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HomeMy WebLinkAbout26 - Instructions - Enterprise Resource Planning Software & ImplementCity of Bozeman Functional Requirements Please use the descriptions below to complete columns E - H on the subsequent tabs. Column A B C D E F G H Response Key - Column E: Response Available Response Y Y-WC N Response Key - Column G: Phase Available Response 1 2 X Indicates input cell for Respondent to supply information. Header Req # Functional Area Process User Story Requirement Response Module / System Phase Comment Description Requirement is met by proposed solution, either out of the box or through configuration. All requirements marked "Y" constitute a binding commitment that the Respondent’s proposed solution will deliver the described functionality as part of the implementation services included in the Respondent’s fixed‑fee price. Requirement is principally and materially met, but with minor, defined limitations, dependencies, or exceptions. Respondent must describe all conditions and impacts in the Comments field that prevent the requirement from being a "Y" response. This response signifies that the Respondent can and will deliver the requirement as part of the contracted implementation scope and within the fixed‑fee price, subject only to the specific conditions explicitly disclosed in the Respondent’s written response. Requirement cannot be met by the proposed solution. Description The Respondent proposes delivering the Requirement the first go-live phase. If the proposed project is full "big bang" implementation, all requirements would be Phase 1. The Respondent proposes delivering the Requirement the second go-live phase. For example, a project that proposes Financials go-live first, followed by HCM would have the Financials Requirements as a "1" and the HCM Requirements as a "2." The effort to deliver Phase 2 shall be included in the fixed fee price. The Respondent proposes delivering the Requirement during a subsequent phase. The effort to deliver Phase X shall be included in the fixed fee price. Description Requirement number The functional areas described in the Process Scope of the RFP The specific process area within a Functional Area Specific requirement the City has for the new ERP system Respondent replies with its ability to meet the requirement The module or system (within the ERP or a third-party system) that will meet the requirement Anticipated phase in which requirement will be met For the Respondent to provide additional context or clarification as needed. For responses of Yes - With Conditions (Y-WC) a comment is required to explain the condition. Attachment 2.1 - Functional Requirements Req # 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65 66 67 68 69 70 71 72 73 74 75 76 77 78 79 80 81 82 83 84 85 86 87 88 89 90 91 92 93 94 95 96 97 98 99 100 101 102 103 104 105 106 107 108 109 110 111 112 113 114 115 116 117 118 119 120 121 122 123 124 125 126 127 128 129 130 131 132 133 134 135 136 137 138 139 140 141 142 143 144 145 146 147 148 149 150 151 152 153 154 155 156 157 158 159 160 161 162 163 164 165 166 167 168 169 170 171 172 173 174 175 176 177 178 179 180 181 182 183 184 185 186 187 188 189 190 191 192 193 194 195 196 197 198 199 200 201 202 203 204 205 206 207 208 209 210 211 212 213 214 215 216 217 218 219 220 221 222 223 224 225 226 227 228 229 230 231 232 233 234 235 236 237 238 239 240 241 242 243 244 245 246 247 248 249 250 251 252 253 254 255 256 257 258 259 260 261 262 263 264 265 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Accounting Accounting Accounting Accounting Accounting Accounting Accounting Accounting Accounting Accounting Accounting Accounting Accounting Accounting Accounting Accounting Accounting Accounting Accounting Accounting Accounting Accounting Accounting Accounting Accounting Accounting Accounting Accounting Accounting Accounting Accounting Accounting Accounting Accounting Accounting Accounting Accounting Accounting Accounting Accounting Accounting Accounting Accounting Accounting Accounting Accounting Accounting Accounting Accounting Accounting Accounting Budget Budget Budget Budget Budget Budget Budget Budget Budget Budget Budget Budget Budget Budget Budget Budget Budget Budget Budget Budget Budget Budget Budget Budget Budget Budget Budget Budget Budget Budget Budget Budget Budget Budget Budget Budget Budget Budget Budget Budget Budget Budget Budget Budget Budget Budget Budget Budget Budget Budget Budget Budget Budget Procure to Pay Procure to Pay Procure to Pay Procure to Pay Procure 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Payroll Time Entry & Payroll Time Entry & Payroll Time Entry & Payroll Time Entry & Payroll Time Entry & Payroll Time Entry & Payroll Learning Management Learning Management Learning Management Learning Management Learning Management Learning Management Learning Management Learning Management Learning Management Learning Management Learning Management Learning Management Learning Management Learning Management Learning Management Learning Management Learning Management Learning Management Learning Management Learning Management Learning Management Learning Management Learning Management Learning Management Learning Management Learning Management Learning Management Learning Management Learning Management Learning Management Learning Management Learning Management Learning Management Learning Management Learning Management Learning Management Process Chart of Accounts Chart of Accounts Chart of Accounts Chart of Accounts Chart of Accounts Chart of Accounts Chart of Accounts General Ledger General Ledger General Ledger General Ledger General Ledger General Ledger General Ledger General Ledger General Ledger General Ledger General Ledger General Ledger General Ledger General Ledger General Ledger Project / Grant Tracking Project / Grant Tracking Project / Grant Tracking Project / Grant Tracking Project / Grant Tracking Project / Grant Tracking Project / Grant Tracking Project / Grant Tracking Project / Grant Tracking Project / Grant Tracking Project / Grant Tracking Project / Grant Tracking Project / Grant Tracking Project / Grant Tracking Project / Grant Tracking Project / Grant Tracking Project / Grant Tracking Project / Grant Tracking Project / Grant Tracking Project / Grant Tracking Project / Grant Tracking Financial Reporting Financial Reporting Financial Reporting Financial Reporting Financial Reporting Financial Reporting Financial Reporting Financial Reporting Financial Reporting Financial Reporting Financial Reporting Financial Reporting Operating Budget Operating Budget Operating Budget Operating Budget Operating Budget Operating Budget Operating Budget Operating Budget Operating Budget Operating Budget Operating Budget Operating Budget Operating Budget Operating Budget Operating Budget Operating Budget Operating Budget Operating Budget Operating Budget Operating Budget Operating Budget Operating Budget Operating Budget Operating Budget Operating Budget Operating Budget Operating Budget Operating Budget Operating Budget Operating Budget Operating Budget Operating Budget Adjustments / Monitoring Adjustments / Monitoring Adjustments / Monitoring Adjustments / Monitoring Adjustments / Monitoring Adjustments / Monitoring Adjustments / Monitoring Adjustments / Monitoring Adjustments / Monitoring Capital Budget Capital Budget Capital Improvement Plan Capital Improvement Plan Capital Improvement Plan Capital Improvement Plan Capital Improvement Plan Capital Improvement Plan Capital Improvement Plan Capital Improvement Plan Capital Improvement Plan Capital Improvement Plan Vendor File Vendor File Vendor File Vendor File Vendor File Vendor File Vendor File Vendor File Vendor File Vendor File Vendor File Vendor File Vendor File Vendor File Vendor File Vendor File Vendor File Requisition Requisition Requisition Requisition Requisition Requisition Requisition Requisition Requisition Requisition Requisition Requisition Requisition Requisition Requisition Requisition Requisition Requisition Requisition Requisition Requisition Purchase Order Purchase Order Purchase Order Purchase Order Purchase Order Purchase Order Purchase Order Purchase Order Purchase Order Bid / Solicitation Bid / Solicitation Bid / Solicitation Bid / Solicitation Bid / Solicitation Bid / Solicitation Bid / Solicitation Bid / Solicitation Bid / Solicitation Bid / Solicitation Bid / Solicitation Bid / Solicitation Bid / Solicitation Bid / Solicitation Bid / Solicitation Bid / Solicitation Bid / Solicitation Bid / Solicitation Bid / Solicitation Bid / Solicitation Bid / Solicitation Bid / Solicitation Change Order Change Order Change Order Change Order Change Order Change Order Change Order Change Order P-Card P-Card P-Card P-Card P-Card P-Card P-Card P-Card P-Card P-Card P-Card P-Card Contracts Contracts Contracts Contracts Contracts Contracts Contracts Contracts Contracts Contracts Contracts Contracts Contracts Contracts Contracts Receiving Receiving Receiving Receiving Receiving Accounts Payable Accounts Payable Accounts Payable Accounts Payable Accounts Payable Accounts Payable Accounts Payable Accounts Payable Accounts Payable Accounts Payable Accounts Payable Accounts Payable Accounts Payable Accounts Payable Accounts Payable Accounts Payable Acquisition Acquisition Acquisition Acquisition Acquisition Acquisition Acquisition Acquisition Acquisition Acquisition Acquisition Acquisition Acquisition Acquisition Acquisition Acquisition Acquisition Asset Lifecycle Asset Lifecycle Asset Lifecycle Asset Lifecycle Asset Lifecycle Asset Lifecycle Asset Lifecycle Depreciation Depreciation Depreciation Depreciation Depreciation Depreciation Depreciation Depreciation Disposition Disposition Disposition Disposition Lease Lease Customer File Customer File Customer File Customer File Customer File Customer File Customer File Customer File Customer File Customer File Customer File Customer File Billing Billing Billing Billing Billing Billing Billing Billing Billing Billing Billing Billing Billing Billing Accounts Receivable Accounts Receivable Accounts Receivable Accounts Receivable Accounts Receivable Accounts Receivable Accounts Receivable Accounts Receivable Accounts Receivable Accounts Receivable Accounts Receivable Accounts Receivable Accounts Receivable Aging Aging Aging Aging Aging Aging Aging Aging Point of Sale / Payment Receipts Point of Sale / Payment Receipts Point of Sale / Payment Receipts Point of Sale / Payment Receipts Point of Sale / Payment Receipts Point of Sale / Payment Receipts Point of Sale / Payment Receipts Point of Sale / Payment Receipts Point of Sale / Payment Receipts Point of Sale / Payment Receipts Point of Sale / Payment Receipts Point of Sale / Payment Receipts Point of Sale / Payment Receipts Point of Sale / Payment Receipts Point of Sale / Payment Receipts Point of Sale / Payment Receipts Point of Sale / Payment Receipts Point of Sale / Payment Receipts Point of Sale / Payment Receipts Point of Sale / Payment Receipts Point of Sale / Payment Receipts Interest Allocation Interest Allocation Interest Allocation Interest Allocation Bank Reconciliation Bank Reconciliation Bank Reconciliation Bank Reconciliation Bank Reconciliation Bank Reconciliation Grant Initiation Grant Initiation Grant Initiation Grant Initiation Grant Initiation Grant Initiation Grant Initiation Grant Initiation Grant Initiation Grant Initiation Grant Initiation Grant Initiation Grant Initiation Grant Initiation Grant Initiation Grant Initiation Grant Initiation Grant Management Grant Management Grant Management Grant Management Grant Management Grant Management Grant Management Grant Management Grant Management Grant Management Grant Management Grant Management Grant Management Grant Closeout Grant Closeout Grant Closeout Position Management Position Management Position Management Position Management Position Management Position Management Position Management Position Management Position Management Position Management Position Management Position Management Position Management Position Management Position Management Position Management Position Management Position Management Position Management Position Management Position Management Position Management Position Management Position Management Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Recruitment Onboarding Onboarding Onboarding Onboarding Onboarding Onboarding Onboarding Onboarding Employee File Employee File Employee File Employee File Employee File Employee File Employee File Employee File Employee File Employee File Employee File Employee File Employee File Employee File Employee File Employee File Employee File Employee File Employee File Employee File Employee File Personnel Action Personnel Action Personnel Action Personnel Action Personnel Action Personnel Action Personnel Action Personnel Action Personnel Action Personnel Action Personnel Action Personnel Action Personnel Action Personnel Action Personnel Action Personnel Action Personnel Action Evaluation Evaluation Evaluation Evaluation Evaluation Evaluation Evaluation Evaluation Evaluation Evaluation Evaluation Evaluation Evaluation Evaluation Evaluation Risk Management Risk Management Risk Management Risk Management Risk Management Risk Management Risk Management Risk Management Risk Management Risk Management Risk Management Benefits Management Benefits Management Benefits Management Benefits Management Benefits Management Benefits Management Benefits Management Benefits Management Benefits Management Benefits Management Benefits Management Benefits Management Benefits Management Benefits Management Benefits Management Benefits Management Benefits Enrollment Benefits Enrollment Benefits Enrollment Benefits Enrollment Benefits Enrollment Benefits Enrollment Benefits Enrollment Benefits Enrollment Benefits Enrollment Benefits Enrollment Benefits Enrollment Benefits Enrollment Benefits Enrollment Benefits Enrollment Benefits Enrollment Benefits Enrollment Time Entry Time Entry Time Entry Time Entry Time Entry Time Entry Time Entry Time Entry Time Entry Time Entry Time Entry Time Entry Time Entry Time Entry Time Entry Time Entry Time Entry Time Entry Time Entry Time Entry Time Entry Time Entry Time Entry Time Approval Time Approval Time Approval Time Approval Time Approval Time Approval Time Approval Time Approval Time Approval Scheduling Scheduling Scheduling Scheduling Scheduling Scheduling Scheduling Scheduling Scheduling Scheduling Scheduling Scheduling Special Pay Special Pay Special Pay Special Pay Special Pay Special Pay Special Pay Special Pay Special Pay Deductions Deductions Deductions Deductions Deductions Deductions Deductions Deductions Deductions Deductions Deductions Deductions Deductions Deductions Deductions Leave Management Leave Management Leave Management Leave Management Leave Management Leave Management Leave Management Leave Management Leave Management Leave Management Leave Management Leave Management - FMLA Leave Management - FMLA Leave Management - FMLA Leave Management - FMLA Leave Management - FMLA Leave Management - FMLA Leave Management - Time Donation Leave Management - Time Donation Leave Management - Time Donation Leave Management - Time Donation Leave Management - Time Donation Leave Management - Time Donation Payroll Calculations & Processing Payroll Calculations & Processing Payroll Calculations & Processing Payroll Calculations & Processing Payroll Calculations & Processing Payroll Calculations & Processing Payroll Calculations & Processing Payroll Calculations & Processing Payroll Calculations & Processing Payroll Calculations & Processing Payroll Calculations & Processing Payroll Calculations & Processing Payroll Calculations & Processing Payroll Calculations & Processing Payroll Calculations & Processing Payroll Calculations & Processing Payroll Calculations & Processing Payroll Calculations & Processing Payroll Calculations & Processing Payroll Calculations & Processing Payroll Calculations & Processing Payroll Calculations & Processing Retro Pay Retro Pay Retro Pay Retro Pay Retro Pay Retro Pay Retro Pay Employee Reimbursement Employee Reimbursement Employee Reimbursement Employee Reimbursement Employee Reimbursement Employee Reimbursement Employee Reimbursement Employee Reimbursement Employee Reimbursement Employee Reimbursement - Travel Employee Reimbursement - Travel Employee Reimbursement - Travel Employee Reimbursement - Travel Employee Reimbursement - Travel Employee Reimbursement - Travel Employee Reimbursement - Travel Employee Reimbursement - Travel Employee Reimbursement - Travel Course Development Course Development Course Development Course Development Course Development Course Development Course Development Course Development Course Development Course Development Course Development Course Development Course Development Course Development Course Registration Course Registration Course Registration Course Registration Course Registration Course Registration Course Registration Course Registration Course Registration Course Registration Course Completion Course Completion Course Completion Course Completion Course Completion Course Completion Course Completion Course Completion General General General General User Story Requirement The system shall support a configurable, multi-segment chart of accounts (e.g., fund, department, program, project, grant, object) with user‑defined validation rules and segment masks. The system shall enable role‑based COA administration with workflow approvals for new accounts, segment values, and structural changes. System shall maintain roll‑up hierarchies (e.g., Department → Division → Program; Account → Object → Category) that are shared by both GL and Budget modules for consistent aggregation System must end date chart of accounts segments and effective date new ones System will set user permissions based on chart of accounts segment (e.g., departmental users can only use certain segments within their organizational area; or authorized IT users can access department's IT account/object) System chart of accounts is flexible to include segments for fund, organizational unit, program/activity, object/account, project/grant, and project sub-segments. System must report on any COA segment or combination of COA segments. The system shall post entries to the general ledger in real time, with full double‑entry validation, error handling, and automatic creation of audit trails (user, timestamp, source). The system shall enable workflow approvals for journal entries based on amount, fund, department, and source, with configurable segregation of duties. System maps data (transaction or summary level) coming from external applications to general ledger accounts in the ERP solution Users entering journal entries can select from a default combination of accounts based assigned to them, or override the default and select from other account segments System has templates for journal entries to support recurring transactions System can copy and re-create a previous journal entry, with ability to update data in journal entry as needed System shall support the import of journal entries into the general ledger, including batch uploads from external systems or files. Imported journal entries shall be subject to system validation, error handling, and an approval and posting processes Authorized users can set thresholds to prevent transactions that exceed budget control based on chart of account segments Authorized users can set threshold rules (below, at, or above budget control) so the system provides warning and/or notification when a transaction exceeds the threshold the accounting segment budget but does not stop the transaction from occurring Authorized users can select which account combinations do not require budget control System enforces fund accounting by validating debit/credit postings against fund‑specific balance sheet requirements and preventing cross‑fund imbalances. System will auto create journal entries for certain transactions (e.g., recording depreciations, interest allocation, etc.) System can create internal service charges from one department to another (e.g., IT charges department for equipment) System provides an inquiry screen to display budget, actuals, encumbrances, balance for any account System supports delegate / back-up approvers if primary approver is out of office The system shall track multi‑fund, multi‑year project/grant budgets, actuals, encumbrances, and commitments, and provide life‑to‑date and year‑to‑date rollups. Users can define multiple funding sources for a project or grant, including setting drawdown priority Projects and grants (open and close) can use different periods than fiscal year, including multi-year projects and grants Pre-existing grants can define templates for new grants (e.g., the same grant is received annually and only need to change amount and fiscal year) System activates or inactivates a grant or project for business transactions, including with effective dating System can notify grant administrators and other users of grant milestones (expiration dates, etc.) at user-defined time periods System prohibits entering of transaction data against a project / grant if the transaction date is outside of the project / grant service date range The system allows users to establish indirect cost rates to eligible grant expenditures for reimbursement calculations, with the ability to apply at to grant at user discretion. The system allows users to establish the multiple basis for indirect costs (e.g., salary + fringe) System allocates expenses to grant as part of local match System allows user-defined budget transfer restrictions Users can define capital and non-capital projects Any type of cost can be associated with a project (i.e., non-capital and capital costs) System can define phases and tasks within a project (e.g., design, construction) System ties a project or grant to a capital asset where applicable System can require project codes for spending in specified GL accounts, such as capital accounts System supports linking projects / grants to time entry system so employees can record time against a specific project or grant Users can view budget to actuals by project or grant System allows budget control at the project, grant, or program level System allows adjustments to a project / grant after it has been closed, and system makes appropriate journal entry The system shall support task/phase/activity structures, enabling coding of transactions at the appropriate project/grant work breakdown level. System provides standard governmental financial statement reports, such as balance sheet, statement of revenues, expenditures, and changes in fund balance, and statement of net position, that are required for the Annual Comprehensive Financial Report (ACFR) The system shall provide real‑time, self‑service dashboards and ad‑hoc reporting with filters by fund, department, program, project, grant, period, and account segment System shall support the export or accessing of data for analysis. Provide in comments support types (e.g., Excel, SQL, PowerQuery, etc.) System allows users to develop custom reports on any field The system shall support budget‑to‑actual variance reporting at multiple levels (fund/department/program/project/grant) with drill‑down to source transactions and attachments The system shall produce year‑end closing and roll‑forward reports, including automated closing entries and encumbrance carryforward System supports perform a "soft" close where I can continue to make accounting adjustments; however, business transactions are prohibited or limited System can limit the types of business transactions that are allowed during a "soft" close period System supports "hard" close the financial period and prohibit financial transactions and accounting entries into a "hard" closed period Authorized users can re-open a "hard" closed period for a user with very limited security role to make an approved accounting entry System will map its chart of accounts to match structure for external reporting requirements (e.g., Montana's Budgetary Accounting and Reporting System), including reporting on time periods that differ from the BZN's fiscal year. Please provide comment on how this is achieved. System provides tools for Schedule of Expenditures of Federal Awards (SEFA) reporting for grants System supports importing of budget and budget amendments from file (e.g., Excel) System supports a multi-year budgeting, including biennial budgeting Departments enter budget requests through system including changes/additions/deletions with workflow approval System supports narrative information or justification along with budget requests (e.g., program goals, challenges, highlights of major changes, line item justification details, etc.) System allows reviewers to provide comments back to users submitting budget requests System provides users to view historical data / trends of expenses over prior years when developing budget System supports pre-population of budget entry fields based on user-defined values (e.g., past budget version, actual expenditures, average of last 2 years, etc.) Departmental budget users can see historical budget submissions (i.e., was this position asked for last year?) Users can note which budget items are recurring vs one-time expenses Budget submissions have a user-defined workflow for review and approval Budget requests can be submitted throughout the year. Can be for the current year, mid-year, or next budget year. With the ability to close or disable budget periods from further modification System allows users to prepare budgets by program (can be across multiple departments or years) BZN can set performance goals / service levels for each program, along with the ability to track performance measures against those goals System supports multiple budget versions / drafts System allows users to compare budget versions, including by line item System maintains history of multiple budget versions Departmental budget users can be notified when changes occur to their submitted budget as administration makes changes The system shall provide position-based budgeting, linking positions to salary, benefits, funding sources, and vacancy assumptions The system shall budget additional pays (hours-based pay codes like holiday pay or assignment pay) and overtime not tied to a person or position, with benefits calculated System allows user to propose new position in proposed budget, which would require appropriate approval process System allows establishing costs of a new position (e.g., computer, uniforms, vehicle, cell phone, training, etc.), including one-time and on-going, that reflect the total cost of a position With changes to salary amounts, system automatically adjusts any benefits/tax amounts System allows for the cost of a position to be allocated to multiple segments of the Chart of Accounts (i.e. organizational codes, programs, projects, grants, etc.) System provides what if forecasting for salary adjustments (e.g., effect of a 2% raise for all non-represented personnel) System provides total cost (salary, benefits, add pays, OT) by position/department/fund/paycode for individual employee groups. System budgets salary with COLA and other individual increases occurring on identified date (e.g., organization wide COLA occurs in October but a step increase would happen for an individual at a different date) with appropriate effective date (e.g., an increase starting July 1 vs an increase starting mid year) System can budget for new positions starting mid year. System calculates total comp cost of accrued leave liabilities (vacation, sick, etc.) to understand potential payout expense and based on user-defined criteria (e.g., how much would it cost to pay out this sick leave balance at 25%) System provides forecasting and revenue modeling tools System allows for operational cost forecasting over the life of a capital asset (i.e., the system supports staff in understanding and developing operational costs for capital assets) System shall support configurable year‑end budget carryforward processes, including the ability to identify eligible budget balances, carry forward approved amounts to the subsequent fiscal year, and post the carryforward in a controlled and auditable manner. Budget preparation system accommodates entering budget detail for a project budget (over multiple years - up to life of project) System supports budget to actual comparisons for personnel and other objects, with the ability to drill into data Budget monitoring includes encumbrance and commitment tracking to accurately reflect remaining available budget System provides alerts and notifications for hitting defined budget thresholds for expenditures (e.g., 90% of budget) System provides alerts and notifications for underperforming revenues (e.g., 75% of budget by Feb.) System allows departments to propose budget transfers within with workflow approval System validates and enforces rule that all budget amendments and transfers must balance (e.g., if moving from one line to another, the net change must be zero) System provides view of historical trends over multiple years by different budget levels (e.g., org, object, etc.) Budget monitoring (e.g., budget to actual) can be done on operating budget, capital budget, and capital improvement plan, as well as by project code System provides automated variance analysis and notifies users when variance thresholds are exceeded Capital budgets can be prepared by project or asset System allows for the reappropriation of funds from one fiscal year to the next for projects with capital carryover and allows for workflow approval and makes appropriate changes to ensure balance (i.e., if project expense is carried over, appropriate revenue should be carried over as well) System supports importing of budget and budget amendments from file (e.g., Excel) System allows departments to develop replacement schedule for capital assets System supports developing up to 10 years of CIP planning System supports multi-year projects, with ability to assign expenses over multiple years (i.e., Year 1 will cost $1M and Year 2 will cost $2M) System allows users to submit projects / expenses for the CIP, which triggers approval workflow System brings forward projects from future years as appropriate (i.e., a project that was in year 4 of the CIP automatically moves into year 3 the next year) System supports application of an inflation factor to CIP projects (e.g., projects can be entered in this year's dollars and system applies defined inflation factor applicable to future years) System supports different inflation factors for different assets (e.g., a vehicle could have a different inflation factor than a construction project) System allows users to identify revenue amount and source System allows users to prioritize CIP requests System shall maintain a centralized vendor master record with tax information, certifications, W‑9s, insurance documents, commodity codes, payment method / information, and effective‑dated status (active/inactive/suspended) System supports a "basic" vendor registration where vendors can register with the City to be aware of opportunities, as well as a "full" registration that requires more information for when vendor is or will be actually engaged in business with the City Certain vendor registration fields can be required while others can be optional System supports vendor onboarding workflows with required documentation, approvals, and automated validation of duplicate records based on configurable criteria System supports parent / child relationships (e.g., multiple subsidiary vendors with same Tax ID) System supports vendor name and doing business as (DBA) name System tracks insurance certificates (including expiration date) and warranty information, with notification for upcoming expirations Vendors can include their commodity, NIGP, and/or NAICS code for the services they provide via dropdown / filter Vendors can register to receive bid / solicitation notifications System allows vendors to update selected fields through a secure vendor self‑service portal, subject to approval rules, including payment information Vendor self service allows users to view status and history of vendor payments, including invoices and related documentation System sends mass notifications to vendors based on user criteria (e.g., send solicitation notice to vendors with certain commodity code) or all active vendors (e.g., send annual confirmation of ACH information) System shall automatically inactivate vendors with no activity after a certain period of time (e.g., if a vendor has no activity for 5 years, system marks them as inactive) System can associate contract(s) with applicable vendor System allows adding forms and/or training for vendor to complete (e.g., how to do business with the BZN or other required forms). Ability to "blacklist" vendors (e.g., vendor owes taxes and cannot do business with the BZN until paid or expired SAM) with justification System can validate vendor Tax ID System allows users to create requisitions with item details, quantities, estimated costs, supporting documents, and coding to funds/departments/projects/grants Requisition initiation pre-encumbers funds System supports multiple accounting code combinations where the item will be purchased System validates requisitions against budget availability, COA rules, fund restrictions, and approval thresholds prior to submission System supports multi-level approval workflows, including routing based on dollar thresholds, department, funding source (e.g., requisition using grant funds will include Grants Coordinator in approval workflow), or commodity category Requisitioners can identify a capital asset during requisition process System alerts users if threshold is reached requiring a formal or informal competitive process based on procurement rules (e.g., dollar amount, commodity, etc.) System allows sole source requisitions that can bypass other procurement (e.g., requisitioner can request sole source purchase that could bypass solicitation requirement) Requisitions requiring quotes can provide justification for selecting vendor System can be configured to bypass the normal approval workflow for emergency requisitions Users can search for commodities or services by NIGP and/or NAICS code entered by vendors Requisitions can be entered without a vendor (e.g., requisition prior to RFP) Users can assign existing contract to requisition, when applicable Users can notate in requisition of using a cooperative or piggyback contract, which would require including attaching copy of existing contract and could be routed to different approvers Authorized user can change chart of accounts code for where purchase is charged, if provided incorrectly, which notifies original requisitioner Users may reject requisitions and request updated information (e.g., request quotes when attached documentation has expired) with comments / justification Resubmitted requisitions (i.e., requisitions that have been rejected and redone) highlight the changes from the original requisition System supports punch out to view an external catalog of items that have been negotiated by organization (e.g., Amazon or Staples corporate account) Users can delegate tasks during out-of-office periods through either default configurations or manual user-defined setup System sets up and manage delivery addresses for agency facilities so the ship to location is consistent, with users able to select approved ship to locations Users can add new ship to addresses, which triggers review and approval System generates purchase orders from approved requisitions, templates, or blanket agreements with configurable numbering Conversion to PO changes encumbrance from pre-encumbrance to actual encumbrance System allows blanket and contract POs with spend limits, expiration dates, and drawdown tracking Vendor changes allowed at the time of PO with justification and user-defined approval rules Purchase orders can be emailed to vendor, automatically or upon prompt, and select attachments and / or message can be added to the email Vendors can be notified via vendor portal of approved PO Standard terms and conditions are included with the PO, depending on purchase type (e.g., materials vs service) Users can update and edit standard terms and conditions upon user input At end of year, authorized users can choose to liquidate, edit, or rollover open POs, including ability to add comments to document change System accommodates multiple bidding processes (Bid, RFQ, RFP), including flagging if solicitation is for a special or restricted fund System provides bid templates, which can be tailored as necessary System supports public dashboard / portal for bid results Vendors can log-on to self service and view all open and upcoming solicitations Vendors can log-on to self service and view all quotes/bids/proposals they have submitted on and view current status and final tabulations Vendors can submit questions, clarifications, requests for information regarding a specific bid to the buyer in the bid/quote/proposal portal, with deadline dates. Procurement can reply to vendor question via bid/quote/proposal portal, either directly to vendor, or post to quote/bid/proposal for all vendors System maintains and tracks all bids submitted in response to solicitation System supports requirements vendors to make acknowledgements as part of submission (e.g., have review all addendums, all information is accurate, etc.) System allows submission of bids up until pre-determined date and time System allows vendors to submit bids electronically through file upload System allows vendors to submit revised bid before bid deadline System allows vendors to remove a previously submitted bid before bid deadline System records time and date of submitted bids System provides tools to tabulate and evaluate bids System supports single scoring / award resulting from in-person evaluation meeting (i.e., award consensus meeting happens without use of ERP tools) System can screen bids failing to meet minimum qualifications and sends notification to bidder System allows Procurement team to define evaluation criteria and weights, if applicable System can rank bids by ability to meet pre-determined criteria, including weighted criteria Users can review all bid tabulation data and any other supporting data that shows how the Department selected the winning proposal System tracks and maintains history of all bids System converts awarded bid to contract or PO System allows creation of PO change orders for quantity, price, funding, delivery dates, or scope, subject to workflow approval and audit trails Change order confirms sufficient budget is available Change orders under user-defined threshold criteria (e.g., increase of 10% or $1,000) can be processed without additional approval if budget is available Change orders exceeding user-defined threshold criteria (e.g., increase of 10% or $1,000) require new workflow approval Users can attach documentation and justification for reason a change order was made System can limit the number of automatically approved change orders a requisitioner can enter in a certain period of time before requiring additional approval Approved change orders send changed PO to originator and vendor System tracks all revisions for audit purposes and update budget encumbrances accordingly System shall integrate with procurement card providers to import transaction feeds, including daily feeds, for reconciliation and coding P-card transactions can default to certain accounting segments by user System allows users to assign P-card transactions to expenditure accounts, if different from default P-card transactions can be allocated across multiple account combinations for which user has permissions System tracks spend by vendor where purchase made on P-Card (e.g., Home Depot), not just by payment to credit card provider (e.g., Chase Bank) Users can attach receipts and documentation to transactions Allocation and submittal of P-card transactions initiates an approval workflow System supports multi-level approvals (employee, supervisor, Department Head, Finance), including designating delegate System notifies users when new transactions require approval Approvers can send comments back to the submitter for correction during the approval process The system notifies users as the statement close period approaches Final approval of the cost allocations results in the transactions being posted to general ledger System maintains a centralized contract master record with unique contract ID, vendor/party details, contract type (goods, services, professional, etc.), effective/expiration dates, total value, amendments, funding sources, and associated COA segments System associates contracts with related PO System supports contract value, not‑to‑exceed limits, and line‑level ceilings, preventing PO issuance or invoice payments beyond authorized amounts. System defines contract periods, including multiple year contracts (i.e., those that span multiple fiscal and/or calendar years). System encumbers contracts by line item or in groups (e.g., project phase, fiscal year basis, etc.). The system allows users to encumber only a portion of a contract or purchase order based on fiscal year System provides document comparison capabilities during contract negotiations (i.e., contract comparison/redlining) System tracks multiple encumbrances against a single contract System tracks multiple payments against a single contract Contract can be put in a disabled state so that it is not open to transactions System tracks service performance against a contract (e.g., milestones and/or deliverables) The system tracks and notifies users of contract expiration dates based on user criteria The system notifies users when certain contract thresholds are being approached (e.g., total contract price, total amended price, etc.) System allows amended contract terms (e.g., contract is extended but a new contract record is not necessary) System supports applying multiple contracts to a single PO Solution supports up to three-way matching System supports receipts at the line-item level, allowing partial receipts, returns, and damaged goods reporting Purchasing can receive and upload an invoice and send the transaction to the Department approver for review and invoice processing System allows department user to receive and upload an invoice and other documentation into the solution System allows partially receiving goods and services (i.e., may only receive a portion of an order, so need to track what is still owed or update PO to note certain items will not be received and relieve encumbrance) System shall allow electronic invoicing, including vendor portal uploads and automated OCR capture for AP document The solution tracks the balance and status of open purchase orders Initiation of payment processing initiates approval workflow Users can initiate a direct payment without a PO (e.g., reimbursements, stipends, etc.) Creation of direct payment initiates approval workflow Users can apply a credit memo against a payment System tracks the balance of a credit memo Each credit memo shall store and enforce a Department Owner (from the chart of accounts segment or a dedicated field) derived from the original charge distribution or explicitly assigned at credit entry (i.e., if Department A receives a credit memo from a city-wide vendor, Department B cannot apply the credit memo) System supports multiple payment types to vendors (check, ACH, AP P-Card) System issues a positive pay file for the bank, including updating if payments are voided Authorized users can cancel payment and the solution makes all correct accounting entries to reverse payment, including contract balances System allows authorized user to void check and re-issue payment System allows department user to request a void or cancel payment through workflow System supports Optical Character Recognition (OCR) for invoices System supports batch processing of payments, as well as immediate payments System produces an itemized list of disbursements for Commission ratification System provides aging of invoices received (report or dashboard) System creates an asset record, which can put asset into service when record is created or at a later date (triggering approval workflow) System records capital asset acquisitions by capturing cost, funding source, asset category, useful life, acquisition date, and related project or grant information at the time of capitalization System flags purchases (requisition or PO) as an asset to be tracked, for which different approval workflows can be configured based on the asset type (e.g., a purchase of computer equipment would require IT's approval) Users can create default categories of asset type (e.g., vehicle, IT equipment, etc.) Users can set standard useful life by asset type, as well as the ability to override the useful life if different from standard System has an acquire date and an in-service date, and depreciation will only begin from the in-service date) System supports work in progress for assets (e.g., a $50k vehicle arrives and is outfitted with $10k equipment, so system begins depreciating full value when fully outfitted vehicle is in-service) The system can identify / flag the funding source of the asset (e.g., grant funding source) System creates parent/child relationships for asset records Asset record can have insurability flag to identify items that need to be insured System can generate an asset tag number or one can be manually added/created (e.g., serialized number, other identification number) when the item is received Assets can have multiple asset tag or identification numbers (e.g., serial number, asset tag number, grantor asset number, etc.) System tracks controlled assets (e.g., items to be tracked but not capitalized) System can assign capital and controlled assets to employees and asset custodianship is noted in employee’s file Employee can acknowledge receipt of asset that has been assigned to them (virtual “sign off” that asset has been received) Users may add supporting documentation to the asset record (e.g., pictures, warranty information, etc.) System can record donated assets, including setting a fair market value of the donation System maintains a complete, audit‑ready lifecycle history for each capital asset, including acquisition, improvements, transfers, reclassifications, impairments, depreciation adjustments, and custodian (if applicable) System supports integration with the external EAM system to receive asset condition updates, maintenance‑related valuation changes, custodian, and asset status (active, inactive, pending disposition), including GIS/location information Users can update the asset record with transactions or supporting documentation, including photos System facilitates annual inventory for capital assets System supports assignment and tracking condition of an asset System notifies select users (e.g., risk management) of any changes during the inventory validation process System provides tools / analysis to provide asset lifecycle costing to assist in budgeting and capital improvement planning System calculates depreciation using configurable methods (e.g., straight‑line, declining balance) and schedules tied to asset class and useful life Authorized users can configure when depreciation of an asset begins (e.g., acquisition date, in-service date, etc.) Authorized users can choose groups (e.g., function) or classes of assets to run depreciation System generates monthly, quarterly, or annual depreciation runs with automated posting to the general ledger System allows user to run depreciation on a single asset record Users can view the value of the asset after depreciation Users can view the accumulated depreciation of an asset since being placed into service System allows adjustments to depreciation (e.g., mid‑year changes, impairments, improvements) with full audit history and recalculation logic Authorized users can initiate the disposition or transfer of an asset, which requires approval workflow, which can be configured by asset type or value System automatically calculates gain or loss on disposal and post appropriate accounting entries to the general ledger Asset remains in the system, with all asset activity, after disposition for historical records retention System can record non-cash value received for disposed asset (e.g., trade in value) System maintains a centralized register of all leases and subscription‑based IT arrangements (SBITAs), including key terms such as commencement date, non‑cancelable period, options, payment schedules, and asset descriptions System supports classification of agreements as lessee, lessor, or SBITA based on GASB 87 and GASB 96 criteria through configurable rules and validation prompts System maintains a centralized customer master record, including customer type, contact information, billing address, and taxpayer ID System supports multiple bill-to and ship-to addresses per customer, with effective‑dated changes and audit trails System validates new customers against configurable duplicate detection rules (name, address, tax ID) System supports parent/child relationships and associated accounts for customers Data fields can be required in customer file (e.g., email) System autogenerates customer number / unique ID System allows assigning of customer type, including a single customer having multiple types System provides decentralized creation and updating of a customer record, which initiates an approval workflow System supports customer status controls (active, inactive, delinquent, restricted) with rules restricting billing or transactions based on status Customer records become inactive after determined amount of time System supports integration with Bozeman GIS system (ESRI) to tie customer to Bozeman property data, as applicable System shall support mass notification of customers by customer type (e.g., email) System creates on‑demand miscellaneous invoices using configurable templates with itemized charges, taxes, fees, and supporting descriptions A single invoice can have charges for multiple accounting lines, as well as supporting defined allocations for invoice charges System supports recurring miscellaneous bills with user‑defined intervals, start/end dates, and automated generation Recurring invoices can include setting rate escalations, effective dates, and expiration dates System allows attaching supporting documentation (photos, inspection reports, agreements) to individual invoices System provides voiding, adjusting, or rebilling invoices (including adding/removing fees and penalties) with full audit history and workflow approvals System will email invoices to customers, including adding selected attachments System allows customers to carry credit balance, and balance can be applied to future invoices System supports issuance of refunds and automatically makes related accounting entries The system must automatically reverse an invoice's original accounting entries when the invoice is cancelled by a user System generates statements that show account history of bills and payments for a customer System supports special improvement district loans that are tied to properties for annual billing (e.g., properties in defined area are assessed a special assessment for an improvement that is to be paid off over 20 years) with annual bill due in two installments Generated bills can be required to be paid in full or split into multiple installments System supports paying off of loans (e.g., property special improvement district loans or any loan type) early Creation of a receivable makes the appropriate accounting entries System can create receivable for grant reimbursements System maintains AR balances by customer, invoice, fund, revenue type, and GL account, with real‑time posting to the general ledger System allows creation of payment plans with configurable terms, interest/penalty application, and delinquency rules System can record the payment for miscellaneous receivable System can record the payment for grant receivables System supports multiple payment methods (cash, check, ACH, credit card, lockbox, online portal) and apply payments to invoices via automated or manual matching Receivable revenue can be allocated across accounting segments System will allow applying partial payments to invoices, which then remain as open ARs Billing statements include any partial payments that have been made (e.g., original invoice was $100 and customer paid $45 on 6/3, statement would reflect $45 payment information and $55 remaining balance) Full payment of invoices relieves receivable by making appropriate accounting entries User can search open receivables to determine where to apply unapplied revenue System will import summary receivable / invoice data from third party systems and create receivable in ERP in order to have a single source of record of all receivables Users define delinquencies based on user-defined time frames (e.g., 30 days, 45 days, etc.) by type of receivable System supports query of delinquent invoices by duration (e.g., show all invoices 30, 60, or 120 days past due, including dashboard to view invoices by days delinquent) Users can add comments to the AR file, depending on role related to AR / account (e.g., left a voicemail for customer on 12/5, reference letters for insufficient payments, etc.) System can apply penalties based on type of receivable, duration of lateness, or ad hoc System creates dunning notices (email, print, SMS) based on aging rules, customer type, and outstanding balances Users enter request for write-off with reason, which initiates approval workflow Approvers can enter reason for approving or denying request for write-off. Write off approval makes appropriate accounting entries The system has a point-of-sale (POS) application POS application is compatible with desktop, tablet, and mobile devices System supports static and dynamic fee schedules System supports one payment to be applied to multiples invoices System supports multiple payment types (e.g., cash and check) on a single invoice POS supports swipe, chip, and tap credit card payments at POS, including mobile wallets Users can search accounts receivable with a customer identifier, description, or dollar amount The POS application allows users to set the accounting string for revenue types Allow for multi-line descriptions to be entered on each receipt System records payments against open receivables The POS application sends to the ERP a daily summary of revenue collected ("deposit record") by accounting string and revenue type (cash, check, credit card), as well as has the ability to print the summary Departmental users can create a deposit “record” of collected money by type (cash, credit card, check, etc.) outside of POS with appropriate accounting strings that can be submitted to finance for review and approval System can ingest daily deposit information from other / secondary point of sale systems to create a deposit record The creation of a deposit record initiates an approval workflow, which is approved by a reconciler Approval of deposit record by Finance posts deposit information to correct account(s). System allows voiding a receipt through proper security, including partial payments System allows refunds to be issued through proper security, including partial refunds Registers can be balanced by individual register, user, or group / location System supports cashier audit capabilities Users can print receipts at POS, and reprint receipts at a later date from initial transaction System can accept or facilitate the acceptance of online payments System records interest earnings from bank statement import System calculates interest allocation by investment balances and allocate to appropriate accounting segment System supports pooled cash accounts and allocation of interest earned System posts general ledger transactions for interest revenue based on accounting segment System supports standard back file imports (e.g., BAI2, NACHA, ISO 20022 XML, etc.) System matches bank statement transactions to the general ledger using configurable rules and tolerances System clears checks automatically based on bank file data, and create list of outstanding (uncleared) checks System automatically reconciles transactions and notifies users of exceptions / discrepancies System supports to batch clearing ACH payments System can process canceled checks from bank file and create list of outstanding checks A grant record can be created to record all attributes of the grant, including but not limited to award date, amount, years, eligibility rules, performance metrics, and tracking all expenditures (personnel and purchases) related to the grant in a single place System supports creation of a grant record at the pursuit phase, even if the entity does not end up receiving or executing the grant System supports tracking hours and costs related to a grant pursuit New grant records are routed through user-defined approval workflow, with ability to attach grant documents for review (e.g., contracts, MOUs, etc.) Users can upload signed contracts, MOU, amendments and other documentation to the grant record Grants team can create new grant specific accounting codes (fund, grant, project, etc.) that are routed to Finance for review and approval Grant fund accounting codes can be set with an effective date, where end date can be updated if grant is extended. Grants Administrator can allow access to time codes / project codes to specific staff (by individual, division, or department) so staff have them available to enter on time sheets Positions can be funded (in full or as part of allocation) to a grant funding source and that funding can be time limited Position funding allocation can be set for grant (e.g., position is 50% grant funded and 50% local funded) System supports creation of task / activities lists within the grant record that can be assigned and tracked System supports use of pre-existing grants to define templates for new grants System supports monitoring and tracking of grant matching funds (personnel or expenditures) The system allows users to establish rates to calculate indirect costs The solution calculates indirect costs associated with any grant based on defined rules and makes appropriate accounting entries The system supports recurring grants and supports managing different fiscal years of the same grant System supports subrecipient award types where City is the grant administrator Grants team can monitor grant budget (actual expenditure and encumbrances) If funding from grant is used in time entry, a purchase requisition, or a P-card transaction, Grants can be included on the workflow approval System notifies Grants team of user-defined grant milestones (e.g., expiration dates, etc.) Grant administrators can define periods when grant account is open for transactions, and option is made unavailable if grant period is closed to transactions Budget transfer restrictions can be set for grant funds System provides tools for managing and tracking grant reimbursements due to BZN (e.g., a grant AR) System provides notification when approaching budget thresholds, including personnel budget, including individual employees working on the grant (e.g., grant may allow up to $20k per employee) Notification to users when grant year is coming to an end (e.g., 60 days prior to end of grant year) Grant managers can identify assets (capital and controlled) purchased with grant funds, including viewing any assigned asset tag numbers System supports conducting physical inventory of grant-funded capital assets every 2 years, as required by law. Assets can be tied to the grant record, either at the time of purchase or manually, to support reporting of all assets purchased by a certain grant System notifies Grants staff when grant-purchased capital asset begins a disposition transaction System supports management of subrecipient grant awards The grant record or fund can be closed so no items can be purchased or time allocated to that grant account but the record remains available for reporting and reference The closing or deactivating of a grand record automatically removes it from the relevant accounting segments The system has tools to support and develop reports in compliance with 2 CFR Part 200 reporting requirements System shall maintain a position master with effective‑dated attributes (classification, FTE, bargaining unit, funding source, cost center, location, supervisor) and a unique position ID separate from the employee record, with the ability to include notes on position All positions are tied to job classification / profile System allows multiple positions in each job classification / profile System can create and track a ‘staffing plan’ that tracks requests for new positions or position reclassifications, along with an approval process and communication of results to stakeholders System can create and track a 3-year staffing plan for future planning Departments can request new positions or position reclassifications mid-year using the same or similar request forms/process, the results of which would be incorporated into subsequent staffing plans System can manage overhire requests that must be approved by workflow System creates and stores job profile information (description, requirements, etc.) “templates” which can also be used in recruitment process / job posting Individual positions can have multiple funding sources (e.g., general fund and grant fund) and funding allocation can be configured System supports workflow approach for new positions and re-classifications New positions and re-classifications are effective dated Job class / profile can be activated or de-activated System maintains a searchable history of job classifications / positions and related details even when position is inactive, including a comments field System provides organizational hierarchy management, allowing effective‑dated reporting lines and exportable org charts System can apply mass changes to positions and job profiles (e.g., reorganization, salary changes) System provides annual salary adjustments, individually or by group (e.g., position type, bargaining unit, salary schedule, etc.) based user-defined criteria (e.g., annual date, anniversary date, etc.) System provides full cost of position (salary, benefits, fringe, etc.) by individual or unity, with ability to compare to budget for position Position / Job Classification can have certification, training, education, or other requirements System allows for development of position curriculums for the education, trainings, and licenses needed to advance into position (e.g., to move from Streets Operator I to Streets Operator II requires the completion of certain trainings and licenses) System tracks the number of vacancies across the organization, including by organizational units, and provides vacancy reporting System can assign and track special assignment with end date Security permission tied to position / role Security permission default based on position Users can set earliest hire date (e.g., ability to add to staffing plan at beginning of year, but position cannot be hired until April 1) System routes job requisition through workflow configuration for proper approval prior to posting System creates user-defined task list and notifies internal stakeholders of tasks to complete upon approval of job requisition System supports multiple applicant templates / forms based on job classifications System supports changes to templates for individual requisitions, including additional questions, reference information, and other parts of the application (i.e., authorized users can modify application template) Systems provide single location to view entirety of application materials, EEOC data, additional application questions. Recruiter is able to check on status of job announcement (i.e., draft, approved, posted, applications received, days until closing, etc.) System can post job announcements to external job boards through established integrations (enter in comments which ones, e.g., Indeed, LinkedIn, etc.) System has an online applicant portal for users to create profiles and apply to jobs System allows applicants to apply for a position without creating a profile System reviews for duplicate profiles using multiple criteria (email, name, phone, etc.) Existing employees can sign up to receive job posting notifications, internal and external System allows applicants to view application history and status If logged in to recruitment portal, applicant can apply to multiple jobs without re-entering information, including contact information System can parse resumes and import to application / profile fields Recruiter can forward existing candidate profile to another job requisition keeping entire candidate profile intact (i.e., when forwarded all candidate information, data, and attachments are retained) Applicants can upload files to web application (resume, certification, etc.) System supports various applicant questions (Example: multiple choice, free form, upload) Systems can auto-screen user-defined application questions and flag for review (e.g., if applicant answered No to, "Are you eligible to work in the United States?") System accommodates EEOC questionnaires and tracks all EEO information System sends automatic notification to applicant when application is submitted System sends notification to Recruiter when applications submitted based on configured rules (e.g., notification sent for each application, when posting closes, or other user-defined period). System allows Recruiter to send emails to applicant throughout every stage via templates and also customizable email System can flag applications it determines ineligible based on key questions (e.g., years of experience, minimum education criteria, etc.) for Recruiter review System identifies applicant as past employee (eligible for rehire notifications) System identifies applicants on the do not hire list, including duration of do not hire established (e.g., indefinite, 1 year, 3 years, etc.) System identifies internal applicants System can score / evaluate applicants' responses to questions based on user criteria for Recruiter to review and make final determination System provides scoring rubric for authorized users to review application materials and compare/score against user defined scoring criteria System can suggest candidates to be elevated to candidate pool System allows authorized users to elevate applicant to eligibility list / department review System allows authorized users to enter reason for adding/removing applicant from eligibility list System allows recruiter (and designated personnel) to view only eligible applicants System allows authorized users to invite eligible candidates to interview System supports authorized / designated users to set interview availability dates / times (i.e., hiring team member can set their interview availability within system) System allows invited candidates to select interview times from hiring team availability dates / times Authorized users are able to edit interview schedule at any point in process. System updates hiring team availability dates / times when candidate selects interview time System adds Outlook appointments with interview team when they are scheduled with candidates System will generate interview / appointment reminders to applicants and hiring managers, including ability to include links and attachments System automatically redacts or hides certain candidate information for evaluators (e.g., EEO information) based on user-defined criteria System allows authorized users to redact or hide certain candidate information not done automatically System allows interviewer(s)/evaluator(s) to complete candidate evaluation within system (e.g., scoring, provide feedback, review, rankings of candidate interview) System can rank applicants based upon scores obtained on selection procedures (interview, physical test, etc.) Systems allows for "preference" points for candidates (e.g., addition 5 points for veterans) System allows for attachments to be appended to application (e.g., test results) that can be compiled into an applicant packet for supervisor review System allows recruiter to extend offer to preferred candidate System can generate a conditional and final offer letter based on job description and requirements Applicants can respond to (accept/reject) the conditional and final offer within the system System will notify HR when candidate accepts or rejects an offer System can recommend open positions to applicants based on job requirements and candidate profile System allows authorized users to search job profiles based on criteria (e.g., skills, trade certifications, education, etc.) System only allows EEO information to be seen by eligible users (age, gender, etc.) System provides reports and history of EEO information in user-defined format to authorized users System allows recruiter to send system-notifications/communications to applicant, including maintaining log of communications System will notify applicant when a position has been filled, closed, or the applicant will not move on to next phase System provides configurable, ad hoc reporting and dashboard capabilities for the applicant tracking lifecycle, enabling users to analyze recruiting activity, efficiency, and outcomes across requisitions, candidates, and hiring stages. HR managers can maintain a pool of eligible candidates within the system for applicants that were not hired for a position System can provide restrictions for candidates who can not apply for given periods of time (i.e. three years) based on certain test results System generates reports off of applicant data (e.g., number of female applicants, etc.) System provides mobile access to applicant portal and related functionality System allows communication to applicant via text message System provides dashboard with details on current and future vacancies and recruitments System can integrate with background check provider (list which providers you integrated with in comments) Background check records can be integrated into employee file System provides framework for user-defined Reference Check forms to be sent to references Authorized users can define a start date for new employees Authorized user has the ability to change start date System generates role‑based onboarding task lists for the new hire, hiring manager, HR, IT, Facilities, etc. with due dates, reminders, completion tracking, and ability to upload documents to task items Onboarding checklist can be different based on user criteria (department, job class, etc.) System supports e‑forms and e‑signatures (I‑9, W‑4, policy acknowledgments) and route documents to the employee file upon completion Authorized users can assign assets (e.g., security card, cell phone, etc.) to the employee System allows hire/accrual dates distinct from service dates and apply rules to leave eligibility and benefit waiting periods Hiring of candidate converts applicant profile to employee file Configurable landing page for employees with announcements, information, links, internal postings, etc. System supports effective‑dated updates (name, address, emergency contact, position, funding, salary information) with full audit history. New data must be in addition to older data, not override older data. System allows self-service updating of information (e.g., address), including workflow for items that require verification (e.g., birth certificate) System tracks history of employment, including positions held, transfers, duration in each position, and rehires Employees can have employment status (e.g., full-time, part-time, on leave, etc.), which can impact pay Employees can be assigned group code/identifier (e.g., union benefit eligible), which may impact benefits or other payroll characteristics System tracks probationary period / trial period for new employees and promoted employees System tracks continuous service by date or by hours worked Employee file includes all assets assigned to employee Performance evaluations, disciplines, and other personnel actions recorded in the Employee File System tracks employee skills, competency information, certifications, and licenses, including by effective date / expiration date, and provides notification to employee and other defined users of pending expiration dates System allows employee to add skill or certification, including uploading attachments, which can trigger workflow review and approval System can track certifications / licenses / skills that affect pay, and integrate that information with payroll Completed BZN trainings are automatically added to employee file Sensitive information only able to be viewed by certain roles During offboarding, HR can designate employee has eligible or ineligible for rehire System allows authorized users to add historical information to employee files (e.g., previous personnel evaluations) System allows authorized users to view historical information in employee files (even if they were not the supervisor at the time of creation) Employee file is separated into different sections (personnel, payroll, medical, background, I-9), with access restricted by section System supports categorization of documents appended to employee file (e.g., discipline, FMLA, ADA, etc.) Certain attachment types can only be viewed by authorized users (e.g., supervisor cannot see FMLA-categorized documents). System provides a unified Personnel Action workflow (promotion, reclass, add‑pay, transfer, leave status changes, FTE changes, separation, etc.) with effective dating and workflow review and approvals Personnel actions can be executed at the individual employee or a job class (i.e., mass changes) Temporary assignment can be assigned via personnel action Personnel actions can have different workflow approval based on action type or employee type Comments can be added to any rejections or approvals of personnel actions System allows personnel actions and salary changes at any date (mid pay period) and prorates changes correctly Approved changes to employee pay rates (e.g., rate, specialty pay, incentive pay, etc.) are automatically updated in payroll Any actions that affect historical pay automatically trigger a retro pay process System can send notification reminders when employee has met requirements for step advancement Departments and employee are notified when certain personnel actions are processed and approved (e.g., terminations) Employees can submit resignation through the employee self-service portal, including selecting their last day, which triggers workflow / review System can create blackout dates for last day worked based on holiday schedules (e.g., last day of work cannot be a City holiday) Offboarding task lists can be created and tasks required to be completed as part of the separation process which can be configured based on type (voluntary v. involuntary) The solution calculates final payout based on effective termination date During the resignation / termination process, system will inform employee of critical information(e.g., expiration of their benefits, etc.) System maintains history of all personnel actions, including dates applicable to action and maintaining all attachments for individual personnel actions System can set status as inactive or active (or benefits only), but this status does not affect the position (i.e., an inactive employee’s position is still filled (not vacant)). System provides multiple evaluation templates (annual, probationary, monthly/daily for certain roles) with configurable rating scales and competencies Evaluations can include job requirements from job profile, as well as customized entries, in evaluations System provides workflow routing to employees and supervisors, including due‑date reminders The system has the ability to allow supervisors to keep a journal of employee actions, disciplines, accomplishments throughout the year that would then be accessible when completing the performance review System supports employee self-evaluation for Supervisor consideration System allows employees to acknowledge receipt of performance evaluation, which can include a "refuses to sign" option System allows evaluation results to trigger downstream personnel actions (merit increases, performance improvement plans, training assignments) System has the ability to set up performance improvement plans (PIPs) PIPs include actional tasks / goals for future evaluation PIPs support an evaluation duration (e.g., check in on PIP in 3 months) System supports ad-hoc goal setting (can be initiated by employee, supervisor, or HR) Goals can include tasks or activities that can be reviewed after a user-defined duration System maintains an audit log of performance management and corrective actions (e.g., discipline, performance improvement plans, etc.) New managers are able to view employees' evaluation history Performance evaluation aligned with current supervisor (i.e., if an employee gets a new manager, that manager then becomes responsible for the employee's evaluations) System supports an incident "case record," which can be leveraged for different types of incidents (e.g., injury, FMLA, property damage, etc.) Case supports creation and use of tasks or activities checklist that can be configured based on case type System supports notifications to certain worker types when certain criteria of case change (e.g., notification sent to supervisor when employee status changes from No Duty to Light Duty). Case records can have different statuses (e.g., open, pending, closed) Case record can be configured with user-defined fields, including narrative and supporting attachments Case record can be work flowed to different users for review / action Administrators can attach documents to case file Case records can be associated to employee file with appropriate approval workflow System can limit view of information and documents based on user permissions. System supports notifications to user groups depending on the case type (e.g., if case involved BZN vehicle, Fleet would be notified, but if case was damage to a building, Fleet does not need to be notified). System supports injury tracking and reporting aligned with OSHA reporting standards and requirements Authorized users can define multiple benefit plans and deduction amounts Premium pricing tables can be uploaded into system, with ability for manual overrides or updates as necessary Authorized users can define multiple benefit groups (e.g., retirees) Benefit eligibility can be set by user-defined criteria (e.g., FTE classification, hours worked, etc.) The system ensures that linked benefit programs are automatically updated based on user-defined rules (e.g., removing wellness credits if an employee is not enrolled in medical benefits). System allows narrative content of benefit offerings, along with attachments Users can configure COBRA events and integrations for transmitting COBRA data System supports "backdating" enrollment to make retroactive deductions Authorized users can 'extend' benefit coverage & deductions though user-defined date upon termination events Employees can view current enrollment elections Employees can review historical benefit coverage and elections System calculates and processes ACA tracking and eligibility, including completing required IRS forms System supports configuration and processing of 1095/1094s System sends the new enrollment data to benefit provider on a user-defined frequency basis The system supports monthly benefit payments to vendors, regardless of the number of pay periods in a given month System provides custom forms for employees to complete (e.g., Bozeman provides gym membership benefit but employees have to complete form -- would like form to be digital) System determines employee eligibility for open enrollment and only offers eligible benefit packages to employees through self-service Authorized user can configure benefit coverage start and end criteria, including when payroll deductions start and end Systems defines the open and close period for open enrollment Employees not entering self-service have previous selections applied to next year (except flex spending) for open enrollment Employees using self-service can re-select all benefit elections Employees using self-service can confirm existing benefit elections (selections from previous year are carried over) System cross validates enrollment information based on user defined rules (e.g., cannot enroll in family plan if don’t have dependents, or can’t enroll in HSA if not on high-deductible plan, etc.) Approved benefit elections are automatically updated in payroll after open enrollment closes or after life event (i.e., once an employee makes an election, the deductions for those benefits begin automatically based on effective date without duplicate entry) Employees can make benefit elections changes after qualifying life event through self-service Changes made through self-service are routed through workflow for approval by benefits office with notifications System can require attachments for certain type of benefit elections or changes (e.g., proof of coverage if declining coverage, birth certificate for adding new child to plan, etc. Benefit elections / changes can be done at time during the month (i.e., changes do not need to wait until a specific week or period) System can accommodate integrations with benefit providers (e.g., supplemental insurance, retirement / savings, etc.) where employee makes election on third-party site and deduction information is communicated to agency and deductions automatically changed accordingly. Employees have access to benefits election summary to understand benefits enrolled in Summary of benefits elections chosen at open enrollment and any other benefits changes are sent to employee payroll file The system supports retiree enrollment through the HCM system Employees can enter time in system by punch in / out via computer, mobile device, or time clock hardware System supports configurable geofencing rules (e.g., for callouts, employees can clock in at home outside of geofence restrictions, but geofence restrictions are in place for clock in for regular shift work) Employees can enter time manually Employee groups can be set up on exception-based time entry (i.e., standard hours are auto populated and employee only change time if exceptions) Employees on a schedule have their schedule auto populate time entry, with ability to amend before submitting Scheduled leave auto populates in time entry System sends alerts/notifications to managers when an employee scheduled to work misses a punch-in based on configured rules System allows Admin/Supervisor or designated user to enter time on behalf of employees, with audit log Employees can allocate time to different accounting segments for which they have permission Authorized users can set default allocations of accounting segments for employee time Employees can select different pay code types for hours (e.g., regular, on-call, acting, etc.) Authorized users can set maximum thresholds for paycodes (e.g., once an employees has reached maximum of comp time, system prevents user from entering comp time as a pay code) Employees can add comments to time entries Payroll can create & maintain time validations causing the system to generate error notifications and prevents submission if requirements are not met (e.g., number of hours entered for pay period is insufficient or excessive, not eligible for OT, On-Call, etc.) System can automatically calculate time validation rules based on employee group and configured time entry rules (e.g., OT, shift differential, holiday pay, etc.) System prompts employee to make selection of OT or comp time when employee is eligible based on employee group / time validation rules Employees and supervisors are notified to submit time sheet based on user-defined rules (e.g. 24 hours before, 6 hours before, etc.) System can round recorded time based on a defined minimum increment (e.g., quarter hour) System needs to support shifts and related overtime for shifts that extend across the end of pay periods (e.g., a shift may end at 8AM on Monday and they pay period closes on Sunday, and any overtime that is worked past 8AM that Monday should apply to the original pay period week) System supports minimums based on pay code (e.g., if a officer has to go to court outside of normal working hours, deputy is guaranteed 2 hours, however if court pay / project code is during normal working hours, only actual hours apply) System supports effective‑dated pay codes and time reporting codes with configurable eligibility and usage rules System allows employees to submit changes to already processed pay periods (retro pay), which triggers workflow review and approval and kicks off retro pay process System interfaces with third-party scheduling software (public safety) to eliminate dual entry of time cards (i.e., the time entry system accepts time data from scheduling system) System supports multi-level time approval workflows based on the employee’s department, workgroup, or assignment, with automated notifications and escalation rules System provides notification to supervisor when time sheets are submitted Supervisor can send a timesheet back to the employee for correction with comment Supervisor can correct time sheet (hours, accounting segment allocation, pay code type, etc.), which can trigger notification to employee Supervisors can approve time entered at any time during the pay period for the days time has been entered, but time not submitted for payroll until the final approval at the end of the pay period Additional workflow rules can be applied if hours are entered to a project/grant (e.g., if employee charges time to a grant, the grant coordinator will be added to the timesheet review/approval) System allows supervisors to delegate time approval to other users System maintains audit log of all approvals, rejections, edits, and overrides, including user, timestamp, and reason code Systems allows approvers to approve time in mobile device Authorized users can create schedule and assign shifts System supports multiple shift types (e.g., 4-hr, 8-hr, 10-hr, 12-hr, etc.) Users can set credential requirements for shifts and restrict eligibility to employees who meet those requirements (e.g., CDL, CPR, etc.) Supervisors can set staffing minimums for shift System provides notification to supervisor when staffing drops below minimums System supports shift turn-around minimums and notifies supervisors when shift rules are violated Schedules can be configured with different pay rules (e.g., shift differential, on-call) that integrates with time entry System supports shift trading, either directly between employees or via a bulletin board, with manager workflow and approval Notifications can be sent to eligible employees of when shift becomes available Authorized users can define rules for shift swap / pick-up awards (e.g., can't pick up shift if will result in OT) Employee leave data incorporated into schedule System supports employee self-service, including viewing upcoming schedules in the system System automatically calculates overtime using configurable rules (e.g., FLSA, comp time eligibility, 40‑hour rules, daily hour rules, public safety 7(k) schedules, etc.) System can distinguish between FLSA and non-FLSA required overtime and automatically report in accordance with Federal regulations. System supports rates for special pays, shift differentials, incentives, and other add-to-pays as flat rate or percentage Eligibility for special pays can be configured based on hours work, time of day, assignment, employee characteristics (e.g., dual language employee receives additional $1 per hour), or other user-defined rules System supports automatic special pay triggers (e.g., certification earned, shift differential hours, call‑out events) with effective‑dated rules System allows user to configure which pay types (e.g., regular, on-call, leave) count as hours worked for overtime purposes, with rules defined by job classification System provides ceilings for incentive / special pay based on type and percentage or dollar amounts System maintains holiday schedule and automatically applies holiday pay rules and updates employee timesheet based on eligibility rules Administrators define types of employees eligible for holiday pay (e.g., full-time vs part-time) System supports mandatory and voluntary deductions, including taxes, retirement contributions, garnishments, insurance premiums, union dues, and charitable contributions, for which voluntary deduction changes can be made via employee self-service System tracks effective dating (i.e., start and stop dates for benefit deductions) System supports priority-based deduction processing, ensuring statutory withholdings and garnishments are applied in compliance with legal requirements System calculates employer-paid benefits and allocate costs by fund, department, project, or as configure System enforces contribution / deduction caps, including garnishments as percentage of disposable income System will provide invoice to employees with deductions and garnishments greater than compensation System will alert payroll supervisor when net pay less than deductions System supports employee reimbursement of accrued benefits through payroll (e.g., employee still received benefits on leave and need to pay back portion of premium) Documentation and orders requiring garnishments can be uploaded to the employee file, with restricted view System prepares payment to third-party for all deductions that were collected, including garnishments System supports a payroll simulator for employees to view net pay impacts under different deduction scenarios System shall allow employees to update voluntary deductions through a self-service portal, subject to eligibility rules and effective date System provides a benefits hub/dashboard for employees to view their current enrollments / deductions System creates a retirement report that meets state retirement system specifications to report retirement contributions, pensionable and non-pensionable earnings, service hours, and pay amounts, configurable by pay code, type, group, retirement system, etc. System supports employee reimbursement/payback for benefits paid by City, including creating the AR when an employee is using one of the programs and reducing the AR with each payroll (needs coordination of the entries on the GL side and payroll side). System shall maintain multiple leave types (vacation, sick, comp time, personal, etc.) with configurable accrual rates based on employee class, tenure, or bargaining unit System enforces configurable maximum accrual and carryover rules by leave type System allows overrides for accrual rates (e.g., employee started this year but giving accrual rate as if they have been employee for 5 years) and carryover rules / balances System prevents employees from accruing leave when in certain status (e.g., unpaid leave) System sends notification to employee notification when they are projected to reach their leave accrual (by type) System only allows leave options to employees for which they are eligible based on employee group, bargaining unit, or status (e.g., FMLA leave option may only be available to employees who have been approved for FMLA), including with effective dating System administrators configure which days are employee holidays, which may include different holidays for different unions or employee groups System provides configurable leave request workflows with routing, approvals, and notifications System provides delegate leave approvers if supervisor out of office or nonresponsive Approved leave requests are automatically added to employee's time sheet Through ESS, employees can view leave accruals and projections for remainder of year System supports FMLA leave requests with configurable fields for information to be provided Approved FMLA creates a "case" where authorized uses can provide notes, comments, and upload documentation System provides use of paid and unpaid FMLA (e.g., employee can use accrued sick time for paid FMLA leave or take unpaid FMLA leave) System enforces federal FMLA usage limits System monitors FMLA usage based on BZN and/or Department of Labor rules, and notifies employee, manager, and FMLA administrator when employee is approaching maximum FMLA case information / documentation are restricted to only authorized users / viewers Employees can submit to donate time (vacation or sick) to a time donation "bank" for any employee to use, which reduces the donating employee's leave accruals accordingly Employees can submit to donate time (vacation or sick) to specific employees for use, which reduces the donating employee's time, however if the recipient employee does not use the time, the unused time is returned to the donating employee Time donation submittals have a workflowed review and approval process Employee's requesting to use time from the time donation bank have a workflowed review and approval process Employee's who have been approved to use donated time can then use as a leave code when requesting time off Administrators can set maximums (either through accrual or max usage) for how much donated time an employee can use System calculates payroll using configurable pay calendars, supporting bi-weekly, weekly, monthly, and special run schedules Supports multiple formulas for complex earning and deduction codes / formulas (e.g., on-call time, shift differential, longevity (including fixed, hourly, and biweekly), incentive pay, etc.) System automatically computes gross-to-net pay, including taxes, deductions, employer contributions, imputed income, and wage garnishments System supports mid-payroll salary changes and related deductions and accruals (i.e., do not have to wait until new pay period to make changes) System allows payment of benefits even if employee does not have any hours (e.g., cell phone allowance, employer cost of benefits), with appropriate administrator approval Use of unpaid leave pay code deducts pay from salaried employees Automated compliance updates as new laws, deduction rates, tax tables, W4, etc. become effective System provides total compensation calculation for employees (i.e., wages, benefits, employer-paid benefits) Administrators can define payroll processing schedules System supports off-cycle payroll for corrections or payments System allows moving of payroll processing dates when a pay date lands on a holiday System generates pay registers, proof reports, GL distribution reports, deduction and accrual reports, and pre‑processing validation checks prior to payroll finalization System creates ACH file for direct deposit Authorized users can run audit report of all changes / adjustments made for each pay period (based on pay period dates) Employees are able to view all contributions, deductions, etc. on electronic pay stub and/or through employee self-service Employees can elect whether a percentage or fixed dollar amount is direct deposited into one or more accounts (e.g., deposit $1,000 into a checking account and the balance into a savings account, or, deposit 50% into checking and 50% into savings). Ability to create & update prenote runs, files and prevent deposits until prenotes are completed without errors The system must provide employee self service for all direct deposit and payment elections / changes System posts payroll results to the general ledger by fund, department, and account with balancing controls System produces W2s, W3, 1094/1095 (ACA) and submission files System provides payment via check, if necessary, including use of positive pay System allows employees to use self-service to view pay stubs, total compensation, and W2s System shall calculate retroactive pay based on missed earnings, reclassifications, collective bargaining settlements, or corrected time entries, with itemized adjustments on employee pay statements System allows mass retro pay runs for negotiated pay increases or backdated pay adjustments, including regular rate of pay for overtime calculation System automatically calculates withholdings and deductions when retro pay is calculated Workflow required to review and approve changes resulting in retro pay System supports recalculation of OT based on applicable FSLA cycles Retro pay will automatically correct leave balances if changes include use of / return of leave System maintains full audit log of retro pay changes System shall allow employees to submit expense reimbursements (e.g., mileage, travel, uniforms, tools) with required supporting documentation and comments through a self-service portal When submitting expenses, employees select the appropriate accounting code(s) to charge the reimbursement Administrators can set standard reimbursement rates (e.g., mileage) Administrators can set if expense types are eligible for taxes Employees can submit expenses on a smart device or through a web browser Employees can monitor the approval process for expense submittals Employees can view historical reimbursements System supports ACH reimbursement payments or combining reimbursements within regular payroll runs System automatically posts reimbursement expenses to the appropriate GL accounts, funds, or projects System supports a travel request “form” with user-defined fields to be completed by employee, including required fields, and routed for approvals System can classify travel expenses by hotel, airfare, meals, or other user-defined fields System provides travel history by employee, division, or department System supports payment of travel advances System provides total travel cost (by individual trip or aggregate employee, division, or department), inclusive of all payment types (P-card, reimbursement, advance, invoice payment, etc.) System integrates to and automatically calculates applicable per diem from GSA, with ability to for authorized user to override Authorized reviewers can review and approve expenses for eligibility, including ability to mark certain expenses as ineligible System supports creation of AR for ineligible expenses, which can be invoiced to employee or deducted from next payroll Travel request form can be updated with actual final expenses (e.g., a "travel closeout" for final travel expenses, which may be different from what was initially approved) Course instructors can build a course syllabus, including uploading supporting documents Courses can have a pre-requisite course and learners cannot enroll in a class without the appropriate pre-requisite course(s) Courses can be restricted based on job or role (e.g., accountant cannot sign up for weapons training) System supports a “course catalogue” and calendar of upcoming trainings System allows multiple sessions of the same course, without having to recreate the course each time for each session System is capable of uploading SCORM training content for learners to take Training administrators can maintain a list of internal and external instructors, including instructor contact information, skills, and expertise System provides inventory of facilities or classrooms where trainings can take place Characteristics can be provided for each facility or classroom (e.g., capacity, equipment, etc.) Course instructors can build tests and quizzes System supports a database of questions to use for tests and quizzes Courses can have different grading scales (e.g., Pass/Fall or A, B, C, D, F) System can support zero-credit courses for employees to sign up to attend event (e.g., flu shot). Training administrators can create learning paths that contain a series of courses to take to complete a path (e.g., Onboarding, Supervisors, etc.) Training administrators can set up release rules, such as when courses are open for registration Students can register for courses online Students can add themselves to a waitlist for courses that are already filled Supervisors can register their employees for courses and add them to a waitlist When an employee successfully registers for a training, the system will send a calendar invitation Training administrators can register and unregister students, we well as change waiting list order Students can unregister for a course, including ability to unregister within a time period (i.e., cannot unregister within 24 hours of course) The solution can identify priority students and register them first or move them to top of waiting list Waitlisted students can receive a notification of opening in course, with the opportunity to accept or decline The solution closes registrations when certain thresholds are met (number of registrants, class is within next 24 hours, etc.) Instructors can use the system to take attendance of students Instructors can assign grades to students Training administrators can review student and course details (e.g., attendance, scores, etc.) before issuing verification of completion Training administrators can track "no show" learners Employee file is updated with successful completion of training Employee record includes courses attended or dropped Copies of any training artifacts are added to employee file Students can verify completion of an on demand course by receiving a confirmation or certificate of completion System supports a training request form with user-defined fields (e.g., class, cost, etc.) that employees can complete and submit for approval. Training administrators can produce a dashboard of training performance metrics Training administrators can produce a list of training courses delivered Training administrators can create lists of no shows and employees who canceled a class Response Module / System Phase Comment