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HomeMy WebLinkAbout26 - Instructions - Enterprise Resource Planning Software & Implement (2)Bozeman, MT Reporting Please use the descriptions below to complete columns D - H on the subsequent tab. If the Respondent recommends additional reports, please add them in the table at the bottom of the next tab and include them in the fixed fee price. Column A B C D E F G H Response Key - Column D (In Scope?) Available Response Y N RC Response Key - Column E (Report Type) Available Response Out of Box Configured Dashboard System Inquiry Functionality Other Not Provided Response Key - Column G (Type of Support) Available Response S TPS NS Indicates input cell for Respondent to supply information Header Function Report Name Report Description In Scope? Report Type Recommendation Type of Support Comments Description Report is in scope and included as part of the fixed fee price proposal Report IS NOT in scope and included as part of the fixed fee price proposal Report requires clarification to determine if report will be included in scope. Clarification must be atted to Column H (Comments) Description Standard report delivered out of the box Report can be built using standard reporting tools of the system Information provided through a system dashboard Information retrieved through a system query rather than a report Information delivered by system functionality (e.g., a report is not needed due to bank reconciliation module functionality) Information accessed by other means (describe in comments) Report/information is not provided Description Report will be supported by software developer on ongoing basis Report will be supported by a third party on an ongoing basis and price is included in fixed fee proposal Report will not be supported or support provided through a separate, paid agreement (e.g., managed services) Description Current Report application Name of report Description of report, it's purpose, and / or the data fields needed in the report Respondent should indicate if the report development is in scope and included in the fixed fee price proposal Respondent should indicate the type of report or query that will achieve the City's needs Respondent should provide a recommendation on how the reporting need should be met (e.g., "use bank reconciliation module" or "met through GL inquiry with export to Excel if needed," etc.) Respondent should indicate the type of support for the report Respondent should include any comments or assumptions relevant to the answers above Attachment 3.1 - Reporting Function Accounting Accounting Accounting Accounting Accounting Accounting Accounting Accounting Accounting Accounting Accounting Accounts Payable Accounts Payable Accounts Payable Accounts Payable Accounts Payable / Purchasing Accounts Receivable Accounts Receivable Accounts Receivable Asset Management Asset Management Asset Management Asset Management Asset Management Asset Management Asset Management Asset Management Asset Management Asset Management Asset Management Asset Management Asset Management Asset Management Asset Management Asset Management Asset Management Asset Management Asset Management Asset Management Asset Management Asset Management Asset Management Asset Management Asset Management Asset Management Budget Budget Budget Budget General Ledger General Ledger Grant Accounting Grant Accounting Grant Accounting Grant Reporting Human Resources Human Resources Human Resources Human Resources Human Resources Human Resources Human Resources Human Resources Human Resources Human Resources Human Resources Human Resources Human Resources Human Resources Human Resources Human Resources Human Resources Payroll Payroll Payroll Payroll Payroll Payroll Payroll Payroll Payroll / Timekeeping Purchasing Purchasing Tax Reporting Respondent Suggested Reports Function Report Name Cash by Username; Utility Payment by Date; GL Queries Account Activity Listing Check Registers Check Reconciliation Remove Negative Payroll Cash Restricting Cash Pooled Equity Interest Distribution Compensated Absences Vendor Annual Related Parties Reconciliation Reports Journal Entry Report Outstanding & Voided Checks Payment Register Report - Commission Payment Register Report by Department ACH File - Payables Open Encumbrances Aged Receivables Report Customer Balance Listing ACH File - Receivables Asset Register Asset Inventory Controlled Asset Inventory Dispositions Replacement Depreciation and Recapitalization Reports Fixed Asset Transactions FA Acquisitions Reports Dept with Correct Class in FA (Prop) Dept with Correct Class in FA (Gov) Purchase Cost & Capital Cost Balancing Balance 999s Additions by Dept GL Additions by Dept FA System Acquisitions by GL Acquisitions per FA System Disposals per FA System Transfers per FA System Current Balance GL Current Balance FA Balance Report by Fund WIP But Not in Land Type vs Accum Deprec Acct Type vs Asset Acct Depreciation Processing Asset Register by Asset Number Budget to Actual Capital - Capital Project Budget vs Actuals Personnel - Position Allocation Budget Entry Detail Detailed Transaction Report Basic Financial Statements Grant Budget vs Actual Grant Lifecycle Tracking Cost Allocation SEFA Employee List Hours Detail Report Employee Wage Report Status Change Report Termination Report New Hire Report Recruitment Analysis Accrued Leave Report Earnings Report EEO Report OSHA Report Vacancy Report Employee List Step Increase Report ACA Reporting FMLA Report FMLA Eligibility Report Payroll Distribution Report Deductions Report Project / Grant Payroll Report W2 SUI report Workers Compensation Pension Payroll Report 941 Report ACH file Open PO Open Requistion 1099 Report Report Name Report Description Reports used for daily cash reconciliation. Cash by Username report includes all cash/check/direct deposit/ credit card payments processed through all sub-ledgers/modules. GL quiries are used to total payments posted or batched to the GL. Sublegers reconciled to GL daily and actual cash deposited in bank reconciled to GL. UP Payment by Date provides total utiltiy payments received broken down by the user that processed the payment. Most importantly in the breakdown is payments processed by 3rd party provider (Invoice Cloud). Due to the timing lag in receiving Invoice Cloud payments the breakdown of payment is the only way we are able to reconcile Invoice Cloud payments. This is also done on daily basis. This report is used for monthly cash reconciliation; selective query run to capture detail from one account to another account by specific period range. Provides GL balance for Operating, Payroll, Muni and Restitution accounts, gathers totals to complete monthly budgeted transfers, is used to reconcile due to/from accounts, advances between funds and transfers in/out, and helps generate interest income for distribution each month This report is used for monthly cash reconciliation; it captures outstanding checks from a predefined date through the period end by bank account code Used to gather all the system cleared checks each month to reconcile to bank records Summarizes the negative payroll cash each month so it can be removed/reclasssified from operating Summarizes regular cash that needs moved to restricted cash each month Monthly interest distribution, as well as used to allocate unrealized gain/los on investments for ACFR Point in time (June 30) report containing employee name, SSN, all benefit codes/type, fund, dept., div. activity, leave balances, pay rate. City Charter required report for vendors by department for each calendar year that spent a minimum of $10,000 for the year, or $2,500 each month. Another report of currently employed staff who worked during the calendar year, including department and email. Each month accounting reconciles sub-ledgers/modules (MR, Utitlity, AP) to what posts to the GL. Special Improvement District receivable and revenue balances are also reconciled twice each year from the TX modules. Run all manual journal entries completed during the year for audit sample. Report on uncashed checks or voided checks. Include check number, date, vendor, PO, amount. List of payments for submission to Commission for ratification. Include check number, check date, Vendor, PO, Amount, Item Description, name of department being charged, account. Payments by department for them to review their own transactions & accounts. Text file sent to bank(s) to facilitate ACH payments Report of all open encumbrances/POs for specific time periods. Include PO number, vendor, amount, GL account Identify outstanding invoices to-date. Identify open receivables by customer. Ability to run for specific time periods. Include customer, amount, billing charge codes File sent to bank(s) to facilitate ACH withdrawals from customer accounts (automatic payments) Listing of active assets with cost, depreciation (current year and accumulated) and if it was purchased with grant funds Listing of capital assets including name, department, location, quantity, status and if it was purchased with grant funds Listing of controlled assets (not capitalized but tracked) Disposition report showing items by asset type which have physically been disposed (including gains/loss calculations) but still remain on file for audit, compliance or accounting purposes. Assets due for replacement based on useful life rules Accumulated depreciation by asset, including recapitalization schedule (accummulated depreciation plus and inflation factor to understand the cost of replacing an asset) Summarizes potential period fixed assets to consider for entry in asset module and GL; generated by project and account string for period entries $5K or more and all entries with an 80 (capital) element code The detail report contains a record of all the new assets and asset improvements entered in the FA module for the period; the summary report provides the information how the acquisitions will be entered into the GL and creates the Journal Entry batch Report that confirms the same class has been used for each proprietary asset entry in FA and GL Report that confirms the same class has been used for each governmental asset entry in FA and GL Report that the Purchase Cost and Capitalized Cost amounts entered in FA balance Report that ensures proprietary entries to contra accounts have been accounted for in GL Report of period GL entries by dept Report of period FA entries by dept Report of period GL entries by asset type for both governmental and proprietary funds Report of period FA entries by asset type for both governmental and proprietary funds Report of FY FA disposals by asset type Report on fixed assets transferred Report of FY GL balances by asset type for both governmental and proprietary funds Report of FY FA balances by asset type for both governmental and proprietary funds Confirms new improvements to assets over the year; generates a page per fund Report to confirm FY improvements by asset type Reports to verify depreciation; run by asset type Reports to verify depreciation; run by asset type Provides summary and detail of depreciation by assets per account number and location/function Provides asset information by asset number; in the instance of depreciation, this report is used to gather FY assets by donation to capture donated depreciation Identify budget to encumbrances and actuals and available balances. Ability to run by fund, department or object. Include comments, object subtotals. All capital Projects with budget and actuals history, including encumbrances Positions with FTE allocation by fund, department / division, or program Budget entry by fund, department / division, or program including narrative justifications. Detailed list of transactions based upon user criteria. Important to be able to run report based on different criteria (e.g., by fund, department, account, cost center, period, project, user defined fields and in any combination, etc.). Trial Balance and ACFR reports (Statement of Net Position, Statement of Activities, Balance Sheet) by reporting unit Budget to Actuals report since project inception Tracks grant setup, allocations and closeout activities. Includes start/end dates, funding sources and remaining balances. Report direct and indirect costs associated with a grant or project, including assessment of fringe costs and/or overhead costs associated with direct project labor Report that aligns with Schedule of Expenditures of Federal Awards requirements for grant awards Employee list which includes all HR Master fields; i.e. Personal info, employment info, emergency contact, education, license, leave info, performance, FMLA, benefits, pay assignments (history included), grade, step, title, etc. Hours detail report by pay code, employee, deptartment, etc. Wage report including history Report of employees whose status has changed during a defined period (e.g., active, leave of absence, FMLA, inactive, etc.) Report of terminated employees over defined period of time Report of hired employees over defined period of time Configurable report that provides standard recruitment metrics to include: number of applicants, applicant source, applicant status, requisition aging, offer acceptance rate, stage conversion rates, interview/offer ratio, candidate drop-off rate, qualified applicants per requisition, pass through rate, withdrawals, time to hire, selection rate by demongraphic. Leave balance (vacation, sick, comp, etc.) by employee, including accrued leave liability. Earnings report by employee and org unit, including YTD gross/net pay (including regular, OT, and other incentive pays), hours worked, employer contributions, and deductions. EEO Reports OSHA reporting (Form 300, 300A, 301) Position vacancy reporting by organizational unit, including vacancy rates by unit and organization-wide. Census that includes First Name, Last Name, Both, Address, email, phone number, hire date, SSN, gender, employee id, department, benefit assignment start date, benefit assignment end date, department, division, hourly rate, annual rate, hours per year, benefit assignment, job title, hire date, longevity date, union group, total service hours View upcoming step increases by employee Create data file to submit to IRS FMLA hours used by employee, configurable by date range. Report of employees eligible for FMLA based on defined eligibility criteria. Detailed list of employee wages and benefits configurable by fund, department, date range. Reports of various current deduction types - pre-tax, post-tax, and employer-paid. Report of payroll information by project code (e.g., employee, hours worked, date worked, gross pay by paycode type) YTD taxable wages and withheld taxes configurable by date range. Data file(s) for annual IRS and State submissions. Report for quarterly SUI wage and excess wage reporting. Data file for quarterly submission. Report including employee name, work comp class code, earnings, and work comp deductions, configurable by date range. Customized report to track pension earnings, contributions, hours worked, and benefits, with configurable time views (monthly, annual, custom range) Report to support Form 941 Reporting ( Employer's Quarterly Federal Tax Return) File sent to bank to facilitate ACH payment/direct deposits Open PO report by: date, range of dates, vendor, account, commodity code, department, Buyer. Open requisition report by: date, range of dates, vendor, account, commodity code, department, requestor. Create data file to submit to IRS Report Description In Scope? In Scope? Report Type Report Type Recommendation Recommendation Type of Support Type of Support Comments Comments