City of Surprise Request for Information ERP and Community Development Software

Transcription

1 Availability of Modules system modules in your software using the response indicators below. Please feel free to include comments to explain 1: The module is part of the integrated software package we provide. 3: The module is not part of the software we provide; however, we regularly integrate with a third-party software product to provide this functionality. Identify this product in the comments. 2: The module is part of the software we provide; however, it is part of a separate software package (i.e., complementary software products from a single vendor). 4: We do not provide this module. Module 1.01 General Ledger 1.02 Budget 1.03 Purchasing 1.04 Project Accounting 1.05 Grant Management 1.06 Bid Management 1.07 Contract Management 1.08 Inventory 1.09 Accounts Payable 1.10 Accounts Receivable 1.11 Cashiering/Cash Receipts 1.12 Fixed Assets 1.13 Work Orders 1.14 Human Resources 1.15 Payroll 1.16 Time and Attendance 1.17 Business Licenses 1.18 Planning 1.19 Permitting 1.20 Inspections 1.21 Code Enforcement 1.22 Electronic Plan Review 1.23 Public Self-Service (i.e., citizen or vendor) (1, 2, 3, or 4)

2 F: will be available in a future software The system has the ability to flow all changes made in the system throughout all system modules without the need for duplicate data entry. The system has the ability to initiate and track the approval process. The system has the ability to provide workflow functionality in all system modules. The system has the ability to provide digital signature capability for the approval of transactions. The system has the ability to allow centralized deployment of system updates and maintenance. N: cannot be provided The system has the ability to provide an integrated report writing tool. They system has the ability to integrate with Active Directory for user authentication. The system has the ability to support at least 6 segments and 45 characters Chart of Account structure. The system has the ability to budget at any level in the chart of accounts. The system has the ability to provide a CAFR reporting function. The system has the ability to provide payroll and benefit information by position, for budgeting purposes. The system has the ability to provide a GASB 34 reporting function. The system has the ability to import to and export from MS Excel spreadsheets for a variety of functions. The system has the ability to provide "what if" scenario projections for the budget.

3 F: will be available in a future software 2.15 The system has the ability to provide a content management system or natively integrates with a content management system. N: cannot be provided The system has the ability to provide full operation in ios, Androis and Windows Mobile operating systems. The system has the ability to provide role based security. The system has the ability to allow screens layouts to be customized at the user level. The system has the ability to provide configurable dashboard views. The system has the ability to integrate with purchasing card vendors to track transaction information. The system has the ability to allow a user to flag a fixed asset at the time of purchasing or requisition. The system has the ability to set a user-defined threshold dollar amount for a purchase to be considered a fixed asset. The system has the ability to provide project management functionality to manage contract changes (i.e., amendments) while maintaining all associated purchasing history. The system has the ability to encumber only a portion of a contract. The system has the ability to accommodate 3- way matching of purchase order, receiving documents, and invoice. The system has the ability to support positive pay. The system has the ability to provide 1099 reporting and tracking functionality.

4 F: will be available in a future software The system has the ability to provide online 2.28 vendor self-service capabilities through a secure portal. The system has the ability to support a single 2.29 personnel file that can be shared by all departments with appropriate permissions. The system has the ability to provide workflow functionality to support Human Resources management processes, including (but not 2.30 limited to) personnel actions, new hire onboarding, employee termination activities, discipline, grievances, and performance management. The system has the ability to accommodate 2.31 multiple payroll schedules. The system has the ability to provide full positionbased functionality The system has the ability to support 2.33 decentralized time entry. The system has the ability to display employee 2.34 accrual balances on time entry screen to consolidate and simplify time entry. The system has the ability to utilize a single 2.35 unified customer file across all system modules. N: cannot be provided The system has the ability to include cash receipt functionality that is integrated with all other system modules. The system has the ability to integrate with the accounts receivable module to collect for work orders billed. The system has the ability to accommodate projects occurring across a minimum of ten funds or funding sources that include grants and debt.

5 F: will be available in a future software The system has the ability to provide a workflow routine to assist in the annual process of 2.39 determining fiscal year expenses for each project. The system has the ability to link projects to 2.40 grants. The system has the ability to allow files or 2.41 images to be attached to a grant file. The system has the ability to utilize workflow for the grant management process that has the 2.42 capability to flow across other system modules/applications. The system has the ability to integrate with 2.43 grantor websites (i.e., grants.gov, etc.). The system has the ability to prevent the issuance of a business license when a temporary 2.44 certificate of occupancy or a certificate of occupancy is required but has not been completed. The system has the ability to track the compliance of each business with approvals 2.45 necessary from external City and State departments based on the type of license. The system has the ability to provide a customer overview screen displaying all customer 2.46 information, including pending activity. N: cannot be provided The system has the ability to provide markup and other electronic review tools for plans submitted. The system has the ability to integrate with ESRI GIS Software. The system has the ability to require an approved status for the permit before the inspection process can begin with the ability to override with proper permissions. The system has the ability to integrate with MS Outlook for inspection scheduling.

6 F: will be available in a future software The system has the ability to support inspection 2.51 processing in the field. The system has the ability to conduct an inspection that may not have an associated 2.52 permit (i.e., annual health and safety inspections). The system has the ability to support online 2.53 permit/inspection tracking by citizens through a secure portal. The system has the ability to integrate with a 2.54 credit card processing merchant to accept payments online. N: cannot be provided.

7 Implementation Timeline Instructions for completing this worksheet: Please provide your recommended phasing for the modules you provide and the related timeline for each phase. If your recommend overlapping phases, please describe this in the comments. Phase Recommended Modules to be implemented in Phase Duration of Phase (months)

8 Prof. Services Software Licensing Data Conversion Training Total One-Time Costs (Implementation) Module Low High Low High Low High Low High Low High Esimtate Estimate Esimtate Estimate Esimtate Estimate Esimtate Estimate Esimtate Estimate 4.01 General Ledger Budget Purchasing Project Accounting Grant Management Bid Management Contract Management Inventory Accounts Payable Accounts Receivable Cashiering/Cash Receipts Fixed Assets Work Orders Human Resources Payroll Time and Attendance Business Licenses Planning Permitting Inspections Code Enforcement Electronic Plan Review Public Self-Service (i.e., citizen or vendor) 0 0 Cost Instructions for completing this worksheet: Please provide a low and high cost estimate for the modules you provide for the cost areas included in this tab. Please provide estimates by individual module. We understand that costs presented are for planning purposes only and will not be binding in any way. Annual Maintenance Low Esimtate High Estimate Other Costs/