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Home My WebLink AboutERP Software Requirements - Word Doc2023 SoftResources LLC City of Renton, WA ERP Software Requirements Provide this information for the Software Vendor and Implementation Partner if different. Response Company Name Proposed Software Contact Name and Title Address, Phone, Email Company Information: Year Founded, Public vs. Private Employee Count - Total Employee Count – Proposed Software Customers on Proposed Application: Total Customers Total Cities Total Cities of Similar Size Total Washington Cities List Washington Cities Pricing – All Required Modules Provide summary pricing information from Section 3 - Exhibit A Software: All modules in scope for 250 Named Users, 900 W2s Implementation: Including process review, design, configuration, training, testing, integration, data conversion, reports, forms, etc. Hosting Costs: Maintenance and hosting services for years 1-10. SaaS Costs: SaaS fees for years 1-10. Other: Indicate any 3rd party software and associated costs for modules and requirements in scope. Total Year One Cost: Lines 6 – 10 as applicable. Total Ten-Year Cost: Lines 6 – 10 as applicable. Ranking Response – Rating and Comment Modules R General Ledger R Purchasing/Contract Management R Accounts Payable R Accounts Receivable R Enterprise Cashiering R Project and Grant Accounting R Fixed Assets R Budgeting R Human Resources R Time and Attendance R Payroll Technology R Deployment options: Cloud-Based or Private Cloud hosted. Indicate hosting provider. R Support multiple environments – test, production, train. R Application database supported. R Supported browsers. R Role-level security to module, menu, screen, field. I MS Active Directory – tie in with AAD for SSO. R Integration with Microsoft 365 applications – Word, Excel, Power BI. R Exchange Server interface for email notifications. R Comply with data security requirements including but not limited to ADA, HIPAA, SEC, PCI, etc. R Indicate bi-directional integration strategy, experience, and proposed method for each of the following: R Laserfiche – Document management, Record Retention, SQL or API integration with Forms and Workflow R Cityworks AMS – Timekeeping R TeleStaff – Police Timekeeping R Springbrook – Utility Billing, Civic Pay R NeoGov – Recruiting, Onboarding, Performance R Tyler Enterprise Permitting & Licensing (EnerGov) R Praxis (City of Bellevue) – Business Tax and Licensing R xplor Recreation - PerfectMind Parks and Recreation N Cry Wolf – Police false alarm billing N Pro-Shop Keeper - Golf Course POS N AssetWorks Fleet Focus – Fleet Maintenance N AutoVu – Genetec - Parking citation N VenVu – Ventek - Boat launch POS R Mobile device support with apps or HTML5. Android and iOS. R Mobile functionality: remote time entry, time entry approvals, invoice approvals, etc. R Mobile store and forward or offline capabilities. General I Configurable role-based dashboards with favorites, reports, notifications, alerts, with drill to transaction details. E Link to documents stored in Laserfiche repository. R User-defined fields that can be included in queries and reports. R Rules-based workflow with electronic signatures and visible approval queue. I Searchable and context sensitive help. R Audit trail with date, time, user stamp, and before and after values across all modules. R Attach documents and images to transactions (e.g. PDF, JPEG, TIF, DWG). R Effective dating. List where supported or limitations. R Software functionality and reporting compliant with all Federal and State regulatory requirements; e.g., tax tables, annual reports, payroll filings, Department of Retirement systems, leave programs, etc. R Software functionality and reporting compliant with all Federal and State regulatory requirements; e.g., tax tables, annual reports, payroll filings, Department of Retirement systems, leave programs, etc. R General Ledger R Describe Chart of Account format; number of segments, and total characters. Note: Renton’s current format: 22 characters Fund = 3, Project = 6, Department = 3, Bars element and Object = 7, Sub Object = 3. Preference is to move Project out of string. R Support Washington State BARS Uniform Chart of Accounts reporting requirements – see BARS GAAP Manual - Office of the Washington State Auditor R Support cash method of accounting and reporting in modified accrual. R Indicate number of accounting periods. The City of Renton currently uses 15 periods to accommodate cash to modified accrual accounting and adjustments. R Multiple fiscal years or periods open at one time with role-based access control. R Fund accounting with automatic interfund balancing entries. R Multiple Journal Entry types: Standard Reversing Recurring - default accounts and amounts that are editable Interest Allocations Overhead Allocations – FTE, square feet, etc. Budget Adjustments and Transfers Import from Excel Import from other City applications R Workflow approval routing of Journal Entries with approvals, rejections, corrections, resubmission, etc. R Journal Entry with short and long descriptions, comment fields, and document attachments. I Reporting tool to support development of ACFR. R Purchasing/Contract Management R Encumbrance accounting for Requisitions, Purchase Orders, and Contracts. R Split Purchase Order or Contract line items to multiple General Ledger accounts. R Budget check at creation of Requisition, Purchase Order, or Contract. R Contract Management functionality including: Manage financial spend to Contract after execution. Track retainage Alerts or report when nearing expiration of Contract, Insurance Certificate, Bond, etc. Support for Procurement Policy provided at the end of this Requirements document. I Attach backup documents to a Purchase Order or Contract. R Rules-based approval workflow routing of requisitions, purchase orders, or contracts based on department, dollar amount, cost center, etc. City procurement policy has been provided at the end of this document. R Purchase Order and Contract Change Order processing with workflow approval. I Flag item as an asset if meets capitalization threshold or charged to specific asset accounts. N Support bid and quote process including: Issue bid opportunities Collect proposals Manage sealed bid process Evaluate responses Elevate selected bid N Online Vendor Portal functionality, e.g. register, secure logon, submit W-9, check invoice payment status, etc. R Accounts Payable R Single vendor master for all integrated modules including: Multiple addresses, emails, contacts Banking information - secured User defined fields Inclusion data, e.g. MWBE, disadvantaged businesses, etc. I Miscellaneous one-time vendor accounts. I Initiate online request for new vendor record, attach W9, route for approval and setup. R Scan invoices or credit memos centrally or decentralized; electronic workflow routing for review, approval, account coding, etc. R Option to store scanned images to Laserfiche and link to Accounts Payable transactions. I Import and process Purchasing Card bank file, route for approval and coding; post transactions to payee vendor. R Create vouchers from import files, e.g. refunds from Springbrook, Praxis, Perfect Mind. R Distribute invoice line item to multiple General Ledger accounts. I Flag invoice or invoice line item as a Fixed Asset and convert to a Fixed Asset record. R Flag invoice for separate check. R Set up and process recurring payables. R Manage retainage on vendor invoices. I Multiple forms of payment; check, wire, EFT, ability to reprint a check etc. R Net invoices to credit memo for vendor payments. R Generate email notification for EFT payments including date, invoice number, invoice amount. R Generate letters for refund payments issued from import file. R Generate Positive Pay file extract. R Stale check process (6+ months) to meet Washington State requirements. R Tools to facilitate Sales and Use Tax management. R Vendor-level 1099 tracking and generation of forms for all types. Tracking to line-item level is Important. R Import electronic bank files, perform automated bank reconciliations, generate resulting Journal Entries. R Accounts Receivable R Customer master file data including: Name and address Contact name and number EIN MWBE status Renton contact and department Renton Business License Washington State UBI Bank information User defined fields R Multiple user defined charge codes with fees and General Ledger accounts. R Multiple user defined invoice types, e.g. airport rentals, leases, leasehold tax, grants, right of way, public record request, electronic home monitoring, false alarms, etc. R Support recurring billing with ability to edit before invoice generation and posting. Track effective and end date and frequency. R Decentralized entry of request for billing with workflow approval routing. I Generate Lease invoices including: Identification number - “LAG” Fair market Value Subject to leasehold tax Location address, billing address, Location space Frequency CPI increase Date of net increase, percent increase Lease expiration and effective date Fees: late payment, NSF, other Lease type – short term, contract that transfers ownership, lease, airport/regulated lease Subject to GASB 87 Extension, termination, cancelation option Comments I Generate invoice with multiple lines for the same code, e.g., hanger – two line items at different rates; ability to reprint an invoice. R Automated process to issue invoices via email; ability to reprint invoices. I Invoice adjustments: adjust allocation or add new line items with associated General Ledger accounts. R Import cash receipts from Cashiering system and update to indicate invoices are paid. Indicate if updates are real time or batch processed. I Define payment application hierarchy if partial payment for an invoice. Allocate payment to each line item including revenue and tax liability. R Point in time aging reports. R Collection management tools including: Late fees by customer based on agreements Generate past due notices and send via email Track specific items sent to collection agency R NSF check processing and management. R Enterprise Cashiering R Multiple forms of payment receipts: cash, check, ACH, credit card, etc. R Process cash receipts from multiple sources including: Import file from outside systems Import bank files Manual entry R Generate a cash distributions report for reconciliation with the General Ledger. R End of day drawer reconciliation. I Citizen facing portal – look up invoices and make payments. R Project and Grant Accounting R Project Master File data to include: Project Type, Name, Description Project, Function, Task, Sub-Task Project Number (Department numbering scheme) Contract number – one to many contracts Division and Department Location Multiple Funding Sources: Grant and Non-Grant Start and End Dates – cross fiscal years – multi-year Status; Active, Inactive, etc. Project Manager Document attachments User Defined Fields R Multi-level Project hierarchy with reporting on detail or summary data. Current setup is Project, Function, Task and Sub Task level for revenues and expenses. R Project and Grant Budget vs. Actual reporting; multi-year, inception to date, by phase, task and sub-task level including labor, materials, and services. I Convert a Project to a Capital Asset by phase or at closure. R Grant Master File to include: Division Department Grant Coordinator Grantor Dates: Award, Start, End, Expiration Award Amount Reimbursement Schedule Funded Project(s) Reimbursable goods or services R Grant Master File to include: Division Department Grant Coordinator Grantor Dates: Award, Start, End, Expiration Award Amount Reimbursement Schedule Funded Project(s) Reimbursable goods or services R Grant Management accounting including: State and Federal Grants Grant to Project – one to many, many to one Life to date reporting – Budget, Encumbrance, Expenditures Track expenditures eligible for reimbursement City match requirements Grant reimbursement tracking and invoicing R Support generation of SEFA schedules and reporting. R Fixed Assets R Asset Master File data to include the following: Asset Class and Group Tag Number, Model Number, Serial Number Department and Location Purchase date and amount Replacement date Useful life and depreciation method Status: Active, Pending Deployment, Pending Disposal, etc. Funding sources Pictures and attachments User defined fields R Create Fixed Asset record for: Accounts Payable invoices processed Contributed capital assets – contributor, description, facilities installed, amount/valuation, etc. Converted from CIP Project I Track non-capitalized assets that fall under the capitalization level, e.g. small and attractive, technology components, etc. R Track asset transfers and disposals and retain history. R Generate depreciation Journal Entries. N Update physical inventory of assets using barcode readers. R Budgeting R Biennial based budgeting with automatic roll forward between budget years. R Budget by month or total for the year. R Budget to Division level. Divisions roll up to Departments. R Decentralized budget entry by department with approval workflow of budget requests and adjustments. R Initiate budget Decision Packages at department level that include multiple General Ledger line items. R Position budgeting with all personnel costs including pay, taxes, and benefits. Reconciliation to actual versus budgeted. R Reporting to track budget savings for position vacancies. R Generate department level and long range forecast based on adopted budget. R What if modeling to support bargaining unit negotiations. R Document budget line-item assumptions. R Initiate budget adjustments online and route for approval. Summarize into a report by division and fund for Finance Committee review 3-4 times per year. R Rules-based budget carry forward for budget line items by fund and account. R Attach supporting documents to budgets, e.g. notes, worksheets, contracts, etc. R Round salary calculation to nearest $.50 and calculations to 2 decimal places. I Online visibility to budget entry and approval status queue. R Bi-directional import/export to Excel. R Maintain multiple budget versions per fiscal year. R Track budget transfers between line items. I Provide warning when available budget reaches a threshold, e.g. 5% remaining. I Budget Book creation support. R Budget vs. Actual dashboard and reports with drill to source transactions. R Human Resources R Position control management and history with date effectivity and status. Tracking of job description creation, revision, archiving and market study dates. R Comprehensive employee master file including following (not limited to): Name, address Marital status, ethnicity, gender, age Home department, status Dates: last hire, original hire, adjusted service Months of service, years of service Appointment: position, date, FTE, grade, step Benefit elections and premiums Eligible leaves and rules R Salary tables with steps and ranges by employee group (represented, management non-represented, supplemental). Round hourly rate to nearest $.50. R Import hired applicant from NeoGov after completion of onboarding process; prevent duplicate employee records after NeoGov import. R Rules-based eligibility for benefits and benefit amounts based on status, bargaining group, years of service, etc. N Manage open enrollment including: Plan offerings by group Premiums Employee elections Effective dated R Date-effective changes for all transactions; salary tables, pay rates, benefits deductions, etc. R Electronically initiate changes for all pay and position changes with workflow approval routing, and update employee record. R Employee record updates flow through to Payroll and Timekeeping modules. R Query employees turning 50 within the year to manage adjustment to Deferred Comp (457) retirement max. R Manage flexible spending deductions to annual max of IRS allowance R Track and manage mandatory training, certifications, licenses, expiration and renewal dates with reminders. R Regulatory tracking and reporting including DRS, FMLA, FLSA, ADA, EEOC, 941’s, etc. I ACA tracking and reporting including: Look back reports for actual hours worked Generation of 1094 and 1095-C reports Mailing of 1095-C reports to employees, former employees and dependents Electronic transmittal of 1094 and 1095-C to IRS I ACA tracking and reporting including: Look back reports for actual hours worked Generation of 1094 and 1095-C reports Mailing of 1095-C reports to employees, former employees and dependents Electronic transmittal of 1094 and 1095-C to IRS I Manager Self-Service: view staff leave balances, approve leave requests, receive notifications, etc. R Employee Self-Service: view leave balances, leave requests, pay advice, W2, changes to direct deposit, deferred compensation, address, benefit elections, dependents, with HR approval prior to posting for all changes. R Retain history and audit trail of changes to employee record: employment dates, position, pay, benefit elections, positions, etc. Tracking of IP address where changes were made is Nice to Have. R Track eligibility, enrollment, and elections for Washington Department of Retirement system (DRS). I Track and manage a return to work process, e.g. work restrictions, leave banks and type used, etc. I Offboarding checklist and task notifications. E Cobra management including: Election Effective dates Premiums Note: Currently outsourced. Option to exploring available software functionality. I Online Org Charting tools. I Generate turnover report. R Time and Attendance R Support timekeeping functionality including: Default work schedule hours and labor distribution Self-service time entry Approval routing – on site and mobile Designate proxy approver Exception entry Create entry from scratch Drop down of eligible charge codes and projects Populate timesheet with approved leave requests Flex time schedules Shift rules Time clock option with punch in and out Automated alert on missing time entry Geofencing – optional Time of day worked – optional R Manage multiple leave types (protected and unprotected) including: Vacation Sick – City and Washington State Management Bereavement Jury and Court Holidays: Annual, Personal, Faith Holidays Personal Holidays Washington Family Leave Military Leave Supplement Leave – with buy back if on Washington Paid Benefit Program R Rules based leave management by employee group including: Accruals, usage, carryforward, cash out, etc. FMLA – maximum allowed at 480 hours for eligible pay codes with 12 month rolling period Warning if leave balance not available Track paid and unpaid leaves that impact benefits R Rules based calculation of FLSA overtime for supplemental staff. Overtime paid for hours in excess of 40 in a week. R Payroll R Support semi-monthly pay cycles. R Define unlimited rules-based earnings and deductions codes including formulas, fixed amounts, number of pay periods, employee group, etc. R Rules based payouts for comp and leave time by employee group. Report to DRS based on period earned. R Default values by employee for earnings, deductions, hours, and charge codes with ability to override; multiple line items. R Import time entry from multiple sources; internal to ERP and external from Telestaff and Cityworks. R Process mass changes for all or group of employees with review before updating. R Process date-effective and mid-period pay changes and calculate retro pay and associated impacts on deductions. Report to DRS based on period earned. R Support mid-period DRS rate changes. R Rules based calculation of overtime hours and dollars by employee group. R Rules based calculation of shift differential hours and dollars by employee group. R If employee is on unpaid leave, accumulate benefit deduction costs and generate invoice to employee. R Manage garnishments including total amount, frequency, flat amount or percentage, with guaranteed net pay (50% of disposable wages). R Payroll exception reporting e.g. double pay, no pay, changes since last payroll, gross to net, proof list, excess vacation, etc. R Generate pay advice for auto deposit and pay checks; option to consider Pay Card as replacement for pay checks. R Prenote to bank for updates to auto deposit bank accounts. R Generate vendor payments and interface to Accounts Payable for disbursements. R Electronic reporting to Social Security, IRS, and State agencies. R Generate W2s and make them available via employee self-service portal. I Produce monthly and year-end accruals of salaries and benefits. R Generate monthly earned vs. paid reporting for DRS. R Reporting R User-level query and reporting tools that allows formatting of headers, graphs, charts, etc. List tools offered. R Filterable date-range or point-in-time reporting and queries. R Library of standard reports for all modules. R User-level field security flows to queries and reports. I Drill down to source transactions and attachments from queries, dashboards, or reports following user-security. R Schedule generation of reports and distribute via e-mail, to a shared folder, dashboard, or portal. R Generate reports in multiple formats, e.g. HTML, PDF, Excel, Word, etc. R Save report and query templates and make them shareable with other users or kept private. Procurement Policy Summary: The following table summarizes the city’s Procurement Policy. Procurement Types Dollar Value of Consideration Provided by the City Approval/Signing Authority Procurement Process Goods, Supplies, Equipment; (not purchased as part of public works project) Professional Services; (excluding services defined in RCW 39.80) Purchased Services; General/Personal Services Under $50,000 Administrator Flexible $50,000 up to $100,000 Mayor Over $100,000 City Council approves, mayor signs Architectural, Engineering, Landscape Architects or Surveying Services (RCW 39.80) Under $50,000 Administrator Best Qualified. MRSC Roster or RFQ Process $50,000 up to $100,000 Mayor Over $100,000 City Council approves, mayor signs Renewal of City Council Approved Technology Service/Maintenance Agreements Under $50,000 Administrator Negotiation with existing vendor/per underlying contract $50,000 up to $250,000 Mayor Over $250,000 City Council approves, mayor signs Public Works Sealed Bid Process Any dollar amount City Council approves, mayor signs Follow state mandated formal published sealed bidding process RCW 39. Public Works Small Works Roster Under $50,000 Administrator MRSC Small Works Roster RCW 39.04.155(2) $50,000 - $350,000 Mayor Contract Amendment, Addenda, or Change Order Under $50,000 Administrator Negotiation/per underlying contract $50,000 up to $100,000 Mayor Over $100,000 City Council approves, mayor signs Very Small Public Works Competitive Process Up to $25,000 Administrator Flexible – but prevailing wage, retainage, bond, and reporting requirements as required by law Limited Public Works Up to $50,000 Administrator MRSC Small Works Roster – limited per RCW 39.04.155(3) – retainage and bond may be waived Job Order Contracting (RESERVED) Any Value City Council approves, mayor signs RCW 39.10.410-460 Energy Conservation Equipment and Services Any Value City Council approves, mayor signs RCW 39.35A Other Type of Contract or Acquisition Any Value City Council approves, except as otherwise provided by council policy 800-12 and/or other policy. Pursuant to City Council approval or separate policy