The vendor is required to provide for publishing software for its budget book, annual comprehensive financial report (ACFR), popular annual financial report (PAFR) and monthly reporting.
- The draft budget is complete and when the final budget is approved, the software should be able to be uploaded into the current financial software
- The financial reporting (whether ACFR, PAFR, or monthly reporting) portion should upload account balances from the county’s financial software.
- For producing the ACFR, the system should be able to track adjustments to the governmental funds to bring them to full accrual basis
- The MD&A and the notes should all link together with the reports where a change in one value flows through to all relevant occurrences
- The final results will help the county in meeting several goals
• Improve the looks and feel of county financial documents
• Provide consistency of look and feel between the budget book and the annual comprehensive financial Report (ACFR) as well as the popular annual financial report (PAFR) and monthly reporting
• Reduce the manual work in preparing required reports
• Reduce the need for extra supporting worksheets and files
• Utilize one software that will incorporate written analysis, explanations, notes and reporting with spreadsheet style reporting including charts and graphs
- The successful vendor will provide and maintain the following:
1. General
• Ability to interface with workday software for needed financial data
• Ability to utilize the county’s chart of accounts structure for mapping purposes, including projects, grants, and programs codes
• Ability to utilize a large number of funds
• Security by sections and/or reports to allow appropriate staff access
• Ability to publish to weld.gov website - pdf is usable for this purpose
• Ability to upload to government - pdf copy required
• Ability to download reports to word and excel
• Ability to link amounts within the document such that a change in one number will flow through to all relevant statements, notes, reports, etc. in the document
• Ability to import other documents (example- external auditor letter)
• Ability to enter/format all narrative text with features similar to microsoft word (spell and grammar check, etc.)
• Ability to copy from previous years for narrative/written text
• Ability to run any report on demand as well as assemble the entire report
• Ability to create new reports or have reports customized
• Ability to add graphics, charts, tables driven by financial data to the published reports
• Ability for users to control rounding across report documents
• Reports must add accurately across and down without showing cents
• Retain reports from year to year and all versions through time (minimum draft, audit, and final versions) in the system with version metadata
• Optional
i. Ability to produce the table of contents for the ACFR and budget; the table of contents must be interactive and provide links to go directly to each page; task tracking for gathering information and managing preparation tasks
ii. Ability to track review process and comments
iii. Ability to utilize internal notes or comments on draft
iv. Ability to collaborate with internal users on draft
v. Ability to hide internal comments from auditor’s view
vi. Track changes from version to version
2. Budget portion
• Ability to produce a budget document suitable for submission to the government finance officers association (GFOA) distinguished budget presentation award program
• Ability to pull in balances from the most recently completed fiscal year from the current financial software
• Ability to pull in the current year’s adopted and amended budgets
• Ability to create charts and graphs from data in the system
• Ability to allow for long term (at least 5 year) budget reporting
• Ability for narrative sections
3. ACFR and PAFR portions of the software
• Ability to produce the ACFR suitable for submission to the GFOA certificate of achievement for excellence in financial reporting program
• Ability to produce all required governmental financial statements in conformity with general accepted accounting principles (GAAP)
i. Basic financial statements
1. Government-wide statements
2. Fund statements (modified accrual and full accrual statements)
a. Balance sheets with current year and comparative year
b. Budget to actual with current year and comparative year
ii. General fund
iii. Other major funds
iv. Nonmajor governmental funds
1. Special revenue funds
2. Capital project funds
v. Enterprise funds
vi. Internal service funds
vii. Component units
• Ability to produce the management's discussion and analysis section of the ACFR
• Ability to produce the notes to basic financial statements section of the ACFR
• Ability to manage data for other required sections that are presented in the ACFR including required supplementary information, other financial information, statistical section
• Ability to manage the single audit section and present a schedule of expenditures for financial awards (SEFA)
• Ability to roll over software balances from prior year to current year, to update each individual statement to switch to the current year from the prior year
• Ability to update the dollar amounts for the prior year’s columns so they are pre-populated from the prior year "total amount" when opening a new year
• Ability to produce the PAFR suitable for submission to the GFOA popular annual financial reporting award program
• Ability to pull in accounts and balances (including annual budgets) from the current financial system
• optional
i. Ability to produce combining fund statements from the individual fund statements without manual input (ie, when changes are made to the individual fund statements, the change should flow through the combining fund statements without having to touch both statements to make the change)
ii. Ability to allow input of tasks necessary for completion of the ACFR, assignment of those tasks to system users, and target dates of completion for each task; system users can track task status in the software, up to completion
4. Monthly reporting
• Ability to produce monthly reports
• Ability to pull in accounts and balances (including annual and year-to-date budgets) from the current financial system.
- Questions/Inquires Deadline: April 07, 2025