scrolling listSupports partial import/update of mortgage company code for accounts using a data file provided by the mortgage companyExcludes bills flagged for mortgage companies from printing during regular tax bill printingSupports ACH billing for customers who have elected automatic draftsGenerates a delinquent file for mortgage companies on demand (monthly)Ability to reprint bills at any time on-demand with applicable penalties and interestAbility for authorized users to suspend/ delete penalties and interest on an accountCalculates penalty and interest on a bill for a user-defined payoff date (past or future) Generates bills in various electronic formats (as itemized in G-1 through G-15)Maintains a print date history for all mass generated billsAllows users to customize billing statements without programming




Real Estate


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with




Generates supplemental bills:RE-169 *Quarterly or on demand Required HighRE-170 *For current tax year and/or previous tax years Required HighRE-171 *Prorated/ split between collection dates Required High

Billing Adjustments RE-172 Desired Medium




RE-176 Desired LowRE-177 Allows authorized users to update due dates in batch Required Medium



Omits bills from printing based on user-defined flags (e.g., on a payment plan, bankruptcy, mortgage company)Reports bills omitted from printing for reasons other than mortgage code

Generates adjusted bills on-demand after any changes affecting amount dueMaintains a history of the original bill and adjusted bill information, including original and adjusted bill date, original and adjusted total tax amount, original and adjusted tax relief amount, and original and adjusted net tax amountUpdates due date field for user-defined period after adjustment bill is created (with ability to override)Allow updates to the due date and uses new due date to calculate interest and penalty (so that penalties are not applied when due date is adjusted beyond original due date)Displays original due date and adjusted due dates on screen

Allows authorized users to update due dates by individual account in real-timeAllows City to determine application paradigm for partial payments on tax bills to principal, penalties, and interest




Real Estate


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with





RE-183 Required MediumRE-184 Allows authorized user to write-off tax amounts Required High


Bill PrintingPrints the following information on real estate tax bills:RE-186 *Owner Name(s) (all attached to the record) Required HighRE-187 *Legal Description Required HighRE-188 *Map Number Required HighRE-189 *Mailing Address Required HighRE-190 *Property Address Required HighRE-191 *Bill Date Required HighRE-192 *Current Land Valuation Required HighRE-193 *Current Improvements Value Required HighRE-194 *Total Value Required HighRE-195 *Tax Rate Required HighRE-196 *Tax Year Required HighRE-197 *First or Second Half Required HighRE-198 *Penalty Required HighRE-199 *Interest Required HighRE-200 *Current Tax Amount Required High

Allows authorized users to update interest and penalty tables, including application dateAllows authorized users to override the amount due by reducing or increasing penalties/ interest. Routes adjustments through work flow for approvalPosts adjustments affecting receivable amounts to the General Ledger in real-time or daily batchSupports liens, special assessments, bankruptcy tracking and other special situations

Record pre-payments and deduct payments from the amount due




Real Estate


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


RE-201 *Delinquent Taxes Outstanding Required HighRE-202 *Nuisance Liens Required HighRE-203 *Total Due Required HighRE-204 *Due date Required HighRE-205 *Other, user-defined fees/ charges Required High



RE-208 Accommodates multiple names on a bill Required HighRE-209 Prints/ reprints a bill on demand Required HighRE-210 Required High

RE-211 Uses a statement/coupon format for all bills Desired Low


RE-213 Desired High



RE-216 Accommodates user specified sorting order for bills Required High

Can incorporate unpaid nuisance liens and/or other City defined fees (related to property) on real estate billsAllows user defined comments to be printed on bills based on specific fields/ flags or other user defined criteria

Prints bills to selected printers; can print on plain letter sized paper or preprinted forms

Allows user to easily generate and print multiple tax bills for the same Property/parcel (I.e. current and delinquent taxes)Allows user to easily generate and print multiple tax bills for the same customer without having to perform repetitive inquiriesAttaches bankruptcy code to tax bill, not to customer; system can print bills that are subsequent to bankruptcy petition because they do not have the bankruptcy codePrints amounts due that are uncollectable due to bankruptcy on the face of customer bills, but does not include those amounts in the total due




Real Estate


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with






Delinquent BillingRE-221 Desired HighRE-222 Generates delinquent notices at user demand Required High

Prints the following information on the Delinquent Tax Statements:RE-223 *Owner Name(s) (all attached to the record) Required HighRE-224 *Legal Description Required HighRE-225 *Map Number Required HighRE-226 *Mailing Address Required HighRE-227 *Property Address Required HighRE-228 *Bill Date Required HighRE-229 *Current Land Valuation Required HighRE-230 *Current Improvements Value Required HighRE-231 *Total Value Required HighRE-232 *Tax Rate Required HighRE-233 *Tax Year Required HighRE-234 *First or Second Half Required HighRE-235 *Penalty Required HighRE-236 *Interest Required HighRE-237 *Current Tax Amount Required High

Supports the creation of a billing file to be sent to a 3rd party for printing and mailingInterfaces with optical character recognition (OCR) or bar code reading devices, including hand held scanners, for quick entry of billing and collections data.Prints an OCR scan line or bar code on bills for record retrievalMaintains a minimum of twenty years of billing and payment history

Ability to flag receivable as undelivered if bill is returned in the mail




Real Estate


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


RE-238 *Delinquent Taxes Outstanding Required HighRE-239 *Nuisance liens Required HighRE-240 *Total Due Required HighRE-241 *Due date Required HighRE-242 *Penalty Required HighRE-243 *Interest Required HighRE-244 *Total Due Required HighRE-245 *Additional Notes or comments Required High

RE-246 Desired LowAccommodates amnesty programs where penalties and interest are not collected/ due if paid within a specific date range




Real Estate


Property Ownership




Real Estate

Comments




Real Estate

Comments

Land Book Levy

Supplements / Abatements




Real Estate

Comments




Real Estate

Comments

Land Use

Tax Relief




Real Estate

Comments

Rates




Real Estate

Comments

Public Access to Information




Real Estate

Comments

Provides a self-service Internet portal with proper security and user verification controls for mortgage companies to:

Reports




Real Estate

Comments

Billing




Real Estate

Comments




Real Estate

Comments

Runs exception report upon assessment import from CAMRA, exceptions reported should include, but are not limited to:




Real Estate

Comments




Real Estate

Comments

Billing Adjustments




Real Estate

Comments

Bill Printing




Real Estate

Comments




Real Estate

Comments

Delinquent Billing




Real Estate

Comments




Personal Property Assessment


PP-1 Required Medium








PP-9 Required High


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


Personal property module fully integrates with the following other system modules: General Ledger and Accounts ReceivableUtilizes centralized taxpayer account information (address, SSN, telephone, email address)Retains the Personal Property data for a minimum of six yearsAllows user to add to/ update system tables (such as property types and descriptions, DMV use values and their associated property types, etc.) used for data entry/ data validationProvides for the mass update of information, particularly assessed value, through user import from multiple sources (NADA, DMV)and source file types (CSV, RTF)System automatically adds or changes property data during the import process.Generates error reports of records with incomplete and/or inaccurate dataGenerates reports of records added/changed by data imports; tracks changes by date Allows user to determine effective dates for data changed in import process (i.e. all assessed values would have effective date of January 1, even if loaded in July)User can add records from sources of discovery other than DMV, such as notification from local businesses, other localities, or the owner

D6

Sheila Minor: Changed to six per L. Beale






Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


PP-11 Required High

PP-12 Desired High

PP-13 Required High

PP-14 Can import from DMV monthly files Required High

PP-15 Desired Low

PP-16 Desired Medium

PP-17 Required High

PP-18 Required High

PP-19 Required High

PP-20 Desired Low

PP-21 Required High

Provides simple navigation among the various tax accounts (BL, RE, PP) related to an individual customer, and provides a single view of all tax accounts for a customer from one display screen or printed report

Customer IDs can be linked (husband and wife, sole-proprietor business and personal)Can import assessment data from the National Automobile Dealers Association mass appraisal data of used cars

Supports the most recent version of the NADA mass appraisal software and all subsequent releasesProvides a checkbox box on the customer filing form asking whether the vehicle is for individual or business use (for PPTRA qualification purposes)Provides a checkbox box on the customer record as to whether the vehicle is for individual or business use (for PPTRA qualification purposes)Reports any duplicate title number(s) and the corresponding account information when adding a new accountCan identify potential duplicate records, including but not limited to searches related to VIN, title, serial number, and/or taxpayer identification number (with appropriate levels of security)Can display a list of accounts with the same license plate numberHas a user-updateable table of type codes which identify specific vehicle types

D24

Sheila Minor: Changed from drop down field to table. L. Beale






Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


PP-22 Required High

PP-23 Has a table for status (active, inactive, sold, etc.) Required High

PP-24 Required High

PP-25 Required High

PP-26 Required High

PP-27 Required High

PP-28 Required High

PP-29 Required High

PP-30 Required High

PP-31 Desired Low

PP-32 Required High

PP-33 Required High

PP-34 Allows the activation of multiple windows concurrently Required High

PP-35 Required High

Has a user-updatable table of use codes which identify tax exemptions or vehicle license exemptions such as military owned vehicle, antique vehicles, or others

Can identify accounts for which either the vehicle or the owner is exempt from personal property taxesHas a field to indicate that a DMV stop has been applied to a vehicle recordUsers can add new taxpayer information to system to include, but not limited to, separate fields for taxpayer ID number, Driver License Number (and state of issue) and Federal Tax ID numberTracks multiple owners associated with a property recordIdentifies leased vehicles; tracks and maintains lease dataCollects leasee data include leasee name(s), taxpayer IDs (SSN, Driver's License), and addressesCan attach notes on customer and vehicle records (unlimited characters)Can generate and capture data from optical bar-code scanningCan import files from various sources on demand (including, but not limited to, DMV, Game and Inland Fisheries)Allows users to drill down to the detailed information associated with each account

Allows authorized users to purge records for individual tax years (e.g. records that are 10+ years old)

D25

Sheila Minor: Changed from drop down field to table. L. Beale

C28

Sheila Minor: L. Beale changed to E. Martin

F34

Sheila Minor: Changed to low. L. Beale






Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with



PP-37 Required High

Assessment and Tax Calculation

PP-38 Required High

PP-39 Required High

PP-40 Required High

PP-41 Required High

PP-42 Required High


PP-44 Required High

Integrates customer records, Business License, related taxes, Business Property into a single system with a consistent look and feelIncludes a minimum of four user-defined fields with each owner record; one of which specifically identifies if the owner is located in a revenue sharing corridor

Adjusts assessments only if the tax for that assessment has not been billed and an abatement after it has been billedSelects and assesses records with a minimum assessment based on classificationAllows users to modify system parameters and calculation methods/input for mobile home valuation (e.g. how the variables of manufacturer, year, width, and square footage are applied in the calculation)Allows users to modify system parameters and calculation methods/input for tax rates and interest rates by property typeAllows users to modify system parameters and calculation methods/input for boats, trailers, and vehicles that are not in the NADA import file, including depreciation percentages based on asset ageProvides an additional detail screen for boat information, i.e. year, make, model, etc.Calculates penalty and interest on the full unpaid balance (taxpayer amount plus the state tax relief amount) for Personal Property tax accounts which are delinquent, including those from previous tax years

D47

Sheila Minor: Added by L. Beale






Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


PP-45 Required High

PP-46 Required High

PP-47 Required High

PP-48 Required High

PP-49 Required High

PP-50 Desired Low

PP-51 Required High

PP-52 Provides valuation and tax rate fields for each vehicle Required HighPP-53 Automatically calculates the tax for each vehicle Required High

PP-54 Required High

PP-55 Required High

PP-56 Required High

Maintains data including, but not limited to, tax rates, penalty rates, PPTRA qualification criteria, exemption types, relief types, depreciation percentages, and interest ratesUtilizes the "vehicle-acquired date" or "moved in date" depending on the situation to determine the tax liability period. Likewise it will use either "sold" or "moved out" to end liability. Recognizes and correctly processes the liability period for vehicles moving to and from prorating as well as non-prorating jurisdictionsPermits valuation and assessment of omitted vehicles for prior years manually, by NADA or other valuation servicesAutomatically adjusts to NADA generated assessed values when manual mileage is changedProvides drop down lists in key data entry points, populated by a user-defined drop-down list or interface with assessment data downloadProvides sufficient fields and notes space to document valuation metadata, such as source, date, and reasons for change

Allows for manual assessments (with appropriate security) with audit trail (requires source, user ID, reason, date)Allows the assessment to be calculated by flat rate, percentage, and depreciation values stored and maintainedAllows query of vehicle values on a record to display prior years’ assessments

F54

Sheila Minor: L. Beale Med to Low

F55

Sheila Minor: L. Beale Med to High

F56


F58


F59







Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


PP-57 Required HighPP-58 Calculates license fees based upon user defined table Required High


PP-60 Required High


PP-62 Required High

PP-63 Required High

PP-64 Required High

PP-65 Required High

Updates the next assessment year’s vehicle values while maintaining prior value records

Does not apply license fees to vehicles with specific status codes that are license fee exempt (e.g. system can determine status codes that do not require license fees and adjust bills accordingly)Separately identifies valuation adjustments and shows reason (i.e. Condition, high mileage)Allows user with appropriate security to change City-defined minimum assessed values and/or tax rate for each tax year, and keep history accordingly based on the minimum for that time periodKeeps prior year tax records based on parameters in effect at the time (tax rate, PPTRA, minimum valuation, minimum tax, values and mileage at the time of assessment)Allows user to run personal property books and ad-hoc reports with tax-exempt property included, excluded, or separatedProvides multiple user-defined tax rates in a table format. These tables must be referenced by the system when charges are added to an account, so that the appropriate rate will be used based on both the type of vehicle and the time of the charge. This needs to be month sensitive, not just year specific, (e.g. allow for mid year rate changes)Applies appropriate tax, based on tax tables (in effect at date of assessment), vehicle type, and other fields impacting assessment

F67

Sheila Minor: Changed from Medium per L. Beale






Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


PP-66 Required High

PP-67 Allows users to edit account information at any time Required High

PP-68 Required HighAbatements



PP-71 Required High

PP-72 Required High


PP-74 Required High

PP-75 Required High

PP-76 Required High

PP-77 Desired High

PP-78 Required High

Accommodates proration; assesses property and calculates tax on a monthly basis (supplements & abatements)

Allows users to edit valuation data prior to assessments being levied.

Provides option of rolling tax exemptions forward annually or having them expireAllows selection of exemption type and automatically makes the correct adjusting transactions, including but not limited to a relief or abatement for levied accountsAutomatically calculates prorated value based on move in/out and/or purchase/sale dateCalculates adjustment for personal property relief on the PPTRA percentageApplies City minimums to pro-rated assessment values and pro-rated tax billsSplits total abatement amount proportionally between the citizen’s share and PPTRA share of the total taxReduces penalty and interest proportionally with abatementsGenerates reports on an ad-hoc or at defined (daily) intervals of abatement transactions that generated a refund (Abatement Report)User can separate Abatement Report by those that will have credits applied to other records and those that will result in refundsAutomatically prints signature lines for Commissioner on abatement reports

F76

Sheila Minor: Changed from medium per L. Beale

F77







Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


PP-79 Required High

Tax Relief


PP-81 Desired Low






PP-87 Required High

PP-88 Desired Low

Prints abatement certificates (905 Memorandum of Corrected Assessment) with signature line for Commissioner; one is sent to taxpayer, other kept in office records

Updates PPTRA flags based on user-defined criteria, including but not limited to property class, DMV use, and DMV typeUpdates PPTRA flag based on the monthly import of DMV fileAllows user to remove/cancel PPTRA relief from historical tax assessment and re-bill owner for balance (If a vehicle was discovered to have business use)Tracks a complete PPTRA history on each vehicle, including calculation, rate, and taxpayer qualification.Calculates and stores the original assessment and the original and adjusted tax amountCalculates prior tax relief based on previous valuation, PPTRA relief percentage in effect at time, and taxpayer qualificationGenerates PPTRA status/exception reports including (but not limited to) total relief amount in a levy and discrepancy reports (i.e., personal versus business use, personal vs. business ownership, weight discrepancy, etc.)

Generates form letters to taxpayers in response to the verification of business use qualification for PPTRAGenerates e-mails to taxpayers in response to the verification of business use qualification for PPTRA

D84

Sheila Minor: Added commissioner signature line per L. Beale

F93







Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


PP-89 Required High

Supports various types of tax relief including (but not limited to) :PP-90 *Disabled veterans Required HighPP-91 *Handicapped equipped Required HighPP-92 *Mobile home (at RE rate) Required HighPP-93 *Antique & vintage vehicles (with tags) Required HighPP-94 *National Guard Required HighPP-95 *Elderly & Disabled Required High

Identifies various types of tax exemptions, including but not limited to:PP-96 *Military with domicile in other state Required HighPP-97 *Not-for-profit Required High


PP-99 Desired Low

PP-100 Desired Low

PP-101 Desired High


PP-103 Desired Low

Prevents PPTRA from applying to records where the Personal Property tax has already been abated

Ability to include an Estimated Time of Separation field for all owners flagged as militaryGenerates form letters to all exempt military taxpayers whose Estimated Time of Separation (ETS) dates fall within a user-defined time periodCreates detailed reports for all relief and exemption types grouped by property type and sorted in alphabetic order of taxpayer nameGenerates letters to taxpayers requesting additional information to be used for determination of assessment value, such as percent of business/ personal useCreates a data file or report of all records that have received tax relief during a user-defined time periodCaptures/stores information on the qualification for tax relief, including income and net worth. Uses this data to update tax relief status.

C111

Sheila Minor: Changed to M. Wiggans per L. Beale






Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


PP-104 Required High

Aggregates the following information to be used in the calculation of the PPTRA percentage to be used in the next fiscal year:PP-105 Required High





Vehicle Licenses


Identifies various types of vehicle license fee exemptions, including but not limited to:PP-111 *Prisoner of War Required HighPP-112 *Volunteer Fire Department Personnel Required HighPP-113 *City-owned vehicles Required High

PP-114 Desired High

DMV

Allows a temporary exception for owners moving into the area from a non-prorating locality (or a tax-effective date that can be set to the future)

*Current total vehicle levy for all user-defined PPTRA eligible vehicle classes*Personal use levy: total amount and percent of total vehicle levy*Personal vehicles with assessed values of $1000 or less: total levy and percent of total vehicle levy*Amount of personal vehicle assessed value between $1000 and $20,000: total amount of levy and percent of personal levy

Performs the calculations of percentage of PPTRA to be relieved on personally owned vehicles based on user-input growth factor and PPTRA amount and system-generated PPTRA calculation metrics (itemized above)

Applies a vehicle license fee to each vehicle record based on class code, subject to exempt status

Provides option of rolling vehicle license fee exemptions forward annually or having them expire based on exemption code.

E118

Sheila Minor: Changed per E. Martin






Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with




PP-117 Automatically ages delinquent account Required MediumReporting



PP-120 Incorporates user-friendly ad hoc report writing tool(s) Required High


Generates the following pre-formatted reports:PP-122 *Pre-populated customer filing form Desired Medium




Can upload Virginia Department of Motor Vehicles (DMV) monthly files. The DMV provides file updates per jurisdiction, including PPTRA related information (such as 'move-in' date)Allows DMV data to be edited and records deleted for vehicles not belonging to the City prior to posting to the live database. (i.e., Franklin County or Southampton City vehicles)



*Personal Property abatement Summary Report using date range parameters indicating abatement and penalty amounts by month and/or year*Unpaid balances report with taxes, license fees, interest, and penalties separately shown.*Credit balances report with taxes, license fees, interest, and penalties separately shown.

C139

Sheila Minor: Changed from L. Beale per L. Beale






Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with










PP-134 Provides a list of current DMV stops Desired Medium

PP-135 Desired High

PP-136 Desired Low

PP-137 Desired Low

*Summary reports for specific year or date range showing original billing, supplements, abatements, corrected billing, payments, balance due, credit balances, penalties, interest, and total amount due

Can mail merge into Word, works, or other word processing formats.Can print mailing labels with or without account number.Can create separate reports of taxable and exempt properties by user-defined parameters.User can print personal property tax books with page totals, page numbers, and recap sheet in state required format.User can print delinquent reports from the system on an ad-hoc basisGenerates form letters for delinquent notices (which would notify taxpayer of pending collection activities)Can generate a report file of license plate, address, name, model, make for vehicle seizure third party contractor

Generates a report with customers within a given address range (house numbers on same street) to identify apartment complexesGenerates a report with mobile homes by park to send requests to local mobile home parks to provide lists of owners.Generates a report with lease data that was added/updated and lease data that could not be matched with an existing vehicle record by the import process

F144


C145

Sheila Minor: Changed per L. Beale.






Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


PP-138 Desired Low




Business Personal Property








Generates a report with all leasing companies and vehicles owned by those companiesGenerates exception reports for SSNs starting with 54 or 20, names with "the", or other user-defined potential errorsGenerates reports on various workload measures (i.e.. Number of vehicles, number of exemptions,…).Produces a revenue sharing report which details the amount of personal property tax (including business personal property) and motor vehicle license fees collected from every owner in a specific revenue sharing corridor (user-defined field) for a specific date range (typically fiscal year).

Ability to cross reference state ID number, FIN number and account number to the Business License moduleIdentifies accounts by a user-defined table of business types such as non-profit, business license types, and leasing companiesAt user request, identifies active accounts that have not filed a current year return or extension request.Integrates with the business license module to retrieve business records.Can import electronic files of business personal property returns when submitted in various formats by the taxpayer.Supports a master business record with categories (sub-accounts ) to hold business equipmentCan hold separate addresses based on property categories/type (e.g. business license/vehicles/BPP)

F153

Sheila Minor: Changed from desired medium to required high per L. Beale






Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with






PP-153 Accommodates multiple depreciation schedules Required HighPP-154 Accommodates multiple depreciation methods Desired Medium








Allows for due date extensions, and flags an account when an extension has been grantedRoutes extension requests through workflow for approval with appropriate audit trailRecords the purchase date and historical cost of business personal property for each tax period, automatically updates the next period and allows for deletions in that period with out affecting prior year records.

Maintains table of and applies user-defined assessment methods (percent of cost) by tax type and tax year

Allows filing for returns with no assets and suppresses the generation of an associated assessment record/ tax billIncludes status field in the business personal property record including status options such as extension filed, tax return received, processing, pending, levied, and paidAllows for assessment at any time during the year (supplemental)Allows a record to be edited prior to the assessment being leviedIf a record is changed after billing, force it as an abatement or supplemental assessment that would require an additional levyPrints abatement certificates for business personal propertyDrills down from the account level to the detailed information on assets associated with each account

F172







Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with







PP-167 Desired High


Retains a history of all changes made to depreciation schedules. User should be able to review schedule from prior yearsAllows users to print filing forms, blank or pre-populated at the user's direction, on an ad-hoc basisGenerates a delinquent letter (delinquent filing) for accounts without a current year business property filing. Can be done individually or in batch.Prints user-customized forms to be mailed to businesses for reporting of business personal propertyDisplays current/prior year business data via a display screen which can be easily printed as a formatted reportPrints a report of all business personal property leasing companiesPrints business personal property tax books with page totals and recap sheet.

F183











Comments





Comments





Comments

Assessment and Tax Calculation





Comments





Comments





Comments

Abatements





Comments

Tax Relief





Comments





Comments

Aggregates the following information to be used in the calculation of the PPTRA percentage to be used in the next fiscal year:

Vehicle Licenses

DMV





Comments

Reporting





Comments





Comments

Business Personal Property





Comments





Comments




Business Licenses


BL-1 Required High

BL-2 Desired High

BL-3 Required High

BL-4 Required High

BL-5 Required High

BL-6 Required High

BL-7 Desired High

BL-8 Required Medium

BL-9 Desired High

BL-10 Desired Low

Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


Business License module is integrated with all other financial applications of the City such as the General Ledger, Accounts Receivable, and Personal PropertyUtilizes centralized taxpayer account information (address, SSN, telephone, email address)Retains the Business License data for a minimum of five years Cross references Federal Employer Identification number and/or account number within the Business License module for identifying customersCalculate fees based on City-defined tables of gross receipts; can accommodate both rate-based charges and flat feesSupports various licensing fee structures by type of businessIntegrates customer records, Business License, related taxes, Business Property into a single system with a consistent look and feelAllows users to navigate between multiple, concurrent windows in the various modulesProvides for easy navigation between the various associated tax accounts related to an individual customer/ business and provides a single view of all tax accounts for a customer from one display screen or printed reportProvides an online portal for businesses to update business information contact information; allows City personnel to review and post




Business Licenses


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with



BL-12 Desired Medium

BL-13 Required High

BL-14 Required High

BL-15 Required High

BL-16 Required High

BL-17 Required High

BL-18 Required High

BL-19 Required High

BL-20 Required High

Accommodates multiple (unlimited) business licenses for a single customer, (e.g. a hotel with business licenses for restaurants (retail), valet services (personal service), gift shops (retail with food), etc.) The system must provide for the creation and association of all of these accounts and they must be associated by a unique identifier

Accommodates a business account with multiple owners and multiple business accounts with one owner Allows authorized users to add, delete, and modify business license accounts; maintains audit trailDisplays the business license account number when querying a business accountDisplays delinquencies (from business licenses and other modules with accounts related to customer) when querying a business accountAllows a license to be deactivated and reactivated when a business (such as a contractor) does not generate gross receipts in the City for a specific yearStores an unlimited comment field for a customer record Accommodates multiple business structures (e.g. sole proprietor, LLC, corporation, S-corporation) and business types (e.g. retail, professional service, service, contractors)Has a business account status field to indicate if a business is active or inactiveIncludes a minimum of four user-defined fields with each business record; one of which specifically identifies if the owner is located in a revenue sharing corridor

E18

Sheila Minor: Changed per D. Babb




Business Licenses


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


Licensing Applications


BL-21 Desired Low

BL-22 Desired High

Tracks the following business license data fields; allows users to view and print fields with same format as forms:BL-23 *Applicant name(s) Required HighBL-24 *FEIN Required HighBL-25 *SSN (with masking for form printing) Required HighBL-26 *Email address Required HighBL-27 *Trade/ DBA name Required HighBL-28 *Business phone number Required HighBL-29 *Business physical address Required HighBL-30 *Mailing/billing address Required HighBL-31 *City, state, zip code Required HighBL-32 *Contact name Required HighBL-33 *Contact phone number Required HighBL-34 *Business category (by code) Required HighBL-35 *Type of business/profession Required HighBL-36 Required HighBL-37 Required High

Inquiry only access for permitting/ zoning to make sure contractors on >25,000 permits have active business license

Can query GIS data by tax ID when adding a new business to determine if it is within the City or not.

Allows customers to renew and pay Business Licenses via the Internet with appropriate controls and security

*State contractor's license number (contractors only)*Estimated total gross receipts to end of year/ Gross receipts of prior year




Business Licenses


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


BL-38 Desired High

Assessments and Fee CollectionsProvides a user-defined account status for each business each license year including, but not limited to:

BL-39 *Not filed Required MediumBL-40 *Filed Required MediumBL-41 *Notice letter Required MediumBL-42 *Summons letter Required MediumBL-43 *Summons Required MediumBL-44 *Criminal action Required LowBL-45 *Civil action Required LowBL-46 *Audit Required LowBL-47 *Other, user-defined Required Low

BL-48 Required High

BL-49 Required High

BL-50 Calculates prior year business license fees Desired High

BL-51 Required High

BL-52 Required High

Adjustments and RefundsBL-53 Required HighBL-54 Requires a comment field for fee adjustments Required High

Allows customers to attach imaged documents to their online Business License Renewal; allows City personnel to review and post

Allows users to view and print all information and business license status for a business license account and all related accountsTracks the history of business license fee schedule changes and keeps history accordingly based on the fee schedule for those time periods (i.e. Rates have associated from - to effective dates)

Calculates fee based upon gross receipts and business categoryRolls forward active license records to the next year from the license records in the current year

Allows authorized users to adjust business license fees, with audit trail




Business Licenses


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


Billing and CollectionBL-55 Required Medium


BL-57 Required High

BL-58 Required High


BL-60 Required High

ReportingBL-61 Required High

BL-62 Required High

BL-63 Incorporates user-friendly ad hoc report writing tool(s) Required HighBL-64 Required High

BL-65 Desired Low

BL-66 Required High

Prints an invoice for a license fee due without issuing the license Generates business license fee invoices individually or in batchApplies a user-defined late filing penalty to license renewals not filed by due dateApplies a user-defined late payment penalty to license payments not made by due dateHas the ability to apply a user-defined administrative fee for the management of delinquent accountsCalculates and applies interest and penalties based upon City-defined parameters; City can update interest and penalty structure and amounts


Easily generates any applicable filing forms that should be mailed to a business as a complete setUtilizes optical reader (OCR) technology to read renewal forms with preprinted account number; pre-populates customer record for quick data entryUtilizes a customizable template for the printing of business license applications that can be printed on plain paper or pre-printed forms

C65

Sheila Minor: Changed per D. Babb #55 thorugh #57

F70

Sheila Minor: Changed per D. Babb




Business Licenses


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


BL-67 Desired High

BL-68 Desired High


BL-70 Required High

Allows user to sort or print business license renewal applications by business category (e.g. print contractors licenses separately from other so Worker's Comp certification can be attached)

Supports the distribution of license renewal applications via mass mailings, e-mail, and/or creation of data file for submission to third party vendor for processing

Flags accounts for inconsistencies, reporting discrepancies, and/or errors which would prompt the user to further action/ auditProduces a revenue sharing report which details the amount of business license revenue collected from every business in a specific revenue sharing corridor (user-defined field) for a specific date range (typically fiscal year).




Business Licenses





Business Licenses

Comments




Business Licenses

CommentsLicensing Applications

Tracks the following business license data fields; allows users to view and print fields with same format as forms:




Business Licenses

Comments

Assessments and Fee Collections

Adjustments and Refunds




Business Licenses

CommentsBilling and Collection

Reporting




Business Licenses

Comments




Collections


C-1 Required High

C-2 Required High

C-3 Required High

C-4 Required Medium

C-5 Required High

C-6 Required High

C-7 Required High

C-8 Required High

C-9 Required High

C-10 Required High

C-11 Required High

Required/ Desired

High/ Medium/

Low

Y- standardC-with


Collections module is integrated with all other financial applications of the City such as the General Ledger, Utility Billing, Accounts Payable, and Purchasing

Utilizes centralized taxpayer account information (address, SSN, telephone, email address)Uses a unique, sequential reference number to identify each transactionAccepts file uploads of invoices/ cash receipts (e.g. mortgage company real estate payments)Keeps five years of historical data active and has the ability to archive and access data older than six years (20 years for Real Estate)Maintains an audit trail for all data and files, including user ID, posting date and time, and what was changedAccommodates partial payments, applying them by user-defined default with ability for authorized user to overrideProduces summary general ledger journal entries to post batch transactions with ability for authorized user to drill down to detailAbility to charge a convenience fee for credit card and/or debit card transactionsCan accommodate convenience fees that are flat fees and/or percentage of transactionHas user-defined process for handling insufficient funds (NSF)/ returned checks (currently two NSF checks and checks are no longer accepted, ability for authorized user to reinstate)




Collections

Item # Description of RequirementRequired/

Desired

High/ Medium/

Low

Y- standardC-with


C-12 Required High

C-13 Required High

C-14 Desired High

C-15 Required High

C-16 Required Medium



C-19 Desired Medium

C-20 Posts payments to a customer's account in real-time Required HighC-21 Allows for attaching documents to a transaction record Desired High

C-22 Desired High

C-23 Required High

Customer ManagementC-24 Required High

Ability to post receivable back to appropriate account(s) for NSF checks Automatically updates general ledger (including checkbook) for NSF checksFacilitates charges between City departments (e.g. utilities charges, vehicle fuel billed to another department).Generates a refund request to the appropriate customer if there is a credit standing on the account after checking all modules for outstanding amounts due

Forwards approved refund request to the accounts payable module through workflow for paymentAllows authorized users to query and view receivable information by any customer related fieldProvides wildcard searching ability on customer related fields, including but not limited to first name, last name, street address, etc.Allows users to view, report, and sort receivables by any field, including but not limited to accounting codes, customers, and billing type

Supports electronic receipts (emailing receipts to the customer)Tracks all changes to a customer invoice or record with the ability to print an audit trail

Automatically assigns sequential customer numbers to customers, accommodating user-designed rules




Collections


Desired

High/ Medium/

Low

Y- standardC-with


C-25 Required High

Maintains a centralized customer file with the following information:C-26 *Name Required HighC-27 *Customer Number Required HighC-28 *Billing Address Required HighC-29 *Service Location (if applicable) Required HighC-30 *Phone (accommodates multiple numbers) Required HighC-31 *Email Desired HighC-32 *Fax number Desired Low

C-33 Desired LowC-34 *Balances due Required HighC-35 *Last payment amount Required MediumC-36 *Year-to-date payments Required MediumC-37 *Highest past-due balance Desired MediumC-38 *Highest outstanding balance Desired MediumC-39 *Payment arrangements (notes field, if applicable) Required HighC-40 *Outstanding penalty and interest charges Required HighC-41 *Total Due Required HighC-42 *Bad check status Required HighC-43 *Bad check notes field for dates of NSF checks Required HighC-44 *EFT Bank Account Required HighC-45 *EFT Bank Name Required HighC-46 *ABA Routing Number Required HighC-47 *EFT Start/Stop Dates Required HighC-48 *EFT Bank Account Type Required HighC-49 *Notes/comments (unlimited) Required High

Allows a specific customer number or type to be assigned to a new or existing customer (e.g. name changes, etc.)

*Last account activity date (including charges from various systems)




Collections


Desired

High/ Medium/

Low

Y- standardC-with


C-50 Other, user-defined Required HighC-51 Accommodates attachments to the customer file Required HighC-52 Allows authorized users to inactivate a customer Required HighC-53 Keeps the customer history for inactive accounts Required High

C-54 Required High

Maintains a contact log to record conversations and correspondence with customers which contains the following information:C-55 *Employee making contact (default to User ID) Desired HighC-56 *Date and time of contact Desired HighC-57 *Means of contact (e.g., phone, email, etc.) Desired HighC-58 *Information collected as a result of contact Desired HighC-59 *Follow up information Desired High

C-60 Required High

Cash ReceiptsC-61 Required High

Accepts the following types of transactions for payment:C-62 *Electronic fund transfers (EFT) / direct debit Required HighC-63 *Credit card Required HighC-64 *Debit card Required HighC-65 *Cash Required HighC-66 *Check Required HighC-67 *Money order Required High

C-68 Required High

Track customers that have had a NSF check in the past and warn counter clerk at time of customer payment

Accomodates status codes for customers (i.e. backruptcy, liens, garnishments, payment plans, etc.)

Cash receipt functionality that is integrated with all other system modules

Produces a receipt when payments are collected in person




Collections


Desired

High/ Medium/

Low

Y- standardC-with


C-69 Required High

C-70 Required High

C-71 Required High

C-72 Required High

C-73 Required High

Captures check details automatically from scanned checks, such as:C-74 *Check number Required HighC-75 *Account number Required HighC-76 *Routing number Required HighC-77 *Amount Required HighC-78 *Bank name Required HighC-79 *Check date Required High

C-80 Required High

C-81 Desired Medium

C-82 Required High

C-83 Required High

C-84 Required High

Records payment detail such as:C-85 *Payer Name Required High

Records amounts received for each payment type separately, records payment types and amounts and change provided on receipt and in systemRecords type of payment and a unique sequential reference numberProvides user the option to not print a receipt (for mailed in transactions)Maintains cash receipts transaction detail for a minimum of five yearsAccomodates check imaging and stores image with payment record

Accommodates check scanning for electronic deposit to bankPrints last four digits/ partial credit card number on transaction receiptCaptures both amount due and amount received; prints remaining balance on receiptPrints payer on receipt (defaults to customer unless overwritten)Accommodates any number of payment types in any combination for a single transaction




Collections


Desired

High/ Medium/

Low

Y- standardC-with


C-86 *Customer Name Required HighC-87 *Address Required HighC-88 *City/ State/ Zip Required HighC-89 *Balance Due Required HighC-90 *Principal paid Required HighC-91 *Interest paid Required HighC-92 *Penalty paid Required HighC-93 *Payment amount Required HighC-94 *Postmark date Desired HighC-95 *Receipt number Required HighC-96 *User ID (teller) Required HighC-97 *Service number (receipt) Required HighC-98 *Invoice number Required HighC-99 *Other, user-defined fields Required High

C-100 Required High

C-101 Automatically calculates transaction total Required HighC-102 Required High

C-103 Desired Medium

C-104 Required High


C-106 Required High

Accepts over payments on an account, credits the appropriate account and GL liability code, applies credit to next payment due

Accommodates the payment of multiple bills and/or multiple bill types in a single transactionMaintains a default payment method for the cash registerEasily processes payments for which there are no receivablesAllows user to search account code and description for appropriate posting of payments without receivables

Accommodates the distribution of payments to various balances due




Collections


Desired

High/ Medium/

Low

Y- standardC-with


C-107 Required HighC-108 Allows user to void a transaction prior to completion Required High

C-109 Required High


C-111 Required High

C-112 Required High

C-113 Calculates and displays change due when appropriate Required High


C-115 Required High


C-117 Required High

C-118 Required High


ReconciliationC-120 Required High

Generates daily reconciliation reports (detail and summary). The reports must include the following:

Accommodates the distribution of payments to various customer accounts

Allows user to void a transaction after completion (with authorization/ approval)Allows authorized users to reverse a cash receipt transactionSupports credit and debit card payments through a third party merchantCan process payments on receivables and payments for which there is no receivable in the same transaction

Reads OCR (Optical Character Recognition) encoded account information off a City generated invoice and brings up appropriate customer accountDefaults to a user-defined hierarchy (oldest account) for application of payments, but allows user to override

Provides a customizable receipt template for each type of paymentSupports receipt printing at local and networked printers, on plain paper or specialized formsAllows users to schedule the posting of third-party payment transactions (e.g., credit card merchant) Allows user to attach a document to the cash receipt transaction (check copy)

Supports daily reconciliation for each cash drawer with comparison to total daily deposits




Collections


Desired

High/ Medium/

Low

Y- standardC-with


C-121 *Cash transactions and totals Required HighC-122 *Check transactions and totals Required HighC-123 *Total revenue by user Required HighC-124 *Credit card transactions and totals Required HighC-125 *Debit card transactions and totals Required HighC-126 *Direct deposits to the City's bank account Required HighC-127 Other, user-defined. Required High

C-128 Required High

C-129 Required High

Refunds

C-130 Required High

C-131 Required High

C-132 Required High

C-133 Required High

C-134 Required High

C-135 Required High

C-136 Required High

Imports payment transactions from a 3rd party system (Bill pay from bank)Accommodates direct deposit, lock-box and EFT deposits (e.g. State EDI)

Utilizes electronic workflow functionality to facilitate the refund process, sending transactions to AP with appropriate documentation for paymentPrompts user to initiate the refund process when credits are posted to accounts, allows user to apply credit or refundProvides user with any outstanding amounts owed to the City before initiating the refund process Records the name, address, and reference number on refund checks, maintains in payment history recordAllows authorized user to issue refunds to recipients other than the original payeeAccommodates multiple refunds, including multiple types of refunds, on one check or in separate checks, at user's discretionCreates a detail report and summary recap of all refunds on a specific date or date range




Collections


Desired

High/ Medium/

Low

Y- standardC-with



C-138 Required High

C-139 Prints a report of refunds not yet issued on demand Required High

C-140 Required High

C-141 Required High

C-142 Desired High

C-143 Required High

C-144 Required High

C-145 Required High

C-146 Required High

C-147 Required High

C-148 Generates a listing of refunds less than the minimum Desired Low

Provides a drop down list for users to record a reason for the refund Interfaces with the General Ledger and Accounts Payable to handle refunds

Allows user to carry forward credit balances to be paid against the next bill for that type of receivableAllows user to apply credit balances gainst other receivable types (i.e. credit balance on utility bill can be applied to personal property tax) without going through the cash registerAdjustments in other modules which result in refunds (abatements) automatically route through workflow to collections (to verify other receivables aren't outstanding) and then to the refund process (Accounts Payable)Prevents changes to the initiating action that generated a refund already issued (e.g., cannot void an abatement that generated a refund)Prevents refunds under user-defined minimum amounts (currently $5) Holds credit balances under the minimum to be applied to future receivablesAuthorized user can select recipient of refund check from names and addresses associated with the account (e.g. taxpayer, estate, mortgage company, lease company)Allows for a portion of the refund to be posted to the customer's receivable account for another bill due the City; can refund remainder to the customer




Collections


Desired

High/ Medium/

Low

Y- standardC-with


C-149 Desired High

C-150 Required High

C-151 Required High

Cash Drawer Close-Out

C-152 Required High

C-153 Required High


C-155 Required High

C-156 Required High

C-157 Required High

C-158 Prints a customizable deposit slip Desired MediumReporting

C-159 Required High

C-160 Required High

C-161 Incorporates user-friendly ad hoc report writing tool(s) Required High

Posts refunds due but not yet paid to a refunds due liability account in the general ledger; updates refunds due amount when refunds are issuedCan apply monthly interest to a refund check based on user defined interest amount and credit vs. payment date (erroneous assessment)Allows user to include/ exclude interest on refunds, based on account type and reason for refund

Allows a user to balance a payment batch on demand from any workstation regardless of where the payments were processedAllows authorized users to close out cash drawers on behalf of usersAllows authorized users to consolidate cash drawers and close out as a single batchAllows authorized users to perform payment corrections after the close of business day while maintaining full audit details and data integrityCombines individual payment batch deposit details into a single consolidated depositMaintains a deposit detail, including deposit total, date, bank account number


D169

Sheila Minor: reversals, voids, charge backs




Collections


Desired

High/ Medium/

Low

Y- standardC-with


C-162 Required High

C-163 Required High

C-164 Required High

Produces detail and summary payment reports on demand by:C-165 *Cashier Required HighC-166 *Payment type Required HighC-167 *Date Required HighC-168 *Location Required High

C-169 Required High

C-170 Required High

C-171 Required High


C-173 Required High

C-174 Required High

Bad CheckC-175 Generates notifications to customers of returned checks Desired Medium


Allows user to query on any collections field; displays individual transactions and groups of transactions based on search criteriaProduces transaction reports listing all recorded payments for a specific period

Allows users to drill down from any on screen report to view the individual cash receipt transaction detail and drill to the receivablePrints a batch listing showing every transaction in a particular batch upon demandPrints an accounts receivable exception report listing all accounts with credit balancesGenerates a customer contact listing, showing name, contact name, phone number, email address and other contact information for customersPrints customer payment history based on user-defined criteriaAllows user to generate aging reports retroactively, which will show amounts outstanding at date of user's choosing, disregarding payments collected since date of report




Collections


Desired

High/ Medium/

Low

Y- standardC-with


C-176 Desired High

C-177 Desired High

C-178 Desired High

Posts detail of a returned check to customer's account such as:C-179 *Check number Desired HighC-180 *Name Desired HighC-181 *Routing number Desired HighC-182 *Account number Desired HighC-183 *Amount Desired HighC-184 *Date Desired High

C-185 Desired High

C-186 Desired High

Credit Card ChargebacksC-187 Desired Low

C-188 Desired Low

C-189 Desired Low

C-190 Desired Low

C-191 Desired Low

Posts detail of a chargeback to customer's account such as:C-192 *Credit card transaction number Desired Low

Applies user-defined returned check fees for NSF checksMaintains a returned check history for a minimum of ten yearsGenerates a list of all returned checks by date range and/or accounting period

Flags a customer that has passed bad checks and prevents user from accepting checks from that customer after a user defined number of bad checksMaintains notes/ comments on collection status of a returned check

Ability to upload a file of cancelled customer credit card payments (chargebacks)Reinstate the accounts receivable based upon the chargeback filePrompt user to apply late fee/ returned payment fees to reinstated accounts receivable Generates notification to customer of credit card chargebacksMaintains credit card chargeback history for a minimum of five years




Collections


Desired

High/ Medium/

Low

Y- standardC-with


C-193 *Name Desired LowC-194 *Amount Desired LowC-195 *Date Desired Low

C-196 Desired Low

C-197 Desired Low

Interface








Bankruptcy

Flags a customer that has incurred chargebacks and prevents user from accepting credit card payments from that customer after a user defined number of chargebacksAutomatically removes the chargeback flag after chargeback payment has been satisfied

Interfaces with RE and PP modules to display amounts due and payments for at least a five year historyInterfaces with UB module to display amounts due and payments for at least a five year historyCalculates penalties and interest due on an account to a user-specified dateCreates appropriate GL entries to post and adjust penalty, fees, and interest A/R to the General LedgerPulls penalties and interest due as of the current date from related modules, or calculates them independently based on user defined parameters for each receivable typeProduces summary and detail penalty and interest due reports with adjustments separately shown for reconciliation to the GL and audit supportProduces daily exception/error listings showing where collection transactions do not match corresponding A/R amount




Collections


Desired

High/ Medium/

Low

Y- standardC-with


C-205 Required High

C-206 Required High

Delinquent Collections

C-207 Required High

C-208 Required High

C-209 Required High

C-210 Required High

Freezes penalty & interest accrual at the date of the bankruptcy claim and until the bankruptcy is dischargedMaintains bankruptcy status codes on accounts (e.g., active, dismissed, discharged) and corresponding dates of status changes

Creates receivables for miscellaneous fees, administrative fees, return check fees, court costs at a customer ID level in batchTracks current and historical collection activity for each account for a minimum of five yearsAccommodates date/time and user ID stamped notes/ comments for each accountHas template delinquent notices or letters for each bill type that are user-customizable




Collections





Collections

Comments

Customer Management




Collections

Comments




Collections

Comments

Maintains a contact log to record conversations and correspondence with customers which contains the following information:

Cash Receipts




Collections

Comments




Collections

Comments




Collections

Comments

Reconciliation




Collections

Comments

Refunds




Collections

Comments




Collections

Comments

Cash Drawer Close-Out

Reporting




Collections

Comments

Bad Check




Collections

Comments

Credit Card Chargebacks




Collections

Comments

Interface

Bankruptcy




Collections

Comments

Delinquent Collections




Income Tax


IT-1 Required High

IT-2 Required High

IT-3 Required High

IT-4 Required High

IT-5 Required High

IT-6 Desired Medium

IT-7 Required High

IT-8 Desired High

IT-9 Required High

IT-10 Required High

Tax Assessment, Penalties, and Interest Calculations

IT-11 Required High

Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


Tracks State income tax payments made in the City Commissioner of the Revenue's office, including but not limited to date received, date due, payment amount, and date mailed to the Virginia Department of TaxationProvides an automatically numbered record for each year and each type (estimated and balance due are recorded with separate numbering sequences)Inputs demographic information and certain return information for all types of incoming tax returnsRecords balance due assessments and payments in a batch with a system-supplied account/ tracking number and sequential item numbersRecords quarterly estimated payments in a batch with a system-supplied account/ tracking number and sequential item numbersSets defaults for certain data fields at the beginning of input for each entryAllows users to browse a batch log file and to browse payments within each batchRecords the customer's locality/ jurisdiction if not a City residentAllows users to carry forward names and addresses from one tax year to the nextProvides an audit trail for tax return processing, recording the name of the users who entered and audited the return

Tracks a history of interest rate changes for each tax quarter, and maintains a history accordingly based on the interest rate for those quarters




Income Tax


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


IT-12 Required High

IT-13 Required High

IT-14 Required High

IT-15 Required High

IT-16 Required High

Income Tax Returns (Balance Due and Refunds)IT-17 Desired Medium

IT-18 Tracks citizens that have filed and paid Desired MediumIT-19 Required High

IT-20 Required High

IT-21 Required High

IT-22 Required High

IT-23 *Beginning month for fiscal year filers Required HighIT-24 *Individual SSN Required HighIT-25 *Spouse SSN Required High

Calculates penalties and interest on late balance due returns based on interest rate in effect for date range (interest rate is subject to change quarterly)Calculates prior quarter interest assessments based on interest rates in effect the prior quarterGenerates and prints a transmittal form (for submission to the City Treasurer) and a detailed batch report for each balance due and estimated batchGenerates and print a monthly levy totaling balance due assessments and payments for reconciliation with daily batchesGenerates and prints a monthly levy totaling estimated payments for reconciliation with daily batches

Can print a letter or batch of letters when payments have been received

Maintains a primary and secondary social security number for each returnAllows users to query data for a specific tax return year by last name, SSN, or account numberMaintains transaction activity by tax year (i.e. all records for tax year 2013 are in the same database)Accommodates adjustments to tracking schedules based on fiscal year taxpayers (i.e., adjust the payment date order per Form 760)

Collects and maintains all data fields in the Form 760 including but not limited to:




Income Tax


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


IT-26 *First Name Required HighIT-27 *Middle Initial Required HighIT-28 *Last Name Required HighIT-29 *Spouse's First Name Required HighIT-30 *Spouse's Middle Initial Required HighIT-31 *Spouse's Last Name Required HighIT-32 *Address (number and street) of Taxpayer Required HighIT-33 *City, State and Zip Code Required HighIT-34 *Receipt Date Required HighIT-35 *Postmark Date Required HighIT-36 *Process Date (current date) Required HighIT-37 Desired Low

IT-38 *Indicator for Virginia return not filed last year Desired LowIT-39 *Indicator for dependent on another's return Desired LowIT-40 *Indicator for amended return Desired LowIT-41 Desired Low

IT-42 *Locality code Required MediumIT-43 *Filing status Required HighIT-44 *Date of Birth Required MediumIT-45 *Spouse's Date of Birth Required MediumIT-46 *Virginia tax withheld for prior year Required MediumIT-47 *Estimated tax paid for prior tax year Desired MediumIT-48 *Extension payments Desired MediumIT-49 *Tax amount due Required HighIT-50 *Payment type Required HighIT-51 *Check number Required High

*Indicator for name or filing status has changed since last filing

*Indicator for authorization to discuss return with preparer




Income Tax


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


IT-52 Required High

IT-53 Desired Medium

IT-54 Required HighIT-55 Tracks uncollected income tax payments by month Required High

IT-56 Required High

IT-57 Required High

IT-58 Required High

IT-59 Required High

IT-60 Required High

IT-61 Required High

IT-62 Required High

Estimated Income Tax

*Flag for if taxpayer is out of country (extends due date to 7/1 for calendar filers)

Allows users to attach documents (letters received, copy of return) to the taxpayer recordAllows users to view or print data with a similar look as the VA 760 form

Can calculate, based on user input of tax due and total payments/ credits, whether taxpayer has paid 90% of tax due by May 1 due date, and would not be subject to extension penaltyAdds 2% of amount due extension penalty each month that taxpayer does not pay 90% of balance due by May 1. Caps extension penalty at 12% on November 2.Adds late filing penalty of 30% of tax due if return is received more than six months after the due date; eliminates extension payment penaltyAdds late payment penalty of 6% of balance due per month or partial month that payment is made after the earlier of the following: May 1 (if filing is made prior to that date), or 2) the date the return is filedMaintains a interest rate table for interest due on unpaid balances; interest rate may be changed quarterly (federal underpayment rate plus 2%) and would be applied based on interest in effect over the period for which taxes were outstanding. Applies interest to any balance due and unpaid from the due date based on system table of prevailing interest ratesConsolidates uncollected income tax payments at year-end for submission to the Commonwealth




Income Tax


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


IT-63 Required High

IT-64 Desired MediumIT-65 Tracks citizens that have filed and paid Required High

IT-66 Required High

IT-67 Required High

IT-67 Required High

IT-68 Required High

IT-69 Required High

IT-70 *Beginning month for fiscal year filers Required HighIT-71 *Individual SSN Required HighIT-72 *Spouse SSN Required HighIT-73 *First Name Required HighIT-74 *Middle Initial Required HighIT-75 *Last Name Required HighIT-76 *Spouse's First Name Required HighIT-77 *Spouse's Middle Initial Required HighIT-78 *Spouse's Last Name Required HighIT-79 *Address (number and street) of Taxpayer Required HighIT-80 *City, State and Zip Code Required High

Allows an estimate to be entered as a pre-payment of taxPrints a letter or batch of letters that payments have been received

Maintains a primary and secondary social security number for each returnAllows users to query data for a specific tax return year by last name, SSN, or account numberMaintains transaction activity by tax year (i.e. all records for tax year 2013 are in the same database)Tracks transaction activity associated with the payment dates of May 1, June 15, September 15 and January 15

Accommodates adjustments to tracking schedules based on fiscal year taxpayers (i.e., adjust the payment date order per Form 760)

Collects and maintains all data fields in the Form 760ES voucher including but not limited to:




Income Tax


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


IT-81 *Daytime Phone Number Required HighIT-82 *Checkbox for first payment indicator Required HighIT-83 *Amount of Payment Required High

IT-84 Required High

IT-85 Required High

System Inquiry, Reports and CorrectionsIT-86 Required High

IT-87 Required High

IT-88 Required High

IT-89 Required High

IT-90 Incorporates user-friendly ad hoc report writing tool(s) Required HighIT-91 Required High

IT-92 Required High

IT-93 Required High

IT-95 Required High

IT-96 Required High

IT-98 Desired Medium

Tracks uncollected estimated income tax payments by monthConsolidate uncollected estimated income tax payments at year-end for submission to the Commonwealth

Allows users to browse assessments, payments, and return status for the purpose of customer inquiryUtilizes tax identification number as the key for customer identificationAllows users to correct an erroneous assessment or payment; posts changes to General LedgerAllows authorized users to modify or purge an erroneous assessment or payment (with audit trail)

Can produce date-driven statistical reports based on the data in the Income Tax moduleGenerates an edit report of all activity daily or on-demandGenerate a year-end uncollected report by month to show all uncollected amounts for submission to the CommonwealthGenerates the Department of Taxation monthly recapitulation form for balance due assessments and paymentsGenerates the Department of Taxation exoneration formCaptures taxpayer data using optical bar-code (OCR) scanning on completed tax returns




Income Tax


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


IT-99 Desired MediumCaptures taxpayer data from OCR scanning on quarterly estimated vouchers




Income Tax


Tax Assessment, Penalties, and Interest Calculations




Income Tax

Comments

Income Tax Returns (Balance Due and Refunds)




Income Tax

Comments




Income Tax

Comments

Estimated Income Tax




Income Tax

Comments




Income Tax

Comments

System Inquiry, Reports and Corrections




Income Tax

Comments




Miscellaneous Billing


MB-1 Required High

MB-2 Required High

MB-3 Required High

MB-4 Required High

MB-5 Required High

MB-6 Required High

MB-7 Required High

MB-8 Required High

MB-9 Desired High

MB-10 Required Medium


Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


Miscellaneous billing function is integrated with all other financial applications of the City such as the General Ledger, Utility Billing, Accounts Payable, and CollectionsUtilizes centralized taxpayer account information (address, SSN, telephone, email address)Uses a unique, sequential reference number to identify each transaction,Keeps five years of historical data active and has the ability to archive and access data older than six yearsMaintains an audit trail for all data and files, including user ID, posting date and time, and what was changedAccommodates partial payments, applying them by user-defined default with ability for user to overrideProduces summary general ledger journal entries for daily batches, with ability of authorized user to drill to detail from general ledgerIncludes a minimum of four user-defined fields with each customer record for meals, lodging, and other general taxes; one of these fields will specifically identify if the business is located in a revenue sharing corridorDefaults to user-defined payment terms (e.g. net 30, net 45) and calculates due date based on defaultProvides template customer statements/invoices that can be updated or changed by user and saved for repeated useAllows for updates and changes to user-designed customer statements






Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


MB-12 Required High

MB-13 Desired Medium

MB-14 Required High

InvoicingMB-15 Required HighMB-16 Allows user to produce miscellaneous ad hoc bills Required High

Supports multiple methods for calculating invoice amounts including but not limited to:MB-17 *Flat fees Required MediumMB-18 *Percentage Required MediumMB-19 *Per unit/ item Required MediumMB-20 *User-defined Required MediumMB-21 *Table Based Required Medium



MB-24 Required High

MB-25 Prints invoices on plain paper to user-selected printer Required HighMB-26 Desired Medium

MB-27 Required HighMB-28 Allows user to reprint bills at any point in time Required High

Provides a billing description field for each item on a customer invoice at time of billing entry (minimum of 256 characters)Accommodates recurring A/R billing batches for items such as lease payments, rental payments, etc.Allows authorized users to write-off an A/R with documentation and reason codes

Produces invoices for services to be mailed to customers (e.g. false alarm fees, grass cutting, etc.)

Allows user to select whether bills to the same customer should be combined onto the same invoice or kept separateAutomatically bills recurring invoices based on user-defined schedulesSystem shows all outstanding invoices for a customer when applying payments to a customer accountSupports batch-entry of invoices with fields pre-populated based on user-defined defaults for item/ revenue codeAutomatically assigns sequential and unique numbers to invoices

D26

Sheila Minor: False alarm fees that are graduated based on number of times in the last year






Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


MB-29 Required High

MB-30 Required High

MB-31 Required High

MB-32 Required High

Delinquency/ Late Payments

MB-33 Required High

MB-34 Required High




MB-38 Required High

MB-39 Required High

MB-40 Desired Low

Meals TaxMB-41 Required High

Supports distribution of invoices electronically via email or online portal access at individual customer requestProvide billing descriptions (minimum 256 characters) for each item as bills are enteredProvides authorized users the ability to adjust or delete invoicesPosts adjustments or voids for miscellaneous billing invoices directly to the system and to the general ledger

Automatically computes late charges, penalties and/or interest for customers not paying by designated due dateAge accounts receivables on 30, 60, 90+ days outstanding scheduleProvides users the option to age receivables either according to invoice date or due dateGenerates accounts receivable aging reports, showing a line on the aging report for each outstanding invoice

Generates accounts receivable aging reports that summarize outstanding balances for each customerProduces a listing of late customer accounts, where "late" can be defined by the user at the time of the reportApply different finance charge rates (separate table) dependent on type of service being billedAutomatically generates and sends reminder notices to customers via email (workflow) at user-defined intervalsAccommodates the monthly filing of meals taxes by businesses






Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


MB-42 Required High

MB-43 Required High

MB-44 Required High

MB-45 Tracks a user defined delinquency process Required HighMB-46 Required High


MB-48 Required High

Transient Occupancy (Lodging) Tax

MB-49 Required High

MB-50 Required High

MB-51 Required High


MB-53 Required High

MB-54 Required High

Calculates user-defined penalties on late payments per penalty table Creates Meals Tax forms based on the City's requirements; supports print or email distributionTracks the status of the current year's filings for each customer for each month of the year

Integrates with the Business License module in order to validate a Business License is on fileIntegrates with the Business License module to pre-populate contact and other business information; automatically updates for changesProduces a monthly summary of gross receipts, taxes due, and payments collected during the month and year-to-dateAccommodates the monthly/ quarterly filing of transient occupancy taxes (hotel/lodging tax) by businesses

Calculates the Transient Occupancy Tax based on user defined tax rate tables and the taxable sales reported by taxpayer & entered by userCalculates user-defined penalties on late payments per penalty table Calculates user-defined interest on late payments per interest table Creates Transient Occupancy Tax forms based on the City's requirements; prints on plain paper or carbon (receipt) paper, supports print or email distribution

Tracks the status of the current year's filings for each customer for each month of the year






Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


MB-55 Tracks a user defined delinquency process Required High


MB-57 Required High

Cigarette Tax




Pet TagsMB-61 Required Medium

Tracks the following information pertaining to animal owners:MB-62 *Owner Name Required MediumMB-63 *Co-owner Name Required MediumMB-64 *Address (incl. city, state, and zip) Required MediumMB-65 *Phone Required MediumMB-66 *Email Required Medium

Tracks the following information pertaining to specific animal tags:MB-67 *Pet name Required MediumMB-68 *Breed Required MediumMB-69 *Color/ Description Required MediumMB-70 *Sex Required Medium

Integrates with the Business License module to pre-populate contact and other business information; automatically updates for changesProduces a monthly summary of gross receipts, taxes due, and payments collected during the month and year-to-dateHas a separate function accommodating the records of businesses eligible to purchase cigarette stamps; tracks purchases of stamps including business name (and related info), date, and number of stamps sold.Calculates the amount due on stamps according to item code with appropriate discounts.Produces a report of the number of stamps sold for a user specified amount of time (to update or track inventory)

Has a separate function accommodating the records of owners purchasing pet tags;






Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


MB-71 *Vaccination date Required MediumMB-72 *Vaccination type Required MediumMB-73 *Veterinarian name Required MediumMB-74 Required Medium

MB-75 *Vaccination expiration date Required MediumMB-76 *Tag Type (spayed/neutered or not) Required MediumMB-77 *Tag number Required Medium

ReportingMB-78 Required High

MB-79 Required High

MB-80 Incorporates user-friendly ad hoc report writing tool(s) Required HighMB-81 Required High

MB-82 Desired Low


MB-84 Desired Low

*Veterinarian license # (pre-populates based on name)


Easily generates any applicable filing forms that should be mailed to a business as a complete setUtilizes optical reader (OCR) technology to read renewal forms with preprinted account number; pre-populates customer record for quick data entryGenerates reports for mass mailed form letters; allows user to specify which records to include in report (i.e. all pet tag owners from the prior year, pet owners who have not yet purchased this year's tags, property owners with outstanding nuisance liens, etc.)Flags accounts for inconsistencies, reporting discrepancies, and/or errors which would prompt the user to further action/ audit

C96

Sheila Minor: Glenna






Required/ Desired/

Unnecessary

High/ Medium/

Low

Y- standardC-with


MB-85 Required High

Generates accounts receivable reports by any field, including but not limited to:MB-86 *Name Required MediumMB-87 *Type of receivable Required MediumMB-88 *Invoice number Required MediumMB-89 *GL Account code Required MediumMB-90 *Amount owed Required MediumMB-91 *Date or date range Required Medium

Produces a revenue sharing report which details the amount of meals and lodging revenue collected from every business in a specific revenue sharing corridor (user-defined field) for a specific date range (typically fiscal year).










Comments

Invoicing





Comments

Delinquency/ Late Payments

Meals Tax





Comments

Transient Occupancy (Lodging) Tax





Comments

Cigarette Tax

Pet Tags





Comments

Reporting





Comments

Tracks accidents and injuries, including date and relevant details, including but not limited to:HR-72 72HR-73 73HR-74 74HR-75 75HR-76 76HR-77 77HR-78 78HR-79 79HR-80 80

HR-81 81

HR-82 82HR-83 83HR-84 84

HR-85 85

HR-86 86

HR-87 87

HR-88 88

HR-89 89

HR-90 90

HR-91 91

HR-92 92

HR-93 93

ReceivingMaintains the following data for receiving:

P-114 114P-115 115P-116 116P-117 117P-118 118P-119 119P-120 120P-121 121

P-122 122

P-123 123

P-124 124

P-125 125

Admissions TaxMB-41 41

MB-42 42

Maintains the following information in each customer record: MB-43 43MB-44 44MB-45 45MB-46 46MB-47 47

MB-48 48

MB-49 49MB-50 50MB-51 51

MB-52 52

Assessments: General

RE-247 247

RE-248 248RE-249 249

RE-250 250

RE-251 251

RE-252 252RE-253 253

RE-101 101RE-102 102

RE-103 103

RE-104 104

RE-104 104

RE-105 105RE-106 106

Assessments: Land

RE-76 76

RE-77 77

RE-78 78

RE-79 79

RE-80 80

RE-81 81

RE-82 82

RE-83 83

RE-84 84

RE-85 85

Assessments: Commercial PropertiesRE-86 86

RE-87 87

RE-88 88Accommodates base rates per square foot based upon valuation variables, including:

RE-89 89RE-90 90RE-91 91

RE-92 92RE-93 93RE-94 94RE-95 95RE-96 96

RE-97 97

Assessments: Apartments/Multi-tenantRE-98 98

RE-99 99

RE-100 100

RE-101 101RE-102 102

RE-103 103

RE-104 104RE-105 105RE-106 106RE-107 107

RE-108 108

Special Assessments

RE-109 109

RE-110 110RE-111 111RE-112 112RE-113 113RE-114 114

RE-115 115

Accommodates special assessment districts for the following forms of special assessments:

RE-116 116

RE-117 117

RE-118 118RE-119 119

Maintains the following data and history related to special assessments:RE-120 120RE-121 121RE-122 122RE-123 123RE-124 124RE-125 125RE-126 126RE-127 127RE-128 128RE-129 129

Assessment NoticesRE-32 32RE-33 33

RE-34 34

RE-35 35

RE-36 36

RE-37 37

RE-38 38

RE-39 39

RE-40 40

RE-41 41

From income taxCollects and maintains all data fields in the Form 760 including but not limited to:

IT-44 44IT-46 46

IT-47 47IT-48 48IT-49 49IT-50 50IT-51 51IT-52 52IT-53 53IT-54 54IT-55 55IT-56 56IT-57 57IT-58 58IT-59 59IT-49 49IT-50 50IT-51 51IT-52 52IT-53 53IT-54 54IT-55 55IT-94 94IT-97 97

Tracks accidents and injuries, including date and relevant details, including but not limited to:*Type Desired Low*Department/division Desired Low*Individuals involved Desired Low*Date & time of incident Desired Low*Case numbers/ incident numbers Desired Low*Whether or not charges filed Desired Low

Desired Low*Current status Desired Low*Disposition Desired Low

Desired Low

Desired LowMaintains an unlimited history on accidents and injuries Desired Low

Desired Low

Desired Low

Desired Low

Desired Low

Desired Low

Desired Low

Desired Low

Desired Low

Desired Low

Desired Low

ReceivingMaintains the following data for receiving:

*Receiving staff*Shipping carrier *Tracking number*Date and time of receipt*Complete or partial flag*Comments/notes*Other, user defined

Allows City staff to enter and inquire on receipt information

*Insurance companies involved and contact info for insurance claims reps

Maintain property and casualty insurance information associated with an individual involved in accident or injury (claim number, company, contact info, etc.)Maintains vehicle insurance information associated with an individual involved in accident or injury

Allows authorized users to inquire on accident and injury histories with wildcard search capabilitiesAccommodates the attachment of associated documentation to accident or injury reportsProduces worker's compensation reports by worker's comp codesTracks multiple employees involved in a single accident or incident, updating appropriate employee filesTrack accidents on either employees or non-employees injured or involved in an accident on City propertyStores an employee statement and an employer statement with the accident/ incident recordMaintains online tables of accident types, injury types, and OSHA types, and verify real-time during entry to assure consistent usage and reportingAccommodates unlimited text descriptions for each accident or injuryTracks timelines and conditions related to permitting return to workMaintains contact management and documentation records such as phone calls from claimants, changes in status, etc

Admissions Tax

Maintains the following information in each customer record: *Gross Admission Receipts for the month*Admission or Cover Charge per event*Amount of Tax on each Admission*Number of Admission Tickets Issued

Tracks a user defined delinquency process


CAMRA

CAMRA

Itemizes total costs and depreciation by improvement. CAMRA

CAMRA

CAMRA

CAMRA

Carries acreage values out to three decimal places. CAMRA

Provides a web-based browser to enter receiving information for all items received at off-site receiving areasAllows users to enter a "receive all" status with a single key stroke; ability to undo specific linesAllows receiver to mark items as damaged, incorrect, or not receivedSupports the electronic scanning and attachment of packing slips to purchase orders

Accommodates the monthly filing of admissions taxes by businessesCalculates the Admissions Tax based on user defined tax rate tables and the number of admissions/ admissions revenue reported by taxpayer

Calculates user-defined penalties on late payments per penalty table Notifies user of filings/ payments not received by established due datesCreates Admissions Tax forms based on the City's requirements; supports print or email distribution

Integrates with the Business License module in order to validate a Business License is on fileTracks no-charge admissions (emergency tickets and free tickets) for specific business or events

Calculates base assessments per square foot based upon use code, quality, number of stories, and multiple other user defined variablesCalculates total improvement costs in terms of cost and depreciation.

The system has the ability for the residential cost module to be used as a standard set of cost values in accordance with International Association of Assessing Officers (IAAO) standards and the Commonwealth of Virginia State standards.

The system has the ability for system to provide a cost report and show calculation of estimates used to obtain the cost values.Can accommodate both acreage and square feet in the calculation of land area.

Produces a property record card in electronic and printed format CAMRAIncludes a labeled sketch on all property cards CAMRA

CAMRA

CAMRA

CAMRA

Can perform statistical analysis by market stratification CAMRAProduces comparable sales reports CAMRA

Assessments: Land

CAMRA

CAMRA

CAMRA

CAMRA

CAMRA

CAMRA

Records all land characteristics of a parcel for land use. CAMRA

CAMRA

CAMRA

CAMRA

Assessments: Commercial PropertiesCAMRA

CAMRA

CAMRAAccommodates base rates per square foot based upon valuation variables, including:

*use/occupancy code CAMRA*class CAMRA*quality CAMRA

Allows users to print property record cards individually or in batch based on any field in the property record (e.g. neighborhood, class, type, street, district, etc.)Produces summary reports on reassessments for management, utilizing user-selected fields (e.g. class, district) as subtotalsCan perform ratio studies and coefficients of dispersion by total sampling, neighborhoods, and by property type or use, and by age of improvements.

Calculates the total current land value of a parcel as the sum of the land value for all land types on the parcel, with adjustments. Calculates the total current improvements value of a parcel as the sum of the improvement value for all improvement types on the parcel, with adjustments.Calculates the total assessment value of a parcel as the total land value plus the total improvements value for a parcel.Supports entry of total value for land and improvements, or calculation of assessed value based on land and improvement features applied to a valuation model.Allows users to search assessment data by: parcel, address, subdivision, neighborhood, and owner name.Stores land types such as residential, commercial, industrial, multi-family and agricultural land and maintains separate valuation formulas for each.

Generates a land valuation module to include all classes of property, with valuation adjustments based on property characteristics. Records all characteristics for multiple types of buildings & building improvements (such as residential property, commercial property, hotel/motel, multifamily complex, auxiliary buildings, etc.)Supports multiple buildings on a parcel, with ability to assign various characteristics to each building.

The commercial cost module shall incorporate cost and depreciation values from CAMA.Accommodates the commercial sales comparison approach that includes the analysis and use of the standard units of comparison for various types of commercial properties.Accommodates revised depreciated building rates for reassessment of commercial property.

*number of stories CAMRA*wall heights CAMRA*perimeter to area-ratio CAMRA*local multipliers CAMRA*cost multipliers and multiplicative adjustments. CAMRA

CAMRA

Assessments: Apartments/Multi-tenantCAMRA

CAMRA

CAMRA

Provides valuation of properties by overall capitalization rate. CAMRACAMRA

CAMRA

Stores historical rent data CAMRA

CAMRACalculates assessment based on gross rent multiplier CAMRACalculates discounted cash flow CAMRA

CAMRA

Special Assessments

CAMRA

CAMRA

*Tax Increment Financing Districts CAMRA*Cash Proffers CAMRA*Special Transportation Assessments CAMRA*Community Development Authorities CAMRA

CAMRA

CAMRA

Utilizes a standard set of cost values in accordance with IAAO standards and Virginia State standards for commercial, industrial, and trailer courts

Can calculate assessed valuation of apartment buildings using the income method.Can calculate assessed valuation of residential high-rise condominiums and office / industrial condominiums using a market value approach or income value approach.Can utilize the sales comparison approach to include the analysis and use of the standard units of comparison for various types of apartment properties. (i.e.. Per unit, per bedroom, per square foot, etc.)

Assists the user with statistical analysis on apartment financial data.Maintains apartment building data used in calculating assessments for each assessment period; keeps supporting documentation with historical record

Stores all data and related ratios used in calculating the income based assessment for each unit

Utilizes a standard set of cost values in accordance with IAAO standards and the Commonwealth of Virginia State standards.

Provide a Special Assessments module within the Real Estate module (or separately, with full integration with other system modules)

Accommodates special assessment districts for the following forms of special

Integrate with the City's GIS system to update the parcel maps and record assessments owed.Provide web access inquiry of special assessment current balance due and history by parcel ID, property address, owner name, or other fields

CAMRA

CAMRA

CAMRAMaintains a special assessment master file CAMRA

Maintains the following data and history related to special assessments: CAMRA*Number of years that the special assessments apply CAMRA*Start year CAMRA*Fund number CAMRA*Legal description CAMRA*Property Address CAMRA*Owner of the property CAMRA*Parcel number CAMRA*Other City defined fields CAMRA

CAMRAAllow assessments to be deferred based on qualifying criteria CAMRA

Assessment NoticesGenerates assessment notices on demand CAMRA

CAMRA

CAMRA

CAMRA

CAMRA

CAMRA

CAMRA

CAMRA

CAMRA

CAMRA

Collects and maintains all data fields in the Form 760 including but not limited to:*Exceptions*Federal Adjusted Gross Income I don't think you currently collect the info in

Allow user to search special assessments by Parcel ID , owner name, property address, customer account number, or legal descriptionAutomatically update all properties within a specific geographical area which are affected by special assessmentsAccommodate deferred/ relieved assessments for participants in deferral/ tax relief programs

Allow description input (minimum 256 characters) for each assessment entry

Allows user to sort and print assessment notices by multiple parameters (e.g. zip code, district, owner name, etc.) Allows user to segregate assessment notices that will be sent outside the United StatesCan generate an electronic assessment file to be sent to a third-party mailing company to print and distribute Allows user to reprint assessment notice after any change in taxpayer dataCan create mailing labels with property owners’ name and current billing addressCan create mailing labels/ lists with user defined information based on user-defined parameters (i.e. a mailing list of property owners with mailing addresses inside the City and with improvements on the property)Maintains a table of user defined reason codes for assessment changesAutomatically applies reason code to batch changes (e.g. reassessment)Allows recreation of individual and batch reassessment notices for current and prior years

D153

Sheila Minor: April

D169

Sheila Minor: What's this?

*Total Additions from attached Schedule ADJ red, and am not sure that you want it,*Deductions for age but left it in just in case. Let me know.

*State Income Tax refund or overpayment credit*Subtractions from attached Schedule ADJ*Virginia Adjusted Gross Income*Deductions*Exemptions

*Virginia Taxable Income*Amount of Tax from Tax Table or Tax Rate Schedule*Spouse Tax Adjustment*Net Amount of Tax

*Credit for Tax Paid to another State*Other Credits

*Adjustments and Voluntary Contributions*Debit Card Information and*Direct Bank Deposit Information.

Generates form letters

*Social Security Act and equivalent Tier 1 Railroad Retirement Act benefits

*Deductions from Virginia Adjusted Gross Income Schedule ADJ

*Tax credit for Low Income Individuals or Earned Income Credit

*Amount of overpayment you want credited to next year's estimated tax

Generates a transmittal letter to be associated with the annual uncollectable report

Sheila Minor:do you want this out of the system?

D191

Sheila Minor: do you want this out of the system?

D192

Sheila Minor: again, to whom?

Receiving

Admissions Tax


Assessments: Land

Assessments: Commercial Properties

Accommodates base rates per square foot based upon valuation variables, including:

Assessments: Apartments/Multi-tenant

Special Assessments

Assessment Notices

I don't think you currently collect the info in

red, and am not sure that you want it,but left it in just in case. Let me know.

Documents

€¦ · XLS file · Web view81. 82. 83. 84. 85. 86. 87. 88. 89. 90. 91. 92. 93. 94. 95. 96. 97. 98. 99. 100. 101. 102. 103. 104. 105. 106. 107. 108. 109. 110. 111. 112. 113. 114