Enterprise Resource Planning System Software

The Vendor is required to provide enterprise resource planning (ERP) system that includes a full suite of financial, payroll, human resources, tax and utility billing modules.
- Financial components
1. Accounts payable
• Common vendor master file with the purchasing module
• Integration with core financial modules
• Budget checking functionality on non-purchase order transactions
• Ability to generate required warrants for city and school district
• Ability to create recurring invoice transactions
• Fully functional 1099 tracking and generation
• Catch duplicate invoices
• Works with document management functionality
• Integration with supporting software
• Automatic uploading of invoicing into software by the vendor
• Multiple payment type options (check, ach, credit card)
• Upload capability
• Utility billing tracking and reporting
• Workflow approval
• Ease of closing the fiscal year
• Open receiver report
2. Budget management
• Ability to develop multiple year budgets, 3, 5 and 10-year forecasts
• Integration with core financial modules, as well as human resources, payroll and timekeeping
• Base line budget generation along with what-if scenario and flexible forecasting functionality
• Ability to generate payroll forecasts with what-if scenarios that are linked to both position control and payroll for real-time costing – this can be in the budget, payroll or human resources modules
• Ability to cost multiple contracts based on position and contract provisions/rules
• Ability to present and manage budgets in a variety of formats including program budgeting
• Detail line item by department budget capability (needs assessment into budget)
• Budget presentment for department proposed and adopted budget
• Multiple fund budget capability
• Narrative and table capability
• Workflow for budget approval with open positions and current staff
• Capital project projection
• Replace city’s existing budget management system or integrate
3. Purchasing
• Common vendor master file with the accounts payable module including multiple remit-to
• Addresses
• Budget checking functionality on requisitions
• Ability to house and track multiple-year encumbrances
• Ability to have workflow management process with multiple levels of approvals
• Fully functional encumbrance system that integrates with accounts payable and general
• Ledger and is able to roll balances over into the new fiscal year
• Ability to attach documentation to both the requisition and purchase order, at the time of
• Creation and after being issued
• Capability to add notes to the purchase order, both to the vendor and internal notes
- Human resources/payroll components
1. Applicant tracking/online job applications
• Ability to support the management of all city and school applicants, tracking all required information
• Ability to maintain both current and historical data
• Ability to integrate with position control to tie into open positions
• Seamlessly integrate tracking into the employee records (interview to hire) and onboarding
• Mobile access for applicants in a secure platform
2. Leave management
• Fully functional solution that supports multiple contract obligations
• Ability to support single employee holding multiple positions
• Ability to integrate with other human resources modules, payroll, timekeeping and core financials
• Flexible filtering and querying capability
3. Position control
• Fully functional workflow management solution for an easy configuration for yearly pay increases
• Ability to support single employee holding multiple positions
• Ability to track, support and generate reporting of current and historical data relative to all positions within the city and school district
• Ability to integrate with other human resources modules, payroll, and budget management
4. Timekeeping and scheduling
• Eventually replace city’s existing timekeeping system but integrate for the next 3 years
• Fully functional solution that supports multiple contract obligations
• Ability to support single employee holding multiple positions – charge time to different cost
• Centers or departments in any pay period
• Ability to integrate with human resources, payroll and core financial modules
• Ability to schedule and track various pay types – regular vs over time,
• Ability to schedule and track various pay cycles – weekly, bi-weekly, monthly
• Flexible filtering and querying capability
• Communicate with on-prem timeclock devices
• Provide a secure web-based interface.