ERP and HCM System

The Vendor is required to provide ERP and HCM system to assist with an assessment of the current environment to determine if efficiencies may be obtained with different systems.
- General and technical    
•    The system shall flow all changes made in the system throughout all proposed system modules without the need for duplicate data entry.        
•    The system shall import and export data from (or to) standard file formats including but not limited to .html, pdf, .txt, csv, .xlsx, .Docx, .xml        
•    The system shall support APIs (application programming interfaces) and EDI (electronic data interchange) standards for third-party system integrations and data exchange.        
•    The system shall support scheduled data feeds for exchanging file import and exports with third-party systems.        
•    The system shall store and apply digital copies of signatures to documents (e.g., checks, notification letters) with appropriate security permissions.        
•    The system shall limit which signatures to be applied to documents based on whether the individual is an authorized signor for a given department.        
•    The system shall operate on mobile devices (e.g., tablets, smart phones) and size-render appropriately.        
•    The system shall support separate production, test, and development environments with the ability to track software changes, configurations, and updates applied to each environment. 
•    The system shall support the promotion of changes through a controlled deployment process with appropriate approvals and audit logs, and provide the ability to roll back or restore prior configurations or releases as necessary.
•    The system shall provide “document management system” functionality to track and manage electronic files associated with specific system records, including the ability to integrate with HR and payroll functions to automatically pull relevant employee data and link corresponding documents (e.g., benefit enrollment forms, personnel action forms, performance evaluations).
•    The system shall support the purging of linked electronic files, according to city defined schedules, allowing for differing schedules based on the document, module, and litigation hold.        
•    The system shall support single sign-on (SSO).        
•    The system shall inherit groups from active directory for application authentication.        
•    The system shall allow for multi-factor authentication.        
•    The system shall provide role-based security.        
•    The system shall allow the city system administrator to add and change permissions for system access.        
•    The system shall mask or allow select information defined by the city as confidential (e.g., SSN).
•    The system has capabilities with sensitive data detection to identify and mask sensitive information.        
•    The system shall apply the same security permissions to system queries and reports as it does to data fields and elements, based on user and role (e.g., data fields masked on a record or transaction are similarly masked on reports run by the user).
- General ledger and financial reporting
•    The system shall support maintaining a flexible, multi-segment chart of accounts structure that allows the agency to define, add, modify, and reorganize segments (e.g., fund, department and budget center, project, account, and user-defined fields) without vendor or technical intervention.        
•    The system shall support applying effective dating to chart of accounts and organizational changes while preserving historical balances and prior period reporting accuracy.        
•    The system shall support configurable workflows, approvals, and audit trails for chart of accounts additions, updates, and inactivation to help ensure appropriate review and internal controls.
•    The system shall support activating, inactivating, or restricting accounts from posting without deletion while retaining complete historical transactions.        
•    The system shall support real-time transaction posting and immediate visibility into current balances and budget impacts.        
•    The system shall support the ability for users to create and process manual, template-based, and bulk-upload journal entries with attachments, validations, and configurable review and approval workflows.        
•    The system shall support generating recurring, allocation-based, and system-generated journal entries to reduce manual effort and improve consistency.        
•    The system shall support configurable budget checks and provide warnings or hard stops during transaction entry and journal posting.        
•    The system shall support the ability for users to associate documentation and attachments directly with journals and transactions to support audit and review processes.        
•    The system shall support configurable fiscal calendars, accounting periods, and controlled open and close processes, including hard closes and role-based access.        
•    The system shall provide notifications and dashboards identifying outstanding or unposted journal entries, reconciliations, or exceptions prior to period close.        
•    The system shall support configurable reconciliation and variance analysis tools that allow users to research balances and prepare for audits without reliance on external spreadsheets.        
•    The system shall maintain comprehensive audit logs that capture who created, modified, approved, or posted transactions and configuration changes.        
•    The system shall support multiple books or accounting bases (e.g., budgetary and gaap) concurrently within the general ledger, allowing transactions to be recorded once and automatically reflected in each applicable book through configurable or rule-based postings, and support independent reporting, reconciliation, and period management for each book without requiring duplicate entry, manual adjustments, or external spreadsheets.        
•    The system shall have the ability for users to report and reconcile across accounting bases without manual adjustments or offline spreadsheets.        
•    The system shall support the ability to produce financial statements and schedules required for regulatory and management reporting directly from the system. 
•    This could include a separate option for basis of accounting (e.g. Cash or accrual)        
•    The system shall provide configurable, system-generated financial statements (e.g., trial balance, balance sheet, income statement, budget-to-actual, and management reports) without requiring external manipulation.    
- Budgeting (operating, personnel, and capital)
•    The system shall support both annual and biennial budget processes, including development, management, adoption, and reporting of separate fiscal year budgets within a single budget cycle.        
•    The system shall support concurrent development of operating and capital budgets while maintaining separate controls, reporting, and approvals.        
•    The system shall support rolling forward prior fiscal year actuals as the base budget.        
•    The system shall provide configurable budget templates that pre-populate historical data, default assumptions, and formulas while restricting editing based on user permissions.        
•    The system shall provide secure, web-based budget entry for departments with role-based permissions controlling access by fund, department, or account.        
•    The system shall allow departments to enter narrative justifications, attachments, and supporting documentation for each budget request.        
•    The system shall allow users to enter detailed line-item budgets that automatically roll up to account, agency, department, fund, service area, and enterprise totals.        
•    The system shall support budget querying at any level of detail (e.g., line item, account, fund, etc.).
•    The system shall automatically consolidate departmental budget submissions into a unified operating, capital, and revenue budget without requiring manual spreadsheets or offline compilation.        
•    The system shall provide configurable electronic workflows for budget entry, review, revision, approval, transfer, and amendment processes, including notifications, reminders, and audit trails.
•    The system shall maintain multiple budget versions and scenarios (e.g., base, department request, and executive recommendation, adopted) and allow comparison and reporting of variances between versions.
- Accounts payable
•    The system shall support electronic invoice intake through multiple channels (e.g., vendor portal, email, and bulk upload) to reduce reliance on paper and manual handling.        
•    The system shall support automated invoice data capture to minimize manual key entry and improve processing speed.        
•    The system shall support vendor self-service submission of invoices and supporting documentation directly into the system.        
•    The system shall support decentralized invoice entry and centralized visibility across departments.        
•    The system shall support automated matching of invoices to purchase orders and receipts or service confirmations with configurable matching rules and exception handling.        
•    The system shall support real-time budget or encumbrance validation during invoice entry and voucher creation with configurable warnings or hard stops.        
•    The system shall support recurring, template-based, and bulk invoice entry to reduce manual effort for repeat or high-volume transactions.        
•    The system shall support automated detection of duplicate invoices and validation of common data entry errors.        
•    The system shall support associating invoices with contracts, projects, grants, and funding sources for tracking and reporting.        
•    The system shall allow attachment and retention of supporting documentation directly with vouchers to support auditability.
•    The system shall support automated payment processing through ach, wire, and check methods with secure transmission to banking institutions.        
•    The system shall support electronic remittance advice delivery to vendors and payment inquiry within the system.        
•    The system shall support batch or mass payment processing and multiple payment runs per day.
•    The system shall support management of voids, reissues, manual payments, stale-dated checks, and unclaimed property in compliance with city policy.        
•    The system shall utilize a centralized vendor master shared with purchasing and contracts to eliminate duplicate vendor maintenance and improve data consistency.