LUMA REQUEST FOR PROPOSAL DRAFT FINANCE REQUIREMENTS · Financial Management Service Treasury Offset Program (TOP), to offset and collect non-tax debts owed to federal agencies from

LUMA REQUEST FOR PROPOSAL DRAFT FINANCE REQUIREMENTS

This document contains draft requirements for the State of Idaho’s Enterprise Resource Planning (ERP) system Request for Proposal (RFP). It was compiled through the combined efforts of the Functional Teams, Information Services Group (ISG), and the Luma project team. When complete, the requirements will be provided to prospective vendors during the RFP process.

We request your assistance in reviewing the draft requirements and providing feedback to enable the project team to identify the most accurate and complete listing of requirements in order to enable the State of Idaho to identify and procure the best ERP software system. Thank you for your interest and participation.

The Finance Requirements consist of 11 categories and 72 subcategories. For ease in reviewing:

• You may select any subcategory of interest from the table of contents • To go to page 1, hold down the shift and control button and push the up arrow • You may also find it easy to review by using the bookmarks

We invite you to attend one of the statewide workshops to provide feedback and ask questions or to send comments or questions to [email protected].

Thank you!

Luma Project Team

mailto:[email protected]

v1.0_07-17-18

Explanation of Requirements

The requirements are a list of proposed capabilities that the functional team members believe best represent the needs of Idaho agencies. Tremendous time and effort has been put into the draft requirements, but they may need to have items added, subtracted, or modified in order to best capture the needs of all Idaho State Agencies for the new Enterprise Resource Planning (ERP) system Request for Proposal (RFP).

Key principles for reviewing requirements:

1. The requirements are designed to be general in nature and explain what business activities need to be accomplished by the State of Idaho, but to stay away from the “how” of doing those business activities. The “how” of doing business activities will generally be defined by the software system selected and the configuration capabilities.

2. Since ERP systems have matured over the years and have tremendous functionality, the requirements should avoid identifying general tasks for which all ERP systems have that functionality. ISG, our consultants with experience in ERP implementation across dozens of states, will continue to guide us in this regard.

3. Requirements should capture unique business activities that are specific to the state of Idaho. 4. Requirements should try to identify business activities that might help the evaluation committee

differentiate between software vendors (software vendors may approach the same process from a very different perspective).

5. Requirements should try to identify areas of functionality that may be difficult for software vendors to meet.

6. Requirements are not designed to be “mandatory” requirements. Vendors often respond to requirements with an explanation that their core software offering can meet the requirement or they have a third party add-on that meets the requirement. The Evaluation Committee will use the requirements as a qualitative measure when reviewing the software offerings.

Finance Requirements Table of Contents Category Accounts Payable

Subcategory Invoice Processing

1099 Processing

Data Integration

Document Management Employee Reimbursement

Encumbrance

Inquiry and Reporting

Inter-agency Billing Issuance Reconciliation

Payment Processing

Workflow

Category Accounts Receivable and Billing

Subcategory Billing and Invoicing Cash Receipts

Customer Maintenance


Offset

Workflow

Category Asset Management

Subcategory Additions and Maintenance

Depreciation

Disposal and Retirement

Inquiry and Reporting Physical Inventory

Workflow

Category Budget Management

Subcategory Agency Budget Operations

Allocations

Appropriations Budget Development


Position Control

Workflow

Category Cash Management

Subcategory Banking

Cash Fund Management

CMIA

Data Integration Depositing


Investing

Issuance Reconciliations

Monitor and Forecast Cash Position Workflow

Category Cost Allocation

Subcategory Statistical

Data Capture

Calculation and Transaction Fund Split

Projection


Category General Ledger

Subcategory Chart of Accounts Fund Accounting Journal Entry Interfund – Interagency Closing CAFR Reporting Workflow Inquiry and Reporting

Category Grants

Subcategory Grant Management

CMIA

Data Integration

Document Management Grant Accounting

Grant Budget


Workflow

Category Projects

Subcategory Project Management Project Budgets

Project Accounting


Workflow

Category Travel

Subcategory Travel Authorization

Travel Reimbursement

Workflow


Category Vendor

Subcategory Vendor Maintenance

Tracking # Category SubCategory Requirement: The Systems provides the ability to: Comment

101

Accounts Payable

Invoice Processing Automatically detect and flag any request that appears to be a duplicate invoice

by vendor based on factors such as, but not limited to, time period (start and end), dollar amount, and/or invoice number.

102

Accounts Payable

Invoice Processing

Generate vendor payments based on the earlier of due date and discount date to maximize interest earned and discounts received by the State, optionally have the ability to make the payments automatic based on agency defined criteria.

103

Accounts Payable

Invoice ProcessingAccommodate the recording of invoices that are: previously encumbered; not previously encumbered, against an existing Purchase Order (PO), non-PO, or contract. Information on the invoice should be defaulted based on the user, vendor, and/or PO information.

104Accounts Payable

Invoice ProcessingAllow vendor invoice submission via a secure web portal where state users may accept or reject for processing.

105

Accounts Payable

Invoice ProcessingAllow agencies to apply the credit issued by the payee to any of the payee's accounts or invoices within agency limits, with documented notice to the payee on the remittance advice to show where the credit has been applied.

106Accounts Payable

Invoice ProcessingSystematically calculate and apply an offset to a payment due a vendor against a receivable due to the State on a request by basis.

107

Accounts Payable

Invoice ProcessingIdentify a payment to a payee (vendor and recipient) as confidential and exempt from public disclosure so that no one can view or report on the identity of that payee's information except individuals with proper security.

108Accounts Payable

Invoice Processing Withhold or deduct monies from payments based on a payment plan.

109Accounts Payable

Invoice Processing Redirect a vendor payment to multiple third parties.

110

Accounts Payable

Invoice Processing Reject an unpaid invoice transaction which will reverse the accounting entries but the invoice will remain in vendor history as rejected.

111

Accounts Payable

Invoice ProcessingAutomatically calculate prompt pay due date based on type of payment and later date of receipt of the invoice and inspection and approval of the received goods and/or services , vendor terms, or contract terms.

112Accounts Payable

Invoice ProcessingHave edits / validations for advance payment authorizations and override capability if required.

113Accounts Payable

Invoice ProcessingPerform budget and cash validation on invoice and payment processing.

114Accounts Payable

Invoice ProcessingHave multiple chart of account codes structure distributions at the line item level for all transactions.


201

Accounts Payable 1099 Processing

Comply with IRS Regulations for the issuance of 1099 Information

202

Accounts Payable

1099 Processing

Allow for the State to maintain one Taxpayer Identification Number (TIN) and report 1099 consolidated across agencies including transactions identified and provided by agencies issued through outside bank accounts that have been posted to the ERP system. Additionally allow for multiple TINs for some agency funtions that do not roll up to the Statewide TIN.

203

Accounts Payable 1099 Processing

Make adjustments to 1099 reportable amounts for payments issued before the end of one calendar year, but not distributed to the vendor until the next calendar year.

204Accounts Payable

1099 ProcessingSplit a payment with a portion as 1099 reportable and a portion non-reportable.

205Accounts Payable

1099 ProcessingInclude 1099 information from interfaced agency business systems for consolidated reporting.

206

Accounts Payable

1099 Processing

Automatically identify transactions as 1099 reportable based upon payment characteristics e.g. the chart of account code structure (e.g. object code) expenditure in the general ledger account, and the vendor's business designation.


301Accounts Payable

Data IntegrationAllow for vendor invoice entry to create an electronic invoice via a specific website.

302

Accounts Payable

Data Integration Accept data files, e.g. invoices submitted electronically via batch or single entry using the following file type but not limited to, XLS, DOC, via XML, EDI.


401

Accounts Payable

Document Management

Record, attach and maintain images and documents received from external sources, including but not limited to data exchanges from agency business systems, financial institutions and other governmental entities.


501

Accounts Payable

Employee Reimbursement

Create an online agency/state defined Miscellaneous Employee Reimbursement Form.

502

Accounts Payable

Employee Reimbursement

Interface with the Payroll subsystem and report taxable earnings and taxes withheld where applicable (e.g., "class c meals" when applicable).


601

Accounts Payable Encumbrance Track multiple encumbrances, and payments against a single contract at the line

item level.

602

Accounts Payable Encumbrance Enter estimated dates for expenditure and/or payment schedules for

encumbrances based upon defined business rules.

603Accounts Payable

EncumbranceRun a process that closes all selected open encumbrances with Agency defined parameters at year-end.

604Accounts Payable

EncumbrancePartially or fully liquidate an encumbrance as identified during invoice processing.


1101

Accounts Payable


Produce online and printable Accounts Payable reports, configurable by users to include all data related to Accounts Payable transactions, with drill down capabilities to the source transaction.

1102

Accounts Payable


Produce and print a user defined report of warrants, payment numbers, dates issued and their status of settlement, including fields such as, but not limited to, chart of accounts code structure, payment transaction, specified date ranges, agency code, etc.

1103

Accounts Payable


Treat each State agency as a separate entity (e.g., restrict agencies from posting to other agencies and viewing data, etc.) but provide statewide, consolidated querying/ reporting from a data repository.


701

Accounts Payable Inter-agency

billing

Recognize and convert the Accounts Receivable Bill created by the Due To agency into an Accounts Payable Invoice at the Due From agency, and display on a single screen, available for viewing by both the Due From and Due to Agencies.


801

Accounts Payable Issuance

Reconciliation

Automatically reconcile payment to the original invoice transaction to include, but not be limited to, warrant number, EFT number, issue date, date in paid or cleared status, etc.

802

Accounts Payable

Issuance Reconciliation

Drill down and view online the invoice payment status and history and to print proof of payment (e.g., EFT confirmation and remittance advice) on the payment transaction and within the transparency portal, except where not applicable due to confidentiality rules.


901

Accounts Payable

Payment Processing

Auto-generate the processing of scheduled payments for a selected period (day) on a user defined date and/or a user defined rule (e.g. x amount of business days prior) of when the payment is due. Payments can be made via warrant, ACH, and/or Wire Transfer

902

Accounts Payable

Payment Processing

Participate in United States Treasury's Financial Management Service Treasury Offset Program (TOP) by allowing debts owed to the State or to a state agency to be collected by offset from federal payments to vendor and/or contractors or other permitted payees.

903

Accounts Payable

Payment Processing Allow for the Federal Government, through the United States Treasury's

Financial Management Service Treasury Offset Program (TOP), to offset and collect non-tax debts owed to federal agencies from payments to vendors, contractors, or other permitted payees of the State.

904Accounts Payable

Payment Processing

Record the expenditure to one vendor and make the payment to another vendor when authorized and documented.

905Accounts Payable

Payment Processing

Offset the payment in full, partially, or not at all and document on the payment transaction.

906Accounts Payable

Payment Processing Process on demand payments to cover emergency needs.

907Accounts Payable

Payment Processing Integrate with the cash ledger to verify fund cash sufficiency.

908

Accounts Payable

Payment Processing

Issue offset payments to a state agency by journal transfer and issue remaining payment to the vendor by their available method of payment.

909Accounts Payable

Payment Processing

Reduce or liquidate the receivable for an employee's advance payment upon payment of the posted invoice.

910

Accounts Payable

Payment Processing

Establish recurring payments to vendors and payees over a specified term, payment frequency (user defined), and chart of accounts code structure.

911Accounts Payable

Payment Processing Associate multiple invoices to an encumbrance and/or payment transaction.

912

Accounts Payable

Payment Processing

Place a "hold" on payments from one agency to a vendor, but maintain the ability for other agencies to continue to make payments to that vendor.

913

Accounts Payable

Payment Processing

Place a "hold" on payments related to a specific contract for a vendor, but maintain the ability to make payments associated with other contracts for that vendor.

914Accounts Payable

Payment Processing

Allow vendor/payee to view invoice process status and payment information/remittance advices online.


1001

Accounts Payable Workflow

Allow for a flexible on-line hierarchical approval process for all applicable Accounts Payable events, including Invoice processing, vendor maintenance, and payment processing.

1002Accounts Payable

WorkflowAllow for multiple approval paths based upon type of expenses, chart of account elements, and/or amounts.


WorkflowAllow for approval levels for invoice transactions based on, but not limited to, vendor, object and category.


WorkflowProvide ability for the Due To agency to acknowledge the rejection of the receivable (invoice) from the Due From agency via Workflow.

1005

Accounts Payable

Workflow Provide ability for the Due From agency to assign an authorized agency user via Workflow if the receivable is determine to be legitimate.

Tracking # Category SubCategory Requirement: The System provides the ability to: Comment

101

Accounts Receivable and Billing

Billing and Invoicing

Create and generate customer bills based on state and/or agency defined criteria (e.g., customer information, events, time periods).

102



Generate an invoice document number based upon a unique system-generated number. The unique number should be definable by agency and invoice type.

103



Apply an overpayment existing in an account against a new invoice, or create a refund transaction.

104



Establish and maintain debts, including principal, interest, and fluctuating interest rates.

105



Establish default account distributions for each organizational code and accounts receivable type, with ability to have multiple COA distributions per invoice line.

106


Billing and Invoicing Allow Agencies to define multiple billing cycles and frequencies.

107


Billing and Invoicing Create agency specific bills to include agency letterhead.

108



Flag invoices for "special handling" (e.g., confidentiality issues) with the ability to enter comments.

109



Maintain a master customer file for Accounts Receivable at the Statewide and Agency Level.

110



Generate refund transactions (optionally automatic or manually) on a specified refund date to issue a payment to the customer.

111



Record collection agent detail information, including but not limited to, Number of phone calls and the dates they were performed, amounts collected on the accounts, address changes, etc.

112



Simultaneously create an interagency accounts receivable and payment voucher that reference each other through unique identifiers in the system.

113



Support automatic periodic billing cycles to selected customers (e.g., Invoices for license renewals at specified time annually). These recurring invoices can be set up for user-selected time periods and starting and ending dates.

114



Support billing and payment processing when multiple entities are payers (i.e., percentage of bill paid by Federal Agency, State Agency, and Local entity).

115



Automatically or manually apply late charges (e.g., penalties, interest, etc.) based upon agency defined criteria to the unpaid balance on selected accounts receivable.

116



Add fees/fines manually or automatically to receivables at the agency's defined time period.

117


Billing and Invoicing Automatically or manually assess different fees/fines for debt types.

118


Billing and Invoicing Calculate interest and fees for past due Accounts Receivable.

119


Billing and Invoicing Define line items and/or entire bills as taxable or non-taxable.

120



Override sales tax on invoices for tax exempt customers for the total invoice or individual line items on the receivable transaction.


201


Cash ReceiptsAllow deposits to multiple accounts across multiple banks.

202


Cash Receipts Capture and record the receipt data elements needed to process a transaction including check number, credit card number, payor, date of transaction, etc.

203


Cash Receipts Allow for processing cash receipts not associated with a specific receivable or billing invoice (e.g., donation).

204


Cash Receipts Record amounts collected and apply those amounts against outstanding receivables/invoices.

205


Cash Receipts Allow for clearance processes for previously unidentified receipts held in clearing accounts.

206


Cash Receipts Allow for deposits not coded to a specific accounting entry to be posted (optionally automatic or manually) to an agency default account.

207


Cash Receipts Allow agencies to compile receipts into deposits more or less frequently than daily, based on State/agency defined criteria.

208


Cash Receipts Record pre-payments for service and generate balancing amounts when reconciling revenue collected with specific services provided.

209


Cash Receipts Select methodology for automatically applying partial payments (for example, applying the payments in line order).

210


Cash ReceiptsUtilize industry standard scan technologies (e.g. bar coding, OCR, Quick Response (QR) Coding, and/or Radio Frequency Identification (RFID)) for use with scanning checks, remittance advices, etc., to default certain information for remittance, such as customer, bill being paid, amount, default COA elements, etc..

211


Cash Receipts Apply payments to multiple billing lines, when the payment doesn't match the bill (remittance was total amount of multiple lines, but was directed at only one line).


301



Track and maintain all relevant customer information including ability to generate a unique customer ID when customer records are added. Customer records can be used statewide with agency specific information included on the customer record.

302



Automatically check for duplicate customers based on agency defined fields, (e.g. name, address, customer #, drivers license #, taxpayer identification number, system of record reference number).

303



Merge two different customer records and their associated history.

304



Reflect hierarchical nature of customers, and consolidate the accounts receivable.(e.g. Agency parent/child relationships).


401



Identify bills to be created, bills created, bills paid (real time by program with drill down capability to bill), refunds up for approval, refunds processed, and refunds that need to be created.

402



Allow for aging analysis of outstanding accounts receivable based upon configurable aging criteria (e.g., 30, 60, 90, 120, and greater than 120 days) between user designated dates.

403



Generate customer billing statements (invoices/bills) with the ability to attach documents, by agency or statewide.

404



Generate various configurable reports, based on any data field within the invoice and all Chart of Account codes.

405



Report annually on accounts receivable claims referred to collections by agency (number of accounts and Dollar amount), and amounts collected.

406


Inquiry and Reporting Generate a list of eligible offset accounts based on a flexible criteria.

407



Flag (identify) payments received which have been determined to have no match to an invoice ( e.g. prepayments, duplicates).

408



Review account receivables by customer across all accounts receivable types and agencies.

409



View detail and summary level transactions by customer/account, including all receivables transactions, collection activity, account change history, and comments (including date/time stamp and user) on each transaction, account and customer.

410



Produce reconciliation statements showing beginning balance, charges, credits/payments, and a new balance for customer invoices, at user defined dates and date ranges.


501


Offset Compare scheduled payments against off-set receivable list to identify customers who are eligible for offset by matching Social Security Number or Taxpayer Identification Number, driver's license, FEIN number, State ID number, or VISA number.

502


Offset Match payables to receivables for offset processing.

503


Offset Classify receivables and payables by type in order to determine which are qualified to be included in the offset program.


601


WorkflowNotify the appropriate debtor/vendor of the offset transaction.

602


WorkflowNotify the appropriate payable agency of the offset transaction.

603


Workflow Electronically route all relevant AR and Billing transactions (billing approval, write-offs, invoice processing, etc.) for approval or notification based on agency/state defined business rules.

604


Workflow Trigger a notification to a designated user if a customer receives an allotment reduction and is identified as being active in TOP (invoice specific).

Tracking # Category SubCategory Requirement: System provides the ability to: Comment

101Asset Management

Additions and Maintenance

Maintain detailed property information required to identify, properly account for, and safeguard all assets.

102Asset Management


Allow other process areas (AP, Purchasing) to auto-populate asset records and properly account for assets.

103Asset Management


Generate and assign an alphanumeric asset number to a single item or multiple items purchased.

104

Asset Management


Split asset record entries for identical items and then assign separate property tag / inventory control numbers (e.g., purchase of 20 identical personal computers).

105Asset Management


Change funding sources (i.e., grants, bonds) after asset is purchased/recorded.

106Asset Management


Differentiate between leased assets and purchased assets in compliance with GASB 87.

107

Asset Management


Display escrow balances recorded on a contract that should be included in asset purchase price (e.g., land and buildings).

108Asset Management


Identify/record all costs associated with the construction or purchase/acquisition of an asset which can be capitalized.

109

Asset Management


Identify and depreciate improvements associated with an asset, including optional unique identification of improvements associated with specific assets.

110Asset Management


Generate mass transactions (additions, disposals, transfers, updates) for groups of assets.

111

Asset Management


Track work in progress information for fixed/capital assets, regardless of whether the project has been completed. This includes assets other than construction (i.e. intangible assets).

112Asset Management

Additions and Maintenance Associate an asset to a position (not a person).

113

Asset Management


Allow updates to an asset purchased by a grant to be independent of the grant. For example, the asset can continue to be updated after a grant expires.

114Asset Management

Additions and Maintenance Allow for multiple Asset books by Agency.

115Asset Management


Allow for assets to be added in inventory without being capitalized or subject to depreciation.


201Asset Management

Depreciation Establish depreciation methods by asset class type, groups of assets, or individual assets.

202

Asset Management

Depreciation Calculate and allocate depreciation expense based on the recorded funding source or agency-defined COA element or grant (i.e. other than original funding source). Can be multiple distributions per asset.

203

Asset Management

Depreciation Simulate and report on depreciation calculations for individual assets or a group of assets without being required to post the results.

204Asset Management

Depreciation Record an acquisition date and a depreciation start date without the dates having to be the same.

205Asset Management

DepreciationHave allocation tables that can be agency defined to allocate asset cost and depreciation expense.

206Asset Management

DepreciationChange/edit accounting estimates, depreciation method, estimated salvage value, useful life, and asset value basis


301

Asset Management


Allow agencies to dispose of assets by multiple disposition types and generate proper accounting transactions based on disposition type.

302Asset Management


Split and distribute the proceeds of an asset disposition.

303Asset Management


Track replacement needs for disposed assets.

304Asset Management


Flag assets with disposal restrictions and display the restriction message for user handling.


401Asset Management


Generate a fixed asset register including original amount, accumulated depreciation, etc.

402Asset Management


Inquire or report on any field captured within asset management.

403Asset Management

Inquiry and Reporting Produce reports when an adjustment to depreciation is done.

404Asset Management


Inquire online or print a report of surplus property, including each item's history.

405

Asset Management


Generate standard governmental fixed asset reports and agency defined fixed asset reports in compliance with GASB, (e.g. Statements 34, 42, 51, 87).

406Asset Management


Produce a forecast of assets scheduled for replacement, based on user-specified criteria.

407

Asset Management


Produce a transaction register audit trail of all changes to assets during a agency defined time period and user defined asset information, such as by asset class type, agency, manufacturer, custodian, location, transaction date, or purchase amount.

408

Asset Management


Produce reports for all items grouped by assignment to a specific location assignment or to an individual. (e.g., portable equipment and fixed assets).

409

Asset Management


Record, store, and report asset estimated useful life by multiple elements, such as time (years), units of production, mileage, cycles.

410Asset Management


Structure and report the parent/child relationships of an asset and their location.

411Asset Management


Have an exception report when an employee leaves a position in which an asset was associated.

412Asset Management


Query asset data and then extract data into flat file or spreadsheet formats.

413Asset Management

Inquiry and Reporting Produce an asset shell aging report.


501Asset Management

Physical Inventory

Create a tag list for physical inventory purposes (including location) with the ability to export to Excel.


601

Asset Management

Workflow Enable workflow for asset transaction requiring additional approvals (e.g., disposition of certain assets, write-down of asset values, or as defined by the agency/state).

602

Asset Management

Workflow Submit a property disposal authorization requests form within the system and route the form through proper approval workflows.

602Asset Management

WorkflowCreate a notification of assets that are within a state/agency defined date threshold to be replaced.

Tracking # Category SubCategory Requirement: System provides the ability to:Degree of Fit

ResponseComment

101

Budget Management

Agency Budget Operations

Define the budgets by any element of the Chart of Accounts Code structure and aggregate the results to the appropriation level. (e.g. Fund, Object/Account, Organization, Program).

102

Budget Management


Have budgetary control fully integrated across all ERP process areas to ensure that all transactions are validated real-time against up-to-date budget totals based on established budgetary controls, as per Chart of Accounts Code structure.

103

Budget Management


Control budget override capability at the state and/or agency level.

104

Budget Management


Establish multiple levels of control for changing budgets with different user authority levels required per level of control (e.g., allow agency users to change grant budgets but require central [DFM and SCO] approval to adjust appropriations).

105Budget Management


Capture the revenue for related budget expenditures/requests and revenue projections at all levels, as per COA structure.



Define agency budget controls (e.g. hard stop, warning, no control, etc).

107

Budget Management

Agency Budget Operations Limit budget transfers based on defined criteria (e.g. fixed dollar, percents, caps on

transfers, COA elements, fund types that can be transferred, etc.)


Agency Budget Operations Monitor actual disbursements relative to estimates, budgets and variances


ResponseComment


Allocations Allow multiple levels of agency allocation budget (for example, level 1 and level 3 of the organization) within the same organizational branch.

202

Budget Management

Allocations Create separate appropriation allocation and agency allocation budgets with different allocation period frequencies. The sum of the agency allocation budgets cannot exceed the appropriation controls.

203

Budget Management

Allocations Distribute and control the allocation budget based on agency defined allocations.

204

Budget Management

Allocations Separately track original budget, budget adjustment, and budget transfer line items for each agency allocation budget.


Allocations Establish, maintain, and modify agency allocation budget financial plans at or below the level of appropriation control.

206

Budget Management

AllocationsAllocation balancing to the revised appropriation - for any allocation other than initial appropriation load

207

Budget Management

Allocations Upload from xml or xlsx file, or from other systems

208

Budget Management

Allocations Set limits on the number of filled full-time equivalents (FTE) during the allocation process based on agency defined limits.

209

Budget Management

Allocations Perform an appropriation control validation to ensure that allocations do not exceed the available appropriation and/or cash balance, as per Chart of Accounts Code structure.


ResponseComment

301

Budget Management

Appropriations Establish and maintain multiple years of appropriations with multiple levels of spending control, including the ability to enter the next appropriation year budget before the end of the current appropriation year.

302

Budget Management

Appropriations Distribute the appropriated budget (summary level) and budget adjustments to detail account and Organization levels.


Appropriations Identify budget that is approved by the legislature for Carry Over, based on legislative approved criteria.


Appropriations Revert any remaining appropriation balances that are not carried over and generate the appropriate entries as needed.


Appropriations Separately track original appropriation, appropriation adjustment by type (additions, subtractions, transfers, etc.) for each appropriation.


ResponseComment

401

Budget Management

Budget Development

Maintain unlimited levels of budget revisions/versions by agency, the Governor's office (DFM), and Legislative Budget office (LSO), with the ability to save all previous versions.

402

Budget Management

Budget Development

Classify each budget component by type (e.g. benefit rate changes, new requests, additions, removals, etc.).

403

Budget Management

Budget Development

Classify each budget component as one time or ongoing.

404

Budget Management

Budget Development

Indicate fund source on budget components.

405

Budget Management

Budget Development

Create an agency level/department budget using the current year's appropriation as a beginning point for budget development.

406

Budget Management

Budget Development

Electronically provide budget submission guidance and direction to Agencies, and other subordinate organizations.

407

Budget Management

Budget Development

Have unlimited levels (components) of budgets for budget preparation.

408

Budget Management

Budget Development

Have unlimited tiers of summarization for the budget, by COA elements and organization structure.

409

Budget Management

Budget Development

Perform and save "what if" scenarios (including parameters)/projections, that may span multiple fiscal years, at the agency and statewide levels.

410

Budget Management

Budget Development

Workflow the budget through the multiple levels of approvals and revisions by agency, the Governor's office, and Legislative Budget office.


Budget Development

Load the appropriation and agency allocation budget into the financial system electronically, with a manual option, once approved.


Budget Development

Use multiple calculation methodologies for statistical, real, and nominal (revenue and expenditure) account budget forecasting.


Budget Development Designate the fiscal year for budget versions.


ResponseComment


Budget Development

Allow written descriptions of budget items at the request, recommendation, and appropriated budget.


Budget Development Flag items for inclusion in budget publications.


Budget Development Specify priority order of requested items by agency and at statewide level.


Budget Development

Include revenue/funding impact of proposed legislation and transfers between funds.

418

Budget Management

Budget Development Use tables for rates associated with certain budget components (benefit %,

overhead, etc.) and have changes update all associated budget components.


ResponseComment

501

Budget Management


Have roll up reporting of budget, budget projections, revenue forecasts and budget to actual at any level of the organization structure (e.g., program level to agency to statewide).

502

Budget Management


Produce an agency budget status report that reflects encumbrances as well as expenditures. (For example: agency, fund, program component, appropriation budget, unbudgeted reserve, approved budget, encumbrances, expenditures, category, and balances).

503

Budget Management


Report on any budget (appropriation, allocation, grant, etc.) for budget to actuals, including, variances, projections and rollups, at any level of the chart of accounts.



Adjust projection rates (for example, 90%, and 100%) and exclude specified obligations from projection.



Compare current year trend analysis with actual data from previous years, either as a report or inquiry.


Inquiry and Reporting Distinguish between direct and indirect expenditures for reporting and forecasts.



Compare budget versions, i.e. Agency Submission, Governor's recommendation, and Legislative Approved Budget.



Report on spending and/or appropriations by state goal/objective (functional area/sub area).


ResponseComment


Position Control Prepare a personnel services budget with multiple funding sources on position assignments.


Position Control Adjust personnel cost projections within the budget scenarios, with position specific calculation rates at an agency specific level.


Position ControlSet limits on the number of filled full-time equivalents (FTE) by agency.

604

Budget Management

Position Control Calculate, capture and apply personnel cost for positions by any level of the organization structure, with position specific calculation rates at any agency specified level.


ResponseComment

701

Budget Management

Workflow Distribute and receive budget forms via workflow to/from agencies and departments for compilation during budget preparation.

702

Budget Management

Workflow Define workflow processes for the development of budget requests, budget updates, and budget amendments.


101Cash Management

BankingMaintain authorized users for all bank accounts, types and sub accounts.

102Cash Management

Banking Use multiple banks with multiple accounts for deposits.

103Cash Management

BankingCalculate daily cash position for all bank accounts utilizing Bank balance information and pending transactions.

104Cash Management

BankingEstablish all bank accounts, account number, QPD status, account type, authorized amount and subaccounts.


201Cash Management


Have multiple banking relationships by various organization levels and funds.

202

Cash Management


Automatically perform a system edit which checks the availability of cash for designated transaction types when the transaction is submitted/entered to the system.

203Cash Management


Track and calculate the draw amount based on expenditures and the stored % by day for certain Federal programs

204Cash Management


Allow an agency to draw against a state line of credit when agency cash is insufficient for expenditures.


301Cash Management

CMIAComply with all the provisions of the Federal Cash Management Improvement Act (CMIA).

302

Cash Management

CMIA

Calculate and monitor the State's covered CMIA programs to ensure that the draws for covered programs do not occur statewide more than the average # of days as allowed by the program, prior to the payment issuance on an as needed basis.

303Cash Management

CMIA Capture date of State Treasury receipt of Grant funds.

304Cash Management

CMIA Capture the settlement date for payments issued for Grants.

305

Cash Management

CMIA

Calculate the clearance pattern (i.e. the difference between the CMIA grant draw receipt date to the associated CMIA grant expenditure payment settlement date) for a defined period by agency and individual grant.

306

Cash Management

CMIADetermine the number of days between agency payment approval, payment posting, payment issuance, and payment settlement and store for reporting and statistical purposes.


401

Cash Management

Data Integration

Accept files in NACHA, EDI, fixed, or comma delimited format and automatically generate information to identify and process all types of returned item data, e.g. ACH, Credit cards, checks.

402

Cash Management

Data Integration

Automatically receive and store electronic deposit information including addenda records in various formats as well as generate information to identify and approve the deposits. Examples of the various formats are: CCD+ (Cash Concentration Disbursement plus Addenda); CTX (Corporate Trade Exchange); and PPD (Prearranged Payment and Deposit).

403Cash Management

Data Integration

Receive daily e-commerce settlement data, parse (by agency), and forward to the appropriate state agency.


501

Cash Management

DepositingConsolidate or split an agency's EFT/ACH deposit transactions; assign a single deposit number and agency to consolidated transactions or a separate deposit number and agency to single transactions.

502Cash Management

DepositingManually split deposits between multiple agencies/locations/subaccounts.

503

Cash Management

Depositing

Receive Bank data (BAI) containing deposits made by state agencies into the State's Concentration Depository Account. Identify and store the deposit information in the system and match the deposit to the appropriate accounting entries using a set of defined matching criteria (agency, location, deposit number, amount, etc.).

504Cash Management

DepositingView all deposit information including addenda records online by State Agencies.

505

Cash Management

DepositingIdentify when deposit accounts maintained by the agencies should be included in automated transfer process to the state's main consolidated deposit account.


601Cash Management


Have variance reports comparing forecasted cash flow with actual cash flows.

602Cash Management


Generate flexible cash reporting capabilities based on agency defined fields and frequencies.

603

Cash Management


Produce a Cash Flow report organized by unique fund, fund type, and fund group based on the Chart of Account codes for specified date ranges (e.g., monthly, quarterly, and yearly), by agency.

604

Cash Management


Produce a daily, monthly, annual or specified date range report that shows the total amount and number of outstanding payments by type for selected chart of account fields.

605

Cash Management


Produce an exception report of transactions for non-matched presented warrants listing the warrant number, issued date, presented date, issued amount, payee and presented amount and provide a reason for not matching.

606

Cash Management


Produce a monthly report listing warrants that are about to expire (i.e., with warrant date before a user specified period of time) that can be filtered and sorted by chart of account fields, by warrant type, Agency or other user-defined criteria.

607

Cash Management


Produce warrant reconciliation reports of manual transactions by chart of account field and warrant type on a daily, monthly, or annual basis or by a specified date range.


701Cash Management

InvestingGenerate interest earned for interest bearing accounts (trust accounts), based on average daily balance for the period.

702Cash Management

Investing Generate statements for Trust account holders.


801

Cash Management

Issuance Reconciliation

Reconcile payments to bank data by designated fields such as payment id number, payee name, issue date, and amounts.


901

Cash Management

Monitor and Forecast Cash Position

Have a cash flow analysis tool that can be utilized to generate cash projections and 'what if' analysis.

902

Cash Management

Monitor and Forecast Cash Position Allow for establishing funds that are exempt from cash available edits.


1001Cash Management

Workflow Configure approval Workflow for fund transactions.

1002

Cash Management

WorkflowWorkflow where the agency can request assistance by Treasury to resolve issues such as but not limited to cancelling deposits, making adjustments, characterizing unidentified transactions.

1003Cash Management

WorkflowCreate an approval Workflow so Treasury can approve all banking services.

1004

Cash Management

WorkflowAllow agencies to receive and fill out the Electronic Payment System (EPS) form (containing dropdown options for standardized responses and free form text fields) and return to Treasury via Workflow.

Tracking #Category SubCategory Requirement: System provides the ability to:

Comment

101

Cost Allocation

Statistical Allow for cost allocation based on statistical methods including unlimited statistical entries which may be interfaced into the system, uploaded from spreadsheets, generated by system transactions, or manually entered.

102Cost Allocation

Statistical Add statistical methods as the need arises.

103Cost Allocation

Statistical Carry forward history of statistics and use and/or update for use in the next period.


Comment

201

Cost Allocation

Data Capture Modify and store indirect rate(s) set for specific effective date ranges, including statewide cost allocation plan (SWCAP) or agency cost allocation, and applied to all grants/projects for the period of the effective dates, including overhead allocations.

202Cost Allocation

Data Capture Add cost pools as the need arises.


Comment

301

Cost Allocation

Calculation and Transaction

Define the sequence and schedule of allocations at the agency level.

302

Cost Allocation


Allocate expenditures to various chart of account elements by percentage.

303

Cost Allocation


Apply the allocation percentages across the target COA distributions and create the necessary balanced journal entry for the transaction.

304

Cost Allocation


Automatically move (step) allocations to another grant or phase when the allocated grant does not allow the charge, based on agency defined criteria.

305

Cost Allocation


Establish, store, and utilize single and multi-layered cost redistribution matrices to allocate expenditures after their initial posting to various chart of account elements by percentage via journal transfer processing.

306

Cost Allocation


Maintain a step-down cost allocation methodology.

307

Cost Allocation


Cross check that each "pool" to be allocated is completely allocated.

308

Cost Allocation


Run a "pre-check" allocation for review before submitting for final approval.


Comment

401

Cost Allocation

Fund Split Perform program income fund split before cost allocation to net expenditures and income. Perform fund splits after cost allocation to move expenditures from undefined fund detail to the federal or state grant fund details, based on the fund split percentage.


Comment

501Cost Allocation

Projection Generate estimates of indirect costs for receiving grants (existing and new grants), based on existing statistics.

502Cost Allocation

Projection Perform "what if" modelling using different statistical models for grant allocations.


Comment

601Cost Allocation


Query/report on all amounts allocated to a grant and trace it back to the original allocating grant.

602Cost Allocation


Retain and report on the history of cost pools and statistical measures for any period.

603Cost Allocation


Report on cost pools and current statistics as input during the period in which they are accumulated, and historical reporting.

Tracking # Category SubCategory Requirement: Provide Ability to: Comment

101

General Ledger

Chart of Accounts Create a flexible chart of accounts with codes configurable for the State chart of accounts code structure, with effective dating for all segments.

102General Ledger

Chart of Accounts Configure "state level" chart of accounts and multiple "agency level" chart of accounts that roll up to the "state level".

103

General Ledger

Chart of Accounts Have a minimum of 5-level hierarchy for each segment of the chart of accounts. (e.g., fund can be broken down into separate hierarchical levels), with the ability for the structures to be grouped or ungrouped on an agency/state-defined basis into multiple reporting hierarchies.

104General Ledger

Chart of Accounts Effective date when adding, changing, or deactivating any codes of the Chart of Accounts Structure.

105

General Ledger

Chart of AccountsInclude coding reduction technique that allows users to input defined values of coding that expands into numerous accounting codes.

106

General Ledger

Chart of Accounts

Allow a one-to-many relationship (e.g., Agency to Budget Entity or Agency Unique) and/or many-to-many relationship (e.g., Fund or Agency Unique to Category) when creating transaction between Chart of Accounts codes.

107General Ledger

Chart of AccountsLimit the selection and validate against multiple Chart of Accounts codes combinations. (Combination code validation)


201

General Ledger

Fund Accounting Simultaneously support multiple basis of accounting for the appropriate fund types, including Cash, Modified Accrual, and Full Accrual basis.

202

General Ledger

Fund Accounting Include current year reorganization functionality by moving and merging all actual, budget, and historical data when an organization is moved any time during the year.

203

General Ledger

Fund Accounting Account for intra/inter-fund transfers of cash in accordance with GAAP and maintain the associated audit trail. Transfers could include loans, advances, intra/inter-fund services provided, and reimbursement transactions.

204

General Ledger

Fund Accounting Have transaction edits at the fund, agency, or division level that permit, warn, or reject transactions for all funds, based on user-defined allowable Chart of Accounts codes combinations.

205

General Ledger

Fund Accounting Record and maintain the following non-financial data for each unique fund including effective date of fund, purpose of fund, source of revenue, fund type, etc.

206

General Ledger

Fund AccountingRecord and maintain a breakdown of fund balance into nonspendable, restricted, committed, assigned, and unassigned (GASB 54).


301

General Ledger

Journal Entry Enter journal entries online or in batch, with certain data defaulted based on user profile, with the ability for the end user to customize their journal entry view.

302

General Ledger

Journal Entry Trace (i.e., drill-down) summarized transactions online in the General Ledger back to detail source transactions from other system modules or subsystems within the enterprise system. If the information must be retrieved from these modules or subsystem, it is transparent to the user.

303General Ledger

Journal Entry Support the establishment of business rules (i.e., system edits) for each journal type.

304General Ledger

Journal Entry Determine and process allocations of costs to the General Ledger using a journal entry.


401General Ledger

Interfund/Interagency

Create one inter-agency journal transfer capable of recording that transfer to multiple agencies.

402

General Ledger

Interfund/Interagency

Route interagency transfers to a user-specified approval structure for review and either approval or rejection. Transaction will not post until it is approved.


501

General Ledger

Closing Perform a soft close after fiscal year end to prevent state agencies from posting in the prior fiscal year after a designated date.

502General Ledger

Closing Perform a soft close for agency defined periods (monthly, quarterly, etc.)

503

General Ledger

Closing Automate year-end close processes (e.g., close nominal accounts to fund balance or fund equity and roll real accounts forward).

504

General Ledger

Closing Maintain multiple fiscal years concurrently, which allows users to post transactions to open fiscal years prior to closing the previous fiscal year (e.g., new fiscal year budget appropriations).

505General Ledger

Closing Close grant and project accounts based on the type of grant and project (e.g., at federal fiscal year end+D21).

506

General Ledger

Closing Have at least 14 user-definable accounting periods per year that can either be used for transacting against financial balances, adjusting periods against financial balances, or adjusting periods that are for memo entries only and do not update financial balances but will be reflected in annual reports.

507General Ledger

Closing Maintain inception-to-date accounting transactions for projects, contracts and grants.

508General Ledger

Closing Initiate the close at the agency level, as well as the state level, based on agency/state defined criteria.

509

General Ledger

ClosingRecord an adjustment for financial statement reporting purposes in the prior fiscal year after agencies' "hard" close but prior to Statewide "final" close. This ability should be limited to authorized users.


601General Ledger

CAFR Reporting Generate accrual CAFR and financial statements by year, by agency, or statewide.

602

General Ledger

CAFR ReportingComply with GASB Financial Reporting Standards (e.g., Comprehensive Annual Financial Report) to produce the statements, notes, and other required supplementary information.

603General Ledger

CAFR Reporting Have CAFR publishing tools including ability to create all necessary CAFR information "Print ready" for publishing.


701

General Ledger

Workflow Support workflow processes (including system alerts and user work queues) for chart of accounts codes updates and changes (e.g., when a COA change is made, specified users are notified that a change has been made), journal entry approval and processing, and period open and closing activities.

702

General Ledger

Workflow Allow CAFR staff to communicate with agencies during the CAFR process to identify areas for adjustments and additional detail information through workflow.


801

General Ledger


Retain all data needed to generate all financial reports to meet legislative and management reporting needs as provided by State records retention rules.

802General Ledger


Allow non-technical users to generate financial reports on all detailed data for up to a State/Agency defined period.

803General Ledger


Have on-line drilldown of journal entries from the General Ledger to the transactional source.


101Grants Grant

ManagementAllow identification of grants by multiple agency-defined alphanumeric identifiers.

102Grants Grant

ManagementCreate, define, and update grants by copying existing grant protocols, rules, and templates.

103

Grants Grant Management

Uniquely identify and track each grant subrecipient and all grant-related subrecipient financial activity to support inquiry and reporting of the subrecipient across multiple grants and agencies.

104


Establish/maintain grant activity (e.g. fund split, etc.) at lower levels of detail than grant number (e.g., grant phase or activity within phase) and track financial activity associated with each phase.

105Grants Grant

ManagementProvide validation to Catalog of Federal Domestic Assistance (CFDA) numbers when the Grant falls under CFDA pervue.

106Grants Grant

ManagementHave a unique identifier for grant funding ID, other than CFDA number, for grants not associated with CFDA.

107


Associate very long externally sourced grant numbers (such as federal grant numbers which can be > 30 characters ) with the State generated grant number.

108


Establish parent-child relationships at all grant levels (e.g., grantor to multiple recipients, multiple subrecipients to award).

109Grants Grant

Management Identify by agency which grant data elements are required or optional.

110Grants Grant

ManagementInput/update data describing the proposed grant program during grant application development.

111


Input/update proposed grant elements including cost sharing details, indirect/fringe cost details, program resources, schedules, budget, recipients, subrecipients, etc., during grant application development and grant set up.

112Grants Grant

Management Link multiple grants to a single project.

113Grants Grant

ManagementInput/update and track proposed grant recipient/subrecipient details during grant application development.

114Grants Grant

ManagementCapture actual hours charged for employees, recipients, and sub-recipients by grant/project.


201

Grants CMIA Configure the agreed-upon timing of expense eligibility for reimbursement from the United States Department of the Treasury to support Cash Management Improvement Act (CMIA) compliance pursuant to the CMIA Agreement between the State of Idaho and the U.S. Treasury, and designate grants subject to CMIA requirements.


301

Grants Data Integration Generate and upload all grant transparency data to internal/external systems as required by Federal Funding and Accountability and Transparency Act (FFATA) and any acts/reporting requirements that supersede it.

302

Grants Data Integration Generate and upload all transparency data to internal/external systems as required by Transparent Idaho and any Acts/reporting requirements that supersede it, except where there are privacy or confidentiality requirements.

303

Grants Data IntegrationInterface with external sources (e.g., cfda.gov, grants.gov, sam.gov, fldfs.com, etc.) to maintain/search online CFDA funding catalogs.


401

Grants Document Management

Accept electronic requests for payment (e.g., payment advance, reimbursement, claims) and supporting documentation from grant recipients/subrecipients.


501

Grants Grant Accounting

Automatically or manually generate revenue/receivable transactions from grant expenditure data, with required detail as specified by the grant.

502Grants Grant

AccountingCalculate matching fund requirements associated with any grant on an agency-defined basis.

503


Prompt or alert users to recognize (realize) grant revenues after grant expenditures have been recorded for a user-specified period of time.

504


Allow an option on each grant for an agency to specify grant match by financial, non-financial, and/or non-cash by category and/or activity.

505


Automate or manually generate the calculation of drawdown amounts by grant with the ability to adjust amounts prior to posting.

506


Recognize revenue only after expenditures have been incurred, if they apply, based on grant requirements. Outstanding receivables will be carried forward at year-end.

507


Calculate adjustments to funding sources used for expenditures (direct and indirect) when State funding was temporarily used to cover the non-State share of grant expenditures and the State subsequently receives additional non-State funding.

508Grants Grant

AccountingAccommodate grant year accounting based on grant period of performance.

509Grants Grant

AccountingCalculate percentage and amount of change (e.g., Revenue, Expenditure, Budget) for a period of time.

510Grants Grant

Accounting Close grants independent of state fiscal year.

511

Grants Grant Accounting Comply with the State's Single Audit Act and the Federal Government's

Single Audit Act and cash management legislation.

512Grants Grant

AccountingPrioritize, by funding source, expenditures funded by multiple funding sources/grants.

513Grants Grant

Accounting Record memo and statistical transactions.


601

Grants Grant Budget Close-out or carry forward fiscal year appropriation balance(s) by grant, based on the type of appropriation. If the appropriation is continuos for grants/projects, balance(s) are carried forward, and must maintain its original year of appropriation, and a year identifier for each appropriation year.

602

Grants Grant Budget Establish and control grant budgets at varying agency-defined periods, levels, and combinations of classification structure elements. The agency controls the establishment of grant/project rules.

Possible Demo script

603

Grants Grant BudgetEstablish a grant budget that is separate and independent of all other budgets (i.e., appropriation, agency, project, and contract).

604Grants Grant Budget Support annual or multi-year funding allocation process that allows for

expenditures or carry-over of prior year budget.


701

Grants Inquiry and Reporting

Inquire and report on grant budget, adjustments, encumbrances, expenditures, transfers out and in, revenue and available budget. The numbers displayed are the same numbers used in the General Ledger and in the subledger.

702


Forecast grant payroll expenditures, especially for agencies on a monthly payroll cycle where payroll runs in advance of the pay period close and the federal draw occurs prior to pay period close.

703


Track and report grant operations (i.e., budget, expenditures, encumbrances, revenue) over several different periods including state fiscal year, federal fiscal year, multiple-year grant period, and any specified period within the grant period.

704

Grants Inquiry and Reporting Display/report historical summaries with drill down to detailed data for

Revenue, Encumbrance and Expenditure amounts by month, quarter, and year for the life of the grant/subrecipient agreement.

705


Establish a state or non-state entity as a grant recipient or subrecipient and capture activity for both types in the Schedule of Expenditures of Federal Awards (SEFA).

706Grants Inquiry and

Reporting Maintain and report statistical information.


ReportingProduce the Schedule of Expenditures of Federal Awards (SEFA) including amounts passed through to subrecipients.

708

Grants Inquiry and Reporting Record, store, and report actual expenditures by CFDA Number for a

agency defined time period (e.g., Weekly, Monthly, Quarterly, Yearly, etc.) and identify the expenditures as associated with a Recipient, Subrecipient, or Vendor, and report the assigned State Grant ID/Responsible State Awarding Agency/Recipient/Subrecipient.


Reporting Report actual hours charged by grant and grant phase.


ReportingTrack grant expenditures to a specific CFDA number when the grant has more than one CFDA number.


Reporting Track grant match and project over/under matching requirements.


Reporting Track and report on any element of grant applications.


801Grants Workflow Enable workflow approvals for agency/state defined grants

management transactions and activities.

802

Grants WorkflowAlert designated users (at user defined time periods) of grant milestones (expiration dates, etc.) and designated transactions.

803 Grants Workflow Workflow creation of grant applications and associated steps.

Tracking # Category Sub Category Requirement: System provides the ability to: Comment

101Projects Project

ManagementRecord and store information on each agreement or contract associated with a project or sub-project.

102Projects Project

ManagementSupport a hierarchy for projects of at least 5 levels (e.g., program, project, sub-project, phase, and activity).

103Projects Project

ManagementInput and maintain project profile to summarize activities and enable activity monitoring.

104Projects Project

ManagementInput project dependencies between tasks with predecessor/successor relationships.

105Projects Project

ManagementLink a project to multiple projects.

106

Projects Project Management

Record and store a Work Breakdown Structure (e.g., Schedule for Phases and activities within each phase including Budget by Phase and/or task) for a project or sub-project.

107Projects Project

ManagementMonitor project progress and milestone accomplishments against a project-specific schedule.

108Projects Project

ManagementClose a project phase without closing out entire project.

109Projects Project

ManagementAttach multiple electronic files (e.g., Word documents, PDF, etc.) to the project record.

110Projects Project Management Record and query historical listings of amendments and renewals on

agreements affecting projects.

111Projects Project Management

Identify, workflow, and manage activities with project dependencies.

112Projects Project Management

Link a project to a grant, or multiple grants.

113Projects Project Management Record and store contractor name(s) per project, subproject, phase, and/or

activity.

114Projects Project Management Record bid amount and final award amount per project.


201Projects Project Budgets Budget check all transactions posted to the project, sub-project, or phase for

sufficient budget availability.

202

Projects Project Budgets Establish and maintain a multi-year project budget and budget constraints that is separate and independent of all other budgets (e.g., appropriation, agency, grant, and contract), with multiple funding sources, at all levels of the project.

203Projects Project Budgets Edit encumbrances and expenditures against an agency project budget.

204

Projects Project Budgets Allocate and control the project budget by multiple financial periods (e.g., state fiscal year, federal fiscal year, grant year, calendar year, project period, etc.).

205

Projects Project Budgets Close-out or carry forward fiscal year appropriation balance(s) by project, based on the type of appropriation. If the appropriation is continuos for projects, balance(s) are carried forward, and must maintain its original year of appropriation, and a year identifier for each appropriation year.

206Projects Project Budgets Allow the agency to define budget check errors as warning, or hard stop based

on phase or activity of the project.


301Projects Project Accounting Accumulate project costs to facilitate billing for all reimbursable portions of

projects, at the project specific level of elements.

302

Projects Project Accounting Create and store a default billing method for a project, sub-project, grant, sub recipient that will be used in the generation of an invoice for reimbursable costs and subsequent accounts receivable.

303

Projects Project Accounting Allocate and apply direct and indirect costs to projects, apply an indirect cost rate(s) to the direct cost, and allocate costs across multiple projects or sub-projects.

304Projects Project Accounting Prohibit processing of specified project-related transactions based on the

project's status (with override capability).

305

Projects Project Accounting Convert Construction Work In Progress (CWIP) costs (including labor) into a capitalized asset, appropriately adjusting general ledger accounts and updating the asset management module. CWIP costs may span fiscal years.

306Projects Project Accounting Generate transactions to pay out retainage after contract completion.

307Projects Project Accounting Allow input, adjustment, and transfer of costs at the lowest level of account

coding within the project ledger.

308Projects Project Accounting Associate multiple funding sources to multiple sub-projects and phases within

projects.

309

Projects Project Accounting Establish Enterprise/Statewide parent projects and add parent/child relationships for multiple agencies (e.g., tracking natural disaster recovery efforts).

310 Projects Project Accounting Identify inter-agency and intra-agency transactions.311 Projects Project Accounting Allocate and apply direct and indirect costs to projects.312 Projects Project Accounting Track overhead costs that can be charged to a project.

313Projects Project Accounting Input, apply, and store indirect rate(s), basis for rate(s), rate cap(s), and

effective period(s) for rate(s) by Project ID.

314Projects Project Accounting Modify indirect rate(s) and re-apply the adjustment for a specified period on

the project.

315

Projects Project Accounting Record and update both Federal and State project ID's with the ability to associate Federal project IDs with State project IDs in a one to many, many to one, or many to many relationship.


401

Projects Inquiry and Reporting

Track and report project budget, expenditures, encumbrances and revenue over multiple periods including state fiscal year, federal fiscal year, multi-year project period, and any specified period within the project period.

402Projects Inquiry and

ReportingPerform federal funds tracking, from receipt to payment from State Treasury, in regard to projects.

403

Projects Inquiry and Reporting Inquire summarized transactions by the project ID for the month, fiscal year,

and life-to-date. Provide user with the ability to drill-down from summary to the detail for each transaction/document/business event.

404

Projects Inquiry and Reporting Have a single online inquiry screen that contains and displays all of the

following: project budget, adjustments, encumbrances, expenditures, revenue, and available budget. The numbers displayed are current and the same balances used by the budget edit program.


501Projects Workflow Workflow project activities and transactions as defined by the State and

agencies.

Tracking # Category SubCategory Requirement: The system provides the ability to: Comment

101Travel Travel Authorization Have employees submit an online request for travel authorization

and/or travel advance.

102Travel

Travel Authorization Create an agency/state defined online Moving Authorization Request Form.


201Travel Travel Reimbursement

Default the Chart of Account elements for expenditures based upon the selected travel type and/or traveler's user id.

202Travel Travel Reimbursement

Allow payment to third parties (airlines, hotels, other) and to associate the payment with a specific traveler and voucher.

203

Travel Travel Reimbursement Match costs on the reimbursement request with existing applicable State Contracts and/or the traveler's previously submitted travel authorization form.

204

Travel Travel Reimbursement Reimburse authorized traveler for travel expenses, including applicable per diem rates (based on departure and return dates and times, and meal exclusions), and properly reduce the payment by applicable travel advances.

205Travel

Travel Reimbursement Estimate official map mileage (e.g., intra-city), e.g. Google, DOT website, etc.

206Travel

Travel Reimbursement Have an indicator on travel claim for payment method such as direct bill, P-card, or other eligible forms of payment.


301

Travel Workflow Have the travel transactions (e.g., authorization, advance, reimbursement) routed through defined workflow approvals with notifications to the traveler or supervisors, as appropriate.

302Travel Workflow Allow a user to submit the on-line Moving authorization request form,

and have the form routed through the appropriate approvers.


401

Travel Inquiry and Reporting Identify and report on non-matches between an approved travel authorization and a submitted travel reimbursement request.

402

Travel Inquiry and Reporting Track (e.g., identify, record, inquire, report) travel cost of airfares, car rentals, hotels, etc. by vendor and traveler regardless of method of payment (e.g., PCard, paid by traveler, or direct payment).

403Travel Inquiry and Reporting

Reconcile P-Card travel expenses automatically with reimbursement requests/ payments and report on variances.


101Vendor Vendor

MaintenanceShare a statewide vendor file with ability to maintain multiple contacts and locations by agency.

102Vendor Vendor

MaintenanceAccess (e.g., identify, record, inquire, report), and maintain vendor information by TIN, SSN, or other unique identifier.

103

Vendor Vendor Maintenance

Warn if a vendor is already registered. Provide ability to check various fields to view duplication, including but not limited to: TIN, Name, DBA

104Vendor Vendor

MaintenancePlace a vendor on hold and capture a hold reason code, at the state or agency level.

105Vendor Vendor

MaintenanceAttach and remove documents to vendor records.

106Vendor Vendor

MaintenanceAssociate contract awards to each vendor to maintain a list of all contracts awarded to that vendor.

107


Identify a vendor as confidential so that no one can view or report on that vendor's information except individuals with proper security.

108Vendor Vendor

MaintenanceMaintain an online audit trail of changes to the vendor master file including date, time, and user.

109Vendor Vendor

MaintenanceTrack changes in vendor names and/or vendor numbers and retain cross-reference history.

110


Maintain multiple remittance addresses for vendors and allow selection of different remittance addresses at any time during the payment process.

111Vendor Vendor

MaintenanceAssign a unique account number to each vendor account.

112Vendor Vendor

MaintenanceAllow award of a PO or contract to a vendor only after approval of the vendor account by the state.

113


Track and maintain statewide vendor information, including all relevant information needed for the vendor, and have vendor information be agency specific, if needed.

114


Automatically track TIN match results from the IRS data exchange and automatically update the Statewide Vendor File and the W9 system of the responses.

115


Allow for a vendor with a tax identification number to have multiple locations, to include a separate ordering and remittance address and contact information per location.

116

Vendor Vendor Maintenance Interface the Federal Debarment List, automatically validate the vendor

against this list and update the vendor record as appropriate.

117Vendor Vendor

MaintenanceInterface vendor edits from external systems to update vendor information automatically, when authorized.

118Vendor Vendor

MaintenanceAllow vendors to update information, such as banking information, based on State defined criteria.

119Vendor Vendor

Maintenance Workflow vendor adds and changes, based on the data added or changed.

120Vendor Vendor

Maintenance Control certain vendor data and vendor actions by certain authorized users.

121Vendor Vendor

MaintenanceNotify vendors of certain events and notifications based on vendor profiles and groups.

122Vendor Vendor

MaintenanceDifferentiate contacts and locations between functions (AP, Purchasing, Financial, etc.)

Documents

LUMA REQUEST FOR PROPOSAL DRAFT FINANCE REQUIREMENTS · Financial Management Service Treasury Offset Program (TOP), to offset and collect non-tax debts owed to federal agencies from