Professional Documents
Culture Documents
Specifications
for a
Company-wide
Accounting and
Financials Solution
Page 1 of 72
Table of Contents
General Financial System Requirements 3
General Ledger Security 3
General Ledger Functionality
14
17
19
19
10
20
21
23
Purchasing General
23
Inventory - General
30
33
36
43
45
46
48
59
Budgeting - Reporting
65
66
IT - Application Development
IT - User Interface
68
69
70
70
70
70
Glossary of Terms
72
71
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Requirement
Yes
No
Comments
Yes
No
Comments
Requirement
Page 3 of 72
Requirement
Yes
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No
Comments
Requirement
Yes
No
Comments
Yes
No
Comments
Requirement
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Requirement
Yes
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No
Comments
Requirement
Yes
1
2
3
4
6
7
8
Comparative
balance
sheets,
extract balances for multiple years
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No
Comments
Requirement
Yes
Page 8 of 72
No
Comments
Requirement
Yes
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No
Comments
Requirement
Yes
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No Comments
Requirement
Yes
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No Comments
Requirement
Yes
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No Comments
Requirement
Yes
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No Comments
Requirement
Yes
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No
Comments
Requirement
Yes
Page 15 of 72
No
Comments
Requirement
Yes
Grant year
Page 16 of 72
No
Comments
Requirement
Yes
No
Comments
Yes
No
Comments
2 Accrual
Ability to assign grant dollars
to projects/locations.
1 User defined option
Ability to input costs for a project
submitted by sub-recipients
Requirement
1
2
3
4
5
6
Status of expenditures
Revenues
Encumbrances for the current period
Encumbrances - inception to date
Billings
Payments
Ability to report over several diferent
reporting periods (state, federal, grant
fiscal year, inception to date)
Ability to report matching fund requirements.
Ability to generate Grant audit reports.
Ability to generate request for reimbursement.
Ability to generate reports reflecting
grantor status and updates.
Ability to generate a Grant transaction history
report (reflecting ALL activity for each grant).
Ability to generate cross fund reports (e.g.,
show each revenue sources participation in
regard to a specified project/grant).
Page 17 of 72
Requirement
Yes
1
2
Trial balance
Year
end
and
interim
financial statements
Ability to include grant titles in all reports.
Page 18 of 72
No
Comments
Requirement
Yes
No
Comments
Yes
No
Comments
Requirement
Page 19 of 72
Requirement
Yes No
Comments
Yes No
Comments
Yes No
Comments
Requirement
Requirement
Page 20 of 72
Requirement
Yes No
Comments
Yes No
Comments
Requirement
Page 21 of 72
Requirement
Yes
Page 22 of 72
No
Comments
Requirement
Yes
No
Comments
Yes
No
Comments
Yes
No
Comments
Requirement
Requirement
Purchasing General
Page 23 of 72
Requirement
Yes
No
Purchasing General
Ability to allow departments to view a
complete audit trail for requisitions, open
purchase orders, invoice payments and other
related information.
Ability to generate bid tabulations and store
bid price and quantify bid data for historic
comparison purpose.
Ability to track items that are currently out for
bid.
Ability to provide savings breakdown on bids
and quotes.
Ability to provide a tracking system that can
target bidders performance, including
vendors who consistently do not bid.
Ability to use integrated commodity database
that can sort by class or description.
Ability to provide commodity selection by
commodity number or by name.
Ability to track and manage contracts from
initiation to completion (e.g., update progress
of bids/RFPs, bid process, track start date and
completion date of projects, 1st and 2nd year
of a maintenance contract, contractor
compliance, etc.)
Ability for the system to perform budget
checking during requisition
x
X
X
X
X
x
Page 24 of 72
Comments
Requirement
Yes
No
Comments
Purchasing General
System should display an error message when
an inactive or erroneously cost center, account
number, vendor ID or any other required field
is entered.
Ability to reconcile purchase order totals to
encumbrance totals
Ability to automatically encumber funds
during the requisition process.
Ability to design customized Request for
Quote, purchase request and purchase order
forms
Inquiry/view only screens for
requisitions/purchase orders
Be able to shows status of which items have
been received and/or paid for on partials
Support wild card searches on all data fields.
Multiple data retrieval ability by vendor name,
invoice number, amount, month, year,
purchase order number, commodity and
account code with a user friendly search
feature.
Ability to provide on-line access to open bids,
preferred vendors, contract terms, etc. so the
user knows what options are available.
Ability to enable departments to perform online inquiry to check the status of quotes,
requisitions and purchase orders
Ability to extract information on the PO to the
AP screen.
Ability to automatically flag a fixed asset
request when the purchase request is created.
Ability to interface with bar coding inventory
systems.
The purchasing module should interface with
general ledger, accounts payable,
encumbrance, inventory, project ledger, fixed
assets, and grant administration.
Ability to maintain a stores inventory for office
and other supplies on-line and allow
departments to view the inventory prior to
requisitioning.
X
X
X
X
X
X
X
X
Page 25 of 72
Requirement
Yes
No
Comments
Purchasing General
System should provide multiple addresses for
each vendor (billing, remittance, etc.)
Present user with all addresses associated with
a vendor and allow the user to select desired
the address or make corrections.
Ability to identify vendors who have won bids
and the activity for those bids.
Ability to track vendor performance, quality of
product delivered and timeliness of delivery.
Provide on-line lookup feature for list of
potential vendors.
Ability to maintain master vendor files,
including vendor information and types of
commodity/service they can bid on.
Ability to identify vendors as MBE/WBE.
Ability to enter MBE/WBE vendors at time of
creating purchase order
Ability to create a to be determined vendor
for purchase requests where the initiator does
not know the vendor to be selected.
Allow Purchasing staf to change or update
addresses on the purchase order when
necessary.
Ability to print the DBA name on the purchase
order, not just the name of the individual.
Ability to allow for electronic approval of
requisitions with diferent workflow
requirements for each department.
Ability to sort requisitions by:
date
vendor name and ID
cost center/department
commodity
Ability to split requisition into multiple
purchase order
Ability to combine several requisitions into
one purchase order
Automatic extension of quantity times price to
come up with a total
Ability to split requisitions between buyers
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
Page 26 of 72
Requirement
Yes
Purchasing General
Ability to track the name and telephone
number of the initiator
Ability to automatically assign requisitions to
buyers.
Ability to track buyer workload and be able to
display outstanding requisitions by buyer.
Ability to automatically notify the Purchasing
Department that there are open requisitions
ready to be processed.
The entered by or requestor field should be
automatically populated when the data entry
staf logs on to the system.
Provide on-screen display of a running total of
line items to avoid errors during data entry of
requisitions.
Provide a comments field that has the option
to either print or not print on the purchase
order
Ability to store descriptive information on the
purchase order document, including vendor
name and address, shipping instructions,
special instructions, and a menu of Terms &
Conditions.
Provide a separate screen for notes to
document any pertinent conversations
between the buyer and the vendor. This note
section should be time stamped and should
have security features.
The description field of a purchase order
should have word-wrap capabilities.
Ability to generate single or multi-page
purchase orders
Allow numerous line items to be charged to a
single account and a single line item to be
charged to multiple accounts.
Automatic assignment of purchase order
number (with override ability)
Ability to revise and cancel purchase orders
Need to include ship to address on purchase
order
X
X
X
X
X
X
X
X
X
Page 27 of 72
No
Comments
Requirement
Yes
No
Purchasing General
Ability to create term contracts
X
X
X
X
X
X
X
X
X
Page 28 of 72
Comments
Requirement
Yes
Purchasing General
Prevent receipt of goods or services until
purchase orders have been completed and
printed by the Purchasing Department
Reports on number of outstanding requisitions
and purchase orders
Be able to report on vendor history and
activity analysis
Ability to run year to date reports for vendors
Ability to provide real time purchasing reports
showing goods requested versus goods
ordered and available balances.
Ability to report on MBE/WBE participation.
Ability to provide complete on-line and hard
copy reporting of purchase orders issued and
goods received.
Ability to create customized reports with
report name and description
Online help for report generation.
For all reports, encumbrances should decrease
as purchases are made.
Provide a report whereby the users can select
the number of purchase orders created during
a specific date range.
Provide payment history and status report by
vendor
Provide receiving reports
Be able to report and inquire purchasing
activities by:
vendor name and ID
funding source
by date
ordering site/department
commodity
At a minimum, detailed transaction report
should include the following:
Cost center number and description
vendor number and name
account number and description
check number
purchase order/contract number
requisition number
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
Page 29 of 72
No
Comments
Requirement
Yes
No
Comments
Purchasing General
paid status
check release date
check pickup/mail date
invoice number
invoice date
paid amount
optional parameters
report header (run date, business date,
name of report, parameters selected,
user name, page number, etc.)
Retain our current expense/revenue report
format. At a minimum, the fields should
include:
cost center
account number
account description
carryover (prior year revenue and
expenditure)
ending date (default = fiscal year end
date)
beginning date (default = fiscal year
begin date)
Provide an encumbrance report with flexible
selection criteria. At a minimum, the users
should be able to select by:
date range (not just end date)
vendor name
vendor ID
requisition number
purchase order/contract/blanket
number
dollar amount
status (purchasing stage)
buyer name with phone extension
X
X
Requirement
Yes
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
Inventory - General
The system provides interactive entry,
correction, and reporting of:
Page 30 of 72
No
Comments
Requirement
Yes
Inventory - General
Issues
Receipts
Adjustments
Stock Item Descriptions
Provides the ability to interface with the
General Ledger, Accounts Payable, Purchasing
and Encumbrance modules
Provides a user-defined stock item table.
The system provides the following
information:
Item description
Unit of measure
Order price
Average price
Vendor number
Quantity on hand
Quantity received on orders
Ordered year-to-date
Received year-to-date
Issued current period
Issued year-to-date
Provide lots of character descriptions
Maintains in-house inventory of central
stores items.
Provides an on-line stock catalog.
The system provides backorder requisition
batch maintenance and posting.
Provides a multi-line, free-form area for input
of stock item descriptions.
A detailed credit slip of stock item returns is
available.
Maintains vendor and pricing data.
A warehouse transaction closing program has
been developed to finalize warehouse
transactions each month.
Permits on-line requisition entry at buildings
or remote locations.
Permits the entry of next year or current year
requisitions in batch.
The system provides a stock catalog that the
user can print out.
Page 31 of 72
No
Comments
Requirement
Yes
Inventory - General
Maintains management information such as
cumulative purchases and usage for the fiscal
year.
The system provides a stock reorder listing
which includes all items under the minimum
on-hand quantity or at the reorder point.
The system provides a detailed transaction
history reports for stock items
The system provides a way to purge history
information for stock items with a zero onhand quantity and no activity over a userdefined time period.
Maintains detailed history and summary
reports sequenced by stock number.
Provides the following Warehouse Inventory
reports:
Inventory Catalog Report
Inventory Transactions Report
Reorder Recommendations Report
Stock Item Labels
Departmental Charge Summary
Report
Back Order Items Report
Usage Report
Unfilled Requisitions Report
Inventory Count Report
Inventory Status Report
Inventory Transactions Report
Inventory Obsolescence Report
The system provides an open purchase order
listing which includes quantities of items
ordered, received, canceled, and paid.
Maintains inventory detail reports including
stock number, description, date of last order,
unit cost, number in stock, and usage for
current year, previous years, and annual
totals.
Provides re-order listing of inventory items
when stock is below a user-defined re-order
point.
Allows for back orders.
Page 32 of 72
No
Comments
Requirement
Yes
No
Comments
Yes
No
Comments
Inventory - General
Provides the ability to verify the inventory
account balance prior to filling requests.
Provides the ability to print system-generated
pick-pack slips.
Supports automatic adjustment to quantity on
hand with additions to inventory,
withdrawals, and adjustments.
Provides charge allocation data for supplies
withdrawn from inventory based on the
organization cost center and budget line item.
Provides an audit trail of transactions that are
charged in summary to the General Ledger.
Provides the ability to purge filled/canceled
requests.
Provides ad hoc query to the Warehouse
Inventory System.
Inventory Control - The on-order quantity, on
hand quantity, and cost information should be
updated as a result of entering vendor invoices
for material, if not previously updated on
receipt
Requirement
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Requirement
Yes
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No
Comments
Requirement
Yes
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No
Comments
Requirement
Yes
No
Comments
Yes
No
Comments
Requirement
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Requirement
Yes
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No
Comments
Requirement
Yes
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No
Comments
Requirement
Yes
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No
Comments
Requirement
Yes
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No
Comments
Requirement
Yes
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No
Comments
Requirement
Yes
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No
Comments
Requirement
Yes
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No
Comments
Requirement
Yes
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No
Comments
Requirement
Yes
No
Comments
Yes
No
Comments
Requirement
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Requirement
Yes
No
Comments
Yes
No
Comments
Requirement
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Requirement
Yes
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No
Comments
Requirement
Yes
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No
Comments
Requirement
Yes
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No
Comments
Requirement
Yes
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No
Comments
Requirement
Yes
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No
Comments
Requirement
Yes
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No
Comments
Requirement
Yes
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No
Comments
Requirement
Yes
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No
Comments
Requirement
Yes
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No
Comments
Requirement
Yes
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No
Comments
Requirement
Yes
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No
Comments
Requirement
Yes
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No
Comments
Requirement
Yes
No
Comments
Yes
No
Comments
Requirement
Page 59 of 72
Requirement
Yes
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No
Comments
Requirement
Yes
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No
Comments
Requirement
Yes
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No
Comments
Requirement
Yes
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No
Comments
Requirement
Yes
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No
Comments
Requirement
Yes
No
Comments
Yes
No
Comments
Requirement
Budgeting - Reporting
Ability to produce budget to actual reports online.
Ability to provide centralized monitoring of
spending, budget preparation process, and
available balances.
System has capability to produce
comprehensive management and budget
reporting.
System has capability to produce both
standard and ad hoc reports as well as allow
for the use of standard statistical and logically
functional packages so that research and
analysis can take place.
System has capability to produce internal
reports of an organization unit as well as
government-wide reporting
Ability to allow the comparison of budget
(spending plan) to actual obligations and
expenditures, including a variance and
percentage variance.
Ability to provide variance reports illustrating
budgets versus appropriations versus actual
encumbered amounts to the respective
budgets.
Page 65 of 72
Requirement
Yes
No
Comments
Yes
No
Comments
Yes
No
Comments
Budgeting - Reporting
System must be able to report on cost centers
by the date any budget modification is
received
Reports should have a to and from date, with
the default being our fiscal year.
Need to be able to generate exception reports
or criteria-driven reports (e.g. accounts that
are 75% expended at mid-year)
The system should allow users to run reports
at a high level and drill down to lower levels
Ability to create the final budget document online in its finished form.
Image of invoice, timesheets and other source
documents attached to records and accessible
on-line by drilldown Invoices and time sheets?
Are these usually in budget reporting?
Cost allocation rates can be assigned to specific
range of dates for individual cost centers
and/or other user-defined criteria.
Cut and paste features or easy export to Excel,
Access, or other software programs.
Requirement
Requirement
IT - General System
Ability to interface with multiple systems
internal and external to the individual
departments.
Page 66 of 72
Requirement
Yes
IT - General System
Ability to provide the individual departments
the necessary version control software and
licenses to manage, merge, test, migrate, and
integrate any version/release upgrades of
application software. Departments must be
able to easily merge their changes.
Ability to provide for separate and distinct
environments supporting software design life
cycle phases: Vision, configuration,
development and testing, training, and
production.
Deliver, prior to implementation, the
necessary licenses and software of each
commercially available third party software
application used in conjunction with the
proposed system, database system, system
development support tools, and query tools.
Access any financial database from any
network attached client platform by any user
with the appropriate access authorization
privileges.
Integrate financial database structures as a
uniform and authoritative source of financial
data to all interfacing applications and all
authorized ad hoc query requests.
Provide for systems modules that are fully
integrated with one another to avoid
redundant data entry and which allow for drill
down and hierarchical data summaries
Ability to support purging of individual,
project-specific data from all relevant system
modules.
Ability to incorporate workflow functionality.
Ability to integrate with word processing,
spreadsheet, and database documents.
Ability to attach imaged documents.
Ability to accommodate narrative on selected
screens.
Ability to track documents submitted for
approval and review with a time/date stamp.
Ability to optically image voucher
documentation for later verification.
Page 67 of 72
No
Comments
Requirement
Yes
No
Comments
Yes
No
Comments
IT - General System
Ability to provide automated records
management and/or document management
for logging, routing and electronic archiving of
documents.
Ability to incorporate an audit trail of all
transactions.
Ability to customize fields for proposed or
unanticipated requirements.
Ability to record the status of workflow and
approvals for documents.
Ability to customize fields and look-up tables.
The system must provide an on-line inquiry
access to any transaction.
Ability to meet Year 2000 compliance for all
software and hardware within deadline
constraints including a Year 2000 warranty?
Ability to interface with current desktop OS:
(#) PCs running (list OS)
What is the primary hardware platform for the
software system?
How many people are dedicated to the help
desk function?
How many people are dedicated to technical
functions? (People who write applications,
code, perform database conversions, etc.)
Requirement
Page 68 of 72
Requirement
Yes
IT - Security Control
Ability for employees to charge time to a
specific program or project and specify the
type of work performed.
Support profile based privileges such that
database access privileges may be assigned to
a named individual and collection of users
having the same functional role, class, or
organizational assignment (bureau).
Inhibit display of passwords whenever a user
is prompted to enter a password.
Ability to perform electronic approval and/or
digital signatures for various documents.
Ability to apply security at field, record and
document report levels.
Ability to generate alarms or alerts for security
violations.
Ability to interface or integrated with
Windows 2000 Active directory service
security control
How many people are dedicated to the
function of security, setting up new users,
restriction access, etc. (This includes hardware
and software security)
Page 69 of 72
No
Comments
Requirement
Yes
No
Comments
Yes
No
Comments
Yes
No
Comments
Yes
No
Comments
IT - Application Development
Ability for all fields in the database to be
printed on the pay stub as desired (e.g.,
detailed pay, deductions, and leave balance
accumulators).
Ability to interface with current and future
mail systems: (name it).
Ability to interface or create data warehouse
Engine
Ability to provide report tools for application
engineer for create customized report
Requirement
IT - User Interface
Ability to customize user menus and screens
based on user access authority.
Ability to provide a graphical user interface
(GUI) for viewing information.
Ability to accommodate narrative on selected
screens.
Requirement
Requirement
Page 70 of 72
Requirement
Yes
Page 71 of 72
No
Comments
Glossary of Terms
Term
ASP.Net
Meaning
Active Server Pages.Net
CLR
Common Language
Runtime.
Dynamic HTML
DHTML
HTML
J2EE
JSP
.NET
N/A
SOAP
Web Services
WSDP
N/A
XML
eXtensible Markup
Language.
UDDI
Description
Active Server Pages.Net is a set of technologies in
Microsoft.NET Framework for building web applications
and XML Web Services. ASP.NET pages execute on the
server and generate HTML or XML that is sent to a desktop
or mobile computer.
N/A
A collective term for a combination of new HTML tags, style
sheets, and programming that allows more user interaction.
The language used to create web documents and a subset of
Standard Generalized Markup Language (SGML)
Java 2 Platform Enterprise Edition provides portability of a
single language (Java) over multiple operating systems and
hardware platforms.
Used by MRO, Oracle, Siebel and part of Suns J2EE
architecture for presenting dynamically generated web
content. JSPs are text files written in combination of std
HTML, JSP tags, and Java code.
Supports a wide range of languages but tied to the Microsoft
operating system and Intel hardware.
A key standard for Hansen 8. Provides HTTP/XML based
remote procedure call capabilities for XML Web Services.
UDDI provides a searchable registry of XML, Web Services
and their associated URLs and Web Services Description
Language (WSDL) pages.
Originally designed as part of Microsofts .NET architecture,
and later adopted by J2EE. Focuses on: 1) Using Internet
standard HTTP for transport through fire walls, 2) Uses
XML as standard data format, 3) Provides mechanism for
describing and finding other Web Services. Used to link
back end legacy applications to the web. Unlike Message
Brokers, used by many other Java-based applications, Web
Services provide a direct synchronous connection between
the client and server, rather than an asynchronous
connection through a central hub.
Javas Web Services Development Pack is a toolkit that
allows Java developers to build, test and deploy XML
applications, web services, and web applications, not
required by Hansen since it is native XML.
A standard data format for the Web and emerging as the
common data format at all levels of the architecture
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