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Home My WebLink AboutSolbourne process area$Sdbourne Summary Functional Requirements Summary This spreadsheet contains the business requirements that must be implemented in the ERP solution. The requirements were gathered during the Business Process Review project The workbook is separated into 24 spreadsheets, each containing the requirements for the identified process area. The spreadsheets describe the process step, the process requirement, the sub -process impacted if applicable, and a description of the best practice. The ERP-SI must have a thorough understanding of the requirements included in this workbook. To assist the Selection Committee in the evaluation of proposals, it is required that you complete the attached Excel Spreadsheet as part of your response. Functional Requirements Evaluation Instructions Please complete the following columns as indicated: Oracle Module: Indicate the specific Oracle Module that will address this functionality. If no Oracle Module enter N/A and complete either the 3rd Party Software column, or enter Y in the Customization column. In Scope: If this functionality is within the scope of your proposal, please indicate by entering Y, otherwise enter N. Optional Service: If this functionality is not within the scope of your proposal, but is being offered as an optional service, please indicate Y, otherwise indicate N. Note that if this is marked as Y, the optional service section of the Cost Proposal must have been completed. 3rd Party Solution: If a 3rd Party Software solution will be utilized to meet this requirement, please indicate the software to be utilized as originally noted in your proposal. Customization: If a customization is required to fulfill this requirement, please indicate with a Y, otherwise enter N.. Please provide a separate summary of all customizations noted and provide an estimated cost to complete the custom®tion(s). A customization is defined as a systematic change to the underlying source code of the application which may adversely impact a software upgrade. Other modifications that utilize ERP provided toolkits, and that still provide a viable upgrade path (Le. Custom Workflows) are not considered a customization, but should be clearly identified with a comment. ERP-S I-Functionality-ResponseSolboume-MASTER September 15, 2004 No 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 Process Area Accounts Payable Accounts Receivable Benefits Administration Billing Budget Formulation Business Performance Reporting Cash Management Compensation Administration Employee Data Management Exit Management Fixed Assets General Accounting Grant & Project Accounting Grants Learning & Development Organizational Effectiveness Outlook / Interim Forecast Payroll Item Master Requisition and PO Processing Supplier Partnering Supplier Performance Measurement Contracting Recruiting & Selection Strategic Resource Management Time & Attendance Travel Expense Treasury / Capital Management Page 1 of 96 $Sdboume -Accounts Payable s•p.eeerb3.2)1 Step Raquiramect Sub Process Bast Practice Description Oracle Modals In Seeps MID opUeml 8rrie PYBO aid Party Software Cesamization mane Comments 1 Ability to identify Invoices and Payments Cal are not coded Isis vald COA yaws or combinations. Exccpbon Pmrrslrq Accounts Payable Y N N 2 Ably le make actiustrnerns 50 lnvoiceslPaymaNs abpr naiad is dosed. Excepbm Processing Accounts Palette Y N N 3 Ataaty to anima payment information by keys other than lime ineavale Invoice Processing Accepts payable promising performed by a carnal snared- maid%ewnizabon Accounts Payable Y N N 1 Ably to assign project level information to an invoice from she aradaare ceder. Invoice Pmeessrq Purchasing Y N N 5 Ablity to assign work order a from a perchme elder to the invoice. Invoice Proarang Accounts Payable N Y N This requirement may require technical' development b compete. Barad rayon oor experience wilts other panic secfor orgatiations IS tee CtYs desire to minimize a stanhabora, we recom end tattle City evaluate the mating hartionaily within the system and consider 5Itn vas le Meant developed solutions Rang the process design phase el the project. In addtaaa axiom development Hens need to be detaied level s.nlyzed on a more to estimate the effort and cost to cempette brae wort With this in mhtl, we are prancing an accawt of tours that the City can use to develop customization ad dere1pmert items. The project team will also be able to prioritize development anivtlies to test meet the Ciys meilrernerftt For each developmet 8em identified during mass design, a functional description art mange of hours mil be deammented and presorted to the City for J'?> eadmien 6 Ability toertana0a/p assign voucher Ski .i'o •S fa marsal ling. Invoice Pmcpsoirle Ama as Payable Y N N 7 Ablity to 1ulanai 0dlly nwkl invoice and receipt information Winn defined parameters' esterase. hake Prodmirg Evaluated realpl seltlemea (ERS) [dieted with a lwe«rey match of purchase olderwflh "meal (evelceless process) Accounts Payable Y N N t Ability to IlidaniatleSdly populate matched invdCe ristribulan with account coda from purchase code_ Invoice Processing Accounts Payable Y N N 9 ALifrty to cereal invoices. Invoice Peo[as9ng Acmmts Payable Y N N 10 Ability to snare Fared Asset indormaian an voucher bersacias. a5Oi18 Processing Accounts Parade Y N N 11 Ably to capture (Sanity and Unit of Measure forimaces. Hard s Processing Accounts Payable Y N N 12 Ability to cantles uyost pa0bma0on c rrments on Make when Nap rpmted. brace Pmeeeryng Amdyts Payable Y N N 13 Ability to mate reaming Invoice for Plebes, Imes, etc. fewoice Processing Re u rig mamas automated ated or 08511 sled with cited debits by the sypler. Amounts payable procssig p0Acemed by a central clamed-aatria s acarialat Accouter Payable Y N N 14 Atiaty 10 Seine toleranors far MsatdMg. Invoice Pram ono A000 ns Payable Y N N 15Abiity to delete invoices. tnroice Processing Mauna Payable Y N N 16 Abiity b designate acooufm0 period to wad' awoke should be posted. bv01ce Processino Accounts Payable Y N N 17Abty ea eraure 6aka0ebebvren Maio' total and dmtfhaon total. lmola Prarmiishp Accounts Parable Y N N 18 Adlty to enter an Invoice fora given suppler. taut indicate a afferent suppler to remit payment to (.e.. factoring). broke Processing Arxeurls Payable N N N lids requitement nary require technical development to Corse te. Based cyan our exprienoe with other *sic sector orguinl0re and Ile [Sys desire to minimize dslomitabrs. we mecernme red that the OIy evaluate tee arming fuhmaoelly wain Me salmi and consider alemmvos b co10m developed soirfiws &rig the process desgm phase of the project In addition, r storm development items need to be analyzed on a more detailed level to estimate the ellort and asp to complete the wort 51161 this in mind, we are swam an accost of tans that tie arty can use to develop davelnpnrt WM The barn c siatiza0on and Ixpject win also be able to prioritize development t aSvaos to host mew the Cats rapirenherds. For each deveopment teem deatled during preemie dmign. a fractional description and estimate of hours wit be docunentnd and pnaeraeel to the City for ennabrnttm 19 Ability to enter control groups (Batches). emote Processing Accounts Payable Y N N r 1-A0Mu is Payable Sop...1W T1 2.X.1 Slap R.q.i.uo nt Sub Proems Beet Practice Dese.iptioa Oracle Module In Scope CM Optimal Semite MOD 3ratl Party Software Costmn®6on l�ry Comments 20 Atilly to enter invoice and ginlumaliat for paymelgs seated outside of AP appitsmion. Invoice Processing Amounts Payable tii ti l may require a letlmice development to ne tie. Based complete. Based upon our experience with other pubic occur organizations and the City's desire le minimize cue ontzebars. we recommend that the city a raluete the misting functionality within the system and consider mier.rahves to custom developed solutions during the process design phase of the project In addirhon. custom development items need to be analyzed on a more detailed level to estimate the effort and me 1e einpl to the work With this in mind, we ate proyItfing an account of hues that the City can use to develop customization an development items_ The project Beam wit be to development also able prioritize mantles le best meet the Goys requirements For each development Item identified during process design, a functional desoipim and estimate of hags colt he d0Cwmen1ed and presented to the City for cri21 This remirerr. This regrirerr.e+t..ha1' require teiivical development m complete. Basel upon our experience with other pubic sector orgar®tiors ad the Citys desire to mirinrze asforimtions. we recdnnleid that the Lay emirate the misting hm[loumity within the system and epesider alternatives to arswn developed solutions during the process design phase of the project In elation, custom development items need to be analyzed an a room derailed level to estimate the effort and cost 10 complete the work 001111 this in meld, we are providing an amhut of hours that the City can use to develop t5omiration and deretopnent items. The prvjeq teen wit also be able to prfodtize development activities 1n hest meet the City's For development item Ath0ity to enter invoices as pre -approved. Irnaice �� Arcaads Payee N N rertimmeents. each identifhed during process design, a functional descriplec and estimate of hales nit be documented and presented 10 the City for lion 22 Abifdy to eater inches tied to POs and fnvoiec not led to PCs. Invoice Processing Accounts pia table Y N N 22f Ability to enter multiple lnvolas against open POs. invoice Pee Accounts Payable Y N N 24 AM7dy to generate Garnishment payment thin. AP. Invoice Processing Payroll Y N N The f .hrrionaty is handled in Payroll. t this does not meet the City's requirement. we will provide an estimate to amoplele a canon, interface. 25 Ably to Rave matt moms and to meet them to open imdiCGS. invoice Processing Accounts Payable Y N N 26 Ability to have multiple batches ache at sane time. Minim Pracessetil Accents Payable Y N N 2? Atilty to have remittance advice at the tine lard. Medea Pmeesi+g Accwes Payable N N N INS oespirinle51 nay require technical development to compete. Based upon our espeiie.oe with other pubic sewer organizations and the City's desire to mmtmme customizations. we rectiennle.d that the Cty embalm the existing h n ce:maiy Main the system and consider atie.mives to natdm developed soleness diming the process design phase of the ta prdjett. adduimn. s%ltem development terns need to be analyzed 01113 more detailed level to estimate the effort and cost to complete The work With this in mind. we are provkiny an account of hours that the City can use to Cheeky, CuSh7Wrinlial. oral develeprriont items. The project tear will also be able to p lainsa development activities to best meet the City's requirements. For each development item identified during process design, a functional description ad estimate of hews wit be doawne.ted and peseted to the City for n.rvi.YYatnn 2E Atiiily to bold posing el youpslhables even after versants!. Invoice Processing Accounts Payable Y N N 21 Maly to identify Paraoase O1bes where tat needs to be Invoice Recessing Purchasing Y N N accrued (Procuemert Issue, but 'Mods AP manual P. Invei00.) 30 Ability to identify potential tifpirate invoices, htv0iCe Processinp Accounts Payable Y N N 31 Ability to import invoice tines Leong EDI. Invoice Processing Suppler bwoices ta0nited elearor icaly unsung ladalonal Nearctic data :rercha ge (EDI) Of Interne file Rondos Acootris Payable. EOI N N N EOI ls not wthin the scope of the implementation. 32 Abilty to inquire f repot on Invoices on hood. Invoice Promising Acmuts Paymb1e Y N N 33 Abitily to inquire on Invoice !hatches. Involve: Processes' Arco rem Pa raabte Y N N ERPS1ftertoh+aiy-ResporeoSotboune-MASTER Page 3 of 90 $ScbMink e 1-Accounts Payable September n4 per Step r Sub Peers Bast Pram Description Oracle Module le Seeps min Optional Service IYM1 3rd Party Software Customization (YM0 Commode Requennwlt 34 Ability to inspire on invoices by multiple criteria incluting invoice number. vendor. invdee date, PO number. Invoice Processing Account Payable Y N N 35 Ability to match purchase orders Ines to inseam aano iey. onrfelly err both Iewoiae Processing Accents Payable Y N N 36 Ahlty 1n notify accouNwst center inforreation on invoice:. Invoice Processing Accounts Payable Y N N 37 Aleity to mody information for Recurring Invoices. Invoice Processing Recurring payments automated or ern meted with Seed debits by the mepptier Accounts Parable Y N 14 38 Abiiy to override and Day leMirnate dryirate invoices *mite Accourts payable N N N This regtirmhord may expire ethnical development to compete Based upon our experience with Wear pubic nectar organizations and the City§ desire to minimize ar5tmrimtions. nor recommend that the City .Ya9Ote the existing functionality Mein the system and consider alternatives to *skim developed solutions during the Process design pie of the project. In addition, custom development gars need to be analyzed on a more defiled level to estimate the effort and cost to complete the nark VKth Ws in mind, we are working an acce en of tnrrs that tin Guy can use to develop cusbra izffis on and develnpmeot itemT11e plated team win also be able to pregame development activities to best meet the COOresuirenrents Far each developmerd dent identifieddieing of design, functional desalplon Pig precess a and estivate hours will n be documented and pnee 6 to Mee City for romerlenmen 39 Ability to ovnnide snatching lads Invoice Processing Aecoiels Payable Y N N 40 Ability to override payment rarsoidabon on special handint Marrs. Invoke Presenting Accounts Parable Y N N 41 Ability to override payment terms at invoice airy. Imaim Processing Accounts Payable Y N N 42 Ad1y to pay multiple invoices with a single Cheek. Invoke Processing Accounts Payable Y N N 43 Abiliy to pay multiple purchase orders with a single invoice. Monce Prmeasing Aaamfs Payable Y N N 44 Nifty to perform aline approval of Invoices Invoice PreMbSing Accounts Payable Y N N 45 Ability to place invoices on hod, suspend. face payment.. separate Me iranas iron is own payment Invoice Promssina Accounts Payable Y N N 46 Ablity to Rorer an endue for immediate peelers Invoice Processing Accounts Payable Y N t4 47 Ability to process [arsianer refuels via an seaweed feed Irwei a Pioeetitg Electnalic methods used to settle payment. such as electronic funds trader (EFT) and Web -based payment Accounts Payable N N N EFT is ingested for the arplsmenb tiort Web based payment of guppies ilwoicrs ern be completed by the suppler via nippier Portal. Integraioe from AR in AP to process customer refunds has not been inducted in sine. 48 Ability to process inenices ale orrmaized location. Invoice Pnomains Accounts payable processing performed by a central teal stared service organization Aman1s Payable Y N N 49 MOM ty to prorate freight and other m'sceimheas cages across:rope arcs Invoice Processing Aeceu is Payable Y N 14 50 Abl1ty le record *some on invnoe transaction. regardless oi payment. Invoice Procreire Accounts Payable Y N N 51 Aeiy to reject irdrvldpal invoices from a control group when bated though interfuse. broke Processing Accounts Parable Y N N 52 Ability In reprocess an invoice are Purchasing slept has festered meet 'scorpions. hurdle Processing Accounts Parade Y N N 53 Abiiy to restrict 1se of xeaic ecocide (prohibit use on accounting restribptiat. Woke Processing Payable proarlics are clear simple and detailed accurately a the activity level General Ledger Y N N 54 Abiity la re561d who can release a notching bold. Invues Processing Account Payable Y N N 55 Abiy to specify criteria for lfakfang. trance Prone:in4 Account Payable Y N N 56 Ahaly to specify wNe h invoice Imes are 1099 apP1alale. heroine Prerffiaing Accents Payable Y N N 57 Abily to track ad repot 1089 Suppler as Self Employed. P Abihy le tract operator ID (User) and date of *My for Invoice Proc®n8 Aaelmis Parable Y N N 59 Ability to use 1rrsuWrnsi center vaidalion. Musics Processing General Ledger Y N N Si Abiity to use triodes for auarttlast eater distributions on i Abity to 1/f1a both two and three way metering. Intone Prmersing Accounts Payable Y N N ERPSI-F Page 4 of 96 $Sdbourne 1-A000o0 s Payable Samenba. 13.2004 Sue Beguilement Sob Process Bast Practice Description Orsele Nodule In Scope 1Yn43 optional Service FMB and Party Software Customization rr)Ni Cummings 62 Abiity to view Suppler details white entering moos. invoice Processing Accounts Payable Y N N 63 Alirty to view a fist of matched invoices. Invoice Processing Aerxxads Parade Y N N 64Adfity to view invoices with mulcting ex0epios and make comments to layers regarding invoice. Rote exrepions 10 the huger for reso19o. Innate Pioe*i•6 Atmuts Payable Y N N 65 AIM allocation of inv..irars by p0roe rage ! fixed amount: imam Processing Account Payable Y N N 66 Automatically create Saralee line kvet detail based an purchase order match. invoice Processing Accounts Payable Y N N nil Capitalized arrays regWre approval code (Procurement Process should include pastime pre-aPproral Process) Invoice Procissirg Purchasing Y N N Capital accaurds can be ddfereritated on the purchase order and configured with a separate amoral hotels;. 68 Enter McNees in more than one log ion. Invoice Processing Accourds Payable Y N N 69 Identify invoices gnat are on a matching Mid. Invoce Processing Accounts Payable Y N N 70 Permit laicize entry for mdipie accounting pods concurrently. Invoice Processing Amours. Payable Y N N 71 Retort relevant mutts for treads:dOrk hwhioe Processing Accounts Payable Y N N 72 Rendre Mare Matatatoiy fields on Supplier depending on which Invoice is selected_ invoice Processing Control of the vendor master to centrabzed Accounts Payable Y N N Descriptive Flex Fields can be made madatay based upon the inforrrmtio0 entered in other fields within the fawn. 731 Standard¢e invoice coding and data entry procedures. Invoice Processing Corporate policy is dear. simple. standard and available acne. Payable procedures are dear. *role aM detailed MCa.ately at the activity lack Account payable processing performed by a central *1 red se vies omaizaion Aezouts Payable Y N N 74 The ability to schedule mhdiple ! spit payments at different dates fora single invoke Invoice Promising Accourvs Payable Y N N 75 Utilize Third Party Tax sofware for tax reporirig and ierrattasce processing which i5 or tgorargd to Supplier. lmroice P.naeesinn Accounts Payable Y !f N 78 AWN 10 Pay on Receipt ufifzinp Evak®hd Receipt Settlement and Twow ay matching. Payment Promising Erahwted receipt settlement (ERS) utilized with a two-way match of purchase order with receipt pnvacaless process) Account Payable Y N N 77 Ability to create Positive Pay File. Payment Proem sting Electronic methods used to Settle payment. such as ale koric bads transfer (EFT) and Web -rimed carment Accounts Parable Y N N 79Adfity to create EDI Payment File. Paynao5 Pram Electrum methods used es mat payment. such as electronic funds transfer {EFT) ad Web -based payment Accounts Parable Y N N 79 Malty to create EFT Payment files. Payment Processing Electronic methods used eo Sonde payment such as electronic hails transfer (EFT) and Webbe sod rserinwn Account Payable Y N N 88rAhTtylo define check sequence by hank. Payment Processing Account Payable Y N N 81 Adfity tat define payment selection date, payment dale. mart Payment date. PaynI*5 Processing Accounts Payable Y N N E2 Abiity to handle dm& overflow renitlano6. Payment Processing Accounts Payable Y N N 83 Ability to have centraized bank remnrifatlo. Payment Poxessnm Accounts payable proem6ing perfa0ed by a central Mated aerie's en ate Cash ilibuM en.eut Y Il N 84 ANity to have more that one nand ins on check printing. Payment Prong Attunes Payable Y N N 85 Adity to have special payment handing rodeo Payment Pig Mersats Payable Y N N 86 Mikity to identify high dollar chute. Payment Pmr®rg Accounts Payable Y N N 87 Adity to hncludereccl de specific invoices for pay cycle. Payment Processing Accounts Parable Y N N 88 Ability to indicate begimi g check number fora check run. Payment Praamim Accounts Parable Y N N 89 Mikity to modify payment amounts before checks are primed. Payment Pmo®at Acmoms Parade Y N N ERPSI-Fu dionaity42csponseSolbo.m10-MASTER Page 5 of 96 $Sdbourne Step Requirement 9dAbiity 10 eiworce the printing and distribution of checks. 91 92 93 94 Ab ity b pay peonage or Seed amount to a third party. Abilily to prim alternate Payee name on chests. Atety to print checks forma central location. Ability to print t-hose checks cumin AP department 99 96 97 90 Achy to produce copy of check Ability 10 mewl ad release a Mapped payment Ability to record manual the and sire transfers MON to select payment entities m be melded in pay mole. 99 100 101 102 103 Ability to lack payments by vendor number. Ability to void payments / tweet payments and eriethdoir generate reversing accoutring sates. Develop sating Procedures for Voiding 1 stop payment of checks. Sub Process Payment Processing Payn ere Processing Paprnt Processing Farmed Prq.LTISny Paymet Processing Payment Prohvoinci Promoting Palmed processing Payment Prong Pawned Processing Payment Pm ern n Payment Processing Cent P,aebee Description 1 Payable Amounts Payable prOcessi g performed by a Central stored. Remus organization Crude Module Accounts Payable Accounts Fayathe Accounts Payable Accounts Payable Accounts Parable Ammo le Payable Ae00nats Payable sen..aer n, aoo. 1. Scope N N Y Y Y Y Optional Service N N N N. N N 3rd Party Software Customization 19911 Unit access to check printer I check stocr. Logral taoida9on of payments to Doe supplier. The Mily to h+6dtelwnhol which invoices get combined into a angle payment, aM weigh remain separate. ERP-SI-Fmuti0naRty-R Parnent Processing Payable procedues are clear, ample and detailed assure* t the activity lever. Accounts payable pr0pM2Mg performed by a central sluredeerrites ongarizaimn Cotmrl of the vendor mew lee cenhatined Amounts parable Accosts ?arable Accounts Payable Anemias Payable AcOormps Payable Ac outs parable Accounts Payable Y Y Y Y Y Y Y N N N N N N N N N N 1t N N N N N Cormunts This regc:rewlent may require fedmirel development to . compete. Based upon our experience with other pubtiic sector orgarrratiuns and the City'; desire to minimize customizations. we recommend Met the City evaluate /he existing (unetio nett' 'satin the system and wielder alternatives to custom developed solutions dieing She process deign phase of the Project- in addition. Custom development teens rated le be analyzed on a more defiled lever In estimate the effort and cost t0 complete the wok. With this in mind, we are steering an account of haus dot Me City Can use t0 develop aemntization and development items. The project team wig also be able to prioritize development acivi1es le bee meet the CiMs requirements. For each development hem ideated during porous design, a fulotioral description and estimate of hose will be documented and presented to the City for ...121.5derairm This requirement may require technical development to complete. Based upon our experience with Miler pubic sector erlenaalmhs and We CStjrs desire t0 minimize customizations, we recommend that the City evaluate the existing hmeb1makly within the system and consider alternatives to Custom developed solutions Haag the proems design phase of the project 1n whiten, m94m devehpmem terms need to be analyzed on . room dumped level to estimate the effort and cost t0 121414312R4 the woe teeth 1115 in nlird. we are pr0.ldng an =L9at of haws Maine trey eon use to develop customization art development dens. The project team oil also be able to prwrleze development activities to hest meet the Cityt require ends. For each Casement Stem identified during process design, a emotional discretion and estimate of horns MI be donned and presented to the City for cousideralirm This requirement nay require technical deveopment to complete. Based upon ale experience with other pubic sector organ¢atos and One Cry, desire to minimize cusbarrizaticns, we monastwhd Out the City evelrale the adding h.ndio9tty within the System ad consider alternatives le custom developed solutions duel9 the process design phase of the project In additon, custom development guns need to be analyzed on a aloe defiled level to estimate the effort and cost to compete the work. Mat this in hand, we are provire g an =wort[ of hours teat the City can use 10 develop won and development items. The project teem WWI also be able to prioritize development activities to hest meet the C.1y's requirements. For each devagpmeht dem identified during process design. a functional di sraiption and estimate of hours will ba Commented and prevented to the City for nnrharteemtl.h N N N N N Page 6 of 96 $Sothourne 1-Accounts Payable Sapwries rS zo0r Step Requnveugn Saris Proms Best Practice Description ChM, Module lr Scope (Y/MI Optional 3enrfce (YINY led Parry Santware Cum a iration fY911 Cods 1041 On8ne auras to payment history- Payment Processing Accounts Payable Y N N 105The abitily to run pay cycles by handling code. Payment t Processing Accounts Payable Y N N 106 Utilise EFF remittance advice form in the apPGeation. Payment Pmooessinn Electronic methods read to settle payment, such as electronic funds banter IEF1') and Web -Eased payment Accounts Payable Y N N 167 Mize a signature rarthd0s or *acme blame on a secured chive. Paymet Prong Aczwnts Payable Y N N 106 Lt10 n heck form in appiratim- Parma preriSana Account. Payable Y N N 109 1099 Balance Conversions_ . Period CloseAccounts and Reporting co Y N N 110 Atiity to mkt Accosts Payable data. Period Close and Reporting Payable procedures are clear, simple and detailed amaytdy et the activity level. Accounts payable prooessirg performed by a centre/ shined -services omaruization Accounts Payable Y N N 111 Adify to automatically post Accents Payable activity to Genera Ledger. Period Close and Reporting General Ledger Y N N 112 Abiiy to have images of irvacaw available at all locations. Period Chose and Reporting Accounts Payable Y N N Via standard attachment functionally_ 113 Abity to identify mitt One items from a 1099 soppier are 1099 exempt. Period Close and Reporting Atrounts Payable Y N N 114 Melly to post Accounts P99004e activities to GL In debar or 9. Period Close and Reporting Accou to Payable, General Ledger Y N N 115 Ability to raped am Aged and Open Liabilities in AP at the Department end Ve car levels, Period Close and Reporting Acoouds payable processing pedgmed by a central shared- services mediation Accurts Payable Y N N 116 Adity 10 restrict tray of Accounts Payable activity without affetang the GL parted. Period Close and Reporting Malaita Payable Means Y N N 117 Ability to run 1099 reports centrally. Period Close and Reporting Amman payable prong performed by a central shared- services [on. Coned of One vendor master flle centralized Y N 14 Payable 118 Automabc intercompany interlace for Banat enbiu . Period Close and Reporting General Ledger Y N N 119 East Ad-H0e reporting 0apabn7ty. Period Close and Reporting Discoverers Y N h1 120 GL-AP Detail l SummarywHh ail derer eapabilliu. Period Close and Reporting General Ledger. ADI, Acc aril Payable Y N N 121 Irten®I 1 extern®[ Appica0on support Period Close and Rapnrlelg Bobolink Y N N 1221moice Approval Report and General Pay Cycle I0kxmatiun. Period Chose and Reporting Accounts Payable Y N N 123 Report on details of Pending Ramming vouchers for Period. Period [lose and Reporting Recurring payments automated or eliminated Ni6M area derails by the soppier Accounts Payable Y N N 124 Security 1 woad issues on reporting. Period Chen and Reportitg Aeepunls payable processing performed by a carpal shared_ services organization System Adninaadan Y N N 125 Simple,Fteaide AP Cloying Process Period Close aid Reporting Corpuate p0iey is dear, simple, standard and available amine Amends Payable Y N N 126 The adllyy for a supervisor to view all vouchers entered during Period flame and Reporting Acceroda payable ping peeto mud by a maid sharer- services argau®0ee Aueuts Payable Y N N an accounting period, grouped by operator- t27 Training -to support standard poky. prouder* and software. Period Close and Reporting Corporate poky is clear, simple, standard and available urine. Payable procedures are dear, simple and detailed Accounts nts Payable Y N N End user edumon is included within the scope of His tnot0sal. Please see the Trainingg section of the Tsarina! Requirements response for Mae irftnuabm. ace.** at the activity lereL GIo6a0¢td corporate aaamas payable potaus are tailored For sped0c geogradic regions and cultures Min the orgarmtion ERPSI-Furtiore R Page 7 to 96 $Sboune 1-Account Payable sepr,Lr 1S, 1110i Sep Requitement Sob Proms Hest Practice Description Oracle Module In Scope Optional Savior NMI 3rd Palely Software Melora en NMI Canaria 128 Thar Beck Register. Period Cl se and Repo no Aocaurds Payable Y 129 Maize P-ainis. Period Clime and Reporting Procurement card iailiza1 for small -dollar purchases Accounts Payable Y N N 130 Vendor Naomi II¢iry 1 Report. Period Class and Repaaag Accounts Payable Y N N 131 Vendor reports by temps, volume, aging etc. Period Close and Reporting Accounts Payable Y N N 132 Ability to waive Paymalle within a specified date range. Recall Retortion Accounts Payable Y N N 133 Ability to active Supplies alter a specified period of Medina Record Retortion Control of the vendor master fie cennraf®tl Accounts Parable Y N N 134 Airily to archive imcioe0Jvoud1ets within a spe9fled date range. Record Retortion Accents Parable Y N N 135Atiity for Suppliers to he accessed at all times Muting normal business hours. Slippier Maintenance Control of the vendor master file centralized Acomes Payable Y N N 136 Ability for Suppliers to perform their own basic inquiries Soppier Maintenance Suppler selfoenice for denderd inquiries performed via web -based inquiry tools. Control of the vendor nester fie centralized iSupplier r N _ N Online (1.e.. Self-service) 137 Ability to assign method of payment to Suppliers (e.e.chedr. ton ten drag electrode funds trarrskntEFTp. Supplier kid n a once Cored of the vendor mieler file wearied Accounts Parable Y N N 13a A5Fly to assign mulaple addresses to a Suppler (ordering. imrticinG, emoting, tanning). Supplier Maintenance Control of the vendor master Me centralized Accouts Parade Y N N 139 Atlty to a tomatiralhr ranker suppled. Soppfier M2iraeranee Cored o f the vendor master file resdraf¢ed Accounts payable Y N hi 140 Ability to change Supplier athilates. Suppler Maintenance Coarhd of the vendor master file mr0aized Aoeuds Parable Y N N 141 Ability to convert vendors from legacy system. Supplier Maintenance Account% Parable N N N Please see the Oda Conversion ad Archiving section of the oropose' for opeciac conversions in scope. 142 Abiity to define PareN1Subsidary relabaiships within Semler record. Sappier Maroc aide Control ate vendor master file centrazed Acxerne Payable Y N N 143 Ability to define Suppler account ion Suppler setup =Sam Supplier Wince Corded of the vendor master file cernbaized Auounds Payable Y N N 144 Ability to defile Suppler as specific type of 1099 (i.e. Rent, medeaL mnmeffimn1. Supple ,Maintenance Corded of the vendor masker file ealtra6zee AecouNS Parade Y N N 145 Ability to define an efectve approval process for Suppliers Ina cashiered. slurred emimmnment Suppler Maonenonce Accedes payable processing ps5onned by a Carr a shared service organization. Control of the vendor master file m4alzed Aeteu11S Payable Y N N 146 Adpty to define default GL code on Suppler record. Stppaer Maintenance Carrel of the vendor master file cereralzed Aocaads Payable Y N N 147 Middy to identfy 410-8 T1N for Suppliers and social sanity melba for employees. sappier Maintenance Control Of the vender mraeler ale Cea6rareed ACCONIS Payable Y N N 148 Ability to identify employee Suppler* and legal Suppliers. Supplier Mainemene Cool of the vendor miter file cereraazed Accounts Parable Y N N 149 Ablity to inactivate sappier. Supple Maintenance Control of the vendor masher files centralized Accounts Payable Y N N 150 Ability to Mirada effective dale addresses. Swim( Maintenance Control Of the vendee Meter file M arai2ed Accounts Payable Y N N 151 Adity to maintain frequently used payment leans on Soapier Mae. Suppler MaintenalaM Control of the vendor master file centralized Accents Payable Y N N 152 Ability 10 place Suppliers on hold. Suppler Maintenance Carrel of the vendor master file centralized Accounts Payable Y N N .._.__.. _. 153 Ablity to reactivate inwclve Suppliers. Supplier Maintenance Accounts Parade Y N N 154 Ability to reference legacy information to Suppler record ( i.e. legacy suuppler1. etc) Supple Maintenance Control cattle vendor mailer fide centralized Amounts Parable Y N N 155 Atiary to set Su)pliers up, to require sale5Nse lax. Suppler Makraalce Conhd of the vendor master file cerralzed Armrars Payable Y N N 150 Ability to seep due -time Supplies where status changes to inactive. Suppler M intend ere Control of the vendor master file cenralzed ACWwWS Payable Y N N 157 Atilt), to specify ififtereat Suppler attributes at Department level. Suppler Maintenance Control of the vendor master file centered Annuals Payable N 14 N This functionally is available via Oracle Mid-ag. Multi -erg has not been included wi0tin the scope of She services in his pmocsal. 158 Abilty to ulfma one physical Suppler ale eitr the early la break it ids more than one laical fie. Suppler Maintenance Control of the vendor master file cenharaed Acmes Payable Y N N 159 Atifry to view Suppler makes such as contact/ bendy. Suppler Yaedaia ere Control of the vendor master Me centralized Amens Payable Y N N 160 Ability to rodlmerge duplicate Sudden. Supplier Maintenance Control of the vendor master Me centralized Acrauts Payable Y N N ERPS(-Fonctioro Page 6 of 96 1-Accouns Payable S•pbrOs 112004 Step Sub Proems Grads NoduM In Sep WYlNM Optional Service rimm! ird Party Software Customization 1YA11 Comments Rege:erent Bast Practice Description 161 Define detailed etardards to be MACly atftered to by owner Of llaiNsa Supnies subpronms. Suppler Maintenance Corporate policy Is dear, simple. dud and available mine Amon Parable Y N N 162 Generale maiirg kdads ant term letters from vendor file. Suppler Maintenance Arcane Pa�Yable Y N N 163 Pefodtc Renew of Sappier Listing for Dominates and linefire &miters Suppler Maintenance Control of the vendor nester pie mdralized Aanwds Payable Y N N 164 Pm -chasing owns suppler nldim&stamce activity. St ipfie Maintenance Purchasing Y N N $SohiJrrKe 2-Accounts Recr cable Sepr.nar rs. aerie Step Sub Process Bee Practice Description Oracle Module le Scope (YIN1 Optional Serves (Y0t1 3rd Patty Software Llasiteeiratien MINI Commend laequner.nt 1 A4iity In apply AGf receipts_ Set Up Electronic Payments All recre Bras pasted automatically to customer accounts via electronic data interchange (ED1) of Web - based application from bank Remnants Y N N Z AbTmy to civet debit customer accoores. Set Up Electronic Payments Receivables Y N N 3 Atiity to dilate nuliple lockbores to reduce time of receipt to post. Set Up Electronic Pdr�..er6 Strategically locate loctboxs Receivables Y N N 4 Consistent poises and procedures company -wide. Set Up Eledna is Pavmens Receivables Y N N 5 Create an automated and electronic method to receive - customer payments. Set Up Bemonic Payments Receivables Y N N S Ceuta an awareness of the ability and Imartions of utdipng a cxcdri cad for payment Sat Up Electrode Payments Trading partner agreements teamed to manage customer expectations for e-business traneecdons and settlement Receivables. iPayment Order Management Y N 1'4 7 Define a procedure to oomple and communicate customer EFT sehip information to the proper 'Mandel institution Sat Up Electronic Pwnreres Receivables Y N N 8 Define a standee formal for information regdred to sebrp astomers for Electronic Payment Set Up Electronic Payrnarrs Reaavaties Y N N 9 Define detailed procedures for the peeled dosing of AR to GA. Set Up Electrode Paimerts Receivables Y N N 10 Define detailed students for processing electrode payments. Set Up Electronic Payments Hatch 80 percent of rmitlanees automatically Wing saplcioled algorithms Receivables Y N N 11 Define poems and procedures to maintain turret customer information. Set Up - 400 Prvnc.6 Single Ca/stonier Database Receivables Y Ti N 12 f' Tracing partner agreements notes to manage customer expectations for e-business transactions and settlement Set Up Elecheic Payments Tracing partner agreements utilized to manage customer expedaliers for Madness traesactiotrs and settlement Receivables. Trotting Community Ardete0Lce N Y N This requirement may require tedndcal development to comgiele Based upon our expetenee with other pubic sector organtartbPF and the Cloys desire to nirertiae custorridtions, we recommend that City evaluate the adding fundiomiIY ratan the system and consider alternatives to custom developed solutions during the process amigo please of the project. In addition, custom development items need to be arofyzed on a more detaled level 10 estimate the effort and cosi to mmpYate the work. With this in hind. we are provicin9 Arab arrest of tears that the Cdy can use io develop customization and development items. The project team win also be able to prioritize development actintis to hest meet the Offs regdrenrens. For each development item identified during process design. a functional desmlptian and eeeiete of tours will be documented and presented to the City for Use of Internet for accepting customer paymenn_ Set Up Electronic Payments Al remittance gross posted autamebply to customer account via elecdraec data interchange (EDI) or Web- based appleabon from beak _ Reoeivabis. iPaymern N Y N This re4eiscnern may expire technical develepmoant to complete. Based upon our experience with other pubic sector 0rgioiZahnns and the Citys desire to militia o adtom¢atims. we necomm Jed that the City enamels the stinting L.vlmumHy "oldie the system and consider attemetivee to eaten developed soh do s dining the process design phase of the project In addition. custom development d items needto be analyzed on a roe detailed level to estimate the effort and east to complete the work With this in mind, we are providug err acsou1 of lions prat rho City can use to develop customization and development Items. The project dam will also be able to prioritize development activities to test meet the Citys regiremans. For each development item idnniEed dung erodes deign. a functional description and estimate of hours will be documented and presented to the City for ree11leratinn 14 Use of crud cards as atiemate settlement means for small- dolor sales_ Set Up Elealreolc Paymemtls Require Credit Cad payments for smell cider items Receivables Y N N 15 Atiity to accept and post advance payments. Process Direct Payments Receivables Y N N Page 10 of 96 ERPSIfu STER 2-Accaml, Receivable Seahnar lA 2001 Step Negnireumd Sub Noma Practice Description - Orals Medal. In Scope effNI Optional Sergio NOB Let Panty Saftunae Cu o. .ion MYMNR Comments Bast 16 Ability to accept and post partial payments. Proems Direct Payments Receivables Y N N 17 Ability to apply receipts from parent 00erners to child customer hem balances Prow Diced Panacea Receivables Y N N 18'A4iilyto apply single Payment to multiple customers. Noma Direct Payments Reedvatles Y N N 19 Ability to proms Notes Receivable. Proms Direct Payments Receivables Y N N 29 Define sterna? hds for the entry of iraividust paymeemle. Prentice Direct Payments Receivables Y N N 21 Rend:Lana5 posted to among within 24 toes of receipt of payer, Process Direct flymul. Remittances psted In accounts wain 24 fours of receipt of pertinent Recelval rs Y N N 22 Alilly to apply auto deduct recamis Pd(omn Auto Match Al remittances gross pasted arlomaMwl y to customer accounts via electronic data interchange (EDT} err Web - based cep icalion from bank Receivables Y N N 23 Abiiy to apply mid receipts Perform Auto plush Rcceivahks Y N N 24 At:My to autornafically apply cash receipts so customer =MUMS Pulonn Auto Match All remittances gross pieced aotonatica ly to cabinet aaneks via electrode data interchange OM) or Web - based application from bank Receivables Y N N 25 Ability la perform automated matching of receipts and to customer accounts. Perform Auto Match hardy 89 percent of ter:WeancnS autouhaiaay using soolislicaled agorthms Receivables Y N N 26 r remittances Accoe is Receivable !Amounts Payable netting Perform Auto Match A Payable, Receivables N N N Basic resting functionally is avaeable wain an Oracle locadalion. It is, however. a commercial applcanon and ore pubic seder dien s have net untied tits in the past. 27 Define a specific c anel and mechanism fortle conyulcafion of Write -Off 8 Dismud Poitims m Business Unix_ Pelham Who Match Receivables Y N N Sobeune nil pantie process design vices end user procedure templates to support the development of tloosnerdation for the processes associated with the Oracle based 01 ons that ore milts the scope of services. These took no be used as the brass for the City Is instep additional polies ard premien% for the proceeds that are berate the shoe of Solboune services_ 28 Define detailed poises and procedures for the creams and periols review of Wde-OIT & Disoomt Packs. Perform Auto Match Receivables Y N N Sdhasne will pumice process design services and user procedure templates to support the development of documentation for the processes associated with the Oracle based transactions lice are main the scope of services. These tools can be used as the basis for the City 10 develop are for the processes that are adefitiermh poises proceduhs beyond the scope of Salboume "'vice` 28 Define detailed polices and procedures for the deabnn and review of the Auto -Cairn proms. Pe1erm Ante latch Receivables Y N N Sotnwme will provide proems design services and user procedure templates to support the development of donaueraatlan tar the processes assayed wtb the Oracle !shad transom that are within the scope of services. These tools am be used as the basis for the Crly to develop edcl5mal plfdes and p»raduea fur the processes that are beyond the some of Sabotane services. 311 Define poises and procedures terlfie creation or ammdng of tolerances defined in the appfcabon. PeAorm Wren Match Receivables Y N N Solburr oe will provide phmsas design services and user procedure templates to support the development of doamnnntirn for the processes asxod1Wd with the Oracle based transactions that are within the scope of sevpces. These tools can be used es the basis for the City to deveo5 adiaeaal policies and pmrffixes for the preemies that ale hexed the Scope of Sclb5lene services. 31 Define procedures 10 test the tolerant seated in the aPPiration. Partisan Auto Match Implement Gel effectve payment mahitng misnames Receivables Y N N Sotanne ea pwide process deign solaces and ogee documensupport the development of M5 mproceses associated with the Oracle based trmececeo s that are within the scope of services. These tools can be used as the basis for the City to &veto national paidas and procedures for the pa:ceses that are bevel the some or Semomhe services. 32 Defined redes aiheda and tuee holds for tolerance Perfom Wan Mach -Receivables Y N N 33 p processing effectiveness. More than NM of remittances posted adamaticoty ua g smptdstitated agerltlynms Perform Auto Match Match et percent of remittances a tamalically ming svpttstica6ed y90f1ltits Receivables Y N N The standard fiactioowiy eicen the Oracle Receive des cation irectodes several options meaning the the matching M1reeetps and customer nevittances. Sotooflln would require ad1neoaf information moaning the Cay's eyentriun s remain: sooNsfiseted aWpetnh1. Page 11 or 96 ERP-SIr fwmtiorm TER Or Solbour[te Step 34 35 36 Requirement Welly to auto write-off invoice balances below user defined tolerances. 371 36 35 Define detailed procedures for the acre seise and pos71ng of advance payments fmrn customers. 40 41 42 Define detailed procedures for the analysis of unman:hod payments. 43 Define detailed procedures for the return of incorrect paynelI5 in 'ester. Define procedures to inform corners of the trope remittance procedurS. Middy to create sad apply craft meows. Atifty to create and appal debit Meares. Malty to set irndwinhal approval leads for ova to oils and aiustmens. Atilt to mite -off bad debit expense idler approval. Automatic accumulation of shot pays in a separate adjulenent Ile unlit cost-effective .mach levels are reached. 44 45 Define procedures for the review and loading of items not within the tolerances of aua0 write-off. 46 47 Deere parries and procedures for Claim and Dispute pooesvmpmatding. Develop a wed[-olerr wire to notify business -unit credit management recurring customers experiencing &ancid dd ciely. Customer master file rtaintema0ce refined by dirisioris . Sub Process Review Non - Matched Payments Review Non - Meshed Pawned."+ Review Nan - Ranched Payments Review Non - Matched Pore gilts Review Non - Matched Pem nods Adlr6hnerle A Hants_ Actiustments Add Adjustments Adjustments 46 Single customer master file Mize! company wide and throughout sales to collection cycle. Perform Moyle iiesoLrticn Perform DePute Resolution Fib Matrrhruamce Hest Practice Denipti0n 2-Amounts Recenrable Oracle Yodale Receivables Receivables A5.»ufete shod -pay wee offs to cost effective level prior to detailed research or Milamen foll0vahrp File Maintenance Single Cuslennes Database Single Customer Database Receivables Receivables Receivables Receivables Receivables Receivables Receivables RecairabIrs Recevables Receivables Receivables Reciovehlee Receivables In Scope fYlPh Y Y Y Y Y Y Y Y N Y Y N Y Y Optional Service 17041 N N N N N N N N N N N N N N N 3rd Party Software C50am1on IYiN1 N N N N N N N N N N N N N N N Sepbwbs rat 2001 Comments Iles requirement may rewire technical development to complete. Based upon our experience will other puble Sector organtizstiols and the C1IYs desire to rririrtiae wei0arzafi0ns, we recommend that the My evaluate the existing funcloafdy whin the sydern and mrseer alternatives to custom developed solutions during the process d®Itn phase of the project. In addition, custom development tams need to be analyzed on a more detailed level to estimate the effort end GRAM complete the work. With this in 'find. we are proviring an acconrt of hours rat the City can use to develop won and development items. The project team wilt esO be able to priorilize development adivifie5 to best meet the Cltys retpiremeres. For each development item identified during pores design. a hsvatoal de mehon and estimate of hors will be documented and presented to the City for drievidleWinn Solboume will provide process design sevices and user pucedrae templates t0 support the development of documentation for the pores associated with the Oracle based hareems that are 'edam the scope of sevices. These tools cam be used as the bass !air oho City to develop additional paces and procedures lox the processes let are beyond the scope of Sofbemne services. Soboume welt provide process design services and user procedure templates to support the development of documentation for the processes associated with the Oracle based hareact{os that are m5Min Ile scope o1 services. These tools cart be used as the tmase for the City to develop adf1ord poicies and remedies for the processes that are beyond the scope of Sol aurae gees The a met information machined within the =Ward module is incased 'thin the scope of services- Automated credit cbeddng and alerts from external systems are not included. howeve- Slep 2 3 4 Revirement Simplify benefit plans- Extend coverage from the first day of employment Eliminate prorating, working spouse c0115#v4mns, and Strand-tathe1116 Employees rake changes to their records in one central system, using Employee Self Service. and those changes automa :21N flow to vendor databases Single point -of -contact established for an employee questions A passive enrolment precft$ instituted; reeoratment 00ll only when waking changes or when legally required, such as for flexible spend -mg acCenmle Employee benelds plan enrolknent completed et time of hie using Employee Self Service, including test for eligibility based on plan rules 10 Employee benefits information is avaeade on the Web and employees can atoms this information when and where they need l: includes the required fours, plan descriptors and confirmation statements 11 Employee saes lobe -event tlangcs and dependent inforrrnffion online via ESS with required documentation sere to SSC (shared -services center) 12 One database Lib d for detemnitkg eligibility 13 14 Capability exists to tack. Wedgy and analyze employee issues relative to providers and Thin/ Party Adninlotatens IrPA) New On-line benefits -election modefng ins -fluted for effect on net pay 15 Benefits wnanulration provided in nwliple languages 16 Sell -service technology used by employees le enroll in pension & savings plans, request retirement forecast projections, aange beneficiary designations and obtain general planbdornwtion 17 18 Bub Process Benefit Pion Redesign, and Implementation Benefit Plan Redesign, end Implementation Benefit Plan Redesign, and I plemenation Develop Employee Benefit Objectifies and Strategies Develop Employee Benefit objectives and Strategies Develop Employee Benefit Objectives and Strategies Date exchange wlti 1PAs fully automated. enabling access 10 key data via shared database to expedite issue resolution FACts, inquiries, enralirctds, terminations and dde-eveM changes only available via onfine knowledge database, work -site or kiosks Develop Employee Benefit Objectives and Strategies 3•13enefits Admnisbation Rest Practice Dettripdon Benefits plans developed that etpicdy support the mgandatioml and nrsourre planning objectives dine organization Employee records updated automatically following completion of internal trailing and development programs Self-service tool provides automatic prompt to employee as they woke life or career dada changes that may impact other data lep-, benefits, payroll. security) Develop Employee Benefit Objectives and Strategies Benefit Plan Repodig and Atndra= Benefit planning modules ! systems that ardrarw6caiy integrate with lag f payroll systems to reduce re -keying of pricing f plan rules Develop Employee Benefit Objectives emd Strategies Employees responsible for updating personal date via ESS (e g., blebs, deaths. flange in wankel stars, flange of address, tanbhlg details. educational pregnession and new skill -set acquisition) Develop Employee Benefit Objectives and Strategies Benefit planning nodules I systems that autanaticaly integrate with i1R I paymi systems to reduce re -keying of pricing I plan Hies Develop Employee Benefit Ohjedives and strategics Benefit Plan Redesign, and myaeihriss w. Benefit Plan Redesign, and knelemerdation One integrated data repository utilized for all employee record iiformafien (demographic, depended.. beneficiary. Zeroth One integrated data repository utilized for au employee record iif nceti,..i (demographic, dependent, beneicaiy, Payrol Matchi g of benefits profile to desired inanimation deregaphas unfixed to aback and hold a workforce consistent with strategic objectives Benefit panning modules / systems that automatically integrate wih HR I payroll systems l reduce re -keying of pricing ! plan rules What -if medefng capabilities tied to overall business penning modes: used for evaluating the impact of benefit plan changes TB D Oracle Module Advanced Benefits Advanced Benefits Advanced Benefits Advanced Benefits Advanced Benefits Advanced Benefits Advanced Benelds Centralized salt center handles a rnininium of 80 percent of al employee inquiries on first routed Advanced Benefits Advanced Benefits Advanced Benefits Advanced Benefits Advanced Benefits Advanced Benefits Advanced Benefits In Scope mlB Y Y Y Y Y Y Y Y Y Y Y Optional Service 1 rcrttl N 51 N 51 N 51 N N 51 51 N N Id N 3rd Pally sellware Customization jY/N1 51 N N 51 51 51 N N tt 11 N 51 51 51 SeFthamb..11 pa. Comments We will support the US dollar currency and both English and Spanish languages pet -the standard Oracle Appliotwn I1LS funedonaydy. Al train g and project documentation will be in English. The requinemeM wet be met with Oracle's System Extract fool which provides the City with the abity to extract Benefits information k1 a farm that s meaningful in the Cilys YPAs. Access to a shared database is a custom development effort and is rot included within this scnce Page 13 of 96 ERPSI-FuncioalhpResponse-sa6cumeSAAS1ER Slop Repirwnwd 1 Allay to define bang saws at the customer level Artily to de&me Mete G9tlk mho' n meted at the customer level Cm a_ ED1, paper, fsc etc.]. Sub Process Cnffiner Maintain Cusomer Sat Podia Dese*ean Maly to:grape6e Bit To, StnpTo. Sold To, RantFmm, Matteis Conapor d ace and Parent Customers and group them as Customer appropriate. Atiyto ail defaults =Me cstome level for sales tan Maintain Stag system has the capability to flag Miaow or asaornos nonmetal d rates wkh y override caper iattire invoice Crderetr y anso that no sate ten it assessed level - Utilize a single custom master fie actors Order Entry, Barg, Hainan Seamless iferface cads heaven order entry, b:.g and Calk, Project Amar4'g, ad Account ' R_ e ' Customer credit fair =legated wall common customer database Ailey to track multiple foios fora single customer and Maintain multiple customers for a sitye info Cusmmmer Abikyte gape fain owmers from fob t rar6 Maintain Customer : AWky to flag calmer addresses es Moil (e.g_ when mai a Maintain re anedl Customer • Airily to update inlaid [matng addresses m6omaf®iy from Mailer ltami-Dade database Customer la Abityto seater [worig charges 11 Abnty to maitain tam master ad multiple lair rats Maintain Pricing Ai big irlornat= is both goods and sum mmulalyd antrm01ICCa*I' , ore stem Heroin Pricing Ability to designate nrAain customer types as Ton bide Maitain Pdcig (e.g. not her prods, govonaett ageriea, oky-0wned etc.) Ahily to override strident' rates when maim an snails Willem Pricing I: Provide Toad tee orve le themes on Musa Harlan Pricing • Ahoy to generate defeed revenue entries to General Period Close ambled Aoc arlop fax hears Ahityto idepanda'lly dose the tang pared Mom the Period Close entreatuiapse a000q . Ability to accept alp* irdolaces at swig lea PROMS Slog Al big itormelco for Mott' goods and»esv� operatig scat third proles systems for Me p.r oaccumulatedacced automata* o one system Rnna eela Ability toattach snpprtng documents to an invoice Pones Bang Bechar= data itedange fE9q and company Web -based eledralm* =tomato used regularly for ode entry and Meng (electronic Orals Nodule Receivables Receivables Receivables Receivades Receivables Property ltaageeat Properly Msnatereft Receivables Receivables invent y, Order Management Reoiades Receivables Remvabks Projects, Order Management Recekables ecahrebles Remefabies In Scope IYfwO N N Y Y Y N Optimal Semi= (YAM' N Y N N N N N N N N N N N ft N N N N drat Pala Solara. Cnaloahixmah (YMj N N N N N N N N N N N N N N N N N N twiwab. 15. amity Comment This remairement may requite tedvkal development to complete. Hard upon mar experience with other pubic sector organizations and the Ctys dame to miinae eslomimtimrc we recommend that the City evaluate the eating fn tidwpy will, the system and wader atomstves to custom developed soldos dung the ROOMS deign phase o=t a project In rotation astern development keno teed to be analyzed on a more detailed level to intimateta effort and cast to complete the work WM this in mind, we are pally an accost el hours that the Cr). can use to develop e0am¢abwt and development ienec The project team wit aka be able to oilmen develepnwt amyl c to best meet the elys requirements For each development Bern Waffled duig promes dap, a hamostl decription and estimate of Maas wa be documented seat presented to the City for anaideration This regalement may regnee technical development to completes Based won or espertemr with other pubic sector pgariartions and to Ctys desae to mosoole aetomtrata a we reo1mme d that to Cry evaluate the e✓aa<9 eased aYy oaten the system and consider aferrrmtive to offirn developed solutions cluing the pry design phase dam project In addition, ruffian development terns need*. be =abored co a more dallied level to climate the efort and coat to complete the wok 1Withtots an mid, we are praadrg an account of hors tat the Cry can use m develop ashen lnn and development Alas The project tin will etc be able to prtel!"ae develo mart =divfirs to best met the Ckys eglimlpti For each development ism identified drkg poems design, a Romani description ardalinate of tors wR be documented and presented to the Cry for co sideaatar. Price felt are amiable widen the Once Matramenert appkti n Moltple pray fats can be maintained it Oracle but they 4o net dealt pioGI AR invoices. Phase see the Oracle ESnsiess Suite C>aomaatos 6 lrertace Development semen of the proposal for specrs Palaces n scope Page 14 of 96 FRPSIfumoaily-Re onaune-M STER 19 20 21 Ragtnime:Int Ability to atotax (etdra+raNytramnit) or EDI supportim documents inducing i wogs. proof of defwry, etc. to c smmens. 22 Maly to atcnalraly apply discards or surcharges to laWng 23 Me kerns Sub P,aeass Process BaNtg Process Bing Bast PrashaDemiptien Ekdrorio data interchange (EDI) and compere W ero-eeaad 'r/rmiets used regularly to otter may and big electronic Eel presentmert Oracle Nodule Receive:dm Receivables in Seeps moll N Opndad 9Ry4 MN] N N 3rd Party Software Customisation (Y841 N N yypmtar }S 2004 Cormmr20 The .a9 creme t may require 4eae0l demipmert 1a complete. Baud upon OW apes with otter mars seer omanizatiors and the Cihts denim to ministate aniontaniore we neco mnend drat Me City mediate the misteg fuaasNty within the system ad consider abendte s to morn developed states during the process design phase tithe project an addatml cam development tams need to be analyzed on a more deteked levet to estimate the elan and cost to complete the wok With the ih said, we are pmvdig an amount of hoes tat the City can use to develop customization and demli:pawl lams. The p ject tam wit also 6e able m amused development andvbo to heat meet the City% requirements. For each develtpnrst item Ee+tl eel dung process dadgrt a hrcSdrel 2es2Qtm and estimate of hots wit be doaanen0d ad presented to the City for mnsder009* Ahtty to el in instalments B64bas eel on se permnigea or custom Pars. Ailey to create a ream payment coupon nth bar hffig as pert of the make to support rt nolbanu data 13a emi®m 24 25 26 Abkay to create a template o oopyfor dam enhy of miecAwms items ffrnitates neieyirg d Mac hammiest st Amity to create automated remain; invoices to to bled to a creel wed Maly lo ovate custom the dtsOptios for invoices (multiple ita per tern) Proems Big Process Barg Ability to create intercompany tam ora from terrace rids. 27 Ability In ovate invoices at altered Sadists ih onierto support Disaster Resery pocedaea 26 Atityb draw rudple biig its item types Mwit et ,9 � proper opaccowderWdtiat 29 Abihy to distribute invoices via EDi ornab (electronic hi pneeeromat) pasty to enter comments which can pat at on al enures Process8kig Proms Bing Rooms Big ROOMS Barg Proems alig Proems Big Process Big Proems Big Crest rev rcceiwdw dads am miiraked through sypan eroded eyNnProy notes Mich are heeded wilt incise and cosatat tdvrerce to customer ovum@ eater ambers At bang idcmaton for both gccds and services aoandeid artrinatm * n one velem Cusmrner big frogs processed in a shoed service corer Elmore hag a0es by anaepm9 crab hard payment at the saute d the transaction Automats recognition of customer receivable when customer pnmces oderttrogh Brie =ta►'g witch has been provided to them Caaamer resembles etas are miimaed Unmet system enabled exploratory notes which are eased with iwotes tad consistent reference to customer purchase order numbers Receivables Receivables Race:teem Receivables' Receireblm General ledger Receivables Receivables Receivables, Receimblm, EDI Receivables N Y Y Y N N N N N N N N N N N N N N N N N N N N N This amusement may require technical development to complete. Based upon oo sepmaee with other pdu0c sector ogavalnrs and the Ws desire to m9inize customizations, we recommend that the City evaluate the ec6g fucte:may wklin the system ad consoler akemeaaes to custom developed solutions dnsig the prom design Phase of the prayed In addiiot oa0><21 d0009 rKnt items need to be analyzed on a more deemed level to estimatethe effortad cost to complete the wink Willa the in mid, we are pestling an aocart of hoes Mel the City can use to develop asernaetdn and devetoprn0t items The Prayed teem wit also be ableto anodize devmhopmere madras to bat meet the Cty'a requirements. tot each development inn identified dreg Proms design. a 9erdioal detuaiptim and estimated hems wit he de:maenad ad presented to the Cry for mreide aeon. Gan cream rvansg nieces tsar they are paid s a setnrahe Mae EGA is not in scope The requ emem may teepee technical development to complete Based upon our acparlance will other pubic sectoro al ms and she Cyys dram to minimize asamitabos. we recommend that Me City evaluate the eni!"rhg bmdermaty nail the system and consider a1ms[Nes to custom devempal 00iaidns drip fie process 200091 phase of to project In addition, custom dsva0p'met items need to be analyzed on a more decoked level to estimate the eclat and cost to comply the work With this n mad, we am povidrg an amount of hors the the City can use to develop customization and development kerns. Thepmlet team wit also be late t0 prioritize development amviNes m beet meet the Ckys re iinertet0 For each development ten sedkird dnrig p0000 deegn, a functional description and entangle of hoisted km doaraented and presented to the Cky for consideration. 3z 33 34 35 36 Requirement Abiy to flag *terrace Ties* generate or rot generate an *mote. Abi y to leg burrs or specific harms as ioortsswbte' Al*/ to generate an imam based on the sales of indaidual Liras (Franchise Bigml Ably to generae sulfur vie Moos on a m sized or de elrafreed bass Nally to gecralette otsstog reacher payable from lieu* big trafsadioe:. Web Prezcss Prowls Barg Pmcess Sirtg Prows Big Peace* Bag Process BEng Plcers Big Bast Practise Description AL big dominion for both goods ad services examatsted automatics* in one system Brig system has the >apabiy-to keg iacfrns or customers w the no *is tax s aroeired Customer big transactions prom it a shared service center 37 36 39 40 Ability to *ope *voices for r. 45as or one -tine charges. Ably to Pita side *mice or entire boon of invoices. Ably to print=lige copies d ten *voice and thhereae to valets addressee by various via dion methods Le =Man l copy of lave for Ilsrugemed Company Ably * prow m idple .monies and languages Pmcess Bin Prooese9iii[7 Praxes Big Proems Bing Al big eiametion to both goods and seniors accunuleted mtorrabea11 i4 ors system Coalana wares can be u ssold:0d for m its* roods, shipments, 6v®. and .arendes 41 Ably to produce wt :dstie simmer, inaarg idolise lire kern mots and total vac of remetarne by imam category. Process Big Comer crakes calk be .aeoldated for multi:* products. ship res, ulvciow sot.marries 42 Ably to = erase big *gunner* for Reran Material Authorizations (RIM)* the origin! invoices. Ptnmis Big 43 44 45 Ability* reference the .demere PO or mara4 ember on Me invoice_ Ability * reflect uis and total dole's on invoice Ablly to support an mooted reenter of &alhties for bin] purposes sod i teial ai* We general layer. Process BEng Process Bag Process Wog Customer recelrables issues are =Wined Ma>Ah system etwbled ehgtsnsay ores ankh lidded with imams and coca relaaceto asltmer accuse odd munbens Cutaneo raoetiables ears ere miirreed through system enabled rapYwtony notes writ are itcl bled vlh imams and consisted reference to customer purchase order =dales 46rAbly to spriernelically generate ceghmnlist+eenba'9 of mural groups fbrctesi Abayiotra* the bag satire, lie. where the rrareadioh cane from 47 at 46 50 AhYy* abbe=Mani big*m'as across business edges Mew for a inelde *voice limberly wor=that can be wiomkpxd or periled mane®I5. Aabhrherin/y generate notices for csdad mewing pot contractual goods or serve*. Process Bag Poured Big Proems Bile Process Burg Pmcess Bag AI bag idama4n for both goods and services arsaerulaed mtomaody n one system Customer Ming toresedions p in a shared service center 51 Flerabiy to ovate a clamed Maine for podia* and woo ior heepthernh rpaabo S2ihameberab re ogreceivableereceivablea.'slc e when dplaced via web or cal centermr5 riTg a bg. Proems Bing Process Barg 4$ig Ore= Modulo ReceNemes Receivables Rece:wdr Receivables Pryer Reed:Mies Receivables Receivables Recei aNes AI modules however General Ledger governs the encore. Customer hams ram be corn oidaded for multiple produces, sfipments, grist= and currencies Autonomic remg>lion of cdi5mer reoeiable when customer places order trough online catalog which for been provided to tam. Discoverer Receaabks, Order Management Receivables Receivables Receivables Rem:sables Reeeirahks Recei abler Remind* Receivables Receivables Order Receivables In Seen 1 Optional Service (Ytq (WWI Y N y N Y N Y Y Y Y Y Y N N N N N N N N N N •N N N N N N N N N N N N 3rd Pwiy Software Cuziomiartiar dolt N N N N N N N N N N N N N N N N N N N N N N Sow. a.erx, assay Comma= Flags can be added * customer ander *voice records* centre glee reformation. Desaptye terdslb ea be used to cape= flit dab. Please eve the Oracle ESns e* Wale Cusco nemre d Interface Development Bedroll of the pmpeesr farspeedn interfaces in socpe. No longer m scope per Addendum 1 from the City Tic =qu*anart may rendre tednical developrnert to complete Based rpm our=wrerm wilt Other pubic sector organizations aced the Gays dome to minimize omtorsolicne, .e rtrmenend toil the Cry evaluate tie =wino AamouitY with* the system and consider aMancatiress to custom devefcped soldaw dung the process design phase of the project In =Rion. coma m derdopmrn[ Items need to he ahalyaed on a more derailed level* mnhbte the effort and coat to complete the work Wih lhs mind, we we pre:deg en armut of hods the the Cty can use to develop customization and deveopmet ken e. The project Bean ell ass be able to prioritize development amvlties to beet menthe Ctyx red:amaa For each deraopmert bin Medifad =tag prod design. . a functional dea.plion and =i am of hours reel be doeemated end presented to the City tar consideration 114e of customer retetiawh¢ la the customization We will appodthe LIS dollar curacy and both Enhgfa5 and Spanish languages per the standard Oracle AppfbnEon S5S functionally. AI traits] lord documentation wi be *n Ergfsh -Slashes are *Med t the =hard date fields and avaiable deecrpti*e gmfielda cent* appid4rs ad can be reported via the Del order adihosdadtmf Ps** copy, tuc4aatty. [inked to standard =retired* and toe of atniaa a and rersttig Mums Ito. FLING Sector rargeedations do rot contemplate this hdnmamtaY dhairg the Mid phases of the mpernerteaa1 We nemnmed evil aria ice naewelb based ordering process prior to automating vas a web goad oedema Page 16 of 96 s1.p A6iy to nag gamer or inroees for maid hod ERPSI-Fuhcfiomily-R $Solboume srrranw cs, aao. Slop Sub Seeress Gat Prentice Description Old Module I Scope Meal Optimal Berle= ad Party software Cum .Yen (Ygtl Comments Requirement Mal 53 knob needs to be be aka to pit MICR erecdtg ardfnr berms Process Barg N N N Ttis regaremere may race tedaiGaf development to oonalate Based upon car accedence when other pubic arse or9ael¢agso ad the Cies drs:e. mange sect: tomisa�ra, we leexanmend eel the Cly evaluate the firrtorm[y de eaeltg ega system and oosidn aren�imb o*rom developed solutions daft the paces desgr phase of Ea projes In abbess custom development be denied level to Items nerd to aralaed on ore emanate the effort and cost to ample. the wo& With MSS In mn4 we are poeid:g an reams of tars this the Cily can use to deyetp cedom a 4 and develop ell item. The prtje1 learn lei eta be able to pale development adNthesto beat meet the Cites requnernaa For each dnreloprrat inn idnttied daft pocsaa despa a kr:ca al description aM etinale of laws ai be downwind axed smarted to the Cly for eareAaratim 54 Maiierarce and aulomedc appliance of sees tax for molt*taenp hredectiafa Pmr>$ Big Appropia samba height and oder special t0Mfng Pees calata0ed aubamticaNr Receirabla Y N Vertex N Tiwe h a sates be iterfaoe provided. 55 Reyflt an awoke wawa past an open an io AR and Gt. to repmoe customer oat' redoes Process Barg Remedies Y N 56 Seamans Seagram beaten Order u65. 6 g. Credit, Project Acvun6s and Ana.te Receivable. Pmcnc Big Seamless intedxe eats heaven ado 06y bit and credit tray integrated win common aedaner database Receivables Y N N 67 Supportt amine formawith tater Sawa Bit Recebstles N N N J This requirement may make lednical mr1� Baled upon (anima(anima with oderbolo Sfields aced busbies l " ban. sector organizable era the Cahn desre to miimme Gusto izeters. we recommend that he Ctyeretate are eels 1actiofaity wan tee system atd earider ding the likerriNNM0o custom developed aalWua; Plea design pease of the project In addili l csa0om development term teed to be eragwd on a more detailed Wel10 edi nnale the effect rd cost to compote the wet W6h this nmed. we are pw'bag as account oftas5the the City can see to asap 0540 n and development item. The project tae+w ago be able to prioritize dondopmert For seeress to beet meet the Cites regiamern each development tern ideaiatl drag proms design a actin ascription hones via he as estimate of docmwted ad presented tote. City ton auraderd6aa 56 Supports sub mated paje t based Lang Petals irdded in Praici Atmaateei rep1enes document) Procne Bing Al tart idmrtaat to both goods and senate etatm toed eedemrinly naosyglem Pnnjrt Accoutre Y N N 59 SrppdS e8 feature salable forlraemtlie ere), which sap tint enas a petit to ncorrea.cart Be. rpm mended to certain wawa - pop up ...aloe/ re daces enable) Proems Bast Mates low mar rate Ossetian two cement) n the astenr bag process Receielle1M. General Ledger Y N N 613 Supports Nex1le bang schedules and aerated Ids based on =lamer rngarnenta tie., daffy madly. weeldy, semi- assay elm) Recess Bin Customer cossets issues are narrated thrash system erebkd eplsatory dale whidt as :added alb takes Recarabos Y Pe N all t eaSide t iefelenCe te c slener proems craw ambers 61 Ahoy to tracit o ant at lave not yet been Ned Proems Barg Order lira -more Y N N 62 May S mammy amass fewer matte purities beset upon a predeisrd salable (with or without inelatinereg Process Baal Receivables Y N N 63 Nay to mamma was interest endear penalties (061 or taAiorsel Paces Bart Recant:nes Y N N 64 wawa Abi7to adjust an cola 1a or male adtsanwts Elbe k Sect Reconcile and Aug Receivables Y N N 65 Abity to Notdate la snare soap for an invoke belch prior to release. Reconcile and Awl Receivables Y N N 66 Recorele wd Nadi - Mahan low mar rile (less than two percent) in the oistomer bapg Pow - Receivables. Osier Ott learlefiletheesome Preece Y N N Auk to ether Oracle salaam is ainablle via earthed vases and Hs. Lees lo exteal Wale. see by rasheree mg ea blormst on in menet systems oil need to he queried memay wthn the same* system. Penile audit ash repaadg of data hack to the originals; [Openaloral mason) 67 Support workflow pow for customer sal service. Reccec>te and Ards ReaOvtbles Y N N Abity for caftan to empire' on thee- accounts through ova i beret or we. Israel apparition leg.. set sake bogie) 66 Atari for sea mna to notify us of therrepancies vas the cad Rconcition and Eno Resoa4m Web -embed log eabks one cannel 10 newel the ateome of any keiley phone ceig lbws magenta" to maim agree aiealmbl s Y N - N 69 Abay to bred Wearied emotes detected on the aerate Ile. RemrrL6m erld E1mr Resolution l aiaan tow coo nee (leas than leo perms) in the customer big paces Reoeieahks Y N N ERP-SI-Fwadwr5yAitepareSobamroMASTER Page 17 en$ ♦r Solbourne .wprwnwer.210.- Step Sob Please Bari Practice Description Ora* Module In Sage rnsi OptidW Service (MI Ord Par*/ Software C storencsmon MN! Comments Magdalenian 70 Aids to identify rmr perfuming updates and attending its face fled preside au* trait reprlig of data back to SOULS Recondition ad Error Resolution Al king hormonal fa both goods lard service am.nunied aeamvafmy in ore sy}trm Receivables Y N N 77 Nulty to modify manual is before posting to AR. Reda:i ea ad Error Radial Maim law error ate fists than two percent) in the customer hug pones Rereiwabees, M Management, lorojede Y N N Cotomer nodes we ended n Crack AR. Prior to to the MGeneral Ledger, e invoicecan can be modified 72 Ably to perform enameled system balancing by hang system pa to rplmdng the iderfaoe from the operatimtl Recondition and Error Resnktiun Menem low error rate (his than two percent) it the customer tang process Receivables N N N The req.:smart may require terlvaed development to complete_ Based upon our erseldi ee with other pubic sector ayeezatio s and tie City's dealer to minimize crsmmva6ons, we reconm e d that the C1y evaluate the mating functionally wiknthe system and consider aiematiees to cu urn developed matios aaig to trams d In development denier phase the project addition asedrn tars reed to be arelazed our a mote denied level to estimate the MEd and cost to complete the wank Wi his in mid, we are prwitig en account of hours that the Cyr can use to develop askinn¢amn amid development Berns The project team wit also be ebb to pr onde development addles to test meet the Ceps requirements. For each development tern identified dung process design a h}aiiocel description and estimate of hens wit he documented and Trued to the City far a:rei teration_ 73 AbBly to r0oo04 exception repot regards arras enmmbsed by tiling system on the interface hie mom the operation systems. Recondition and Env Resonation Malian low error rate (leas Man two percent) 10 tee customer tin process Rereivablea N N N The nryu:enor may re sire technical *renowned to complele. Bead upon arrxprierce wth other pubic swim efgerendorn end the Ctlis desire to m..000 customizations, we recommend that the City evaluate the edtirg Tuhclirns6yMein the oyster and corendr drnabrves to custom developed sakmnedurirg the process. deign phase of the project an afdboh, costa" development beers reed to he analyzed on a more detaiad level to estimate the effort and cast m complete to work With this h mid, we are pruning an same (t bars thuds Cty ,car use to dbralop customization art devekprne t demo 'Ille pried tern sal ohobe age to piaBce demlopmet esthetics'°hest meet the Cefs rapierrerts. For each development tart deified d.kg proms design a ftamorat description ad demoted thous will be documented d and presented to the City for consideration. 74 Ably In tegenrde an avoid from the same lira period I Recorcilation and Env Remade Ibis* too error rate flees than two percent) in Me customer biting process Receivables Y N ht a daemon has occurred. he. pnvg was Warted on the 75 Abityio revew nearest invoices piorto releaeig then orrice. Reconolailian and Error Resol :et Mattaih low error rate flees then two parast) nine conform big plasm Receivables Y N N 76 Andy to void manual vraroixs before posting Recondition Mahain low error rare (has ton tea p merit) it to aaeoner tiro process Receivables Y N N and Error Reealotio 77 Support a met service demonic depute res old= process. Reconciliation ad Emir Resolution ' Web-rhadsd log sables a>eaaer conned to record the outcome of sy equity Vise 0 allows nra.ogemM m munhtor rice Remvemea Y N N Ok per Kathi C - need to debm:e t Receivables is n scope 78 Ahify to active invoices Reimd Retrtiom Receivables N N N ¢^ar^wi work will le tCity to del* and hrdratsnd tnag.q and attiring aides and processes 0Miq t npknrster.>n we do„ rr , necaenerhd thee the sty for m edended proof tine befre i plementig any seivig irocessrs 79 Nagy y gy 10 drir down from product type Ming by Record Retention cei Receivables Y N N The Oracle APPOSS1116 taws met to deridehm and view dusted human Wehort more dews on has remireseed, however, we ae statue m deiermie whether to meet the Ciy's needs a piceilire wi Sep 80 Renterenad Ab sky d tie( hypenrski to origami contract from :noes or .tstenenht mem Sub Pieces Recce Refuel:in Best Practice Description Ormolu Modulo Receivables In Scope rvttn N Berri fYielt N 1Md Party Sefhhee Customization IYRO Y sePemmee 16. sow leis liequireeneyel may Tepee telneal development to complete. Based upon a es eriea with other - eecor aganinliora ell tee tips Mite to meinice aka ors, we recommend that to City evokes& the edging fuhdiormaly nrlrn the system awl cwsider okematres m men developed mMe m ding the pow design phase of the project. n addition, custom development Wm need to be an:Med on a more detailed level to esltaale the effrt and cost to complete the wait %Wdhen n min, we are provifeg an moot of hours that the City can use to develop usmad:mien and dcreloprnera kerns. The mind team wi also be able to wiori'me development Maltase beet meet the Citys regWrenrens. For each development kern MOM & g process dnsgc a lrrenrsl dnaptan end eaten& of leans wit be demented ell preserved to the Cky for conektere8at 81 82 83 84 85 Abity to repel 00 from part periods Abtity to march fora GL accost when ertervg a manual invoice. Wonky to see/eh tor information on any feat with The Down waded Ability to sat and tack try :micerype Ability to tack imo number front the operetta,' 88 87 88 Angry to View Moises on the Marne Abity to view per erhiesvw units camber, iwoiem mount, etc. Abiltybviwemmartim Nary. Record Retention Record Retention Record Retention Record Seamen Recall Retention Ab*y to Madames *mein *:lacy ties and remand. Mk 9dAbiy to report on deed to otion ernes a order to manage risk and lo omen re-owanence tg 91 Ability to repel on monthly sales tam by tag jutmdi ions. 92 93 Mily to molt on web agree bo wsstmmes Ably to renew pub by item Welber 911 ALky to 1o8 up meaer iwmces by customer. sales reinesentatee o to Merry. Read Remake Rimed Relation Record Retention Record RetwNon Reporting Repohtim Rwfiam Reporting Reportim Abney for ostonhee to earns on their moues through an itemet or seem Mane eppic i0o (c4. I"Q eatei.yl Receivables Reeiv.btes Receivables Receivable Rea Receivables Receivables Receirebles Receivables Receivables Rewire/es, Discoverer Discoverer Orate Reports, Discoverer Resaleable; Y Y el Y Y Y Y N N N N N N N N ft N N N N N N N N N N N N N N N et N N N This re:aiasent may 'epee tee real development to compete. Based demur imperierce with other pubic smear opsetiedions and the cape Mae to minimize customizations we recommend that the Cky evaluate the amen turhclir4ByMbh the system and consider alternatives to waive developed s0Ytlas doing the prams design phase of the poject In addition, custom den0praert keens reed to be deemed on a more detailed level to esthete the effort and rat to complete the wale W Rh this in mid we are pe++d g an acaw0 of fives that the City ten ore to develop cusernbation and develophhere karts The project team wit elm be able to prioritize development ad1ka to Pest mxf the Ckys "estrogens. For each desmbplell item denafed drain poem design, a Junctional &sed:tion and estimate of thous wit be doormeted end preened le the Cly for consideration. May ogre a Diacnvee repot TM mp.renwt may rebore Medical development to complete. Based upon ore aperirce with other pubic sector agsritelwns wed fie Clys Mee to mP,:oce waionY¢ations, we 'commend tied de City crenate the emoting fhsnsoaih mein the system erd consider akematvea to wpm developed solutions bang the poem design plh:e of the project In edinfat oaten deveopment kerns need to he maimed on a more detailed lever to esSmale the effort and motto complete the wort_ WI1I this My mind, we are pro idng en account of horns that to City ran use to develop c st rn2ativh ad development trans The ppojettemm wit Aso be able le prioritize deYWprlet aethiela 1P ten meet the CIO recur emeula For each dewrl o nerd ken identified dung poem desgnt a famliont ddptioe red eseMate of hours wit be dmwme4ed ad presented to the City for consideration. Pepe 19 of 88 ERPSIFunc>ioaay.R9Po se-So*0 tneMASTER $Sothourne Slap 95 95 57 RpuynntMq S. Promos AWN to sort imolce by Contract neater, Purchased Date, Customer Name, Ran Number, booted Date and Remittance amt Abdty to sort ere>;ce by categories. :ladi g Sales. Saks A4Justmves, Carneirirs. Reinstatements and Clan. Abney to vise counts and total value of eminence by pradud Ravenna Reprtng Bast Pravda Oesuiptien Oracle Rtodur Rectwahka, Ci®wverer Rem, Disowanar Order Receivables. Discover In Scope rclNl Y Y Opliorkd Savo rcM1 N N N 3rd Party Software Customization [Y/N1 N N N Cernmrrk s•.reae 13. ]me 5esspnbr Id 2064 5-Budget Fonedation 2 Requirement Ability to compare budgets against planned targets -wPSin appicatiot Melly to drit4down whin reports. Sub Preeess CamWae Outcome to pptFM Plan Targets Provided at Slat 31Abiity to moire on budget data within appicatiom - incising the oily to 1) dorinkmd to an Excel. format, 2) compare Me-1h= budu ts within a version, compete tenet versions, and compare badgers by budget period. 4 Aoibty to provide commentary on vadancen between btdg0t and ptanmed targets. Couple Outcome to Op/Fin Plan Tergds Pmvided at Start Compete Ot6CAneto OyAn Plan Tames Provided at Start Compeie Outcome to OptFm Plan Testis Provided at Slat Best Practice O mar-000x - Budget reiterabo s focused on identifying ardor to achieve operational targets— not on processing fman has - Budget alterations focused on identifying actions to achieve operational targets— not on processing financials -Budgeting is enabled ttrongh an Integrated spuicaeonthat is used consistently throughout the organization. -Budget process is driven by hop deer targets. Agreement on overall summary -level budget reached prior to preparing detailed bre:get - Budget process tufty irked to strategic planning through operational targets derived from strategic objectives - Budget reinrati01ts tossed on identifying echoes to achieve operational targets— not on processing fmanaals 5 Ability t0 run reports at a• levels of the hierarchy and for types of analysis inciudi0g Bu get vs Target end Version Analyses. Reports should be able to be rtm by users on domed - and data amass should bet imbed by role. Compare Outcome 10 OpiFm Plan Targets Provided al Start - Binges reiterations focused on identifying actions 10 achieve operational targets — not on processing financials B 7 Ability to automatically co soi4ereggregate individual budget components. Aliiity to dd&dowm from Ugh -Iced report into beer levels of detail. Ataty 10 rum repots &Sling high -lord view of budget verses target Censof aht Budgets Camoidate Budgets Cansaidae Budgets Oracle R0den Pubic Sector Budgeting nismverer Patric Sector Budgei09 Pubic Sector Budgeting - Al irtaroial hmcdos inducing oo soide4rm, eimi alma and foreign currency trasla6dt are performed meornaa0ally within the planing toot - Eadr level of the agreement. nt. bets a toiled number of ire items and ire tams are gimped and inked at even level of the emannelion -Budget process is Odeon by lap dean targets A9re ire tt or overall summary -level budget reedued prior to preparing defaced budgets. - Budget process fully inked to strategic gemming through operational targets dedved from strategic ohlerimes - Budget reiterations focused on idenifym9 scions to adhere WeaGmal targets— Mon processing moral 9 Ability to do Asset -level budgeting- inducing: 1) add assets Develop to budget. 2) semen for existing assets. 3) perform elueri0 medels ad do1n110ad asset -related data. Translating Op Pies to - Budget breegrates capital. income and amanita analysis - Public Sector Brdecin5 Pubic Sector Budgelln9 Discoverer Discoverer Pubic Sector Budgeting 10 Matt, to do line -Bert brggiog. Ability ty to associate a ice item. run rears Develop ModelS Tre datig Op Plans to FPeas i - Pforma edgets gm items) produced materialist*I based on the foxy drivers oapdatl0n method with each budget AdWy 10 pre -populate licence! and future depreciation anoats into base budget. Dee velop Modes Translating Op Plants to F0 Plans -Budget integrates capital, i �e and expense analysis. 12 Abiiiy to pre -populate histor0al and future position amounts inn base bu dgels. Develop Models Translating Op Peas lo Fm Phan -Comm year ladgel can be seeded usag inputs mom multiple sar0ls 13Abiily it approve budget Budget remew t%Primver shaliWA have the abiily to: 1) modify. 2) apply mass adjustments. 3) and ahbraie i0e-iteml budocts. - Budget reiteration focused 0n idemifyirg adios to a Beare operffioal targets— not on processing financials obit Sector udgatlng Pubic Sector Budgeting Pubic Sector Budgeting le Seape frnB Y Y Y Y Y N r T V Y Y T Optimal Service (MI N N N N N N N N N N N N N and Party Software ppehar irotien (YM1 N N N N N N N N N N N N N Ceornente We wti anima ttie US dollar currency and boat Engi;b ad Spanish languages per the slatted Oracle Appiazida PALS fundioa6ly. Ai training and project documentation will be in tom• Page 21 of 98 ERP-SI-Puncesnairtramponse-S°mo°reec1ASTER 5-Budget Fomiulatian smear i5, a]en Oatawrns Step Requirement Sub Process Bast Practice Description Oracle Meade In Smite Inn Optimal Service WM 3.1 Party SWtwae Crestendortion 'Yee 14 Mary to export bingo[ data to cernal repository - to nnake available far use by other appimtiorshe paring solutions. N/A - - Process is supported by an htegrered information artetechae Budget iifrnmaion is consistent with and proms Is Telly awned with man forecast oocesv Pubic Sato Budgeting Y N N 15 Abely to copy existing beige[ models. 1eadlnst - Taxies & Rerun Models Process ircbnfs the development of multiple when i1 swamies and approval of ceniegeray pains in meet targets Pubic Sector Bawling Y N N under a rwge of future scenarios. 16 Abilty to mph budget models. Reabust Tears 5 Rerun Models - Peeress incl dsthe development t of multiple when if scenarios and approval of contingency Alas to meet ta9elr order a range or awe scenarios. Pubic 5ecdr B dgeeng Y N N — 17 Assign risers to Roles, Business Lilts, Budget Activities and Budget Ceders. Review Bridget Goideines - Budgeting is doom by cross furtional teams with significant operative bi i .eloan t. Mulian1eisianal budget 10Yers Ink to organizational hierarchies or ter roil- up stnichem Pubic Sorter Bingeing Y N N 18 Define and communicate budget guidelines. Review Budget Gel:deines - Budget process is mlven by lop claw targets. Agreement on ornate srt•nenyae'el budget teethed Ivor to preparing detailed budgets Pink Sector Budgeting Y N N 19 Define budget 099111ons far each role. Ref law Budget Gnideines -Bwdgelirg is done by crass frrncko % teams with significant operational irwohremed- Mu1G-dimesioml budget carers ink to orgam bra ne* lie arc is or their rol - m *lectures PW5c Sects Brdgeing Y N N 20 Define budgeting roles - including Budget Coceiamr, Budget Analyst, Budget Prepaiar, Budget Reviewer, and System Administrate. Review Be lga Gabbles - Bingeing is done by cross functional teams vith signhifmti operational imolveme t. Mulliamensional budget meters ink to organization* tierarchics or their rntl- w annuals Public Sector Budgeting Y N N 21 Define bmdgairg status update procedures. Review Bagel GurdeineS Pubic Sector Budgeting Y N N , - Process and workflow management inducing entail notification and alerts to track the progress of the fidget 22 Define data integration requirements and data scones- including at, IAi. Assets Review Budget Gudaines -Budget integrates capital. income ad expense analysis. -linkage of budget to key performance hhdwes improves the emersion of operational dela to financial pas (e.g.. feeds the smepcd aitanu9 a1f ad everyeing e cremstetly defied). - Current Year Midge ®n be seeded using inputs tram Multiple soon% - Pmccsa is supported by an integrated information architecture. Pubic Sector Budgeting Y N N 23 Define Manning target debt% Review Baca Guidelines -Budget process is given by cop down targets. Aemerhem on weal summary -level budget readied prior to preparing detailed budgets. - Budget paws hilly forked to strategic pairing tlrouuglh operaeunal ranges defied from strategic objectives Pubic Sector r Bintgeing Y N - N 24 Forme:aim appicalian integrated with Bingeing appiciatlm. Review Budget Giedeines - Budget ideneton is consistent vett and pry is fully integrated wit mi<ng forest process Pubic Sector Budgeting Y N N 25 Identify Midgets uses. Review Budget &Ademes - &*gates is done by cross taktioral tears with Muifice t operational involvement. Multi-dnhensianal tndgel ink to orpi®tiepl Iie1Wis or Mein ra- Pubic Sector Cudgeling Y N N cedes wsardine — 2Web-mod application interface. Rerkw Btdget Guideines - Uses Submit and nacre budget Gate through a Peniauhen based environment Pubic Senor Btdgetug Y N N 27 Ability to'check oin a budget for processing. _ Run Motleys VI! Selected Scenario & Op Pisa - Bingeing is done by cross functional fears with sgrif nd epxations! involvement. Multi -dimensional budget miles ink to organizational hivarhies or their roll - up ffin0aes - Process and minion racagenert including emit omtficafioi and alerts to bark the Drone % of the Woe!— Pubic Sake Budgeting Y N N 28 Ability to Submit and Reject Versions, Run Models od Selected Scermio 6 Op Plan - Budget reiterations formed on identifying echoes to achieve operational targets— not on proroasing finan®% - Parrs irrfdes the devtl9Pme0 of mdipe what if menace and approval of contingency pMa to meet tames Pubic Seto Budging Y N N ode a range of hubse scenarios. 29 Abby to acid notes to individual One Item. Run Models wl Seated Seen% & Op Pram - Tactical actions to achieve target dearly identified in Me budget's awamperryilg mutative (e.g.. pining awwunpa rs in the fire item to trade it wherever b goes in the o tahiml'aini. Pubic Sector Bingeing Y N - te Page 72 of 96 ERPSI-Fuhctiosaitya 85P0 . 1 -MASTER 5-Bridget Foundation ssreow 15. 2014 Slep Suh Process Beet Practice Description Oracle Module In Seeps 1Y1711 Optional Service Wile 3rd P*.ty Software Custom en IYM) Co mmal Requimm.nt 3a Ability to have multiple working versions of budget Run Models rid Selected Scenaia & Op PIS. - Budget reiterations focused on identifying arbour to Pubic Seder Budgeting Y N N achieve opeatanal relies— not on pram:Mg 5naucials -Proms includes the development of multiple what if scenarios and approval ot rnnilgeucy plan to meet targets under a age of future scenarios. 31 Ability to make mess adjustments to i e item details. Rip Models rot Selected scenario & Op Pars - Budget reiterations focused on idertdyhtg adimns to achieve operational targets — not on promising finunciaft Public Sector Budgeting Y N N 32 AUK), to override 'seeded' or calculated values. Run Models wit Selected Scenario & Op Plaits - Cc.rert year dd9et can be seeded using inputs from mritiple sauces Pubic Seder Badgering Y 14 N 33 ASilty to send a user eemmuicaiorVupdate on a specific fidget activity from within appio4ma. Run Models vol Selected Scenario & Oo Pfas - Process and workflow marnagententinducing email no iirsicn and Weds to track the progress of the budget Pubic Sector &+dge5rg Y N N 34 Addy to accept attracted data from external Serves (enable inputs from various 9y4tans). Sean External Ehwrkament - Planning Foos Is Eztened. Benchmarks and ether external lotomarion utilized in goal sating to help comprehend performance drivers at hop erudite camparies Pubic Sector Seducing Y N N 35 Abilty to coptpae internal key performance indicators and trends -very s oompatltve analysis/dale. Son External £aviron coned - Manning g Foos Is Enema BeKt.1144 and other a1sral infaottaio n utilized in god setting to help comprehend performance drivers al lop quartile wnp.ien Pubic Sector Budgeting Y N N 3fi AtiMty to review key performance nce inmcalos, tads and perfpmatce to plan over the fvrt year. Sean Internal 6Srireanerl - Lintiege of budget to key performance imitators inpbves the conversion of operational data to financial cial plans (e.g.. feeds the timecard automatically and everything is mrstStenlly defined). - Line tom detail is derived frown the km performance drivers And is hest on meteriefy and volatility. Use of driver based models to delenrine detail. the fidgets imbed Prtiic Sector Budgeting Y N N 37 Allows hieY51duical and multi -dimensional reporting and UM down meetings based upon user —defined demeterislics. Scan Internal Emriramled Discoverer Y N N - Each Mel of regenizstien a number of inked ime ins and inn Nees are signed and et every level et the onaa►zatircu 311 Existence of a central data repostay (accounts. most ceders. lierardies, U MWWc, ttAwiollanent financial resifts. lnairea inteliceae). Scan keened Fawirersee nt Proms induri Pubic Sector Bldgetmg Y N N - and wal1how management g email no1featien and enders to back the popees of the budget 39 AAFy to perform multiple aMary forecasts scenarios for multiple periods using userdeftned cantata :but Modes W Selected Scenario & Op Plans Pubic Sector &d9eing Y N N 40 Flexible evading repshr0hes with abiilg to capture management remafre kdon aim for Neural Bu19et book NA Discoverer Y N N 41 Abilly to attache erendanic documents to inaividual budgeted ine tens Run Modals eV Selected Scemaio & Oo Plans Pu4tie Sector &fidget ig Y N N 42 Ability to financial data for aadh Review Budget Guidelines Pubic Sector Bidgehng Y N N support nedtipie yeas of badge cycle line years hi1Wd0ai. budget Pis four yes forecast) 43 Abiy to perform bed aaysis and amoeplion based reportbg PIA Pubic Sector StxklBleO Y N N 44 Airily to perform moonset/revenue allocations automatically based on user defned criteria Consolidate Budosis Pubic Seder Butlmahg Y N N 44 Ability to male lfstaical and budgeted f.amiah in form:dice to reflect organizational realignments Review Budget Guid Ines Public Sector Bud9eirg Y N N $S�lbome 6-Business Performance Rehng 3�pMeher 4S 3001 Sap Regalement Sub Prates Best Practice Description Oracle Module In Scope 1Y011 Optional Service rryN1 3rd Party Solh►aee Customisation PAID Cornments 1 Abed), to accept extracted data from external somas (enable inputs from various systems). Modify or Setup Reports - Process is supported by an integrated information arcidlerhue which prows automatic sourcing of all required data and irforrrmlion is extracted from data warehouses and/or data marls that integrates information from operational and transactional systems (ERP. CRM, eta and erdemat information. • e&eiress Innteligente N Y Y eBusness Intellegence and Balanced Scorecard are not in scope for phase I. We strongly rewarmed that the City consider arplemerdn'g this fool alter it has implemented the core fundio o and has a halter understanding of the underlying data that is evsiatee for reporting jp the aooticaions. 2 Ability to control what data is accessed Wrenn creating or muddying rep sts (ROLE -level seonay). Modify or Setup Repots - Open acsass available to all legitimate users of business performance information. Information is freely shared amass dillerent o1gentotiors and business units. Discoverer. e$1sness hdetligerace N N N O kaimss Inteinegence and Balanced Srnre5ard are not in scope for phase I. We strongly recommend that the City consider implementing the tool alter i has implemented the ode functions and has a better undersmnc irg Ogle a denying data that's available for reporting in the aooications. 3 Ability to develop and produce new FORMS for users to collect data not cunenity mailing in any system. Also inldes the ability to modify existing schedules. Modify or Setup Repors - Users have signire aItt flexibility M specifying report pnametes (i.e., time, data types). - Online, interactive. user-friendly reporting tool developed that's araCeeraltim directly by end users. lianicepy dshimmom of reports is minimized Oracle Portal. Oracle Deveoper6i N Y Y You can cream custom forms enter math Oracle Forms fit (Pat of the Developer sulk of tools) or you Can Create Portal forms to collect the data. 4-Allow business rules to apply to specific DIMENSIONAL Modify or Setup Reports - Scorecards are developed fertile enterprise, specific busisas units, departments functional areas, and can also be developed to track the progress of major initiatives. eStsimea hntefigenc a N N N 08u2211e22 hde0egence and Balanced Scorecard are not entities. in scope for phase I. We strongly recommend that the City narrater implementing the tool attar it has implemnad the core functions and has a better understanding of the urderlyig data that is amiable for reeaffim Wine aooicaios. 5 Allows for pnodefined and Cenditonal based formatting (color coding). Moddy or Setup Remi - Performance reporting oorehines quaniaive, graphical and narrative presenta6 a. provided Si lour views: lerip1 data, dats1giapts dspayig the measurements (current and historical), goals forthe measure. and a narrative that inbwprets 11611115 and provides mama of More hoed of the measure eBusimis Intelligence, Battened Scorecard N N N e6usiress ide6egence and Balanced Scorecard are not in scope for phase I. We strongly recommend that the City consider implementing this tool after i has implemented the Care functions and has a better u1desmndneg of the underlying data diet is avaiable for reporting in the sooicaio s. StA3mvs for the development of unlimited, diverse woods 7n spreadsheet formals by business uses rib a drag -and- chop graphical- ser- nledaoe for repot building. Should be able to provide highly formatted production quality reports. godly or Setup Repots - Standard set otharnt-end reporting application is the roan nepolahg tool. Abilityt0 download to Personal Productivity Applications such as Excel or PmeerPoi0. - SIauNaudmed reports are autocratically generated and disseminated based upon standard or on -demand reporting cycles. Information is provided on both demand pull binwrn9 users to generate and print their oven wads} and system poet[ (system generated reporting based on time aMfor event dame Liggers) basis. - °nine, iaerxtve, user-friendly reporting tool developed that is accessible directly by end uses. Haedoopy distribution of remits is minimised. Oracle Y N - N Oracle Dsooverer displays outpd in a speadsheef-10+e format and uses drag -and -drop; hewmver, some deals would say at falls shod 11 farms of "highly formatted production quality', Discove1er 7 Piaws for variance reporting. Modify Of Setup Repos -Performance reporting is manly exaepton-laeat rasing pre -defined tolerance levels. Automated pel1>$icaion of trends or exceptions pavvides eeeM driven reporting based an the defend materially ors eB sines bdtligedx N N N eBusinem Inkriegence and Balanced Suo.eard are not in scope for phase I. We strongly recommend that the City consider implementing this tool alter ii has implemented the rare fundors and has a better understanding of the underling data that is available for reporting in the appications. e AIlous hsrdrdidd and multi -dimensional ewers; and dhi down capabilities based upon user -defined characteristics. Modify or Seim Reports -Drill limn to support exception rep rig (i.e. variance analysis, expense dui down) Is performed on an as- needed (on -demand) basis. e6usisns hteigenoe N N N e&sines Inteiiegence and Balanced Scoamard are not in mope for phase 1. We stogy recommend that the City consider implementing this tool alter It has implemented the case functions and has a better i dei amding of the underlying data that is amiable for recodiu10 In the appicatiors. 9 Business data dirrimay to provide coheskad defniti als far terms, levels of deal formulas and golden sources. headily or Seim Repots WA N N N sabourne gtr Requirement 10 12 13 14 15 16 17 Central repossay for information storage with easy scene 10 damhneladate when creating or modifying reports (ac oemts cost carders. hierarchies. attributes, business iitefgenco This includes hobby actual dale and multiple versions of plan data.. as welt as not -fnancial data. Portable, off -fine capabilities when creating or maddyig repots. Technology administration should be flexible. and provide ease of use. Abady 10 control Writ data is accessed %lien publishing reports (ROLE -level sepd/y). Capability to disseminate and receive iifomahion via Portals or hitemetnntranetExtranet when pubfshhg reports. Central repository for ilonnuebon storage with easy access to delaanemmia rem publishing repots (accounts coat centers. hierarchies. atritruhs. business ire enee). This includes holding ached data and multiple versions of pan data., as well as noun -financial data. Portable. off-line capabilities when pubfshing reports. Workflow m i ruirerr rent cepabr4mbes (etchdes process monitoring. hierardu0l review, amofeaon Capabehes. up- to-date status of submissions, color rnded icons, emal Inls, easy ac epfheject ably. lac..). ERPSI-FumctiomaHyR Sub Process Modify or SetP Reports Modify or Setup Reports Modify or Setup Repots Publish Report Publish Repot Publish Report Publish Report Publish Report 6-Business Performance Roby Best Practice Description - Prowess is supported by an integrated idumation archia dins which provides automatic sourcing of at required data and information S extracted from data warehouses ardlor data marts that integrates information from opera:one and transactional systems (ERP, CRM, etc) and external. idonnation. - Information can be tailored to the needs of individual Oracle Nodule Discoverer WA In Snipe 4Ylln N N Optional Service fY1N1 Y N 3rd Pity Software Customization IYM1 Y N S.plt tier 15. 2004 Comments This requirement may require technical development to complete. Based upon our experience with other pubic sector organizations and the Ciys desire to mininiRe crabm®tians. we recenxnend that the City evaluate the existing functionality wither the system and consider alternatives 10 custom developed snidions during the process design phase of the project. M addition. custom development items need to be acalyad on a more detailed level to estimate the effort and cost to complete the work With this in mind, we ate providing an account of hours that the City inn use to develop c stonizoham and development demo. The project team oil also be able to prirnt= development activities to best meet the Cty's requirements. For each development item identified Wiring process demean, a functional description and estimate of hours NW be documented and presented to the City for consideration. Dismvefer and BIS both require users 10 be on -fine when creating or modifying. - Open across available to as legitimate users of business performance ce information. information is freely strand auras afferent organizations and Madams units - Users submit and retrieve inbmraton through a portal/web based envianrrrenl - Process is supported by an integrated Manistee architecture which provides automatic sourcing of al required data and information is extracted from date rem:hodses adorn dam mars Mint integrates information from operational and transactional systems (ERP. CRM, etc) and edema) iifeimetion. - Pmfomanoe reporting combines quantativs graphical and narrative presentations. provided ts tau viers. numerical data, charts/graphs displaying the measurements (current and historical). goals for the measure. and a narrative that Yikrpres Results and povkles aaysis of future impact of the measure. - Process is supported by an integrated information aohaerbee Mach pmvide3 automatic sourcing of as lsquied data and inbrrmeaon is extracted from data warehouses ardlor MO marls that integrates information from operational and transactional systems (ERP. CRM, etc) and external iformation ALL Discoveer, aBusineee brrtefgeoc. DSCWGRr Discoverer WA *Business Mergence Y N Y N N N N N Y N N N N N N Y N Y *Business hrtelaegem and Balanced Scorecard are not in scope for phase t. We strongly recommend that the City consider in>Flemerrirlg the loot after Etas implemented the core tanCtions and has a better understanding of the uiderying data Cads available for I000dino in the acelcations. Discoverer has the ablly to publish output to an NTIR. format that would be viewable on a -nel. Beyond that. Portal would be used. If'more feanciar data means •ex10nal to Oracle' then there %a have to be some customization to get the data into the database (or accessible across a ink etc)_ Must be connected. eBusiness Intebegence and Balanced Scorecard are not it scope for phase I. We strongly recommend that the City consider irglerr_vlm g this tool alter a has implemented the core functions and has a better understanding of the underlying data that is available for reporting in the applications. Page 25 of 96 O.$Solbourne 7-Cash Management Seolwbw 11 2004 Seep R.grs.rad Slab Proem lead Practice Description Oracle Module In Scope MD Optional Serve iytn 3rd Party Safbrare Aeelrnizadon CONI Comments 1 A5My to manage al bank amounts. Perform Amount Mainbenanee Cash Management Y N N 2 Abby to support multiple as aunts tea a angle bark. Perform Account Maidenanoe Cash Management, Reoeivades. Anxomle Payable Y N N 3 Amman analysis imam m>pporfng bank fee 10211111001501e1 and analyzes of bank statement costs. Perham Account Maine ace General Ledger Y N N 4 Wide vie transfers, EFT and ACH tno acme treaty tram cash management application. Perform Account Manlmarce Rem:ra+ies. Aomas Payable Y N N For miscellaneous payments and receipts. Castle Management dots dawn We AR and AP 5 Integration via secure access to bank systems. Per ran Armrad Manteeance Cash Management Y N N Please see the Oracle E-Business Side Dusfembifims & Madam Development seeian 01 Ere proposal for spoaxc itnfeces in scope. 6 Plantain both ntemal and enema bank account ielomafian. Pernnn Accord Maintenance Cash Management, Aeaur00 Payable Y N N 7 Mainhein lee shut -Wes, Maikhi' fa bank. Perform Account ila ternnee Bank lens and pricey revered semi -am ua9y, vie 3 year locks on pricey Treasury Y N N 9 Perham Aerated Maintenance Account Payable Y N N multiple payment methods a style Mandan iesurtrns for bank. 9 Pennon bawd Maintenance Trea dry Y N N settlement each 10 Record bank rays and ether aeralystis nlomlafion. Perform Account Maintenance Sank orediandlinaas and l00adr-recovery plans formally reviewed an mamba baste Treasury - Y Fl N 11 Restrict access 10 update bank accost information based on roles wtmin treasury agrktalkin. Support tar bank lee industry Perform Account Widmann* System Admnia ator Y N N 12 Perform Account Ilantermice Treasury Y N N account sauckres and slandad hie types. 13JA web based tool to tack al cash transactions Develop Cash Position Develop Cash Cihwde, Web -based cash management syaiem it place NIA 1t N N Oracle's cashae h mngemd and treasury systems are .eb enabled and ran be accessed win an Internet bmo.ar trot has a pw pkrgwn. The apeacatrons, however, do not have hat or vela based tams to awed ads tncamaMy. 14 Wily to define automatic, semi -manual. or manual raconc0fon for each bank. Gaeta Management Y N N Position 15 Mihr fo male bank account fund transfers from cash mahagemeMsyslem. Develop Cash Poston Web and electranic bands transfer (EFT) technology utilized for prooesdry Qe6msemente, racapts and financial Mamation using company -approved standards Cash Management Y N N EFTs con be idised from Cash Management but use is no veeb-b sod functionally 16 Mottle manage eager position based on odg0nal structure. Develop Cash Pastan Cash Management, Treasury Y N N 17 AWN to manually adjust duly rash position. Develop Cash Pastor Daly cash posiboniy. mohi®fon, accourdng and reconw4aiwr pefkaMod automatically, uy Web- enabled tools Cash Management Treasury Y N N I0 Ably Iv prepare s6btitlkal rash forecast. Develop Cash Pastern Cash Management, Treasury Y N N 19 Ability to view de Wed resection tut comprise each aaannmby entry from cash asppfeafion. Develop Cade Penton General Ledger Y N N 20 Actual on. Forecast cash repots. Develop Cash Poston Cash Management Treasury Y N N 21 Automated Si -lateral Nermo Develop Cash Poston Cash Management, Treasury Y N N 22 tank Fees: corporates Ma cash forecasts. Develop Cash PonSore Cash Management, Treasury Y N N 23 Bank stalemense automatically uploaded Develop Cash Poston Cash Management N N N Please sea the Deana E-Business Wile Cuemirations & Menace Development section at the proposal for medic nlehiaces in scope. ERP-S1-Funo9onaiy-Response-Sotbohme-MASTER Page 26 of 96 7-Cash Management Seemrar 1; 2001 Slat Requirement Site Process Bast Praedee Depwptien Oracle Nodule Y Seepe CM Opdwm[3waioa erne and Party Selwaea Custoniaation (Y N1 Conanmem 24 Calculate interest amuals. Develop Cash Pronon General Ledger Y N N 25 Create cash amatory reports. Develop Cash Poston Cash Management Y N N 26 Daily cash Saimaa mammal .ly created based on data reoeked from Migrated systems. Dewlap Cash Farallon Web -based cash lowforerastig models used to analyze current and historical sash -low tends WA N N N Cash Management has some hinted Forecasting timcbors_ There is no web -based amanita* in Cash Management or Treasury 27 Debt irshuments and deal management data integrated vih cash forecast (Focus on debt malaiy and payment dates.) Develop Cash Position Cash Management, Treasury Y N N 26 Delne components of cosh posies to support analysis of cash that is asaiable at a particular lane. Develop Cash Position Cash Management Treasury Y N N 29 flridowt from cash position to sub ledgers for supporting daunt Develop Cash Perin WA N 1V N 30 Generate Merest schedules. Develop Cash Nilson Treawry Y N N 31 Integration of cash management appbtation win Accounts Payable, Accounts Receimble, Payer) ant General Ledger Desna Cash Pinion Yes Y N N 32 integration air external lodmmos. Develop Cash Potation Receivables Y N N 33 interest ealeiaikns incorporated Ito daily cash forewarn. Develop Cash Position Cash Management, Treasury Y N N Cash Management has some limited Forecasting functions. 34 Letters of Creditare Migrated win cash management epeen and'ewoporated Ma rash forecast Develop Cash Posta n Cash M negement. Treasury Y N N 35 Lend pee transactions. Develmp Cash Fusion Cash Management, Treasury Y N N 38llia main rash positionworlsheels. Develop Casts Pomp Cash Management Tueastay Y N N 37 Maidarr multiple cash foreman models. Develop Cash Poplin Web -based rash lea tareoara g modals used to analyze hishriol Crib Management Y N N curvet and rash-iewtands 36 Maintain role based sectary for ail treasury and cash ors. Develop Cash Persian System Administrator Y N N System Admhashater role denies and adm:n:tars aratsm accasa. 38 Manage ittmasa banker; transacious Mduding canalising irterast accruals and aeeig :r-horse bank statements. Develop Cade Posing Treasury Y N N 40 Record all bank mew & and related idotmebon. Develop Cash Pastier Cash Management, Accounts Payable Y N N 41 Select rash kiwis to minor result from deal transacims. Develop Cash Poeimv Treaeay Y N N 42 Seiement transactions wrmmatirally triggered. Develop Cash PmMn Treasury Y N N 43 Summary aonura g entries automatically seated and interlaced to General Ledger daily. Develop Cash Position Cason Management Receir"aes•Accoufte Payable, Treasury Y N N 44 Maw historic cash forecast data. Develop Cash Position Cash Management Y N N 45 Web, EFT and ACH technology offered for disbursements. Develop Cash Persian Disbursement processeig eoordmted and managed M shared services. win Y. 70 pace! of dollars otimased eledreu'raly Accounts Payable Y N N EFT and ACH any 46 Web, EFT and ACH technology mitred tar receipts. Develop Cash Poston Rece W processing rPwdimkd and managed in shared Services. wit a 70 percent of recant dorms remMed by mrthlel chron any by customers Receian des Y N . N EFT and ACH only ERP SI-F Page 27 of 96 $Soiix*irne 5-Compensation Admidstratlon Sneerer 13.1004 Step ReguiaamR Sob Process Best Praedea Description Ornate MOM Si Seepe iYirll Optimal Se riea rem tied Party Software Customization fYMi Caesuras 1 Compensation dens- silk f competency vahatan, job is by Job Analyas'Jeb Eaaludien Drone modeling capability utilized le miner fnaiml =pact of comp 5mer9 rowers upon area of budget responst illy Homan Resources Y N N planning and rteagd performed jm9y management PR, and compensation s. 2 Lermuge job Momua<an oiena and vision San the staling promo Management le6rma/en Roaring Online modeling capebay utilized to eaWeo imne= Impact el a mperm5aihneri reviews upon MO alarm/1 respomblir Human Resources Y N N 3 Fie le report Mar to produce detailed ad-twc fermis for maagemerd reporting of compensation Ma. Management information Reprice Onfue martini) capabidy Wired to evaluate Mandel impact of compensageranertravievs upon area of budget respmrsbir Hunan Resources Y N N 4 Management repealing uses sandard templates and user- trendy query tools and draws hmmation from a camera- ride =harass with defined security process. . Management admonition Rearing Maagra suprreas prompted a lemahcalIpio perform appraisals 'Magary tie Onion and execution of cempmeag n adjustments; Oel:m, role based. secure acmes developed far tied afydaieal and mmpenan9en debt: Orion morning capability uilized m avahan *uncial impact of compensaliontneri renews upon area of budget ry Hunan Resources Y N N 5 Managers use mine not to dtiewappropram employee data, as needed. Management Mound= Reprig Maagerslsrynvisas prompted auamaieryto peliom appraisals Mooing tea Megaton and execution of compensation a note: Odin, role based, secure access developed for past amend and compensation data Human Resamres Y N N 5 dire amass to compensation data lneti ng budgets, forecast and historical data for management based on both hierarchy. imam, and indvfdal. Management sfrmaien Rgwrrg Ilsragnslagnr'nms paomplatel mrtemafioty to perform triggering tee Oaten Human Resources Y N N appraisals and exmdon of oerrpenshon adjustments: Orin- rate based. meoae access developed for past appraiwl and mmperseron don: Mine modeig capability uh9aedl evaluate Mandel =pad ofcompensation/meat mime ram area of budget responsthily A Ability l Mande multiple Maim rules for ro09ig and gags (head numbudget 5i budget, %icrease, scion, salary rime, et.). NIA Paper retards updated autrnaicaty from melt -pay system Homan Resources Y N N 9 Minn override be secuiy access table an be compensate system bf avoid delays dreg tie yea -end process due Iatterace uploadsfram source system. NIA Na agesisupavcos prompted auamafir ty to prim tiggsag to monon Human Resources Y N N appraisals and emotion of compensate adyshneh0: Online, role based, secure access deranged for past appraise= ad compensation Mt: Orin modeling mpabtlyuiiaed to endue= f ees= anpact d conpenna9rYmat=views upon area of budget nesponrally 10 Auomabd contras and waMlers, as appropriate, with Mamma odes forlhe epprorat promisee l help enure compliance. - Management I f rmaYon Reprig Managers/supervisors prompted anmmairatyto prim tggeiug theidierm Human Resources Y tit N eppraeals and eaauden of comprva0on adyustnani; Oniie, role based. secure arms developed to past epa"sal and comperRsirn data; Orin morning npebiitf utilized l evaluate %anvil roped hneeiM.ebudget of mr0m nfmwa upon area of responsirry 11 Automatic prompt and ralidaimn for ail unique employee compensation regalement (e.g., sipdans) at Me of oiler genrrion nil MSS (ire eateeulani. Create total Menagemeed =mmmyon Mrwgrshmeniaea prompted rob mudirly to perform appaisalstiggmag fa Ingeimh and erasion of eampe setiar a usi arts Grime Owed l Mancini Human Resources Y N N Reprig 12 Management lufamuien Reporting Hm00n Y N N rareness end reidercemad of vain of r mpewYn and retards (e.g., emplane devele marl, benei, pension, appimble prrequir es(- Beare the 1u60ens0ocal meddag capability erakata impact gf mirpe sari nlmeriTrra rymd ma 01 budget mapo nanny Resources, Advanced Benefits 13 Management luiameten RWeig Ordne medley cepabiiy irked to eralual a fnw+wt raped of map ratica mat reviews upon area of budget 'responsibility Human Rrsonroes add Oimmverr Y N N cen$9rdapplicaion of framework is wnpnsase managemrd supported through a Wm4aneion of mann corrals, compensation pddees. HR eommdafen and ley promha ce adicmns. 14 Cmrpersaim tool Ungraded with ERPo calculate, impement and bad[ base pay danger, bonuses and equity awards Oh effective lakes sod current value (1 day lag). Job Melyss/Job Evaluation Itimegerstmenisois prompted automatically to Perform appraisals liggeng tie idiation and eaerartimn of compensation adgusme its; Cane, role based, secure access developed for past appraiai lord compensation dela; Oniu modeling amenity Ward to evaluate financial beast of comment IJmet eeMews upon area of budget respornialy Forman Resources. Alert or Wertfew Noiticaions Y N N 15 Inn dual and mass update capability governed by sectary end access odes_ Jab A tateds Jab Ender= Papal retards updated aromatically from merit -pay system Forman Rraarrces Y N N 15 Manager Self Service win appropriate contols or compensation modeig and repartee. Jab MagaislJob Evaluation ion agershapencas prompted edrneiaty to perform awards tawny the Olden and EMUS= of compeendion a iusbnads Onfee. role bceed setae access developed for past appraisal ad wmpwsation Mu Ovine modern) eapa.y Laird o =abate nom= Planar Re o rces, Comprmlen Waahnedn. Alerts or Wmri1lew Not6ralbra Y N N impart of compawdardmei reties upon area of budget member ERPSI-FuncianaMy-ResponseSottonme-MAS T92 Page2A of96 $So1botuie 6-cmnpemm5oo AdmMastraSm Swamae 1$ zoo Seep Requirement Sob Plums Bast Practice Description Oracle Module In Scope (YAfl Optimal Service fYA6 and Party Software Ciestarneation (WN1 Cannons s IT Menegers trained to use the prouded tools to help ensure equity and effecivenesa ofmmpensarion program transactions. Management Memnon Repafng klanagentupeivisors prompted unmet a6y to perform limning the Mallon of Hunan Resources, Compassion Workbench. Alert or Walllow Noliirs6ors Y N N appraisals and "Rescreen smpo Baton aofyatnent; Online. role based, secure access developed for past appraisal and oompenseion dam: Orrfne modeling cepebily Witted to evaluate ieunsa knead of campersationlme i reviews upon sae of budget resporreWBbf 16 Ordise modeGcg cepabidy b evaluate Tnenni impact of c mpensafon or men reviews eon rev of budget trspmeabity. Management krknnmian Repelling 01111111 modeing capabity u ed le evaluate f Rent budge Human Resources. Compereabom Workbench. Pubic Setter Y N N impact of compeesaiwJmeri ureic upon area of responsibility eudgaing 19 Onfire repee*ry wadable to view canal com.penselion program dement, grideknes, policies procedures and FAOs gunned by srs•dy and access rules. Messagement titanium Reporting Online manna capability union to evaluate *lanai need of oompaw`onneritrevimr upon area of budget respersfiRy Human Ressuran. Compensation Watldsench, Public Solar Budgeting Y N N 20 Spsebfaarbel amps salon nlormabon readily evadable In management and HR. Management nbrmeion Reporting Managers/supervisors prompted rdamalicaIlyto perform appraisals !signing eon niatan and execution of compensation asfeastineres Online. Male based. soave developed for appraise/ and compensation Hbmnsh Resources, Compensabn Watbendr. Alerts ar Work9ow Noticainns Y N N assess past data; Oen. apabYy u610ed to eeabale inancial moderns nnpact of oonrpnsabrilmrd fedora upon a n of budget reaponsiny 21 system auditfundana1ly to trod[ updates to element of compereer on. _ Management ntonnation Reposing Unegdslsperatas prompted ..tome iy to prtim ann al tag the ninon and "Kenn n of caapensabon ad tmu is Online. rote based. seise ' Human Resources. Payson. Compensator' Compeasat Workbench. Alert or Wornow Nottcadn s Y N N r access developed ler past appoint and compensation dam: Onite medsig mynah Sized to evaluateTownie! Impact of canpesntiorChnertreviews upon area of budget respensibilly 22 System Casks eigbiy and estimated rewards, as well es who! payouts to support online modeling snobby. Management information Reposing leanagenthaupenteas prompted automatica9y to perbrm appraisals frigging be baton and execution of co persafen adjustment'. Oelem.role based. mare access developed for past appraisal and comps salon data; Ordne modeling capably stilted Its evaluate Triennial budget Human Resources, Pawn, Cmnpeneafnn Workbench. Alecto or Wicklow Naldiwiors Y N N Impact of ernpe.um&mt merle reviews open area of resporrsbiN 23 Ability* report on red circled po io ns, employees Yanagemrrt i termabsn Online. role based, secure access developed for pat appraisal and caopmraton dam Human Resources, UIsaoeee v Y N -1 N 24 nay to calculate "climbed base salary to intrude poster Ab assigned pay codes; Le. plus items Job MayaeIJo6 Evaluation Human Renames, Pmyrcl Y N N 25 Ahddy le stack and process mink pay anions duakg one Payvide Maopamad nfermstion Rending Plana Y N N 26 Abaft to appmprokly record in EE Imbryretoactee Wasacions Management ntiamabon papering Crane, sae based, some access developed for past "apnea! and eompensafan data Papal Y N N 27 Abiy to report am %bib pay codes (Le. pkffi dents) are Job Evelmisn Papal Y N N 26 Abiy to integrae wits 'On Target" Performance Trackbo syafam Job PedystaLl 6 Evauelon Human Naaamrnes Y N N 29 Ability to define and mauler al relevant default pay codes to a posited and have them automatoly terminated or added as transfers occur Mavgement Information Reposing Application Tore Atendarce, HR. Human Resources Y N N kregale Payroll wti and GL, Project Trento . Time and Expense and 01181 sysems requiring Of fsami7ng date 10 and Irons Papa 30 Abiyto record Advanced Step Pmcemeti Inagement Inlorrnefmh Horne Resources Y N N 31 codes that an Rewind Job Analysis/Job Evaluation yrmgemad aformaBun Repaying Rome end reaming transactions are automated Integrate Papal Apptiston ash Tore and Agendum., lift, GL, Project Tracking, Tome and Expense end ogler oyskns requiring or trsmrning data 10 and from Payroll Patrol Payroll Y Y N N N N MI6/ to autemaldy meanie special pay effe a for only a spooled period of tone 32 Abiyto gropml). regard seNotyiahgedy- inducing Without PayfionnsoDays Page 29 o196 ERPSt.Fcmceo a ft-RespostSebourae-HAS f93 for sothourne 9-Employee Data Management SapM,ba,TS. Oa! Step Requirement 811E Process Best Plastics Description Oracle Module In Scope IYINI Optional Service fY1/11 3rd Party Software Customization fY/N1 Comments 1 Conversion of She following employee data: gist, or may be done through COnversgq nreppig deliverable) Employee Data lasiiitenance One illegated data reposiory u1Trmd for al employee recoil information (demographic, dependent, benehcary, payroll Human Resources N N N [lease see the Data Conversion and Archiving section of the proposal for specibc conversions in stone. 2 Ability to store hoc different status codes, and designate whether each is eligible for py. benel ls, es both. Enyloyee Daly Maintenance One.Yme data capture of al Ole and termer event change au8snaticaiy routed to al effected applications and databases Huron Resources, Payroll Y II N 3 Abity to auto -number employee IDs, designalieg an appropriate range based on aseignmen t Employee Dada Maintenance One integrated data repository ublzed for al employee Human Resources Y N N resod Moma0oe (rMurgretAhir., dependant beneficiary. payroll) 4 Abaty to store multiple address formats and designate use on demand. Employee Data Maintenance One integrated data repasitey utilized far all employee remand information (demographic dependent bene6Ciary. payroll Human Rescues Y N N 5 Ability t0 store the foaming marital slabs codes: Lis[ Employee Data theism once Key data fields are standard'nzed to enable global and regionallepating Human Resources Y N N 6 Ability to stone wort efgitxity information, and be prompted for expiation dales. Employee Data Maintenance Key dale fields are stanndardaed to enable global and regional reporting Human Resources Y N N 7 Abiity to spit and share posibonsfpbs. Employee Data Maintenance Key data fields are sanndardzed to enable global and regional reporting Hunan Resources Y N N 8 Abily to slow electronic copies of employment canbads. Em it:gee Resod Retention Human Resources Y N N 9 AEiiy to store cc different employee dales, and sbites universally (HR. Benefits, Tenn & Attendance, Payrol, etc) Employee Dab Maidemmx Key data Gelds are standardized to enable global and regional mportig Human Resources Y N N 10 Ability to store the attached matrix of job cedes, with delegated defaults. ErrQloyee Data Maltenance Key data fields are standardized to enable global and regional repordng Human Resources Y N N 11 Ability to assign different pay rates to different jobs for any employee. Employee Data Maintenance Key data fields are standardized to enable ghhal and regional repoing Hunan Resources Y N N 12 Abiily to perform global changes to entire organization or select groups Of employees. Employee Data Maintenance $me -time data Capture of a1 We and career event lunge auamKrally leaded to ate effected applications and databases Human Resources Y N N 13Abiiy to capture MI appropriate dean upon hire. and have it subsequently update al affected p oumses Employee Data Maintenance One -tyre date capture of as Me and eaneer event change osito ffirally routed to all effected app6mtiohs and databases Human n Resources Y N N 14 Ability to fettle a iernihaled employee without n enhy of unchanged employee data. Empiyee Date Maintenance Cue -lane dale capture of all ite and Caren event Change automatically coded 10 a0 effected applications ad databases Human Resources Y N N 15 Abiity to verify accuracy and completeness of date entry performed at paid of data capture Employee Record R0rubon Cale verification of accuracy and completeness performed at point of data capture with confirmation Flmem Resources Y N N 16 Ability to autocratically mule ale event changes to al impacted funclionhs. Employee Dab Maidlenanoe Ore -tints dabs matins of e6 free and career evert flange atanatiCailf routed to as effected applcations and datateses Advanced Benefits. Human Resources Y N N 17 Ah31y lo utilize electronic signatures wilt automated woddl0e for dsbirutng and approv g information changes. Employee Data y5Nemance One-time data capture of as Me and career event change automatically routed to all effecktl appicatiois and databases Human Resources - N Y N • The requirement may require technical development to complete. Based upon our experience worth other pubic secYM organizations and the C8y's dealt to mimr¢6 as.Oni¢afiolrs, we recommend that the City evaluate Me eustig functionally within the system and consider enma:Nes 6 custom developed solutions doing The process design phase ulthe project. In aetdborn, custom development Ikons need to be analyzed on a more detailed level to estimate The effort and cost to complete the wilt. With this In need, we are providing an account of hours that hie Cty can use to develop custonhimtion and development items. The prajed team wilt also be able to prioritize development auavrbes to best meet be ells requirements. For each development ism identified during process design, a functional demiption and estimate of haws ell be documented and presented b0 the City for consideration. 18 dine -tie data rapture of al life and career event changes autonatolly routed to all effected applications and databases Employee Data Maintenance Key data fields are standardized to enable global avid regional reporting Advanced Benefits, Hunan Resources Y N N ERPSLFuncloaafty-ResponseSOibeumo-MAASTER Page 30 of 66 $Sotbrne 9-Employee Data Management S.p br T5. 2004 Slap Re¢drarneed Sub Process Hest Practice Description Oracle Modulo in Scope (YM1 Optimal Service Well 3rd Party SnRwafe Cus1wntritlon 1YIN1 Comments 19 Electronic signatures feed Mel automated Workflow for distributing and appWi1q yRormation charges Employee Data Maintenance Electronic signatures used with auomated workflow for ?6tau1rg and approving inlometion changes Human Resources N Y N The requirement may require technical development le complete- Rased upon our experience with other panic sector organizations and the Gays desire le minimize customizations, we =emend SW the Clly evaluate the existing functionality within Me system and consider alternatives to resem developed d1.Yg the design of the sohti9ls process phase project h addition. custom development Kerns need in be analyzed 9n a mare dueled level to Wit rote the effort and cost to complete She fork With this in rod, we are Proietit9 an account of hours thane City can use to develop arslgn¢id19n end development Mrs. The project learn win also be able to pricraze development whale; to hest meet the coy a emoluments. For each development hen ideuiblied during process design, a fund Tonal description and seduce of hours wit be doannerrhsd and presented t9 the City for consideration. 21 Employment verification, on current and former employees. Is aabraied or out ward& Employee Cala Maintenance Human Resources. Discoverer Y N N 22 Self-service tool provides automatic prompts to employee a they nuke fie or tamer data changes that may input other data fe.q., bcnefte. payroll. seadtyl Employee Data Yaanenanee Self -Service too provides automatic prompt to elrmkyee as they male fife or career data changes that may impact other data feat., benefits, payroll, secorihy Employee Sam- Service Y N N 23 FPS and MSS is web-eriab*m Employee Data Maidenmuoe ESS and HISS am web enabled Employee Se1F Service Y N N 24 HR system that supports organizational / repwtilg structure & aloes ease of reporting Management Reporter; HR system that supports organizational / repotig ahuchne and aloes ease at reporting Human Resources, Disooveer Y N N 25 Eig4dly verified automatically against policy al saoece of tianwction (e9., Mang, enrolment promotion, etc) Employee Data blaitenance Online verification of actulcy and completeness performed at paint of data capture wet amfmution Hymen Resources Y N N 26 Yulteie levels of security for aguiriesmrpdates to employee data Employee Record Retention ledtipte Musts of security to alow controlled inquiry and update access to employee data and table condor data Human Resources Y N N 27 Life and career event changes futon atinly mewl to all impacted functions Employee Data Maintenance Lure all career event changes terkeriatically routed to al impacted %scene Advanced Benefits, Hunan Resarors Y N N 26 Duane vedfirafimn of accuracy and compNleness performed at point of data capture nett confirmation Employee Data Makrtermnce Omen verification of accuracy and cempkteaess perforated at point of data capture w th confm aeon Hunan Resources Y N N 29 Onetime esealorr of employee records based upon bigger events (e.g., candidate. (hire, promote, iaaskf) Employee Pad Maintenance One-time data capture of al Me and career event champ auhmolicaly Mead bat effected mmfrtallions and databases Human Resources Y N le 30 Employee records update automatically following Wmplefgm of Owlet training and devebpmerd programa Employee records updated adomotloly following compbtion of internal training and development programs Human Resources, Trailing Y N N Eiipbyee Dike Maintenance Administration 31 A program to provide backing of physicals all optiorns chosen for purposes of auditing and payment b @el de pre enpb-nerd all continued ieft Employee Dab tlaidenamce Employees have deed acmes to trainhglquaifvtion regeiensrds for needle career patlsfpdsl os Human Resources Y N N 32 En9byee records updated automatically folnwag completion of arterial baa1ag are development programs Employee Record Retention Employee Ie10Ms updated automatically bloating Completion of infernal teeing and developered programs Furman Resources. Training Adoi istr'at on Y N N 33 Ability to view, repot on transactional history van mhos, settlements, and the like Employee Record Retention Human Resources, Payer Y N N 34 Gebel 1pdhrha securely access ts simpified by giving to human who reed Employee Record Retention One integrated data repository ugliest for all employee record information (demographic. dependent, beneficiary, peymi) Human Resources Y N N access al resorooe pntdtioners reader9e access, with limes an peers and top tier damaaoeotent ERPSI-Functonahty.Respmre-Soliourne-IIASTER Page 31 9f 96 10-Exit Management s csetwr 13. 2004 Step Requirement Sub Process Best Practice Description Oracle Module In Scope NBC Cp8aml Service fYMt and Party Software Customization IY/N1 Gemmenfs 1 Analysis results communicated as appropriate throughout the organization WA Exit interview process flat captures season far leaving and m0onnation is entered into HRMS for reporting purposes Exit interview! survey is conducted with all voluntary terminations Norman Resources Y N N 2 Automated processing of unemployment isnaance verlltc too forms, NIA Exit interview process that captures 'Season for leaving" d in anfer anon is entered Oslo FIRMS for reporting purposes Human R esDuroe5, Reports N Y N n rrequirement may require technical' development to wmpleie. Based upon our expetence with never public sector organizations and the Clip desire to frilimhtee d rstauta1mrs, we recommend Vat the City evaluate the emieg functionality witllfi the system aril render alternatives to custom developed sal0iora during the process design phase of the project to addition, Dubin development Gems need tic be analyzed on a more detai d level b estimate the effort and Celet 10 wnylete the work. With this in mind. we are providing an account of horns that the City can use b develop customization and devebpnerd ISMS. The project team wit also be able he prbnl development activities to best meet the CItfs requienhe ne. For each development item identified drag process design, a functional description and es5nule of hours ru7 be documented and preserded to the City for consideration. 3 Exit data is analyzed for bends on a regular base WA Fart iderview process that captures 'reason for leaving' and information is entered into HRMS for reporting 0urposes Human Resources, O"scoverer Y N N 4 Exit information summarized and available via MSS and Oats warehouse so that trends are easily erdeargd N/A Exit Merrier process that captures 'Season for leaving" and information is entered iota HRMS for reporting manes Holman Resources, Manager Set Service Y N N 5 Exit management investigations are consistently documented usi5 stenlard andoroated templates. N/A Human Resources Y N N 6 Ewa processes comply with all begat lequiemcres WA 11 Hunan Resources Y N N 7 Exit processes maintain respect for the exiting individual and tte company. WA Automatically generate projected retirement information far Hunan Resources, Discoverer Y N N review by employees and managers Exit Mferviewlsurvey is conducted with all whuntary terminations S HR responsible for analyzing and mmmuuicatig emir tend amalyes resuat bar Management and other HR functions. WA Exit Interview process that captures 'reason for leaving" and adoration is entered into htii:515 for repotting purposes Hunan Resources. Discoverer Y N N 9 Ability via ESS to provide a retiring employee 'adomabno fee Mere tfataadidnal needs WA Automatically generate projected reteerrent informatics for eview by empluyees and managers Employee Set Service Y N N 10 Ability to require admowledgement annuxiy of beneficiaries WA Employee Self Service Y N N 11 Abiy to captive, store and analyze entire exit surveys. Voluntary Remotions Exit interview process that captures 'Tease% fel leaving' and inforation Is entered'wdo FIRMS for rep0ding Purposes Exit inerview !survey is conduc .d with all vdhutary fermi abos Human ReSeunc es Y N N 12 Eaeotr designed to contain questions that are objective, measumMe and actionable Voluntary Separate** Ent irhtelviwursurvey is conducted wth se voluntary termination Human Resources, Enhpbyec Self Service Y N N 13 hill responsible for designing exit interviews and ehmvbg that they ate proper! [arducted Voluntary Separations Earl irierrieertswvey is condoned with all volunary terminations Human Resources Y N N 14 Employee reco l co pbues necessary iMomatiah 10r exit dam arrays. - Voluutery separ3W1S End irtervteu process that wphnes 'reason for leaving" and infatuations entered 0lloFIRMS for reporting purposes Hunan Returnees, Discoverer Y N N 15 _ ... .._ An moan inventory of property held by employees Voluntary Sequations Involuntary Separations HR and managers have acmes to lel of all Company prey in ton deg employees Hunan Resources. Manager Self Service Y N N ERPSI-Fund onaiy-Respmse-Solboume MASTER Page 32 of 96 $ScbourrE 10-Exit Management Sepewnber13. 2004 Step Requirement Sub Process Best Practice Description Oracle Module In Scope Mall Opllenal Service me 3rd Party Software Cues orolzation Waal Cowmen* * 18 Assets need to be tracked by I1RMS. Voluntary Separations Inyolmbrry Separations HR 1 managers review with exiting employees their outstanding obligations to the company lit 1 manager have access to Est of all company property in possession of exiting employees Huron Resources. Manager Self Service Y N N 17 Employees access exit and terminaton procedures Voluntary Separations hwNuntary Separations Automatically generate projeraed nnntirerent allonnation for review by employees and managers Information regarding eut procedures s and choices are accesslole mine for employee and norurgers Human Resources, Discoverer Y N N _ 18 Ability to terminate system and facility access Voluntary Separations InyoleMary Separetkins Automatic update and revocation of all rights performed when employee is terminated Human Resources. Alerts or Wwldlow Notification N Y N d � .0311 111 of �gx 2 ,. i v tt 19 Ability to connect and disseminate information electronically to RN and Slate vendors Voluntary Separations Involuntary Separations Exit interview process that captures Son for leaving' and'arbmmton Is entered hero HRt1S for repormg purposes Human Resources, Dscovmef N N N Please sae the Onde &Busness Suite Customizations & Interface Development section of the proposal for specific Interfaces in scope. Page 33 of 96 ERPSl-Funrfionakty-ResponseSalboome-MASTER _ 15. 2004 Seep Requirement 1 Ability to add asses to the fired asset system manually. 2 Malty to create an asset record from Activity/Project System andfor Aeawnts Payable- 3 Ability to identify which assets originated in Project Costing system. 4 Abtiyrlo integrate 0r interface with Accounts Payable, General Ledger. Purchasing and Proved Accounting. using asset Yodel Number and Serial Number. & Abtilly to interface swill Project Costing to track appropriations and expenses to spiel proeeds. 6 Ability to post asset values to accounts and cost denies. 7 Ability t0 report on Surplus" or'Mle' asset moods ayadamle ramanf wide. 11 Asset rabegodes should he desgned to accurately classify assets for both hook and tax purposes. Related category desoytigrls should be char dough that users have no difficulty in galling assets ido the correct class. 9 Capika5ratinn threshold ls set hgh enough to minimise adminimmtive effort while slid balanced agaihststthe financial fat 10 Commonly defined asset typerJclasses. Including asset tires. depreciation ne0od and box treatment. 11 Define a standard Capital aeon policy and apply it across to entire organization_ 12 Define and publish a Mandand asset valuation and appolsd process. 13 Deign tight odd controls at the front end of the Toed asset system to detect emus. Sub Process Create Assets Create Assets' Curate Assets Create Assets Crests Assets Best Practice Description Fixed assets set up automatically Wised on data accumulated in metal project hacking and accounts payable systems Create Assets Fixed asses set up automatically based on data amruarh/ed in rapeal project tradeing and accounts payable systems Depreciation charges and asset activity ticketing tatesfes, disposals, gaga, hisses, and betterments. generated M foxed assets system and posted automatically to general ledge: 'hoed assets set up auto alicary based on data acoeelated in capital project tracking and smuts payable systems Croats Assets Create Assets 14 Establish and publish a siamdald depreciation policy. Wirth Geary defines the depredation Ives and methods for each class/allegory of asset. 15 Establish"approval hierarchy for capital appropriation mequstb. Pubfsh hierarchy and procedures. ERP.31-Fumcborafr y-Respo0seSoboe me-YASTE.R Create Assets Fixed asses setup aulematicay based on data amnmrlated ion camel preyed tracking and accounts payable systems Depreciation Barges and asset activity including t ausfets, disposals, gains, tosses. and betlen ants, generated by foxed assets system and posted ante matiray to general idoer Crcate AS*ats Create Assets Management and accounting reports evadable Mile Capitalization threshold is set high and balances financial risk With asset backing requiremetds Create Asaefs Single, cannon fixed -asset approeon ea:dished rib standard C pializadom Policies One approval process for capital appepfaWn nequesb Create Asses Single. common fouedassei application eSablistmd width standard captisitudion policies: Standard vaktatie1 or appraisal poxes Create Assets Users initiate asset banshees, retirements and other naadenamx transactions wine Single. common fixed -asset application established nit stands& eaptatiadom podcies Cream Assets 11foad Assets Oracle !Nodule Assets Assets Assets Assets Assets Assets Discoverer Assets Assets Assets Assets Assets Assets Asses Assets M Scope fnlil Y Y Y Y Y Y Y Y Y Y Y Y Y Y Optional Service non N N N N N N N N N N N N N N N 3rd Party Software Custom®tan lYA1l J N N N N N N t1 N N N N N N N N Comments Standard integration exists between Feted Assets and Accounts Payable and General Ledger. Purchasing antegrabon does not exist and is not necessary to suppodlhe standard Once process. Sofboume win provide process design services and user procedure templates ee support the development of documentation for the processes associated with the Oracle based transacdons that are within the scope of services. These loots earl be r+sed as the basis for the City to develop additional pokers oral procedoea for Me processes drat are beyond the scope of SoEamfe sevens. Sd6wme Ira provide process design sevi es and user procedure Smoke:* to summit the development of d0cumemion for the pmnaesses associated OM the Oracle based transam0re flat are rith1A the scope of services. These loos can be used as tie bass for the Cilyto develop additional polices and procedures for the p0Cesses that me beyond the *Cope of So6mrre services. Satsuma rib provide process deign Services and user procedure temmmptatm 10 support the development of documentation tee tine processes associated nth the Oracle based transactions Mat am within the scope of services. Thhese loots can be used as the basis for the Cy to develop middorral polices and procedures for the proms that am beyond the scope of Somoume services. Solboome wtl provide process design services and user procedure templates to support the development of documentation far the processes associated with the Oracle based transactions that BM wain the scope of services. These torah can be used as the basis for the Cy to develop additional paces and procedures for the processes that are beyond the scope of Sobouroe services. Page 31- of 96 Solbaurne 11Fired Assets Step Requirement Sub Process Best Practice Description Matter Module In Scope rYIN1 Ophocml Service PONY ant Party Software Customization NM 16 Integrate toad asset system with project accounting system. Implement poi y to add project related asses through the project awarding system rather than diersly to the fired asset system. Create Assets Foxed assets set up automatically based on data aoannutokd in capital project tracking and accounts payable system Assets Y N N 17 Integrate fixed asset system with the Accounts Payable system. Implement prrxzdure to add assets through an Menace from AP at the time that the asset related Mew B addal. Clem Assets Feed assets set up automatically based on data accumulated it capital project badxing and *moues payable systems Assets Y N N 16 Research and identify Electronic madcelpleoes available far asset d'rsposbon. wee electronic marketplaces Mere passible bf dispose of assets. Create Assets Utilize electronic marketplaces for asset dspasil on NM Y N N 4 u d a a t a t -19 Spndaxdized computer depredation policy (between ITS and business units). Create Assets Single, common fixed -asset epp1caton established with standard capdafzabon reticles Assets Y N N F. c c a a t 1 t 20 The originator of asses addition, change or ratiemerd transaction should Own any emirs and be responsible for reciNing them Crane Assets Users initiate asset transfers, retirements and other rrmk5rmrre transactions unite Assets Y N N 21 Use mass asses (bundle) to account for depreciation Create cases Number of sermon stork wake asses minimized by using mass assets Asses Y N N and disposals of smat value, numerous assets winch are akke. 22rAh3ty to attach a document man asset as backup for the addition, adjustment, transferor disposal &that asset Maintain/ T04dc Asses Assets Y N N 29 Abity 10 conduct physical "eneMOdesfcyde mums. Na talN Trade Asses Fired assets nvertotied on a cycle -count basis targeting high -value, high -risk and highly mobile asses using bar -ode and/or radio frequency scanners Assets Y N N 24 Abity to deletehemove assets hem the system that are added in error. Maintain/ Trade Assets Assets Y N N 25 Ability to maintain a history of the transfers wit From and To locations and dates (wily an a}pmpiate audt bail, effective dating, etc.). Makdakd Tract Asses Asses Y N N 26 Ability to make dirges t0 en asset record (wan an trail. dale. etc.). Maintain/ Track Assets Ltsens initiate asset transfers, retirements and other maintenance transactions Online Asses Y N N 27 appmpide audit Ability to redansiy an asseto a dtfelent category. ktablt7NN Track Assets Assay Y N , N 28 ity to record and report on the date of an Mill, Ability an transfer or disposal of an af0Set tail Track Asses Asses Y N N 29 adkspaM, Abney to revalue asses for irntation and tele/eke of Mandan/ Assets Y N N Track Asses 30 odgknl vales. Ability to support bar-coded and/or RF asset tags. Malta./ Trade Assets Read asses nvetdotfcd on a cycle -count basis Targeting high -value. high -risk and highly mob& asses using tar -cede ardfor canto frequency scanners: Bar-coded asset tags generated automatically and physically atactad by supplier or recotd N/A N Y N ERPSIFundiahatiy-RespOrse-SO4Oume4AASTER Sepvebe.l3. 2004 Caww,ema abourne will provide process design services and see procedure templates to support the eveloprthctd of documentation for the processes sso®ted with the Oracle used transactions that re within the scope of services. These tools can e used as the basis for the City to develop ddtbonal pokes and procedures for the processes tat are beyond the scope of solemn. SSMV1C'S. bounce will provide process deeg0 services and x procedure templates to support the reopment of documentation for the processes rMated with the Oracle basal transactions that within the scope et services. These tools can used as ere basis for the ON to develop 9tiohhal policies and procedures for the processes are beyond the scope of Salbaume services_ Ths eequeemerd may regime lechnkal development lo complete. Based upon our experience with other pubic sector organizations and the Cky3 desge mnndme c s oio001 ors, we recommend that the City evaluate the exisling functionality warn ere system and consider a1emalives to custom developed solutions during the pros design phase of the project In addition, os9om development awns need t0 be analyzed an a more detailed level to estimate the e11O1 and cost to complete ere work. With rids in mind, we are provdig an account 0f hours that the City can use to develop customization add development itenrhs. The project team wit also be able p prioritize development activities to hest meet the Cry+ requirements. For each development item identified during press design, a functional description and estimate of hours will he documented and presented to the City for consideration. Page 35 of 96 Step 31 32 Requirement Ability to tempoBNy lake assets out of service and stop depreciating them Ability to transfer or adjust an asset or areas and interface the appropriate entries to General Ledger. 33At451y to validate the physical inventory data with the data in the asset management system_ 34 Able to define workflow scenarios to allow end users to perform asset maintenance transactions. 35 36 Delve Standard policy and procedures for asset transfers. asset retirements, racking surplus assets and managing warranty/repair contraels. Establish a procedure to routinely inventory feed assets on a cycle ooed basis. targeting higtr-value, tlgh-oak and highly mobile assets using bar-code an tior radio frequency scanners. brplemad a bar coding or asaet tag procedure to y hack assets. 34 Inlplemn knranet auras to organization wide asset iHwmtdnn to McBee the u nation Demisting assets. 37 39 40 Implement mobile wnarrudcationMdcin9 technology mmner3ig mobile vehicles and fixed asset locations. Le. C,QS. Sub Process Trade Assets Maonaif Track Assets Best Practice OeicripNen Depneaa1ico charges and drat activity including transfers. disposals, gairs, losses, and be6Omma1ts. generated by axed assets epee and posted automatically to general ledger; Users initiate asset transfers. retirements and other maintenance tdmeaCtrorr0 *dare Maintain/ Trade Assets Maintain/ Trade Assets Integrate fired asset system wont insurance applications_ Establishguidetnes for integrating the business processes between Toed assets and the risk management groups to ensure accurate reporting of assets to edema! entlties Maintain/ Trade Assets fAniNaaV Tarr Assets 1Aairtain! Trade Assets ttadrntai/ Track Assets Mai tali Track Assets Fixed assets inventoried on a cycle -count basis tam9ebng high -value. imgtr-r1k and highly mobile assets usim bar-code ardror radio frequency Maintain/ Trade Assets scanners Users initiate asset transfers, do and other nailterer etransamons online Single, oemdn Sfed+05set application established with standard capitalisation policies Faced assets erven oned on a cycle -cent bass targeting high -value. high -risk and highly mobile assets using bar-code and/or radio frequency 5191111ers 13er- coded asset tags generated automatically and physrcaly attached by suppier w Won recent Fixed assets inventoried on a cycle -count basis targedrg high -value, high -risk and highly mobile assets using bsis ode and/or radio frequency scene" Fired asset system is interfaced sib otter systems to provide data for asset tax and insurance prowling and analysis; System tracks lease, isuranra- tncanee end other contractual obligation information 11Freed Assets Oracle Module Assets Asses Assets WA Assets Assets WA Assets, Discoverer WA Assets In Seeps 1YIN1 Y Y Y N Y Y N Y N R Optional service fY/N1 N N N Y N tit N N N tv and Party Sorware Cessrttta9en 44tN1 N N N tt N N R N N N S•pbantor 15. 7e64 Consneds This requirement may require technical development to cmreplete. Based upon our experience with other pubic sector organizations and fie City's desire to minims customizations. sae recommend that the City evaluate the ex'stig funclenaity within the system and consider allemalves fo custom developed solutions during the process design phase of the project. In addrion. custom development dens Deed to be analyzed on a more detatied lever to estimate the effort and cost to complete tore wore. VIM this in mad, we are pew:li g an account of hours the the Ciy can use to develop CUMOIrld760T. and development items. The project team wit also be able to prioritize devetoproM activities is best meet the Cayes requirements. For each developmere item identified during process design, a functional description and ester' late of hours will be documented and presented In the City for consideration. Seaborne a will provide process design services and user procedure temples to sapped the devebpmerd of documeneaton for Uwe pnocessea associated with the Orade based haremcbons that are within the scope of rankle. These tools can be used as the basis ter the City to develop additional pelican and procedures for the proms that are beyond the scope of Soboume services. Sobourme wit provide process design services and user procedure templates 10 support the development of documentation for the processes es0adaled sib the Oracle rased transactions that prey/Min the scope of services. These tools can he used as the basis for the City to develop additional policies and procedures for the processes Mat are beyond the scope of Subsume Saviors. Please see the Oracle E.Busineas Suite Customizations a Interface Development section of the proposal for specific interlaces in scope. Page 36 of96 ERPSI-FundionaityRespoose-Solbaume MASTER 11-Fired Assets SepexiMr TS. 2004 Step Requirement Sib Process Best P actlae Description Oracle Module leScope 1YN1 Optional Service (Y1f1 3rd Party Software Cuskwni06on fYffll Comenerds 41 Itaintain/ Track Assets Assets Y N N Solboume will provide process design services and user pscedure templates to support the development of documentation for the processes associated with the Orate based transactions that are reale the scope of services. These tools can be used as the basis for the City to develop additional poioies and procedures for the processes that are beyond the scope of Solboume seiv24s. Procedwes developed for corrurreetiesting replacements to an departments. 42 Properly tan capability [assets below materiality threshold to be expensed t0 0r1e soared. MakkairV Trade Asses Abets Y N N 43 System should have the capability to MSS transfer asses to reflect organizational lunges when they oc e. 1tainta+hf Trade Assam Number of cowmen) small value assets minimized by usng mass assets: Capialzation threshold is set high and balances tbancial Yale with asset tracking requirements Assets Y N 14 44 The Fixed Asset System is used tOSack teases. ihsuance. licenses and other contractual obligations. YahumW Trade Asses System tracks lease. Insuran2, license and other ooubachhai oblation information Assets Y N N 45 Users ntinte asset transfers. rebremenls *29 other maintenance transadions via an online request system which 5 ihterh2d te to Fared Asset System. ilasdan! Trail: Assets Users lobate asset transfers, ,o t. emahla and other maintenance transactions online Assets N Y Y This requirement may require technicst development 10 complete. Bath upon ohm experience with other public sector Org811®kons and the Cdyh desire to ntine1190 custorrizadons, we recommend that the City evaluate the existing fwlctMaliy within the system and consider a*emakve5 to maim developed solutions during the process design phase of the project. le addition. custom development Yams need to be analyzed on a more detailed level to estimate the effort and wet to complete the wort With this In mid, we are providing an account of hours that the City can use to develop c stomizsYoe and development Yams. The project tram will also be able to prioritize development adivdies to best meet be Cab's requirements. For each development limn identified during process design. a functions! description arhd estimate of horns wit be docomenkM and presented tO the City for consideration. 46 Ability to dose the fiscal period and year. Period End Accounting Depredation dhargea and swot activity including transfers, disposals. gains, losses. and betterments, generated by feed assets system and posted automatically lii general ledger Asses Y N N 47 Ability to have Property tax reporting based am lax locality. Period Enid Accountna Management and accounting reports available wine Assets Y N N 48 Ability to have on-nhe amass to query data. Period End Acme flit g Management and accounting reports available 'hire Assets Y N N 49 Ability to 11an1aah the book value for the asses. Period Find Accounting Management and accounting reports evadable online Assets Y N N 50 Abby to produce Fixed Asset projections (mHonwards} for depreciation experese amass fiscal years by year. Period End Ahmlmt ig Mamgernent and accounting iepmis available amine Assets Y N N 51 Ability to produce reports sorted by tag numbers. Period End ACCOngin Mahlage neat and accounting reports available online Asnds Y N N 52 53 Abby Is provide reporting that meets the needs of Eeelhonf2 Vake Add (EVA.) Period End Accounting Management and accounting reports evadable online N/A N N N Requirement removed from scope per City Addendum No. 1 Ability to provide staildare reports evadable owl -line with drill -down cedabdilite. Period End Accounting Management and accounting reports avaaabie online General Ledger Y N 54 Ability to report on year-end book value. YTD and Life to date depreciation while processing transactions In the next year. Period End Aaoudirg Management and accoutring reports evadable wane Assets Y N N 55 56 4245to nm reports as of a given date (FA Isis, arMilorsk isoosal0S. Period acid Acommtrg Management and ewburtting reports available ankne Asses Y N N Accimulated depreciation by asset type with Period End AocaaMing Management and accounting reports evadable online Assets Y N N deprecialiwn, retirement and adu s mewl period and YO. 57 Asset balances by nonnutl, detailed by additions. Period End Accourdwg leartagem aid and aecou2eg reports available online Assets Y N N nti... �. transfers from CIP, recesses, batistes, and other adkrshiwirb. 58 Capital acpeM1ures by dbgory or major component e.g _Budget aril bankers proledion. Period End Au:aiming Management and accounting reports evadable online Asses Y N N ERPSI-Fumdnna@y-Response-Soaoune-MASTER Page 37 of 96 11-Fired Assets Sepbeber 1i 2004 Step Requirement Sub Process Best Practice Oefcriplian Oraede Module In Scope Mil Optimal Service (Yell and Party Software Custordzation MINI CanmentS 59 Capital expenditures sorted by cast Period End Auxaurr MI Management and accounting reports available idle Assets. Discoverer Y N N 60 Detail capirakzatnn report, Period and YTD. Period End Accounting Masum � fir and accounlig repots available onine Assets Y N N 61 Deal retirements. period and YID_ Period End Auarrnthg Management and accounting reports available mane Assets Y N N 62 63 Ending balance with addr1'orn, retirement end adjusbneM adivdv. Period and YID. Period End Accounting Management ant accounting reports avaiable brine Assets Y N N bdegnate fixed asset system huh the General Ledger system. Aloe the foxed asset system to automatically rnvte all met related journal entries, indhdig monthly deprecation. Eliminate al manual journal entries to fired asset 8Me.MS. Period End Accounting Deprettslion charges and asset activgy inducting transfers, disposals. gain. losses. and betSrme1ts, gin elated by feed assets system and posted automatically to general ledger Assets Y N N 64 San er. budget by congam or sorted by cost Period End Acoaartirla Management and accounting reports mashie online Assets, D'amverer Y N N 65 Standard reports sticutd be distributed online and not on paper_ Access to them should be coptroted so that only authorized person ion rite the reports. Period End Accounting 'Management and accounting reports available online Assets Y N N 66 The system should provide the Maly for set service and doll done inoury to address ad hoc medians. Period End Accounting Management and accounting reports available online Assets Y N N 67 Atxlity lo auhmrat®Fj calculate gai nose on asset disposals and settlements, for at books, and post the appropriate entry to the GL Asset Disposal/ eti ..nnn1 t Depredation charges and asset art fry inckhtling transfers, disposals, gains, losses, and bettermeres. Assets Y N N generated by foxed assets ayslem end posted a0AomaBuIIY o general edger 66 Ability to dispose of an asset or assets and interface the appropriate entries to General Ledger. Asset Disposal Retirement Depredation darges and asset activity including transfers, disposals, gains, losses, and be1svnlenp. generated by fixed assets system and posted auy to general ledger, users hum asset transfers, refinements and other maintenance tansadilanOlne Assets Y N N 69 Ability to post proceeds {cash of cash clearing) and expenses to aceourds and Cost MAWS. Asset DisposaI Refinement Depreciation dmrges and asset a wily including Assets Y N N transfers, disposal:, gads, losses, and Lello ....at,, generated by fired asses system and posted automatically to oeneral ledoef 79 Ability to reverse disposals Made it error. Asset Retirement Assets Y lit N 71 Acuity to back asses to company/location for gainless at dsposal and support related reporting regcuremens sperafc to asset location. Asset Disposal Retirement Asses Y N N 72 Abaft to write off missing/obsolete assets. Asset Dopy R,Ji.. d Asses Y N N 73 Create to regularly analyze asses and dispose of Asset Disposal Retkeinent Assets Y N N Soltioumhe wit provide process design services and user procedure tern ins to support the development of documentation for the processes associated nth the Oracle based transactions that are within the scope of services. These tools can be used as the !rests for the City to develop additional pelcies and procedures for the processes {hat are beyond the scope of Sotbane services. poky under performing asses not aurenty in use. 74 A*Tay to assign the asset to a cost center. System MainlenanCe Assets Y N N 75 Middy to assign the asset to an asset type/Categ ry or class. System tmitarunce Asses Y N N 76 Ahoy to assign the asset to an employee. System Maintenance Asses Y N N 77 Abifdy to automatically book to GAAP MOMS when adding an asset System imi1nance Sbgle, =mhori feed -asset application es -abashed rah standard capiaf4lion p6RdeS, Depfeaation charges and asset activity inckdleg transfers, cramMals, gains. losses. sit hatennens. generated try Axed assets system and posed autarodoly to gewerdl9er Asses Y N N 78 Ahiy to aIedmataly calculate GAAP depredation and post to GL. System aaairtenance 1L 37rrLLton charges and asset actives Including '4n1stas. disposals. gans, owes, and benerments. generated by food assets system and posted anrloma1CBly to general ledger Assets Y N N 79 Maley o aummafiraay calculate income and property tax depredation. System Maintenance Asses Y N N BD Ability to calculate depreclatiph adjrsonents or assets put in service in prestos periods. System Mardenanc Assets Y N N ERP-SI1Funcbonahy-ResponseSa6oume-IAA STER Page 38 of 96 i Sdb°"nne 11-Food Assets S.pbnasr f5, 2064 Step Requirement Sub Process Best Practice Aesnfptiae Oracle Module In Scope fYA11 Optional Service noon 3rd Party Software Customization IYAN1 Comments 81 Ability to charge depredation expense to specific renters Yvan company. System Maintenance Assets Y N N fl2'A6ily cost to computecomputemultiple deprePerion methods by allegory i.e.. DDB. Straight Gyre, tax, and deprecation by tables (e.g., percentage). System llaitenama Single,mmon fixed -asset application estaoislretl wits standard rapeah®iwl potions Assets Y N N 83 Ability 'In create system generated fined assets System Maitenance Assets Y N N 84 85 n Abn�ty to define asset templates that define standard cntegones/dasses, depreciation airitutes and asset books. Templates 10 be used when adding assets. System Maertenanra Single, common fixed -asset appialion established with standard capitafzation padres: Deprecation charges and asset activity inducing trarrslers. 41posals, gains. losses. and betterments, generated by fined assets system and ponied automatically to oene1nI kdoer Assets Y N N Ability to define default general ledger accounting templates based on type of asset and type of transactions. System Maidenance Depreciation charges and asset adinly including transfers, deposals, gains, losses. and betterments, generated by fixed assets system and posted aaomatialv10 denial ledger Assets Y N N 86 - Ability to enter the life of an asset (GAAP.) System Maintenance Single, merman feed -asset application established inn standard capitalization policies Assets Y N N 67Abtty to elder the manufachrrer information. System ilantenance Assets Y N N 08 Ability to forecast future period depredation emensea. System 11antenamx Assets Y N N 69 _Blen Atddy to fully integrate or interface with Capital g_ Ahity to have on -fine access and Coil down mpatihy to detailed asset records and reports. System Maintenance System Maintenance Assets Assets Y Y N N N N Asset information available on fine. WU Coen capability Smiled to standard screens within Oracle system. 90 Management and accounting repots available online 91 Ability to identity and access assets by tag number. System Maintenance Bar-coded asset tags generated automatically and phyn1aIy attached by suppler or noon receipt Assets Y N N 92 Ability 10 raeimam and report on the book value of an System flat ntenance Assets Y N N Management and accounting reports available online 93 a asset IGMIP.1 Absyto Maintain GAAP books in foxed asset System Maintenance Single. common foxed -asset application estabished wi61 standard apItslmbon policies Assets Y N N 94 Ataiy to mate mark the asset as non -depreciating. System Maintenance Assets Y - N N 95 Ability to perform halt-tF depreciation analysis based on System Mairlenallce Assets Y N N 95 97 passible sxanariOS. Ability 10 word depredation to accounts other than System Maintenance Assets Y N N depredation (Le. Coot of moss. _ Ability to repot the fixed assets for organs -cations System Maiielonce Management and aWonultng reports wadable online Assets Y N N 98 s separately. Ability le set up the asset calendar in monthly Periods with end dates =toti g the agendas of tie General System Maintenance Assets Y N N 99 System Maidenance Assets Y N N A5Tiy taro setup She depreciation convention_ 100 Ability to setup the straight-line (and other) depreciation mattmdfslforme assets. System Maintenance ijis .rim or,/ Assets Y N N Assets Y N N 101 Ability t spread depreciation among cost centers automatically as needed. System Maintenance Assets Y N N 102 AbBly to hack Foxed Assets by serial manlier- location (e.g., c9y, state, country), cast center and to individual. System Maidenancs Assets Y N N 103 Ability to hack and maintain assets from a Tax peuspetl9ve through Tax hooks and by Strafe and CIW. System Maintenance System Maintenance Assets Y N - N 104 Ability to track capital lease items and terns. Assets Y N — N 105 Ability to lank insurance information related to an asset. System Maintenance Assets Y N N 106 Ability to tack mkc elaneasfnlangmle assets (i.e. real reed!. 'insurance), including lsaian. System Maitenan0e r Assets Y N N 107 AbIly to bock warranty information related to an asset_ System Maintenmrcx Page39 of96 ER-51-Pumdiomliy.Response-S orne-MASTER $Sotbourne 11-Fixed Assets Sepmenbar 15, 2001 Step Requirement Sr! Process Beet Practice G#riptlon Oracle Module In Scapa NMI Oplimul Service fYIN) and Party Software Customization min Comments 108 Maly to use different prorate conventions for calnilatirg depreciation. System Maintenance Single, common imed-asset application established is t1 standard capaaIZaldn pofoies Assets Y N N 109 Ahilly to vattlata FA transactions at the source. only approved protects are interfaced to the system. Mtograted appicaliens can acnYss asset addition System Maintenance Weis initiate asset transfers, retirements and other nuiMCean0e t arsachors anfine; One approval poraSS for capital ppdraplYdlgn rootoo s Assets, Projects Y N N 110 System Mairddgnce Forts asset system is interfaced with ether systems to provide data for asset tax and iaurance planing and andltsis Assets Y N N tend to interface new assets. ERPSI-Funs]ional@y-RespmrseSolboumeaUSTER Page 40 rn96 Step 2 3 4 Raguirement Abayn msmmatc5My edhadae or manumit, request the reconamban reports and2r process COMMEIIICE. 5 6 Mayan dill -dorm to srMedger detai tam General Accmerfng Salem- Ahity1e recancle the srbledger hetsnce5 or baraaciion details ta the GL 7 Abayn add addirecaal currencies for regatta' and tansariaral Les for addlional ledgersrboolre Abair le add additional carencies for 'epodes' end tansecional lens for adrenal ledgers/books. ALilyto eater, maIIud or automated, currency rates. Abiyto enter, manual or automated. errancy rates. 6'Abayto add addBonal values to the chart of accords at e'y given peat an time. 9 10 11 12 Abtily to change an accanl's'Aare' date range. 13 Abityn change an acwnmra 'Aare' status. Abaytc create Accounting periods based on the regimentals ate bnsness, i.e.. Mnnts.4-4-5, Calendar err Perak Year, 13th period, and so on. Ability to ales for tanlrg periods that are different from the swanning periods, serdaally for grants, and perform autrnatc rollovers for caesium head aelabay. Addy to caste adniional ledgers/books. Bab Process Acumen Analysis end Recon lam Account Analysis and Reconrd'aion Account Maysa and Racers:Mo + GL Rate Update GL Rate Update GL Rale Update GL Rat Update General Accouang bl :denance General AaPnfng Lthaenance General Aecaamig Naidenarrx 12-General Aecourrtg Best Practice Description Recantation end may* of balance sheet mama prepared gemrterly, aware nohow ab+maira6Y. Fradind cordials :degafed Me automated proxaes, alarm mrcePfon repordhg to reduce risk Gavial Accounting Maienance General Accoutring IYtintenaauce Raccedtsi 11 and analyse of balance sheet accounts prepared unready. where net dare automata* NOT APPLICABLE General Aceouhig tleiirharce NOT APPLICABLE NOT APPLICABLE NOT APPLICABLE Common general ledger cm sigle platform; Standard than of accea'a wed companywide with Common data defnios: Centralized account maintenance is place for carporale-daried fields Oracle Module General Ledger General Ledger Canard Ledger General Ledger General Ledger Common general ledger on single platform: Standard den of accosas tithed companywide with Cmmmon data dsiOons; Centralized account maintenance in place for camerae -darted (leads Common general ledger on single pla6am; Sbaderd chat of accounts gazed mmpagr-mide with Common data delis; Cec traf1ed account maintenance in place for wtpaale-darted fends 14 15 16 Wily to lei a PanmlChid ratatasldps. AESyto dame a dust of accounts that ldu des the natural account and other related char values (major and minor object tYa6oaias). A6ily to deg ie Magi or legal rally codes. General Accol ant MainWhr+se General Accounting ifairrto'renrs General Aeamtleg Maintenace General ledger contains ordy summary -lewd Mancini idamatlm; supported by integrated subsystems and data warehouse Standard than of .ceenna u6cred companywide win Common data de6rnimes 17 Ably to define fund codes and band types. General Ac , corms' Maidertarcr Standard chart of accounts utilized companywide with Common date deihias Standard ding of auxnemis utilized companywide corn Common data daubers 16 Mail to define cost cads' cedes. General Acceming Maintenance Standard dart of acwma abed companywide wit Common slats deihaors 1tirMay to define organization cedes for atcese orga'vafnn codes i defined else where) which includes but Is not inked to departnenL division, section and mends. General Accounting Mauler emmee Standard drat of accounts greed companyrrde win Common dam deft fors 20 May to derma project codes. General Accounting ManMahce SfaWand dent W accounts {Reed companywide with Common dad defedfies 21 Mayo deb' based ion codes no be used for enpaning Journal entries into maple i's). General Acoounling Meatenance 22 May to derma are accauife Me nai statement wage codes (te be used for gaarayeg fnmhdd slatementsj. General Acmmig Maarten a ace Standard ctan of accounts viaed companywide with Common date deb -Mons Standard chart of accounts udfo0d company -Wile win Common dad deinims General Ledger General Ledger General Ledger General Ledger General Ledger General Ledger Grants Management —Ins non General Ledger General Ledger General Ledger General Ledger General hedger General Ledger General Ledger General Ledger General Ledger General Ledger Y y Y N N N ill Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y oPtignal Sen a N N N N N N N N N N N N N N N N N N N Fl 3rd Party Software Customizabon IYMf _ N N N N N N N N N N N N N N N N fl N N N N N Srpaaear 13.140w Cammmrts We wi support the LIS dollar currency and bath English and Spanish languages per tests Ward Grade Applicator ILS tmcforatTy- All taking and project docmnerrtefon will be it English. bee rri sugpmtthe US rh6ar currency and both English and Sparish languages per the standard Oracle Application MS f nctormlay. M tata and project doamwdtan ads be in English. We cods support the LIS chap errancy end bath English and Spaeth languages per the standard Oracle Appicabn 1E.S functionality. Ai mating and project doarmentabon wit he in E ngfch. We coal su ppon the US dofac currency and bafn English and Spanish 'engages pert a standard Oracle Appicase ILLS tnGnnaliy. All training and project documentation wi he in Eighth. Page41 ef96 ERPSI.Funciondiy.R ♦r Solbourne Step 24 25 26 neepriwelMf Ability to define account and financial code relationship rules between any of the actountlfnmcial codes. Ability es define knee accourrIng petieds A dityto have maple ledgers in the same system, (Le. forecast, budget. report staarmry, achrals). Ahiiyte mai take a single chart of accents with values that can be shared aenss the erotic organization. 27 28 28 30 31 Ability to purge 1 delete old account nt numbers. Abby to select a prinary currency for transactional items. Define detailed standards for the addition of field and values to the drat of accounts. 32 Define detaied standards for the creation and maietnenc e of the LedgerlSet of Books. 33 Define denied standards for the creation and marriniance of the acco nrirg cderidads) 34 Define detailed standards for the creation and meirlamnCe of the accounting currencies and rotes. Define detailed standards to be strkdly aRiered to by owner of Me riten Chart of Accounts sub -process. Defile sandard chart of accounts lobe used by tie entire organization. 35 36 37' 36 39 Stub Process General Accounting Wideman= General Aceenfng Wntenanoe General AccomKmg Mareenence General Roseman] General Accounting Mwntanance General Accoutring Maidenance General Accounting Maintenance General An»virg Mlaidenance General Arrow nfng Maintenance Ahirty for General Accnahting to automaicaty gel erale securing journals as rewtied. Ability for General Accoutring to tumuli the recanting of pre encumbrances {es needed), encumbrances and erpendikues, validating fiord avaiabiiryr, and miming the transaction if funds are not amiable. 40 Abdy for General Acco mwng l automatically. se mentally, generate aeration panels as required. A Bly for General Pccomfmg ks ostmaicalb. or manually, generale ider-company Mamie es want. A6ily far General Pacoamaing ks amtomo*raM, or manually, geherale reversing journals as regaled. Ad* n -moor[ lemmas Mom eternal aeon:above and General Accoutring Lthintereince 12-General Accwadng Best Pioche. a Description General ledger ranwke only summary -lead financial nbrmalen; supported byintegrated subsystems and data warehouse Genera Accenting) Maintenance Standard duct of accounts utilized compa y-oife echo Common dale de8mfioaa General Accounting Maitteemce Journal Proig Journal Processing Journal Processing Journal Processing Journal Pmcessrg Journal Processig Cemmee general ledger on single platform; Sanded chat of accounts nand company -aide wan Common data definitions: Centralized 'cuing maintenance kt place for corporate-dafiod fields NOT APPLICABLE Centralized accord madmen. in place for corporate- defned fields: Standardized, company - a polirirs and procedures published. reviewed and updated relpdady NOT APPLICABLE Centralized accormt maidanatce n place for corporate - debited fields: Standardized, usmpa ny-undo patsies and procedures ptbiahed, reviewed and updated regularly Standard chart of auanls uttered cemparynide ail Common dew defihbas Frmdennd controls integrated irks automated processes, uniting exception reporting to reduce risk Oracle Module General Ledger General Ledger General Ledger Genera{ Ledger General Ledges General Ledger General Ledger Cost allecaba hs minimized and, when necessary, should be drone by aukniakd remotes; Frail -and Mantraps integrated into automated processes. Aiding esepion redoing ng to reduce risk General Ledger General Ledger General Ledger General Ledger General Ledger General Ledger General Ledger General Ledger General Ledger Omnr'al Ledger General Ledger In Scopel filth Y Y Y Y N Y Y Y Y Y Y Y Optional Swathe !Yflfl N N N N N N N N N N N N N N N 3md Party Software Cllst rrizedem N N N N N yt N N N N fit N N N N N N N smdaraar 15. 2rea Comments We coil support the US dollar currency and loth English and Spanish languages pane standard grade Application MtS tunc5onalty. All trailing and pmjeci documentation coil be in English. Sotiaane oM provide process design services and user procedure templates to support the denmiopmenl of documentation for the processes associated with the Oracle based trarsarJkrs nal sea ait+n the scope of services. These tools can be used as the bass for the Cty to develop additional policies aced procedures for the processes that are beyond the shape of Sothourne services. So8ounhe as provide process design services and user procedure templates to shgipe tthe development of documentation foriee processes associated will the Oracle based transactions that are aihih the scope of services. These tools ran be used as tie base ter the City to develop additional policies and p rocedree for the prooessi tat are beyond tie scope of Selboome senses. Somoune rdk penile process design cellos and user procedure templates to support the development of documentafon for the processes eases: ed NMI the Oracle based transedions that are wane the scope et sauces. These tools can be used as the basis for the City to develop additional policies and procedures for the procisses that are beyond the scope of Someume services. yie nmM supped to US dollar currencyand bath English and Spanish languages per tier standard Oracle Application Mti.S la.c10 may. All training and project doanente6on all be in English. Saborne odd provide worms design senses and user procedure templates to sppetthe deelopmeal of documentation for the processes associated win the Oracle based tramsedinrls that are whin to scope of services. These teals can be used as the bass for the Glyn develop additional polices and procedures for the processes that are beyond the scope of Sebomhme services. Page42 of96 ERPS!-Functio.-Respase-SobarmtMASTER 11 Requirement AWN to automate the creation of inter -fund smear5ons. tam process Journal Proceaving Best Fanatics Dimertpben 42 43 44 45 46 47 AblIyto mrsdtdate transactions torn roddfple ledgersfiooks into one ledger/book hn an automated process_ Ability to define and setup sources of jmaaal aasactos imported Abily10 Wordy and resolve out-of-belence journal enmies prior to pasting. Ably to l lertaee Wands at summary level from sub A ledger. te Aale into general recounting via mamalty doter juurn a deed feed or grouse the application toed. Ability to revalue transactions based on froles uckra9ons in ros and percentages. 413 Ably to route Journal whirs through an approval pry. Journal Procewig Journal Proces :1g Journal Promeeinno Journal Prooeamhg .faunal Precesairg Amoral Processing Journal Processing 12-General Amounting Ail subsystems nterlac.d or integrated with general ledger NOT APPLICABLE 49 Abiiym suspend jeumais based on predefined parameters, allow for the eWiyto correct and resew for poring. Journal Processing Front-end controls Merited into we:mated processes. alHzitg esepten repoifm to reduce risk 50 51 Ability to 4anstee tr+wectons from one currency or COA to the General Axdmfng orrenCy or LOA. 52 Define detailed standards and materiary for the creation and processing of Journals it the General Acuunfg sYstam. 53 Journal Processing Defoe detailed nanndads for the co soidatiom of Journals hr the General Acommting swim. Define detaied standards for the rroation and maidermnce of the Cwmwfdotorr Napping. Journal Poocessig Journal Processing Journal Pretesting NOT APPLCABLE St.ndardzed and enforced high materiality levels set to journal snore 54 55 Defoe detailed Na ndsds for tie creation and maintenance of the Journal Sources. Define detaied emends ter the creation and maetenance of fne i er-fund business rules. Wean! mafenatdy. 56 Define detailed standards for the posting of -kernels a the General Accou ntiig system. Journal Pmcessig Journal Processing Journal Promo:k 9 Stared services organization performs do56g activities Stands tied, company -wide policies and procedures published, reviewed and updated regularly Stegall:fared and enforced high maenad( levels set ter journal aores Oracle Nodule General Ledger C,erneral Ledger General L.dyks General Ledger General Ledger General Ledger General Ledger General Ledger General Ledger General Ledger General Ledger General Ledger General Ledger General Ledger General Ledger In *cep. ryM1 General Ledger Y Y Y Y Y Y N Y Y N Y Y Y Y Y Y Optional Service ry1N1 N N N N N tl N N N N N N N 3ud Party Soltwem CusEemcetion 117111 N N N N N N N N N N N N N N ti N Supmhew Ts. 0.4 Carrements We aril support the US dollar care oy and both English and Spanish languagen pet the standard Oracle Application MS Sunct:malty. /i Wiring and project doanmentalon wi11 be is English. We wit support the US dollar currency and both English and Spams5 engages per the standard Grade Application NLS krndnnaBY- Atl Ireeig and project dosonenta6on od be hr Enpreh. Asimte Chart of Accounts is assumed Ter implementation. Samoune will provide prows design services and user procedure templates to support the dswlepmenl of documentation to the processes associated wih the Grade based transactions Oral are wit* to some of services. Theca toots can be used as the basis for the Ciy to develop additional policies and procedures for the processes that are beyond the scope of Sonoume sweets. Soboarne wit provide procea design servile and user procedure Tempt ress to support the development of doaumenlahm for the processes associated wih the Grade based to arias that ere within the scope of servo. These toots can be used es tie bane for the City to deadep additional porkies and Forceless for the protases that are beyond the scope of Sotboufe smokes. Sobwne wit maids process design services and roses - procedure templates to support the development of doameflatimn for the processes=soared with the Oracle based sir aetios that ere wide fie scope of serves. These tools can be used as fie besets twee Cirri to develop additional policies end procedures tor foe pro aer sses that e beyond m scope of Solhone services. Solbo.ne mil prmnde pry design services and user procedure templates to support the development of documentation for the proms associated situ the Grade based transactors the ors raeh the scope ol services. These toots can 5e used as The basis to the City to develop midi/end policies and procedures for the processes fat are beyond the scope of Soboume services. Solboune ail provide process desigh senices and user procedure lemplatea to support to envelopment of documentarian for the processes acted with tie Oracle based tesacios that are Whir the scope of services. These tools can be used as the basis fortes City to dewlap adders] policies and procedures for the processes that are beyond the scope of Solboume services. Sotiwume wtl provide process design services end user proab.e templates to support fee development of documentation for the pmcseses assod.ted veth tie Oracle based tarsactioe Oat are within the scope of servers. These tools ton 5e used as the base tar the Cay1 develop addienal policies and procedures for the proem tat are beyond the scope of Sobouna aerobes Page43 of 95 ERPSI-Puncdona61y-Response-Sol6°ane-MAST£R Sege_ 75. 2004 12-General Accounting Step Requiernient 57 *Me cleated eta lords fa the revaluab* of Journals is the General A sun9r9 hem. 58 Define detailed standards for the translation of Joanna h the General Ac eorr hg system. 59 Dane rerandliaten and drildown procedures to facilitate the research of journal entry deals n the snub ledges. Sub Process Jaamal Pmcesskhg Journal Processing Journal Processing 60 Refne ar:dming proms to allow sub systems and integrated sub ledgers to artomelcalfy create accoun&hg enbies_ 61 The ability to posljounals trough an automated and / or manual process based on predefined parameters. 82 Ability to imdose a year in order te make audit adlahaerG. Marna Processing Journal Processing Period End Close Bast Practice Description NOT APPLICABLE NOT APPLICABLE General ledger cantles Gary samnmery4sysl financial idormafion; supported byhffigrded adeiskams and data warehouse Al subsystems ihberfaced or **grated with general ledger Front-end controls **grated into automated processes, Lilting exception (apatih* to reduce risk 83 Abidyto mares ledger balances from prior Yeats no longer resrked for comparative ortrend Tema**. 54 Abliyto mdhwa prior year transactions, wide maintinkng acceessseto ledger balances for comparative reportingP.Po 65Abiyto dose periods upon cemplefom of male end activities a l approval. 66 Athiy b dose periods upon camnplelion of yea -and acihies mod approval. 67 Abiltylo create a be awing balance period that stores to once formed ka sacimns serpaate from Period 1 activity. Period End Close Period End Close Period End Close Period End Close Period End Close Yskml discs Yakut dose 88 A5iy In create Journal ethics to p0Pdado begiaing bale cos for all balsam lonvd accosts. 6AAAhiyta dainna a separate year end dose adjustment period to separate year end iersaciahs from Period 12 transactions. 70 Abiy to dame, configure +md automate the mash and - dosing saw**. 71 A5iyto deth, caubpre and edmrnale the yea -end dosing sdhadde. 72 Abiiya ensure n64edgers are properly dined prior to doss of the General Ledger. 73 Abiiyta enter ant post pedal end 01 *none is to general accounli9. 74 Ability* minuet., or autemaicafy generals repots rascal to the dosing of the mesh or year. 75 Ability to notify seedo51 users of even* that are not within defined tolerates. 76 Abiylo open a sequential New Year *say poid into the Mere. 77 Abity l prevent users in bath the general aceourdng and sub Midge applications from posing transactions to dosed 78 Berne detailed standards and dose calendar *the prooessng of Werth End Closing sod Reporting. 79 Dohs detailed standards for period and adpalmea*. Period End glow Pea* End Close Paid End Close Period End Class Period End Close Period End Close Period End Dose Period End Goa Period End doe Period End Close Centrally mainIdoad. standard its mailable online or diskviutedsia kars for kdanset Pond -end Donbas nlgraled rdo automated processes, utirtim eecepeon romans to reduce risk: Legal and managemad emsoideaah of corporate domestic and :tlamfonsl businesses automated Peed End Dose Period End Close K toal dose Grade Module General Ledger General Ledger General Ledger General Ledger Geared Ledger General Ledger General Ledger General Ledger General Ledger General Ledger General Ledger General Ledger General Ledge General ledger General Ledger General Ledge General Ledger General Ledge General ledger General Ledger General Ledger General Ledger General Ledge In Soops NMI N Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y OpSnnal Service veldt N N N N N N N N N N N N N N Ii tit 3.d Party Software Custamization 1YAt1 N N N N N N N N N N N N N It N N N N N N N N N Coe 1Ne nil support the US dollar rurenCy end both Englsh errs Spanish languages paths stwhdsrd Grade Application Inds functions*. Al *e^ng and project documentarian wi be to English. 1ars.8 support the US doter currency and both English and Spanish languages Per the stands* Oracle Application NI STnmciaratiy. At *aping and project documadation.il bs in English. Solbmmie will provide process design seeress and unbar procedure templates to support the development of documentation for the processes associated with live Grade based tansadiaa that are eiin the scope of services. These tools can be used as to basic forthe City to develop add parties and prvce5sres for the processes I ogre beyond the scale of So5oame services. Solboume will provide process design services and user proses. templates to support the development of documentation *Ire processes aesors5d win the Dade based 9aossefo rs that ere within the scope of services. Throe tools can be used as the base for the Ctyto develop addaonal policies and Procedures for the processes Indere beyond the scope of *bourne services. Soloman* of provide process des* services and user peacedore templates to support t a development at doannedatien *the processes assoddod wise ten Grade based transaeials that are %Obit the scope of services. These tools can be used as the basis far the CEyto develop additional polars and procedures for* processes that are beyend the scope of Sotboume servos. Page 44 of 96 ERPSFPun.Jinrwily-ftesponseSotbaehe-W0.STLR $S�llxsirne Step Requirement Sub Pmass test Practice Desert BO Define defiled standards for the procesclrg of Year -End Closing and Reporting. Period End Close 61 pain deleted standards for the reconciliation processes. Period End Close Recencitaton and analysis prepared quarterly. notf ale gut 82 Define sandards for dosing periods. Period End Close 63 Abi8yto maturely or automatically rollover unexpended encumbrances grim opening of the rterdfaal year, as ragired. Period End Close B4 Define standard for epemp a new year. st Period End Close B5 Rome close process 10 tam sot dose for non -rat -end mordh, daze high materially levels for jams! erabes and of adoptions to read+ two day dose. Period End Close Mad dose; Steodard¢e material/4 reeds set talcrata entries mininbed end, when necessary, s o i mnini a number aclomaled roednes; Abi:y to dorm detsdt e1nination eabins based on legal 86 e M todefre. Ahoy to iota detrall etimtua800 entries based on legs Translation and 87 m may Michas. CdeoidelOn 88 A60iyla min the consolidator! process. Translation ad CartatBdabon legal and management carrsetdrion and tntarne8ornal businesses condom 12-General A ca infng sheet aowmt maticaly and enforced high Ceti eioatms d be Pima by Oracle Blodale General Ledger General Ledger General Ledger of corporate domesYc of corporate domes8c amid General Ledger General Ledger General Ledger General Ledge General Ledger General Ledger In Scope (YDNS Y Y Y Y Y Y Y Y Optional Salvias (MD N N N N N N N 3rd Pasty Software Customization 1YAn N N N N N N N N N swpirogo• T5, Gr GNNnerdt Sobmmne rill provide process design services end user proceAae templates to support the development of dooaaerrtaBon for the Prnees armed vitro the Grade based tansacbone that are MM. the scope of services. These tools can be used as Ere bass for the City to develop additional polities and praosdos for the processes than are beyond the scope of Sobmmre Sonoran...Ill provide process design Beres and user procedure templates to support the development of dosemmlaflm for the processes asserted wit the Grade based lnaaacBors that are adder the scope of services. These toms an be used as the basis for the City to develop addlional pd'i es and proceriaea or the processes that are beyond One scope of SoMourne senices Sot:mi nor xi precede process design seers and user procedure tempkatse to support the devdapmsd of documentation for the processes associated w8h Ere Oracle based transactions that are wilm Ore scope of senior's. These tools can be used as the basis for the Coy to develop additional po8cos and procedures for the processes that are beyond Ore scope of Sotbou ere serdees. edbaurne will provide NO design services and user procedure templates to suppOdlhe development of doasnen a8on for the process associated will bra Oracle based Ica Cda a that are wilder the scope of services. These tort: an be used as the bus for the Ciy4 develop additional pofrris and procedures for the processes that are beyond Ore scope of Sathuume services. Step 2 3 4 5 t t 1 Abity to assign maims and communication infmnutiun t0 a protect Abity to assign rates to each rmource traced by the poled for costing f bang purposes. Ability to assign states codes to a project to control adivilY3 performed at a given hale fmad1e versus Pat /. May to define diifferentrrsouece types (eap10y62. subcontractor, ermehi+e . 6 Ability to define different unt of measure for rode resource tape. 7 Atka. to define etas le marble General Ledger and ProtectAccounting gem rd 2 � �n 1 8 Abby b generate revised estimates scope charges. 9 Ability b include mtscemneores project +Mommtion (comments, *noose of project project sponsor / customer. e anted Completion dale. etc). 0 Abityio integrate project accounting wth Accounts Payable, Purchasing, Inventory Conhpl. Requisitions. BEng, Time Entry, Human Resources, Asset tlanagemeut. and General Ledger systems. 1 Abi ty to link imaged doarnents to project for easy awls and long•tenn retention. 2 AMTdy to perform resource capacity planning for generation of triadic schedules. Re1pkement Ably to allow multiple threshold levels for project approvals hosed on project dollar amount. Bap Process) Puled Sehm Project Setup Project Setup Project Project Setup Project Sabre Project Setup Project Setup Project Setup 13-Grans & Project Accounting Beat Practice Description Capital requests for major projects muted via workbow process Tor approvals; srral4dollar or routine purchase; ominously approved *the modal budget require no additional approval to begin Project Setup Project S_ Project Sew Automated mphal Project hacking application integrated with purchasing, accounts payable. ehgiueeringAabor and mores app0calions for tracking purchased and constructed assets Al supporting documentation ranged and available onlige bl drilling down/across system Oracle Module Grafts Accounting Grants Accounting Grants Aamumkg Grants Accounting Grants Accounting Grants Accounting Grants Accounting Grants Accounlina Gnarls Accounting Grants Accounting Grants Accounting NIA *Scope 4YJN1 Y Y Y Y Y Y N Optional Service fYAt1 N N N N N N N N N N N N 3rd Party Software Customirition nun N N N tl N N N N N N N N 13 14 Ability to rode capital requests through an automated Wove' system 15 16 Ability to setae comidefltial projects in both Project Accounting and Accounts Receivable. Ability to store online Irks io project source docmeode pled back-up documents (including Excel firs. Word Wes, soured documents, MCI Abifty to support** generation of debited estinaes. 1{Ali projects tracked in a single. common project trading Project Setup Project Setup modem 18 Encourages collaboration across project teams utTm1g web 19 Integrates with ktamsolt Proect Project Setup Setup Project Setup Project Seep Capital request for major projects muted via workflow process for approvals: small -dolor or routine purchases previously approved in the capital budget require no nattiest aomoval to begin Project Setup Al supporting documentation imaged and available *nine by dfiliug Ocean/across systems Pmjetts approved Y the capital budget set up in a single. lgmITOOO pnolect racking sastern Purchasing Grants Awarding Grants Accounting Grant Aao2ctig Grants Accounting Project Foundaion, Project Management, Project Resource Mandoeme t Grants Accounting Y Y Y N i4 N N N ti N N N N N N N N N N savreRaer 15. 2004 Comments The Project Management and Project Resource Management cannot be used with Grants Accounting in the same operating unit. Multi ar9 6 not included within the scope of the 1n Grants, you can set security at to who can view projects by assigning ihdnrihdals roles on a project. The Projects Suite ran create and pack project teams and resource vacation had does not work lo the same operating rot as Grants. Mu1&ofg is net included *thin to scope of the Please see the Oracle E-Business Sure Cusbmaedos & Interface Development section ottre proposal for specific interfaces in scope. Page 46 of 96 ERPSI-Fund*nakLY-ResPrnso-soboume MASTER s pencerf5. 2004 Step Requirement Provides a web -based project intiahon r request lam. Sub Process Project Setup 21 Provides realtine access to Project stabs ''as or poid in time. or Projected anal. Provides role-tased vices of project mtomm0on. Supports oladation of project ROI trim analysis). Support full projectsdledufpa9 web CM/ (Corporate Performance Iianagement Mize a aleaadar which is the same or different than the General cocapture costs associated with special promot0ns or i C,/ to i de and date 11d0 Project 2 AMC,/ to qutzrtace true Amounting from an external system. Ability to track costs Whin a project by phases. Abilitytotrack adjusbneres fora project §.e., Merest). Project Setup Project Setup Project Setup Pmjed Setup Project Setup Project Setup Project Setup Project Satrap Project Setup Project Setup Capable of performing sills management and searching Project Setup across the organization. Supports sharing resource pools acmes the organization Project Setup Requisitions include project accounting rdonnabon. Ability to enter journal entries into the Project Accounting system. Best Practice Description 13-Grant S Project Accounting Oracle Yodde In Scope KMt Grams N Accounting Grants Accounting Grans Accamtino N!A NIA Grans Accounting Grams Accounting Grants Accounting Customization KM1 Y aptiavl Service Srd Party Software Pratt Y Comments This requeemerh may remake technical development to complete. Based upon our experience rah other public sector organizations and the CIIya desire to minim arsYarigatiOns, tee recommend that the City evaluate the existing hmdinnally within ire system end consider alternatives to custom developed solutions during the process design phase male project In addition. custom development liens need be be analyzed on a more debated level 41 estimate the effort and cent to complete the work. woe Iris in mind. we are providing an account of hours that Me City can use to develop orstemmha^ and development errs. The project team wit also be able to prioritize development activities to best meet the Grote requirements. For each development item identities during process design, a functional description and estarrate of h01115 oil be documented and presented to the City for consideration. Page 47 of 96 ERPSI-Functonaily-RespOnseSceboume-MASTER Sgeerts fK err Step, Regaiyrmmrd 1 Eledraically bade routing and approval of Brant prof 2 Provide a cadre! mpoaery for a9 grand documentation Include certification docurterds. grad agreements, meads. avant t letters and resolutions. 3 Web option for seating grid proposals on -fine. "Deliver pre-defnted Proposals. 5-Enter all grant budget information on -fine In source departments. to deldetrne the status of a i Pmrovidevide the he an•fae c�itY grain soeirsarn. el Gerd raged7 Artomarreat1 notify al interested Pries 9 Ate91y to handle grads with a variety of dotes (encranbrncce, pastor paymerd, els.) 9 Add approved vendors td vendor alb once grans are approved 1-a Sloe 99 prior grand data as a ti stoical dame and allow access to relevant data for risers 11 Capability for grant inquiry on the weft Sub Process Grails Clin- kered Grads Pre - and Post - Award Bait Practice Devaipdee Kay contacts are designated when estebisteng Wads (at set tip time.) Project Mirages are r onsible and the tirne7 accountable 10 spend grant lei (aiming 9g% of all rree of tura7s with no funds retuned to grantors.) 'other than payroll costa' are obligated by the slat of the fatal grater of the grant LXia woddlowfnoticabon rat web owhin 15 days (revs.) of Have eacs 9rare up and naming sessiving the wised letter. To tiavnQtish Ito. Poet-Aaard grants must have a timely. efficient. user -Mandy prom In place (using a single, central database of guard data.) Grads Pre - Award _ 1- Ability to track the reverse located to grins (credit side of ba®dion) and eaoal6agr detail. 1_ In GL provide ability to aeeta income statements end Mealce sheets for grans for grant auditors. 1- AdSty to change and accounts stabs (e.g., "active; etc.) 1- Store al grant data in a Single central database. 1S Abntity to!differentiate source of funds (grad funds/ reaching funds) for find expenditures. 1710464 to set and noddy nA9Resbad1ms for expenditure Hem 1 .Q.. ua9ovcrble casts.! 16 Automate indirect cost medial= and tewtirg arenas. - 79 Provide the *hilly within she Grat Module to 1raKbon as both grater and grrdee. Grads Pre- Awad Guts Pm - Award Grants Re- heard Gnats Post - Mead Grants Post - Arad Glans Past Award Gratis Post - Award Grants Past- Atwad Pre -swards are loaded into the system (e.g., for teaming wads.) Pre -Beards are loaded into the system (e.g., for recurring --erds.l Rol grant funds from one yerto the rant Aprocess sin place to llandm grads that do not dose at yeat-end- Goads Post- Awad Grads Pod - Award Grans Past - Award Grads Post - Award Grath Post- Award 14.Grands Oracle Module Grans Proposal Ghats Proposal, Gnarls Accounfing Grads Ploposil Grans Pmpmal Ganes Propose! Garda Proposil Grads Proposal Grads Accounting Purchasing. Acceuta Payable Accounting Grants Amorreng. Porter Have each gnat up and oaring vetan 15 days (max.) of reeking the sward letter. To en amp'sfi tan. Post -Award grads must have a timely. efficient, uSeHriedh' process in place (using a single. canine database of grant Ada.) Grads Pas/ - Awned _ Grads Pest - Award Grade Poet - Awed Grads Accormtnn Grano Accounting, Discoverer Guards Ad:eend Grants Accounting Grads AGDredra Grans Accounting In Snipe 1Y1M H N N N N N N Y Y Y N Y Y Y Y Y Y optional Service (YR() N N N N N N N N N N Y 11 N N N N y( 3rd Party Software Gastendedien 1YMI N N N N N N N N N N N N N N N Grans Accounting Grads Accounting Y Y N N Commies Agatlrnerts can be used ten Guards Acre nti+g even if Giants Proposal Is out of scope. Attachments can be stored in a central respnsil5ry and inked to the appropriate grad proposal. There are no predefined proposals be prior proposals can be copied and used as temper In create new 0oncmds This requirement may require tectuticet development to complete. Bared upon our experience with Wier pubic sector eigarizeess and the Cities desire to minimize aatar:ralies, we re onennetd lb* the city evaluate the resisting fhnothmally widen the system atl coscecalletnatvesto atom developed soltiiorsdurng the process design Phase ol 111e Prided. In addition, ream development suits Hoed to be tame/zed on a more debtiled level artiste the effort andcyst to canplele the wart. Wtl1 ties m mad. we are providing an a cetan of terra god the C:ty can use 10 davelnp customization ad devekarne i dans. The prided team wig also be tilde to prioritize developmed actirites to best meet Me Cglfs mgIiremeds. For each development tm1 identified doing process design, a functional descripeon and esem to of hoes NI be domlleted and presaged to the City for consideration. N Page 4t of 96 NPS4Fu clionailyResponse-Solboume-MASTER Step 20 Requitement Ahiity to communicate with other progransfeeprvalions used for Icon servicing 9BS3 and loan processing (GEISIS) Sub Procne Gram Pest - Awed 21 At2ly to define and set tolerance levels for grand payments. Grant SPendffilffilo tiering 22 Zs. 24 25 Budget deck grants at line item and greed leve. Account for FM and addn xis the frequency of calculating FBA Automate forge benefit calculations and erect costs. -Catenate fringe benefits in PIR peace appicabon. 26 Secretor grunt iniasfone dales via workflow. Grad $ptl1d11gIM0 U terine Grant SP adoring Grant SpenduplAfe dledng Grant Spends gate w ing Grant SpenkngleAo ritoting Bast Practice Description Provide an automated proms for consistent budget revisions. 14-Gra*MS Oracle Nadel. Grants Accounting. Receivables Grande Acconreng Clew, defined g1idefineS for Inked funds (with the ahiity to spend nnduect toss at depadmant leveq are in oboe. AN personnel ccsts we cheeped eonaNy. Al personnel Cods we charged correctly. Grads Arraeering Grant AGcou ig Key contacts are designed when esh1ishkrlg grant (at set 1p time.) Project Manama are reopensible and amorulabie to spend grad fu ds (slowing for lie amity use of funds with no hods Ielened to grantors.) 90% d as. 'other than payroll costs' are obligated by the start due final quarter of the gr+1t ri1Gze wwldbvdaefifiedon 27 Automate role -based budget and aiowab[1h (of purchase) ducking. Grad SpendheglMo edam 2a 29 Provide a standard suet of grant reports. Charge all personnel wets in a timely and efficient mauler. Grant Spemorrg do nibeire Grant SearduglkW rearing Grads are backed easily, with simple monthly reporting. A dear reputing led dsbibution structure exists. Ccd flows edema from origination t hrcure tram 4399- Alf persomel ones we shamed correctly. Gnats Accounting, Labor p"strrkdLn Grants Accounting, Labor DisuibuOco, Parrott Grant Accenting Grads Accounting Greet Aommbug ha Soaps fYtN1 Payroll. Grade Time and Labor, Leer Distribution Y Y Y Y N Y Y Y Optional Snvica rYnn N N N N N Y N N N trot Party Software Customie:Ma IMAM N N N N N N N N N N 5.eseber Ts, mar Cormu.hns Tail regarernerd may require technical devebpmerd to complete. Based upon ow experience with other pubic sector wgrri0fiwrs and the Cdlrs desire to mar mite custorrizahons, we recommend that the City evident. the existing fimeinna1l1 within the system and coraider alternatives to custom developed seances during the process desgn phase of the project. In add1Ziwl. wsloln development items need to tee mewed on a more deorged level be estimate the effort and cost to complete the work. With e1s in frond, we are pmvidmg an account d tours that the Cdy can use to develop customization and development items. The project team will also be able to prioritize development amvlfies b1 best meet to Cep ro1aharmrrs. For Bath development item identified dung process design, a hrmtienal description and esfimde of hems will be documented and prey to the City for consideration. Yea can define a recast id with the pardee as a One item off of the vendor lest and setting up fie budget specific t1 each 9ra*Me(s pplia). This can also be done using encumbrances in Purchasing that also are tracked in grads_ Grants Accenting wad budgets can have had triple that will knit the expenses and revenue that can be generated. Furls chectdng on the baneacererIS and budget revesiorx can be done er:n*MA times. limits can be the pared taste. or encored code Gnat. The Parma nodules is where benefits are calculated end pad. Burdens (overheads) cam be calculated in Grants as assigned to expendlues_ The regutiement may mitre teduical development to complete. Based upon our etryxie ce wlh other pudic erector orguizafidns and the Cdy1s desire to m:grrire astomiz7fiors, we recommend that the City warier r the edging fimCtioreiy eaten the system and consider alternatives lee custom develped solutions doing the process design cede of the project. In addition. custom development items n eed 10 be analyzed on a more diked herd to 51itete the effort and cost to complete the week W M this in nand, we are perking au a®ud hours that the City can use to deredop customization and developmdK terns. The deject Lean will also be able to prioritize develoymer 1 activities to bast meet the Ceps regrinallert• For each devdopnmd fern leereied during Process dag1 a functional description and ea/Miele of name wit be doanuehled and emended to the City for casiderabon. Page 49 of 98 ERP+51-F TER Step 30 31 32 Rtgnirentent Ability to easily roll grant fiords from one year to the neat Provide an automated process for concert budget revisions. Monitor al "other than Payroll costs' to ensure timely spending at proper lends. Mize workflo trotifir don flab Process Gran Speadrrgdae nitorio Grant Spendng7Ao ra than Grad Moi e 0 Hest Practice D.seriptien Roll grail finds fits one year 10 the nest A proms is in pace to harde gradM that do not dose at year-end. Provide an automated process for consistent budget revisions. Kay contacts are designated when is abidmng grads (at sd up time.) Pruned Managers see responsible and accountable to spend gran fords (allowing for the timely use of tads with no funds fawned to grantees.) PDS at all -ether than paymi rash'.,' are obiigoted by the start athe final quarter of the grant Lairs workfloyebretication 33 Allow deparhoerds to sped indirect costs at department level (d allowable Per grant if not, than restrict spending.) In addition, after. speeding of inbred costs incurred by Wier deparbnerds, Inckidng Budgeting and F10110e. Grant 5peamg-Mo Moving 14Grats Dead. Madcap Grams Acownbrg Grams Accrediting Grids ACOorndng Clear. defined guidelines for hared hinds path the ability to spend inched cep at department larM are in place. 34 35 35 Post aI payroll and fringe benefit data immediately and automatically alter payroll is run. Provide real-time grant fend balance information. Povide stada ized reporting and communicate alerts for !pant rambiesementireporting- 37 M automated glare closing schedule is in place (available whine-) Grants module is dosed a®rdfg to a standard !schedule_ Grant SpwamgtMo naming Grad Spe dingeno Hieing Gran Bfienclfialiftl Toting Grant Spehdngldo naiad Posting of payroll and hinges is done immediately and automatically aft payroll. Provide real-time grant hind balance inforrnahon. Gran15 are tracked early, wtfl simple rmwdtdy reporting. A dear reporing and ashibclion W1awe mists. Oats flows duly from pagination titration grad dose. Grans Aurau1mng A schedule of grant (Mang dates is in place t0 alert al involve]. The Gant module is dosed by the 15ih business day of the month. Payroll, Oracle lime and tabor. Labor Diddhuirm Grails Accrediting Grants Accounting In scope frf(n Grams Aaauttirg r r v 5 r r N r Optional Service (inn N Ill r N N N r fl End Party So[hvan Custorrhis5ion runt N N v N N N IJ N s,prrr 15, 20e4 Coo nerds This requirement may read. admiral development to complete. Based upon our ezperienee with other pubic sector argandelionc and the tttys desire to minimize customizations, we recommend that the City evaluate the roasting f nrchorioity rwttsn the system and ow5ider alternatives to custom developed solutions during the prays design phase of the propel. In addition. ascot development items need a be analyzed on a more debited level to estimate the of nt and cost to templets the work tAtth itds in mind, we are prancing an account of haus drat the rats can use to develop customization and development items. The p.v eC0 team MI also be able to prioritize development activities to best meet the CAy0 hereiremhhwrts. For each development item identified during process design, a hahmonal deSCripl0n and eeimde of horns MI be documented and presented Mthe City for oonsiderabon. This requirement may require technical development to cornpate. Based upon our experience will other pubic sector orgorizW cos and 1ha C ty's desire to minimize wdeweimiens, we refmnaled dal the Cary evaluate the misting functionality within the system and insider alternatives to custom developed solutions Cuing the poses design phase of the prolog- In ad9fion, astern development Orris need to be analyzed an a more detailed level to estmate the effort and cast to complete the work. With this In mind, the are making an acoawd al- hours the the City can use to develop customization ad deve(Opeod items. The project tam We also be able to p iottlze development aciviles to hest meet the Cltys requirements. For eadl developmem item identified during process design, a hwrcoatl descipwh and estimate of hours eel la documented and pescrded tote City for consideration_ scorner 112034 Step Requirement Provide automated notification of the requirement to reapply for annual grinds. 40 41 Provide the Miry to reallocate revenues and (sperms_ Provide the abitty to bill grantors aurimruhcaW. Communicate alerts for grads payments processed on on hold via the system. 42 Sob Process Grant Spew:logA tG naming Simony the grant roll-over and renewal process - - _ allow for cede transfer. Grant 5peefinOlMo Modred Grant SpmaingM1A0 Morino Best Practice Description A schedule of grad dosing darts is in place tb alert ad Medved. The Grand module is closed by time 151h battles day of the month. Grant Sperdngeio enure g Grant Close Orontes There is an easy way to reallocate expenses. 14 Gran s Oracle Model` Guards Accounting. Grants Proposal! Wotdlow Automatic tiling of grantorsis in place. The reimbursement process is dearly defined. Alerts for grad peyrnens processed or on hold are communicated via the system. Roll grad fads from One year to the next. A proves is in place to hate grants that do net close at year-encl. Gram Accounting Grails Aaor+dinD Grants Amluntin9, Receivables Grads Accounting In Steps OM) N Y Y N Y Optional Sertiaa j End Part' Software 1 Cn�'n nMt I rc+�n N Y N N y N N Con.wnls This requirement may require technical development to complete. Based upon our experience with other public sector organizations and the Crty5 desire to minimize custonizalions. we recommend that the City evaluate the existing flunrbornaity within the system and consider alternatives to custom developed solutions during the process design phase to the project. In addition. custom development items need 10 be analyzed on a more detailed level to esbmde the effort and ev4 to compete the work. mind. With this in we are pruvidmg an accoeit of hours that the City can use to develop randoniaation and developmend items. The project team will also be able to prioritize development activities to best meet the C 00Ys requiremevds- For each development item identified during phi design. a functional description and estimate of hours will be documented and presented to the City for consideration. This requirement may reyre lechrical development to complete. Based upon our experience Mau other pubic sector moos and the Citys desire to minimize custornizaliorus..re temrorterd that the Cily erallale the existing lunbionaity Main the systern and consideratmwtives to cistern developed sohrbors during the prOms design phase of the project. In adfi60ll. Custom development items need to be amlyzed on a more detailed level to estimate the effort and cost to complete the work ihith this in mind, ere are 'awaiting an account or Mess that the City can use to develop on and de/abstinent items. The project team will also be able t0 piodize devel0p1med ac0vi5es to hest meet the Cays niquirernents for each development item identified during process design, a functional description and estimate of hours aid be documented and presented to the City for rderatirm. Page 51 of 96 ERPSIfhmchorwity4t spors00 TER &mph.bar 15, 2004 Slept 2 3 Requirement An ESS portal exists for training administration and logistics - Assess e-Learning readiness (mfastru ureter eployee) and utilize e-reaming tools as appropriate. Auld rnessagirg to employee and manager regarding mandatory courses. Sub Process WA WA NIA Best Practice Description 15-Learning & Development Employees have direct access to online training analog Employer have direct arm to online training dialog Systematic analysis of required sills. oompelenaes end behaviors 4 Automated scheduling and whit resting's utilized for course attendance and notification to employee, supervisor and training adainistrato NIA Automated sciredofmg utilized for course attendance and notification to employee and supervisor 5 6 Automatic update of employee records follows suoce$sful course completion; automatic notification t0 manager. Auloa>atic update to Finance for all training Mated shames_ NIA WA Oracle Module Employee Self Service. Training Administration Learning, Training Administration Training Administration. Alerts or WorkBow notifications Automatic update of employee records performed tattooing comae completion Systematic analysis of required skits, competencies and 7 8 9 Conant, job helevanoe. delivery, and post delivery effemveness are measured for business mutts. 10 Develop pedomance metrics and indicators to measure training effectiveness that are easily accessible to appropriate panes. Development Resource Guide is organized by job ferret and business speeaty. includes 1113112311017 catalogs. courses. seminars. mentorin9 models. on-the-job activMes, and external resources and finks to schools, professional associations and other resource. Enure KSA profiles reflect both current aid future skit resquienants and are developed as part of the regular business cycle. WA WA WA WA behaviors Employee development and training needs evaluation performed Employee development and training needs evaluation performed Employees have direct access to online training catalog Systematic analyses of hegvired skills, competencies and behaviors Training Administration. Alerts or Workflow notifications Human Resources, Training Administration Training Administration Training Administration, Employee Sett Service Training Administration, Employee Self Service In Scope IYINI Learning, Training Administration Human Resources. Training Adminiatation, Balanced Scorecard Y N N Y Y Y Y Y Y Optional Service IYM1 r1 N Y Y N N N N N N 3rd Party So4Mare Customization rrMI 3 N N N N N N N N N N Comments This requirement may require technical development to complete. Based upon ow expedience with other public sector organizations and the CLys desire to minimize customizations. we recommend thetthe City evaluate the exs9rg functionality wmhin the system and consider alternatives to um developed solutions during the process design plisse of the project In addition, custom development items need to be analyzed on a moue detailed level to estimate the effort and cost to complete the work We this in mind, we are providing an account of hours that the City can use to develop customization and development items. The project team will also be able to prioritize development activities to pest meet the CIty's requirements. For each development item identified doing process design. a functional description and estimate of hours will be documented and presented to the City for consideration. This requitement may require technical development to complete. Based upon our experience with other public sector organizations and the City' desire to minimize customizations, we recommend that the Ciy evaluate the iodating functionaity within the system and consider alternatives to astoni developed solutions dusky She process design phase of the project In addition, ri]sthm development Reins need to be analyzed on a more detailed level toe agate the effort and cost to complete the work. With the In mind. we are providing an account of hymns that the City eon use to develop co1nbo®tion and development kerns. The project team vull also be able to prioritize development activities to bed meet the Cty's requirements. For each development item identified during process design, a functional desorption and estimate of hours will be doermented and preserved to the City for consideration. Page 52 of 96 ERP-S4Funchona0ly-RespmnseSoleoumea le SiER Step 12 13 14 ReRrsemerd Identify current and future wits and behaviors Tmked to corporate and business objectives as pad of a strategic business planning process. Leaning administration appficalion s integrated wah HRMS and fiunrial systems. 15 teaming is an ongoing process throughout the business and July integrated with other HR processes (e.g., selection, performance management, compensation, surx$sion plannig, etc.). 16 Link development plats to individual and business pedomartce requirements, such as knowledge, sk®s, Whim, experiences, etc. MSS provides access to organizational and 'vdivdual KSAs. 17 MSSIESS enables monitoring of Laming and Development planning and progress. 18 MSSIESS provides al id0mptlon listed in Information Vision. 19 Maintain individual employee learning and development Sub Process WA NIA WA WA WA WA i aktaln 101001ed9e, skits, abddy. xRiNrions. kcetses and other inquired experiences mine at the corporate Wei and made avaiaiie to the business . 20 Managers receive automatically generated prompts of potenliat training coulees for slat!. N/A WA WA N/A 15-Leamkng & Development Best Nachos Description '5ysleam5c analysis of required aklls, competencies and behaviors systematic analysis of required skirls competencies and behaviors Employee development and training needs evakiabon performed Specific training and development needs outlined Automatic update of employee records performed following course completion; Automated scheduling ull¢ed for muse attendance and notification to employee and supervisor Automatic update of employee records performed following course completion; Atddrnaoed scheduling utilized for course attendance and notification to employee and supervisor Automatic update of employee records performed Waring course completion; Automated scheduling untied for course attendance and notification to employee and supervisor Employee development and training needs evaluation Performed Training conic uta capacity ity inked to neSda1Le plans prompts to Ine managers generated automatically for potential training courses for staff Oracle Module Human Resources, Training Administration, Balanced Scorecard teaming, Training Administration Hunan Resources. iLearhg, Tiering Administration !Simon Rcdraces, Learning, Training Administration Manager Self Service. Balanced Scorecard, Human Resources Manager Self Service, Employee Self Service, mmig. Training Adn:.41dt1m In Seeps iYMI Y Y Y Y Y Y Optional Service rant N N N N N N 3rd Party Software Cuafoeniratlan IY1Nt N N N N S4p1•00.4 15, boor Comments N N Manager Self Service, Employee Self Se vice, teaming, Trailing Administration _ Manager Self Service. Employee Self Service, it eamng, Trainig Administration Hinman Reseunce5. Training Adrtridion, Manager self Service Training Adminsarmom, Manager Self Service. Ards or Warkller Notifications Y Y Y N N N N Y N N N N This requirenlem may require technical it to complete. Based upon our experience with otter pubic sector organizations and the Cd7/s desire to minimize customizations, muti ne09nmed that the Cry eremite the existing functionality within the system and consider alternatives to custom developed solutions during the proms design phase 011ie project In addition. custom development dens need 10 be analyzed on a more detailed WWI to estimate the effort and cost to complete the colic. War this in mind. 00 are providing an account of hours that the City can use to develop c stomMition and development items. The project team col also be able to pdonlize development activities to best meet the Cilyrs requnemerds. For each development item iderdified dump process design. a functional desaiplan and estimate of hoes wHl be documented and presented to lie City for consideration_ Page 53 0196 ERPSI.Fumatonahy-Respenae-Sdboume-MASTER Seybnder 15. 2004 $Sothourne Step 21 22 eegrdru nent Promote opportunities to share individual knowledge across the organization. 23 provide employee with besirress somatic knowledge, i.e.. around pohrcrs and procedures. 24 The Training organization partners weir management to lead cross -organizational program i....eyciw,.nt and naawes. Training delivery method leverages the learning tedrni3ue best suited to the training objectives. content, and participant needs (e.g. wet -baud, CBT, ante -job. coaching, classroom, and lob nation. Mc.) Sub Process WA NIA WA WA 154.eamalg & Development Best Practice Dentription Systematic analysis of required skits. rampetenrias and behaviors Systematic analyse of required skis, competencies and behaviors Employee development and training needs evatoaeon performed Training pmgram offerings bendrrnarked against Mose of competitors and best practice companies Oracle Nodule Human Resornces, Training. Discoverer Haman Resources, Training, Discoverer Human Resounrs, Training. Discoverer Finnan Resources, Training Admrtnish-ation. Balanced ,Scorecard In Scope Y Y Y Optional Sunrise rcden N N N 3rd Party Software Onstombaitien rcdNt _ N N N Page 54 of 96 ERPSI_Func onahry-ResponseSomoume-MASTER Sepls b.r15. 2004 Step 2 Requirement Human Resources range efforts lied directly to business strategy 3 4 5 Homan Resources Fofessionais held accountable for successful range effort HRk supped for business change considered to be valued, respected and feted FIR system that supports organizabonei / reporting structure and allows ease of reporting 6 7 Ongoing environmental scan of workplace environment performed to Identify and surface issues S Employee rights and manager robs dearly defined with explicit deferidom of When HR professionals, legal counsel or sanity management should be involved Human Resources flange efforts have specific goals, objectives and scorecards Sub Process WA WA WA NIA WA HR system that is llesble and aloes mass changes aOoas organizations f jobs 1 positions Employee counseig and nektons resporsiaifies included in position statements and job descriptions for all levels of supervision N/A WA WA WA 16-Organizational Effectiveness Rest Practice Description Haman Resoruces change effort lied directly to Losses stringy Hannan Resoumss professionals held accountable for successful dame effort HR system that is flexible and allows mass changes swiss ornanaatims r lobs f seaborne FiR system that supports organizational r reporting structure and afuws ease of Tepol rag Ongoing envionment& scan of wmkpitce environment performed to identify and surface issues Employee right and manager roam dearly defined watt explicit definition of when HR professionals, legal counsel or senior nanagement shard be irvutved Ongoing errvisrnrendl scan of workplace errvirnmmmt pMormed LO identify and surface issues h7raele Module Haman Resources. $:Winced Scorecard HR system liar is flexible and agues mass charges amass mmarliiatiorhs l loos i positions Empuyee coahsesrrg and relations ntsponsthithiesravels of in position statements and job descriptions for all supervision Human Resources Human Resources Ferran Resources. Discoverer Hunan Rescoroes. Discoverer Human Resources Hunan Resuufexs, Discoverer Ferran Resources Horan Resources 1n Scope (Yell Y Y Y Y Y Y Y Optional Senrpe 1YrN9 N N N Fi N N N N N and Party Software Customisation IYM4 N N N N N N N N N Co mnenls efluseleas Infebagenee and Balanced Scommird are not in scope for phase t. We strongly recommend that the City consider implementing this tool alter it has implemented the core Tenmorrs and has a better understanding of the underlying data that is available for reporting in the applications' Page 55 of 96 ERPSI-Fumdionasy-ResponseSo3wmme AASTER smeaew 15. 2004 Step 1 2 Rego enarst Ability to compare semis reacts penis plan. 3 Abillyto ender Doles far a given forecast A.tiay to fiance ers1Pkoas and wnreions defined by merry business new Wh ability le email alert. 4 5 6 17-Ou6aok-lI1 in Forecast Bed Podia Description Sub Psalms Adak Track - Process is supported b5 mr morals 6doma l& to Latest Plan ardt see -Foreseers? is enabled trough .n eagated appfcaico that used consideneydeoughouttes ofalsdatsn Meals Trade - Changes In fsecaste should result is we of ise falowir9: to Latest Ran change in lacaskediasmenl of tesourtes is order k meet established targets. or change is target to roiliest new and submited an medianAtihela Track -Rerueed forecasts grappled to LAW Plan be mNI. -Process and workflow management hdoding email nefacabmh end alert to track the Progress of the forma Consolidate - Each level of the oremhadson forecast is failed number lsbihy to antornsdrahY rot-np 6hdntdtorl forecastFa Famish of hoe Isms end ice hems ore aligned and inked et ery mreponerds into one. corcofdabd forxes. level of an the organdat A6bdy to noify users of forecast due dates. consolidation Consolidate - Process ad wakiow management inducing forecast. al Feast nofWeals and to Sad the progress 7 r --laity summary graphics and narrative Cwrsaidafe - Formally is enabled itmugi en htegated spoked:" of the 1ranslaton of Ops plan. Forecasts `that is used omisterillythronghout the orpaira4ar' Load Proves is supported by an Meanted idsmaiorh Numbers Ito adhhecture 6 A6b6ya enpod foram data to ceakal mouldy -to make a.alabie for use by other appimthreskepor h9 solutions. Company Edda Repodsy A68y to compare forecast resit to latest tmcrasdM+dget NIA a any new der gas is Onset. 9 jlbbly a develop and mashie numerals plaarkr9 versa is and modeling scenarios. Ably a modify and proles multiple scenarios Whoa modifying the sighed. WA OAp6yto oboe tyaame I target dmcag. NIA 11 12 Ahahy to genera trend chart to corer the speeded forecast lime Imam May to include explanations for forecasted rialto grade *addable perfammece Inference. NIA NIA Omen Weds* Pubic Sews Budged"➢ Abfc Se0Jtor Budgeting �- Changes to forecast should mutt in one Mile la mil g: change in lacks/realignment of rem earces in order to meet established targets, or change is la ma a relied new envbcswnt- - ForODIStinfo marwm is corrected sat and process is Idly htegroteh &i d nth dealise process._ -Changes to terecesis shmdd result is one of the foaarig_ change h tech sfeaipamerd of resumes W order to meet est.6hshad targets, or chine h tarsals'. Medi s erdhaoaemd- -Revised Inceortts prepared and suhhuTied on inception bast only. Fsorffiig is enabled through an kdagrated a4pi "Hoes Oldie used considentlythroughout Me mganmawh 13 14 Abiiyto update ! cede new forecast motets at any One during Process. May to update borer models to cover the specified forecast Imo harimhs- 15 Ability to update forecast beacon peeled. 16 Abityt update tolerance I target chedug Pwamelem. NIA N/A NIA NIA 17 Mows for global formula or ellorahon based changes Is be NIA applied to ptanrw4 data. 1. l Pubic Sector Bkd9ein9 Pnbfc Sector Budgeing Panic Sector Bhdgmimg Pubic Sector Busdgelih9 Pubic Soder Budge:1g Public Sector Budgeting Ciarn.erer Changes to terecash Mad rashly et one of the fehomhrg change 6n tedesinsagnined of resaacea it order to mast eslabfedsed tinsels. or cfhatne'eh beget to retest new - Flue -Shorts of dare caamibawhts and enlisted performance are coral uously mitred ad incorporated No forecasts ors the nature and cycle of Ise b isg fuse horizon depends Ise business and raayvery for Mensal ire helms based on the derision mthiss fine horizon - Roam dme horizon depends on be nature and cycle of the Mims and mayvay for altered fhe hem based or fie decision metal harim - Reused arerast prepped and a.b.nbeed sat enccpico P4blte Sector &idealise In Soap. COM _ NotesiAtadhmsns Public Sector BudLidin9 been oaf. end foreign currencytttranslation e are pertoba anhma missio 0 lY within to planing tool Pubic Sector Budgeting Pubic Sector BUtigdng Abhc S.Os 13114916111 y N Y Y Y Y y Y Y Y Y Y .5 01111111111113611,10. rchn N N y N N N N N N N N N N N N N N and Party software Custeaealan 1Ylltl N N N N N N N N N N N N N N N N N Cerement This recturement may remake technical development to complete. Based upon our e]peftwce pelf other pubic sacks organizations sod the Ctye dean to mimes cusiornicadorak we racomm ee d Maple City sandmen the - i dchatity "Min to system and consider ad mains to mans developed solutions airbag the process design phase M the woad_ In Idabel, custom development hems need to be ansided on a pare deleted level to Mints 1x effort and costa complete *se work With this inmid, weare presides) nact hrd of hoes fret can develop eustomindoin and development hems.11oe In a lta aka be able 6 Prbriire hems. The project darelopmeed ediviids to best meet the Guys regrtemerte. er• each 61111010pM11111 Nem iderafied duals] process assign, a5mcioas6 desuPtiom and eslmate of hours be documented end pro .ntsd in the City for comdesaion. J We ssi srpportthe u3 dollar currency and both English and 9palsts lahWagrs per he standard Oracle Apple:dm MS iescio "ally. Al bating and protect documentation volt be km English. Page 56 sA 96 ERP-M Fu o atiY-R Step 18 19 Requirement Assign users to Rolm and Perrino Arfsim. Deis and communicate earerat guideiws, due dates, etc. Sub Process WA NIA 17-DuBook-Infer a Forecast Bast Practice Description - Forecasting is done by cross tunc8nnal teams with sgdiyM operates= evolvement Mitt- nerlional budget centers rink to organoo9Onal hierarchies or Aar roll- svuckues - Process and wartime management ircludng email noel:Mon and darts to hack the progress of the laremit. 2orDefne date megaton requirements and data sources revered for forecasting models. NIA 21 Deane fevered sees update prece*ces. NIA - Process is supported by an integrated Woomera ahehiectore - Forecast information is aradendwlh and pars is folly Negated wlh budgeing prom ss- -Process end wnk1ow management 'Muting email none:Men and thee to back the progress Otte forest 22 23 2 Deanne user defaults and preferences. Abi yto setup performance measure warring feels. 4 Deere Dimensions 25 Define Pro ecton Methods NIA Review Forecast Creideines Renew Faemt Creidetres 26 27 28 Defoe forecast 9ate6ons for each ink. 29 30 31 Deans forecasting roles -eriudng Planning nninihcrater. Seedy A*M tat r, E>ectied a sewer and A ralyst. Deane laver of piano -re debit. Deim perbrmahce messes 1 drivers. Determine Paving horizon - mod associated level of detail attired. Forerasi9 mpicale irteyeled wAr 13ud9ein; Reeve Foncat Guideline Review Forecast Ceder ee Review formed RC iew Forecast Rewaw Forecast Guideline Rnwiew Foncac Guidable Review Forecast Guideline Oracle Module Pubic Sector 9uhd9etng Workaow pantie Seder 8lydge8np, General Ledger Pubic Sector Budgeting Pubic Seer Bud9efng - Forecasting is done by cross fedeal ems will sagniicad apememel evolvement Mdb-dinensimol budget centers ink to organicetiaeal hierarchy or net MI- Histrues duarxasfs prepared en a Forgo; bass and new forecasts we triggered by material drasges in to bust ems (event driven)- - Retread gem& Prepared end submeted on excepion bags only. - Each lead W 8ve orgwuizatau femme a anted number of ire tams and ire items we signed and inked at every level of the w9arizatim - Each level of the organization formate a hooted number ir of e lame we ire ear e e signed and inked et every level of She wpwhpaion - Fen:casing is done by moss lundiond teams volt signiicard WerarW imolvemwd. Mlwdmeranmal budget Ceders fink to orgwhitalional hierarchies or tine roll - up sl rdaes - Foseaing a done by cross 81 clime teams wily Rubino Seder sigh7csetoperaYural evolvement Mri-d nentiwhal Budgeting budget cesdas 6n1[ a organiarional hiaerchie or lei roi- e4=metres - tine item de mi is derived torn Ae key perfermeme eeers and ire based on meet" and volatility. Use of deer based models to delete* delal. - Land of data (member of is items) is greater tor eerier peede and lesser for later periods. - bite item dell is derived from the key performance drivers and is based on meterisity end volatility. Use of deer based models to determine deist. - Rar98nre horizon depends on he mare and cycle of the bushes: and may crap Pow dffered one items based on the decision making Yee horizon - Forecast [tonnage is consistent rein and process is fury kregrated vitr.budgetng process. 32 33 Melly %raced eterv- tderdity major Patinae bases and essurnpe a -including the lees of Femme, Cost of Geode Sold. Biomes, Needcant, Capeel Assets end Extern= Facers Clam Rates, Merest Rees, Economic is Indices, etc). Reim Forecast GuideeKs Renew Farhat pdidete ws Pre& Seder Budge-o9 Pubic Sector Budgeting Pubic sector Budgeting Pubic sector 8ud9efng Pubic Seder f9 Pubic Sector Budgeting - Foemi9 is done by crass anciord teams with significant operational implement kbdk-d neereoul budget moles Ink te orgmixafocal hierarchies or Auk noi- re iantae detail is derived tom Me key performanee deers arad is based en maiwia8M and volatility. Use of dear boned models to demmhe 8Nai. Public Sector Geeing Pubic Sector Budgeting Pubic Seder BrugeBng Pubic seder Bedgetlr9 h Seem IVMI 81 N Y Y 81 Y 81 Y 81 Y Y 81 Y 81 r Optional Service ]ter Party software CM% N 81 N N N N N fl N N N N N N N N Costerization fysn N it N N N N H N N N N N N N N N SepYrad T5 aaar The requirement may require technical development to complete. Based upon our a parience win order pubic nacho organicims and the Girlie denim to mniaize natom®eas, we recommend that the Cty erak+ats tine rerlag narciimaIhwlim tie system and consider alaenm8es to custom developed sokdons during tie process design phase of he pupact to addition, custom development items need to be analyzed on e mare detailed level to esfeele the effort and cost to complete the work WOthis it mad, we are pe0Mdng an account of hours that the City rah use lo develop morenneeion and development items. The project learn wit rho be able to proize development acfrites to best meet Me Ci11s requeemene. For each dardopm.11t item Mingled dueling process desgrt, a t nc9anab description and estenate Mtwara will be doaImen4d and presented to lie Cly for consideration. Page 57 6196 ERPSRFae3whaity-R Sarre. 15. 2m4 Seep 34 35 36 meseramad Web -based appienion Interface. Miry to accept enacted date from external souses {enable Muds from various systems). 37 Abaft to compare i6 m I key performance iuKcetors and trends- versus cemeteries smatysirfdete- AbiQY to review key performance nricafers. trends and perfamaree to plan over the test year. UM Process Revert Finaned Cauidetias Scan External Erwiaanad San External Eawionment scat Internal Enatarnrmaf 17-Outlook-Yaeger forecast Best Practice Description - lasers submit and retrieve idorrae lee through a pantallweb based environment -Lim ism deltal is darned from Me keyperf rmamx &were and F based on mafern&y and volaiByt. the of darer based models to deimrake dela. - Lice ice demi is derived from tiro key performance driers and is based on mainly and nolafiHy. the of drier based modals to detonate dotal. - Faecesin9 s enabled through an integrated aper :de n that's used ousts/ern/ iwee5tialtut Ile -Forectrang Fs enabled reamer an integrated ep0immn late used censrlaudYfauughout Ile 0166txii,580nn Oracle Module Pubic Sactar Budgeting Pubic Sector Buenethg Financial frrtellig nce Fran 1 hte6ge nce In Some IYBI1 Y N Y QPlggl SUMO. (DWI N N N N 3rd Party Software Customization rcsa N N N N 3�Ale ws hierarchical and mul6-dmen iaai reporting and Mil down capabilities based upon user-deined ernractenerns. 39 443 41 Existence of a cocoa data repo'y (accounts. cost tenders hierarchies. attributes, h6tericaUcurrent fnanoml amain, business Idei9ance). Noes rearginizalninsto be procassed by dgtpig and dragging an cage ar from one leaden to another an a mthe orepnberaton Maws the automatic pmtessMg of budget line Own) change repress Scam Internal Enrrlorrruad Scan Ir eroal Fnukoeaaud Review Forecast Cornelius Wertlew - Each level of the annexation teremsts a linked number Wine hems and the hems are aligned aunt inked et every level W fe organization - Process is supported by an kdegnmd information architecture Pubic Sector Budgeting, General Ledger Pubic Sector Budpeteg General Ledger, AV Pubic sector &'dilating Y Y Y y N N N N N Comment Please sae the Grade E-Busstear Sum Customizations & Interface Development Sedan of the proposal for spastic Interfaces in scope. N N N OriLdoan mpertng is amiable from within the Applmlan Desktop Integrator hoof within fro General Ledger. Artfionel dr6-0man capabilities resdd needle be leaned in more demi and could be addressed will Otmde Portal. Santee 1S. aear Step Requirement Coordination and Sotmseisns d Garnishments 2 Employee am Third Peny hi -party 3 Generale Checks and Direct Depeses 4—Generate Checks and Direct DeposiN 5 Payrd Purees ig {Payroll Proo sing L Sub Promise' Support wage garnishments usr9 mks creptemble aht earnings defiiors s satin lederel and stile repJadons for deductions Gathiin+eet module iaegrated with AP tar processing payments to vti +dory &wont ace third party MAY Ica, verriatsn) Sepport •one stop shorenj for enpbyee inquire -Bupport ado based capably tar died deposit edema far employee eel service gent Prat Description Oenudancts module keegrasec and automated web electrode interface to ageos where gamble Employee issues and resaifiws are funded by one cent —aired poet a eon/ad (per' a abated servcas aster) yrsayrol Oracle IIeiY Payroll Diree depose of employee Prig utilized by at least PM del amPloyclra Malty le shpport :terraces to and horn keened cad edema instems -Chin to add financial dam to papers Nally to ersatz okra fat between the Payroll sou General Ledge $hWad widation agaihffi GL mime Direct depot* advises shotii be dehbuled and available via sense web interface iotgafe Pepel Apprmon with Time and Attendance. HR. GL, Paled Tracking, Tee aril Remise and other syaienu reitiirg acammltyg delta to and from Papal Gi6emoasal iterfeces to government Guile ageaies end gild party vendors EDI rli¢ed for payroll remittances to laxlnaedrnAaffi, and Bird perky vector. Payroll Integrate Payroll Aliprcabon with True and Attendance, HR, GL, Project Tracking Tone ad Expense and dyer syde+s ragnnig or tranankti g data to ad flan Papal Self Service HR In Scope !YMM Payrot, Tote and Labor. General Ledger Payrot Tee and Labor. dal Ledge. Projects Y Y Y Y Bodoni Sevs P MI N N N N N N 31d Party Seamen. Customiartion n+ln N N N N N Comments amine& Interface Aracbe to tf®e std. that +WhR electronic flannels. The standard 7nencliormiy for ganishrnerit poyrrnehts trough Ile payrol marten There is not iregta0 n with AP. If This c desired k wvii recline a Custom interface to be written. Please see the Comte E$1.15ke s Sine CrsaomiVentS & Interface peeenpmelt section of the mucoser for asmere interfaces N some. Slate Quarterly gird W2 Magnetic Male part of Core Paysl modttn ktlarmcas m eke Oracle Apply yorrs are Warded wit:n ire scope btexaeral sienna iteghatom ',wedeln be defied n dew and are not kckded unless teenier! eI0eed eel in the proposal Please see the Oracle ESasiheee Stele Clslomiaferrs 5 Inbuteoe Deaekspnnhet section et the proposal to wean idedaeta it scope. Page 59 of 96 ERPSIfirrteonmrty-Rsparx5obor+ne-MASTER $epevyp fa, 2OD4 Step 7 Payroll ProxaAg Requirement Payroll Processes S Payroll Processing Payroll Pnceees eg 12 Payroll Procarseg Preparation and Subression of Deduction and Earrings Codes 13 • Preparation end Submission of Deduction ction and Earnings Cade Sap Process Provide user defied calendar that dire de Payed process irciefeg - era not fended kr Pay Period d art and end dam Pain& protonic schedule, feral and calendar year e amngs . Abily to process vacerialay calculadoes won eftectire date Atrityio pro- rate entitlements based On changes =soft ear the middle of a payll period Best Practice Cc-NPtion -Peeve driven Anemone middle of the paying poled adteirre ls May to creak oetao ytkefaces to goremmeeis and Bird parnea ▪ g abound and outbound dela using system supplied took. Atiity to ittalaee rah goverment Menlo and t ied parka for rernieroces Automatic competations tor lsliemerns1P arrodn 12-Payrol Oracle Wade Payroll Bidaeeorml itertems to gorernmert, onside agencies and third Party vendors Atiayto modify 'ymngs and deduction mloiagon Geracteristics arri beam feeds. EDI rii'med for payed remibinces to to in ons, and die! Party vendors Aulomnie cosign prd pis items that are reeving tied to hoes Paid Payrol Anomie retroactive processed d of legator, RSA, and crier payments lode:f g dedudore Earnings and deducle s calculated auto natmfy based on ,xdahied ride sot Earregs and deduction oalairsed adme nxh based on esabtidetl rule set Palma Para Perri Payed Payed le Soaps [YMf N Y Optional Service (Y1N1 1 N N N N N N N 3rd Party Solemn Gncferni eion N N N N N N N Comments Piease see the Oracle E Sole Cueemccalions & Interface DeretoPrnert section of the proposal for sperifc interfaces a scope. Please fee the Oracle E-B& Suite Customitatnrs & IrtMaie Deyyoprie taeden of the Proposal for art interlaces in scope Page 60 of 16 ERP-SI-puichenatiYResponse°lbournol&PSTER 14 Reqsicennet Preparation and Submission of Oeducliorrs and Eamigs Cads 15 16 Preparton and SuManion of Payroll Tares ; Process Year Ern Tans (W-2s and W-2Cs) - 17 rSu6 Process Preparation art Submission of Payrol Taxes : Process Year End Tams (W-2s and W-2Cs) 16 19 Process Time Process Tine Exempt and Na-Exempt Employes Enters Tine 20 Process Tome Preparation and Submision of Deductions and Earmgs Cedes 21 Reporting - Standard Reports and Ad Hoc Repeats Receding-Starnard Reports and M-Hoc Reports 22 NIA 23 NIA Automated treaty of spacial mien codes, special evert, overtime and special deduchens Abity For employees to 'nudity pa)Wl tax nfomrffinn (W-4s) and Yew and access W-7s onfire Bast Praats Description Pay Tine Cotes we standardized thrcughon the organs:lp" Earryys and Aedumoa ckrArind amomadcaly based on mtensabed rule set ca..-what r scenario: for W-4 changes Automated oempbliss of vacation accruals based on schedules Automatic priorpsiod carrediOus Atieanaad trading of Workers' Compensation leaves and yeomen. Employee and f rece Wined for update and verrmation of payroll information aductirg W-4 updates and W-2 mane Employee and manager self-savQ inland tea update and yen<mlen of patrol information ind ucfg Wd [plates eel W-2 acmes Web -enabled tools used to caphae awned and awl line o11 Abiflyto =ate team nepods nag entern suppled tents User hierdy and self service eepatig Lizenbilies 16-Payroll Oracle Module PayroY Self Service HR Employee adedt0 used to opine mention repor4q and and timecard den Self Service KR Tine and Labor Patrol Retroactive computation f hiss and pay for prior period entries, and automatic updates to payroll and St for the adjusted time barxaction Pay Tine Cedes are standardized tvorghot the oigancetiwrPaylo1 Earrings and deduction calculated atomatiwty based on uabshfe t eel me set S[pF art user defied security multiple le els of entity for tontines and teddies Weidner for paformaree meantime that aver mama by tits for arrnenary and longevity increases Manager self-serece aapabsy fen generating stadard and ad -hoc reports Managers eeenne cepabtty for generating retardant aoi aloes reports Self Santee t1R Self Service HR Hunan Reso0Qs Humana Resources In Seep. IYIN1 Y Y Y N Optional Saves SYIN1 N N N N N N N N N Y 3rd Pally Sol g Cuslowucnicn rY911 N N N N N N N N N N svpeter e4 2001 Cammamts Sias rs3+sderd may require tectxrml d.-..►,vnrctto complete. Eared upon or anaemia with other pubic sector ag os and the Ms Mete to entente autombeatione. we the systemsnd consider tint the mining Malone the minfemeho ity main alternatives in custom da0aped solutions duaig the process design phase of lice poled- in addition, custom development kerns reed 1n be analyzed on a more detailed level to enema. the effort and cost to complete the ep1c. Wth tits ls mid. wears pmo5d^9 art acosd of boas the the City oar use to develop customization and development items. The project team wll also he able to pilonliee �elop development activities to bent meet the Clefs rerun mesh ilea klen ifed dlsirg process design, a frtreseael description esltnate of incurs wi be dowxnented and presented to the City fer consideraben Page 61 of 96 ERPSI-FmAorai tyRrAoseSomovne-NIASTER Sam 24 25 26 NIA NIA WA 27 WA NIA Requirement Sub Process eve -crew, and automaton tools to efmhmte the maned trarenotions Total » ire slalvered orate "Workflow for Tuiu+ Rein6uedne Nan Vacation Dormdorm Support lirmorieal information based on user defiled p r re>crs (e.g., 5 yeas of orate history) taegutim on Off D.y Assignments for Police Best Ptrotiw Description Employees can access yearend tax projections and year-to- date dam ,S-Payed Drool* Nodule Soil Semite FIR Sea Savo HR Expense Hunan Resources Hunan Resources In Seep. rr/lt N Y Optional Semis IYMi N N Y N Mot Arty Software Cu stomiestien rYMNl N N N N sepruser IS.* Comments Can view paysfts on fine which coretain current and year to dam data This requrement may require tectreol development to complete. Baud upon ore Impatience with other pub. sedm er9antalions and the Ckys desire to minimise eartoar¢mu4 we recommend Mel the Ciy evaluate the edging frmrporeBy within the stem and consider alrne wee to custom developed solutions daft the process desgn phase dd. project. In addition custom development kerns need to be amyzed to a mme desaled level to estimate the effort and wet to complete the work_ Perth this h mind we we prwidng an essoult of tours that the City can use to develop pidam'ization and development fears. The pmlert teen wit also be able to ptiori¢e development octets. to best meet the Cites remern res for each development item identified duig process design, a frrcti a description and etraeae of hour w be doosdented and pry to the City for consideration. Cme FIRMS handles mule nee nreenh Step 2 3 4 5 6 7 a 9 sbo"ne Be9uturnent Abby to cantor access to the lam edornmlon and Wilhite order Abilly le define lams by lets a poaQy gades Alley le maestri U01,16 and conversions. Aftityto mthrtan a cenaaIzed item master 10 Milky to maintain item Intormaton at the business/operatic; rapt heel. AWN to maiden ene info males for multiple reviews o1 the same kern. Phalli to mn:dan lead times for lam delivery. Ability to reserve an iem ten fugue use at a departnentor Maley to support canmoity codes shaded to items it the item master. ECM load or import of catalogs from external data ties. 11 1" 14 1_ 1e Create templates to macllY create nee 'ems. 10 Sub Process WA WA WA Need a deleted process for add& gems to the item master. Need a defiled process to update tent catalogs red agreements. Need an sadwneed process to ideniy items for deletion or order. Need am automated process b modals lam idamalion. AbOyto :acb.ah kerns no longer in more. Need a daunt process% mm0ee gerns from tenkern master. AWlyle emaciate purchasable items 1e Ina sappier. Abiiy to melemate gm process le generically contact amebas for updated m1nnahun. WA WA WA WA WA WA N/A WA WA WA NIA WA WA VA WA WA 20 21 22 Milky to capture new or modled supplier imonmalon Amity le Mire soppier efmmation or magpie bmusimerroPerai19 hoots. Abily to have a single database for the suppler maser. NIA WA WA Best Practise Description Wire icmnces of item master lie centralized let least milk the same product lie) ma:m ated centrally. Astandard commodity -gang scheme meted mma.mdM Ihroughmdthe organization and propa0atd down through the supplier and item master lies. Formatted kern masbar lie maintenance program in place vim a wsi-de:ned process b add. edit and delete item idmmaaon tram lean master ie. Formalized gam messier fie maintenance program in place will a well-d1Fmd process to add, edt and Miele Wm Wormagon tom item roamer lee. Formatted gem master flee maiilesti ce program a place wihh a well -deleted process 4 add. nit and Marge gem iMapmaton torn ern readier lie. Suppler matter lie aiomalcaIy lefties canted with suppress update idermalon on We every 12 months. Single iatance of en Enterprise vide suppler master lie m.:deMed manly. S:4e Mssba= of an E66lp1iremale suppler master lie mantaimd centrally. 19-1tam Master Oracle Nodule lma•tory Inerh4ry Inventory inventory Inventory Inventory Inventory Inventory Iwerdory Procurement lnti+bry kwerngrry. Order Management, Purchaser; Inventory Inventory kw.dory Ineutory Inventory Pr%desii9 Purchasing Supple P-.Nasah- Purchases! In Seeps (MItt Y Y N Y Y Y Y Y Y Y Y N Y N Y Optimal Berries rc N N N N N N N hit N Y N N N N N N N N Y N N N 3nt Party Software Coslonnis>1Mo (Y9g1 N N N N N N N N N N N N N f1 N N N N N N N N Spemar rS 3054 Comments Solbm.rmS inplemeredion assumes tmalaihile the Oracle mule cry functionality V be enabled, that the City xi only ramie a mole trans ass group end opeering amigo successfully implemental* appreafons. This requirement may teauie techn cal development to compete. Based upon our experience wit other public sector orgarizaiens and the casts desire to minim¢e aesmm¢etrons, we recommend that the Ciy evaluate the existing lenctionaiy Whin the system cud meider altlsna6ves 10 arslem developed, so6rinea diming the process design phase of the project. n addion, custom development gems need a be analyzed on a more detaied level to esYmade the effort and coal to cmmplete the work. ltei h leis in mild, we are proud g an accord of hours that tie Cly can use to develop customization and development gems. The project team wit also be able to pnioriae development anivies to best meet the Chou requirements. For each development Nem idoaferd drew pracsss design, a functional description and outman of hours leak be documented and premed to the City for oonadm.lon. The requirement may reuse ied+nvl deale mentto complete. Based upon or mperienme win Wm pubic seder organ1bns and the Ws dame le meanies customizaysmd, we recommend Mat the My eveoe a ten •ng:g bmcionaiy WI* the system and consider allarrudires to custom developed soY6uns dying the proms design phase of the project n edition, aatmo development leers need to be analyzed on a more detailed laud to eslmafe the .tort and cost to complete the wort. With this ei mind, we are pneverfreg am accused of hours that the City can use to develop aa1mi atim and development lens. The project team wit else be able 4 Minim dmselopment acFim to bast meal Me City's regime' marls. For each drawlepmere lm'defiled during process design, i functional desay1M and catenate of hours WI be documented and pesenMed to the Ciy for considerat:a. Solemner implanentadum assumes getable the Oracle meth erg iancimaiy will be enabled that the Ciywil any regi9 a single business group end operating Loretto ssawalugy enplementthe applragona. Page 63 of g6 ERPSI-Fun 19-teem tilaster reap elgetientent 23 Ably m have mutts'. suppler loratens assigned m a stale seedier. 24 Ably to identify Macrae applies. 25 *balky 41 Manly SIMIWI s hued on clatedicatons. 26 NA* be roaming supplier performance criteria. 2iAbity m provide 01ob1e access for suppler to 'sedate their irfameton. Abilyt provide onkse information to suppliers. 9 29 Abiiyto route 0altlra and modricatens erector:raitt for approval. 30 31 Ably to scan a idng sputa muster for duplicates. Dasumeh4ed peaeed re for adding and mairmihni Sub Process N/A N/A I11Ih NIA N/A WA WA NIA Bost Paeans Oeestription 8pplr easterSe a loma&aly nkeles contact with supers be update bdofmanoa an ir1e emery 12 maths. Suppler master lie aubmaies* irYates contact weir supple be update nlormafun on tine every 12 months_ Roosted sappier master fie maiataance program n place wall a wail -deified process io add. edit and demo supplier information from the sppier mesber ale. 32 Need a Iwmat supplier cartiraton process. 33 34 Need a standard beasary policy 1r at sappers. 35 36 Store defaults to Pre -populated transertion Rbnnatien Mr trove allies (e.g., Purchase Order trmsoe'e:sion. coated info., de.f . ApMyto dales suppliers from tie reporter master. Abe* Ju idedly supplies for deletion. 37 Need at approval process or checklistMr dole* 9 aspics Made Module Purdrasn9 PecJovYa Pusdasn9 Purchases! Supplier Muggier urchass+g. Warkeow Pedmsin9 In score (Yell Aasuds Payable C C C C N C C Optional Soviet (Yen Standard treasury pokes i1 pace for r samplers (I.e. oupmate policy on peymedmrens communiuteM. Alomal suppler cedecato n process mists with sign off before soppier is setup In to system. Perchasirg Purdhateg, Accents Payable, tempter Purchases, Accosts Payable Formalized suppler master l e merdenance program n plans walk awes-deinad process to add, eland delete sappier idormabco from We couples mash We. Fmmatmed s pplef mash Ile maidrhance program in place wit ■ weir -let tied process le add. ante and delete supplier naymteaa from the sppier master ea. Frmiaed sappier maser -file maintenance program in pace with a w.Fdeiw:d process to add, sit and delete sWpior iefrmalen from the soppier mashie. Pachasn9. Amemis Payable Purchasing. Acomrsk Payable Purchasing, Arsourts Payable C Y C C C N N N N N N N N N N N N N N 3rd Party software Cuslencalim (yen N N N N N N C N N N N N N N N svpeerew r3 zoo'' Commode This requiemem may require technical development to complete. Based Woo our 'opencast with other pubic seeks mannerism and the Leis deter to minims arstemi¢aions, we recommend that the City evaluate the ending Junctional * rdtte Ile storm and consider alternatives� developed mh solutedung the process design phaseMe project In addition, custom development earns need be be aneha®d on a mere deleted level to esMrwte tie effort and costa complete the conc col h iris In mind, we see prondng an account of hours teethe Ciy can use to develop a1teraizaio n and development tens. The project beam till also be elite to pdurine developme t adages to best meet the Cris reapiemen6. For oath development item idaniied during process desirs a functional Munition and estimate dhows m1i be documented and peasented lo use Ciy for consideration. Solboune we provide pewee design services and user pvocedree temperas to supporters development of documentation tor the processes a socieled wit the Oracle based I asactons that are will the scope of services. These tools the basis the City to dewlap prides and procetraas for theprprocesses that are beyond scope of Soioemhe serve.SONXIIIMI provide poems deem seances _ f precedes famphos te support -the duelop "ant of documentation for the processes asso iamd with the Oracle based tansaceons that are whin We scope of services. These bads policiee addienal used as tie bans es for theI. processes PM are Unstop bayed the empe of Someone sesices. Per the relational dambase validation provided vote tie Manndard suppler gorge Iuncaanely. solbourne A Step Requirement t 1 ANTIty to electronically transmit the P.O. change order information to the supplier. c Sub Process PO Change Order Processing 2 Malty to make attainments to Reluisiti000 and Purchase Orders. 3 Abily to modify information for Purchase Orders anted as releases against blanket purchase orders 4 4 Ability to post and track guidelines related to Ma P.O. flange order creation and processing procedures 5 8 7 5 AbeTdy to post pronaamerd card transactions to a single general -ledger announcer procurement card. 6 Abity to uo&e Plods and EFT for purchase order settlement 7 Ability lc post guidelines related to the Procwemerd Card processing procedures PO Change Order Processing p0 Change Order Prorssshg o Ahltiy to post guidelines for non -catalog. non e-procurement hansaeJime herded vas procurement cards. 9 PO Change Order Processing Procurement Card Procrssi g 9'MR"), to coiled and store requstron and purchasing 10 information 10 Aalky to generate vendor reports by terms, volume. etc. 11 11 Ability to interface and provide access to vendors for specific 12 data requirements. 12rAWTty te secure and control access to reports about 13 Prethasinq aclmr s 13 Abian lyto support performance monument calculation and reporting (cyclene, e tint* spend volume). 14 15 14 Ab1dv to support A -Hoc reporting 15 Guidelines exist retailed to the nanny and lmmat for the sharing of performance measurement metric data w1h both internal fur d omal partners as well as external partners. 16 City of Miami Fit! Gap Document - Requisition and PO Processing O Bed Practice Description Electronic integration between prowremem systems and other systems within the oganizati Proc ramert Card Processing Reporting Reporting Reporting Reporting epr00%anent system m place to Support electronic Requisition and PO creation and generation achv6es. eProcuremerd system in place to support eledm3nic Requisition anti PO creation and generation activities. eProcuremerd system in place to support eledrorac Requisition and PO creation and generation activities. Electronic integration between procurement systems and other Systems within the organization. High percerdage of small dollar non -catalog, non a - procurement transactions handled via procurement cards. High percentage of small dolor nonrraalog, non a- massment transactions handled vie procurement cards. iiigh percentage of small dollar non -catalog, non er procrerment transactions handled via procurement cards. ePrncrtemert system in place to support eleW0001 Regris"dton and PO Creation and generation activities eProcre mom system in place to su Opal electronic Requisition and PO creation and aeneretion activities. EDI aedl r web -based admen used to transmit purchase orders and P.O. adonrledQenents. Report g System reghiemeil5 Repelling Regaling Reporting 16 6uidefnes most relate to the sharing of requisition and P.0 processig activity transaction data with both' eternal 17 c functional partners as well as enamel partners. 17 Gridafines exist related to the storage of requisition and P.O. to activity data. rand edemat facing performance metrics eons tor the execution of the requisition and P.O. processing activities. 19 20 19 Performance metric dale is avatiable to both interred and edema) authorized users 2p Ab':itytor Approve to molly Requisition dung Approval Recess. 21i Reporting Reporting Reporting Reporting Requisition Creation and Processing E Oracle nodule Purchasing Purchasing, Proaremeit Purchasing Process performance metrics for rem/aiming and PO processing activities are formally identified, traded and for the basis for a continuous improvement program Pure acing. Procurement Accousns Payable Reporting System tequiemerts Process pedamance metrics for regastiormng and PO processing activities are formally Iderdified, tracked and for the bass fora continuous improvement program Arrouds Payable Process performance metrics for requstionem and PO processing activities are formally identified, tracked and for the basis fora continuous improvement program eProarente t system in pace to support electronic Requisition and PO creation and Aenerafiom activities Prorrs5 performance metrics for requisitioning and PO processing activities are formally dewed tracked and to the bass for a continuous improvement program Process performance molnc5 for requiniorsirg and PO proeassig a7ivbes are fondly identified, hacked and for the basis ter a Carmixmks improvement program Rmtlmg and approval ver0Orstioh automated through waddlers tie_ use of an automated delegation process to weed cycle lime of order approvals). Purchasing Purchases; s; isuppka Pine aseg Purchasing Discoverer Purchasing F G ]n Seepe Optional Service rrell , (Yell Purdasing and iSuppler Purchasing Purchasing ;Supplier, Discoverer, *Business 1rdengenre pourement Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y N N N N N N N N N N N N l t1 N N N N N N H and Party Software Customization (Yell N N N N N N N N N fi N N N N N N N N N N Sopleathe-15. 2004 Comments Via email Solbou me will provide process design services stud user procedure templates to support the development of documentation for the processes associated with the Oracle based transactions that are within the scope of services These tools can be used as the basis far the City to develop additional ponies and procedures for the processes Sat are beyond the scope of Somoune services. Solboume wO provide process design scums and user procedure templates to support the develoPmerd of documentation for the processes associated with the Oracle based transactions that are wither the scope of services. These tools can be used as the bass for the City to develop additional policies and procedures for the processes that are beyond the scope of Samnwne seneices. Page: 65 $Sdbourne A 6 22 23 24 Step 21 22 23 Requitement Ability for end users to wistarias and access their own supp9erflpem cone:1gs 10 create doca nerds. Abitibi to auto number Requisitions. Ability to outonnatnatiy assign Requisition number to Requisitions for manually rfmg. - C Sub Process Requisition Creation and Processing Requefiwr Creation and Precaution Re9radu^ Creation and P1ara55si0 City of Miami Fit 1 Gap Document - Requisition and PO Processing O Beat Practice Description eProcie neat system in place to support electronic Requisition and PO cro lion and generation ethane's. 0P100uremeid system in place 10 support electronic Requisition and PO creation and generation activities. * Procurement system h place 10 s ppo t electronic Requsdim and PO creation and generation activities. 25 24 Ability to autrinaticatiy assign a buyer to requisition Gres by item. Requisition Creation and Processing e Prmaaemerd system in place to support e4006u0 c Requisition and PO creation and generation a ivities. 26 27 28 29 30 31 32 25 26 27 28 AbJdy to capture Quantity, Unit of Measure and Commofdy todsng information. 29 Army to create a requisition for a drop ship item (no receiving required). 30 31 Amity to create a requisition from a template. AbiMyto create recurring Requisition for dirties, leases, etc. Abifilyto create tequed for quoations(RFQs) =tom:dic*r horn online requisitions. Atardy to delete Requisitions. Ab6fy to electronically integrate between procurement systems and other systems oiler the organization. Requisition Creation and processinnq Requisition Creation ad Processing Regrdsition Creation and Processing Requisition Creation and Processing Regidsban Cleelim and Pio:ising Requisition Creation and Processing Requisleon Creation and Processing Commodity codeg information (e.0.. MCC or SIC) captured for each purchasing transaction. eProaremdM system en place to support electronic Requisition and PO creation and generation activities. Use of elenntnc templates Use of electronic templates Use of electronic templates eProaremed system in place to support electronic Requisition and PO creation and generation activities. Electrode integration between procarnment systems and other systems within the orgariadIn. 33 34 35 36 37 36 39 40 41 32rAltaily to ensue that capltafaed sic o ens requite approval code. 33 34 35 36 Airily to enter Requisitions as pre -approved. 37 Ab7ty to enter Requisitions tied to POs and Requisitions rot tied to - PO!. 36 AbiWy to enter an Requisition fora given Vendor. but intricate ■ deleted Vendor to remit payme t to (Le.. fatmig). 39 Ability to enter late and early delivery dates fora Requisition tine item. 40 Ably to Bag tine item for inspection. Abn8dy to identify potential duplicate Requisitions. Ability to enquire f report on Requisitions on hold. Ability to motify account/cost render information on Requisition. Requsilion Creation and Pmcessseg Regiisddion Creation and Pr-CSSdng Requisition Creation and Proceed.%) Fier a/inn Creation aid Prwessin Requisition Creation and Processing RequisMen Creation and Prooesan4 Requisition Creation and Processing Reghisition Cneaticn and Pnocessig ReqUiSitiofl Creation and Proasseing Routing and approval verification ar4emaled trough wort:Bow (tie., use of an automated delegation process to speed cycle time of order approvals). Use of electronic templates Use of eledroniclemideiea Use of electronic templates Use of electronic templates Use of electronic templates ePmareme:t system it place to support electronic Requisition and PO creation and generator acidities. .Pmoc+reme d syste m r, place to support electrode Requisition and PO creation and generation activities. eProauement system in place m support electronic Requisition and PO creation and generation amities. 41 42 42 43 43 44 Ability to partially scarce a requisition to a PO. Atr3iy to perform online approval of Requisitions. Malty to place Requsdtoas on hold, suspend. Requisition Creation W Processing Requisition Creation and Prot:w an Requisition Creation and Procession E Oracle Modulo Procurement Purchasing Purchasing Purchasing Ab81y to dynanicey source purchased goods and serrates Morn pie -selected vendors Routing am approval verification automated through wmtdow (i.e., use of an auomated delegation process to speed apse time art order apamvals)- eProaneurent system in place to support electronic Requisition and PO creation and generation acidities. Purchasing Purchasing Purchasing, Procurement Purchasing. Procurement Puchasig. Sourcing Purchasing. Procurement Purchasing Purchasing Purchasing Purchasing Purchasing Purchasing Paathasi g Purchasing Purchasing Purchasing, Procurement t Put asng Purchasing Purchasing F In Scope rctNt Y Y Y Y Y Y Y Y V N Y Y Y Y Y Y Y Y Y Y Y Y G Optional service (YAM N N N N hl N N N N N sl N N N N N N N N N N N N Fs 3rd Party SM twaee Customisation (YIN1 N N N N tf N N N tt N N N N f4 N N N N N N N N N J &mg..vb..+s. 2004 Comments Please sea the oracle E-Bueeness Sidle Customizations & Interface Devekpned section of the propose[ for specific interlaces in scope. Page: 66 $Sotbwrnc City of Miami Fit Gap Document - Requisition and PO Processing 1 45 A B C Slop 44 Reenlistment Ability to pre -populate req i*0tion with account information and odor financial information (e.g., ton ns, lowest into.. etc.) =Toted based on user, business unit, vendor, etc Sub Peeress Regulation Creation and Processing Beal Practice Description Pre -populated re ition with account end user information as wall as other fswerial information (e.g., tams, contract information etc.) is uiTzed 46 47 45 46 AbiTdyto process Regcrsadors at a c enlraf¢ed location. Abi'tyto prompt for sutslinte f alienate items if required item is out of stock. Requisition Creffiion end Processing Requisition Creation and Processing Organize pmdmsig activities around central* (physical or v5hoq commodly buying teams May to dynamically source purchased goods and services from pre-selemed readers 4B 49 50 51 52 53 54. 47 Abey to prorate height and other miscellaneous Charges across Requisition fries by percentage and by quality. 48 49 Abiyy le retard vendors need Ion req tine. Ability to select predefined manufacturer f brad information Emil add to rag tine tam. Requisition Creation and Processing 5p7Abiyym select standard, caned comments and attach tothe Requisition header or tiro item. 51 52 53 Abiayto set approval levels based on dolts thresholds as wen as by Morn type (Cannel and Technical items). Ability to sauna, a regh¢itim to multiple POs. Abi.ty to source multiple requailions to a single PO Requisition Creation and Processing Requisition Creation mud Processing Requ>milon Creation and Processing Requisition Crater and Processing RegEiion Creation and Processing Rogailion Creation and Praoessno eProc reme t system in place to support electrorluc Requiw*ion and PO creation ion and generation ravines eProcutement system in place to support electrode Requisition and PO creation and generation activities. eProcureme t spleen in dace to support eledronic Reputation and PO creation and generation activities. Use of electronic templates Routing end approval verification automated though workflow (h.e.. use of an automated delegation prows l Weed cycle time of order approvals). eliocuremert system it plans 10 support eferlrorac Requisition and PO creation and generation activities. &Foureme t system in dace to support electronic Regisiion end PO creation and generation activities. E Oracle Module Purchasing Urduasin9 Purchasing Purchasing Purchasing Purchasing Purchasing Purchasing Purdi song 13udmuing In Scope fYMI Y Y N Y y Y Y Y Y G Optional Service PYMI N N Y Y N N N N N N t1 Sid Party Software Customization - Pfeil N N Y Y N N N N N N &Nylan tier 05 20e4 i Comments ibis regiornerd may require tedatcal development to compete. Based upon our experience with other public Sector o9301550pns and the Ctys desire to minimize customizations, we recommend than the City evaluate the existing fumtionafty within the system and consider alematives to custom developed solutions during the proems design phase of the project. In adddiof. custom development inns need to be analyzed on a more detailed teed to estimate the effort and cast to complete the work Nrdh this in mind, we are providing a, acca nt of hours that the City can use to develop customization and developmert items. The project team wit aso be able to priaiae development activities to best meet the Clyrs requirements. For each development ten Mortified dung process design, a functional description on and estimate of hours will be documented and presorted tot the City for consideration. 'This regeaerne t may require technical developrner t to complete. Based upon our experience with other pubic sector organizations and the CMy's desks io minimize a stomt dial, we recsmrnend that the City eva52e the exalting Lnchenr5►y within is system ad consider alternatives to custan developed soknios during the process design phase ells: projeet. In addition, custom development keens need to be analyzed on a mare detailed level to estimate the effort and cast to complete the work HMI this in mind, we We providing an assured of thus that the City can use 10 develop customization and development items. The project team wi also be able to prioritize deveopmet activities to bast meet the Citys requirements. For each development norm identified during process design, a functional description and estimate of Irons will be documented ad presented to the City for consideration. Page: 67 $So1hume City of Miami Fit! Gap Document - Requisition and PO Processing 1 55 A 6 C Step 54 Requitement Ability to support multi -language cgxabaiy. Sub Process Requisfion Creation and Processing n Hest Practice Deaerip<taa ePrawrement system in place to support etermonic Requisition and PO creation and generation activities. 55 56 56 57 57 58 Ability to use models for aceouTWmst center atulions on Requisition tines 58 59 Abity to uterze web -based 'tern catalogs used for self- service requisition and web -based rods used for direct and indirect materials and services and capital purchases. 59 60 Ability to vier Vendor details while ordering Requsnians. 60 61 61 52 Ability to u1Fze automated worldlow for routing and approval verification. Aloft to validate general -ledger accounts automatically. 62 63 Abity to verify available budget automatically. 63 64 Apprwdls exists by amount, accrued, dem category, and 64 65 location. Enter Requisitions in more than one location. 65 66 Requisition Creation end Processing Requisition Creation and Proessig Requrs 4 Creation and Processing Requisition Creation and Processing Requisition Creation and Processing Requisition Creation and Processing Formalized documentation that mains the optimal process - Sew for conducting requisitioning amd purchase order activities for an enterprise's eopendrhlre areas. Guidelines exist addressing the information requirements for the processing of a regosdioa Guidelines exist related to the requisition creation and processing procedures (manual and technology supported). 5 67 67 68 Guidelines exist related to the verification and authorization process for enterprise expeedrha purchases Requisition Creator and Processing Guanines met to flannel high percentage of dyed material purchases acquired through blanket purchase orders. 68 69 69 70 Real isiion Creation and Processing Regosdion Creation and Processing Requisition Creation and Processing Guidelres add to darnel high percentage of ow dollar, nigh volume transactions purchased via Web -based catalogs. on the intenuel (O6f1. Guidelines exist toPreh'et open buying 70 7i 71 72 Provide a fisting of approved suppliers by den or commodity for requisitioners. 73 74 75 76 77 7- 73 7a 7_ 7 Amity of system to create a Purchase Order based on - stockroorre / inventory demand (stock reple ishmerel. Ability to Create a Request Inc Quota1on from the PO adlo Requisition. Abity to access sourcing and inventory i fomalim online wham boating Pos. Ability to assign project level idonnalioee to an Purchase Order from the requisition. Abaly to assign work order *to a purchase order from Abityto auto number Purchase orders. 77 75 78 79 Abity-to automatically match Purchase Order and receipt idormation within defined paameters/tofeaance Abity to automatically Papillate matched Purchase Order distriou ionwith escort code from purchase order. Requislion Creation and Processing Requisition Creation and Processing eProairemet6 system in place to support electrum Requisition and PO creation and generation activities. Web -based item catalogs used for self-service requisition and web -based tools used Inc direct, indirect materials and services, and capital purchases. Rogaaton Creation and Processing eProcrement system in place to support electronic Requisition and PO oraaa ton and generation activities. Requisition Creation and Processes' Requlimihon Creelirxand Processing Routing and approval verification automated through worldtar (.e., use of an automated delegation process to speed cede time of order approvals). General -ledger accords validated automatically. Requisition Creation and Freeman] Available budget verified automatically. Simian! PO Promising Standard PO Procrssirg E Oracle Module Purchasing Routing and approval verification automated through workflow (.e., use of an automated delegation process to speed cycle time of order appmnx10l. Conduct requisitioning and approval activities as dose to the userhequislboner as possible Formalized d c.mlentatian that mdtines the opfanai process gar for conducting requisitioning ganndpurrchase order activities far an Aganiza6brs n's areas. Formalized documentation that outlines one optimal process We for conducting rocrositianing and purchase order activities for an orga ization's exgandture auras. Formalzed documentation pia outlets the optimal proms flow for conducing requhsibenng and purchase ase order activities for an amortization's expenditure areas. Formalized doormen -ion that saline the optimal process flow for conducting noquiskioning and purchase order adivties for an agan¢ation's expenditure areas. High pmerda9e of goods and services purchases acquired via bfarica purchase orders. High percentage of low dollar, high voltage transactions purdnased via Web based catalogs_ No open buying it the internist 10611. Standard PO _Processing Standard PO Processing Standard PO Standard PO Standard PO Processinn Standard PO Processing Purchasing, General Ledger Purchasing, Procurement Yronaenaent Purchasing Purchasing Pwdnasa+g Purchasing Purchasing, P.oaremed Purchasing Purchasing F In Scope rffN1 Y Y Y Y Y Y Y Y Y Y 7 G Optional Service WWI N N N N N N N N N H 3rd Party Sefuwaee Custemizetioe IYMI N IY N ti N N N N N N N Sopt.tber 15, 5054 1 Comments We will support the US dart currency and bath English and Spanish languages per the standard Oracle Applicarm YLS functionality. All training and project documentation wit be in English. Formalized documentation that oudnes the optimal process Row for conducing requisitioning and purchase order adivties for an organization's expendore areas. ePrararcmem system in Moe to support electronic Requisition and PO creation and generator 281019es. ePmoa%$met system in plan to support electronic Requisition and PO creation and genmsiion activties. eProc remert system in place to support electronic RMrcdion and PO creation and generation 21064s. ',Procurement system in plus to support demonic Regrisi ion and PO creation and generation activities. 5Pmcuremet system in piece m support electronic - - , - r. tad PO crealiou and . _ _ r.. adiviies. Wmr a mera system it place 1a support electronic Requisnon oaf PO creation and generation activities. PPrec remem system in piton to support electronic Regwisbon and PO creation and generation amities. ePlocuremert system in place to support Medicine Requisition and PO creation and gene aben adhat9es. Purchasing Purchasing Purchasing Purchasing, Procurement Purchasing, Procurement Purchasing Purchasing, Inventory Purchasing, Procurement Purchasing, Procurement Purchasing, Protects Pure asig Purchasing Accords Payable Y Y Y Y Y Y Y Y Y Y Y Y N N N N N N N N Y Y N N N N N N N N N N N N N N N I4 N N N N Yon descriptive fladalds Page: 68 BO A%& boune ytap Requirement 79 Abidy to change currency and aochan9a rase at time of PO Entry. 80 Wiry to coned approved requisitions to purchase orders B1 au6amadca8y- 81 Ability to create Blanket Orders, Standard Orders and Pricing 82 Agreements 62 Abiity to defre due dates on Raceme Order- 83 63 AbI6ty to define tolerances for Matching. 84 84 Abity to ensure Internal I external Application support 85 85 malty to establish rent price matching tolerances. Sub Proms Standard PO Processing 88 tie Amity to flag a capital lype item for Asset Number 67 assignment at time of PO arse. 87 Abity to identify Purchase Orders that are on a approval 88 hold. 88 A6iity ♦e identify Purchase Orders blase tax needs to be accrued (Prmreman Issue, but affects AP manual Process B9 Purchase Or ktro 89TAbllly to identify Requisitions and Parham Orders that are 90 net coded Pratte*. 90 Ability m inquire on Purchase ase Orders by multiple criteria nduQng Requisition number, vendor. Requisition date, PO 91 uunder- 1 91 Abiity to fowr which POs require spatial procesrsnlg- g2 92 AbJIy to irk and share irdom9Cv1 among supply chain 93 members. 93'Abeilyto modify POs before POs are Dispatched. 94, 94JAbrdy to override payment tams at Purchase Order entry. 95 Standard PO Processing Standard PO Processing 95 Ability to provide multiple distention Ines per PO schedule. 96 97 95 Ability to provide mu9tple demerit schedules per PO rne - Standard PO Procession Standard PO Processing Bladed PO Processing 97 Ability to referees purchasing contacts and releva oe than 9e on POs- 98 AbBy to request an MSDS twee PO tine item. ea 99 Abity to restrict who earn override matching at the purchase order level. 1CO 100 AOily to set tan quality invoice matching tolerances. 101 101 Abady to set tan money receiving toler'a nces- 102 102 Abidy to specify criteria for Matdling- 103 109 kitty to support kahban and integrated supply 104 h u iiagaistblanketP.OsaatomatimllY- 104 Marty to track POs by Vendor number. 105 105 Standard PO Processing Stallard PO Processing Stallard PO Processing 106 Abboy totransmt POs via multiple methods: hard copy. fax, coos, 70AL or EDI. 107 408 Ability to utilize bath two tend three way molehill) Standard PO Processing Stallard PO Prnmssrq , Stallard PO Processing City of Miami Fit ! Gap Document - Requisition and PO Processing 0 Best Practice Description eproc remen system in place to support electronic Requisition and PO creation and generation soleiics. Approved requisitions canverted to purchase orders rmtomareceev. eProcuramem system in plsoe 10 support electrode Requistimn and PO creation and generation activities. &Proc rement system in place to support electronic Requisition and PO creation and generation activities. Formalized doceIneM9Boa that outlaws the optimal process flow for conducting requisitioning and pry order adnities for an orga ization's ripe dih re areas. Electronic integration between procurement systems and other systems within the organization_ E Oracle Module Purchasing. General Ledger Purchasing F In Scope fWell N Y G Optional Service IYINI N N 1i 3rd Party Software C1stomcatio1 IYIN1 N N S5plwPbr r5, ai24 Commends We will support the US doter orrery and both Ergfsh and Sparkish languages per the standad Oracle Application MLS furldio+aliy- AL tearing and project documentation wit be in English. Purchasing Formalized documentation that outlines the optimal process Sow for cantudi19 requisitioning and purchase order aclivtics for an organ¢aion's e8endhm4 areas. ePmoeanerd system it place to support electronic Requisition and PO creation and generation activities. eProorremem system in place to support electronic Requisition and PO creation and generation activities. eProcu ems t system in pace to support electronic Requisition and PO creation and generation activities. ePrawremet system in place to support electronic Reqesilion and PO creation and aeneralion activities. eProcurefe+t system in place to support electronic Requisition and PO creation and generation activities. Purchasing Purchasing, Pa:ceurts Payable Purchasing Purchasing NIA Purchasing Purchasing anti Aw)urds Payable Pochasirg Purchasing Purchasing *Procurement system in pram to support electronic Reguistion and PO creation and generation activities. eProarement system in Mean support electronic Rea listim and PO creation and generation aetivties. eProc remeet system in place to support eieconc Requisition ad PO creation and 9ererat nn acivaer- ePrgnremert system in place to support electronic Requisition and PO are>am ad generation amhdtie5- Abiityto dynnanicaeysexree p echased goods ad services from pre -steeled vendors Standard PO Abityto dynamicaty source Purchased goods and services Processing from pre -selected vendors Standard PO eProc remert system in place to support ebdrornc Processing Requisition rind PO creation and generation admies- ePrOommert system in place to support electronic Requisition and PO creation and 1anraion activities. Rpdng and approval verification irtomated trough warkllow (i.e., use of an aioraated delegation process to Weed cycle time of order approvals). eProorement system in place to support Mangoes Requsiti m and PO creation are generation adwae5- ePtocureme t system is place to support Medtronic Regoismon and PO creation and generation activities. ePmcuremee system in place to support electronic Requisition and PO creation and generation activities. Kerner and irdegraled supply replenishment aganst blanket P.O_ atomaicetY- ePmauernent system be place to support Mechanic Requisian and PO creation and generation activities. EDI adfar web -based indents used to transmit purchase Purchasing orders and P.O. arimowledgemems. Stordard PO Processing Stadad PO Processing SUndnd PO Prvms5018 Standard PO Processing Stadad PO Procession Standard PO Processing Standard PO Processing Standard PO Processing Standard PO Processing Standard PO Pmcesseq Standard PO Processing 105 107 Ability to view PO the item purchase history. Standard PO Processing Standard PO Processing Standard PO eProomemerd system in place to support electronic ProcessingRequisition and PO Creation are - Standard PO ePnoarement system - piece support electronic Pmnessina Requisition and PO creation andgenaaiom activities. Finessing Purchasing Purchong Purchasing Purchasing Purchasing Purchasing Purchasing. Accounts Payable Acorns Payable Purchasing Purchasing Purchasing, Inventory Purchasing Purchasing Purchasing Y Y Y N Y N Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y N el N N N N N N N N N N N N N N N 1h1 N N N N N N N N N RighIFax N N N N N N N N N N N N N N N N N N N N N N N N N Please see the Oracle E-Business Suite Customizations & Interface Development section of the pepnsgl for specific interfaces in scope. This process is handled through AP and Assets lyre ernat of purchase orders. EDI is not in scope- 9landad purchase order approval imciona8lY and response * level security eel be used to address this requirement Email supported through standard fundioner y. EDI and MALtransnission methods need to be defied in more detail and are not included whihh the scope of this proposal - Page 69 sre444,4415, 2004 $Sdboume 1tA 110 111 112 A Step B Requirement C Sub Proess 108 Abrdyto viPurchase Orders with matching and mats comments regarding Purees. Order. Processing 105 A0 1y to view a fist of unmatched matched Purchase Orders- Standard PO Processing 110 Abidy to view requisition 1Moug0 p.n . audit'bele - 111 Automatically create Purchase Order the level decal based on requisition 112 Ability toe ter Purchase requestsvia an-ine web -based tool 113 114 115 Standard PO Processing 113 Waite= to route doomed.% requisitions purchase orders accosting to management structure. poems and documented prcxodurs 114 Abialy to past purchasing processes, pow and procedures Standard PO for review by al parties invoked in requisitioning and PO Processing pacessirg at8vliis 115 Wandler exists to capture end back key performance i discos receded to requisition and P.O. processing activities. Ord PO Processing Requisition Creation and Pmoesaing Standard PO Processing City of Miami Fit 1 Gap Document - Requisition and PO Processing O Best Practice Description eProcuremerd system in piece to support eleehon is Regiislion and PO crealie0 and generation activities. G Oracle liodule 1 In ScoN 3M Party seRvARPurchasing E Purchasing, Acosuss Payable Piethasing ePnocuremerd system in place to Support electronic Requisition and PO creation and generation activities. reProcrernernt system in place to comport elecbonic Requisition and PO ovation and generation activities. ePrho>•enaat system in place to support electronic Purchasing Requisition and PO ovation and gmrtrtion activities. [odrana[d ePmc camas system in piele 10 supports port electron Reguisiion and PO creation and generation achy' dies. rRouting and approval verification a3omated through Purchasing wuk?oa (to., use of an automated delegation process to Weed cycle time of orderawfrovats). W Purchasing, documentation) that outlines the optimal process 1104/ for conducting requisitioning and purchase order Procurement, activities for an orgy iztiads openditu a areas. Portal Standard PO Processing Kanbah and integrated supply retdenishmem against blanket Purchasing P.O. automatically. Y Y Y N N N 3 Custorrie lien Comments fYM1 Exceptions via IYlalching Holds by Buyer Report. Comments made via attachments to purchase order record. N N N Y Y N N N I N N 3oinoune WI provide Process design services and user procedure the devem opme of documsNS alion for templates processes associated with the Oracle based transaction that are within the scope of services. These tools can be used as the basis for She City to develop addnmal polelos and procedures for the processes that are beyond the scope of Sod7oune services. This requrereent may require technicaldevekmmerd W complete. Based on our essienence w ith other pub& sector organizations and the CitIs desire to minimize astomoalidns, we recommend that the City evaluate the misting fundionatiy within the system and consider alternatives to custom developed solutions during the process design phase of the projet hn addition. custom development dents need to be analyzed on a more detailed level to estimate the effort and cost to complete the work With this in mind. we are pleating an =cows of harts that the City can use to develop customization and development items The project team all also be able 10 prioritize development adlvlles to best meet the City's requirements. For each development dem identified during process design, a functional description and estimate of hers will be documented and pry to the City for consideration. 116 the automatic converenn of 11£ Worldlow which allows authorized requisitions to be cornered ito raid purchase 117 artery- the creation and tracking m blanket Standard PO purchase 117 unch supportsupportiroceseita 116 e orders v® etamvmictools for Standard PO t18 Ability t0 ewho s time rtothe a training and P.O. processes Processing personnel who support the requisition Standard PO Prooesssim9 119 tt49a9 and alert approappropriate agencies for for I Procurement norhPcaon- llcard Purchases that do not have a veld P.O. card 120 Processing 12dAbi4Yto support potting of procurement cad transactions Procurement posted to a single 9Cwsa1"bd0er account per procurement Carol 121i nard- Rotting and approval estimation automated through Puaasa9 woadk a ti.e., use of an automated delegation process to speed Wee lime of order approvals)- — High percentage of goods and services purchases aspired Purchasing via Wankel puchese Orders. Leverage on -fro training g coda for nee employee and Learning ndiesher training for employees involved is requisitioning and PO accessing aciri ies P.O. itquaed for vale receipt for non -procurement cad Purchasing purchases, without B caption. Pmarremere card transactions posted Accounts Ledger per procurement card.Payable m a single Generate Y N N N Solboume's EDGE e-leamirg tutorials can be used to support this requirement. N Notification is not necessary- Orate wit not allow receipts wthau a purchase order. N $Sothcurnc 2 3 5 A 1 Requirement Ability to apply key performance metrics with supplier performance rating. .dh automated r..tlh..t:,ou of pedomgmoe issues 2 3 4 Ability to configure system to allow supplier staff to see specific information. and to pedorrn specific activities as part ofneediness Ability to configure dashboard of information accessible by suppler and customer resources Ability to depiay supplier performance results through acmes fo secure podai 5 ti s 7 C SW Process Ability to share production and forecast information between customer and supplier 7 B 9 Ablity to poputele suppler pertomence template for use in update meetings Ability to assign priority to specific 'ferns and categories. and associate them with suppliers identified as p iioidy Miley to report and analyze poled data to determine apPgtunly for ioid verdure and *Woomera City of Miami Fit! Gap Document- Supplier Partnering Best Practice Description Key, 0 ieder belseen camparry management and strategic suppler macagement Suppler places staff with multiple nsponsgel es wither customer facility to manage al aspects of incoming product Ron (Jr in Technical staff Do mingled with supplier staffs at both suppler and company locations for mission-aibrat items True partnership forged on the principle of Wix thin'reladodships E Oracle Module E-Business Hnl21I emx a Balanced Scorecard 'Supplier. Purchasing iSuppeer, Receivables Portal, Purchasing, Supplier Suppler sins routinely v0sited to observe pnodocfontervice deloery processes and to make remmne1Wefidns for improvements as needed Suppler and customer teams meet regularly to review mission critical i0errs and redR0 foes if necessary 'Soppier, inventory. Purchasing. Collaborative Plann0ng High percentage of strategic kerns covered by suppliers with rem®I approved suppler sizes Mhg k1 Investigate strategic partnerships nth suppliers NO value purchases. Balanced Seoreent Purchasing, iSupplier Oracle Discoverer F ei Scope IYIN1 N Y Y N hl N Y Y 13 Opdotat Service IYRD N N N Y N N N N H Srd Party Saltwain CusiolIndian NINt N N N N N N N N s a1nb..13. 2004 Comments *Easiness In elliegence and Bslenc ed Scorecard are not in scope for phase 1. We strongly recommend that the City consider in4kmerdtg this tool after it has implemented the core functions and has a better undefsmnding of the underlying data that is evadable for repodalg in the applications. Standard iSnpplief functionality only This requirement may require technical development to complete. Based upon our experience wig other public sector organ®lions and the City's Madre to mninize customizations, we recommend that the City evaiade the existing Mxdtonafey wither the system and consider alternatives to custom devel pad solutions dump the process design phase of the project. In addition custom development lend read to be analyzed on a more detailed level to estimate the effort and cost in complete the nowt Midi then mind, we are providing an account of hews that the Cay can use to develop customization i and development hems. The project Warn wi also be able to prnntize development activities to hest meet the City's requicn kids. For each development hem identified durig process design, a functional dessaWfion and estimate of hoes wig be documented and presented Nza ns do not contemplate Most public sermon organizations this fu1dioualty doling the ntlird phases of the splemenadon. The applications and processes required to address these functions are not all in scope. We recommend that the Cdy corroder this functiona9ly in a More phase. eBusiness hrle91Cjeaoe and Balanced Scorend are not in scope for phi I 'We strongly recommend that the City consider inplemeritiog this tool after it has implemented Me core hinclions and has a batter urderstarinrig of the underlying date Mat is avaeable for reporting in the applications. Approved Supper lists canoe used to restrict Rem purchases to specific suppliers. September 112004 City of Miami Fit! Gap Document - Supplier Performance Measurement ed N l�erforrname - Yeasares & Tanef E•Buane'-s N N roe for scoring. weighting. and Pufarmearco Compn herehe sat of rusk 4 itY, avaiabaki and &Bea less AtidY to early Pkerg System Meaaaes & servieeabtiy measures used to evaluate suppler rgoorting of suppler l>ect'an sceriuu9' Tayet performance. Development E-Brusioess ride scoring syslern tlat can • _ Pafmrnaoce irteli9errrs & Hue to cross business units- Fseascomes 6 Balanced udiaed nanos WSboars 1aniYs- Tagil 'Metronome d Deveopment ve set of cast. 4uraftY, eragatir'flY and E-8used ComPrelneosrve see p cask Tfoiin and a measures }1 s & Sarinceab'dnCtenterteleaY measures used le evaluate supper hlh.lfaJ�uKl used to evakoatesWPfoer PeTtOnrrarco Tango! foerf°fm'°. )eveloPmu^� art of tusk 9urotty, avn�lnb0erty and 11 compf teuaae sus of cunt. � cWleAe a meawmes Matsres & uxnu�bipY measues used to eva1i a suppher usedto awihtatn sdpptierPerfornuanCe- Tage1 perlomnnranos. DeeefoprrrM I1pyt0 Perform ralamIorrs of suPPFer perfamnance based MoniOoiruq a lyderBerrrt an pine-edabIShed regtka'gs- and L-vaYoedon _ N Provide the *WY to stare weaker performance data- g sold EvaWaton QnmGly ormkey me4l data sheets far each supplier Pfunes && Ir-:., eat eBusness Intetragence and Bakanced Sro1Bprd are not in scope for phase I. We strange/ recommend that the Cdy consider implementing this tool after it has implemented the rate functions and has a better understanding of the underlying daft that is sealable for repdtng in the apptications. eBusiness hte>Fegrrroce and Balanced Scorecard are nil in scope for phase 1. We strongly recommend that the CHy consider implementer this tad after it fors implemented the sore hastens and has a better udersfand'og of the underlying data that is available for reporting in the appricalkns. eBusinim.s Ietefiegence and Balanced Scorecard are not 11 scope for phase I. We stneghr recommend that Cly consider implementthg this toil eJar a has implemented the core functions and has a better understanding of the underlying data that is available far repertilg in the applications. IIIeBusirness hdelfnega'ca and Banner Scaneead are Kit in scope for phase I. We strongly recommend tee the Coy consider implementing this tool alter x has inplemedled the core functions and has a better uandvstareh g of the undertyng data thed is ova age far reporting in the applications. N eBu stress Intiellegence and Balanced Scorecard are not in scope for prase 1. We strongly recommend that the City consider implementing this tool ,rter a has implemented the core h+daons and has a peter unrierstancring of the underlying data that is available for reportng im Ole epic:adore. Oracle puary is not in scope. $Sdbourne A Step 10 B Requirement Suppliers partuean in the developmerd, reporting. and analysis of relevant performance measures. 10 11 Establish mesnhghd achievable goals for each soppier. 11 12 Provide the malty to inclement a supplier performance measurement paogramr with a well-defined process, with consistent and tolerant measures and timely min dlong and tom. 12 C Sub Process Performance Measures & Target Deueloptmere Provide the dirty to allow supplier participator in identifying and establishing metrics and weightings. Performance Measures & Target Development City of Miami Fit! Gap Document - Supplier Performance Measurement D Best Practice Description Suppliers Pa pate in to development, reporting, and armlysis of relevant performance measures. Performance Measures & Target Development Performance Measures & Target DCrdocenent Suppliers participate in the development, reporting, and analysis of relevant performance measures. E Oracle Module Penal E.Busihe,_s Intelligence E-Business 1nteFgence Portal F In Scope mYlr1! N N N G Optional Service MN! Y N N Y li and Party Software Customlion MN! N N N N Sepdnbw 15 2ee4 J Comments This requirement may require technical development In complete. Based upon our experience with otter public sector organizations and the Ctrs desire to minim a cJ6mmizations, we recommend that the City evaluate the meeting functionality wthin the system and consoler atMnselivee to custom developed solutions during the pis design phase of the project In addition, custom development Reins reed to be analyzed on a more derailed level to estimate the effort and cost In complete the work WO this in mid, we are providing en account of hours that the City can use to develop customization and development RIMS. The project team will also be able to prioritize development activities to best meet the Cars requirements. For each development item identified during process design. a functional description and estimate of hoes wet be documented and presented to the City for consideration. e&aaess i teniegenoe and Balanced Scorecard are not it scope for phase L We strongly recommend that the City consider inelemermtg this toot after it has implemented the core birder s and has a better i derstending of the oadertying data that is amiable for reporting in the appfirafions- eBusitess Inellegence and Balanced Scorecard are not it scope for phwie I. We strongly recommend that the City consider implementing this tool after it has implemented the core functions and has a better understanding g of the hsderlying data tied is amiable for reporting in to appncaboms. This requirement may require technical development 1a complete. Based trim our ease with other public sector organizations and the Ctys desire to minimize =Laamz a or s, we recommend that the City evaluate the exist g functionality wing, the system and consider alternatives to rmstarn developed solutions during the process design phase of the project In addition, custom development items need to be analyzed on a more detailed level to esimaee to effort and cast to complete the work With this in mind we am providing an account of hours that the City can use to develop netomizaloet and development tans. The pa jed teem will also be able to micenize development activities to best morel the Ctrs requirements. For each development rem identified drrng process design, a h ncliaal desaVlon and estimate of hots ova be documented and presented to the City for consideration. 13 $Sdbourrx A Step 13 14 B Requirement Prwde the abn7dy to cesu:bse data gathering meth°dSNgyto ensure selection of ablectim not subjective data. 14 15 Provide the abaty to vafdate remelts to source results transactions - determine legitimacy of suppler performance communicating results to supplier. 16 15 C Sub Process Performance Measures & Target Dew reber performance data Mat is beim compged asid ported has been vaidated and isas emirate as possible. 16 17 Clearly 461*ned roles and responsibilities fa i bemd and eneemrd resources. Performance Montlereg and Evaluation Performance Mmtieeg and Evalualki 1 SuePP=1 Perfamame Review & Action Plan Development City of Miami Fit! Gap Document - Supplier Performance Measurement D Bad Practice Description E Oracle Module Portal Portal E-Business Intelligence 'Supplier F In Same N N N Y G Optional Service IYM1 Y Y N N N 3nd Party Sollsvre Customization IYINI N N N N 15. 2004 Comments This requirement may require technical development to complete. Based upon our ape ten a with other public sector organizations and the Citys desire to minlanize customizations, we recommend that the City evaluate the erisb1g functionartll within the system and consider alternatives to custom developed sdethons during the process design phase able project. n addhion. custom development items need to be analyzed on a more detailed level to estimate the effort and cost to complete the work With this in mod. we are providing an amount et hews thsl the City can use to develop customization and development items. The project team wet also be able to prioritize development =frea es to best meet the C6116 reoperaneds. For each development item idmlited during pmrrss design a lunchtime] description and estimate of Tours wit be documented and presented to the CO for carnsiderabom. This requirement may regwe technical deveopmenti to complete. Based upon orr experience with other pubic sector organizations and the Cdl+s desire to minimize cradamizatiors. we recommend the the City evaluate the existing hrictioiseIRywithin the system and consider alternatives to custom developed solutions during the perms design phaseof the project In addition. austcrn development items need to be analyzed on a more detailed level to estimate the effort and cost to complete the work Wdh this in mid, we are providing an accomt of hours thM the City can me to develop customization ird developnart dens. The proied team will also be able to prioritize development activities to bast meet the City's requirements. For eadi development item idedthed thong process design, a functional description and ureic of hours will be documented ad presented to the City for consideration. eal5i r.R Ink iegemce and Balanced Scorecard are not in scope for phase I. we strongly recommend that the City consider implementing this rani alter tl has implemented the core funvvns and has a better ulda1tsrdng of the 'steadying data that is available for reporting in the appricabons. Page: 74 $Sd1»JrTXe City of Miami Fit ! Gap Document - Supplier Performance Measurement 1B A Step 17 B Requirement Provide a procurement operating model guideline (work Sow) governing the auaur1abrkities, decision makng criteria. communication and organ'vation sfrurcore C Sub Process ampler Performance Revive & Action Plan Development D Best Practice Description 19 20 21 18 19 Abdiy to conduct standard evaluation reporting with ad hoc tepodi g capability. Provide the ability to conmimicale performance ratings to snookers. 2O ty to post guidevhes related to process of communicating non -conforming or excellent performance 21 22 Ability to facilitate the commuliratiom of scoring to cross functi0nal internal team members Performance l lorryring and [reunion Stacker Performance Review & Action Plat Q..el.hs�..at Suppler Performance Review & Acton Plan Development Performance rang`+ routinely communicated to suppges. Sappier Performance Review & Action Plan Development E Oracle Module Al Discoverer Purchasing Portal Galan ed Scorecard F J in Scope (MI N Y N N 1t G Optimal Service mNI N N N N N H 3rd Party Software Cuslomaalien iYJN1 N N N N 11 seyn...a.r /5, 2004 J Comments This requirement may require technical development to complete. Based upon our experience with other pubic sector organizations and the Ctys desire to minimize customizations, we recommend that the City evaluate the existing functionary within the system and consider alteratives t0 custom developed solutions teeing the process design phase of the project. In addition, custom development items need to be analyzed on a more detailed level to estimate the effort and cost 10 complete the work. With this in mind. we are providing an account of tours 11at the City can use to develop cuclomborition and development items. -The project team will also be able to priorfae development activities to beet meet the Ciy+s requiemetes. For each development item identified during process design, a functional description and estimate of hours wit be documented and presented to the City for consideration_ Sothour a wit provide process design services and user procedure templates to support the development of documentation for to processes associated with the Oracle based transactions that arc within the scope of services. These tools can be used as the basis for the City to develop additional pops and procedures for the processes that are beyond the scope of Sdb0ume services. 71his requirement t may require technical development to complete. Based Won our Immanence with other pat& sector organizatgns and the Cdys desire to minimize customizations, we recommend teal the City evaluate the existing fractionally within the system and consider attasretves to oaken developed solutions during the prate design phase of the project_ In addition. custom development htems need to be analyzed on a more detailed level to estimate the effort and cost to co 1pkie the wok. With this in mind. we are providing an account of fours that the City can use to develop natom¢ation and development kerns. The project team whet also be able to prioritize development activities to best meet the Ciitlfs requirements. For each development tan identified during process design, a functional description and emanate of thus wit be documented and presented to the City for consideration. 50.:.es5 ldeliegece ad Balanced Scorecard are net in scope far phase 1. We strongly ramnmend that the City consider implementing this tool altar it has implemented the core humriions and has a better understanding of the underlying data that is available for reporting in the applcations- Page: 75 A Solbourne B c Seep 1 22 23 Regu+emenI Supports the posting of guideenes related to a famaf¢ed program to solicit suppfeYs feedback on ups performance and the forms that ago* suppliers to provide feedback 23 24 Sub Process Suppler Performance Review & Action Plan Development Ability to use staffs lcal-based tools and techniques on a duty basis to assess supplier performance and process capaWTdy. 24 25 Employee system knowledge is ata high level. Employees have the ability to use statistical -based tells and techniques on a daily basis to assess supplier perfo tone and process 26 27 25 Abily lo make supplier performance ratings available os*le for internal distribution and internal nosing by supptiens. Performance Monitoring and Evaluation Performance Monitoring and Evaluation Performance Monitoring and Evaluation 26rPhvvide the ability to tribute access to stppter performance status to multiple business units and individuals. Performance lloumeorig and Evahedion City of Miami Fit 1 Gap Document - Supplier Performance Measurement D Best Practice Description E Orate Module Portal Employee system knowledge is at a high level. Employees have the abtity to use statistical -based (Dols and tslnignrrs on a daily basis to assess soppier performance aid process napab11y. E-Butsi ss$ hdelligence & Balanced Swrerard E-Business Intdtigennce Podal E-Business In1Fgente F In Scope N N N N N G Optional Service IYlMI N N N N N li 3rd Party Software Customization fWtil N N N N N s,plane.r/5, ore+ Comments This requirement may require technical development to complete. Based upon our .experience with other public sector organizations and the Cilia desire to minimize customizations, we recommend Mat the City e valuate the existing functional,/ within the system and consider alternatives to custom developed solutions cluing the process design phase of the project. In addition. C.Simr development items reed to be analyzed on a more deleted level to estimate the effort and cost to complete the work With this it mind, w e are providig an account of hours that the City can use to develop customization and development items. The projec team wet also be able to prioritize development activities to best meet the Cil?s requirements. For each development item identified during process design. a hndiunal description and estimate of hours will be doramnerded and presented to the City for consideration. eflusiness Intelliegence and Balanced Scorecard are not in scope for phase I. We strongly recommend that tic City consider implementing this tool after it has implemented the core functions sand has a better undeeslancti g of the underlying dale that is available for repordg o the applications. eB sines Intefiegence and Balanced Scorecard are note scope for phase I. We Wrongly rmaxnmend that the City consider implementing this toot alter i has implemented the core fundhals and has a better understanding ditto underlying data that is available for reporting in the appiratixs. This regtbement may require technical development to complete. Based upon or nperience with other pubic setor orgmi®lions and the City's desire to minimize c stpm®tios, we recommend that the City ev-aluate the existing functionality within the system and consider alternatives to custom developed solutions during Vie process design phase of the project. In addition, custom development kerns need to be analyzed on a more detailed level to estimate the effort and cost to wmp ale the work With the in mind, we are providing an accormt of hours that hue City Can use to develop customization and development thorns. The project team will Mao be able to prioritize development activities 10 bad meet the requirements. For each development item identified during process design, a functional description and estimate of hers well be documented and presented to the Cty for consideration. .w_ us s hhXiegence and 9alanced Scorecard are not in scope for phase I. We strongly recommend that Ova Coy consider implementing this tool after it has implemented the care functions and has a better uhxsl,.efng of the underlying data that is available for reporting in the appticatioms. Soplume. 75. 2304 ♦r solbairne A Step 28 27 29 30 31 32 33 B Requirement Staplierpedonnance ratings are available onTvie for ntenal restrbmion and external viewing by suppiers. 28 Abilty to post suppler penance to a same bramoni with ability to set access levels. 29 C Sub Process Peioarnance Monitoring and Evaluation City of Miami Fit ! Gap Document - Supplier Performance Measurement D Best Practice Description Supplier performance ratings are available online for internal distribution and external viewing by supPaerz- Soppier Performance Review R Action Plan Development Abtty o Omit the amount of deal on soppier performance to specific business units or individuals. 30 31 Abibay to make suppler performance data easily accessible and automafiraly integrated into the reporting and analyse took. 32 guppbe performance data is easily accessible and automatic' ally integrated into the reporting and analysis tools Ability to support SPM vendor specific templates. Performance Moitorfng and Evaluation Performance Monitoring and Evaluation Performance Monitoring and EvalWation Pertmnnence Monitoring and Evaluation E 1 Oracle Module Portal Portal Snooker performance data is easily accessible and automatic* integrated trio the reporng and analysis tools. E-Business Mteligehce E-business INMigerroe E Balanced Scorecard .E Business Iriteligence &Business Irieligence In scope IYM1 N N N N N N G Optional Service IYM1 N N N N N N H 3rd Party Software Customization IYMI N N N N N N J Comments This requirement may require technical development to complete. Based Won our experience with other public sector orga0Qati ns and the Ctys desire to minimize 0Istonhizabbns, we recarnmed that the Cty evaluate the existing functionality within the system and consider alternatives to custom developed solutions during the process design phase of the prole& in addition. Reg= development items need to be analyzed on a more defiled level to estimate the effort and cant to complete the work. With this in mid, we are providing an *vomit of hours that the City can use to develop customization and development tents. The project team will also be able to PdordRe development activities to best meet the Ms requirements_ For each functional development and ntified during proles resin. estimate of Mums win be documented and Peed to the City for consideration. This requnemert may requite technical development to complete. Rased upon ore experience with other public sector organizations and the Ctys desire to mihinae customization, we recommend that the City evaluate the existing functionality within the systenh and consider aaernative$ to c1som developed solutions dump the proems design phew of the project_ In **Sim custom development items need to be anayzed on a more dented level to estimate the effort wad cost to complete the work WO this n mild, we are providing an account at horns that the City can Use o develop cusomizatfon and development tams. The project team will also be able to prioritize deveopmet active* to best meet the Ctys requirements. For each development item identified during process design, a Lactionai description and estimate of hers will be docnnented and presented to the City for consideration. eBusiness Inteliegeice and Balanced Scorecard are not in scope for phase I. We strongly recommend that the City consider implementing this tool after it has implemented the owe functions and has a betty undastmhdig of the underlying data that is available for reporting in the appficaMns. e8usiness 1teteegence and Balanced Scorecard are not in scope for phase I. We strongly recommend that the City consider implementing this tool alter 5 has implemented the core functions and has a better understanding of the uldeclyag data that is avalable for reporting in the applications. e1usiness i tankage ce and Balanced Scorecard are not it scope for passe 1. We strongly recommend that the City consider implementing this tool after iL has implemented the core functions and has a better undasta ndig of the underlying data that is available for reporting in the applications. e1us1ess Inldlsgeuce end Balanced Scorecard are not in scope for phase I. We strongly recoremeM that the City consider implementing this tool after it fors implemented the rare brogans and has a beta understanding of the underlying data that is evadable for reporting in the appications. Page: 77 seebrrbsr e$ a1W A 33 B Requirement Ability to have real time key performance indicators tidied to contract database, Sub Process Performance Monitoring and Evaluation City of Miami Fit I Gap Document - Supplier Performance Measurement D Pest Practice Description E Onde Module &Bushress lydeltgencelPtec asi g/Contrac is F Scope' DORI N G Opfierud Service fypn N H 3rd Party Software - Customization rc1N1 N 34 37 38 Real time key performance indicators - exception based aid lifted to cormacl database. 35 39 Ability to provide suppliers visibirity to pew metrics via self management l service web based tool. 36 Supplier vimbady lo performance metres v® self - management 1 service web based tool. 37 Noddy to send real time notifications when peformace metrics are oar of estabksted tolerances. 38 Ability to alert suppliers who do not meet expectations_ Performance Monitoring and Eva cation Performance Monitoring and Evaluation Real time key performance indicators - eccuRtion based and linked to contract database. Performance Monitoring and Evaluation Performance Monitoring and Evaluation 5 tp}iar Pedomance Review & Action Plan Development Supplier vfsmdtyto performance metrics vie self - management 1 service web based tool. EBusiness ldelfgerce Portal Portal E-Business Irdeligcnoe, Alerts E-Business Intelligence, Airs N N N N N N N N N N N N N Y Comments eBsiness bdetbegence and Balanced Scorecard are net in scope for phase I. We strongly recommend that the City consider implementing this tot after it has implemented the core functions and has a better understanding of the wadedyi g data that is evadable for reporting in the applications. eBusi ness hdelfiegence and Balanced Scorecard are not in scope for prase I. We strongly recommend that the City consider implementing this tool after it has implemented the core functions and has a better understanding of the underlying data that is available far reporting in the applications. This requirement may require technical development to complete. Based upon our experience with other pubic sector ugankrations and the Cityrs desire to minimize customizations. we recommend that the City evaluate the existing functionality within the system and consider alternatives to custom developed Solutions during the process design of the p In additrcin cu mid kerns need to he analyzed on a more detailed level to estimate the effort and cost to complete the work. With this in mind ea are providing an aaoum of hours that the City can use to develop customization and development kerns. The project team wtY also be able to prioritize development activities to best met the City's requirements. For each developmerd ken identified during process design, a hcddlanal description and estimate of Mars wili be documented and presented to the City for consideration. This regnire need may require tectwlk'al development to complete. Based upon our miperierce with other pubic sector orgaraatians and the COO desire 10 minimize Cindamaation¢, we recommend that the City evaluate the misting functionality within the system and consider eltematiyes to custom developed solutions during the process design phase of the project. lot addition, custom development iems need to be analyzed on a more detailed level to estimate the effort and cod to complete the work Wdh the in mid we are providing an account of hours that ttthe e.CCity can use to develop customization and developmerd items_ The pitied team wit also be able to anodize development activities to best meet the Cayls requirements. For each deveopmerd ism iderdified during process design, a functional description and estimate of hours well be documented and presented the Cdy for cansideration- e8usihass Inte1egece and Balanced Scorecard are not in scope for phase I. We strongly recommend that the City merrier implementing this tool after fl has implemented the core functions and has a better understanding of the underlying date that is available for reporting in the applirffii - &Business Irdelbegehce and Balanced Scorecard are that not in scope for phase L We strongly recommend the City consider implementing this tool after 6 has implemented the core functions and has a better under-Apmdi g Mitre underlying dale that. is available for reporting in the eppticetians. Page: 76 $Sdlxurne City of Miami Fit 1 Gap Document - Supplier Performance Measurement 1 40 4i A Step 39 B RiceparellIOnt Provide the ability to implement a fomrafaed communication program to alert suppliers who do not meet [npedebmrs- C Sub Process Supprlef Perfdnnance Review is Action Plan Development O Best Prastiee Description E Oracle Module Purchasing. Alerts F la Scope fYlN1 N G opFerul Service rrrNl N H 3rd Party Seines's Customization ffJM Y S•p rnbor ss, 2e04 J Comments This requitement may require technical development to sonatina. Based Won our experience with other pubic sedor emanations and the Cttfs desire to minimize customizations, we recommend that the City er-aluate the anelag hand naely withal the system and consider attematives to custom developed solutions during the process design phase of the project_ In addition, custom develepme t items need to be analyzed on a mono detailed level to'estimate the Mien and cost to complete the work With this in mind, we are providing an account of hoes that the City can use to develop automaton and development items - The project team will also be able to prioritize development activities to best meal the Cays requirements. For each development tan identified [luting process design. a functional description and estimate of flours wit be documented and presumed to the City for consideration. Slap Requirement 2 Abiiy to store and mairmn contract it a rsntaizod database ROW to Io contact details real tine via ntrenet Ab@y m cernnf191re standard canned template Wanner= for Loth pialtz*re II quentilalm service level terms 4 5 Ability attached mooned images of documents that are moires' byte city Abity in sat mdde calendar *Wen lags to alert contact manager prior fo pagralin of required dolmen's lI nuance, bonds) a 7 Abate to ihto are with requisition t0 payment process to ensure congener to negotiated tams (price, payment terns, volume &scour s, deb sry tines) Abby 10 perform enaanbrance accordion to enure compisnce wilt preset budged Snit Sub Process Abitf t0 populate specific contact details into dial template for communication to users via web based pond or Bast Practice Description louder contact information stored in a centralized, web based mom Contract information available vie Internet Canted tempt= 04e4os both quantitative and imitative service keel variables Required documentation for contract cornered to image formal and attached to master contract Prior to contrail renewal. rep*ed resource' noted wipe moire a lot Mows proemial for contact renewed Process Techndo9y integrated between contact database and prove to pay process to finelate access to negotiated terms Cotracttemis managed by Project based encoumi+9 (encumbrance) to ensue compliance to budget 23-Contract0 Oracle Ilbdals Prof Contain Proles Contracts Project Contract -Project Contract Companywide smnmia iraton of contract concept:in meth ntranet =dor Alai template te user community 9 Atilt to auto populate contact template we RFP information Results of RFP process automalcally populates co*ect tmmplab Werkeow Project Garbed Plor►low WA In Scope rY Project Contact Y Y Y N Y N N Y Optional Service (Yee N N f1 N Y N ti Y N 3rd Party Software Customisation null N iJ N N N N N Y Sepsuater ri 20e41 This reerUement may require tadhichnial development b complete. Based upon our experience veit1 other pubic sector orgaitmtma and the Cites desire to mini nirl customizations, we recommend Sort the Ley evaluate the e.gtstifunctionally welt t1e edam and consider alkmebres to custom developed sahrtonrs dung the process design phase of addition, custom development items need to be merged on a more detailed level to es*mate No effort and castle complete the wort. WIN Iris n mind, we are providing an account of hoes that the City can use to develop customization and developo lams_ The he project team coil also be able m idolizedevelopment eddies to best meet the Cil+s requirements. For each development tom identified bang process &dot a tractional desctptium and estimate 0l hours A be documented and presented to the Cty for comielerabon. This .equeement may require technical development to complete. Based Won or atpedsnra with other pubic seder orgaaaators and the Cefs desire t0 mitten se cusbemizations. We Terommend &Mtn City the sweet and evaluate the ceded F0.dimmllY vele consider alternatives to =stem developed during the process design pewee of the project In addition, (zoom development Nems need to be analyzed on a more detailed level to animate the enact and cog to 0mnplele the pork. With 9Is it need, we are providing an account of hoes that the City can use m develop ciesesinizationand developmetdesrs. The project team wit also be able to prioritize development acted= to beat meet the Gigs rep*emenk. For each development kern ilenlied dung process design. a functional desorption and estimate of hours wit be doaimsetod and presented to the Ciy for censideraimn. This requirement may respire technical development to complete. Based Won our experience with ether pubic sects organizations and the Ciys caste to =lent a customization. we recommend that the Cty enmlule fie e*1119 functionality wain le system and consider alternatives m custom derelwed solutions during the proms design phase of the project addi;on, custom development kerns need m be analyzed on a more deteled level t estimate the effort end cost to complete the work INIh this to mind, we are preedeg en accord of hoes Neal tea City can use to develop uusmmizeion mid development Items_ The Project team mil also be auk l prioritise dovefopmeot addles t0 beg met the Ctet regmamemt. for each development dam identified dureg process d .▪ documented and prod le the Cty ter consideration. Page 80 of 98 FRPS6Fund0naFdy-Reporse-S0lbomm-MASTER $Sothourne 1 D Ability to provide automated, workflow based warnings hi spedfiw resources for thresholds of dollar lends or Warfdy lints for contacts Required resources notified when budget fends are =rig approached 11 Ably to configure contract information to stew Gray specific details te be viable to user community 12 Abbey to kirk master curbed iniomhabon to other contract for same supplier 11rAbityto menage screed pert mmme M1ough project based mieslwnes and budget specific Tunis 11 Abbey to take ehating contract "nfarmadon and populate RFP as part of contract metal or bid process 15fAbbty to create a contact management dashboard that displays purhese and performance acti ly egoist specific contacts 23-Contracting Project Contract Project Contracts Specific contract information made amiable to pre- autlmr¢ad resources Sweater information it master Ye a himatiGaly idegated turProject Contracts contact irtwmatierh Project Conhacce Project Contracts Project based agreements hiked and managed tnmtgh preied Weed formals Populate RFP automattcafYweft q a l:Wee and quenllatrve nfommticrc from supplier contra± Senior management h8S access to anent contra= and supplier performance related to Serve Lmret Agreements, and internal compliance 10 contact 18 Abiiy do provide warnings. triggered by any business condition (et., once 75% of cantaded volume is delivered, or quality is below a given I hreshold). be ensue that suppliers take action to reed del own ebigalos. 17 Ability hi deplay conked terms amendment history Ito rive visbily to lunges Matwb impact ray wide oflt0* tl�Ahidy 13 Ilk fare lem level detad in mrtrad be dem master and/or =craw - 19 Ability to archive esp"red cord/acts Contracts Yoked directly to weak performance measums teat are tacked and reported Display hdlocy of contract changes and amendment by departo1M Contracts finked to item master die and catalogs Espied contra= archived to reduce dze of contact database end for mirk reference to historic terms N!A Project Conte± Project Contacts Reject Contracts Project Contracts N Y Y N N Y Y N N N N Y N N N N N tl N N Y N N N N Swisher a sou This requirement may require teWhiml development to complete. Based upon our mperenoe with other polo sector organisations and the Ctys dote to mii mize customizations. we recommend that the Cdy eyehole the esfir9 ha'ctiors1ywithin the system and consider elrmrm6+es to hastom developed solutions during the process design phase of the project. In addtlon, custom development dams need 1n be analyzed on a more detailed level to estimate the effort and cost to complete the worts. With this a mind, we are peoodng en account dhows Mettle Ci<y can use le develop custemirsinn and development hems. The project beam all also be able to priontre development addles to beat meet the Cly% roqutrements. For each development item identified duckg proms d estimate of design, ie afunctional description doomtented and pr ellte�dto to Ciy for wit h omsidderaion. This requirement may comae technical development to complete. Based upon our ewerlemce with other public sector orgarhizefees and the Cols desire to moimire c stmizations. who recommend that the City evaluate tee wet,g bmctonaHywdhn the stem and consider alternates to custom developed solutions during the process Wedge phase of the project In addition, =stem dndopment lams need 1D be analyzed on a more detailed level to estimate the effort and cost to complete the won Wilk the it mind, we are prevedehg an account of hour's t etthe Cty can use to develop custornioden and development Hems. The project tam will also be able to prioritize development acted=to test meet the City's remhiemmds. For each development dem idamied mr:ng process design, a functional description and estimate of hours will be documented and presented to the Cty for consideration. This regt&ernem may require tednical development to complete. Based rpm OW epmence with hither public sector organizations and the C1s desire to mienize cutomizatiors we recommend that the Cdy evaluate the existing bmcionait7 witnn the system and consider udtmabvm b custom developed solutes dung the process design phase of the project In addition, custom development terns need to he analyzed on a more detailed level to estimate the effort and cost to =wWste the Wert With this in teed, we am peevidn9 an =count of hoes that the Cloy can use 10 develop customi eel = and development hams. The project team vet also be able to weal= development activ1 to best meettlhe Cdys reedemare. For each development ham deeded during process design, a Tuncpehal desciedor= and =Snake elbows will be documented and presented be the Cty ion consideration. Solbmme wtl work with the City to identify and understand purging and mdwAn9 Weems and processes duri19 the tit ptementadon. We do, however, recommend tort the CN wet fee an extended period of time before beelemerttiag any ardhiheng processes Page 01 of 96 ERPSI-Functionalky-R -Selboaune-MASTER 20 May to associate a contract wily a pre -deleted mmmediy Items wdhin corned. Inked to oommedt 21 enfold schema Ablly to associate a contract wily apecdic city department company standad Contract nlornrefnn biked w to use end View wrmaa 22 Abikylo convert currency and UOII annuals 1m cadreds shared between countries my and differe01 lc Convertmammy nt s 23 Abilsto apply mutip(e SLAvariebles to specific departments (es Police rants 3 day lead Yoe for iasNig hls. Apply specific Service twat 1 department; Fire voids 1 day) universally accepted and coding scheme iy Y deywrvnerds eut hmhnd master contract to dads from master contact h atlrbnrns to weds 23-Contreclihg Project Contact Project Contracts Project Contact Y Y N Y N N N N N STderntar is 2404 We will support tie US dollar currency and bath Eirpfdh and Spanish languages per the standard Oracle Apptcaim IELS funcdonailty. Al training and project due umentafion hail be in English. Page 82 of 96 ERPSMFhmeiomaliy-Respo sseSol6am'e-MASTER $Sdhourne Step Tim Ab8ty to define, maintain. standal0 job codes 2 3 Ability to define, maintain standard job descriptions with position defaulting for standard relevant codes Ability to assign compelenoes to a job code 4 5 Abair/ to define, assign. maidain Core qualfcatons 10 EE d Applicants Ability to assign Core qualifications 6 6 AbiMy to assign working conditions Ability to assign physical and mental requirements Ability to define sequisiios a Ablity to create a requisition 10 11 Ability to track an applcam Ability to record Applicant Job History Sub Process WA WA WA WA WA WA WA WA WA N/A WA 24-Reraumng 8 Staffing Best Practice Desefip6bn AY standardized job classifications available oMine. Al eareedized job classifications available on -one. At standard job classifications evadable onsne Candidate uses self-service portal entemg personal data, work history. education, and directed resume At standard'beed job classifed4ocss available an tare. Predefined oilers detemtinad for job poslrngs based upon position, location, timing and business need. At standardized job classifications available on-line. Predefined adera determined far job postings based upon poison, lorsdon, lining and business need. Predefined aRenia detemined for job postings based upon position, location, tinting and business need. Oracle Module Human Resources Human Resources Managers submit requests to fill existing positions vs MSS ; data elecdonicatly i tegreled into central HRMS Wine completion and tacking of interviews assesamerrt utiltsd by interviews. at selection resists elecoonicaty emceed into canddate electronic record. ervtitions to interviews, rejection letters and standard off tatters generated autonnat ally rain templates end wo1k0uw. Candidate uses self-service portal entering personal data, w ork history, education, and directed and dnecl d resume. 12 13 144 15 Ability to recoil Apphra It Education Abity to resod applicant competencies Ability to record Appicard KSA Ability to track Applicant Relocation Preference WA WA WA WA Candidate rises self-service portal entereg personal data, work history, educafion, and directed resume Candeiate uses sett -servo portal entering personal data. w ork beery. eduction, and directed resume Candidate uses self-service portal entering personal data, wok history. education, and direcled resume Candidate uses self-service portal entering personal data, work history, education. and directed resuo1 16 May to record Appliarrt Weary History WA Candidate uses self-service peal entering personal data, work history, education. and disrobed resume 17 18 Middy to record Applicant Medial wok restrictions Abilly to record Applicant Tests WA WA Candidate uses self-service portal entering personal data, wok history. education, and died resume Canddate uses set -service portal entering personal data, work history, education, and directed resume 19 20 AbMtyio track Extended Offers Ability to access a portal for EE and Applicant set -service set-up for position openings and requirements N/A WA An applicant status code cm determine if offer was extended or accepted. Advanced process flow and smart notification n can entrance the press Human Resources Recruitment Human Resources Reaulbrrent, Human Resources Recruitment. Human Resources Recruitment. Human Resouces Recruitment, Human Resources 1nwmnenl, Human Resources EE and applicants cam vow job requirements and apply for open positions via self-service 21 22 23 Abaft to produce a conditional otter of enrent via a terrgale in MSS Ability to group appticans by status codes for banding and certification fisting Abiiy to source requisitions to 3rd parties WA WA WA An appicant status code can determine if o0erwas extended or accepted. Advanced process flow and smart notification can enhance the process CenbaUaed sourcing services Misted for smocking; single pokes of contact for all sourcing activities [Recruitment. Human - Resources Recruitment Human Rrsourous Recruitment Hunan Resources Recruitrnent, Human Resoaoes iteautanerd, Farman Resources Recruitment, Human Resources ReauilmeM, Human Resources Reautment Human Resources Recruitment Human Resources Human Resources itecrattment Human Resources Recruitment, Human Resources Recruitment, Huron Resources Rerruitnenl, Ferman Resounes. Discoverer In Scope [Yell Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Optional Service (OM' N N N N N N N N N N N N N N N N N hl N N N N N 3rd Party Software Customization (YM1 N N t( N N N N N hl f! N N N N N N N N N N N N N Comments Sepienber r5. 2004 Page 63 of 96 ERPShFunctionailya2espo seSolboume#MASTER �r Solbourne 24-Renumng & Staring Remilrement Sub Process Best Practice Description air Step Re 24 Abidy to create notification cards for registered appfitants WA Invitations letters to interview rejection letters and standard Mier generated automatically using templates and Hun rorktlow FM iter Dls it 25 Ability to administer appicant test results NIA Comprehensive assessment of applicants performed to determine fi with environment and comae. KSAs tb fknnosieage, skiis, and abiiest RI to R 28 Ability to rapture applicant skllt bank data WA CSMI„ kern, assessment M applicants performed determine R will mmi oiv neat and culture, KSAs R oa IlmAetlge. skis, end abilities} IR 27 Moray to crate appikant stabs groups for the register requienrtent$ NIA Comprehensive assent of applicants performed to d.8mine fit with enviomnent and mime, KSAs IR (ioawledge, skills. and Eiden) R D 21I Abe* to conduct via aid panty or record internal check dn9 sL1eCIK NIA FH results for Eaeimnund, medical, and R �'r'�y to P� uce/ mCold comda8oraoffer l of employment N/A Onine nompietion and tracking of Marries I assessment & udiaed by irtenders:cc al selection results electronically h entered into canal*. electronic record F i 30 Ability to manage the hire process through orientation t /A Online completion and lnaoim9 of interview 1 assessment Mixed by interviewers; all selection melts eledron®mi F objectives entered into tend -date electronic record cle Module dment, roes. tg or tuner Mr Scose min N Y Y Y Y Y Y Optional Service IY*N1 Y N N N N N N SM Party Software Cus000n (YM1 H H N N N N N Seplene.r15, tear CommeritS This requitement may reepare MGM:ad development Ye complete. Based upon our experience with other pubic sector organizations and the Ci{s desire to minimize castornications. we reWrwnend that the Cry evaluate Mne existing functionality within the system and consider alternatives m custom developed solutions during the process design phase Mine project. In edition, mistemh development items need to be analyzed on a more defalled level to estimate Me effort and cost to complete the work. 1Nith this in mod. re are providing an account of hours that the CRy can me to develop customization and development beets. The project team wit also be able to prioritize developrmend aritvibm to best meet the C"dys requirements. For each devdopnred item identified durng process design. a functional description and alienate M hours will be documented and presented to the City for renailera9an Page 94 of 96 ERPSI- m*omahly-R 25 Stratege Resource legmt Mop Rea element Tie the people strategy to the oreral orgariza io al strategy Sub Processl Strategic Resource Planning pest Preedoe Deseripfaen Senior Fill executives are routinely involved in the executive -Weer asking" process tying business strategy with people strategy-, Expidk and =timing Moment maintained between business and HR strategies 2 4 5 Along to develop a clearly defined vision and policies and communicate it through the amenizolon Abi9<y to leverage a ogle HR system to capture, update, process and report on HR information Communicate balanced scorecard ad budget Information bask through employees Abifey to develop initial and ongo0g training to support the strategic Owing Rocs Environments I Anaemia Performance Marogentent Perlis e, Management Strategic Resource Plami09 Stasdarrirel HR core pack% and protectors that are provide se well co m i s:citad and routine* updated Staldab retorting infrastructure which is easy to use and can provide ad -hoc reporting ice'' Pelforma0ra Metics (HR Scorecard. Digital Codpi0 inking strategy. i0aiffives, performance and people to stakeholder needs Center of Excellence b1 actress decision support ! ptamng initiatives end aigmrnmt 5 7 Way to lytlate and cam iiii i le d1xges to policies uu a time y tests Dabs real time System that integrate to ink lo non-ERP systems to support unique department re0uire +area Pafonnance Management PeuiOoande Maagemaat a 9 11 Atility to develop Waal %cod ongoing training to support the strategic pinning process Ability t0 develop automated reporting rapadtitie8 Mat provide HR der o0 a routine bask to substantiate p05c1laooedurai Mariam blots integrated with to WQze succession Manning deal service rues that aid in the development of silts tO drive a broader skill Vase 12 Alirry fo perform scary projectionrJharecesting for multiple Periods SS i�tioty to perform anal 10 ed1oNlorecesting for multiple Periods 14 Ati1ty to perform and save multiple salty forecast scenarios Leadership Development PerfOrmance Management Strategic Reswate Phasing Position Control Positron Control Position Control Oracle Module Heinen Resources Human Resources Human Resources, Discoverer Human Resources, Oiscoverer. Balanced Scorecard Senior HR executives dearly er5n:ate the key human retraces strategies and their direct mhtritrmon to spe ific business strategies Standard HR iectrel0gy ((0015. workforce apes, portals) to provide al HR 5fal¢lelders Mgr amnia, timely information Information is readily available to support l5t staff development and deployment breed upon an assessment of business needs ern t52 rapabitfies A1Opaed reporting capablities that provide HR dad on a routine begs to substantiate deity t pe0Ce kie charges Key people stifle have been de,It5ed that contribute to obtaining and sustaining a leadership position for tie company Dame modeling capability tiitod to evaluate Tma ciai impact of [orrpefeFatiol(morit reviews upon area of fidget respasibiihy Online. secure moms to compensation data in place, root u0mg budges, forecasts and peat history Online, secure access t0 compensation date in place, including budgets, precasts and past history Human Resources Human Resources 1uWn Resources Human Resarces, 01'szuveren Fkr0an RemurceS. piemverer Henan in Sums rrwll Resources, Trebling Adrlinetr:5en Hans, Resouoes, Discoverer, 1�h,yrooat Werkbrncth Homan Resources. Discoverer, Ceropernation Workbench Hunan Remotes, Oiscoverer. ComPorsslbal Workbench Y Y Y Y 5 r Y Y 1' Y Y Y Y Optional Service 1 irel Party Sehvrenr rr1N1 N N N N N N N N N N N 11 N it N N N N N N N N N N N N srpwe'er 15. sou. Comments Rem Work force planning application for saheduirg and forecasting. 2rDeveiop a single point of entry for employee dam that supports al iansadiorw process nequiements 3 4 system must=ppon interfaces from and to external sources (i.e.. I-R related dam) 5 Sub Process EmPlcise Schedule Request Employee Set LIP Ability to create Earnings, Hourly Deductions Shift Differentials, and Premium Tree Eti9bily protites that meet current or future business prate. 6 Abaty to create Holiday Calendars, Work Plans, Rotation Plans, Shia, and Project A¢aunliig profiles that meet amid or future business prod ices. Ability to create Wakes Comp claims and re9ukdory jopd our data profiles that meet current or future business E pbyee Set ilp Process Time WA NIA NIA 2bTme & Attendance Beet Practice Description Employee schedules used to optimize exception reporting and bad timecard data Time ate Attendance application that Is integrated with the }human Resources and Payroll System. and autan atimey updates new hireslchan9es, pensomal, vacation, sick and other accrual balances Time and Attendance application that is integrated with the Human Resources and Payroll System, and autonshticely updates new hires/changes, personal, vacation, sick and other accrual batsmen Pay Time Codes are standardized throughout Me Organization One enterprise.ide time and attendance application used for all labor m aragemerd, time reporting and employee Pave entitlements WA Milky is create autnmIded time card records for worked and non -worked time baled on established orbs. Cnnslsymt packs and procedures amiss al bus:1ees units and locati0ns when feasb*e. 9rCorrthpors edl0ution and communication for al employees on the Time and AfhMance palsies, procedures and process (Le_ houbbshoohn9. policy questions, or haw do I&Tt 10 Development of until help for user problem nr orumn. WA 7 S NIA WA Oracle Module Time and Labor Human Resources Employee schedules used to optimize exception mooning and load timecard des -Web enabled time and attendance appicaticn that can be awed remotely using wireless and rigs -wireless devices &tanager and Employee selfaervice is utilized; employees have the capability to enter. edit and vsfidate their own time Haman Resources Tore and Labor, P23000 Tone and Labor Payroll, Time and Labor Tore and Labor In Scope rctin Time and Labor Time and Labor Time and labor Y N N Y Y N N N N N Optional Service fYIN1 N N N N N Y N N N N ]het Party Sa/lware Ouentenmtlan MN1 N N N N N Y N N N N der 1 S, 2004 (:ananerRs In the RFP, the City has ideated Matt intends to utilize Kronos for Time and Attendance functionality. Solboume has not include Tyne and Attendance in our scope but has ircuded an Interface between Kronos wed Payro111Grarts- Please see the Oracle E-Business Suite Customizations & Interface Development section of the proposal for spedfic ihterfacim in seeps. In the RFP, the City tors indicated Mat a ink to utilize Keonos tor Time and Attendance 1unkrionaly. Solioume has not include Time and Attendance N our scope but Crave Payroll MN support these requirements (relative to Pawol) In the RFP, the City has indicated that it intends to utilize Krems for Tore and Attendance fisnlionatiity_ Sopoume bps not iodate Time and Attendance in our scope bet Oracle Payroll wit support these requirements (relative m Payroll) This requlen 1b110 may require technical development to complete. Based upon our experience hyah other pubic sector emanizations and the Cay' desire to minimize cstonimtione. we Teo MIlla d that the City evabsde the existing fynmoriaatY within the system and consider a1emativen to custom developed solutions during the Process design tthase of the project In addition, custom development inns need to be analyzed on a more detailed beet to estimate the effort and cost to eomptete the wodr. With this in mind, we ate providing m account of hoes that the Coy can use to develop customization and devetnpnreed Gems. The Posed team MI also be able to prioritize development idlvties 10 best moat the Cd11'S regntnnernnds. For each development dam identified during process deign, a functional de icrip10n and eshaate of Haws will be documented and presented to the City for coeseleratinri. M the RFP. the City has indicated that a intends to utilize Kronen for Time and Attendance hmu0m1el15- M the RFP, the Cory has ideated tent a semis aline Kronor Tor Time and Attendance fun n alev- M the RFP. the City has iti iced that it intends to Mize Kroaos for Throe and Attendance functionality. M the RFP. the City has idlcaled that it intends to Mime Kronor for Time and Attendance tuncio0a rty. Page tf6 of 96 FRPSLF nctionatay-RespomsE So6oume MASTER $Sdbwrne Step 11 Requiremerd The system must be able to support nndaple Who' d"shbubon lodes for one employee 12 People find the system user friendly. lenitive and easiy accessible. 13 14 Sub Process NIA The system must support automatic vace1 on accrual ups based on eijbitty. Hours ran he tradced by category (vapten, sick, personal, etc.) using a ruled based sYstem On-rine access to time collection data achieved through manager and employee sell -service WA N/A NIA 26-Tin! & Attendance Hest Practice Description Labor Tracking of user refined labor accounts to track and report employee time charged to multiple accounts during a day. week and or payperiad. Oracle 1adute Trine and Labor Web enabled time and attendance application that an be accessed remotely using Miretess and non -wireless devies Web -enabled tools used to capture accrued and actual lime off One enterprise ride tine and attendance application used for ail labor management, time repotting and employee leave enhdlenienls Web enabled time and attendance appiratan that can be accessed remotely using wireless and non.wineem devices Manager and Employee ref -service is adored:, employees have are capability to eider. edit and validate their own time 15 Time capture is paperless. N/A 16 Workflow for arrxsheet approvals. NIA 17 System must have online and Web -reporting apabi1ty WA Tree and Labor Human Resouncrs, Tire and Labor Web -enabled tools used to capture accrued and actual time off Manager and Employee sea -service is rr>60ed: employers have the captivity to enter, edit and validate their own lime 18 Abiity of system to acarmutate flours and financial data related to employee absences for report tracking purposes. NIA Manager and Employee self-senvioe i9 ubTzed; employees have are ca abitty to enter. edit and vafdale their own time The tare cost of absence measured and reported. including lost time, plodudivlly, replacement costs, claim cons. and salary continuance 19 20 21 22 The system mist support maintenance of employee/supervisor relationships Tracking of hours by sub -categories (e.g.. overtime and time atf)- Overtime processing for Police and Fire cruising paycycles and shift based fe.a.. 48, 52.961 Ability to swap shill administration NIA NIA NIA WA Supervisory access finned to deparmentsleIIWbyee9 maimed Pay Tie codes are stendrudiaid aaeSs the organization. Streamlining payer practices through 10016 pay nee automaton Time and Labor Human Resources, Time and labor Time and Labor Time and Labor Time and Labor, Human Resounes In Scope nail Time and Labor Payroll. Tome and Labor Tile and Labor NIA N N N N N N N N Y N N N Optional Service IYINn N N N N N N N N N st N N 3rd Party Software Customication 11rINl h1 N N N N N N N N N N N September 15. 2004 Comments This requirement may require technical development to complete. Based tepee our experience vrilh other pubic sector w9anie: dans and the City's desire 10 minim raatemi6610 s. we recommend Mat the City evaluate the existing funclionatty within the system and cermider alternatives to usem developed solutions during the process design phase of the project. 1n addition, custom development items need to be analyzed on a mows detailed level to estimate the effort and cat to complete the work Wm this in mind, re are providing an account of hours that the City an use to develop cstomiaatldn and devetopllam items. The project team will also be able to prioritize development activities to best meet the City11 requaenrrts. For each development item identified during process design, a funndional description and estimate 4f hours will be documented and Demented to the Cry for nbisideration. In the RFP, the City has indicated that it intends to ul7ize Kronor for Time and Attendance functionality. M the RFP, the Cry has indicated that it bends 10 utfen Kronos for Time and Attendance functionality. In Me RFP. the City has indicated that it intends to utitiu Kronor for Time and Attendance tunclionany. M the RFP, the City has indicated that it intends to utiras Kronos for Time and Attendance functionality. M the RFP, the City has indicated that it intends to 'daze Kronor for Time and Attendance funclionMNY. In the RFP. the City has indicated that it intends to utilize Kronos fife Time and Attendance functionality. This requirement may require tedinial development to complete. Based upon our experience with other pubic senor organizations and the Ciys de$ve to minima' customizations. we recommend that are City evaluate the existing functionality Within the system and consider alternatives to custom developed solutions during the process design phase of the project In addidon. custom development items need 10 be analyzed on a more detailed level to estimate the effort and cost 10 complete the emit. With this in mind. we are povidin9 an account of hours that the City can use to develop randomization and development tarns. The project ham roll also be able to prioritize development actvies to best meet the Ctys requbements. For each development item identified dung process design, a fumdional description and estinaie of hours nit be documented and presented to the City far considerdk0n- Orme Human Resources supports this requirement. n to RFP. the City has indicated that it intends to Lahore Kings for Trine and Attendance functionality. In the RFP, the City has indicated tat it intends l0 utilize Kronor for Time and Attendance fiietioa6h'. In to RFP. the City has indicated that it intends to dim Kronor for Tome and Attendance functom0Rty. ERP-SkFumXlonality-ResporeeSolbouma-MASTER Page 67 of 96 26-Time & Attendance September 15.2004 Step Requirement Sat Process Best Practice Description Oracle Module In Scope IY1141 Optional Serrke IY/N1 led Party Software Customization IY/N1 Comments 23 Support to OT wamigs for too many hours worked WA Sbeamining payroll practices through 1009E pay rule aubneti0n Tame and Labor N N N In the RFP. the City has indicated that II intends to utilize Kamm for Time and Attendance functionality. 24 Integrating Off -Duty Hours for Police NIA Tans and Lebar/HMIS N N N In the RFP, the City has indicated that it mteuids to untie Krums for Time and Attendance functionality. 25 Empbyee Feedback for FAQ's N/A WA N N N In Ate RFP, the Cloy has indicated that airdends to utilize Krona for Time and Attendance functionality. 26 Pio rating the Pies Items for Ians than full pay scheduled WA Payvo0 Y N N Oracle Payroll Fast Formula eat meet this requirement. 27 Daily Ron can record with Andy posting to ERP or TdA WA N/A N Y Y This requirement may require technical development to complete. Based upon our experience with other public sector organ®bola and the CS s desre to minim customers. we recommend that the City evaluate the 'miffing funtiorranty Muslin the system and =skier alternatives to custom developed solutions during the process design phase niche project. In addition, custom development items need to be analyzed on a more detaied level to estimate the effort and cost to complete the aorl. With this it mid, we are providing an accamt of hours that the City can use to develop customization and development ants. The project team wdl also be able to prioritize devebpment activities to best meet the Citys requirements. For each developmend item identified during process design, a functional description and estimate of hours WI be documented and presented to the City for consideration. 2B Support ability to recant Administrative duties for Polar on FNLA or Suspension or relief of duly WA Sbeamining payroll prarbcs through 10096 pay rule automation Human Resources. Thine and tabor N N N 1n fie RFP. the City has indicated that it intends to utilize Mores for Time and A1tsMance funchonalty. 29 Support Workers Comp darn analysis WA The hue cost of absence measured and reported. including WI time. p odudMty, replacement cods. dai9 cons. and salary continuance Human Resources, True and Labor N N N This requirement may require technical devebprtent to complete. Based upon our mmacia hce ere other Public sector age n®6d $ and the Caws desire to minimize actions. we recommend that the City evaluate the existing flmfbmuafay within the system and consider alternatives to custom developed solutions dumrg the . proems design phase Mlle project. In addition. custom development denw need to be analyzed on a more detailed level to estimate the effort and east to complete the wort Wdh this ii mind. we are providing an account of hours that the Cdy can use to develop customization and development Items. The project team "el also be able to priories development activilie$ to best meet the Cils requirements. For each development item identified during process design. a fumdienal deserptioe and estinale of hours air be documented and presided to the City for consideration. 30 Conversion of history to avoid having to manually compute retroactive adjhmirents WA Retroactive computations of hours and pay for prior period armies. and automatic updates to payroll and GJL for the adjusted time halKamlerlS. Payrol,Time and Labor. GL N N N In the RFP, the Cdy has indicated that it Mends to utilize Knees for Time and Attendance functionality. 31 Integrate LWOP hours with HR for rpdetes 10 the anniversary. longevity and multiple senionty dates Process Time Tile and Attendance app1cenon that is i114grasd Wh the Human Resources and Payroll System, and automatically updates new hires/changes, persaal. vacation, silt and other accrual balances 'lime and Labor N N N In the RFP. the City has imitated that It intends b utilize Kronor for Time and Atendance functionality. 32 Support user defined security amass WA Human Resources, Tame and Labor N N N In the RFP, the City has ieioted matt intends to uhi¢e Klemm for Tame and Attendance functionality. _ 33 WA Nebaedive conputaliws of hours and pay for prim period entries, and autornalc updates to payroll and G/L for the adjusted time transactions. Paylod.Trme and Labor, GL Y N N tira1le de Human Resources supports mu0ipie amHu s. The system provides ability to track ..�rr+luf�» .'Orkin➢ in different jobs 34 The system must amine poor period aajustmens are included in eYhads to Payroll Process Time Retroactive mmgtatioas of hours and pay for prior period entries, and automatic updates to payroll and G/L far the adjusted One transactions_ Paymf.Tone and labor. GL N N N In the RFP. the City has "ideated that it intends to utilize Kronos for Tune and Attendance functionality. Page BB of 96 ERPS Ifunctonabty-Response-Somsume-MASTER $Sdb�irrxe 26-Time 8 Attendance September 15, 2004 Step Requirement Sub Process Best Practice Description Oracle Yedde In Scope raw Optional Service 1 rYnoo 3rel Party Software Custwnlsaticn cell Comments 35 Atity to transfer Earnings Codes, flours. and Manche data from the time lard system to the payroll System based on eStIblishe0 rules. Process Tine Verified tome -worked posted automatically is payrol system_ Payroa.Tee and tabor D'nsbibution N Y Y 1110 Tins requirement may require technical development to complete. Based upon our experience With other public sector organizations and the Cayk desire to minimize customizations. We recommend that the City evaluate existing functionality within the system and consider alternatives to custom developed solutions during the eke In process design phase project_ addition, custom development tartly need to be analyzed en a Here detailed level to estimate the effort are cost to complete the work_ With this in maid. re are providing an account of hours that tfe City can use to develop o staria5en and development Items. The project team wig also be able to prioritize development activities to test meet the Cay"s requirements- For each development item identified during process design, a functional description and estimate of bones 011 be documented and presented to the City for consideration. A intends to 35 Technology offers 8enbdoy in approval of lime 0n a daily or weekly, bi-weeldy basis Process Tee Manager and Employee 0ehservice s utilized; enpxluym have the capability to ender, edit and vaadete their man time Time and Labor N N N In the RFP, the City has indicaed that utifine Kronen for Time and Attendance functionality. 37 Supped changes In payrllles and contractual rules Raks0'alada ton Charges Payroll. Time and Labor Y N N Resides in Oracle Payroll 38 Ability of system to verify and validate time curd data entered against time setup rules. Time EMry and Validation - Exempt and Nen-Exempt Streamlining payroa practices through 100% pay rule automation Time and Labor N N N In the RFP, the City has indicated that it intends 10 utTae K1onos for Tine and Attendance functionality. 39 The system must be able to support maniple data capture methods: Saeen Entry. Import Fits, Web -based, Badge Reader Devices. IVR. etc Time Entry and Veldatioel - Exernpt and Non_Exe Web enabled tine and attendance appletloe that can be accessed remotely using winless and non -wireless devices Time and Labor N - N N In the RFP, the City top indicated that It intends to ntltze Kronor for Time and Attendance functionality. 40 Calculate differentials (shift, weekend. Yarguage.8) Enhy � Va0lahon - Exempt and Non -Exempt payroi prancer Omagh 100% pay ruleTime odor otion me and Labor N N N has indicated that it intends to un the RFP, lhe 8800 Kronor for Time and Attendance hmcionaity. 41 Anew merman Mime for prior periods Time Entry and Vaadation - Enenipt end Non-Exenen Retroactive computations of hoes and pay for prior period erddes, and automatic updates to payroll and GIL for the adjusted time tarsaelios, PayraN.Tehe and labor, General Ledger N N N In the RFP, She City has indicated that it intends to alike 14onos for Time and Asendance lunctionality. 42 The system mist be able to process multiple ovediene odes _ Tee Entry and Valdes - Exempt and Non -Exempt Stnamfnag payroll. Drachm through 100% pay rule automation Human Resources, Time and Labor N N N In the RFP, the City has indicated that it intends to utilize Kronor for Torre and Adetdaax functionality_ 43 lie system must have the ability to process overture entitlements when mtwctive barsaclens are entered Ta re Gary and Vaidakon - Eklund and Time Entry and Vaidatoh- Exempt and Non-Exemp s of hand pay for prior period Retroactive computations ham a.kiea. and aukxralc updates 10 payoa and GA_ for the adjusted line transaction. S0eami nng ogre!! practices ces practithrough 100% pay automation PaynoN.Tnme and Labor, General Ledger Time and Labor N N N N N N in the RFP, tie City lies indicated that a Wends to date Mows for Tee and Attendance funmoiafay. In the RFP, the City leas 'indicated that N intends to utilize Knobs for Time and Attendant rumens tidy. 44 'Minimize manual intervention for time entry and validation (errspto� oriel) . Page 89 of % ERPSI-Funmonafify-ResponseSotmunne-MASTER Seep 45 Solbourne Requhemem Need to build rules in the system to manage paid time off and acsrvals automatically. 46 47 48 Recalculate overtime based on bonus amorml for home period. 49 The system should support holiday pay eligibility rules such as probationary periods. and working the day before and alter 50 51 The system must support employee schedules to default employee timecard Shia Process Time Entry and Valaaaon - Exempt and Nun -Exempt Tame Entry and Vaidatioi- Exempt and Nor►Exmnpt Time Entry and Vegetation - Exempt and Non-Exerat to Tate Entry and Validation- Exempt and ten-ExerMt Verify time entered per applicable parameters including scheduled tours: differentials: 0/T etigidNly: vamtionlsick time makable; etc 52 The system must Support ovine inquiry to vacation. sox and other Wave entitlements including accruals and userids to -date Overtime selection salutes (OT equaialon) incorporating specific requisites Tor Fre Dept 53 Tracking of duty injures - ability to list injury a rennet to allow for slatistiml anatybl5 and kocafon Ability to au: orate calculation of rbllve1sation date from 48 or52 hour week to 40 hour work week -for Fite Dept Time Entry and Validation - Exempt and Non -Exempt Time 0ff Request Time Entry and Validation - Exemmpt and Non -Emmet NIA N/A 26-Trme & Attendance Best Practice Description Web -enabled tools used to capture awed and actual time off Retroactive computations of hours and pay for prior period endies, and automatic updates to payral and GIL fort he adjusted time tnrsactions. Streamlining paymh practices through 10096 pay rule automation Employee schedules used l optimize exception reporting and load timecard data Streamirling payroi maims through 100% pay role automation Oracle Mediae Time and Labor, i hrinan Resources PaymU,Trme and Labor, General Ledger Manager and Employer self-service is utilized; employees have the capability m ender, ed8 and validate their own tine Time and labor Time add Labor Human Renounces, Time and tabor Time and Labor Time and Labor eBusimess Mergence Time and Labor In Scope IYIN) N Y Y N N N N N N Optional Service IYffft N N N N N N N N N 3rd Patty Software Cname. lation Y N N N N N N N N September 15. 2004 Camnerks ibis requirement may require technical development to complete. Based upon our experience with other public seder vegan®lions and the Cays axle to minimize customizations. we recommend that the Cky evaluate the existing functionality within the system and consider a3enatvea to custom devebped solutions during the process design phase of the project. In addition, aatom development items need to be analyzed on a nnre detailed level to estimate the effort and cost to complete the weds. With this in mind. we are providing am a®um of hours Mgt the City ®n use to develop customization and development lens. The project team wi8 also be able to prioritize development ackvmes to best meet the Cis requiements. For each development item identified during process design, a (um:tonal description and estimate of hours will be documented and presented to the City for consideration. M the RFP, the City has indicated that 8 intends to utilize Kronos for Trine and Attendance fimdional y. In the RFP. the City his indicated that it intends to utilize Kronos for Tine and Attendance functionality. in the RFP. the City has indicated Mat 8 intends to iiti¢e Krona for Time and Attendance fumclienaity. In the RFP, the City has indicted that 8 intends to Mire Kaunas far Time and Attendance fandioafdy. eBusiuss I telligente and Balanced Scorecard are no In scope for phase 1. We strongly nererrenend Mat the City consider pmpiernent g this tool after It has implemented the core functions and has a better understanding of the underlying data that is available for neomtirm in the applications. Based upon our previous CHy epedenee we believe the interpretation of this requaemerrt is to treats 48 or 52 tour week Moe a 40 hour week for overtime premium okatations. Upon this pneaese the requirement Can be accommodated through Fast Formula functionality in Once. ERPSt-Fundionahity-ResporseSolboume-MASTER Page90 of96 $Soth�u1e 27-Travel Expense SpYKe+r 15. 2014 Step Sub Proems Best Plano Description Oracle Madura In Scope IYIN0 Optional Service Sad Party Software Qtstom'aatief WIIII Commits Requirement flee 1 lit. Maintain Employes Profile lnhmet Expenses Y N N Ab0My to import employee dote from 2 Employee self-setvioe update Ma:tair Employee Profile Internet Expanses Y N N 3 Reporting of tmeabk events to HP/Payroll systems pleb adun. Spousal Travel, etc.) M aiden Employee Profile Human Rwroirces Y N N 4 Mairten Enpbyee Profile Hunan Resources Y N - N Shared smote to ad&ng employee W item 5151,13ed source for suspending employee aelvily on sy r Martian Empbyae Profile Internet Expenses Y N N 6 Shared source fit updating employee irdammEtion Mainhan Employee Profile Hawn Resources Y N N i Make Travel Arrangements WA N N N Implement ate -line hooting without prase) agent assistance S IntmeaGui to a grabs! distribution system (GDS) Stich as Sabre, Gansu, Am adeus, Worldspatr Make Travel Arrangements WA N N N ill Integration erg mashy stmdatd )g4L. Open Travel ASarce (OTA). Mahe Travel Arrangement* WA N N N 10 Mthe use of E-liidceti g ax'aor Male: Travel Arrangements WA N N N 11 kirini® the use of hard assistants Make Travel NIA N N N 12rgirgle Agency 'Mimed company ride with on-ine access Make Travel Arrangements One travel ageray utilized company-mde with serve setf- servicetedanhgy fa -bevel requests and updates (as tailored for global medal WA N N N 13 Traces-ar5m fee -based d arrangement vs. m2amagemard fee relationship Make Travel Arrangements od *r10ot agency lfee arrangement established instead of rnaragentent fee relationship NIA N N N 141htiled preferred service agreernerds negotiated across &visions by vendor types Mal® Travel Arrangement" Unified Wtfamtd service agreements negotiated *cross divisions and by vendor types NIA N N N 15 Ca ea t reassessment. NIA !Warne Expenses Y N N pedo&c poky 16 Cmesafdakon M travel procurement WA One travel agency Wired corms yvilde with secure self- service t0d,ology for travel regoesh and upda 5 (as mimed for global needs) Internet Exposes Y N N 17Edahfig1 a global travel management structure WA htternal Exxpeses Y N N 18 Foreign tax recovery NIA Internet ExperreeS N Y N This requirement may tapirs technical dear Ito oanL7lett- blot experience Sector organizations and the Citya desire to minimize cuslarrizafions, we re care d that She Cdy evakiale the existing hanctioeaily ratan the system and confider alteratives to custom developed solutions diming the Roses design phase of Sue project In aiddim, custom development items teed to be analysed on a more derailed level to estimate the effort ad west to complete the waft. With this in mind, we are yvovici g an account of teas tea the City can fee to develop astdrtmhrm and developmem glen. The project yam v.3 also be able to prioritize development activities to best meet the City's requirements. For each development item Identified raring process assign, a *undlonal deexiction eel esomrie of hums will be documented and presented 10 Me City for exraideralen. $Solboume 27-Travel Expense Seprwrtrr 15. ttar Step 19 Requkement Wanner of preferred vendors laded 10 gain voiume discounts. 20 21 22 23 24 25 213 27 On-line Integrated travel poicy. System notifies traveler of ad'Ni1es that do not comply with corporate pocky. Operate Travel Department as a cast ceder. 26 P.btish global travel policy. Glottal pole/ with exceptions signed to local employee requirement aid governing tax and legal MOWS Phbisi1 globs navel poky. Ah►e travel policy clear, simple and wadable. Travel and expense processing performed in a central 29 Sheet-Sennees or9a11iiafie . U.S. code cortoi1 nce Unify vendor neg9Gdion channels Vocal supped by SrAfgmt for travel poi compliance AbBty Io pray tlaogh Payroll or amounts perj ne Accost coding is automated vtttin the expense report system and interfaced to the general ledger. 30 31 32 33 Automated appro.al Procne with predefined parameters Adman* expense *poling system integrates the processe of expense report preparation, sbrds9e1 and set ire. CC Wired to all travelers Charge card data tra1Retitie f or accessible eieemnrcally with a web -based application Sob Proems WA NIA NIA WA N/A WA WA WA WA Process Expense 'Lenart Process Expense Repert Process Expense Report Process Expense Repot Prove* Expellee Roo d Recess Expense Remit 34 Campaeible with a mobile time and expose system. Abilty Process to 'Import data from mobile time and expose systems Experts, Repot Bast Practice Description Number of preferred vendors Freed to gain greater volume discounts. Use performance metrics to mentor program Number of preferred vendors Breed to gar greater volume duns. Use performance ce metrics to monitor peoran Travel polo, is dear. senile, standard and avetede mine in a eserfiieely format that glades the traveler tswgho t the entire Process Travel aid expense processing performed to a central shared -services organization Unified preferred service agreements negotiated across divisions and by series tees Award cotirg is a flam * *third the expense rOPOrt system and hdsisend to the general ledger Areeme eel expense report approval process with predefined, allowable peeernetes in place Automated expense reporting system integrates the processes of expense report pcparahon submission aid awitire Caporals charge -Card program established with rarer ®red to all travelers and Proper use of the card mandated by travel pdti0r Charge -card data transmitted or accessible elecho:nay W MM a Wehbaaed appleaion Oracle Module' Interne Expenses Interest Expenses Internet Expenses Idenxt Etrpehses Internet Expense Internet Expenses Internet Exposes Internet Expels* Internet Expenses Internet Expenses Internet Expensw Internet Expenses Internet Expenses Internet Expenses Internet Fspe sin Internet Expenses In Scope 1Y/fv1 N Y Y Y Y Y Y Y Y Y Y Y Y Y Y N Optional Service IY1N1 N N N N N N N N tit Y ]rid Party Software Castemeatipn [YR N N N N N N N N N N N N N N N N Comments This requirement may require technical development to complete. Based upon our experience with other pubic sector arganizaho s and the Citys desire to minimize ze cr,darirebahs, we recarranend the the City ev0Wate the elating functionality %thin the astern and consider aterrtamhres to custom developed solders during tie process Cimino prase of the project. In addition, custom development items merged lo be analyzed on e mare detailed level to estimate the elan and coat to complete the Warr With Pis in mind, we are providing an account of Mors that the G1y sin use to develop cstonrsebon and development items. The project team will also be able to Prioritize developnert acarrnes to beet meat the Gg's ra4nireureres- For each development terrh identified doing proms design, a functional description and estimate of hours will be doe rented and presented to the City for consideration. This reguerernert nay require technical development to complete. Based upon our experience with other pubic sector oeganizators ale the Citycs desire to minimize e2m®tuss. we recommend that the City evaluate the existing G action fy *thin the sysimm are consider alternatives to custom developed solutions *uairrg ate pro33 design phase of the project- In addition. custom development items need to he analyzed on a more detailed level to maniac the effort and cost to complete the Wet. With the in rend. we are pmvihfhg an wowed of Mors that the City can use to develop c ster:ste n and development tams. The project tern' wit also he able to pihrnce development activities to test meet the C+Tys requirements. For each development teem identified during process design, a hectional description and estimate of thous yea be documented and presented to the City for consideration. $SOthOUrIK e 27 Travel Expense S„Iwrt.,s. per'. Shp Rprimment 5a4 Process Beet Psectina Description Oracle Yedr` In Scope fYINI Optional Undo" fYIN1 3rd Party Software GMnaioestien IY041 end Commend 35 Define approval lixachy for every traveler in company Process Expense Renal !darnel Espensw Y N N 38 Electrode payment is made directly to travel ravel provider Process Expense Report Electronic pawned is made (Erectly to navel card provider Internet Espouses Y N N with remaining expenses nsinmM eel via payroll with remaining expenses reimbursed via payroll 37 E8 ninnte manager pre -approval Process Expense Repel Formal supervise' approval ono required for pre4ip arlhorizatids or expense repasts Internet Expenses Y N N 38 Exception deed controls for defining worldlier authorizations Process Expense Report Internet Expenses Y N N 30 Expense report system fully integrated into Project Accounting system. Process Expense Report Internet Expenses Y N N 45 Integrated audln5 aeons. Process Automated expense reporting system integrates the processes of expense repot preparation, admission and audlne Internet ExperstS Y N N fxperse Resat 41 Mdi4oring of aAMbance to travel poker gddalt as is embedded within system riles base. Rooms Expense Report Mattering of adherence to travel polo, guideines's embedded within system nits* true Internet Expenses Y N N 42 Opflnve receipt reauirernats. EtirmuSon of CC receipts and provers below IRS req inemerds Process Expense Repot Eiminate Se redirerme1 for the submission of low dollar value lord -copy receipts Internet Expenses Y N N 43 Pre4dp exception reporting. Notification of management when nerveless book outside of polop red . Prod Expense Report Internet Exporter's Y N N 44 Ramping over appred mews for pre- and post -hip baud approvals Process Expense Reyo1 - Internet Expenses Y N 44 45 Use a template to reduce lime and errors in preparing treed authorizations and wormer reports, you car male templates that reflect their typical items. Process Expense Report Intone Expenses Y N N 45 Use of bawdes for expense repot tracking. Prods Expeex Report hileinet Expeses N Y N ibis regourernea may require techied development to complete. Based upon one experience with otter pubic wrier ongelizalins and the Citt'S desire u minimal n4amizalo s. we recon nor d that the City evaluate fencliomaity the and consider the misting villein system alternatives to eudo1 developed sntilos during the process design phase of the prefect- In addition. room development items need io be analyzed on a more detailed level to es1mefe the effort and cut to mnplefe the wort: Wth Ibis in mind, we are prw'dm5 an award of hoes Mettle City row use to develop astonriretion and devebponed sterns The project team WE oho be able to prieitis development acbvibes to best meet Me Citys repiremeres. For each developmea item idm88ed doing process design, a Ivadoral description and reamed of horns will be documented and presented to the City for aaadeatlan. 47 Use of expense receipt Waging. Process Expense Report Internet Exprrses Y N N Via standard enactment fm5;enaity 48 Web based expense report enby and submission. Process Expense RePrat Employee expense report completed aM slbnilted via an online appliatem Internet Expenses Y N N 49 Implement mrhal pay Procese Reimbwseme re Interrue! Expenses Y N N 58 Use at CC fee negotiation and rebates Process Reimbele ie nt InRn55 Expenses Y N N 51 Automated trarseebon archive Wily. Recoil Rebels Internet Expenses Y N 14 52 Atiity to vier atomise payment information overtax web Reporting Irtemat Expenses Y N N 53 ANEW to leave balances over the web Repe5pl WA N N N 54 view A00Iy to view pay sub over web Reports* Self Service ffR Y N N 551t5subufiun of pmt4tp roue savings sepals ReporEnn $Sdb»irne 27 Travel Expense Sapheeer 15 and Step Requirement Bab Process Best Practice Description Oracle Module In Scope POPE Optional Service fY11O Srd Party Software Ceetwn IYft1F im Comments 56 Establish automated Ming neon iiatimr Reporting Internet Expenses N Y N the This re4nt =remeni nosy require tedwirel developmeto complete. Based upon ow experience with other pubic eem organizations.sorganizations.rand to Citys desire 10 minimizecusrecommendtiofs, we recommend that the City embalm existing Tnrrhorhaity vain the system and consider m allealives 10 restore developed solutions daring the pl0C design phase of the prayed. In addition, sustain development darns need to be analyzed on a more metaled level to estimate the effort and cost to complete g an au the work. With this in mind. we are pmuvidmaccoaccountur of hours that the City can use to develop customizatcustomizacustomizationw and development Items. The project team 7 also be able to prioritize development activities to best meet the Cays rograetneMs. For each development ABM identifiedidened poring process dmig0. a flexta0aal deatn'rption a0d estimate of hours wit be documented and presented e City for consideration.. the 57 Escepfion based reporting Ra'PIXbm6 Esnbptloefhased control wading used extv+eirtty N conjunction with random auditing and review of travel Internet Expertsea Y N 56 integration 10 project system to facilitate rOpoting and biting Reporting e>rpanses Internet Expenses Y N N 59 b based on molest number. Match employee compliance with trove[ p0656 sued spending Pans to annual performance o.9k56orns Reporting Internet Eirpensies N Y N Therequirement requirememay require Metrical development to complete. sector or fora and the Crays desire to nirirrims pubic customizations. we recommend d th t the City evaluate the existing functionality witin the system and consider aaenostives to astern developed solutions diving the process design phase of the project In addition. custom development items reed to be analyzed on a more detailed level 10 estimate the elan and cost to complete the wort VTith ties in mind we are pmvl0ng an avzmt of hours that the City can use to develop w.ta56xaion and development noses. The project team will also be able to prioritize development audtv1Yes to best meet the Cltt/s nixperements. For each development tern identified cluing proms design. a functional description d iesimate of Naas WI be decrreand nted a..canted tote City tar consideration. It) Use of performane metrics to monitor vendor discounts Reporting Number of preferred vendors tinted to gain pewter volnne descries. Use performance monies to monitor program Internet Expenses N Y N This raqurerena may require teethed development to complete. Based Won are etpeiience with other pubic sector orgaizaiens and the Citys desire to minimize customizations, ore reconnnend that the City evaluate the existing tun ion arty within the system and consider a1nmives to custom developed solutions during the process design phase of the project hi adietion, custom development items need to be anMyie0 on a more detailed level to estimate the effort and cost to complete the wont With this in mind, we are prevailing an account of pours that the Cry rain use to develop customization and deyyopnrat teens. The project town WI also be able to prioritize development adivilim In best mad the City5 regriremen6. For each development item ideStled during pOCP€R design. a functional description and estimate Of hours will be documented and gcented to the City for consideration. Page 94 of 96 ERP Sf-Funhctionaitt-ResPonse-S010 TER Step 2 3 4 5 Rsgrirenrerd Ability to nanuaky adjust daiy rash position. 6 pray ash forecast automatically created based on dam nssived from integrated swans. Maintain multiple ash forecasts models. Ability to knpwt tank / financial ksbtutiml information (e.g. interest rates, investment kshurnema). Ability to view manage investment / debit portfolio ones Abiity to provide notification when transactions may violate loan tweams or mvest ment poky Sub Process 1obf¢e and Transfer Funds Develop cash forecast Develop rash forecast Anayze/adjus t investment porfors Arralyberadjus t investment pomlefe Execute/man age debt Owes Anaya/adjus 1 knvestllent portfolio Develop portfolio reports and analysis 7 9 Ability to perform mvesblwM strategy analysis and 'what it analysis 10 11 Ability t0 tack various portfolio investments (commercial paper, sack bonds. banns, eta) Abhky to esabtsh and assign user security controls for ain9 treasury applications (ink level system securer). Abiy to develop sophisticated, annual ash forecasts based on revenues. receivable and disarrsemerrs. Abby to estabist electronic hicks to financial markets and lording partners tY Need automatedcalculations for amortizations that are capable of handing securities that have rills. Capably should Maude amortizing up to the fist all date and it the all is not Qar eyed reverse the amortization and re- amortizenett a to the nil dale. 13 Provision for front-end based edit dleruHalidabon against the GL for Treasury related journal entries. 213-Tneasury-Caul Management Best Practice Description Daily cash pmmoning. rrobilzation. accounting and reconaTation performed automatically, utilizing Web- eaahred tools Web -based cash flow forecasting models used to analyze current and historical cash flow needs. Web -based cash flow forecasting rrmdels used to analyze current and historical cash -low needs Bankingnetwork shambled *nth a single cane enh'atnn bank Electronic !irks to external markets and trading partners established. Documented and up-Io-date treasury policies and procedures esadfshad, rMleved and updated regularly AnayNJadjps t keveshmerd poftfofo Analyzetadjus t investment t polio Update Cash Position/Trim wry System Settings Develop cash forecast Oracle Module I In Scope rcen Cash Management Cash Management Cash Management Treasury Treasury Treasury Web -based ash flow forecasting models used to analyze current and historical ash -how needs. Comprehensive Treasury Management Information system rdeorahed with the Financier Aging system Web -based ash now forecasting medals used to analyze anent and historical cash -flow needs. Comprehensive Treasury Management lnfomalinn system integrated with the Financial Amerman system Treasury wpksffiias established. Security controls for treasury woe as and moms to treasury appiati0ls are reviewed monthly. Analyze/adios t investment portforro Develop patters reports and analysis Mohfue and Transfer Furls Web,besed cash Sow forecasting models used to analyze assent and historical 0ssh-Mw needs. Web -based cash flow forecasting modal used to analyze cement and historical ash -flow needs. Comprehensive Treasury Management Information system integrated with the Fram5al Aaxuntine system Comprehensive Treasury Management kd0[mation system integrated with the Financial Accounting system Comprehensive Treasury Management Information system integrated with the Finme®I Accounting system Treasury Treasury System Administrator Cash Mmnagement Treasury Treasury Treasury Y Y Y Y Y N Y Y Y Y Y Y Y Optional Service r41141 N N N N N Y N N N hit N N N and Panty Software Coremination (Yell N N N N N N N N N N N N N $ep1.her 15, 2004 Commeentts This requirement may require technical development to complete. Eased upon our expedenoe with other pubic seder organizations and the City desire 10 minkniae customizations. we rt i.,eimisid that the Coy evaluate the existing iundionality +Shin the system and consider alternatives to custom developed sokdio s durng the process design phase of the project In addition. custom development items need to be analyzed on a more detailed level to estimate the effort and cost to complete the work With this in mid. we are providing an acrouM of boos that the City can use to develop customization and demrebpeent kerns. The project team will also be able to prioritize .k ekcy.nctd achvles to best meet the Calls requirements. For each development item identxed during process design. a Medians' description and estimate of hours wel be documented and pnesenmd to the City for oonsiieraticn. ERPSI-Funrtiorafay-Response-Solho0me4AASTER Page 95 of 96 26-Treasury-Capital Management Solbourne Soprmiwr IS. 7004 Step Requirement 16Aulonated calculations of Men et accrual and alkation by debt instrument to the appropriate hind and projects. including the option b1 generate and post journal entree to the GL Ina timely manner. Ability to designate projects that get interest and related rate. Sub Process Develop portfolio reports and analyses Best Practice Description Comprehensive Treasury Management Information system integratd wit the Financial Aerourding system 15 16 Ability to have automated calculebors of interest based upon average daily cash balances for the meth or end of month cash balances 17 16 Ability to have automated cala10ions for investment portfolio security umrfeslzed gains and losses Ability to execute an automated daffy Maimed podteto recondense rah a financial estiution Financial modeling capabilities for evaluating debt Issuance scenarios 191 • Security valuators available on-line, as needed Develop poMefe repots and analysis Develop pmtluto reports and mann Analyze/Mos t investment Portinic Exendehnan iqo debt issues Comprehensive Treasury Management hnkrnmbon system Migrated 1011 the Financial Accounting system Anafyzeladju0 t nvesbnent Portfolio Comprehensive Treasury Mamgement hdormtior system integrated with See Funeral Accounting system Elacuonlc links to external markets and trading partners established. Oracle Module N/A Comprehensive Treasury Management Information system inbejrnled with the Comprehensive FMmestmerNtle6 strategy taut multi -year plan heel to tie s oymaf wending and Nog -term sbabenic plan. Electronic inks to external markets and trading penmen established. General Ledger Treasury Treasury Treasury Treasury In Scope !YOB N Y Y Y Y Y Optimal Service 1Yn0 Y N N N N N and Party Software Cnstnmiu6aa CORI N N N N N Comments This requirement may require tectmi mil development 10 complete. Based sport our experience M b other pubic sector organizations and the Crys desire to nwnmae customizations, we recommend that She City evaluate the existing Rmdionaity within the system and consider alternatives to cuslom developed sotnluns during the process design phase oflbe project. In addition, custom development items need to be analyzed cm a mere dented level to estimate the effort and cstto complete the wort With this in mind, we are providing an account of hours chat the City can use to develop astonrizaion and development items. The project team w7 also be able 10 prioritize development activities to lest meet the Ciys requiemerds- For each development item identified during process design, a fun:Bona! description and estimate of hours nil be documented and presented to the City for consideration. Page96 of96 ERPSIfundknaldy-ResporseSoloounre-1MSTER